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Home My WebLink AboutAgenda Special Session_e:\Special Session 2008\Agenda Special Session_.docx Page 1 of 1 NOTICE OF THE SPECIAL SESSION THE FOUNTAIN HILLS TOWN COUNCIL TIME: 6:00 P.M. – SPECIAL SESSION WHEN: THURSDAY, JUNE 30, 2008 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E Avenue of the Fountains, Fountain Hills, AZ AGENDA 1.) CALL TO ORDER AND ROLL CALL –Mayor Schlum 2.) CONSIDERATION of calling a SPECIAL ELECTION on November 4, 2008 for the purpose of submitting to the qualified electors of the Town of Fountain Referendums 2008-RF001-01 and 2008- RF002-02 and directing the Town Manager, the Town Clerk, and Town Attorney to prepare all materials and take all steps necessary to ensure compliance with applicable law. 3.) CONSIDERATION of APPROVING the agreement between Tyler Technologies, Inc. and the Town of Fountain Hills for the installation, transfer of Town data and training of the new enterprise wide software system in the amount not to exceed $158,900 including financial records, building permit data, licensing database, and code enforcement. 4.) DISCUSSION WITH POSSIBLE DIRECTION TO STAFF regarding the POSSIBLE CANCELLATION OR CHANGING THE DATE of the August 21, 2008, regular meeting of the Town Council, to an alternative date due to the Arizona League of Cities and Towns Conference being held the same week. 5.) ADJOURNMENT DATED this 26th day of June, 2008. Janice E. Baxter Acting Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 837-2003 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to attend 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. Mayor Jay Schlum Councilmember Mike Archambault Councilmember Cassie Hansen Councilmember Dennis Contino Vice Mayor Henry Leger Councilmember Ginny Dickey Councilmember Keith McMahan z:\council packets\2008\spl6-30-08\aaf special election 063008.docx Page 1 of 3 TOWN OF FOUNTAIN HILLS TOWN COUNCIL AGENDA ACTION FORM Meeting Date: 6/30/2008 Meeting Type: Special Session Agenda Type: Regular Submitting Department: Administration Staff Contact Information: Kate Zanon, Interim Town Manager, kzanon@fh.az.gov, 480-816-5107 Strategic Priority: Not applicable Council Goal: Not applicable REQUEST TO COUNCIL: CONSIDERATION of calling a SPECIAL ELECTION for the purpose of submitting to the qualified electors of the Town of Fountain Hills Referendum #2008-RF001-01 and Referendum #2008-RF002-02 and directing the Interim Town Manager, the Town Clerk, and Town Attorney to prepare all materials and take all steps necessry to ensure compliance with applicable law. Applicant: NA Applicant Contact Information: NA Property Location: NA Related Ordinance, Policy or Guiding Principle: A.R.S Title 16 and 19; Town Code Section 2 Staff Summary (background): Referendum Petition #2008-RF001-01 and #2008-RF002-02 were reviewed by the Town Clerk and the Maricopa County Recorder as required by A.R.S. §19-121. A Special Council meeting has been called to determine if the the referred measures are to be placed on a Special Election or the next regular Town election. Based on the random sample verifications of Referendum Petition #2008-RF001-01 and #2008-RF002-02, it was determined that the number of signatures were adequate to place the referred measures on the ballot. Upon presentation of a certificate to the Council by the Clerk, the Council may call a Special Election on the matter referred no less than 90-days and no more than 150-days from the presentation of the certificate by the Clerk, provided that within that period of time there is no regularly scheduled Town Primary or General Election for which the referendum matter would otherwise qualify. The General Election on November 4th would fall within the 150-days allowed by law to hold the election. The Town’s next regular election would be held in March 2010. The call of a Special Election for referendum matters shall be valid only upon the affirmative vote of four members of the Council voting on said request and call. Should the required number of votes to call the Special Election not be obtained, then the referendum matter would appear on the next regular Town primary or general election. If a Special Election on a referendum matter is called by the Council, then in addition to all other notices required by law, the Town Clerk is to notify the organization that requested the referendum petition of the Council decision. The Maricopa County Elections Division requires notification of items to be placed on the ballot 120-days prior to the Election, which would be July 7, 2008, with ballot language submitted no later than 105-days prior to the election. Therefore, to place ballot measures on the November 4, 2008, General Election, ballot language must be submitted to the County by July 22, 2008. The Town’s next regular election would be held in March 2010. If the Town were to hold the election on November 4, 2008, the costs would be less than those of a stand alone Town Election as this is a consolidated ballot. The County's charge would be $.31 per registered voter at the close of voter registration for the November Election (as of 6/20/08: 14,483 = $4,490). Additional costs are estimated at $8,800 for the costs of publication and translation of the Election Notice, the Pro/Con Argument Notice, and the preparation and mailing of the Publicity Pamphlet, for an estimated total cost of $13,290.00 without associated legal costs. Were the election to be held on November 4th, the Presidential Election would be on the ballot and it would be staff’s recommendation to not offer early voting on-site at Town Hall due to the requirement that all valley- wide Maricopa County voters would have the ability to cast their vote at Town Hall. There is the potential for a large volume of voters as the Presidential Election has historically had a very high turnout. The County would require the Town to directly contract with and pay individuals to work during the 33-day early voting period if the Town were to provide early voting on-site. The cost for staffing the early voting period would be at a per hour rate of $10.00 and $10.50 (for translation services). In lieu of offering early voting on-site at Town Hall, the County proposes that a ballot box could be placed at Town Hall so that voters could deposit their early mail ballots on-site if they chose. These early mail ballots would be picked up on a regular basis by Maricopa County personnel and transported to the County’s Tabulation Center. The County also provides their three office locations for those voters who chose to cast an early ballot on-site. Voters would still be able to go to the polls in Fountain Hills on Election Day - November 4, 2008. The cost of a stand alone Town Election would require that the Town pay for early ballots mailed @ $1.72 each, the per registered voter charge of $.78, staff time to man the 33-day early voting period, as well as the costs of publication and translation of the "Election Notice", the "Pro/Con Argument Notice", and the preparation and mailing of the "Publicity Pamphlet". The total estimated cost would be $34,500.00, without associated legal costs. Holding the election on November 4th would save the Town approximately $21,210. Risk Analysis (options or alternatives with implications): NA Fiscal Impact (initial and ongoing costs; budget status): NA Recommendation(s) by Board(s) or Commission(s): NA Staff Recommendation(s): Approve SUGGESTED MOTION: Move to approve calling a special election on November 4, 2008, for the purpose of submitting to the qualified electors of the Town of Fountains Referendum #2008-RF001-01 & Referendum #2008-RF002-02, and directing the Interim Town Manager, Town Clerk, and Town Attorney to prepare all materials and take all steps necessary to ensure compliance with applicable law. Attachment(s): Memo to Council dated June 16, 2008; Letter to Mayor Schlum dated June 20, 2008; Maricopa County Recorder's certification; and the Town Clerk's certification Submitted and Approved by: Acting Town Clerk 6/25/2008 Approved: _________________________________________ Interim Town Manager Date TOWN OF FOUNTAIN HILLS TOWN COUNCIL AGENDA ACTION FORM Meeting Date: 6/30/2008 Meeting Type: Special Agenda Type: Regular Submitting Department: Administration Staff Contact Information: Kate Zanon, Interim Town Manager, 480-816-5107, kzanon@fh.az.gov Strategic Priority: N/A Council Goal: N/A REQUEST TO COUNCIL: DISCUSSION WITH POSSIBLE DIRECTION TO STAFF regarding the POSSIBILITY OF CHANGING THE DATE of the August 21, 2008 regular meeting of the Town Council to an alternative date due to a conflict with the Arizona League of Cities and Towns Annual Conference which is scheduled to be held from August 19 through 22, 2008. Applicant: N/A Applicant Contact Information: N/A Property Location: N/A Related Ordinance, Policy or Guiding Principle: N/A Staff Summary (background): A regular meeting of the Town Council is scheduled for Thursday, August 21, 2008. The Town Council historically participates in the Annual Conference of the League of Arizona Cities and Towns. The League Conference is scheduled to be held from August 19-22, 2008. A conference activity on the evening of August 21 would conflict with the Council meeting on that date. Rescheduling the meeting date at this time would give the public adequate notice of the new meeting date. Risk Analysis (options or alternatives with implications): N/A Fiscal Impact (initial and ongoing costs; budget status): N/A Recommendation(s) by Board(s) or Commission(s): N/A Staff Recommendation(s): Staff recommends rescheduling the regular meeting of the Town Council from August 21, 2008 to August 25, 2008. SUGGESTED MOTION: MOVE to reschedule the regular meeting of the Town Council from August 21, 2008 at 6:30 p.m. to August 25, 2008 at 6:30 p.m. Attachment(s): N/A Submitted by: Kate Zanon___________________________________ Interim Town Manager Date Approved: _________________________________________ Kate Zanon, InterimTown Manager Date e:\Special Session 2008\Agenda Special Session_.docx Page 1 of 1 NOTICE OF THE SPECIAL SESSION THE FOUNTAIN HILLS TOWN COUNCIL TIME: 6:00 P.M. – SPECIAL SESSION WHEN: THURSDAY, JUNE 30, 2008 WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E Avenue of the Fountains, Fountain Hills, AZ AGENDA 1.) CALL TO ORDER AND ROLL CALL –Mayor Schlum 2.) CONSIDERATION of calling a SPECIAL ELECTION on November 4, 2008 for the purpose of submitting to the qualified electors of the Town of Fountain Referendums 2008-RF001-01 and 2008- RF002-02 and directing the Town Manager, the Town Clerk, and Town Attorney to prepare all materials and take all steps necessary to ensure compliance with applicable law. 3.) CONSIDERATION of APPROVING the agreement between Tyler Technologies, Inc. and the Town of Fountain Hills for the installation, transfer of Town data and training of the new enterprise wide software system in the amount not to exceed $158,900 including financial records, building permit data, licensing database, and code enforcement. 4.) DISCUSSION WITH POSSIBLE DIRECTION TO STAFF regarding the POSSIBLE CANCELLATION OR CHANGING THE DATE of the August 21, 2008, regular meeting of the Town Council, to an alternative date due to the Arizona League of Cities and Towns Conference being held the same week. 5.) ADJOURNMENT DATED this 26th day of June, 2008. Janice E. Baxter Acting Town Clerk The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 837-2003 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to attend 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. Mayor Jay Schlum Councilmember Mike Archambault Councilmember Cassie Hansen Councilmember Dennis Contino Vice Mayor Henry Leger Councilmember Ginny Dickey Councilmember Keith McMahan