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HomeMy WebLinkAbout06/12/2007 Special Council Meeting MinutesMINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 PLACE AND DATE Marana Municipal Complex CALL TO ORDER AND ROLL CALL By Mayor Honea at 7:00 p.m. COUNCIL Ed Honea Mayor Present Herb Kai Vice Mayor Present Russell Clanagan Council Member Present Patti Comerford Council Member Present Tim Escobedo Council Member Excused 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 PLEDGE OF ALLEGIANCE AND INVOCATION/MOMENT OF SILENCE Led by Mayor Honea. Mayor Honea stated that several of them attended a function for Charlie Villescaz's son, Renee, who passed away last weekend and asked to remember his family. CALL TO THE PUBLIC GENERAL ORDER OF BUSINESS CONSENT AGENDA Resolution No. 2007-98: Relating to Procurement; authorizing the Purchasing Director to sign cooperative purchasing agreements of the type and substance attached as Exhibit A on behalf of the Town pursuant to A.R.S. §41-2632 and the Marana Town Code Section 3-4- 6(C) (Cedric Hay) Resolution No. 2007-99: Relating to Parks and Recreation; approving and authorizing the intergovernmental agreement between the Town of Marana and the Marana Unified School District for the cooperative maintenance of the park facility to be built adjacent to the proposed elementary school located in the Saguaro Springs Master Planned Community (Cedric Hay) MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 Resolution No. 2007-100: Relating to Parks and Recreation: approving and authorizing the License Agreement between the Town of Marana, the Marana Unified School District and the developer of the Saguaro Springs Master Planned Community to facilitate construction of the park facility to be located adjacent to the proposed Saguaro Springs Elementary School (Cedric Hay) Resolution No. 2007-101: Relating to Parks and Recreation; approving and authorizing the intergovernmental agreement between the Town of Marana and the Marana Unified School District for the construction, operation and maintenance of the community recreation facility to be built on the property located at 10050 N. Coachline Boulevard, in Continental Ranch, Marana (Cedric Hay) Resolution No. 2007-102: Relating to Public Works; supporting the selection of Interstate 10 as a federally designated Corridor of the Future (Cedric Hay) Minutes of the May 24, 2007 and May 29, 2007 special sessions. Upon motion by Council Member Ziegler, seconded by Council Member Clanagan, item D 1 was moved to action agenda, items 2-6 on the consent agenda was unanimously approved. PRESENTATION: Presentation on Proposed Town-Owned Facility Naming Guidelines (Josh Wright) Mr. Wright addressed Council and gave a presentation based on some proposed facility naming guidelines for public facilities located within the town. He stated they are looking for comments and suggestions and no action is necessary. He stated they are looking for guidelines on what type of policy the Town would like to see and what the procedure would be to go through to actually name a facility in the honor of some person, place or thing. They have taken guidelines from the City of Casa Grande, Flagstaff, Phoenix and Sierra Vista and sent it to the managers for some initial commentary and review tailored toward the Town of Marana. Vice Mayor Kai asked how we would remove a name from a facility and whether we should have guidelines to address this issue. ITEMS FOR DISCUSSION/POSSIBLE ACTION Resolution No. 2007-98: Relating to Procurement; authorizing the Purchasing Director to sign cooperative purchasing agreements of the type and substance attached as Exhibit A on behalf of the Town pursuant to A.R.S. §41-2632 and the Marana Town Code Section 3-4- 6(C) (Cedric Hay) Council Member Ziegler stated it looked as if there was a fee involved and asked what the fee per year was to be a member. Mr. Cassidy stated it is $995.00 a year. Council Member Ziegler asked for clarification on paragraph five where it talks about 2 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 purchasing from the State and their approved vendors. Mr. Cassidy stated it allows governments throughout the state to use contracts that have already gone through the bidding process, but under our code it says there has to be a finding that it is really cheaper to use a cooperative purchasing contract. Mr. Cassidy stated our code says we are supposed to go with our own procurement process. Council Member Ziegler asked for clarification on paragraph eight. Mr. Cassidy stated we would have the same remedies as the State, but we cannot look to the State of join with us in our battle. The $995.00 a year simply covers the State costs for having gone through all the bidding process, for the various services that are provided through the cooperative procurement process. Mr. Reuwsaat stated if whoever is having trouble with the vendors we would let the State know we are having these issues so when they do their additional bidding or if someone else is stepping in they would not get in the same situation or it would affect the ability of that vendor to be eligible for bidding in the next cycle. Upon motion by Council Member Comerford, seconded by Vice Mayor Kai, Resolution No. 2007-98 was unanimously approved. Resolution No. 2007-103: Relating to Budget: adopting the Fiscal 2007-2008 Tentative Budget (Erik Montague) Mr. Montague addressed Council to present the tentative budget for fiscal year 2007-08. In conformance with state law the tentative budget must be adopted on or before the third Monday of July. He noted that the adoption of the budget establishes the town's maximum expenditures in that fiscal year. He also noted that the town has an alternative expenditure limitation. The adoption of this tentative budget would set the maximum allowable expenditures for next year. The total budget from the time of tentative adoption to final adoption, the budget may be adjusted and reallocated downward, but it may not exceed the amount that we adopt. Upon adoption the tentative budget is published in a paper of general circulation weekly for a period of not less than two consecutive weeks from the time of tentative adoption to time of final adoption. Council would then hold a public meeting. At which time upon the close of that meeting they will have the opportunity to pass the final budget. This tentative budget reflects the accumulation of input that began in March. This budget has been structurally balanced to ensure that ongoing revenues are adequate to cover ongoing expenditures within that budget. Any uses of fund balance or any reserves have been identified as a one time cost component as defined with an existing practice. The tentative budget in total is $209.8 million. That is an increase of $81.8 million from last fiscal year. The main theme associated with the increase is capital projects. Approximately $71 million of that increase is in CIP. Based on identified priorities with respect to what programs and projects from the CIP component the town was interested in funding. There is a series of very significant, costly major public infrastructure improvements for this budget year, mainly from the transportation side. Within the $71 million MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 they have identified expenditure capacity within the water fund for the potential or possible future acquisition of a water resource and waste water treatment system. Other increases has to do with supplemental requests. As the result of the supplemental process and the evaluations that occurred resulting from that supplemental process of approximately $5.2 million of supplemental requests were funded. That includes the addition of 20 full-time equivalent or budgetary positions of about $ 1.1 million. Additionally employee compensation there was a series of adjustments, compensation and health related adjustments of $2.2 million. Other increases of $2.3 million. There is a significant adjustment to some rebates associated with some development fees and grant funding for this year. This would be the first year we have set aside resources in a separate fund for grant funding. Once you take out the CIP the operating budget for 2008 is projected to be $39.4 million. Of that, the largest individual fund is the general fund being $31.4 million. As part of the $39.4 million the largest individual expense by category is personnel services at $22.6 million or 58% percent of the total operating budget as a whole. This is consistent with other municipalities. Generally speaking it is the largest, most significant resource and cost to a particular town. Early in the process they tried to identify resources adequate to try to make employees as whole as possible. They took the personnel costs and the budgetary impact of some of those proposals as part of the overall process to try to ensure at the end of this process in evaluating the needs of the individual personnel with all the other needs of the town. For the next budgetary year the town is going to be moving toward a town wide compensation and classification study. It is scheduled to start in the fall. That will provide an opportunity to identify those departments or positions where we may not be in a competitive state to other municipalities. Incorporated within the tentative budget are some compensation adjustments. They factored in a compensation adjustment of roughly 5.6 for those entering the ASRS system at a cost of a million dollars. They believed it is important to try to keep as much of the prior system with respect to merit to encourage continued professional development and achievement. They are incorporating a merit component preliminarily based on projections on the new model with respect to the evaluation process with a January I" start. They have maintained a police step program for officers and sergeants that are within their existing steps. That has been funded for an additional year. As a result of a market analysis or study for certain key identified positions in coordination with Human Resources there were positions identified within the police department, they were identified as being significantly under market and as a result they were able to identify resources adequate to make a market adjustment for those identified positions. This year reflects our first increase in health care premiums. That reflects a larger trend. Many other municipalities depending on the demographics of their insurance pool often are dealing with double digit increases. A six percent increase is a modest increase. By percentage somewhat larger, but in dollars a lot smaller, dental and short term disability. The other cost is the increased cost of retirement from the Town side. For the police department they have identified funding around $245,000 total for a combination for the school resource officer, a motor officer and crime analyst. That includes all salary and one time cost associated. Additionally, they made an increase in the overtime adjustment, detective incentive grade which was established this year and the market adjustment. From the CIP side, the beneficiaries 4 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 associated with that program of $635,000 is for the mobile data terminals. Mr. Reuwsaat stated they dropped for this year the $145,000 for the televised Council meetings and spread it back into these areas for the additional MDT and the computer assisted dispatch. Council Member Ziegler asked regarding the school resource officer position whether another full-time position is warranted. Chief Vidaurri addressed Council and stated we have always had an officer at the high school, at the middle school, as well as the various elementary schools. The officer who was originally assigned to deal with the middle school ended up testing for a motor officer position and was then moved into that position once testing was completed. That in turn caused us to not have anyone specifically assigned on a eight hour basis at the middle school. The principal was concerned due to the activity that occurs there on a daily basis plus the officer is in charge of teaching a variety of classes from peer pressure issues to staying out of drugs and gangs and all the issues that school resource officers deal with. When we lost that officer the officer that was originally assigned to deal with the elementary schools had to take on the middle school. In anticipation of the new schools coming into the Continental Ranch area it was felt that it was imperative to have another officer come into the middle school. The officer who is currently assigned to the elementary school, Gerrie Tinsley, will continue to do that in addition to picking up the school that will be coming in the fall in the Continental Ranch area. On a typical eight hour day the bulk of their reports consists of mandatory reporting which is required by the state. The advantage by having an officer immediately available at the school is we don't have to pull someone away from their patrol duties. The officer who is assigned specifically at the elementary schools breaks up their week having to jump between a number of elementary schools they are assigned to. The middle school officer is assigned to dealing with problems, teaching classes, and teaching a variety of programs. In addition to taking case reports at the middle school level they also have to teach classes and it does fill up their entire eight hour day. If other school resource officers need them or need assistance in their school it keeps from having to call a patrol officer and take them away from answering calls for service. At the high school level it is a tougher job, having to teach and there is a lot of mandatory reporting including juveniles that maybe paper referred on a daily basis. He stated he could get a break down of what their daily activities consist of at the high school, middle and elementary schoollevel Council Member Ziegler asked if they switch out their time with patrol and school duties. Chief Vidaurri stated since school is currently out of session we use them entirely on answering calls for service right now. During the school year their main assigm-nent and focus is to be at the school before school opens and after school closes. Council Member Ziegler asked if there were enough patrol officers to be able to take two officers and now a third person to do SRO full-time. Chief Vidaum' stated if he was asked does he have enough officers he will always say he could MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 never have enough officers. He stated we are currently short on positions. We are down six positions in the field. We are currently trying to fill those positions. We have enough officers currently because of the scheduling to cover calls for service. Council Member Comerford stated the School Resource Officer is an invaluable resource. They put in many hours above and beyond their 40 hours a week without overtime because of their commitment to the position. She asked how many elementary schools Officer Tinsley is assigned to currently. Chief Vidaurri stated she has approximately four to five. Council Member Comerford stated she teaches a DARE program at all those elementary schools. To get those classes in everyday takes every bit of 40 hours a week. The School Resource Officer at the junior high is invaluable. The amount of time you would be calling for an officer off the street to respond to the numerous events on a daily basis is invaluable. She stated the one position at the junior high school is going to help the officers that are out in the field in not responding. She states this is based on her knowledge and experience she has had. Council Member McGorrary stated she has been retired from the school district, having a daughter who teaches fifth grade and being aware of what occurs in the school districts, it is amazing what happens at elementary level. She stated the need for the SRO positions at the schools is vital. The CPS law changed. The police have to be called immediately with CPS and having one available to address the issue as it occurs it vital. Council Member Ziegler stated she is aware of what can and does go on in schools and stated she is not talking emotionally. She asked is our money better spent on a motor officer at this time than an SRO. Council Member Ziegler stated in other districts the school system subsidizes their SRO officers and wanted to know if Marana was doing that. Chief Vidaurri stated they currently do not operate in that fashion. He stated we have entertained that approximately a year or two ago. He stated he met with the principals of the school in our jurisdiction and they spoke of removing the SRO program, subsidizing salaries, and on purchasing materials that the officers need to provide to the kids that they teach and they found out that the principals felt that it would be an extremely difficult task to take to the school board at that time, that the school board did not have the resources available to provide the monies that we would like to see them provide. However, they were able to gain monies set aside in their budgets to help assist in purchasing the materials for that fiscal year and continue to do that. He stated they have looked at grants and haven't been able to come up with any at this time. Mr. Reuwsaat addressed Council and stated one of the things that has worked with us and the school district is we utilized their facilities and people without reimbursing them, ie; janitorial help and for the use of gyms, etc. In terms of the SRO, Mr. Reuwsaat stated he has asked what is the value, what are the calls, what is the response so when questions are brought up we have those kinds of statistics ready. He stated the Chief has statistics and we should get them ready and updated. We have an expectation that when school is out those officers are used in other positions. Mr. Reuwsaat stated he was talking to the Chief about what we are doing to fill the six 6 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 positions. He stated he asked the Chief to prepare a presentation to see the community policing side and how it is staffed. Mr. Montague stated looking at some expanded services and programs within the Parks and Recreation Department, significant amounts of resources were identified and in the establishment of particular programs there is a slight change in the budgetary policy in how they are actually accounted for. Significant resources were identified to ensure various youth, teen, sports programs and special interest classes. Significant portions of those programs are defrayed by some fees that are charged to offset those costs as they are able to pass on. Connected to the increases in those programs and the activity associated with a growing community additional resources have been set aside for an additional site program in anticipation of the new school coming online, recreation assistance associated with those programs, sports coordinator, as well as within existing part-time assistants there has been identified a need to go from half time to 1/4 time to met the needs. That has been incorporated in that amount. Mr. Reuwsaat stated the department with the single greatest number of increase in FTEs is the Parks and Recreation Department and that is reflected in the additional of the new school site so we can do the same programming. He stated what they did last year is they budgeted 20 hours a week for the recreation people and it is still necessary for them to put in about 30 hours a week to delivery the special events, the programs, etc. There are some full-time positions, but it is also cumulative of adding those additional hours which adds additional FTEs in terms of total numbers of hours. Mr. Montague stated in the transportation area there are some resources set aside as far as the supplement side primarily $275,000 associated with l- 10 beautification, street sweeping services and landscaping maintenance. Those items have not significantly changed. There are some resources allocated for various pieces of necessary equipment. There are new or enhanced services and programs. Incorporated with the tentative budget is a new or re-established economic development department with the hiring of an administrator to oversee the economic development to put forth the vision and plan, working with outside groups to ensure that in the life cycle of the town as we grow we've diversified to incorporate the economic base. The public information office is a newly established separate office brought out of the administration/ Town Manager's department with emphasis on providing relevant, timely information to the public, as well as various reports. The largest portion of the tentative budget is the capital improvement plan. The CIP plan budgeted at $164 million. It is $71 million higher than the year before. It is largely attributable to three or four major infrastructure projects that have been in the planning stage and are moving toward the funding stage. Of that $164 million, $103.5 million is identified for transportation specific projects, namely the largest funding source is associated with the Twin Peaks Interchange and various road related improvements associated with that particular project. There is the completion of the Tangerine Farms Road. That is the utilization of existing proceeds that we have, but it the carry over for the completion of that project. Airport projects, $12.7 million. A few highlighted programs are land acquisition, sewer line, water line, access road and taxiway. All of which are intended to enhance the functioning of that airport to allow for certain 7 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 development within certain areas to increase capacity down the road. In water projects they have identified resources adequate for the possible acquisition of a water resource and waste water treatment system. This will basically provide the financial capacity to allow for the possible acquisition of that facility. In a growing community there is a relatively disproportionate share or cost associated with capital improvements especially along with the rooftops, the major infrastructure improvements with roads, etc. so it is not uncommon to see a significant portion of a budget to be allocated to capital improvements. Personnel, 10.8 percent of the whole budget, contracted services, operating supplies, other services. We set aside resources adequate to cover existing and potential debt service associated with funding some of the capital improvements and some operating capital, as well. Sales taxes have been identified at $28.6 million. This reflects an adjustment within the general ftind of about I I percent increase in sales taxes in the general fund. Roughly 46 percent of our sales tax is construction sales tax by definition is a one time revenue source. Incorporated within this projection they took into consideration the growth in the retail market, bars and restaurants, other taxable activities. They were realistic in projecting the construction sales tax. That has a significant impact on the general fund at roughly a little over $3 million, as well as the transportation fund because 75 percent of what we collect in construction sales tax is actually dedicated to the transportation fund to fund capital projects. They had budgeted in 2007, 1500 building permits. We are on target to hit 750. From the time permits are actually pulled to the time they actually collect the sales tax they have calculated an impact anywhere from $1 to 3 million depending on the time they pull the pennits to the time we collect the revenues based on 450 permits at a medium price of $275,000. That decrease has been offset by the commercial activity. Mr. Reuwsaat stated we are still one of the very few that takes three out of four cents from construction related sales and puts into the transportation fund which is helping us with the CIP. If we hadn't adopted any construction sales tax we would have the nornial two cents and with most entities that is just general fund revenue like any other sales tax. Mr. Montague stated shared revenues is another significant component. This saw the largest percentage increase based on the number estimates received from the state of $7.4 million a 42 percent increase in revenues to the general fund. Permits and fees in 2007 there was 1500 building permits and in the budget before Council there is an estimate of 850 units. A study was done which provided independent third party information with respect to what the market was going to do in the future years. Utilizing that information and working with staff to work together to try to identify what is a reasonable measure of building activity for the next year. We have various and significant projects at different levels of readiness with Saguaro Springs, as well as some other significant projects they anticipate a slight increase in pen-nits. The permit fees of $8.8 million incorporate all permits and related fees. Associated with the decrease in the housing activity they took a proportionate decrease in the various fees that are collected in each of these development fee funds. In the general fund there was this $8.8 million revenue projection incorporates a $1.3 million projected decrease in the general fund associated with that decrease in single family residences, as well as roughly $785,000 or 45 percent decrease in fees collected from the south benefit transportation impact fee fund. There is a slight decrease in the north benefit impact fees of above $7,000 or one 8 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 percent and a significant decrease in the park impact fees of about $1.2 million or 52 percent decrease from the year before, all resulting from the decrease in the housing activity. Other agency revenues, the town receives significant resources outside the town through PAG (Pima Association of Governments), RTA, Pima County Bond Program, as well as various federal grants and contributions and that comprises $55.2 million. Other revenues that are not identified namely income and other types of miscellaneous fees. Incorporated within this resource plan, $60 million in potential debt authorization. That debt component is comprised of $11 million in WIFA (Water Infrastructure Financing Authority) debt associated with the Silverbell Road. That particular financing was approved and is going to move forward for consideration to the board later this month. They have also identified potential funding or capacity of $9 million in MPC (Municipal Property Corporation) for purposes of transportation improvements. The largest component associated with this debt authorization or financing component is the $40 million on the particular water resource and waste water treatment funding. Reserves they have identified as making up the difference of $42.6 million. The purpose of the fund is to allocate or account for resources for a particular purpose. The main fund is the general fund. It is a governmental fund. They anticipate a $3.3 million decrease in reserves associated within that existing financing plan. That's primarily associated with some carryover projects, a significant increase in contingency and one time cost components. They are still above the 25 percent targeted measure for ending fund balance. Capital project funds are to account for the eventual accumulation of resources adequate to acquire or construct significant improvements. There is not non-nally a significant dip in debt service reserves. That is the spending of resources that were received in the issuance of debt on the Tangerine Farms Road debt. They pre-funded pre-paid interest and that is a carry over amount. The dip in the water fund is associated with planned projects. Council Member Ziegler asked on the issue of employee compensation if the 2.5 percent merit increase was town wide. Mr. Montague stated it is for all employees that are not incorporated within a step plan and stated the police officers that are part of a step plan are not included in the merit component. Upon motion by Council Member McGorray, seconded by Council Member Comerford, Resolution No. 2007-103 was unanimously approved. EXECUTIVE SESSION: Executive session pursuant to A.R.S. § 38-431.03(A)(3),(4) and (7) to receive legal advice from and consult with the Town Attorney concerning the April 23, 1979 intergovernmental agreement between the Town of Marana and Pima County relating to sewer service within the Marana town limits and to direct the Town Manager and Town Attorney with respect to that agreement. Upon motion by Council Member McGorray, seconded by Vice Mayor Kai, Council adjourned to Executive session. 9 MINUTES OF SPECIAL SESSION MEETING MARANA MUNICIPAL COMPLEX DATE: JUNE 12,2007 Mr. Cassidy stated as discussed in Executive Session, staff would request that the discussion of the April 23, 1979 IGA with Pima County be continued and be discussed in the context of the other water issues that are being brought back to Council at the June 201h meeting. Upon motion by Council Member Comerford, seconded by Council Member Clanagan, as discussed in Executive Session, item was unanimously approved. ADJOURNMENT Upon motion by Council Member Comerford, 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 June 12, 2007. 1 further certify that a quorum was present. ?Iyn JC?Anson, Town Clerk t=? RN OF A4 'ot o, ro# t SEAL 10