HomeMy WebLinkAbout2018.11.13.TCSM.AgendaPacket AIN
4,0 'tt� NOTICE OF MEETING
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SPECIAL MEETING
4 FOUNTAIN HILLS TOWN COUNCIL
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Mayor Linda M. Kavanagh
Vice Mayor Art Tolis Councilmember Sherry Leckrone
Councilmember Dennis Brown Councilmember Henry Leger
Councilmember Nick DePorter Councilmember Alan Magazine
TIME: 5:30 P.M. — SPECIAL MEETING
WHEN: TUESDAY, NOVEMBER 13, 2018
WHERE: COUNCIL CHAMBERS —FOUNTAIN HILLS TOWN HALL
16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ
1. CALL TO ORDER AND ROLL CALL — Mayor Linda M. Kavanagh
2. REGULAR AGENDA
A. CONSIDERATION OF authorizing the Town Manager to institute emergency procurement
procedures in order to expedite the repairs and restoration of Golden Eagle Park and storm
water system in response to the October 2, 2018, storm event; and authorize the
reallocation of funds from the deferral of capital projects to pay for the repairs and
restoration of Golden Eagle Park.
3. ADJOURNMENT.
AGENDA POSTED:
Dated Eli abeth A. V rke, 'V , v• ere
The Town of Fountain Hills endeavors to make all public meetings acc 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 the
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.
J� AIN�fl TOWN OF FOUNTAIN HILLS
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F AGENDA ACTION FORM
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Meeting Date: 11/13/2018 Meeting Type: Special Session
Agenda Type: Regular Submitting Department: Administration
Staff Contact Information: Grady Miller, Town Manager
REQUEST TO COUNCIL (Agenda Language): CONSIDERATION OF authorizing the Town Manager to institute
emergency procurement procedures in order to expedite the repairs and restoration of Golden Eagle Park and
storm water system in response to the October 2, 2018, storm event; and authorize the reallocation of funds
from the deferral of capital projects to pay for the repairs and restoration of Golden Eagle Park.
Applicant: N/A
Applicant Contact Information: N/A
Owner: Town of Fountain Hills
Owner Contact Information: N/A
Property Location: Golden Eagle Park and Adjacent Washes
Related Ordinance, Policy or Guiding Principle: Section 3-3-25 of the Town Code
Staff Summary(background): On October 2, 2018, the Town of Fountain Hills experienced an unprecedented
amount of rain fall as part of a major storm system that moved through the community and region.
Approximately, two to three inches of rain fell within a short period of time which caused significant amount of
storm water flows through town streets and washes. Unfortunately, the storm caused a huge amount of water
outflows from the washes that carried dirt, rocks, sediment, trees, and other storm debris to Golden Eagle
Park. While Golden Eagle Park is designed to serve as a large flood control detention basin with washes,
culverts, and a dam, the storm debris caused considerable damage to Golden Eagle Park.
A special Council meeting will be held on November 13, 2018, for the purpose of staff outlining the measures
the town needs to undertake to clean and restore Golden Eagle Park. The cleanup and restoration efforts
include removing dirt and debris from the park, restoring the turf, replace fencing, and other infrastructure at
Golden Eagle Park; repairing the motorized maintenance equipment; and channelizing/reinforcing the washes
that convey storm water to Golden Eagle Park. Attached is a table that outlines the key cleanup and
restoration activities and their associated costs. Staff will be requesting the Town Council to authorize the
Town Manager to invoke emergency procurement procedures as permitted in Section 3-3-25 of the Town
Code. By authorizing the Town Manager to utilize the emergency procurement procedures, it will significantly
improve the turnaround time on contracts and expedite the restoration of Golden Eagle Park and the storm
water system feeding into Golden Eagle Park. The goal is to have Golden Eagle Park fully restored in time for
the Little League season and before the baseball/softball tournaments begin. Following the existing
procurement rules will delay restoring Golden Eagle Park by an additional six to eight weeks which will
negatively impact the various user groups and stakeholders that utilize the ballfields.
Page 1 of 3
Based on an assessment of the cleanup and restoration needs, it will cost approximately $405,000 for Golden
Eagle Park and an additional $100,000 for wash repairs. In order to expedite the cleanup of Golden Eagle
Park, the Town Manager awarded an emergency contract in an amount of$103,000 to a company that has
expertise in handling these types of storm cleanups. The contractor mobilized and started working on the site
on October 30, 2018 and should complete the cleanup and ballfield preparation in two weeks. The Town
Council ratified this expenditure at its meeting on November 6, 2018.
Staff is recommending to defer the following capital improvement projects and reallocate the funding to pay for
the repair and restoration of Golden Eagle Park:
Alleyway Paving $255,000
Sidewalk Infill $100,000
FH Civic Center Drainage 50,000
Total: $405,000
Staff also recommends expending the $100,000 for wash repairs and maintenance from the Environmental
Fund which is currently used for wash maintenance.
Finally, to ensure that the Town avoids major park cleanup and restoration costs in the future, the Town plans
to undertake an engineering study of the storm water system that conveys storm water to Golden Eagle Park.
The goal of the study is to identify and plan for recommended improvements to the storm water system so that
in the future, storm water, rather than storm debris, would be conveyed to Golden Eagle Park. Staff will be
seeking separate Council action on this item at a future Council meeting. The results from the study will be
presented to the Town Council within the next six months so a plan of action can be identified as a future
capital improvement project to address the storm water issue.
Risk Analysis (options or alternatives with implications): By not proceeding quickly to restore Golden Eagle Park
and the nearby washes, there will be considerable negative impacts to stakeholders such as Little League,
baseball tournaments, and the possibility of additional storm water damage to Golden Eagle Park from
damaged washes.
Fiscal Impact (initial and ongoing costs; budget status): Approximately, $505,000 ($405,000 for Golden Eagle Park
and $100,000 for wash/dam repairs).
Budget Reference (page number): See Attached
Funding Source: Multiple Funds
If Multiple Funds utilized, list here: Capital Improvement Fund and Environmental Fund
Budgeted; if No, attach Budget Adjustment Form: NA
Recommendation(s) by Board(s) or Commission(s): N/A
Staff Recommendation(s): Staff recommends Council approval of emergency procurement procedures and the
deferral of projects in the FY 2018-19 Capital Improvement Program.
List Attachment(s): Section 3-3-25 of the Town Code; outline of goods and services to repair/restore Golden
Eagle Park and stormwater system; recommended deferral of capital improvement projects to provide funding
for repairs/restoration of Golden Eagle Park and stormwater system; transfer document reallocating Capital
Improvement Program funds from deferred projects.
SUGGESTED MOTION (for Council use): Move to authorize the Town Manager to institute emergency procedures
as outlined Section 3-3-25 of the Town Code in order to expedite the repairs and restoration of Golden Eagle
Park; and approve the reallocation of funds resulting from the deferral of projects in the FY 2018-19 Capital
Improvement Program (see attached).
Page 2 of 3
Prepared by: Approved:
'
NA Gray . Miller,To anager 8/8/2017
Director's Approval:
NA
Page 3 of 3
BUDGET AMENDMENTS
ADDITIONAL
PROJECT NAME BUDGET FUND
P3037 GEP RESTORATION $ 405,000.00
$ 255,000.00 600 56003 Unpaved Alley
$ 150,000.00 600 F4029 Civic Center Improvements
$ 405,000.00
G:\Budget Files\Budget 2018-2019\FUND 600 YTD.xlsx
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