HomeMy WebLinkAbout1990.0322.TCWSM.MinutesTOM OF FOUNTAIN HILLS
MINUTES OF THE WORK/STUDY SESSION OF THE FO[AVTAIN HILLS TOWN COUNCIL
MARCH 22, 1990
A public work/study session of the Fountain Hills Town Council was convened and
called to order by Mayor John Cutillo at 6:30 p.m., Thursday, March 22, 1990,
in the Fountain Hills Unified School District Administration Building located
at 14605 N. Del Cambre Ave., Fountain Hills, Arizona.
Present for the work/study session were: Mayor John Cutillo, Vice Mayor Mike
Minarsich and Councilmembers Marti Lemieux, Charlie Fox and Dick Haugen.
Councilman Joe Bill came in at approximately 6:34 p.m. and Councilman Barber was
absent. Also present were Town Attorney Bill Farrell, Town Manager Mike McNulty
and Town Clerk Cassie Hansen.
SUBCOMM[ITTEE
Subcommittee chair Allison Varley gave Mayor Cutillo their recommendations for
the top four logos and the top four slogans. She said they had 62 logos and 81
slogans submitted in the contest. Since she had only one copy of each of the
submittals, it was decided that copies would be made and given to the council
to discuss at the next meeting.
AGENDA ITEM #3 - REPORT ON HOSPITALITY TAX
Town Attorney Bill Farrell reported that the hospitality tax cap received a 46
to 15 affirmative vote in the house today but that amendments that took place
earlier in the week excluded all cities and towns under 55,000. The cap had
formerly been 500,000. He said the need to address the issue at this time was
irrelevant so they were making no recommendation at this time.
Councilman Fox asked for a clarification on what constituted a quorum, was it
50% plus one. Mr. Farrell stated that it was a simple majority, sometimes
specifically enumerated in order to enact an ordinance in emergency situations.
Mayor Cutillo asked what constituted a violation. Mr. Farrell said there must
by a quorum to take action and if there were enough to do that they should abide
by the open meeting laws. A violation is a subjective situation and he said
considering the number of subcommittees it might be a good idea to instruct the
chairs on the open meeting laws. He advised against a few of the members getting
together and chatting after a meeting was over. He said it was a wise policy
to adjourn and call it quits after adjourning because it is a perception to many
that if you continue to talk to anyone after the meeting is over that the meeting
is still going on.
Councilman Fox said there was no activity at this time and it could possibly be
removed from the subcommittee list since the area is covered under the town
codes. It was then decided to leave this on the list until the council reviews
the town codes because some of the procedures on setting agenda may need to be
readdressed.
Town Council Minutes 3/22/90
Page 1 of 8
Dennis Contino reported that they had proceeded in hiring the consultant and were
busy working on the ordinance.
CITIZEN PLANNING
Mayor Cutillo reported that the only function he had had thus far was attending
all the meetings of the steering committee for the Town Hall which was going to
take place this weekend. He feels that many good ideas and directives will come
out of the Town Hall.
FINANCE & BANKING
Councilman Fox reported that the Town Manager has put together a budget schedule,
back scheduling to the present and setting milestone dates. The AZ League of
Cities and Towns has provided them with some updated figures to replace the
estimated figures from the last six months which said we would receive
approximately $1,213,000 instate shared revenues. The new figure is $1,346,000,
an increase of $31,000 over what had been originally figured. Mr. McNulty stated
that the census certification had come in using the 1985 figure of 5,792.
INSURANCE
Councilwoman Lemieux reported that Wally Hudson was checking into benefits for
town employees. Councilman Bill suggested that Mr. Hudson coordinate his efforts
with Norman Lash who is currently on the Personnel Subcommittee and working on
putting together a benefit package.
PUBLIC RE.,ATIGNS & CENSUS
Vice Mayor Minarsich said there was no report other than a correction that people
with post office boxes will be contacted in phase 2 of the census. Councilman
Fox suggested a calling committee to call people a few days after the flyers go
out.
Norman Lash reported that Councilman Barber was waiting for the compilation of
codes for Fountain Hills from the League. He said it would require quite alot
of editorial work and they should have it ready to bring before the council by
late April. Dave Montgomery asked if the codes covered hillside ordinances and
building ordinances. Councilman Haugen replied that they were covered by
planning and zoning and they were currently waiting for the universal building
code book.
Councilwoman Lemieux reported that she had received 5 applications for town
magistrate thus far, 2 from in town and 3 from out of town and this was a couple
beyond the original apps. She said a few met the qualifications.
WOO
Town Council Minutes 3/22/90
Page 2 of 8
Vice Mayor Minarsich reiterated that this subcommittee has been combined with
Planning and Zoning.
Councilman Fox said there was a meeting set for next week with the county to
review the list of concerns they have with line of sight problems due to shrubs
on medians and concerns of the town such as left turn signals on Shea. He said
he would report back following this meeting. He also said he was going to
canvass the neighborhood around Saguaro and Palmer Wy. to see how they felt about
a street signal.
Councilman Bill said the following citizens had been named to this committee:
Dave Gray, Keith McMahon and Walt Dunne. The committee will also have John
Cutillo, Mike McNulty and himself. Councilman Fox said he felt the
intergovernmental subcommittee should be prepared to deal with other governmental
entities other than just the school and that was the original intent when this
committee was formed. Mayor Cutillo said other governmental branches could come
directly to the council. Vice Mayor Minarsich suggested that this committee
should also be prepared to interface with the two other districts in the town,
ie. sanitary and fire districts. He said the focus was currently on the school
right now since that was a hot issue at this time but that the original intent
of the intergovernmental subcommittee was to deal with all other governmental
entities, not just the school. He further asked if other intergovernmental
concerns could be brought before this committee or if another subcommittee should
be formed to take care of it. Mayor Cutillo suggested to wait until the need
arises.
OFFICE FACILITY AND PROPERTY
Vice Mayor Minarsich said they would be giving their report in the special
session to follow.
1! D'
Councilman Bill reported that they have received over 100 applications for the
Town Manager position and the committee would be meeting on April 2 to select
those that will be interviewed. He asked that the council consider reimbursement
for the candidates who would be coming in from out of state. He also said they
have tentatively set Sunday, April 8 to interview all the final candidates and
they hope to have the field narrowed down to five. He would also like to work
the interview process into a social setting following the interviews and have
the participation of the councilmembers elect. Mr. Farrell said the new council
could not participate in the interviewing process in executive session because
they would not be sworn in at that time. Councilman Haugen asked to have this
subject on the agenda at the next meeting so the council could vote on the
arrangements.
PLANNING AND ZONING
Councilman Haugen deferred to legal council who reported that a copy of the town
zoning ordinance in on the word processor and they were currently identifying
Town Council Minutes 3/22/90
Page 3 of 8
all of the nomenclature changes. He said they hoped to have a preliminary copy
back for the council by a week from this evening.
POLICE AND LAW ENFCRCEMENT
Councilman Fox reported that the subcommittee had completed a rough draft of 3
existing county contracts. He said they added words that best fit Fountain Hills
and wanted to spend one more meeting to go over it before making a recommendation
to the council. The committee is also checking on forming their own police
department in the future and investigating the options, funding and all available
sources of assistance in the process.
Councilman Haugen made a MOTION to adjourn the work/study session and was
SDOOND ) by Councilman Bill.
The council adjourned the work/study session at approximately 7:38 p.m. and left
to take a 5 minute break before resuming the special session.
Town Council Minutes 3/22/90
Page 4 of 8
NOTICE OF SPECIAL SESSION
OF THE
TOWN COUNCIL OF FO MAIN HILLS
WHEN: THU SDAY, MARCH 22, 1990
iaIT, • • s. 1 •
TIME: FOLLOWING THE WORK/STUDY SESSION
Pursuant to A.R.S. 38-431.02, notice is hereby given to the members of the Town
Council of Fountain Hills and to the general public that the Town Council of
Fountain Hills will hold a special session open to the public on Thursday, March
22, 1990 following the work/study session beginning at 6:30 p.m. at the Fountain
Hills Unified School District Administration Building located at 14605 N. Del
Cambre Ave., Fountain Hills, Arizona.
The agenda for the meeting is as follows:
1. Meeting called to order.
2. Acceptance of the March 8th and 15th, 1990 meeting minutes.
3. Discussion and possible action on accepting Resolution 1990-111 allowing
the county to accept permit applications thru July 1, 1990 and following
through on any current applications after July 1, 1990. (attachment)
4. Discussion and possible authorization to have the two office typewriters
serviced and to obtain maintenance contracts on the typewriters. (bids
attached)
5. Discussion and possible action on authorizing the Town Manager to purchase
computer equipment.
6. Discussion and possible action on authorizing the Town Manager to purchase
a copy machine. (memo attached)
7. Discussion and possible action authorizing the Montgomery Engineering Firm
to produce plans and specs for the repairs to the old library.
8. Report from the Facilities & Property Subcommittee on their recommendation
for town office space.
9. Discussion and possible action upon the Facilities & Property
Subcommittee's recommendation for town office space.
10. Call to the public.
11. Adjournment.
DATED this 21st day of March, 1990.
TOWN COUNCIL =TAINHILLS
By:
Cassie B. Hansen, Town Clerk
TOWN OF FO(RrAIN HILLS
MINUTES OF THE SPECIAL SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL
IMMEDIATELY FUILMNG THE wOW/STUDY SESSION OF MARCH 22, 1990
The council returned from break and convened in special session with Mayor
Cutillo calling the meeting to order at 7:45 p.m.
AGENDA ITEM #2 - AOLWTANCE OF MEETING MINUTES FROM MARCH 8TH AND 15TH
Mayor Cutillo informed the council that they did not have the minutes from March
8th and would be voting only on the minutes from the 15th. MOTION made by
Councilman Fox to accept the minutes from the March 15, 1990 meeting and SEOONDID
by Councilman Haugen. The motion CARRIED unanimously.
AGENDA ITEM #3 - DISCUSSION AND POSSIBLE ACTION TO ACCEPT A RESOLUTION, ALLOWING
THE ( ",rrY TO A003PT PERMIT APPLICATIONS THROUGH_ JULY 1 1990 AND FOLLOWING
THROUGH ON ANY CLNRENT APPLICATIONS AFTER JULY It 1990
The Town Attorney, Bill Farrell, told the council that it was originally thought
a resolution would be necessary but found on further investigation that a motion
authorizing the mayor and manager to enter into an intergovernmental agreement
with Maricopa County would suffice. He said it would allow the county to keep
all building permit fees received up to June 30th and to continue through until
the final inspection under that permit on all physical construction within the
town limits. MOTION made by Vice Mayor Minarsich that the council allow the
Mayor and Town Manager to enter into an intergovernmental agreement for the
purpose of allowing the county to accept building permit applications through
June 30th and allowing them to follow through on any current applications after
June 30th, 1990. SECONDED by Councilman Bill. The motion CARRIED unanimously.
AGENDA ITEM 14 - SERVICE AND MAINTENANCE ON THE TWO OFFICE TYPEWRITERS
Councilman Haugen made a MOTION to have the office typewriters serviced and
obtain maintenance contracts on the typewriters as per the attached quote
(attached). SECONDED by Vice Mayor Minarsich and CARRIED unanimously.
AGENDA ITEM #5 - AUTHORIZING THE TOWN MANAGER TO PURCHASE COMPUTER BOUIPt�I'P
Mr. McNulty reported that 6 quotes had been received on the equipment described
(attached). He recommended that the council accept the low bid from Software
City which would be $4,401 for two machines. Councilman Bill made a MOTION that
the council give the award to Software City in the amount of $4,401. SECONDED
by Councilwoman Lemieux. Questions then arose as to the service contract
included, response time on service calls, inhouse repair or carry in, use of
loaners during down time, set up, training, etc. Dennis Contino responded that
a unit would be replaced if something was wrong with it or equipment would be
supplied to cover the down time. He also said that service can be handled either
way, that the best way is to carry it in but it can be done on site. Peter
Putterman expressed concern for the kind of equipment the town was buying as well
as how the town would protect it's data if the equipment had to be carried in
for service. Bruce Hansen reminded the council that each one of them had
stressed the importance of doing business in town. The Mayor stated that Mrs.
Contino of Software City was a local resident. Ed Schaeffer said he had never
seen specifications and everyone was referring to a bid and if that was the case
Town Council Minutes 3/22/90
Page 5 of 8
he was going to request a spec before a decision was made so he would be on equal
ground with everyone else. It was explained that these had only been phone
quotes and no specs had been given. Mayor Cutillo asked Mr. Contino if there
would be a problem with transportation if a machine had to be taken downtown and
would the town have to take it downtown themselves. Mr. Contino replied no, that
we could take it down if we wanted to, alot of cities in the county do that right
now, but that someone could come out and pick the machine up. Ron Fett asked
for a clarification on the price of 2 machines, then said he still recommended
that the town go with a network because of both ultimate cost and expandability
ability. Vice Mayor Minarsich said he agreed that a network was the way to go
because of how quickly the other machines can be outgrown. Mr. McNulty said he
had advised against a network because the town was not sure of where it would
be. The Vice Mayor reiterated that having to take a machine to town for repair
and leaving it for a week was not a pleasant experience. Bruce Hansen
recommended that the council formulate an RFP so they could tell vendors this
is what we want rather than each one telling the council what they need with
each one of those recommendations being different. Councilman Fox said that with
all of the questions flying around he would like to make an AMENDMENT TO THE
MOTION stating that any agreement made with any vendor is subject to a written
statement provided to the council for those services covered. The Mayor asked
Mr. McNulty if there wasn't anything in writing insuring certain services. Mr.
McNulty responded that he didn't know of any warranty that didn't include on site
service. Councilman Fox reiterated that he would like what is and what isn't
included in writing. Peter Putterman offered to withdraw his proposal and act
as a consultant for the town, going over each proposal and discussing with each
vendor what is and what isn't included in their proposal and have this in writing
for the council in a couple days. Mr. Farrell said that this is not an RFP or
a bid situation but a quote situation and the council may want to reject them
all and direct the manager to rebid with a formal request for proposal. He said
he had a problem with people openly reviewing each others bids and that all had
been put in a position of disadvantage and that the council was headed, in his
opinion, in the wrong direction. Mayor Cutillo said there was an amended motion
before the council but Councilman Fox said because of the direction they were
now going he would WITHDRAW his amended motion. Mayor Cutillo said without
further discussion he would call for a vote. The motion CARRIED 5 votes to 2,
with Vice Mayor Minarsich and Councilman Fox voting nay.
AGENDA ITEM 16 - PURCHASE OF A COPY MACHINE
Mr. McNulty read his recommendation (attached) for the Mita copy machine which
is currently in the office. Tom Graff said we could keep the machine that was
presently in the office or they would replace it with a new one, although the
one in there was new when it came to us. Councilman Fox asked what kind of
service we would have. Mr. McNulty said there is a 90 day warranty and then a
service contract for $107.50/month. Vice Mayor Minarsich made a MOTION that the
council accept authorizing the town manager to purchase the copy machine as laid
out. SECONDED by Councilman Haugen and CARRIED unanimously.
AGENDA ITEM #7 - AL)THORIZING THE MONTOOMMY ENGINEERING FIRM TO PRODUCE SPECS
AND PLANS FOR REPAIRS TO THE OLD LIBRARY
Mr. McNulty requested this item since no authorization had previously been given
to expend funds on specs and plans for the old library building. He said the
price to do so was not to exceed $625.00. Vice Mayor Minarsich made a MOTION
Town Council Minutes 3/22/90
Page 6 of 8
to authorize the Montgomery Engineering Firm to produce plans and specs for
repairs to the old library, fee not to exceed $625.00. SECONDED by Councilman
Fox and CARRIED unanimously.
AGENDA ITEM #8 - REPORT FROM THE OWICL FACILITIES & PROPERTY SUBCOKU TEE
Vice Mayor Minarsich reported that the committee was in the process of
negotiating a tentative lease contract with MCO Properties but that it was not
yet ready for the council's consideration. He said they were asking the
council's authorization to continue occupying the space we are currently in from
April 1 to April 15 paying rent at the rate of $7.50/square foot for a total of
$533.75 (attachment). He said they would be ready within the next 2 weeks to
make a recommendation to the council on a tentative lease agreement.
AGENDA ITEM #9 - ACTION TO ACUPT THE PROPERTY SUBCOMMITTEE REOOWMATION FOR
TOM OFFICE SPACE
Councilman Bill made a MOTION to accept the terms of the lease from April 1 to
April 15 for a total cost of $533.75 as outlined. SECONDED by Vice Mayor
Minarsich and CARRIED unanimously.
Councilwoman Lemieux requested to make a MOTION to place an emergency item on
the agenda to place an ad in Sunday's AZ Republic for the town magistrate. Mr.
Farrell explained that the first motion is just to get the emergency item on the
agenda, not the item itself. He said that motion must be seconded and then
another motion must be made addressing the item itself. Vice Mayor Minarsich
SECONDED the motion. Councilman Fox expressed concern that the council not set
a precedent in using the procedure to put emergency items on the agenda. Mr.
Farrell said an emergency was whatevey 4/7 of the council said it was. The
motion CARRIED unanimously. Councilman Lemieux then explained that there had
been inquiries from qualified people outside of Fountain Hills and the committee
felt it necessary to run the ad to explore all possibilities for the magistrate
position. She then read the proposed ad and Councilman Fox made a MOTION to
accept the committees request to run an ad for town magistate in Sunday's AZ
Republic. SECONDED by Vice Mayor Minarsich and CARRIED unanimously
A[EMA ITEM # 10 - CALL TO THE PUBLIC
No one chose to address the council.
AGENDA ITEM #11 - ADJOURNMENT
MOTION made by Councilman Fox to adjourn and SECONDED by Councilman Bill. The
motion CARRIED unanimously.
The council adjourned at 8:30 p.m.
TOWN O�7N HILLS ?
By: /
John illo, Mayor
Town Council Minutes 3/22/90
Page 7 of 8
ATTEST:
Cassie B. Hansen Town Clerk
I hereby certify that the foregoing minutes are a true and correct copy of the
minutes of the work/study session and the special session of the Town Council
of Fountain Hills held on March 22, 1990. I further certify that the meeting
was duly called and held and that a quorum was present.
DATED this (D 4% day of April, 1990.
Cassie B. Hansen, Town Clerk
Town Council Minutes 3/22/90
Page 8 of 8