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HomeMy WebLinkAbout11/13/2018 Special Council Meeting Minutes (2)A_4 MAPANA ESTABLISHED 1977 MARANA TOWN COUNCIL SPECIAL -COUNCIL MEETING MINUTES 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers November 13, 2015, at or after 7:00 PM Ed. Honea, Magor Jon Post, Vice Mayor David Bowen, Council Member Patti Comerford, Council Member Herb Kai, Council Member John Officer, Council Member Roxanne ,Ziegler, Council Member SPECIAL COUNCIL MEETING MINUTES CALL TO ORDER AND ROLL CALL: Mayor Honea called the meeting to order at 7:00 p.m. Interim Town. clerk Hilary Hiser called the roll. All council members were present constituting a quorum. PLEDGE OF ALLEGIANCE /INVOCATION /MOMENT OF SILENCE: Led by Mayor Honea. APPROVAL OF AGENDA: Council .Member Bowen motioned to approve, with a second provided by 'Vice Mayor .Post. The motion passed unanimously, 7-0. COUNCIL ACTION Al Relating to Mayor and Council; selection of the Vice Magor. Mayor Honea addressed the Chamber explaining that the position of Vice Mayor serves a two year term and the position's main responsibility is assisting the Mayor with the operations of the meeting in the Mayor's absence. He stated that his nomination is for Vice Mayor Post to remain in his current position and serve another two year term. I �e asked the Council for additional nominations. November 13, 2018 Special -Council Meeting Minutes Hearing none, Mayor Honea motioned to approve ]ion Post as Marana Vice .Mayor for 2018 through 2020. A second was provided by Council Member Comerford. The motion passed unanimously, 6-0, as Vice Mayor Post did not cast a vote in favor of his own nomination. Vice Mayor Post thanked the Council for their vote of confidence and stated he would continue to do his best serving the Council. CALL TO THE PUBLIC PROCLAMATIONS P1 Proclaiming November 24, 2018 as Small Business Saturday by recognizing the Importance of supporting small locally owned businesses. Dead into the record by Interim Town Clerk Hilary H. Hiser. MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS Council Member Comerford stated she is happy that the election season is over. Council Member Ziegler welcomed back all three council members re-elected. MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS Town Manager Jamsheed Mehta reported that the October Council Executive Deport reflects continued positive growth outpacing the pervious year. He also reported that the official ribbon cutting and dedication ceremony for the new Marana Police Facility is November 14, 2018 at 1.0:00 a.m. in the main courtyard. Marana will be hosting a portion of the El Tour de Tucson bike race on Saturday, November 17, 2018. Mr. Mehta also announced the first of several Council Connections would occur November 30, 2018 at Savaya Coffee Market in Dove Mountain. This event will give residents and business owners the chance to meet and speak with council members in a more relaxed and informal setting. Finally, Mr. Mehta formally introduced the Town s new Finance Director Yiannis Kalaitzidis. PRESENTATIONS P1 Relating to Budget; presentation of preliminary year end results .for the Town's General Fund and other selected major funds for the 2017-18 fiscal year. Presented by Starla Anderson, Deputy Finance Director. Ms. Anderson presented the preliminary financial results for Fiscal Year 2018. She noted these results are preliminary because the audit is not complete. She stated the auditor's final opinion would be issued at the end of November and the Town's final .financial statement issued sometime in December. Ms. Anderson indicated staff does not anticipate any major changes between the numbers reported to Council and the final audited statement. She reminded the Council that all information regarding the November 13, 2018 Special -Council Meeting Minutes 2 budget revenues and spending is available on the Budget Dashboard tool located on the Town's website. Ms. Anderson reported that revenues for Fiscal Year 2018 were above projections; however, HURF revenues fell slightly short meeting only 96 percent of the budget forecast. She did note HURF collection was down statewide. On the expenditure side, Ms. Anderson reported all funds except for the water Reclamation fund and Airport operation fund were below budgeted estimates. She explained that for enterprise funds certain revenues and expenditures are reported as non-cash, such as depreciation. Specifically for the Airport operating fund, there was a $430,000 capital asset expenditure correction that is causing the expenses to exceed revenues. IVIS. Anderson transitioned her presentation to a more in-depth review of the specific funds starting with the General Fund. She noted that each budget review has a year over year comparison across several fiscal years. For the General Fund, Ms. Anderson reported that all revenue collections were greater than budget estimates, and expenditures were under budget for the fiscal year. She noted that operating supplies and equipment were slightly over due to an unforeseen water main break at ora Mae Harn District Park. Also, the General Fund's expenditures do have some carry --over to the next fiscal year for certain projects. Ms. Anderson stated that once the 25 percent reserve is subtracted, there would be $8 million available in the General Fund for allocations in the new fiscal year. Reviewing the HURF fund, Ms. Anderson reported several projects carried forward into the next fiscal year. In the Transportation fund, there are also several major projects carried over, including the Ina Road Interchange project. For the Bed Tax fund, the Town's responsibility to payback a portion of its sales tax to certain resorts, based on a regional formula, has expired. The 1/2 Gent sales tax fund will be eliminated as of January 1, 2019. This fund met projections and any remaining funds will be carried over to cover the final costs of the police facility as those expenditures are finalized in Fiscal Year 2019. Ms. Anderson noted that enterprise funds are more complicated to review. The water Operating fund's revenues and expenditures have non --cash amounts included that value the infrastructure used by the operating fund. Vice Mayor Post asked what happens to the excess revenue in a fund when it exceeds budgeted expectations. Ms. Anderson responded that if the excess revenue is in an enterprise fund, then those fund dollars would be used for operations specifically allocated to that fund, like the water operations fund. Ms. Anderson noted that the water operating fund's expenses were under budget for the most part, except for the Contracted services line -item which had a $300,000 capital asset adjustment. She emphasized that the exceeded line -item was not a cash transaction, but a capital expense correction related to infrastructure. The water Reclamation Operating fund also had revenues above projections. The expenses in the November 13, 2018 Special -Council Meeting Minutes 3 fund do not reflect the debt service for the new 2017 debt incurred on the wastewater facility, but those payments will be accounted for in the next fiscal budget cycle. The Airport operating fund's lease revenue increased, as well as the fuel related revenues. Ms. Anderson also noted transfers from. the General fund to the Airport Operating fund as expected. The fund's expenses were on track for personnel and benefits, but there was a $430,000 non-cash adjustment that pushed the expense line item over. Council Member Ziegler asked Ms. Anderson to clarify the Airport Operating fund $430,000 expenditure. IVIS. Anderson responded that money was spent in previous budget years and the Town capitalized those dollars as an asset in construction and progress. But, the Town did not construct these projects and the money was not used to purchase a capital asset. She explained that the movement of the capitalized asset to the expense line -item is an accounting method to balance for a project that never came to be. Council Member Ziegler asked how much the Airport owes the General fund. Ms. Anderson stated the Airport operating fund still owes the General fund $Z million. Council Member Ziegler asked if the Town is considering using any of the revenue gains from the Airport operating fund to pay back the General fund. Town Manager Jamsheed Mehta interjected that this presentation is informational only for the year- end report. He noted that future meetings regarding the next fiscal year budget adoption would be the better venue for policy recommendations related to inter -fund movements, such as the Airport to the General fund. Council Member Ziegler stated that she would like to see the Airport operating fund start operating like an enterprise fund and support itself. Mr. Mehta responded that .Airport revenues have increased over the years and the fund is making small annual payments reducing its debt to the General Fund. No Council action was taken. CONSENT AGENDA: Council Member .Ziegler motioned to approve, with a second provided by Council Member Bowen. The motion passed unanimously, 7-0. C1 Resolution No. 2015--101: Relating to Development; approving a final plat for The Village at Barnett Lots 1 thru 251 and Common Areas "A" - "P" located north of Barnett Road and east of Sanders Road (Brian D. Varney) C2 Resolution No. 2015-102: Relating to Traffic and Highways; authorizing the Town Manager to sign all documents and do all other things necessary or prudent to obtain emergency public access along the Central Arizona Project canal and elsewhere for the benefit of the San Lucas, Amole Circle, and Adonis neighborhoods and. surrounding areas (Frank Cassidy) C3 Resolution No. 2015-103: Relating to Community Development; approving and authorizing the Town Manager to execute a Memorandum of Understanding with the United Way of Tucson and Southern Arizona establishing the Town as a host site for November 13, 2018 Special -Council Meeting Minutes 4 the 2019 IRS Volunteer Income Tax Assistance (VITA) Program (Heath Vescovi- Chiordi) C4 Resolution No. 2018-104: Relating to Administration; approving the transfer of $200,000 in budgeted expenditure authority from the General Fund contingency line item to the restricted budget line items within the Police Department for unanticipated costs in the fiscal year 2017-2018 budget (Starla Anderson) C5 Relating to Procurement; approving a change order to the Ina Road Pavement Reconstruction project construction contract with Southern Arizona Paving & Construction Co. in the amount of $56,943.00; authorizing the transfer of appropriations if necessary for the change order; and authorizing the Town Manager or designee to execute the necessary documents to effectuate the change order (Keith Brann) C6 Approval of the Regular Council Meeting Minutes from October 16, 2018 and approval of the Study Session Meeting Minutes from October 23, 2018 (Hilary H. Hiser) LIQUOR LICENSES BOARDS, COMMISSIONS AND COMMITTEES COUNCIL ACTION ITEMS FOR DISCUSSION/POSSIBLE ACTION D1 Relating to Legislation and Government Actions; discussion and possible action regarding all pending state, federal, and local legislation/ government actions and on recent and upcoming meetings of the other governmental bodies. Presented by Jamsheed Mehta, Town Manager. Mr. Mehta reviewed the results of the State wide election, focusing on the Town's legislative representatives. He noted that staff would continue to work with the elected legislative representatives to advocate for the Town's interests at the State Legislature. EXECUTIVE SESSIONS: Council Member Bowen motioned to transition to executive session, with a second provided by Council .Member Ziegler. The motion passed unanimously, 7-0. The Council left the dais at 7:25 p.m. Pursuant to A. R.S. § 38-431.03, the Town Council may vote to go into executive session, which will not be open to the public, to discuss certain matters. E1 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. E2 Executive session pursuant to A. R.S. § 38-431.03(A)(7) to consider its position and instruct the Town's representatives regarding negotiations for the possible sale of Town -owned land to Northwest Fire District. November 13, 2018 Special -Council Meeting Minutes 5 The Council returned to the dais at 8:05 p.m. Regarding item E2, Town Attorney Frank Cassidy asked the Council to authorize the Town Manager to negotiate with Northwest. Fire consistent with the executive session discussions. Vice Mayor .Post motioned to approve, with a second provided by Council Member Bowen. The motion passed unanimously, 7-0. FUTURE AGENDA ITEMS Notwithstanding the mayor's discretion regarding the items to be placed on the agenda, if three or more Council members request that an item be placed on the agenda, it must be placed on the agenda for the second regular Town Council meeting after the date of the request, pursuant to Marana Town Code Section 2-4-2(B). ADJOURNMENT: 'Vice Mayor Post motioned to adjourn at 8:06 p.m., with a second provided by Council Member Bowen. The motion passed unanimously, 7-0. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Maran a. Town Council meeting held on November 13, 2018. 1 further certify that a quorum wc--i.s present. V Hilary H. Ijer, Interim Town Clerk November 13, 2018 Special -Council Meeting Minutes 5