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HomeMy WebLinkAbout05/01/2012 Study Session MinutesSTUDY SESSION 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers, May 1, 2012, at or after 6:00 PM Ed Honea, Mayor Patti Comerford, Vice Mayor David Bowen, Council Member Herb Kai, Council Member Carol McGorray, Council Member Jon Post, Council Member Roxanne Ziegler, Council Member STUDY SESSION CALL TO ORDER AND ROLL CALL. Mayor Honea called the meeting to order at 5:59 p.m. Town Clerk Bronson called roll. All Council Members were present. PLEDGE OF ALLEGIANCE /INVOCATION /MOMENT OF SILENCE. Dispensed with until the regular Council Meeting. APPROVAL OF AGENDA. Motion to approve by Council Member Post, second by Council Member McGorray. Passed unanimously. DISCUSSION /DIRECTION/POSSIBLE ACTION 1: Presentation: Relating to Budget; review, consideration and direction to staff regarding the preliminary FY2013 budgets for the Enterprise Funds, other selected funds, the proposed Capital Improvement Plan and the Pavement Preservation Program. Barbara Johnson, General Manager for Public Services, was recognized for her effort in starting the Pavement Preservation (PPP) and Capital Improvement Plan (CIP) programs. She noted that the PPP is particularly important to address both new growth in the town and the deterioration over time for roads supporting that growth and the roads that existed prior to Marana incorporating them and no knowing how those roads were previously managed. The cost of building and maintaining roads is very high. Routine maintenance is critical to preserving roads over time in a cost and safety- efficient manner. Ms. Johnson introduced the staff who composed the PPP committee: Cookie Gallegos, Mac Murray, Greg Sendlak, Paul Baughman, Dan Whitehair, Dan Groseman and Brendan O'Connor, who will be presenting a data analysis report to Council. The committee has met over the last two years, GPS'd, photo and videographed, identified and categorized through cartegraph all roads within Marana. When the roads can May 1, 2012 Study Session Council Minutes longer be maintained through PPP, they then move over to the CIP group. Ms. Johnson stated that their presentation tonight was to request Council allow staff to implement the program which will be presented. Brendan O'Connor began by discussing a new maintenance philosophy focused on prevention of major rehabilitation or reconstruction. In the past, the efforts have been aimed at being more reactionary. There wasn't a good inventory or record - keeping system. They were project based, and no follow -up was done. This integrative preservation and preventative maintenance strategy, if applied along -term, will reduce costs and increase infrastructure life even beyond what it was built for by doing some moderate treatment. The proposed maintenance program is a six -year target, which can be extended if needed. He then discussed the composition of asphalt and the need to preserve it. Next he discussed the ground inspection methods to determine the condition of the road and then described the current inventory and condition of Marana roads. Only 9.71percent are in failed condition; nearly 41percent are in acceptable condition; and nearly 50 percent are in excellent condition. He concluded his presentation with next steps which include maintaining a minor treatment program; minor treatment costs included in the FY 2013 budget; and continuing to identify resources to fund moderate treatments and reconstruction projects. Gilbert Davidson proceeded to discuss the funding for this in the FY 2013 budget, about $500K - which will cover the minor treatments. Moving forward, we will have to continue to think about moderate treatments because of the greater cost. As new roads are built, as annexations occur — we'll have to make sure we have the appropriate funding which is maintained over time. Council Member Bowen asked what the plan is for keeping the analysis up to date. Mr. Davidson noted that the effort will be annual through the pavement rating system and through the Pima Association of Governments and technology they have. Council Members Post and Kai asked if the committee was putting together any requirements for developers before the town accepts subdivisions roads — has any of that changed through the process that was presented here? Mr. Davidson responded that as part of a learning process, post- maintenance must be done before the streets are turned over to the town such as fogging. Also, when a road is being built, town inspectors must be onsite to validate what the construction crews are telling us they're doing. There are different triggers for when sections are turned over to the town. Mayor Honea asked how long it would be before the town gets behind the curve. Is there enough capital for the absolute necessities? Mr. Davidson responded that there are multiple parts to that question. Presented tonight as part of next year's budget are the minimum modifications of the pavement preservation. The revenue stream is not yet built up for implementation of the full program — with a minimum modification and then come back for a medium modification. Over the next year, the committee will be working on recommendations to do that. So when a road gets to a critical stage, it gets bumped out of the PPP and into the CIP "fix -it" plan, which is the next part of the presentation. In the FY12 budget, there is funding for some of the projects shown to Council this evening within the Continental Ranch area. Mr. Davidson introduced the CIP presentation. This is a compilation of different sources of May 1, 2012 Study Session Council Minutes money. The Town has had a great success of designing and constructing projects, especially over the past four or five years. Barbara Johnson discussed the many of elements of planning for FY13. She began by noting the first program under her direction began in 2007. She then discussed lessons learned over those five years. There is a plan for five years, but there isn't a funding program for all five years. She also discussed the project management program as well as the asset management program — and how they all feed into the same philosophy as the PPP. Included are the way projects are ranked from the perspective of maintenance, environment, funding and how they fit into the strategic plan. She presented the planned projects and those for FYI 3. Staff wants to finish the multi -modal shared use path at Cortaro /Silverbell Road and the rebuild design of Costco Drive, the restoration design of Cracker Barrel Road, land acquisition for a multi -use public facility, including a police substation, because of the work that is necessary along the 17 miles of 1 -10, and Silverbell landscaping. If staff can obtain research and development funding, they will ask for $1,900 from the general fund for Honea Heights septic conversions and sidewalks — plus $2.1 M federal funding; and $91K general fund money for the Barnett Linear Park and food control drainage improvements. From the %2 cent sales tax fund, staff will be asking for $61.5M (and another $442K from the Transportation Fund for the Thornydale Road and Tangerine to Saguaro Ranch paying project. Taking money from the Transportation Fund is done very conservatively due to not ever really knowing how much money will be there. However, they do have funds for the completion of existing projects: Silverbell Road, Cortaro Farms Road and the Thornydale /Tangerine intersection of $28.8K; the Santa Cruz Shared Use Path Phase III of $376K; and the Thornydale Road, Tangerine to Saguaro Ranch as previously discussed. She then went over the projects from the HURF monies and the Parks impact fees and other funding source such as PAG, RTA and developers. The Airport Fund is money that comes directly from either the federal or state, and the state is beginning to fund their Aviation Fund again after having swept it for years. Upon receiving these funds, Taxiway K will be constructed, as will the Bypass Apron and an environmental Assessment. With respect to water utility funds, these come from the operating fund annual, a well rehab at Cortaro, make an allocation purchase and a gravity impact storage fees. At some point we need a new SCADA system, a water line rehab at Oshrin and a water purchase at Sunset Ranch based on a deal made years ago. For wastewater, the town would like to buy the plant for $8M, purchase a reclamation facility for bio solids and construct a recharge facility for effluent management to keep our water onsite even if we don't get the permits for two years— all for about $9.1M. Erik Montague summarized the current CIP investment portfolio, $22.8M is being budgeted for FY13 CIP projects. He noted that there is a reasonable piece tied to outside bond funds. He also discussed the strategic acquisition process and a diverse portfolio including 30% of the funding will come from the RTA, 4% from impact fees, 1% from PAG, 11% from grants and contributions, )% from the %2 cent sales tax, 38% from bonds, 10% from cash in the bank, 0% from the general fund, 4% from the transportation fund and 2% from HURF. This is a significant reduction from FY12, which was about $72.5M. This is due in part to the delivery of some significant projects, including the Twin Peaks interchange and the Silverbell district park. Staff is still refining numbers on some carry -over projects that are not completed. The next time Council will see these numbers will be with the tentative budget. May 1, 2012 Study Session Council Minutes Executive Session pursuant to A.R.S. §38- 431.03 (A)(3), Council may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. ADJOURNMENT. Motion to adjourn by Council Member McGorray, second by Vice Mayor Comerford. Passed unanimously at 6:50 p.m. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Marana Town Council meeting held on May 1, 2012. I further certify that a quorum was present. F eely r n C. onson, Town Clerk ® ® ,�q� ;oF .. SEALS ilk ® � V l�� ®® May 1, 2012 Study Session Council Minutes