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HomeMy WebLinkAbout06-25-2024 Special Council Meeting Summary Minutes MARANA AZ ESTABLISHED 1977 MARANA TOWN COUNCIL SPECIAL COUNCIL MEETING 11555 W. Civic Center Drive, Marana, Arizona 85653 Second Floor Conference Center,June 25, 2024, at or after 6:00 PM Ed Honea, Mayor Jon Post, Vice Mayor Patti Comerford, Council Member Jackie Craig, 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 Town Clerk to call the roll. Council Member Officer and Council Member Kai were absent. All other Council Members were present, constituting a quorum. PLEDGE OF ALLEGIANCE/INVOCATION/MOMENT OF SILENCE: Led by Mayor Honea. APPROVAL OF AGENDA Council Member Ziegler moved to approve the agenda as presented. Vice Mayor Post seconded the motion. Motion passed, 5-0. PROCLAMATIONS MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS Special Council Meeting Summary Minutes June 25,2024 Page 1 of 8 PRESENTATIONS CONSENT AGENDA C1 Resolution No. 2024-067: Relating to Economic Development; approving and authorizing the Mayor to execute a Funding Agreement between the Town of Marana and the Marana Chamber of Commerce, Inc. for fiscal year 2024-2025 to support operation of the Marana Visitor Center and provision of services to the Marana community (Libby Shelton) C2 Resolution No. 2024-068: Relating to Elections, approving and authorizing the Mayor to sign the first amendment to the Intergovernmental Agreement Between The Town of Marana and Pima County For Election Services (David L. Udall) C3 Resolution No. 2024-069: Relating to the Police Department; approving and authorizing the Mayor and the Police Chief to execute an intergovernmental agreement between local agencies regarding the Pima County Sheriff's Department Motorola Flex Spillman System (Libby Shelton) Vice Mayor Post moved to approve the consent agenda. Council Member Ziegler seconded the motion. Motion passed, 5-0. LIQUOR LICENSES BOARDS, COMMISSIONS AND COMMITTEES COUNCIL ACTION ITEMS FOR DISCUSSION/POSSIBLE ACTION D1 Relating to Facilities; presentation providing an update on the Town of Marana Facilities Master Plan;discussion and possible direction regarding prioritization of future Town facilities projects (Andrea De La Cruz) Assistant to the Town Manager Andrea De La Cruz presented on this item. A copy of the presentation slides is on file with the Town Clerk's Office. Ms. De La Cruz provided an overview of the history of this item, including work done by the Town's consultants on this project and the input provided by the Council at the February 2024 Town Council Special Meeting/Retreat. She then presented on the following topics: • Facilities Master Plan progress, including a review of Town's facilities (Marana Municipal Complex, Marana Police Facility, Marana Operations Center, Water Special Council Meeting Summary Minutes June 25,2024 Page 2 of 8 Operations Center, Water Reclamation Facility, Visitor Center, and Marana Community Center) and projected staff growth over the next ten years • Facility conditions summary, including evaluation results of the following: o Marana Municipal Complex (MMC) • Facility is in good condition overall • MMC A has large areas of underutilized space and inefficient uses of space • MMC C has a shortage of interview rooms, courtrooms, and additional staff spaces • MMC overall lacks designated and organized storage space o Marana Operations Center (MOC) • Several buildings vary in age and condition, all of which have some Americans with Disabilities Act (ADA) and quality deficiencies • Building layout is highly inefficient and created expansion issues • Site is not large enough to meet the ten-year needs of all departments located at the MOC o Water Operations Center (WOC) • Buildings on site vary in condition from fair to end of useful life • Building D is a trailer too small to accommodate staff needs • Records and other storage on site are in a series of Conex boxes, which are in fair condition but not ideal for storage of their contents o Wastewater Reclamation Facility (WRF) • The trainer-based office and lab spaces are at the end of their useful life and not large enough for staff needs • The new "barn" facility is recently constructed and in good condition, but falls short in providing enough space for staff needs • Project recommendations over the next ten years, including the following: o MMC remodel for space needs and optimization o New Courts expansion for space needs and optimization o MMC expansion project for space needs Special Council Meeting Summary Minutes June 25,2024 Page 3 of 8 o Expansion of existing Police Department facility for space needs for dispatch operations o New Public Works yard at a parcel near the Marana Regional Airport for space needs and to more centrally locate Public Works o New Police Department substation at the MOC for space needs and a location that is more strategically located in the south o New WOC facility for space needs and end of use o New WRF facility for space needs and end of use • Project prioritization, including the following options: o Option A,consisting of the project recommendations in the following order: • (1) New WRF facility • (2) MMC expansion • (3) New Public Works yard (at parcel near Airport) • (4) New WOC facility • (5) New Police Department substation (at MOC) • (6) New Courts expansion • (7) New Police Department expansion (above gym) • (8) MMC remodel o Option B,consisting of the project recommendations in the following order: • (1) New WRF facility • (2) New WOC facility • (3) MMC remodel • (4) New Public Works yard (at parcel near Airport) • (5) New Police Department substation (at MOC) • (6) New Courts expansion • (7) New Police Department expansion (above gym) • (8) MMC expansion For more information, including specific buildings and dates, more details regarding project recommendations and prioritization, tables, maps, and images, please see the presentation slides. Clarifying questions were asked and answered throughout the presentation. Regarding Option A and Option B listed above, the Council provided the following feedback: Special Council Meeting Summary Minutes June 25,2024 Page 4 of 8 • There was a consensus among the Council Members that projects(1) and (2)under Option B(the new WRF facility and the new WOC facility)needed to be prioritized first. • Vice Mayor Post and Council Member Craig were in favor of Option B. • Council Member Commerford and Council Member Ziegler said they were in favor of priorities (1) and (2) under Option B, but that they need time to think about the rest. Council Member Ziegler commented that the Town couldn't start soon enough on projects (1) and (2) under Option B. Council Member Comerford highlighted that there are safety and working condition considerations involved in prioritizing those two projects. Mayor Honea was in favor of the two projects and said they should be relatively cheap to implement. • Council Member Comerford said it might be good to not prioritize projects beyond the first two projects under Option B because the priorities may change over the years. • Council Member Criag highlighted that there are departments that do not have enough space at the MMC. Additional feedback and discussion are summarized as follows: • Council Member Comerford and Council Member Ziegler noted for the record that it was hard for them to comment when the first time they were able to see the materials related to this item was during the meeting. • Council Member Comerford asked whether the Town had recently completed courtroom improvements.Judge Laine McDonald said that a jury assembly room was added to the courthouse. • Mayor Honea said that MMC A still has a lot of usable space. He noted that there is space for additional offices on the Council side of the third floor and that there is a lot of space in the area to the right of the entryway on the first floor. He said most employees don't need offices. He referenced the Communications Department configuration as a good exemplar. He said MMC A is in pretty good shape. Mayor Honea asked if HVAC would be looked at when looking at redesign of the MMC. Town Manager Terry Rozema said the HVAC would probably need to be redesigned. • Council Member Comerford asked what was stored in the Conex boxes at the WOC. Town Clerk/ Assistant Town Attorney David Udall said records were Special Council Meeting Summary Minutes June 25,2024 Page 5 of 8 stored in the Conex boxes. Council Member Criag asked about the possibility of electronic storage of records to save space. Mr.Udall said he and the Deputy Town Clerk are exploring that as an option and that it was something mentioned by the consultant as well. He said they were in the early stages of looking into it. Mayor Honea said he believed state law required some records to be kept in printed form. Mr. Udall said that permanent records must be kept in physical form because there is not an electronic format that lasts permanently. Council Member Comerford mentioned there are private companies that can store records on behalf of the Town. • Vice Mayor Post asked how the square footage of space was calculated for the MMC. Ms. De La Cruz said the calculations did not include free spaces that are not currently being utilized. Vice Mayor Post commented that there is low hanging fruit in the MMC without new construction. Mr. Rozema said a design would need to be completed relating to the optimal utilization of space in the MMC. • Council Member Comerford, Mayor Honea, and Council Member Craig expressed surprise at the proposal to expand the MMC. Council Member Comerford was not in favor of the Town doing a lot of new facilities construction. She said more flexible changes (remodeling, etc.) would be better. She also mentioned that at her husband's work,everything was planned down to the chair. She said the Town should not go to that level of standardization. • Mayor Honea said that the expansion of the Police Department facility would open up additional space in MMC B because dispatch operations would be moved from there into the Police facility expansion. He further commented that the Police Facility is already set up for expansion. • Discussion ensued regarding whether the J.D. Russell building was located inside or outside of the Marana Regional Airport fence, and it was determined it was outside the fence. Discussion was also had regarding where fleet maintenance and police vehicle upgrades take place. • Council Member Comerford expressed surprise at the proposition of moving all of Public Works to a new facility located outside the Airport fence. Mayor Honea said that the MOC works well for Public Works but said that there may be value in moving operations closer to the work. Vice Mayor Post agreed that the MOC is a great place for Public Works right now, but said it was not a good option for the future. Mr.Rozema said that Public Works will outgrow the MOC facility without question,and the question then becomes do we add onto that facility with the way the buildings are laid out or move to a new facility.Vice Mayor Post said the MOC Special Council Meeting Summary Minutes June 25,2024 Page 6 of 8 is currently a poor location for Public Works. Mr. Rozema agreed and said the department currently needs to haul its heavy equipment from the south of Town to the north. Regarding converting the MOC into a Police substation, Council Member Comerford asked if the Town needed police stations in the south and in the north. Mr. Rozema said the idea was to put a couple of squads in the MOC as a substation and said most of the calls the Police Department gets originate from the southern part of the Town because it is the most populous. Council Member Craig pointed out that the two departments with the largest space needs are Public Works and the Police Department and said that it made sense to move Public Works to a new facility at the Airport and to convert the MOC to a Police substation. Mayor Honea said that would solve two problems with one action. Council Member Ziegler liked the idea. • Vice Mayor Post asked if any of the projects were impact fee eligible. Deputy Town Manager Erik Montague said the Town currently does not have a government services impact fee, but that it has been studied in the past. He said more research would need to be done. Mayor Honea said the Town has the highest impact fees in Southern Arizona and that it is not a good idea to increase them. Vice Mayor Post said they could help cover a lot of expensive projects under the Facilities Master Plan. 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). Mayor Honea asked for future agenda items. There were no future agenda items. Special Council Meeting Summary Minutes June 25,2024 Page 7 of 8 ADJOURNMENT Mayor Honea asked for a motion to adjourn. Vice Mayor Post moved to adjourn the meeting. Motion passed, 5-0. The meeting was adjourned at 7:27 PM. CERTIFICATION I hereby certify that the forgoing are the true and correct minutes of the Marana Town Council Special Meeting held on June 25, 2024. I further certify that a quorum was present. Davi . Udall, Town Clerk J4Aa l •:•• MAPANA AZ ESTABLISHED 1977 Special Council Meeting Summary Minutes June 25,2024 Page 8 of 8