Loading...
HomeMy WebLinkAbout10/06/2020 Regular Council Meeting Summary Minutes MARANA AZ ESTABLISHED 1977 MARANA TOWN COUNCIL REGULAR COUNCIL MEETING 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers, October 6,2020, 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 6:00 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 Council Member Ziegler moved and Vice Mayor Post second the motion to approve the agenda as presented. Motion passes, 7-0. CALL TO THE PUBLIC Mayor Honea opened the meeting to receive public comments. No public comments were made. PROCLAMATIONS Regular Council Meeting Summary 10/06/2020 MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS Council Member Ziegler acknowledged Town Attorney Frank Cassidy who announced his retirement at the end of October. She congratulated Mr. Cassidy and stated the organization and Council would sorely miss him. Mayor Honea stated the Governor has been quiet over the past month. Governor Ducey has tweeted about his previous executive orders. Covid-19 cases in Marana have decreased, and he commented on the zip codes on the maps of the community that have single digit cases of the virus. Town Manager Jamsheed Mehta will provide an update to the Town entering into Phase 2B returning to work on October 19. Marana Unified School District is also looking to return students on October 19. MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS Town Manager Jamsheed Mehta reported on the following events: • Town Attorney Frank Cassidy has informed the Town that he is retiring. He has probably touched every policy that has come before the Council, as well as most development projects. He is the longest serving department head with the Town serving in his position for 17 years. Prior to his employment with Marana, he had been involved in projects with Marana prior to becoming its Town Attorney. • The employee return to work plan involves moving from Phase 2A to Phase 2B. In 2A, the Town allowed those employees with concerns to be able to work half time in the office and half-time working from home. On October 19, Phase 2B will be in place. All able-bodied employees are expected to return to the worksite. The exception would be only those employees who are parents of kids where there are school arrangements with a modified learning module for returning kids. The Town has policies in place that speaks to the different flexible arrangements employees may utilize in order to continue to work. • Council Executive Report o September SFRs capped out at 73 issuances. September of 2019, we closed with 65 SFRs for the month. o The residential development community is not anticipating any type of slow down as it pertains to development for at least the next 18 months. • FALL PROGRAMMING 2020 o Parks and Recreation Department • Fall Recreation Programming registration has started, and doing well this year. • We have seen approximately 300 registrations to date for our programs, which offer a variety of experiences. Regular Council Meeting Summary 10/06/2020 o Community Development and Neighborhood Services ■ The Marana landfill has a Free Public Access day coming up on October 17. This is done twice a year for Marana Residents as part of the DA from when the landfill was approved. ■ Animal Services Canine Vaccination Clinic that was held last weekend and had good results. ■ Animal Service Spay and Neuter Clinic: We are holding a low cost spay and neuter clinic for Marana residents on Saturday, October 10, 2020 at the Marana Community Center at Ora Mae Ham District Park. • HR Flu Vaccination Clinic Success o Town employees received yearly flu vaccination clinic. We inoculated just over 100 employees. The remainder of those employees or Council Members that did not receive one, may still receive one free of charge anywhere that accepts the Town's insurance. • 2020 Census Count o The 2020 Census count is officially continuing through the month of October. Marana is doing better than the average city or town in the state. However, Marana's response rate is not a high as our neighboring cities or towns. The census staff will have to do more work by going door-to-door. • COVID19 Update o It is very good in Pima County, as well as statewide. With the exception of the university area, Marana has no issues with any of the businesses as far as enforcement, as they are adhering to state and county orders. PRESENTATIONS CONSENT AGENDA Cl Resolution No. 2020-107: Relating to Police Department; approving and authorizing the Mayor to execute an intergovernmental agreement between the Town of Marana and other public agencies to participate in the Arizona Child Abduction Response Team (Libby Shelton) C2 Resolution No. 2020-108: Relating to Technology Services; approving and authorizing the Town Manager to execute Subrecipient Agreement Number 20- AZDOHS-HSGP-200404-01 between the Arizona Department of Homeland Security and the Town of Marana to receive funding for Cybersecurity Enhancement (Kristin Taft) C3 Resolution No. 2020-109: Relating to Addressing; renaming"Bamboo Muhly Trail" located in Saguaro Bloom Block 7 as "Sand Sage Trail" (Justin Currie) Regular Council Meeting Summary 10/06/2020 4. C4 Resolution No. 2020-110; Relating to Capital Improvement Projects; approving and authorizing the Mayor to sign the Intergovernmental Agreement between the Pima County Flood Control District and the Town of Marana for Construction and Maintenance of the Santa Cruz River Path CalPortland Segment (Frank Cassidy) C5 Approval of the Regular Council Meeting Summary Minutes of September 15, 2020 (Cherry L. Lawson) Council Member Kai moved and Council Member Ziegler second the motion approving the Consent Agenda as presented including the amended set of Minutes for September 1, 2020. Motion passes unanimously, 7-0. LIQUOR LICENSES BOARDS, COMMISSIONS AND COMMITTEES B1 [Town Council acting as Floodplain Board] Relating to Floodplain Management; staff report to Floodplain Board regarding a floodplain violation on property located at 4801 W. Flying Diamond, as required by Town Code section 17-15-7 (A) and federal regulations, and order from Floodplain Board regarding abatement of the violation (Keith Brann) Town Engineer Keith Brann provided a brief PowerPoint Presentation overview of this item. (A copy of the presentation is on file in the Town Clerk's Office for review.) Below is a highlight of the presentation. Floodplain Violation Report • A Floodplain Violation notice has been given to the owner of the property at 4801 W Flying Diamond. • A building addition and a swimming pool were constructed without building permits or floodplain use permits. The entire property is FEMA zone AO-1 Next Steps • Upon Notification of a violation, the Floodplain Board must take one of the following actions: 1. Take any necessary action to effect the abatement of such violation. 2. Issue a floodplain variance to this chapter in accordance with the provisions of section 17-15-11. 3. Order the owner of the property upon which the violation exists to provide whatever additional information may be required for their determination. Such information must be provided to the floodplain administrator within 30 days of such order and the floodplain administrator shall submit an amended report to the floodplain board within 20 days. At the next regularly scheduled public meeting, the floodplain board shall either order Regular Council Meeting Summary 10/06/2020 the abatement of said violation or they shall grant a floodplain variance in accordance with the provisions of section 17-15-11. 4. For FEMA regulated special flood hazard areas, submit to the administrator of FIA a declaration for denial of insurance, stating that the property is in violation of a cited state or local law, regulation or ordinance, pursuant to section 1316 of the FIA of 1968 as amended. Mr. Brann stated staff is seeking direction from the Board to allow staff to continue the dialog, obtain additional information, and determine whether an agreement can be had on addressing this situation. Mayor Honea asked for clarification on the term armoring the house. Mr. Brann explain that one would have to use materials that were resistant to water, both, in terms of saturation and pressure. The floodplain here is one foot (1ft.) in depth, the freeboard in another foot. The applicant/homeowner will have to clad an armor the addition. They would likely have to do is to excavate down slightly, toe something in and install some form of flood resistant material. Council Member Kai asked whether a retaining wall with a deep foundation around the home could satisfy the Town's requirements. Mr. Brann replied asking whether he is describing a structure that is separate from the house. Council Member Kai stated yes. Mr. Brann stated that would be a floodwall. Some flood control device that is a separate area from FEMA regulations. That is referring to some type of a levy standards. The outcome for the dollar is to armor the home—the actual wall of the home without building a separate wall. Council Member Ziegler asked how the applicant took ownership of the home. Mr. Brann replied stating the owner of the home is better suited to respond to that question. Council Member Ziegler asked how the owner of the home was able to take possession of the home when it is in the floodplain, in this condition. Mayor Honea open the meeting to receive comments on this item, and the following individual provided comments. Christina Ritter owner of the property stated she took possession of the property, and became the owner approximately three to four (3-4) years ago, as it was a rent to own situation for the tenant. That while the former tenant occupied the property, they made various improvements. Although those improvements are nice, and they followed the standards, they did not follow the process. She received a communication from Mr. Brann who explained the process, which included appearing before the Council to seek a variance on the property. She occupies the home as her primary residence. She would like to do cooperate with the town in order to keep her home intact. Mayor Honea asked whether Ms. Ritter had the pool installed. Ms. Ritter stated that she did not have the pool installed. Regular Council Meeting Summary 10/06/2020 Council Member Ziegler stated the pool was already there as well as the other improvements on the land prior to Ms. Ritter taking possession of the property. Ms. Ritter confirmed. Mayor Honea asked whether Ms. Ritter owned the property initially and had a rent to own contract with the former tenant who did not purchase the property. Ms. Ritter confirmed stating the former tenant was not able to purchase the home. Council Member Ziegler asked whether Ms. Ritter was unaware of this process prior to taking possession of the home. Ms. Ritter explained that she had been notified early on regarding some land work that had been done to the property, and proceeded to describe some of the work that had been done by the former tenant. Mayor Honea stated it appears as though staff believes that this can be fixed by armoring the home, as well as completing other items that will meet the floodplain control guidelines for a variance to be considered. He asked Mr. Brann whether the town would need to inspect the property related to plumbing and electrical work. Mr. Brann replied stating yes, that one of the first things to do is to determine whether there is a clear path forward that does not include tearing apart the property, which is the floodplain issue. If the town is able to get past that point, and obtain additional information that we can solve the floodplain issue, there will still be a requirement to get it under a building permit—a forensic building permit. That permit will determine whether the property was constructed correctly. The goal of the building official in this type of situation is limited disturbance. He stated some drywall would come down, as holes will need to be cut in order to inspect for electrical and plumbing, and later restored. The building official is willing to defer that work until after this issue has been resolved, as he does not want the owner to incur additional expense of that if the final answer by the Floodplain Board is that they cannot get there, and would have to demolish the structure. Vice Mayor Post ask whether the Town has an opportunity to hire a floodplain engineer to look at this issue to determine whether the floodplain can be changed around this home. Mr. Brann replied stating the floodplain as illustrated on the attached map is the floodplain based upon the Tortolita Fan Study performed in 2007, and affects the 2011 FEMA Map. Although that is an option, that is an expensive option to do the type of floodplain modeling that would be necessary. Vice Mayor Post ask whether the Town could do that for the homeowner for the existing residence to see where it lies in relation to the floodplain. Mr. Brann asked whether Vice Mayor Post was referencing the elevation of the house. Vice Mayor Post confirmed. Mr. Brann stated that was discussed; however, with the original house being built at grade and knowing that the floodplain in a one foot of free board. What is needed is two (2') feet above natural grade. Regular Council Meeting Summary 10/06/2020 Council Member Officer ask whether the barrier would be placed around the addition or the entire home. Mr. Brann replied stating due to the substantial improvement rule, whereby much of the home was modified the entire house would need to be brought to standard. His understanding is that the original structure of the home is concrete block not stucco. Vice Chair Post moved and Board Member Ziegler, second the motion to accept the Floodplain Administrator's Report concerning the floodplain violation at 4801 W. Flying Diamond Drive. I further move that the property owner be ordered to provide additional information regarding the floodplain violation on the property, pursuant to Marana Town Code Section 17-15-7(A)(3). Motion passes unanimously, 7-0. COUNCIL ACTION Al Resolution No. 2020-111: Relating to Real Estate; approving and authorizing the Mayor to execute a Lease Agreement with Marana Chamber of Commerce, Inc. for the lease of Town-owned property located at 13250 N. Lon Adams Road (Jane Fairall) Deputy Town Attorney Jane Fairall explained the proposed resolution would approve a lease agreement between the Town and the Marana Chamber of Commerce for the lease portion of the Town's building located at 13250 N. Lon Adams Road. The building most recently housed the Town's Parks and Recreation Department, but is currently being remodeled for use as a visitors' center and offices. The proposed agreement will lease to the Chamber exclusive use areas inside the remodeled building for Chamber offices, as well as areas for joint use with the Town. She referred to the diagram of the floor plan depicting the exclusive use and joint use areas. The Chamber will also be provided with reasonable parking in the parking lot adjacent to the building a part of the lease. The lease agreement includes the following terms: • The initial term of the lease is for five years beginning December 1, 2020 o The parties will review the lease 90 days before the end of the term and determine whether to renew or terminate the lease at that time. • The initial rent is $1,000 per month o Beginning on the second anniversary of the lease and on each anniversary thereafter, the Town may increase the rent up to five (5%) percent. • The Town leases the premises unfurnished • The Town will pay for all utilities on the premises, except for internet, which will be the Chamber's responsibility • The Town will be responsible for maintenance and janitorial services on the premises Regular Council Meeting Summary 10/06/2020 Revenues resulting from this lease will be included in future Town budgets. Staff recommends approval of the lease agreement. Council Member Comerford stated it was her recollection that the Town would not impede upon any area of the Chamber section, as discussed in a previous Council Meeting earlier this year. She recalls Council specifically stating the Council did not want to impede on the Chamber business operations. She commented on the two offices noted on the exhibit as the Chamber's area. She is troubled with the Town having as many offices and space in the building as the Chamber. She asked whether there is a reason why the Town has drafted the agreement in this manner. Deputy Town Attorney Jane Fairall replied stating the intent was to have certain areas that would be exclusive use and joint use and those areas excluded from the lease premises. The Town worked with the Chamber to ensure they had the space needed to conduct its business. Council Member Comerford stated the original intent came from the Council it was for the Chamber to fully occupy that building. Anything done after that was decided elsewhere, but not by the Council. Council Member Bowen stated he recalls discussions after that earlier discussion that specified parts of the building would be excluded from the lease. Although he does not recall any formalized action of the building exclusively provided to the Chamber. He recalls within the discussion that there would be two to three rooms set aside that were not to be included within the lease agreement, but available to Town staff for some other use, but it had not been decided as to the nature of the use. At this time, it remains undecided as to the use. Council Member Ziegler stated she recalls the discussion as well. She asked about the layout of the proposed, stating the Chamber did not need the entire building for its operations. She recalls Mr. Mehta stating there would be some Town staff (unidentified) occupying the other spaces within the building. She asked whether others would occupy the space in addition to the Chamber, and possibly Town staff. She provided historical background relating to the management of the Chamber and the benefit Marana has received from the leadership from the Chamber. It was her thought that the Town would allow the Chamber to occupy the entire building. Mr. Mehta recalled the discussion that occurred relating to the lease of the Parks Building. Much of the discussion revolved around how the town would handle the other remaining offices. At that time, the Town had indicated that those offices would be set aside. The architecture is such that the Town is meeting the Chamber requirement, not due to discussions with the Town. The Chamber Board Selection Sub- Committee and the Board on two or more occasions had come into the space and identified the area that would work best for them. This large building formerly housed Town Council and Town Hall previously. There are certain areas that are not needed, and the Town identified those spaces as not being part of the lease agreement. The Town ensured those common areas including the former Council Chamber, now Regular Council Meeting Summary 10/06/2020 defined as a Common Meeting Room, will be available. Priority will always be for the Chamber to use that space. The Chamber is the primary occupant. There are a couple of offices that will be utilized by other entities. The end of those discussions were along the line of identifying the budget capacity for additional funds for the remodeling of the building. The Town identified those other areas that would not be part of the lease agreement. Vice Mayor Post recalled those discussions, however stated he would like to remove those two meeting rooms and include them within the lease. The items to the east and south (bathroom and meeting room), he is fine with leaving those out of the lease. He finds it to be awkward to have those two rooms reserved for Town use. Mayor Honea stated the Town is excited over the Chamber coming into that space, and they have signed the agreement. He agrees with Vice Mayor Post, that those offices be included within the lease agreement. Ms. Fairall stated the Town would remove Exhibit B (diagram), and indicate the office space. The language within the agreement would not change. Mayor Honea stated the Chamber has an offer on its existing building at this time. Much of the offer pertains to the Chamber having an agreement for the Parks Building. Vice Mayor Post move and Council Member Comerford second the motion to adopt Resolution No. 2020-111, approving and authorizing the Mayor to execute a lease agreement with Marana Chamber of Commerce, Inc. for the lease of Town-owned property located at 13250 N. Lon Adams Road, and revise Exhibit B that adds the two offices into the exclusive use area by the Chamber. Motion passes unanimously, 7-0. A2 Resolution No. 2020-112: Relating to Development; approving and authorizing the Mayor to sign the Marana Main Street Development Agreement and Right-of-Way License (Heath Vescovi-Chiordi) Assistant to the Town Manager Heath Vescovi-Chiordi provided an overview of this item stating on or about April 16, 2013, Town Council authorized the establishment of the Downtown Marana Reinvestment Fund (DMRF) by adoption of Resolution No. 2013-036. The resolution set aside a five (5) year period where 50% of construction sales tax revenues and 50% of general sales tax revenues collected by the Town of Marana in the Downtown Activity Center be available for use to fund public infrastructure projects desirable and necessary for the development of the Downtown Activity Center. By adoption of Resolution No. 2018-040, the Town Council extended the DMRF for ten (10) years, and authorized it to be used pursuant to a Council -approved development agreement to pay for public infrastructure incentives associated with Downtown Marana mixed use development in the downtown overlay zone established by Marana Ordinance No. 2018.010, and now codified in the Marana Town Code, section 17-4-22. He continued stating the Town's Strategic Plan 4 deliberately calls out the diversification of industries and commerce within the Town of Marana, as well as Regular Council Meeting Summary 10/06/2020 specifically addressing the development of Downtown Marana in order to do so. In order to develop the Downtown District in a manner befitting a traditional downtown- style, Town Staff, during the course of the Land Development Code rewrite exercise, engage with a third party organization to create a zoning overlay district for a specific geography in the Downtown Activity Center that would function as an opt-in overlay zone. In 2018, Council approved this zone and serves as an addition to the DMRF, allowing for public infrastructure costs associated with mixed-use development to qualify for reimbursement. Within the Downtown Activity Center, there existed opportunity for a partnership between a local developer and the Town to construct public infrastructure in a manner befitting the style of development that fits the vision for Downtown Marana. In order to attain this vision, the Town, entered into discussion for an agreement that would achieve multiple goals at once, during existing construction by the developer. By participating financially in construction of this project, the Town will receive public infrastructure for the development of Downtown Marana and Marana Main Street, upscale landscaping, lighting, sign monumentation, and adherence to the Downtown Marana Overlay Zone, which establishes the look and feel for future design, construction open space, use and more. Staff is requesting authorization from the Town Council to execute an agreement that would provide $300,000 from the Downtown Marana Reinvestment Fund to assist with public infrastructure construction costs in Downtown Marana, including street, electrical, landscaping, parking and other infrastructure. Council Member Comerford ask whether staff know the total amount currently held in that fund. Mr. Vescovi-Chiordi stated it is north of $1M. The Town has a couple of projects lined-up for use of those dollars. Mayor Honea ask whether there are sufficient funds to cover those projects. Mr. Y Vescovi-Chiordi stated yes. Council Member Bowen moved and Council Member Kai second the motion to adopt Resolution No. 2020-112, approving and authorizing the Mayor to sign the Marana Main Street Development Agreement and Right-of-Way License. Motion passes unanimously, 7-0. A3 Resolution No. 2020-113: Relating to Utilities; approving and authorizing the Mayor to sign a Reconciliation Agreement for Construction of Water Facilities under Private Contract for The Preserve at Twin Peaks Subdivision between the Town of Marana and Lennar Arizona, Inc. (David L. Udall) Associate Town Attorney David Udall provided an overview of this item stating the Preserve at Twin Peaks is a 190-lot subdivision located just west of Twin Peaks Road and southeast of Camino De Manana. The developer of The Preserve at Twin Peaks Regular Council Meeting Summary 10/06/2020 subdivision has installed public water infrastructure to serve The Preserve at Twin Peaks subdivision. The water infrastructure is also sufficient to serve future development in the same water pressure zone. To compensate the developer for this extra capacity, the Town entered into the "Town of Marana Agreement for Construction of Water Facilities under Private Contract - The Preserve at Twin Peaks Subdivision" (the "Preserve at Twin Peaks WSA") pursuant to Marana Resolution No. 2020-025 dated March 3, 2020. The Preserve at Twin Peaks WSA established an "oversizing recovery charge" of $442.45 per equivalent demand unit ("EDU"), payable by the first 231 EDUs for a period of 15 years from the effective date of the Preserve at Twin Peaks WSA. Oversizing recovery charges are authorized by Town Code section 14-4-3 (C). This particular oversizing recovery charge was calculated based on the anticipated cost of the water infrastructure work installed by the developer under the Preserve at Twin Peaks WSA. The Town anticipates accepting the water infrastructure work constructed pursuant to the Preserve at Twin Peaks WSA in the near future. The applicant is now satisfied with the actual cost of the construction and does not anticipate the cost will change even though the constructed water infrastructure has not yet been fully accepted by the Town. The actual cost of the work is higher than originally anticipated. As a result, Town staff has negotiated a reconciliation agreement with the developer to increase the oversizing recovery charge to $642.78 per EDU, calculated based on the actual cost of the work. This oversizing recovery charge is a pass-through payment, which will be made to the Town by future water customers who tie into the water facilities installed by the developer of the Preserve at Twin Peaks subdivision. The Town will then forward the oversizing recovery charge payments to the developer. Mr. Udall stated staff recommends adoption of Resolution No. 2020-113, approving and authorizing the Mayor to sign a Reconciliation Agreement for Construction of Water Facilities under Private Contract for The Preserve at Twin Peaks Subdivision. Council Member Kai moved and Council Member Bowen second the motion to adopt Resolution No. 2020-113, approving and authorizing the Mayor to sign a Reconciliation Agreement for Construction of Water Facilities under Private Contract for The Preserve at Twin Peaks Subdivision. Motion passes unanimously, 7-0. A4 Resolution No. 2020-114: Relating to Budget; authorizing the transfer of up to $420,000 in budgeted expense authority from the Water Capital Fund WT047 Marana Park Well to the Water Capital Fund project number WT037 Tangerine W to X-Zone Booster Station and PRV in the fiscal year 2020-2021 budget for costs related to the construction of the booster station (Scott Schladweiler) ITEMS FOR DISCUSSION/POSSIBLE ACTION Regular Council Meeting Summary 10/06/2020 Water Director Scott Schladweiler provided an overview of this item. He stated a new Booster Station and Pressure Reducing Valve (PRV) is necessary to provide water service, including fire flow capacity, to the X-Zone service area in North Marana which includes a proposed new QuikTrip, Mandarina development, and any other potential developments east of the existing Ventana Medical Facilities on Tangerine Loop Road. One hundred percent (100%) design plans were completed in April 2020. The Opinion of Probable Construction Cost (OPCC) from the consultant was $876,000 and the available construction budget was approximately $911,000. Bids were opened on August 31, 2020, and the lowest acceptable base bid was $1,325,838. He explained the nature of the bids that came in and the increase in bids due to the labor market, and the increase in cost. Staff is requesting a transfer of up to $420,000 from Water Capital Fund WT047 Marana Park Well to Water Capital Fund WT037 Tangerine W to X-Zone Booster Station and PRV to allow construction of the Booster Station to proceed on schedule, and not impact the schedule of other pending projects. Council Member Ziegler moved and Council Member Officer second the motion approving a transfer of up to $420,000 in budgeted expense authority from the Water Capital Fund WT047 Marana Park Well to the Water Capital Fund project number WT037 Tangerine W to X-Zone Booster Station and PRV in the fiscal year 2020-2021 budget for costs related to the construction of the Booster Station. Motion passes unanimously, 7-0. D1 Relating to Budget; presentation of monthly financial revenues (July-August) of the Town's General Fund funds for the 2020-2021 fiscal year (Yiannis Kalaitzidis) Finance Director Yiannis Kalaitzidis provided an overview of the Town's General Fund for the 2020-2021 fiscal year. D2 Relating to Special Events; discussion and possible direction regarding options for proceeding with the 2020 Marana Holiday Festival & Christmas Tree Lighting in light of the COVID-19 pandemic (Vic Hathaway) Communications Manager Vic Hathaway provided a PowerPoint Presentation on this item. Below are highlights of the presentation. (A copy of the presentation is on file in the Town Clerk's Office for review.) 2020 Marana Holiday Festival Event Considerations Holiday Festival • One-day event held at the Marana Municipal Complex • Town staff looks to Town Council for direction given current circumstances Recurring Light Show Regular Council Meeting Summary 10/06/2020 • Multiple shows every evening in December Impacts • CDC Recommendations • Governor's Orders • Pima County Health Department CDC Considerations for Events and Gatherings • A gathering refers to a planned or spontaneous event, indoors or outdoors, with a small number of people participating or a large number of people in attendance such as a community event or gathering, concert, festival, conference, parade, wedding, or sporting event. CDC Risk Levels • LOWEST RISK: Virtual-only activities, events, and gatherings. • MORE RISK: Smaller outdoor and in-person gatherings in which individuals from different households remain spaced at least 6 feet apart, wear masks, do not share objects, and come from the same local area (e.g., community, town, city, or county). • HIGHER RISK: Medium-sized in-person gatherings that are adapted to allow individuals to remain spaced at least 6 feet apart and with attendees coming from outside the local area. • **HIGHEST RISK: Large in-person gatherings where it is difficult for individuals to remain spaced at least 6 feet apart and attendees travel from outside the local area. CDC Recommendations • Ensure all working staff are not sick or do not exhibit COVID-19 symptoms. • Limit, stagger, or rotate shifts for staff and/or attendees to reduce possible exposure. • Communications up to and at the event promoting protective measures. • Limit close-proximity travel &transit. • Hand washing available for staff and attendees. • Masks required by staff. Attendees are encouraged to bring their mask to the event. • Adequate cleaning supplies to maintain healthy environments (and staffing to conduct cleaning). • Modified layouts to reduce crowding. Physical barriers and guides. Governor's Orders • Organized public events of more than 50 people are prohibited per Arizona Executive Order 2020-43 and Arizona Executive Order 2020-52 unless the local jurisdiction approves otherwise and only if adequate safety precautions are implemented, including physical distancing measures. Regular Council Meeting Summary 10/06/2020 Pima County Health Department • Town of Marana does not need approval from Pima County to put on the event. • Pima County staff could be on-site to do routine food permit checks with vendors. • Pima County staff could respond to complaints regarding public health risks. • A new process evaluating event safety mitigation measures is forthcoming. Holiday Festival Challenges • Open event design makes it difficult to restrict attendance. • Difficult to manage crowd behaviors. • Possible spread to staff and the public. • Portable restrooms are not cleaned in-between uses. • Performer use of MMC lobby as a staging area. • Event staff break room use. • Use of buses to transport people to the event. Options • OPTION 1: — Create a modified/smaller Holiday Festival this year to comply with guidelines. — Best location? — Less vendors, more spacing. — Eliminate attractions where close contact cannot be avoided. — Limit attendance to avoid crowding. — Staff focus on cleaning/disinfecting. — Ongoing risks: • Shifts the event from CDC risk level "highest" to "higher", as the event could still attract people from outside the community. • Difficult to control behavior of crowd. • Still some level of exposure to staff and community • OPTION 2: — Explore alternative holiday events/celebrations that comply with guidelines. • Examples o Organized community-wide tour of neighborhood Christmas light decorations. o Online events (crafts, story time, etc.) o Weekly attractions to build on the recurring Christmas tree light show. • OPTION 3: — Nightly Christmas Tree light show only. • Invite residents to view the light show while following guidelines. • Location? Regular Council Meeting Summary 10/06/2020 Mayor Honea and Town Council provided direction to staff to move forward a modified version of the Holiday Festival of Option 2 and 3 with a clearly defined route for vehicles to safely travel through the event area all month long. Ms. Hathaway stated she would be working with the Police and Transportation areas in order to define the traffic route. D3 Relating to Development and Public Works; update, discussion, and possible direction regarding public and private projects and development applications on the Town's Marana Current and Proposed Projects internet site (Jason Angell) Development Services Director Jason Angell provided an update regarding public and private projects and development applications on the Town's Marana Current and Proposed Projects internet site. D4 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 (Jamsheed Mehta) Mr. Mehta provided an update 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. • Federal level: last week, a $2.2 trillion dollar package was approved by the House as an additional relief package, but has since gone nowhere. That is, until the elections are behind us. • State level: no new COVID-related legislation information available at this time. EXECUTIVE SESSIONS 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. El 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). Regular Council Meeting Summary 10/06/2020 ADJOURNMENT Mayor Honea ask for a motion to adjourn the meeting. Vice Mayor Post, moved and Council Member Kai second the motion to adjourn the meeting. Motion passed unanimously, 7-0. Meeting adjourned at 7:43 PM. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Marana Town Council meeting held on October 6, 2020. I further certify that a quorum was present. ,k#10 Cherry L. Law.on, Town Clerk i MARANA AZ ESTABLISHED 1977 Regular Council Meeting Summary 10/06/2020