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Home My WebLink AboutCouncil Executive Report 12/31/2008\ \�. . . \�\.. �\\ � \ ��\ �� . ; , � \ �� Town t�f �ara�a ��` �� „ �� "�C�t�� 'Cl�'�,��1�"� ��e � f''t �� ; �, � � \ � ' �,\� \ �r� ,q �`, ��C��YI��"r �l� '�'{I�g � �:� � �� . ��`�° c��' � a�`:, �, \\ ��. � �\� Report Time Period: December 15 - 31, 2008 Prepared On: December 31, 2008 Prepared By: Rebecca Kunsberg, Town Management Fellow Distributed Through: Gilbert Davidson, Town Manager � / \� "Committed to the futu�e... Inspi�ed by ou� past. " • ORGANIZATION WIDE UPDATES o BUILDING — PG 2 o CAPITAL IMPROVEMENT — PGS 3- S O COMMUNITY DEVELOPMENT — PGS S- 7 o LEGAL — PGS 7- 8 O MARANA REGIONAL AIRPORT- PGS 8- 9 o OPERATIONS AND MAINTENANCE — PGS 9 o PARKS AND RECREATION— PGS 9— 1 O o PLANNING — PG 1 � o PoLICE — PGS 10 -11 o TECHNOLOGY SERVICES- PGS 11 — 12 o UTILITIES - PG 12 • COUNCIL CALENDAR ORGANIZATION WIDE: A. BUILDING GENERAL OFFICE • A staff committee continues development of a new pool and spa code for the Town. • Administrative staff is working with Accenture Golf construction crew and advanced planning staff on review and approval of skyboxes, grandstands and viewing platforms for the upcoming Accenture golf event. RITZ CARLTON RESORT DOVE MOUNTAIN • Construction is in steady progress. • Administrative and plan review staff continue to attend regular meetings at the job site bi- weekly on Wednesdays. � -2- B. CAPITAL IMPROVEMENT PROJECTS SILVERBELL ROAD INTERCEPTOR PROJECT: 1999-050 • Silverbell and Ina Rd. asphalt has been placed with minor fill areas remaining. • Median curb on Ina Rd., west side has been placed. • Median filling is in progress for placing of pavers. • Minor areas of riprap still remain to be placed. • Streetlight ducts and foundations at Benet Dr. have been installed. • Landscaping work is continuing along Silverbell Rd. Concrete foundations for the art features are in place. • The sidewalk and curb & gutter have been completed. (minor sections remain due to construction access needs) • Phase I work in the District Park continues with earthworks and grading. • Final Pavement lift will be placed and constructed starting the Sth of January, 2009. • Value engineering, environmental concern monitoring, testing, quality control and assurance are on-going daily. The project has had no reported safety issues. THORNYDALE ROAD PROJECT: • The project has entered the landscape establishment period. • Some minor punchlist work remains to be completed. • Installation of a pan-tilt-zoom camera system at the Thornydale/Orange Grove Intersection was recently completed by the Town's Traffic Signal Division enabling remote monitoring of traffic in and around this intersection. Installation of similar camera systems at the Costco and Horizon Hills intersections will be undertaken in the near future. THORNYDALE RD. / TANGERINE RD. INTERSECTION IMPROVEMENTS: • The Developer's revised plans have been reviewed and accepted. The Town is finalizing the plans. • Estimated to begin construction: January-February 2009. TWIN PEAKS PROJECT: • Conditional cultural clearance obtained, there are areas of further recovery that will need to be cordoned off from construction initially. • 404 permit at corps, Robert Dummer reports that permit will be issued January 6, 2009. • Conditional environmental clearance obtained. • Conditional right of way clearance obtained • UPRR C&M agreement signed. Meeting before ACC set for Camino de Manana closure. Conditional railroad clearance obtained • Qwest and ADOT have agreed to disagree on prior rights of their utilities at this time. Twin Peaks contractor will perform work while continuing to sort out who pays. With that, conditional utility clearance obtained. • Demolition complete. Water service for Pioneer Landscaping out to bid. Work to be completed by first week of February, 2009. Once complete, final well can be abandoned at Barnes residential site. • Project currently advertised with a bid opening scheduled in Phoenix on January 30, 2009. Sixteen contractors have purchased plans, including the successful CMAR contractor for �� Camino de Manana (Borderland), Ames (currently mobilized doing railroad doubletracking), Kewitt (currently mobilized doing the I-10 work in Tucson) and Granite (local yard on Tangerine Farms) which could help drive bids down. TANGERINE FARMS LOOP ROAD: • Punch list, site cleanup work, and project closeout continuing • Drainage along Street A into Cemex pit negotiated with Cemex and Cottonwood: decision made for Cemex to grade and maintain plant site to retain runoff onsite, Town will enlarge and maintain scupper basins on Cottonwood property, Cottonwood to ultimately design and construct storm drain to direct all inflows to Cemex retention basin when site developed, per Development Agreement • Signalization of the I-10/Tangerine Road intersection completed and energized December 3rd, grading, drainage modifications and fence relocation to be completed by January at this intersection. HONEA HEIGHTS WATER. SEWER AND PAVING PROJECT: • Paving work was completed at the end of September; final negotiations on extra work underway for final paving project close out in November 2008; sewer as-builts under review prior to submittal to Pima County Wastewater Management Department(PCWMD) • NAC Construction completed water improvement installation prior to July, system tied over to new service and site cleanup was completed mid July. • Paving was completed in July, utility adjustments and site cleanup is in progress • Two additional sewer manholes, sewer main and service connections installed for low income housing project on town owned property on Whitney Lane, in new road alignment for Sydney Place • Sanitary sewer as-built information is being compiled for submittal to PCWMD and Arizona Department of Environmental Quality(ADEQ) for final Approval to Discharge, to be submitted after final manhole rims adjusted to new street pavement elevations and final survey information and post paving inspections completed • Connection of homes to new sewer main to begin after Approval to Discharge issued by ADEQ, program currently calls for approximately 200 homes to be connected over a three year period. Bid documents are in the process of being developed for the first phase of this work. • Sidewalk construction planned once all homes are connected to the sanitary sewer system CAMINO DE MAIVANA PROJECT: • 404 permit received from Corps in November of 2008 • Contractor selection was finalized and Borderland Construction Co, Inc. was selected for the Construction Manager At-Risk contract. • Construction is estimated to start April/May 2009. BARNETT LINEAR CHANNEL: • Environmental investigations have begun for utility pot-hole locations. Pot-hole location investigations will be started shortly there after. • Revised 60% plans are estimated to be completed by February, 2009. -4- • As-Needed Environmental Consultant issued NTP and TOA to complete necessary environmental and cultural work to comply with the National Environmental Policy Act. PAVEMENT REHABILITATION PROGRAM: • Resurfacing and striping of roads within the Sunflower Village neighborhood have been completed as part of the 2008-2009 pavement rehabilitation program. • Punchlist items and other work is ongoing. Should be completed by end of January 2009. SAGUARO SPRINGS/LA PUERTA WATER SYSTEM INTERCONNECT • Installation of the new 8" was completed the week of December 8, 2008; installation of new water services and system testing to be performed during the week of December 15, 2008. C. COMMUNITY DEVELOPMENT AFFORDABLE HOUSING • Received Pima County Foreclosure Data for January November 2008 worked with GIS to complete report for Marana's jurisdictional boundaries. Foreclosures in Marana total 343 for January to November, with the highest number to date in October with foreclosure notices filed on 49 properties. November foreclosures adjusted back to 30. • Work continues at 13441 Price Lane including rehabilitation, painting, bathroom updates, landscaping, and the termite eradication. HONEA HEIGHTS III - SPECIFIC PLAN • Completed 98% of Specific Plan text and exhibits. Met to try and resolve issues effecting roadway design and common areas. • Specific Plan will be submitted to the Affordable Housing Advisory Commission in January. MARANA BUILDS HABITAT • Model plans submitted and approved for the first two houses at the corner of Moore and Hester. • Met with Marana's professional women's football team to confirm participation in Marana Builds Habitat. • Forwarded more than $6,000 in donations the Habitat for the Marana Build. DISCRETIONARY FUNDING • Received draft Discretionary Funding Policy and Procedures from Legal with minor comments, expecting Finance comments in January. • Continuing to meet with Students Together Against Narcotics and Drugs (STAND) members to coordinate with Bedroxx credits for this year's After Party on April 18th. • Marana Arts Council worked with Parks and Recreation Director Tom Ellis to remove personal property and use of the Heritage House. • Continuing to work with the Marana Heritage Committee to Complete a Discretionary Funding Application for funding support of the Arena. s.� • Received all necessary documents from the Marana High School and Arizona Regional Academic Decathlon to complete a Discretionary Funding Application for the January 30th event and prepared agenda item. 2009-2010 CIP REVIEW COMMITTEE • Staff recommendation for ranking CIP project were completed on Thursday, December 18th. Full packet to Manager's Office by January 7, 2009. GRANTS AND AWARDS • Completed 2009-2010 application for Homeland Security Funding for Operation Stonegarden — Border Patrol and Customs support including overtime shift compensation and capital equipment funding. • Working to meet the January Sth deadline for 2009-2010 Homeland Security Funding. • Received 2009 LTAFII funding. • Began work on 2009-2010 CDBG requests, due to Pima County on February 6, 2009. DISCRETIONARY FUNDING • Developed draft Discretionary Funding Policy and Procedures — forwarded to Legal and Finance for comments. • Funding contract sent the Pima Council on Aging for the Marana Mature Worker Connection. • Continuing to meet with Students Together Against Narcotics and Drugs (STAND) members — Students will be asking for Bedroxx credits for this year's After Party on April 18th. • 2008-2009 Discretionary Funding contract with the Santa Cruz River Heritage Alliance has been fully executed. • Connected Marana Arts Council with Parks and Recreation to schedule the removal of personal property and use of the Heritage House. • Working with the Marana Heritage Committee to complete a Discretionary Funding Application for funding support of the Arena. • Continuing to work with the Marana High School and Arizona Regional Academic s Decathlon to complete a Discretionary Funding Application for the January 30th event. 2009-2010 CIP REVIEW COMMIrrEE • Held project presentation meeting for 2009-2010 CIP — more than 200 pending and active projects were discussed • Subcommittee ranking and rating underway. All three subcommittees have met to complete scoring projects. • Staff recommendations for ranking CIP project to be completed on Thursday, December 18th. Full packet to Manager's Office by January 7, 2009 HOUSING REHABILITATION PROGRAM • Continuing work on four Marana residences including emergency repair requests. � GRANTS AND AWARDS • Completed contracts for Homeland Security Funding for Operation Stonegarden — Border Patrol and Customs support including overtime shift compensation and capital equipment funding. • Completed contracts far Arizona Criminal Justice Commission (ACJC) Southern Arizona Taskforce Funding Holiday 2008-2009. • Renewed extension contract with Pima County for CDBG Funding. • Completed application for PAG Youth Art funding. • Completed Local Assistance Transportation Fund (LTAFII) funding request. • Began work on 2009-2010 CDBG requests, due to Pima County on February 6, 2009. GENERAL ADMINISTRATIVE • Completed CDBG audit — no findings D. LEGAL WASTEWATER LITIGATION • A decision is anticipated within the next 60 days on the Town's November 6 motion to dismiss Pima County's "notice of claim" affirmative defense and "competing utility enterprise" counter-claim. • A decision is anticipated within the next 60 days on Pima County's August 6 motion for reconsideration of the ruling that Pima County has no authority to operate a sewer utility in Marana without Marana's consent. • Detailed mapping of the non-flow-through portion of the wastewater system located within the Town has been completed by Westland Resources. WASTEWATER TRANSITION • The form of newspaper public notice has been approved for a February 3 public hearing before the Town Council to hear comments and feedback on Marana's pending Central Arizona Association of Governments request to be the designated management agency (DMA) in southern Pinal County. • Legal staff is participating in regular wastewater staff ineetings to address ongoing transition issues, including the contract with Algonquin for wastewater system operation and maintenance services and the preparation of new draft Town Code provisions addressing wastewater. CMID IGA NEGOTIATIONS • Town staff is working with CMID staff to finalize Exhibits A and B to the cancellation agreement approved by the Town Council at the December 16 meeting. DEANZA REFERENDUM LITIGATION • As of the date of this report, the DeAnza referendum is still set to appear on the Town's March 2009 ballot. • The Developer has filed an accelerated appeal of Pima County Superior Court Judge John Davis November 28 ruling granting Marana's motion for summary judgment and denying DeAnza's motion for summary judgment, and has filed the opening brief. • Cedric Hay is working on the responsive brief with intervenor's counsel, Joy Herr Cardillo. The brief is due on January 9. -7- POLICE DEPARTMENT PERSONNEL MATTERS • A lawsuit alleging hostile work environment is pending in the United States District Court on behalf of Barbara Harris, Michelle Ochoa and Lanell Garbini, but has yet to be served on the Town. PUBLIC WORKS PROJECT PROPERTY ACQUISITIONS • There are ten pending condemnation cases for the acquisition of Twin Peaks/Linda Vista interchange right-of-way. These cases are being handled by the law firm Miller/Kramer, and overseen by Cedric Hay. • Cedric Hay is leading the effort to coordinate appraisals and property acquisition negotiations to obtain right-of-way needed for the Camino de Manana project. The Legal Department anticipates filing approximately seven condemnation cases by the middle of January, which will be handled in-house by Frank Cassidy and Cedric Hay. • Initial property acquisition discussions are occurring for the proposed Barnett Channel project, in connection with entries onto the properties for initial surveying work. OTHER NOTABLE CIVIL MATTERS • The Legal Department held interviews for the position of Administrative Manager (the position formerly held by Camille DeSimone), and offered the position to Karen Cushing, who has accepted and will begin working on January 5. • Cedric Hay continues to meet and work with lending institutions and the Planning Department to address illegal lot splitting in the Camino de Manana area. • Jane Fairall has been working with the Human Resources Department on revisions to the Town's personnel policies, some of which were adopted by the Town Council on December 16. Others will be forwarded for Council consideration in early 2009. E. MARANA REGIONAL AIRPORT FIRE PROTECTION WATER LINE • Under contact to Sundt Construction • Construction is 100% complete SEWER LINE • Under contact to Sundt Construction • Construction is 100% complete SEPTIC TANK • Design is under contact to Westland Resources • Design is 78% complete • Field samples were taken to be analyzed BY-PASS APRON • Design is complete • Construction bids were opened on 8/11/2008 • Apparent low bidder is Borderland Construction -$763,435 • Award for construction is on hold waiting for ADOT Aeronautics Approval • Approved by the State Transportation Board on 12/19 -8- SECURITY FENCE • Construction is 60% complete AIRPORT ACCESS ROAD • Low bidder was Borderland Construction -$1,717,555 • Construction is 55% complete AIRPORT TERMINAL • Under design to Jacobs Carter Burgess • Schematic design is 65% complete • Schematic design will be transferred to DWL • Grant was reinstated by the State Transportation Board on 12/19 PAG - AVIATION THINKTANK • PAG will host a ThinkTank for the aviation community on Tuesday, January 6th F. OPERATIONS AND MAINTENANCE UPDATES FLEET SERVICES: • Taking police vehicles to B&B Selectcom for fitting of emergency lights (2 hybrid Camrys and a Ford F-150) • Public Auction tentatively set for January 17, 2009 — will include some non-vehicle auction items such as firewood, computer equipment. Worked with O&M Crews to clean and reorganize the MOC warehouse TRAFFIC SIGNALS: • Reorganizing Sign/Signal Shop warehouse • Installed PTZ camera at Coachline • Working with the CIP group for the crosswalk at Benet and Silverbell (provide light poles) STREET MAINTENANCE: � • Cracksealing Grier Road between Sanders and Sandario • Installed new Handicap ramp/crosswalk in Gladden Farms. • Grading Tangerine Road MANAGEMENT: • Working with Finance on Budget Reduction scenarios • Submitted CIP Infrastructure recommendations • Working with HR on Facilities Key Policy G. PARKS AND RECREATION ADMINISTRATION • Master Plan contractor EDAW provided an update and survey review to Parks & Recreation Advisory Board � RECREATION • CaTCH Healthy "U" graduates (175 youth) attended field trip to Bedroxx • Holiday Party at Senior Center (40 participants) • Winter Camp for youth program (80 children registered) and Tots program (11 children registered) • Afterschool program at Marana High School ended; we will not return in the spring • Youth flag football preseason coaches meetings and official's trainings conducted • Founders' Day event planning began • Egg Nog SK final planning/preparation for January 1 st event day (34 registered) • Frisbee Disc Golf Tournament with more then 40 participants from around the state • Tortolita Mountain hike (10 participants) Pa�s • Silverbell District Park prepping for trails and asphalt • Planning/preparation for holiday trees/decoration removal • Park "tot-lot" woodchip aeration H. PLaNrtnvc PRE-APPLICATION MEETINGS • QuikTrip Store #1456 Rezone on 12/4/08 • Northwest Fire District Central Services Campus on 12/11/08 • Circle K on 12/11/08 • Dove Mountain Apartments on 12/11/08 NEW PROJECTS FOR DECEMBER • Dove Mountain Resort II-Lots 79-97,154-172 & Block L— lst submittal 12/17/08 SUBMITTALS RECEIVED ON EXISTING PROJECTS FOR DECEMBER • Marana Market Place — Revision 2 submittal 1-12/10/08 • New Life Baptist Fellowship Development Pan — Sth submittal -12/15/08 • Heritage Park Shoppes Development Plan — 2nd submittal 12/15/08 • Marana Mortuary & Cemetery — 2nd submittal 12/8/08 • Old West Industrial Village Final Plat— 2nd submittal 12/8/08 • Canyon Community Bank & Retail Shoppes— 2nd submittal 12/10/08 • Marana Place Development Plan — 4th submittal 12/26/08 • Gallery Parcel5 Preliminary Plat — 4th submittal 1/14/09 I. POLICE COMMUNITY RELATIONS • The Department held a VIN Etching event for residents of Sunflower. • The event was by invitation of their "Neighborhood Watch" coordinator. We etched approximately 36 cars in a 3 hour time frame. RECRUITMENT - 10- • Completed police recruit testing and processed eight applicants for January 2009 oral boards. SOUTHERN AZ DUUGOVERNOR'S OFFICE OF HIGHWAY SAFETY ( GOHS ) GRANT • The Police Department received a grant for overtime funds to expand on DUI violator directed patrols. • Since December 5, the GOHS Grant has allowed us to add additional staffing on the weekends for DUI enforcement. • In eight directed enforcement days, Task Force officers conducted 297 stops. Issuing 131 Citations, 173 Warnings, made 19 Misdemeanor Arrest and 8 DUT Arrests. Unfortunately, during this time Task Force officers also investigated an Alcohol Related fatality on December 20. OPERATION STONE GARDEN • The Police Department has conducted 5 violator directed patrol details as part of Operation Stone Garden. Further deployments are scheduled for the month of January. • Current operational statistics are as follows: 53 traffic stops, 38 citations issued, 10 written warnings, 4 misdemeanor arrests, 4 illegal entrants turned over to the U.S. Border Patrol and one stolen vehicle recovery. HOLIDAY PATROL • December 19 - 24 • Personnel worked ten-hour shifts: 5 motor units, 1 canine unit, 3 detectives 1 SRO, Multiple VIP's throughout the week, Multiple AZ Rangers throughout the week. • Concentrated efforts in the business districts especially the parking lots and stores. • No crimes reported during our hours of operation in our business districts. • Received many compliments from our citizens and guests in our community. Both the AZ Daily Star and Channel 13 News rode with units and published news stories. .T. TECHNOLOGY SERVICES IT & NETWORKING • Completed rehire of Ken Meyer as Network Technician. • Ongoing progress in the Tyler MiTNIS ERP system implementation. • Internal training and build of evaluation virtualization server. GIS • Met with Central Arizona Association of Governments far future imagery acquisition planning • Updates to Habitat Conservation Plan and Foreclosure maps • Assisting PD in selection of GPS equipment PD & COMMUNICATIONS • 7.4 Radio system upgrade complete. • New Dispatch Automatic Vehicle Location mapping features under test • Storage server additions in process for property and evidence and 911. -11- SOFTWARE APPLICATIONS • Marana Suggestion box now available internally to employee� at SuggestionBox.com • Reviewed requirements for new Administrative Directive database application. • CRW new version update installed for evaluation of Chronology functionality. Transition to .NET version in planning. K. UTILITIES DISCONNECTS FOR NONPAYMENT: • December 2008 — 25; December 2007 — 27 • November 2008 — 33; November 2007 — 31 LATE CHARGES BILLED: • November 2008 -$9,240 (616 customers); November 2007 -$3,035 (607 customers). Late charge increased from $5 to $15 January 1, 2008. ACTIVE ACCOUNTS WITH ZERO USAGE: • November 2008 — 93; November 2007 — 101 GENERAL • Completed interconnect at Saguaro Springs to La Puerta water system, awaiting Approval o� Construction. • Completed public education at the Airport for lead levels above the EPA Action Level. We have not received any calls regarding concerns from customers or citizens. - 12- > Council Re�ort Calendar • January 1: New Year's Day, Town offices closed • January 5: Strategic Plan Open House at Heritage Highlands, 6 p.m. • January 6: Regular Council Meeting, 7 p.m. • January 7: Strategic Plan Open House at Wheeler Taft Abbett Sr. Branch Library, 6 p.m. • January 8: Strategic Plan Open House at MMC, 6 p.m. • January 12: Council Candidate public forum at Heritage Highlands, 6:30p.m. • January 19: Martin Luther King Jr. Day, Town offices closed • January 20: Regular Council Meeting, 7 p.m. • January 28: Council Candidate public forum at Estes Elementary, 6:30p.m. . 2 3 4 5; 6� 9 10 11 12 ; 13 14 �.�_ .................�.�........ ........ ._...... �........,......... ......... � .......................... .......................... ......................................................................... 23 ; 24 25 26 ; 27 � 28 • . 4 5 11 12 18 19 25 26 6 13 ....... 20 27 February 3: Regular Council Meeting, 7 p.m. February 11: Council Candidate public forum at Rattlesnake Ridge Elementary, 6:30p.m. February 16: Presidents' Day, Town offices closed February 17: Regular Council Meeting, 7 p.m. February 19: Council Candidate public forum at Chamber Luncheon, (The Oasis at Wildhorse Ranch), 11:30a.m-1:30p.m. February 23-March 1: PGA Tour Accenture Match Play Championship �, i • March 3: Regular Council Meeting, 7 p.m. � • March 17: Regular Council Meeting, 14 7 p.Tri. ai • March 21: Founders' Day at Ora Mae Harn zs Park Future Event • Apri130: State of the Town