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HomeMy WebLinkAbout05/31/2007 Regular Council Meeting MinutesMINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 PLACE AND DATE Marana Municipal Complex A. CALL TO ORDER AND ROLL CALL By Mayor Honea at 7:00 p.m. COUNCIL Ed Honea Mayor Present Herb Kai Vice Mayor Excused Russell Clanagan Council Member Present Patti Comerford Council Member Present Tim Escobedo Council Member Present Carol McGorray Council Member Present Roxanne Ziegler Council Member Present STAFF Mike Reuwsaat Town Manager Present Gilbert Davidson Deputy Town Manager Present Jim DeGrood Assistant Town Manager Present Frank Cassidy Town Attorney Present Jocelyn Bronson Town Clerk Present Erik Montague Finance Director Present B. PLEDGE OF ALLEGIANCE AND INVOCATION/MOMENT OF SILENCE Led by Mayor Honea C. CALL TO THE PUBLIC GENERAL ORDER OF BUSINESS D. ITEMS FOR DISCUSSION/POSSIBLE ACTION 1. Selection of Vice Mayor (Jocelyn Bronson) Mayor Honea stated that he talked with Vice Mayor Kai and he is interested in maintaining the position. Upon motion by Council Member Clanagan, seconded by Council Member McGorray it was unanimously approved to retain Vice Mayor Kai in his position. 2. Regarding the FY 2008 Budget: Presentation and discussion of the FY 2008 Capital Improvement Plan (Erik Montague) Mr. Montague addressed Council and stated the overall focus of the slides he was showing deal with some of the major projects and programs within the individual departments. The CIP process for this current funding cycle began in October with the MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Council retreat and session associated with that in identifying priorities of the town with respect to those needs as identified by town citizens. The kickoff they had in January, early February, requested all of the CIP projects be evaluated and submitted by March 16`h. Based on all of those submissions, considering those objectives and overall goals and priorities, they identified and prioritized the projects. Based on those evaluations funding mechanisms were identified and much effort was made to identify within the funding cycle for CIP and remove as many of the non-CIP items as possible. A defined CIP program has been spearheaded by the Public Works Department. It will increase the opportunity for increased public participation, as well as the overall committee making recommendations and identifying those programs and projects that need to be funded. As a result of that process, the vision is to develop a funded multi-year plan. With CIP projects, their overall goal was to incorporate those significant items that cost over a $100,000 or more and had a projected minimum life of five years. They (management) have tried to remove some of the items that are study related for this funding cycle. For the Town Clerk there is a document imaging project that is a continuation of an existing project for the electronic imaging/storage of town records. The funding for the year is currently budgeted at $150,000. Mr. Mongtague stated he believed that after this funding cycle that project will be complete. The source for that plan is our general fund revenues. For the Finance Department the one item that was submitted CIP related has to do with an accounting and information management software system. The overall intent is to acquire a comprehensive integrative software solution or application. Currently, we are utilizing Fund Balance which is a Tyler Technology. As the town has grown in population, the number of transactions and the nature of transactions, the existing financial management system, fund balance, is really inadequate in many areas with respect to financial reporting, managing data and processing those transactions. The approach on this project is the comprehensive town-wide approach. They will have an opportunity with the software system to look at an accounts payable/general ledger system, but also Human Resources and business licensing, as well as tying into some existing systems and work lines with some of the other software we have, as well as utility billing or the water department. As the town grows and the transactions get more complex, there is an increased need for a large solution. This will provide funding to search for that solution. The funding has been identified as $325,000 out of the general fund. We anticipate a request for proposal process the first quarter of 2008 with the selection going to a formal committee with members of various departments participating in that particular evaluation of that software program and make recommendation and then some form of implementation the third and fourth quarter of the fiscal year. One of the CIP projects submitted by Community Development was the Honea Heights neighborhood redevelopment. The overall goal for that project is neighborhood infrastructure, roadways, sidewalks, drainage and sewer systems. The funding for that has been identified at $lmillion -anticipated to be some form of grant funds. For Operations and Maintenance the largest thing is for vehicle replacement. This is a normal reoccurring item. This item is for acquisition of replacement vehicles as they've aged, milled out or reached their peak mileage. The general fund is the source of 2 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 funding for that. A new project for Operations and Maintenance is landscape of Silverbell Road from Cortaro to Twin Peaks Road at a cost of $250,000. The funding source is the transportation fund. Mr. Reuwsaat stated they expect to do this in several years and it is not only landscaping, but it is replacing of the irrigation system. He stated a lot of the landscaping is gone because the irrigation system is not functional. He stated the time line would be three to four years. Mr. Montague stated the Land Development Code in Planning and Zoning is a carry over project. It updates the zoning subdivisions and related chapters of that particular document and as identified within the plan is $100,000. That does include projected carry over. That project would be completed in this fiscal year. In Public Works, a priority project is Silverbell Road, Cortaro to Ina. That is constructing a five lane roadway, median turn lanes and major drainage improvements. $16.4 million is the funding requested for this project. The source of the funding is $6, 445,000 in PAG/RTA monies. Staff has identified a WIFA (Water Infrastructure Financing Authority) loan. Certain improvements or structures within the project have been identified as potentially fundable or to be included as a WIFA eligible project. Public Works has made application to WIFA. He stated they are scheduled for June 6`h for continued review of that application. They have identified $10 million in funding. Currently as the application stands it is $11.1 million. That funding is preliminary and subject to WIFA approval. If certain items with the $11.1 million are not able to be funded they have identified a contingency plan to fully fund the project with MPC (Municipal Planning or Property Corporation). In the case that WIFA funding isn't as high as anticipated, based on documentation it would be selected to go to bid the first quarter of 2008. One of the major projects for Public Works is the Linda Vista/Twin Peaks interchange. The funding for this project is roughly $30.6 million. Upwards of $14 million is set aside for right of way acquisitions and relocations. Based on the schedules in working with ADOT it is scheduled to go to bid the third quarter of 2008 with construction starting in the fourth quarter. The source for the 30.6 million has been identified as almost $9 million in impact fees. Those are existing impact fees in the south transportation benefit area. PAG/RTA funding for this funding year is $9.5 million. Within the program they have identified funding in the help loan of $3.8 million. The rest of the funding comes from a combination of federal and state participation. There has been a series of prior existing and hopefully future federal earmarks to provide funding for this particular program or project. The state funding in accordance with the agreement we have their maximum contribution over the life of the project is $14 million. Construction is projected to finish early 2009/2010. Mr. Montague stated another significant project for Public Works is Camino de Manana/Dove Mountain extension. That particular program is the design, right of way acquisition and construction of the four lane divided highway. CIP requested funding is roughly $6.8 million. The total projected cost based on those estimates is $20.8 million. 3 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 The funding has been identified at $2.8 million in PAG/RTA funds, a half cent sales tax at $3.5 million and transportation funding of $500,000 to fully fund the project for this year. The funding for this year is anticipated to be utilized for completion of design and right of way acquisition with construction starting early in the next fiscal year. One of the other significant items is the Honea Heights road and sewer improvements. This project for this year has been combined with some of the responsibilities that have shifted to Public Works. They have combined both projects. The overall project is intended to allow a connection to a sanitary sewer, as well as reconstruct existing roadways within that subdivision with the addition of sidewalks, etc. Current year funding requested is $1.6 million with the total project cost estimate within the plan at roughly $3.3 million. The sources of funding are $650,000 within the general fund and Public Works has identified some potential with either the state or county development funds of $900,000. That will allow the project to continue through 2008. Another major project is the Thornydale/Orange Grove improvements. This is to reconstruct Thornydale to six lanes from Orange Grove to the CDO including the intersection at Orange Grove. The funding request is roughly $12.9 million. The total cost is projected to be $16.3 million. For the $12.9 million funding request help loan funds have been identified. That is the spending of existing resources. We already have the benefit of those funds. The remaining portion has been identified from the transportation fund. Mr. Reuwsaat stated when we get a help loan what staff has been able to do is to access funding each year, five years out, future funding through PAG to repay these loans. Mr. Montague stated the Tangerine Farms Road improvements are the construction of Tangerine Road from I-10 forward. This improvement district was established for the purpose of completing that construction. Debt was issued in December, 2006. The funding requested for this year is roughly $18.5 million. That figure includes roughly $17 million in the expenditure of reserves, bond proceeds that are available to the town. A half cent sales tax is $1.5 million to fund the project. Mr. Reuwsaat stated the half cent sales tax when we collected for a year we collected roughly $5 million. $3.5 was used on Camino de Manana and the other $1.5 on this project. Since we're no longer collecting that in the RTA that is a fund that is going to be zeroed out this year and use for those two projects. Mayor Honea stated we spent a million dollars to expand Cortaro on each side with the half cent sales tax. Mr. Montague stated the next significant item is Twin Peaks Road. This is the construction of a four lane divided road from Saguaro Springs development to Silverbell. This project is roughly $3.1 million. That includes the completion of design, as well as planned right of way acquisition. This project is part of a proposed CFD within the Saguaro Spring development. This funding is contingent upon the formation and financing associated with that. The total estimated project cost is $31.8 million. 4 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Ms. Johnson stated that the timeline for completion would depend on when they get funding; it would take approximately 14 months once they have the design. The design will take approximately a year. Mr. Reuwsaat stated the $3.1 million is $1.1 million for the construction documents and $2 million for the right of way. Staff recently met with the White Stallion Ranch because they hold most of the right of way we need and the right of way is not that much for the road, but because of the drainage over 30 acres is going to need to collect the water to go underneath. Pima County has been asked to participate, but since there is no development activity in White Stallion Ranch they cannot participate. They will be having an IGA come to Council. One of the other sources of funding that was just approved by the RTA is a wild life study to determine the kind of wildlife connections underneath the road. Once the study is done and find out the cost to go to the RTA to help fund the wildlife linkages. In year three once we have the right of way acquired and construction documents, that's when in the previous discussion have obligated the Saguaro Springs development to $7.8 million of the construction funds for that project. Mr. Montague stated there are a series of items requested related to technology. A televising of council meetings and allowing for some web streaming capability. This funding request of $146,000 is for the installation of cameras and related equipment necessary to provide televising council meetings including web streaming. Additionally, there is funding included to provide for some of the clerk's items related to that, as well. The source of this funding is the general fund. Council Member Ziegler asked what the result of the survey on the website was. She stated she didn't think we need to spend $150,000 for televised council meetings. Mr. Reuwsaat stated it was 60 percent for. He stated it can be brought back for council review and action. Mr. Montague stated the next item for information technology is the police department mobile data terminals (MDT). The original request was for 50 of these mobile data terminals, comprised of a computer, related mounts necessary for connectivity, as well as antennas. This funding request has been scaled back from the original 50 to 35. The funding is $310,000 includes the cost of acquisition, as well as first year costs associated with maintenance, air cards, etc. The source of funding is the general fund. Additional units have been planned for future years for the addition of three planned units per year for the next several years. Mr. Reuwsaat stated the MDT system that we had didn't work and the officers weren't using it when we had the system because of the connections and so forth. By meeting with the officers it was decided to not use the system at all, take the time to find a MDT that works for them so we don't go through the issues we had with the old system. Council Member Ziegler asked if a source has been identified for the MDTs and are they going to be leased or bought, is there a time frame when we can use them and see if it is what we need. MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Chief Vidaurri stated they have been working closely with the IT department. As far as an identified MDT that we will be utilizing that is yet to be determined. There are a number of vendors on the market. There is still a lot of research to be done. The main concern is that when we do it this time we do it right. Council Member Ziegler asked what the time line for getting them operational would be. Chief Vidaurri stated in discussion with the IT department we are talking second or third quarter of this fiscal year. Council Member Clanagan stated the technology has been in place for almost twenty years and asked what the issues were with the previous system that made it non-useable. Mr. Casella stated the old system was put together by a consultant utilizing three different vendors for not only the software, but also the MDTs and for the infrastructure. None of these vendors worked together. The system never worked well. There were some issues with one of the companies not performing. When the MDTs were retired a survey was sent to every officer asking them what was it about these systems you didn't like, what did you like and what do you want to see in the new ones and all the information was compiled. Typically the successful implementations are systems like a laptop Panasonic, Motorola unit. These systems were not like that. They constantly had docking problems. They were very heavy and not reliable at all. What we are looking at now is a traditional type of MDT, traditional connectivity with traditional software. Council Member Clanagan stated it is critical that the unit is transportable from one car to another. Mr. Casella stated there is hard mount solutions, three piece units and there is the laptops and what it came down to was not only for that reason, but serviceability. When we are troubleshooting these units we'll be able to have a few spare units on the shelf, take it out, and drop another one in. Mr. Montague stated related to MDT program is the CAD (Computer Aided Dispatch) records management system software, basically upgrading application. The funding request for this item was $250,000. What this will do is allow for the level of connectivity for the MDTs to work within the system. Associated with that is various software licensing requirements, in addition to just hardware costs this funding request would allow that connectivity in the network. He stated in Parks and Recreation there are some significant projects. The Marana Heritage and Culture Park, the funding request for this project was $650,000. Within that request they have identified Pima County Bond Funds. This is a continuation of architectural and civil design for the construction of certain structures surrounding the park. 6 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Mr. Reuwsaat stated this is to get the utilities, the site design, engineering so the financing can be provided to build the cotton gin on that property. Our portion of the project is to do the site. Mr. Montague stated one of the other major projects is the BOR (Bureau of Reclamation) sports park. That's for the development of a 500 acre planned park along Avra Valley Road with multiple baseball, soccer fields, and other special event areas. The funding request for this year was $460,000. The identified source for this project is the park impact fees. The master plan documents with construction for that park beginning in 2009 through 2012 in various phases. Mr. Reuwsaat stated we are have requested $17 million for this project through the 2008 bond issue which is about 40% of the total cost. Having this project on the BOR site makes it eligible for 50% funding for capital infrastructure on the site. Mr. Montague stated the first request from the water department dealt with the northwest CAP treatment and delivery. The funding request was $140,000 to provide for the treatment and delivery of CAP water. The source is for that is renewable resource impact fees. A new project within the request documentation is for the installation of an eight inch water main from Saguaro Springs to La Porta interconnect. The funding request was $250,000. The source for that are our water impact fees. The third request is a water main line. This is for the construction, design plan, easements related to a 24 inch water main line from the airport along Sanders Road to Marana Road. The funding request was $100,000. Many of the projects associated with the airport have been funded by grants. A large source is Federal Aviation Grants through the FAA. Those allow fora 95% federally funded portion. In addition, they have identified a state match component. The local match requirement is roughly two and half percent of the total project costs. State aviation grants are a significant resource. Those are 90/10 with 90 percent state funded and a local match at ten percent. A new project of construction of taxiway K is the design and construction of a taxiway between C and A to allow for a bypass to the new hanger area which would provide access to future development on the outward portion of the airport. The funding request is $1.3 million and of that $1.2 is through the FAA grant, the ADOT grant which is the 2.5 % cash match is $33,000 and then the general fund portion will be $33,000. The funding mechanism to provide for the cash match is an operating transfer from the general fund to the water fund for the $33,000. The second project is the 2008 security fence. This is a continuation of an existing project in a different area of the airport. This is the construction of a security fence on the eastern portion. The funding request is $300,000 and of that there is a state grant of $270,000. The general fund based on the ten percent match is $30,000. The third project is the bypass apron. This is to construct a bypass apron on taxiway A. Currently there is a potential issue with aircraft traveling in opposite directions and head to head avoidance. This will provide additional safety to avoid head to head collisions. $844,000 was requested and of that $760,000 has been identified in state grant and the general fund portion $84,000. Mr. Reuwsaat stated we received notice that the auction is set for the 90 acres on the southeast side of the airport for August 9`h. They will be coming to Council in Executive 7 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Session for approval to set bidding parameters. He stated we have been working with the FBO on a manufacturing cluster at the airport. Mr. Montague stated in summary for the preliminary funding requests for the 2008 CIP program it is $128 million. In comparison with what the request was the year before it represents a $27.6 million increase. Council Member Escobedo stated there were two projects not mentioned. One was Marana Vista Estates, the sidewalks and lights in that neighborhood. The other project is Breakers Water Park Road. Mr. Reuwsaat stated project 2006-003 is Marana Estates and they are recommending a million dollars this year. $630,000 to come from general fund and the $370,000 is coming from the neighborhood re-investment. That includes all the sidewalks and lights for the neighborhood. He stated they are still working with Breakers Water Park. Some of the owners have declined to quick claim us the right of way. It is a private road now. We have asked the property owners give us the right of way before coming to Council to spend a million in probably construction sales tax to rebuild that road. They also have a 404 issue and that could take time in resolving. Their expectation is the property owner should provide the right of way without the town having to condemn or purchase it. Council Member Escobedo asked on the MDTs if the 35 will all be on the road or if there will be extra ones. Lt. Ashcraft stated that 35 include 15 for two shifts and two or three for detectives and approximately two on the shelves. Mr. Reuwsaat stated for three years they have been arguing over the value of the land at the airport. The state thought it was worth $80,000. He stated we got three consecutive appraisals that said $13,000 to $14,000. The minimum asking price is about $1.3 million for the 90 acres. Council Member Ziegler stated we have a fund of almost $40 million in reserve and asked if 25 percent of the budget was correct. Mr. Montague stated the policy has to do with a general fund balance component. The projected fund balance at the end of this year is roughly $14 million. They have identified within the policy that the target at the end of a funding cycle that their target minimum balance is 25 percent of ongoing revenues for that particular year. Within this plan utilizing $4 million within the CIP they are projecting roughly a $3.5 million dip that will get us around $1 I million. That is 33 percent which exceeds the 25 percent minimum threshold in the general fund. Mr. Reuwsaat stated the total amount of funds in reserve were roughly $50 million. All the impact fees are put into reserve funds for specific projects and are restricted to those and so a lot of that total reserve fund will be reduced to pay for projects we promised the public. 8 MINUTES OF REGULAR COUNCIL MEETING MARANA MUNICIPAL COMPLEX DATE: May 31, 2007 Council Member Ziegler stated it is good to be financially secure, but there is a time when we really need to get something, make people do their job better, and retain people. She stated she would rather retain people and assets we have. Mr. Montague stated that the reserve policy was intended primarily for the general fund. The revenues and resources received to the town the overall intent is to be utilized for some public good, some major public infrastructure. Council Member Clanagan asked about incorporating the cost of law enforcement into the projects to ensure the safe movement of traffic, as well as the safety of the workers in the projects. Ms. Johnson stated on each one of these projects included in the component that is called construction is the traffic/safety plan which includes dollars to pay for police officers to handle traffic. Mr. Reuwsaat stated that the total dollar amount includes the direct staff costs of our Public Works Department to do those projects. They are allocating direct costs only. E. ADJOURNMENT Upon motion by Council Member Escobedo, seconded by Council Member McGorray, Council voted unanimously to adjourn. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Marana Town Council meeting held on May 31, 2007. I further certify that a quorum was present. celyn .Bronson, Town Clerk ~~~~~~°1"1'~'~~~ ~s o ~.~` coA~ t~ .. o SEAL ~ ,. ~J~~fl~d~ 9