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Home My WebLink About01/05/2016 Regular Council Meeting MinutesREGULAR. COUNCIL, MEETING MINUTES 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers, January 5, 2016 at or after 7:00 PM Ed Honea, Mayor .ton Post, , 'Vice Mayor David Bowen, Council Member Patti Comerford, Council Member Herb Kai, Council Member Carol McGorray, Council Member Roxanne Ziegler, Council Member REGULAR COUNCIL MEETING CALL TO ORDER AND ROLL CALL. Mayor Honea called the meeting to order at 7 :00 p.m. Town Clergy{ Bronson called roll. All Council Members, except Council Member Mc G o rray, were present. PLEDGE OF ALLEGIANCE/INVOCATION /MOMENT OIL SILENCE. Led by Mayor Honea, APPROVAL Or AGENDA. Motion to approve b Council Member Bowen, second fey Council Member Ziegler. Passed unanimously 6--0. CALL TO THE PUBLIC. No speaker cards were presented. PROCLAMATIONS MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS. No reports. MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS. No report. January 5, 2016 Meeting Minutes PRESENrrATIONS Pi Relating to the Police Department; presentation and discussion regarding procurement, building site discussions, anticipated cash flow and schedule, and general status of the future Marana Police Facility. Jennifer Christelman presented, noting that the project manager selected is ABACUS. Rick Carr representing ABACUS was introduced. Mr. Carr will be the familiar face on the project. Staff` is in the final stages of working the contract with ABACUS with a kick -off meeting next week. Staff has drafted a Request for Qualifications for the architect. As soon as that goes out on the street, we will be selecting a Construction Manager at Risk (CMAR). Later in the presentation, Ms. Christelman explained why a CMAR was selected for the project. The facility will be located on property at the municipal complex between the post office, the Parks & Recreation building and the Administration building. The project manager will determine the ultimate configuration. She then reviewed the funding for the project which includes the V2 cent sales tax which went into effect July 1, 2015. Calculations are estimated that $1$M will be collected for the design and construction of the building. Another $3M will come from the town's general fund for site civil work and campus improvements such as drainage and utilities, in the amount of $3M. Equipment purchases will be funded in part by $1M in RICO funds. There are discussions that this facility will also become the communications center for Northwest Fire and the police department. Additional money will be coming into the project if this agreement is finalized. Right now, $22M is allocated to the project. She then discussed cash flow and the potential cash position from the ' / 2 cent sales tax, RIO funds and the general fund both preliminary to and during construction. The big issue was not wanting to bond the project. If the general fund monies are used and the planning around the availability of the funds is managed properly, bonding will not be necessary. That information is driving the schedule. So the first phase will be doing the pre-design, the contract negotiations, getting the architect and the CMAR on board between now and March 2016. From April through January 2017, the second phase of the project will be the design. That will require the CMAR and the architect to be on board. The third phase will be construction, which is anticipated to occur from February 2017 through August 2018. Once the CMAR and architect are on board, we will have to constantly monitor our cash position. If we're bringing in more money and keeping the costs lower, the project could be delivered sooner or we could look at our overall cash position and determine that that offsets dipping into our own cash funding ($3M ). We can evaluate those options as they present themselves and the best available information that we have. This is the reason that staff decided the CMAR was the best avenue to pursue because it builds in the flexibility to do that. If we have the CMAR, we can accelerate the schedule or lag the schedule depending on the available funding. January 5, 2016 Meeting Minutes 2 Council Member Bowen asked what the lag time is between collecting sales tax and the town knowing what it is. Erik Montague addressed Council noting that it is approximately two to two and a half months behind. Taxes that occur in July, paid in August, and the reports from the State of Arizona come to us in the middle of September. At this tinge, we only know four months of activity. Since the 1 /2 cent sales tax went into effect, for the first four months we are averaging a little under $400K per month or about $1.4M. These numbers are within what we had projected and the independent analysis by Elliott Pollock & Co. Mayor Iona asked if the infrastructure would start in February or earlier. Ms. Christelman stated that would depend on the schedule of the design. If some of the preliminary drawings are done construction could start earlier. once the CMAR comes on board and we have the availability of working with them, we will try to get things advanced as much as possible. Council Member Ziegler asked about the 1 /2 cent sales tax and where it is being generated. Mr. Montague stated that the ordinance required that, along with establishing the '/2 cent sales tax for all allowable categories, the town had to establish a separate fund for those resources, and that '/2 cent sales tax is being dedicated as specified by Ms. Christelman. He then reviewed some of the categories that were excluded. Council Member Ziegler asked that staff notify Council if any major changes occur in this collection. Council Member Kai asked if the lowest cost bid had been looked at to save any money over the CMAR selection. Ms. Christelman responded that selecting the lowest cost bid was an option staff looped at, and it does provide a very competitive option. The concern with that is flexibility of the schedule and trying to bring the contractor on early in the process for constructability reviews and having the ability to change the schedule based on the cash position. CONSENT AGENDA. Motion to al)prove by Council Member Ziegler, second b Vice Mayor Post. 1 unareillzously 6 -0. C 1 resolution No. 2016 -001 Relating to Development; approving a development plan for Dove Mountain Medical at Dove Mountain Centre 11 (Steve Cheslak) C2 Approval of December 15, 2015 Regular Council Meeting Minutes (Jocelyn C. Bronson) LIQUOR LICENSES BOARDS, COMMISSIONS AND COMMITTEES COUNCIL ACTION January 5, 2016 Meeting Minutes 3 Al Resolution No. 2016 -002 Relating to intergovernmental relations; adopting a 2016 Town of Marana Legislative Program and authorizing and directing those authorized to lobby on behalf of the Town of Marana to represent and pursue it (Tony hunter). Presented by Gilbert Davidson, who noted that this is a standard item which is brought before Council each year. The only adjustment we made for this year is that we heard there may be some additional bills related to the construction sales tax this year, and we wanted to make sure we are able to deal with that appropriately. Council Member Kai asked if we know the total bill and what we spent last year and what this year will cost us. Mr. Davidson responded that it will be the standard contract with no increase this year — about $36K to $40K annually. Council Member Ziegler asked who would be championing on behalf of the town this year to which Mr. Davidson responded that the League will take the lead role in terms of getting the information from dilTerent members of the legislature and coordinating with cities and towns. The League executive committee, on which the Mayor serves, will weigh in on various issues. Triadvocates will assist where they can, but most of the heavy lifting will be done by the League. Motion to approve by Council Mt- ,vnibe r Ziegler, second by Council Member Kai. Passed unan inno usly 6.0. ITEMS FOR DISCUSSION /POSSIBLE ACTION EXECUTIVE SESSIONS. Motion to go into executive session at 7:25 p.m. on item E 4 2 by Vice Mayor Post, second by Council. Member Bowen. Passed unanimously d -o. L 1 Executive Session pursuant to A.R.S. §38-431.03 ( Council may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. 12 Executive session pursuant to A.R.S. § 38-431.03(A)(3) and (4) regarding potential claims and legal issues associated with the Foothills development project, the Foothills Specific Plan (1990) and the original and amended Foothills development agreements (2006, 2008, and 2011). The Foothills development project is located west of Thornydale Road, about a quarter mile north of Moore Road, and about a quarter mile east of Dove Mountain Boulevard. FUTURE AGENDA ITEMS ADJOURNMENT. Motion to adjourn at 7: 571x. m. by Vice .Mayor Post, second by Council. Member Bowen. Passel unanimously 6.0. January 5, 2016 Muting Minutes 4 1 � It r l ', r_ IFICA ON I hereb certif that the fore are the true and correct minutes of the Marana Town Council i-neetin held on Januar 5, 2016. 1 further certif that a q uorum was present. Jo n C. Br son, Town Clerk ex I IN 1� N Januar 5, 2016 Meetin Minutes