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HomeMy WebLinkAbout101509PZ:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 1 of 3 REVISED: 10-14-09 NOTICE OF THE REGULAR SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL TIME: 6:30 P.M. WHEN: THURSDAY, OCTOBER 15, 2009 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ PROCEDURE FOR ADDRESSING THE COUNCIL Anyone wishing to speak before the Council must fill out a speaker’s card and submit it to the Town Clerk prior to Council discussion of that Agenda item. Speaker Cards are located in the Council Chamber Lobby and near the Clerk’s position on the dais. Speakers will be called in the order in which the speaker cards were received either by the Clerk or the Mayor. At that time, speakers should stand and approach the podium. Speakers are asked to state their name prior to commenting and to direct their comments to the Presiding Officer and not to individual Councilmembers. Speakers’ statements should not be repetitive. If a speaker chooses not to speak when called, the speaker will be deemed to have waived his or her opportunity to speak on the matter. Speakers may not (i) reserve a portion of their time for a later time or (ii) transfer any portion of their time to another speaker. If there is a Public Hearing, please submit the speaker card to speak to that issue during the Public Hearing. Individual speakers will be allowed three contiguous minutes to address the Council. Time limits may be waived by (i) discretion of the Town Manager upon request by the speaker not less than 24 hours prior to a Meeting, (ii) consensus of the Council at Meeting or (iii) the Mayor either prior to or during a Meeting. Please be respectful when making your comments. If you do not comply with these rules, you will be asked to leave. Mayor Jay T. Schlum Councilmember Mike Archambault Councilmember Ginny Dickey Councilmember Dennis Brown Vice Mayor Cassie Hansen Councilmember Dennis Contino Councilmember Henry Leger Z:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 2 of 3  CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Schlum  INVOCATION – Mr. Gary Obenstine, representative of the Fountain Hills Christian Center  ROLL CALL – Mayor Schlum  MAYOR’S REPORT - (i) The Mayor will read a proclamation declaring October 2009 Community Planning Month.  SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS (i) Presentation on the eFountain Customer Relationship Management (CRM) program by Deputy Town Manager Julie Ghetti. (ii) Preview of the Park Host Program by Parks and Recreation Director Mark Mayer. (iii) Quarterly update on the progress of implementing the Council’s goals for FY2009-10 by Town Manager Rick Davis. CALL TO THE PUBLIC Pursuant to A.R.S. §38-431-01(G), public comment is permitted (not required) on matters not listed on the agenda. Any such comment (i) must be within the jurisdiction of the Council and (ii) is subject to reasonable time, place, and manner restrictions. The Council will not discuss or take legal action on matters raised during “Call to the Public” unless the matters are properly noticed for discussion and legal action. At the conclusion of the call to the public, individual Councilmembers may (i) respond to criticism, (ii) ask staff to review a matter or (iii) ask that the matter be placed on a future Council agenda. CONSENT AGENDA 1. CONSIDERATION of approving the TOWN COUNCIL MEETING MINUTES from October 1, 2009. 2. CONSIDERATION of approving a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Jerold Lane Miles (Fountain Hills & Lower Verde Valley Museum & Historical Society) for the purpose of a Historical Society Dinner Meeting, located at 13001 N. La Montana, Fountain Hills, AZ, scheduled to be held on November 18, 2009, from 6:00 p.m. to 10:00 p.m. 3. CONSIDERATION of approving a TEMPORARY EXTENSION OF PREMISE APPLICATION submitted by Merita Orhan Kraya (Euro Pizza Café) located at 12645 N. Saguaro Blvd. #11, Fountain Hills, AZ. scheduled for October 24, 2009. 4. CONSIDERATION of approving a LIQUOR LICENSE APPLICATION submitted by Sheryl Craig Morgan for Cowboy Spirits LLC DBA Saddle Bronc Grill), located at 11056 N. Saguaro Boulevard, Fountain Hills, AZ. This is for a series 6 license (bar). Z:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 3 of 3 REGULAR AGENDA 5. CONSIDERATION of SPECIAL EVENTS being coordinated by the Town of Fountain Hills Parks and Recreation Department: (i) the Fantastic Fall Festival (October 31, 2009) and (ii) the Turkey Trot/5K and Fitness Walk (November 26, 2009). 6. CONSIDERATION of a SPECIAL EVENT APPLICATION for the Fountain Festival of Arts and Crafts, sponsored by the Fountain Hills Chamber of Commerce, to be held November 13 through November 15, 2009, and will require the closure of parts of Avenue of the Fountains, Parkview Avenue, Verde River Drive and Saguaro Boulevard. 7. CONSIDERATION of a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Esther Beauchamp (American Legion Auxiliary, Unit 58) for the purpose of a fundraiser that is scheduled to be held November 13 and 14, 2009, from 9 a.m. to 10 p.m., and November 15, 2009, from 10 a.m. to 10 p.m., for a beer garden to be located on Saguaro Boulevard at Palisades Boulevard and west of Fountain Park as part of the Fountain Festival of Arts and Crafts Special Event application. 8. CONSIDERATION of a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Tait Daniel Elkie (Veterans of Foreign War Post 7507) for the purpose of a fundraiser that is scheduled to be held November 13 and 14, 2009, from 9 a.m. to 10 p.m., and November 15, 2009, from 10 a.m. to 10 p.m., for a beer garden to be located on Saguaro Boulevard near Avenue of the Fountains and west of Fountain Park as part of the Fountain Festival of Arts and Crafts Special Event application 9. COUNCIL DISCUSSION/DIRECTION to the Town Manager. Items listed below are related only to the propriety of (i) placing such items on a future agenda for action or (ii) directing staff to conduct further research and report back to the Council: A. None. 10. SUMMARY of COUNCIL REQUESTS and REPORT ON RECENT ACTIVITIES by the Town Manager. 11. ADJOURNMENT. DATED this 8th day of October, 2009 Bevelyn J. Bender, Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 480-816-5100 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to participate in this meeting or to obtain agenda information in large print format. Supporting documentation and staff reports furnished the Council with this agenda are available for review in the Clerk’s office. Z:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 1 of 3 REVISED: 10-14-09 NOTICE OF THE REGULAR SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL TIME: 6:30 P.M. WHEN: THURSDAY, OCTOBER 15, 2009 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ PROCEDURE FOR ADDRESSING THE COUNCIL Anyone wishing to speak before the Council must fill out a speaker’s card and submit it to the Town Clerk prior to Council discussion of that Agenda item. Speaker Cards are located in the Council Chamber Lobby and near the Clerk’s position on the dais. Speakers will be called in the order in which the speaker cards were received either by the Clerk or the Mayor. At that time, speakers should stand and approach the podium. Speakers are asked to state their name prior to commenting and to direct their comments to the Presiding Officer and not to individual Councilmembers. Speakers’ statements should not be repetitive. If a speaker chooses not to speak when called, the speaker will be deemed to have waived his or her opportunity to speak on the matter. Speakers may not (i) reserve a portion of their time for a later time or (ii) transfer any portion of their time to another speaker. If there is a Public Hearing, please submit the speaker card to speak to that issue during the Public Hearing. Individual speakers will be allowed three contiguous minutes to address the Council. Time limits may be waived by (i) discretion of the Town Manager upon request by the speaker not less than 24 hours prior to a Meeting, (ii) consensus of the Council at Meeting or (iii) the Mayor either prior to or during a Meeting. Please be respectful when making your comments. If you do not comply with these rules, you will be asked to leave. Mayor Jay T. Schlum Councilmember Mike Archambault Councilmember Ginny Dickey Councilmember Dennis Brown Vice Mayor Cassie Hansen Councilmember Dennis Contino Councilmember Henry Leger Z:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 2 of 3  CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Schlum  INVOCATION – Mr. Gary Obenstine, representative of the Fountain Hills Christian Center  ROLL CALL – Mayor Schlum  MAYOR’S REPORT - (i) The Mayor will read a proclamation declaring October 2009 Community Planning Month.  SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS (i) Presentation on the eFountain Customer Relationship Management (CRM) program by Deputy Town Manager Julie Ghetti. (ii) Preview of the Park Host Program by Parks and Recreation Director Mark Mayer. (iii) Quarterly update on the progress of implementing the Council’s goals for FY2009-10 by Town Manager Rick Davis. CALL TO THE PUBLIC Pursuant to A.R.S. §38-431-01(G), public comment is permitted (not required) on matters not listed on the agenda. Any such comment (i) must be within the jurisdiction of the Council and (ii) is subject to reasonable time, place, and manner restrictions. The Council will not discuss or take legal action on matters raised during “Call to the Public” unless the matters are properly noticed for discussion and legal action. At the conclusion of the call to the public, individual Councilmembers may (i) respond to criticism, (ii) ask staff to review a matter or (iii) ask that the matter be placed on a future Council agenda. CONSENT AGENDA 1. CONSIDERATION of approving the TOWN COUNCIL MEETING MINUTES from October 1, 2009. 2. CONSIDERATION of approving a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Jerold Lane Miles (Fountain Hills & Lower Verde Valley Museum & Historical Society) for the purpose of a Historical Society Dinner Meeting, located at 13001 N. La Montana, Fountain Hills, AZ, scheduled to be held on November 18, 2009, from 6:00 p.m. to 10:00 p.m. 3. CONSIDERATION of approving a TEMPORARY EXTENSION OF PREMISE APPLICATION submitted by Merita Orhan Kraya (Euro Pizza Café) located at 12645 N. Saguaro Blvd. #11, Fountain Hills, AZ. scheduled for October 24, 2009. 4. CONSIDERATION of approving a LIQUOR LICENSE APPLICATION submitted by Sheryl Craig Morgan for Cowboy Spirits LLC DBA Saddle Bronc Grill), located at 11056 N. Saguaro Boulevard, Fountain Hills, AZ. This is for a series 6 license (bar). Z:\Council Packets\2009\R10-15-09\091015A.docx Last printed 10/14/2009 4:31 PM Page 3 of 3 REGULAR AGENDA 5. CONSIDERATION of SPECIAL EVENTS being coordinated by the Town of Fountain Hills Parks and Recreation Department: (i) the Fantastic Fall Festival (October 31, 2009) and (ii) the Turkey Trot/5K and Fitness Walk (November 26, 2009). 6. CONSIDERATION of a SPECIAL EVENT APPLICATION for the Fountain Festival of Arts and Crafts, sponsored by the Fountain Hills Chamber of Commerce, to be held November 13 through November 15, 2009, and will require the closure of parts of Avenue of the Fountains, Parkview Avenue, Verde River Drive and Saguaro Boulevard. 7. CONSIDERATION of a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Esther Beauchamp (American Legion Auxiliary, Unit 58) for the purpose of a fundraiser that is scheduled to be held November 13 and 14, 2009, from 9 a.m. to 10 p.m., and November 15, 2009, from 10 a.m. to 10 p.m., for a beer garden to be located on Saguaro Boulevard at Palisades Boulevard and west of Fountain Park as part of the Fountain Festival of Arts and Crafts Special Event application. 8. CONSIDERATION of a SPECIAL EVENT LIQUOR LICENSE APPLICATION submitted by Tait Daniel Elkie (Veterans of Foreign War Post 7507) for the purpose of a fundraiser that is scheduled to be held November 13 and 14, 2009, from 9 a.m. to 10 p.m., and November 15, 2009, from 10 a.m. to 10 p.m., for a beer garden to be located on Saguaro Boulevard near Avenue of the Fountains and west of Fountain Park as part of the Fountain Festival of Arts and Crafts Special Event application 9. COUNCIL DISCUSSION/DIRECTION to the Town Manager. Items listed below are related only to the propriety of (i) placing such items on a future agenda for action or (ii) directing staff to conduct further research and report back to the Council: A. None. 10. SUMMARY of COUNCIL REQUESTS and REPORT ON RECENT ACTIVITIES by the Town Manager. 11. ADJOURNMENT. DATED this 8th day of October, 2009 Bevelyn J. Bender, Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 480-816-5100 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to participate in this meeting or to obtain agenda information in large print format. Supporting documentation and staff reports furnished the Council with this agenda are available for review in the Clerk’s office. Customer Relationship Management (CRM) Program CRM –Customer Relationship Management Citizens access to Town Hall 24 hours a day Get answers to frequently asked questions File a request for service and log back in to check status of request Obtain forms such as business or animal license, building permit, special event permit, etc. Parks and Recreation Department PARK HOST PROGRAM Park Host Program MISSION To provide an enhanced presence in the Town’s parks that elevates the interaction with park visitors to help provide a pleasant experience for park patrons. Park Host Program ORGANIZATIONAL STRUCTURE The Park Host Program falls under the general supervision and direction of the Parks and Recreation Department. Department staff will work with the Town’s Volunteer Coordinator to recruit volunteers for the program which was initiated in the fall of 2009. Park Host Program DUTIES Be a contact and resource for park visitors by answering questions and providing information Help to deter vandalism in the parks by their presence and keeping watch Render emergency assistance as needed or requested Contact local law enforcement when needed Park Host Program (Duties Continued) Notify the Department of any observed park maintenance repairs that are needed Inform park visitors that may be in violation of either park rules or Town ordinances about the situation and seek corrective action by the person(s) Be the staff present when special events or other activities are taking place at a specific park location and assist staff as needed Park Host Program (Duties Continued) When not assigned to a specific activity or park due to an event it is expected that the volunteer will circulate throughout the parks on foot. Provide assistance to local law enforcement as needed or requested Provide on-site supervision of and as a resource for the Recreation Assistants who work in the parks in the evenings, weekends and on holidays. Complete the one page Department’s Daily Activity Report at the end of each shift and place on the Executive Assistant’s desk for distribution Park Host Program (Duties Continued) Respond proactively to help resolve any incidents that occur in the parks and complete the Department’s Incident Report, if needed, at the end of each shift and place on the Executive Assistant’s desk for routing Become knowledgeable regarding various park amenities, Town attractions, special events, etc. Perform other duties as may be required Park Host Program APPEARANCE Volunteers for the program are expected to keep a neat and groomed appearance while in the parks. The Town will provide a Volunteer Badge that will show a picture of the volunteer, their name, and is to be worn wherever the person is on duty in the parks. TRAINING The Parks and Recreation Department will provide the initial training, which is mandatory, and may include other departments or agencies in conducting portions of that training. Park Host Program EQUIPMENT During each shift each Park Host will be assigned a fanny pack that includes a copy of the Town Code specific to park rules, a first aid kit, Town map, a Town special event calendar and the current Parks and Recreation, “In The Loop” program brochure as a resource. Volunteers are to check the contents of their fanny pack before beginning their shift to make sure all of the materials listed are included. Volunteers will also be provided a cell phone during their shift to contact Department staff, law enforcement, etc. The phone is not to be used for personal calls. Park Host Program QUALIFICATIONS Volunteers must be a minimum of 21 years of age. Have the ability and willingness to walk and stand outdoors for periods of time in the weather Ability to work evenings, weekends and holidays as may be assigned on a rotating basis Ability to interact with the public that utilizes our parks in a pleasant, courteous manner The ability to clearly communicate verbally with park visitors REPORT TO FOUNTAIN HILLS TOWN COUNCIL 1st QUARTER PROGRESS ON COUNCIL GOALS FOR FY2009-10 Presented by Richard L. Davis, Town Manager October 15, 2009 Page 1 of 10 During a goal setting retreat on January 9, 2009, the Town Council 13 primary goals for the FY2009-10 budget. Management staff held a follow-up meeting to develop specific objectives and identify resources necessary to carry out the goals established by the Council. The following graph depicts progress the staff has made toward achieving all goals. 0 10 20 30 40 50 60 70 80 90 100 Implement and update Strategic Plan Responsible development of former State Trust Land Maintain/develop good roads and walkways Optimal use of trails/expand access to parks and open space Maintain service level and functionality of parks Explore the need for an Environmental Commission Maintain and promote our small town character Enhance customer service and enrich our citizens' lives Demonstrate organizational progress/promote transparency Enhance the Town’s economic base Build and strengthen internal/external relationships Exercise fiscal responsibility/maintain org. integrity Support initiatives which enhance public safety PERCENT COMPLETE PROGRESS TO COUNCIL GOALS FOR FISCAL YEAR 2009-10 Quarter 1 OVERVIEW Page 2 of 10 Note: In this report, the progress toward achieving Council Goals during this quarter is noted in blue text below. Goal 1: Ensure that the Strategic Plan continues to be implemented and updated. A. Work with the Strategic Planning Advisory Commission and ensure adequate dedication of resources to complete the update to the Strategic Plan by March 31, 2010. The Strategic Planning Advisory Commission presented the Strategic Plan Update Working Paper #1: Strategic Plan Gap Analysis to the Council at the August 6 Council meeting. The Commission is now in Phase II of the Strategic Plan Update and is in the process of collecting data on Feedback Session #2 and coordinating Issue Forums to be held in various Town locations during late October and early November. Goal 2: Ensure development of former state trust land proceeds in a way which is most responsible and beneficial to the community. Property owner has not submitted any applications for processing. However, staff has held two recent meetings with the developer and he is working on the production of a master plat. A. Ensure that all development applications are reviewed against approved plans, agreements and regulations. B. Assign all applications to Senior Planner to ensure consistency and accuracy of all reviews. C. Conduct a comprehensive, coordinated team review of each development application. Goal 3: Maintain and develop good roads and walkways within fiscal constraints. A. Develop and present to the Council a fiscal plan for addressing the resurfacing of arterials by December 31, 2009. A Bond Election was considered and discussed by Council, but did not move forward. In the meantime, staff is researching alternatives that will be discussed during the next fiscal year’s budget sessions. B. Continue to address maintenance of roadways and the addition of new sidewalks congruent with pedestrian walkways program within fiscal constraints. Street resurfacing this fiscal year is scheduled for the spring of 2010 and a map has been prepared showing exact street locations. i. Continue to implement the 5-year CIP plan as funds become available. The Del Cambre sidewalk project is nearing design completion and is scheduled for construction this fiscal year. The Shea Climbing Lane project includes approximately one mile of new sidewalk and is scheduled to start construction in early 2010. C. Pay special attention to downtown sidewalks and other walk-ability issues. On Saguaro Boulevard, from Colony to El Lago, a sidewalk is in design that was funded by a MAG Pedestrian Assistance Grant (for design only). Construction will need to be funded by the Town. i. Continue to pursue grants funding such as “Safe Sidewalks to Schools.” The Alamosa sidewalk project is complete and provides a pedestrian link from the Montessori School to Four Peaks Elementary. The Del Cambre sidewalk project will provide a pedestrian link from Grande to Alamosa Avenue. Both of these projects were funded in part by the “Safe Sidewalks to Schools” grant. ii. Continue to design and build “gap” walkways in Town Center to provide crosswalks as per ADA standards and as fiscal constraints allow. Page 3 of 10 See Section “C” above. Goal 4: Make optimal use of trails and expand public access to parks and open space. A. Enhance public access to regional open space. i. Support McDowell Mountain Preservation Commission outreach and education efforts relative to trail access. Staff has continued their support of the MMPC. Outreach efforts have included an updated trail map that shows trails both within the Preserve and also the surrounding area. These have been placed in the Town’s informational kiosks and on the Town website. Support for the guided hike series has also been provided by the Sonoran Conservancy of Fountain Hills. ii. Support efforts of McDowell Mountain Preservation Commission to man both Chamber fair booths and distribute information specific to the preserve and its trails. Staff is planning on assisting the MMPC in providing materials and support for the effort and will be present at both of the Chamber events. iii. If County’s transportation plan for regional trails is approved, utilize the Sonoran Conservancy’s Trailblazers to construct the trail from the regional park trail system into the McDowell Mountain Preserve. Staff attended the public meetings and lobbied in support of the access from the County’s Park to the Preserve. Once the link was approved, the Sonoran Conservancy of Fountain Hills constructed the trail to the Preserve which opened recently to the public. The trail spur is called the Sonoran Trail and it comes off of the Dixie Mine Trail. Goal 5: Maintain service level and functionality of parks. A. Maintain grass and water quality at Fountain Park. i. Continue the Turf Enhancement Program at Fountain Park. This program has continued and the appearance of the turf continues to improve. ii. Continue to use an aquatic consulting service to help maintain lake water quality. Aquatic consulting services were continued this year and there were no major outbreaks of either algae or any die-off of fish during the active summer season. A consultant is currently investigating and evaluating enhanced methods of aeration. B. Develop a Park Maintenance Program for parks system by December of 2009. C. Explore alternatives for savings on electrical costs in running the fountain. Several alternatives have been investigated including surge protection and, more importantly, soft-start technology. Based on the results of several analyses, neither method has been proven to justify the cost in our particular application. Staff has developed scheduling alternatives that may minimize hard starts and yet still provide the same run time. Administration has determined that such could save 25% in energy costs. Page 4 of 10 Goal 6: Explore the need for an Environmental Commission with specific responsibility to develop new measures and support existing initiatives that improve the quality of our natural environment. A. Identify other communities that have environmental commissions and evaluate their effectiveness and resource requirements. Investigate the legal ramifications of establishing an environmental commission and seek community input with regard to the establishment of an environmental commission. Report to Council by November 1, 2009. Staff has identified and researched five Valley communities that have Environmental commissions or boards. We have also discussed the formation of an Environmental Commission with representatives of other communities that are considering forming their own Environmental Commission. We have received a great deal of interest from members of the community regarding membership if we were to form such a commission. We have also discussed possible legal issues with the Town Attorney. This topic will be discussed further at the Council Strategic Planning Workshop on October 8. Goal 7: Maintain and promote our small town character by enhancing public private collaboration to develop new and improve existing special events. The Town budget approved both in-kind and financial support to the Chamber of Commerce for the Thanksgiving Day parade this year Meetings have been held regarding the possibility of holding a weekly art fair and farmer’s market. Judi Yates made a presentation regarding such at the October 1 Council meeting. A. Continue Department efforts through the Recreation Division to collaborate with local businesses and the Chamber for an expanded St. Patrick’s Day event in 2010. The Fountain Hills Chamber of Commerce is taking the lead on the 2010 St. Patrick’s Day Celebration at Fountain Park. The Recreation Staff is meeting with the organizing committee to help coordinate the event; however, the Town’s financial commitment will be limited this year. The Town will be acting as a sponsor of specific activities, such turning the Fountain green and logistical support. B. Through the Recreation Division, work to expand the “Eggstravaganza” event in 2010 to include the Kiwanis Pancake Breakfast and other possible elements. The egg-spanded “Eggstravaganza” will continue in 2010 with the help of the Kiwanis Club and other sponsors. C. Work with ADOG through the Recreation Division for the second year of an expanded “Paws in the Park” event in Fountain Park. The Recreation Staff plans to begin meeting with ADOG in October 2009 to begin discussions for the April 11, 2010 event at Fountain Park. D. Hold “Public Safety and Emergency Preparedness Expo.” E. Hold “Make a Difference Day.” “Make a Difference Day” is scheduled for October 24. Human Resources is taking the lead in coordinating this event, which will consist primarily of projects on municipal property. F. Explore cost sharing opportunities with the Chamber and other community organizations with respect to the Thanksgiving Day Parade and Luminarias. Page 5 of 10 Goal 8: Enhance customer service and enrich our citizens’ lives by expanding access to Town offerings and services, developing innovative approaches to service delivery, and developing/implementing methods for gathering citizen input. A. Expand home delivered meals program for seniors. i. Meal preparation: Fountain View Village has already agreed to prepare up to 50 meals per day (3 routes per day x 16 meals per bag totals 48) by September 1, 2009. The Home Delivered Meals third route went into effect on August 6, 2009. A total of 75 volunteers have been added to the program, which made the third route possible. By adding the third route Monday through Friday, the distance that volunteers travel between clients has been reduced considerably. In August, the number of recipients of Home Delivered Meals remained consistent, an average of 40 clients per month, but the additional route will allow more clients to be easily added and not be placed on a waitlist. B. Grow volunteer program and cultivate volunteer opportunities. The Town currently has 694 individuals in our volunteer database. The Give-A-Lift transportation program started July 1st and matches volunteer drivers with homebound residents who then provide transportation services to the doctor, grocery store, pharmacy, etc. We now have 30 drivers who are able to offer rides to over 56 homebound residents. The Save Our Sculptures (SOS) program introduced by Parks & Recreation launched in September and we currently have 14 new volunteers performing monthly cleaning of 34 outdoor art pieces. The Art Walk Docent program was developed during the months of July through September and we now have a pool of 20 volunteers who are committed to becoming docents. The “Fountain Hills Volunteer, Club & Organization EXPO,” co-sponsored by the Town and the Cultural and Civic Association was held on October 7. The Town recruited volunteers for many of the ongoing programs such as “Make a Difference Day,” the Senior Activity Center, Community Center, and Parks & Recreation special events. i. “Make a Difference Day” (See 7E). C. Fully implement “Fountain of Innovation” program and present “Fountain of Innovation” award at annual employee Christmas party. The Employee Services Committee has reviewed all innovative idea submitted to date and forwarded three to the Directors for consideration: (1) mower for parks - this was approved and the mower has been purchased; (2) turf slicer for parks - this was approved, but has not been purchased due to budgetary constraints; and (3) Bridal Fair at Community Center - Bryan Hughes and Samantha Coffman have been directed to put together a formal process for consideration. D. Provide Council with quarterly updates and an annual comprehensive report on the effectiveness of eFountain by January 15, 2010. A presentation will be given at the October 15 Council meeting on usage of the eFountain Customer Relationship Management system. E. Sponsor two Town Hall meetings during the fiscal year. Page 6 of 10 The first Town Hall meeting for this fiscal year is scheduled to be held in Council Chambers on Monday, November 9, from 7:00 to 9:00 p.m. The Town Hall will focus on Public Works and Planning and Zoning. F. Continue to work on the Town website to make is user-friendly and easy to navigate. A committee was convened and has held two meetings to create and consolidate a “wish list” of what would improve the Town website. Implementation has occurred on what could be done “in house.” The committee is now waiting on cost estimates for the remaining implementation. G. Continue to review and revise outdated, overreaching ordinances, codes, policies and procedures. Planning staff is processing an ordinance that will consolidate and update the Town’s grading and cut/fill regulations. The end result will remove redundancy and provide improved clarity in the zoning and subdivisions regulations. The proposed changes are being reviewed by the Town Attorney and are tentatively scheduled for consideration by the Town Council in December. Research has started on a code amendment that would allow commercial A-frame signs to continue. Staff is also reformatting and updating the Subdivision Ordinance to update references and section numbering. The format changes will be consistent with the format used in the Zoning Ordinance. The Town Manager and Deputy Town Manager are currently reviewing two other possible ordinance changes. Goal 9: Demonstrate organizational progress to citizens and promote transparent government. A. Explore the possibility of one-day building permits for simple projects. i. Examine best practices in other local jurisdictions that issue permits in one day and determine resource needs and necessary changes to our process to accomplish the same turnaround time. Determine which types of permits can be reviewed and issued in one day by Town staff. Return with report to Council by October 1, 2009. We are now issuing over-the-counter or one-day turnaround permits for solar electric, solar hot water, water heaters, electrical service change out, replacement of mechanical air conditioning components and demolition permits. A report was provided to the Council in memorandum form on October 7. B. Implement performance measures program. i. Develop program budget format by July 1, 2009. The Town’s new accounting software has allowed us the technological abilities to begin categorizing and budgeting expenditures according to program. This concept and practice was put into place with the beginning of this fiscal year. Program budgeting will now allow us to better scrutinize and understand what we are truly expending to deliver a given service and will serve as the basis of a future performance measures program. ii. Evaluate feasibility of regional benchmarking by December 31, 2009. iii. Update departmental performance measures by December 31, 2009. C. Expand transparent government. Page 7 of 10 i. Add ordinances, resolutions and proclamations to the Town’s website by December 31, 2009. Ordinances, resolutions and proclamations for 2009 were added to the Clerk’s page on the Town’s website on September 28, 2009. ii. Hold one “Meet the Town Day” on a regular workday to include departmental overviews and tours of Town Hall utilizing volunteers as tour guides in the first half of the fiscal year. iii. Hold two Town Hall meetings per fiscal year (see 8E). iv. Work with FHUSD to videotape and air departmental profiles. Contact was made with FHUSC and the school district does not have resources currently available to accomplish this goal. D. Continue to develop a system of program budgeting which facilitates the communication of budget information to citizens. As mentioned previously, our enhanced abilities to appropriately program expenditures is now giving way to strategies to communicate performance measures and benchmarking comparisons to our citizens. Now that the technological infrastructure is in place, staff intends to begin including more of these important measures in the budget document, budget summaries, and perhaps even on the website or other Town media. Goal 10: Enhance the Town’s economic base by maintaining strong business relations, developing and implementing innovative strategies to bring beneficial businesses to Town, supporting an environment conducive to new business development, and developing initiatives designed to help businesses succeed. A. Evaluate the existing Business Visitation (Retention) Program by July 31, 2009. The Business Visitation (Retention) program has been evaluated. The evaluation discovered that the Town is utilizing a software program called Synchronist Business Information System as a way to compile and analyze the information gleaned from one- on-one visits with local businesses. Synchronist has two separate and distinct evaluation software components each designed to evaluate separate sectors – CRTS intended for use with the service sector and PRIME which was designed for use with the primary sector companies (manufacturing). The Town is utilizing Synchronist CRTS since the existing business base is primarily in the service sector. A total of 20 visits were made to local businesses during FY07/08 and FY08/09. The review and analysis of the information has not occurred because only 3 (or 15%) of the 20 visits were entered into the Synchronist system. B. Enhance the Business Visitation (Retention) Program and begin implementation in August, 2009. Develop an expanded and targeted approach to outreach to the existing business base to include one outreach effort per quarter. Program efforts have begun. Staff has been trained via webinars on the Synchronist CRTS software. Data entry of the previously conducted interviews/visits has begun with 14 (or 70%) of the 20 visits entered into Synchronist as of September 30. C. Work with Town Center Merchants group to develop and facilitate networking opportunities, business vitality, and marketing and promotional opportunities using the Main Street four-point approach. Six meetings of the Town Center were planned and organized during the first quarter – three for the executive committee and three for the full Town Center group. Several Page 8 of 10 opportunities were presented to enhance their business vitality via marketing and promotional opportunities. Items facilitated by Economic Development staff through the Town Center include Savory Spots, downtown kiosk design, and the planning of “Halloween on the Avenue.” D. Develop contacts and work with Ft. McDowell, the Chamber, and other business groups and organizations to develop strong relationships and work towards mutually beneficial goals: Ft. McDowell outreach at least two times. Staff is meeting on a regular basis with various organizations to develop contacts and build relationships. Economic development staff continues to engage in activities and conversations with various individuals, groups and organizations including the Fountain Hills Chamber of Commerce, Fountain Hills & Fort McDowell Visitors Bureau, Greater Phoenix Economic Council (GPEC), Arizona Department of Commerce (ADOC), Arizona Association of Economic Development (AAED), Fort McDowell Yavapai Nation, Business Vitality Advisory Committee (BVAC), and Town Center. The activities during the first quarter included attending various Chamber functions, including the monthly breakfast meeting and ribbon cuttings; attending monthly GPEC and AAED meetings and participating in planning retreats; attending BVAC meetings; coordinating and participating in the Town Center group meetings; and meeting with staff of the Fountain Hills & Fort McDowell Visitors Bureau. All activities provide relationship building opportunities and the ability to discuss ways to work together to achieve goals. In July, staff outreached to the Fort McDowell Yavapai Nation and extended an invitation to attend a webinar focused on broadband stimulus opportunities. Several representatives from the Fort McDowell Yavapai Nation attended. The webinar allowed an opportunity to discuss mutually beneficial items. E. Continue Town involvement with BVAC. The economic development staff participated in the downtown vision development meetings regarding the downtown vision plan, as well as BVAC meetings. The involvement has allowed communication on economic development activities and ensured continued dialogue about roles and coordination of activities. F. Evaluate the business attraction program by July 31, 2009. The business attraction program has been evaluated. The Town has participated in the Greater Phoenix Economic Council (GPEC) regional program and engaged directly in retail attraction through participation in several International Council of Shopping Centers (ICSC) sponsored activities, with limited follow-up and collateral pieces. G. Develop a strategy to encourage business locations within the town limits starting in August 2009. The strategy development has begun to include development of collateral pieces aimed at various targets, direct outreach to developers in reference to downtown development opportunities, direct contact with retailers, and discussions on attraction of educational and medical business sectors. Goal 11: Build and strengthen internal and external relationships utilizing mutual respect as the basis. A. Develop opportunities for more council/staff interaction. Page 9 of 10 The “Town Passport” program was presented to Council at a Work Study Session in July. A couple of Councilmembers have been busy getting their passports filled! B. Develop new council orientation training which focuses on the roles of council and staff and promotes mutual respect. i. Create curriculum by March 1, 2010. C. Continue downtown business and chamber relations efforts. Economic development staff has had regular meetings with the Town Center executive committee and the Town Center group this quarter. The economic development staff also meets on a continual basis with the Chamber through BVAC and the Fountain Hills & Fort McDowell Visitors Bureau to exchange information and discuss items of mutual interest. D. Pursue regular meetings with Ft. McDowell. i. Quarterly economic development meetings between the Town and Ft. McDowell. Economic development staff has met with Fort McDowell several times this quarter through BVAC meetings and through an invitation to attend a webinar. The meetings allowed discussion on projects the Town and Fort McDowell are pursuing. ii. Meetings between governing boards twice per year. E. Reduce e-sessions possibly by forming specific nominating committee to review applications and recommend appointments to the Council. i. Develop a plan based on the Avondale model and present to Council by October 1, 2009. Town Council approved the revision to the Council Rules of Procedure on July 2, 2009. The first Town Council Board, Commission, Committee Subcommittee met in late August to interview Planning and Zoning applicants. Their charge was to provide their recommendation to the Mayor for his consideration of four appointments at the October 1, 2009 Council meeting. F. Make the Tribe feel welcome at Town events, endeavors, and activities. We continue to make Ft. McDowell aware of events and extend invitations. We have also worked together on ARRA funding possibilities. Additionally, collaboration has occurred regarding recent graffiti crime. G. Promote the Town’s relationship with the School District by holding three joint meetings per year. Scheduling is currently in process for the first joint meeting between FHUSD and the Town. Goal 12: Exercise fiscal responsibility while maintaining organizational/functional integrity. A. Continue to hold the half-day Council Budget Workshop each October, in addition to the full-day January Workshop. The October workshop is scheduled to be held on October 8. January workshop is scheduled for January 14, 2010. B. Submit a mid-year State of the Budget report to Council by December 31, 2009. The State of the Budget report will be presented to the Town Council on December 17. C. Submit quarterly CIP updates to Council for re-evaluation of capital needs and priorities. The first quarterly CIP update will be presented to the Town Council on November 5. D. Continue to utilize work flow analysis to identify cost savings via contracting, consolidation of services, etc. A review of all contracted services is being conducted. An analysis of the costs and service levels is to be accomplished by the end of October. Page 10 of 10 Goal 13: Support initiatives which enhance public safety in our community. A. Develop plan to address proactive community oriented policing by September of 2009. A discussion on community oriented policing possibilities will be presented on January 14 at the Council Goal Setting Workshop. B. Provide semi-annual update to Council by Fire Chief, including an assessment of service level. On September 30, the Fire Chief issued a written report. A semi-annual report at a Council meeting is scheduled for the end of the year. Special Events October & November 2009 Fantastic Fall Festival Saturday, October 31, 2009 6-9 p.m. Four Peaks Park •Inflatable rides •Carnival games •Contests •Take home crafts •Live DJ •Child ID kits for parents •Lots of candy Fantastic Fall Festival Highlights •Attracts over 1,000 residents •Safe alternative to trick’ or’ treating •The Fire Department helps distribute candy, including dropping candy from the ladder truck •MCSO provides event security and positively interacts with the crowd providing photo opportunities and candy •The Fountain Hills PTO operates concessions •Six community clubs and organizations stepped up to help this year: Fountain Hills Library, Rotary Club, Noon Kiwanis, Sunset Kiwanis, Lions and Elks Turkey Trot Thanksgiving Day Thursday, November 26, 2009 7:30 am Downtown Fountain Hills •Attracts over 1,000 residents •Divisions for all ages in 5k run •All pre-registered participants will receive a commemorative t-shirt •Registration and Check In - Community Center •Race begins and ends in Library/Museum parking lot •5K Run : $20 for Adults & Teens $15 for 12 & Under •Fitness Walk : $10 •Over 50 volunteers help make this event possible Turkey Trot Highlights •1st, 2nd, and 3rd place trophies for every division •Nearly 1,100 residents and visitors are expected to take part in this year’s event •Residents are encouraged to stay and watch the Annual Fountain Hills Thanksgiving Day Parade after the race Town of Fountain Hills Strategic Plan These events help to achieve… Town of Fountain Hills Strategic Priority to “strengthen small town identity.” Town Council’s goal to “maintain and promote our small town character by enhancing public/private collaborations to promote new and improve existing special events.” Questions?