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HomeMy WebLinkAbout03/13/2020 Special Council Meeting Summary MinutessMARANA AZ ESTABLISHED 1977 MARANA TOWN COUNCIL SPECIAL COUNCIL MEETING 11555 W. Civic Center Drive, Marana, Arizona 85653 Conference Center Second Floor March 13, 2020 at or after 6:00 PM Ed Honea, Mayor Jon Post, Vice Mayor David Bowen, Council Member Patti Comerford, Council Member Herb Kai, Council Member John Officer, Council Member Roxanne Ziegler, Council Member SUMMARY MINUTES CALL TO ORDER AND ROLL CALL Mayor Honea called the meeting to order at 6:05 PM and directed the Clerk to call the roll. Mayor Honea, Vice Mayor Post, Council Members: Dave Bowen, Patti Comerford, Roxanne Ziegler, John Officer, and Herb Kai. PLEDGE OF ALLEGIANCE/INVOCATION/MOMENT OF SILENCE: Led by Mayor Honea. APPROVAL OF AGENDA Vice Mayor Post, moved and Council Member Kai second the motion approving the agenda as written. Motion passes unanimously, 7-0. ITEMS FOR DISCUSSION/POSSIBLE ACTION Special Council Meeting Summary Minutes 03/13/2020 1 D1 Relating to Emergency Management; discussion, consideration, and possible direction regarding the Town's precautionary measures and preparedness actions due to the Coronavirus (COVID-19) pandemic (Jamsheed Mehta) Mayor Honea stated he in conversation with Town Manager Jamsheed Mehta called this Special Meeting so to update Council on the cautionary measures the Town is taking to ensure that safety of its employees and the community. There are many timetables of events surrounding COVID-19, and communities that are depended upon the Town's response to the virus. Marana needs to take some actions or set standards of practice to what the Town needs to do at this time. Deputy Town Manager Erik Montague provided some background information on the Coronovirus-19 (COVID-19), timetables as well as steps that staff has been working or planning to undertake. Town staff has put in a tremendous amount of effort over the past few days and weeks to put in a reasonable measured approach to maintain certain levels of continuity of service to the public to preserve and protect the public, and maintain those services that citizens require of the town. The Center for Disease Control (CDC) describes the Coronovirus-19 (COVID-19) as a virus that is easily spread between people who are in close contact and through aspiration and respiration of droplets through coughing or sneezing. The disease seems to affect those individuals who are advanced in age or have underlining medical conditions are especially at risk or hit harder than most. This particular virus is a novice that we have not seen, or been apparent before. As of now, no known cure has been identified. This virus is moving very quickly. Mayor Honea stated there are many things that are occurring around town. He and Mr. Mehta were on a conference call the other day with several entities (governments, schools, universities, health system and legislatures), and the events around the community varies significantly. The City of Tucson has canceled all meetings except Council Meetings. Marana needs to have Planning Commission meetings' as it is a fast growing community. The Town has canceled Employee Appreciation Day that was scheduled on the municipal campus; however, continuing with the Citizens' Forum. There is not consistency with the plans of the town. Founder's Day was canceled, but the town is moving forward with the Bluegrass Festival for a three-day weekend at one of the town parks. Again, there is inconsistency in the actions of the town. He stressed that Council needs to be involved in the decision-making. In his conversation with Mr. Mehta last week, he commented on those programs that were to be canceled. Mayor Honea stated at that time Council needs to be aware of those decisions affecting the community not making the decision, but to have input as to what is occurring in the community. University of Arizona and Pima College has canceled all athletic events for the next three to four weeks. Superintendent Doug Wilson stated to him today during the Marana 2340 Event that Marana High School, Special Council Meeting Summary Minutes 03/13/2020 2 Mountain View and both middle schools in Marana have canceled athletic events indefinitely. He stated in some states have taken steps to close school systems. If Marana closes its schools regardless of the reason, and a child arrives to school having been exposed, the community will likely have a nightmare of a situation at hand. Mayor Honea, Council needs to be involved and given updates to this fluid situation. He commented on the State of the Town Address stating he is not sure whether it can be held on April 23. His concern is that the Chamber leases the Ritz Carleton at several thousands of dollars and arranges an event upwardly 400+ attendees, and are unable to hold the event; the Chambers and the Town will lose a lot of money. He wants Council to understand the significance of the loss. Postponing or canceling Founder's Day may sound like a good idea as the Town would not have to refund monies collected, as he is a big supporter of the Chambers. If it is delayed until June or July, families are out of town or on vacation. These type of situations should be discussed with Council, and all those who may be affected. Senior staff should not make decisions without input from Council. Council Member Bowen commented on the Town's website and the information that is provided. He asked whether the local media has been notified. Mr. Montague stated the Town issued a press release that went to all media outlets, and it identified the actions approach that the Town is taking. Council Member Bowen commented on the number of individuals gathered together, and whether there has been any conversation to limit the number of individuals. Mr. Montague stated there has been conversation concerning what that number should be. Ultimately, each organization is determining the number of individuals gathered that is right for each community, depending on each circumstance. The Town suggested 50 persons, as it is potentially significant, yet conservative to provide greater protection to those involved. Council Member Comerford stated with some of the events, when it is a rainy day certain events are canceled. As governmental entity, it is important that the Town be consistent in its policies and what it does while being fair to all. She is very happy with the amount of information the Town has put out at this time. Related to Council Meetings, she has no concerns there, as there is not much public participation during those meetings. Council Member Ziegler thanked Town staff for putting information out to the public and employees. She agrees with Council Member Comerford's comments related to Council Meetings. She stated it is a pandemic and does not remember whether SAR's or H1N1 was a pandemic. Mr. Montague stated President Obama declared H1N1 a pandemic or national emergency. Council Member Ziegler, the Town need to be consistent in its messages and practices. Financial ruins is secondary to the health crisis at hand. To look at what may potentially be a loss for the State of the Town, she is not looking at the number of attendees or the financial cost that would be lost from the event. She appreciates Mayor Honea informing Council of the actions of the Town and Special Council Meeting Summary Minutes 03/13/2020 3 community; however, she does not have the expertise to go against the CDC, but agrees the Town needs to be consistent in its message. To her that means the State of the Town is canceled or postponed. As Council Member Comerford stated even if it the State of the Town is not held in 2020, if you have a problem with it, sorry Mayor. She does not think people will be upset because it was not held this year. Mayor Honea stated the State of the Town is the largest fundraiser for the operation of the Chamber of Commerce, and it is important to them. By not holding the event, they will likely lose $30,000 to 40,000 of revenue towards their operations. Even if the Town writes them a bigger check, there will be actions within Marana community that will disrupt business and government operations. Council Member Ziegler stated although she appreciates the work of the Chamber that is not her priority if the Chamber loses it fundraiser especially as we are dealing with a pandemic situation. As Council Member Comerford stated, you write a check as this is true. Vice Mayor Post stated Council should continue to hold its meetings with all in attendance, as it is important. He believes holding the meetings via electronic or digital means will be difficult for Council. He believes the State of the Town is a Chamber event it is not a Town event. Mayor Honea stated the Chamber sponsors the event contractually with the Town of Marana. It used to be the Mayor's State of the Town, but we have been holding the event differently. If the Town does not have an agreement with the Chamber to hold the event, then it is not held. Vice Mayor Post stated outside of the guidelines of holding the event that will result in over 250 attendees, the event is canceled. Period. Mayor Honea stated nationally the President and others have said not to have gatherings in excess of 250 —almost every event Marana has over 250. Vice Mayor Post stated Council should discuss how the Town would help the Chambers financially. He does not know whether the Town should help them with total cost, but Council needs to have that discussion. Related to the Forum, the Town should be very careful with having meetings that include a higher number of at -risk individuals. The Forum always tend to have a higher number of at -risk individuals, and have the time to serve. He believes those meetings with at -risk members should be canceled. Council Member Kai stated social distancing is very important at this time. This virus is likely to spread quickly among people in close proximity. He would rather err on being safe, canceling meeting or events to be on the safe side. The Town just needs to follow the guidelines at this time. He ask whether the Marana Police and Northwest Fire District and paramedics have the necessary equipment to handle some of those emergencies that could arise. Have they received special training as first responders? Mr. Montague responded stating in the case of the police department, they are reasonably positioned, as the Town cannot say what the spike would look like for the rate of the infection. While we have been in this meeting, Pima County has gone from one case to two. He stated one of the reasons why the Town has moved to social Special Council Meeting Summary Minutes 03/13/2020 4 distancing to flatten the rate of the infection. Regarding Northwest Fire, Town would have to engage to learn of their plans for handling such situations. Council Member Officer stated the Town has tried to be consistent in its messaging to the public, and as new information presents, provide it timely to the public. Council Member Ziegler commented related to the school district stating they will make the call whether to cancel school for the district. Mr. Montague stated that is MUSD call, not the Town. Mayor Honea stated they have canceled all athletic events at this time. His concern is for the town employees and their families. If the governor or the federal government rule that all schools close across the state, Marana and other communities will be scrambling at that point. Mr. Montague stated for clarification, Council Meetings is it the direction of the Council to continue to hold the meetings as we currently do, and not look for alternative technology methods to hold Council Meetings. Mayor Honea stated Planning Commission as well to be treated the same as Council Meetings. Mr. Montague covered additional steps the Town is taking related to travel restrictions and possible and anticipated illnesses. Travel restrictions have been imposed and are suspended until further notice. Any out of state business travel has been suspended whereby an employee registered for a required conference or training event, suspended indefinitely until conditions related to the coronavirus has change. Regarding in-state travel, employees are encouraged to limit travel to in state only and only attending meetings that are required. For those meetings that are related to funding such as WIFA (Water Infrastructure Finance Authority) or other meetings related to projects that will advance the purpose and is critical to the delivery of service. In those cases, it is preferred to participate through video conferencing such as web -based conferencing, or telephone conferencing. In regards to employee personal travel, the Town is encouraging employees to be very thoughtful areas of travel, as well as the mode of travel and activities during travel so to avoid becoming exposed or spreading exposure. For those employees who have known to have traveled and have returned to work, supervisors will have a conversation with its employee related to areas of travel. Based upon the outcome of those discussions and in coordination with Human Resource, the employee will be notified whether they can return to work as scheduled, or be required to stay home for up to 14 days. The period of 14 days could be reduced or extended based upon medical advice or test results. As we live in this mobile society, it may not handle all situations; however, the Town believes it is a reasonable approach. This should not be seen as a trust issue, but rather a meaningful conversation between an employee and its supervisor, as we care about them and members of the community. Supervisors are going to be ask and expected to be engaged with its employees if or when an employee is noticeably ill; that is, exhibiting flu like symptoms. They will be Special Council Meeting Summary Minutes 03/13/2020 5 ask to engage the employee, and in those cases where the supervisor see one or more flu like symptoms, they will consult Human Resource for direction. If the employee or a member of its family is exhibiting, flu like symptoms or been exposed to COVID-19, the employee would be required to remain home for 14 days. However, if an employee or its family member has traveled to one of the areas that WHO and CDC has issued warnings, an employee would automatically be required to remain at home for 14 days. The timeframe is calculated upon returning home from travel or the first day symptoms are noted, and the employee is sent home. That required time might be extended or reduced depending on medical intervention or test results. Vice Mayor Post asked whether employees would utilize its sick pay while away from the office. Mr. Montague replied stating those employees' who have traveled before this change should they be required to stay home or are sent home, the employee would be placed on administrative leave with pay. For those employees who travel for personal reasons after this policy becomes effective, will use one of its leave time that they have available, such as: manage time off and sick leave. With the policy, the Town is seeking temporarily amendment that could allow other uses of leave time such as vacation and compensatory time. In cases where an employee has exhausted all leave time the Town will advance them up to 80 hours of next year MTO (Manage Time Off) allocation. Vice Mayor Post, for those employees who travel for work or is work related, are those employees provided administrative time. Mr. Montague replied stating the Town would have to look into those situations, as he is aware of an employee who has returned from work related travel and will need to consider those. However, going forward, out of state business travel has been suspended. From an employee standpoint, employees have been asked to make their supervisors or directors aware when they are feeling ill, and will be asked to remain home to take care of themselves. The Town is trying to remain some form of balance, transparency and accountability, as we are not attempting to treat employees disproportionately, but rather would like to have a meaningful conversation by making a decision of what is the best interest of our employees and the community. The Town through its Daily Mail has ask employees to maintain good hygiene practices. Public Works Department has replaced soap dispensers and sanitizing solution, as well as ensure sufficient supply of paper towels throughout the organization. Additionally, to refrain from handshakes and to be mindful of person-to-person contact with members of the public and to avoid providing misinformation. Town staff is currently working on providing employee resources or tools (i.e. frequently asked questions) once assembled, the information will be available to employees through the employee portal on the Town's website. Special Council Meeting Summary Minutes 03/13/2020 6 There will be additional links available where information and updates are provided to include the World Health Organization (WHO) and the Center for Disease Control (CDC) and other organizations. Mr. Montague, the measures discussed are preliminary plans the Town is looking to put into effect. As a public entity to maintain at a minimal essential services as well as the health and safety of the community, and those employees who provide those necessary services. Ultimately, the Town of Marana seeks to serve the community at the highest level, and it does require ultimate contributions of dedicated and talented staff. It is important to note that Marana has assembled a dedicated group of talented professional who have continued to provide services to this community. While under Town Manager Jamsheed Mehta's leadership and participation in this conversation as well as the Town staff, he thanked Deputy Town Attorney Jane Fairall, Senior Town Attorney Libby Shelton, Deputy Human Resource Director Jennifer Lindblom, Communications Manager Vic Hathaway, and Assistant to the Town Manager Heath Veseovi-Chiordi for getting the information together quickly on behalf of the Town. Council Member Ziegler complimented Town staff on the press release, as it was very informative. Mr. Montague stated other communities such as City of Tucson and the Town of Oro Valley has implemented a policy whereby they suspends water disconnect. He asked whether the Council had an opinion on this matter and wanted to do something similar in the Marana community. Council could direct staff in a future Council Meeting to bring forward those changes that may be necessary that could allow that for some time. Town Attorney Frank Cassidy stated Town staff has prepared an ordinance that staff will present to Council as an added item on its agenda on Tuesday, March 17, 2020 for consideration. It currently states that if a consumer does not pay its bill, services will be disconnected. Under the circumstances, most entities are softening its policies on disconnection of services. Mayor Honea stated this ordinance only permits this practice for one or two months. Mr. Cassidy replied stating Town staff has proposed a sunset date of April 30, 2020 unless extended by Council. Mr. Montague stated the other item being added to the Council Agenda for Tuesday is adoption of temporary changes to certain personnel policies and procedures to allow the Town to make those changes that are necessary. Mayor Honea stated the one item he did not get consensus on from Council that is important to him is relating to the State of the Town. A couple of Council Members have said they would help the Chamber out by assisting in making up funding that will be lost. As for him, he loves the State of the Town and had been actively involved in the process and had selected the speaker. He expressed concern with canceling the event Special Council Meeting Summary Minutes 03/13/2020 7 and moving to a virtual filmed clip stating this is a big task, as he would prefer not to cancel the event. He asked whether the direction of the Council is to assist in making up some of the funding the Chamber would lose because of it being canceled. He ask is the direction that Council would like to give to Town staff. Council Member Bowen stated that would be a good idea to do that, as there is no way that an event such as this can be planned, once set in motion to cancel it two weeks before it is to occur. He would entertain some ideas to help the Chamber. Council Member Ziegler stated the Town will not make the Chamber whole, but the Town needs to see what that number is before making any decision. Mr. Montague stated the Town will continue to work with the Chamber to obtain those numbers so to provide to the Council. EXECUTIVE SESSIONS E1 Executive Session pursuant to A.R.S. §38-431.03 (A), Council may ask for discussion or consideration, or consultation with designated Town representatives, or consultation for legal advice with the Town Attorney, concerning any matter listed on this agenda for any of the reasons listed in A.R.S. §38-431.03 (A). 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 Mayor Honea asked for a motion to adjourn the meeting. Vice -Mayor Post moved and Council Member Kai second the motion adjourning the meeting. Motion passed unanimously, 7-0. Meeting adjourned at 7:09 PM. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Marana Town Council meeting held on March 13, 2020. I further certify that a quorum was present. Cherry L. Lakson, Town Clerk Special Council Meeting Summary Minutes 03/13/2020 G� 8 MARANA AZ ESTABLISHED 1977