HomeMy WebLinkAbout120607PREVISED: 6/4/12
NOTICE OF THE
REGULAR AND SPECIAL SESSIONS OF
THE FOUNTAIN HILLS TOWN COUNCIL
TIME: (i) REGULAR SESSION convenes immediately following the adjournment
of the Cottonwoods Maintenance District Board Meeting
(ii) SPECIAL SESSION convenes immediately following the adjournment of
the Regular Session of the Fountain Hills Town Council
WHEN: THURSDAY, JUNE 7, 2012
WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS
16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ
Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call; a quorum of the
Town’s various Commissions or Boards may be in attendance at the Council meeting.
Notice is hereby given that pursuant to A.R.S. § 1-602.A.9, subject to certain specified statutory exceptions, parents have a
right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child.
Meetings of the Town Council are audio and/or video recorded and , as a result, proceedings in which children are present
may be subject to such recording. Parents, in order to exercise their rights may either file written consent with the Town
Clerk to such recording, or take personal action to ensure that their child or children are not present when a recordi ng may be
made. If a child is present at the time a recording is made, the Town will assume that the rights afforded parents pursuant to
A.R.S. § 1-602.A.9 have been waived.
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 Linda M. Kavanagh
Councilmember Dennis Brown Councilmember Cassie Hansen
Vice Mayor Ginny Dickey Councilmember Henry Leger
Councilmember Tait D. Elkie Councilmember Cecil A. Yates
REVISED: 6/4/12
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REGULAR SESSION AGENDA
CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Linda M. Kavanagh
INVOCATION – Dr. C. T. Wright, Vice President of Fountain Hills Unified School District
ROLL CALL – Mayor Linda M. Kavanagh
MAYOR’S REPORT
i.) Rotation of the Vice Mayor position to Councilmember Leger. Pursuant to Section
2-2-2 of the Fountain Hills Town Code, that each member of the Council, except the
Mayor, shall serve an eight-month term as Vice Mayor and shall perform the duties
of the Mayor during his absence or disability.
SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS
i.) None.
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 ITEMS
1. CONSIDERATION of approving the TOWN COUNCIL MEETING MINUTES from
April 30, 2012; and May 8, 17, and 22, 2012.
2. CONSIDERATION of AUTHORIZING payment to the Maricopa County Elections
Department, in accordance with the IGA (InterGovernmental Agreement), for direct support
of the Town of Fountain Hills May 15, 2012, General Election, in the amount of
$34,076.88.
3. CONSIDERATION of RESOLUTION 2012-15, abandoning whatever right, title, or
interest the Town has in certain portions of the 10’ Public Utility and Drainage Easement
located at the rear portions of the southwest and southeast property lines of Plat 505C,
Block 3, Lot 26 (16422 North Skyridge Lane) as recorded in Book 158 of Maps, Page 42,
Records of Maricopa County, Arizona EA12-03 (Hursh).
4. CONSIDERATION of RESOLUTION 2012-17, relating to accepting a non-matching
GRANT with Maricopa County Emergency Management Department, not to exceed
$20,000, for fire fuels reduction.
5. CONSIDERATION of approving the CANCELLATION of the Town of Fountain Hills
July Council meetings (July 5, 10, & 19, 2012).
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6. CONSIDERATION of APPOINTING Councilmembers Cassie Hansen, Tait D. Elkie, and
Cecil A. Yates to a Town Council Subcommittee for the purpose of interviewing Strategic
Planning Advisory Commission applicants.
REGULAR AGENDA ITEMS
7. CONSIDERATION of MOVING the Keith McMahan monument/plaque, presently
located on the median of Avenue of the Fountains, to the Keith McMahan memorial at the
L. Alan Cruikshank River of Time Museum.
8. CONSIDERATION of RESOLUTION 2012-02, amending the Town of Fountain Hills
financial policies Section III to comply with Government Accounting Standards Board
(GASB) No. 54, fund balance reporting and governmental fund type definitions and
appointment and AMENDING AND RESTATING the Town of Fountain Hills Financial
Policy.
9. COUNCIL DISCUSSION/DIRECTION to the Town Manager Ken Buchanan.
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 Ken Buchanan.
11. ADJOURNMENT of the Regular Session.
SPECIAL SESSION AGENDA
CALL TO ORDER AND ROLL CALL – Mayor Linda M. Kavanagh
SPECIAL AGENDA ITEMS
1. PUBLIC HEARING regarding RESOLUTION 2012-11, approving the estimates of
expenses, assessments, and the Tentative Budget as the Final Budget for the 2012-13 Fiscal
Year budget for the Town of Fountain Hills.
2. CONSIDERATION of RESOLUTION 2012-11, approving the estimates of expenses,
assessments, and the Tentative Budget as the Final Budget for the 2012-13 Fiscal Year
budget for the Town of Fountain Hills.
3. CONSIDERATION of RESOLUTION 2012-18, providing general direction on policy
administration of the adopted FY2012-13 budget, adopting the Town of Fountain Hills
Organizational Chart, FY2012-13 Authorized Full-Time Equivalents (FTE’s) with
associated job descriptions, and the FY2012-13 Pay Plan.
4. ADJOURNMENT of the Special Session.
DATED this 31st day of May, 2012.
_____________________________________
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.
REVISED: 6/4/12
NOTICE OF THE
REGULAR AND SPECIAL SESSIONS OF
THE FOUNTAIN HILLS TOWN COUNCIL
TIME: (i) REGULAR SESSION convenes immediately following the adjournment
of the Cottonwoods Maintenance District Board Meeting
(ii) SPECIAL SESSION convenes immediately following the adjournment of
the Regular Session of the Fountain Hills Town Council
WHEN: THURSDAY, JUNE 7, 2012
WHERE: FOUNTAIN HILLS COUNCIL CHAMBERS
16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ
Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call; a quorum of the
Town’s various Commissions or Boards may be in attendance at the Council meeting.
Notice is hereby given that pursuant to A.R.S. § 1-602.A.9, subject to certain specified statutory exceptions, parents have a
right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child.
Meetings of the Town Council are audio and/or video recorded and, as a result, proceedings in which children are present
may be subject to such recording. Parents, in order to exercise their rights may either file written consent with the Town
Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be
made. If a child is present at the time a recording is made, the Town will assume that the rights afforded parents pursuant to
A.R.S. § 1-602.A.9 have been waived.
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 Linda M. Kavanagh
Councilmember Dennis Brown Councilmember Cassie Hansen
Vice Mayor Ginny Dickey Councilmember Henry Leger
Councilmember Tait D. Elkie Councilmember Cecil A. Yates
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REGULAR SESSION AGENDA
CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Linda M. Kavanagh
INVOCATION – Dr. C. T. Wright, Vice President of Fountain Hills Unified School District
ROLL CALL – Mayor Linda M. Kavanagh
MAYOR’S REPORT
i.) Rotation of the Vice Mayor position to Councilmember Leger. Pursuant to Section
2-2-2 of the Fountain Hills Town Code, that each member of the Council, except the
Mayor, shall serve an eight-month term as Vice Mayor and shall perform the duties
of the Mayor during his absence or disability.
SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS
i.) None.
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 ITEMS
1. CONSIDERATION of approving the TOWN COUNCIL MEETING MINUTES from
April 30, 2012; and May 8, 17, and 22, 2012.
2. CONSIDERATION of AUTHORIZING payment to the Maricopa County Elections
Department, in accordance with the IGA (InterGovernmental Agreement), for direct support
of the Town of Fountain Hills May 15, 2012, General Election, in the amount of
$34,076.88.
3. CONSIDERATION of RESOLUTION 2012-15, abandoning whatever right, title, or
interest the Town has in certain portions of the 10’ Public Utility and Drainage Easement
located at the rear portions of the southwest and southeast property lines of Plat 505C,
Block 3, Lot 26 (16422 North Skyridge Lane) as recorded in Book 158 of Maps, Page 42,
Records of Maricopa County, Arizona EA12-03 (Hursh).
4. CONSIDERATION of RESOLUTION 2012-17, relating to accepting a non-matching
GRANT with Maricopa County Emergency Management Department, not to exceed
$20,000, for fire fuels reduction.
5. CONSIDERATION of approving the CANCELLATION of the Town of Fountain Hills
July Council meetings (July 5, 10, & 19, 2012).
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6. CONSIDERATION of APPOINTING Councilmembers Cassie Hansen, Tait D. Elkie, and
Cecil A. Yates to a Town Council Subcommittee for the purpose of interviewing Strategic
Planning Advisory Commission applicants.
REGULAR AGENDA ITEMS
7. CONSIDERATION of MOVING the Keith McMahan monument/plaque, presently
located on the median of Avenue of the Fountains, to the Keith McMahan memorial at the
L. Alan Cruikshank River of Time Museum.
8. CONSIDERATION of RESOLUTION 2012-02, amending the Town of Fountain Hills
financial policies Section III to comply with Government Accounting Standards Board
(GASB) No. 54, fund balance reporting and governmental fund type definitions and
appointment and AMENDING AND RESTATING the Town of Fountain Hills Financial
Policy.
9. COUNCIL DISCUSSION/DIRECTION to the Town Manager Ken Buchanan.
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 Ken Buchanan.
11. ADJOURNMENT of the Regular Session.
SPECIAL SESSION AGENDA
CALL TO ORDER AND ROLL CALL – Mayor Linda M. Kavanagh
SPECIAL AGENDA ITEMS
1. PUBLIC HEARING regarding RESOLUTION 2012-11, approving the estimates of
expenses, assessments, and the Tentative Budget as the Final Budget for the 2012-13 Fiscal
Year budget for the Town of Fountain Hills.
2. CONSIDERATION of RESOLUTION 2012-11, approving the estimates of expenses,
assessments, and the Tentative Budget as the Final Budget for the 2012-13 Fiscal Year
budget for the Town of Fountain Hills.
3. CONSIDERATION of RESOLUTION 2012-18, providing general direction on policy
administration of the adopted FY2012-13 budget, adopting the Town of Fountain Hills
Organizational Chart, FY2012-13 Authorized Full-Time Equivalents (FTE’s) with
associated job descriptions, and the FY2012-13 Pay Plan.
4. ADJOURNMENT of the Special Session.
DATED this 31st day of May, 2012.
_____________________________________
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.
1726132.1
RESOLUTION NO. 2012-17
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF
FOUNTAIN HILLS, ARIZONA, AUTHORIZING THE ACCEPTANCE OF A
FIREWISE COMMUNITY PROJECT GRANT FROM MARICOPA COUNTY,
THROUGH THE DEPARTMENT OF EMERGENCY MANAGEMENT.
WHEREAS, Maricopa County, through the Department of Emergency Management (the
“County”), has awarded the Town of Fountain Hills (the “Town”) a grant for a Firewise
Community Project relating to brush hazard mitigation (the “Grant”); and
WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”)
desire to accept the Grant.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF
THE TOWN OF FOUNTAIN HILLS as follows:
SECTION 1. The recitals above are hereby incorporated as if fully set forth herein.
SECTION 2. The Town Council hereby authorizes (i) the acceptance of the Grant in an
amount not to exceed $20,000.00 and (ii) the execution of a Subgrantee Reimbursement
Agreement between the County and the Town relating to acceptance and administration of the
Grant funds (the “Agreement”) in the form attached hereto as Exhibit A and incorporated herein
by reference.
SECTION 3. The Mayor, the Town Manager, the Town Clerk and the Town Attorney
are hereby authorized and directed to execute and submit the Agreement and any other necessary
or desirable instruments in connection with the Grant and to take all steps necessary to carry out
the purpose and intent of this Resolution.
PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills,
June 7, 2012.
FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO:
Linda M. Kavanagh, Mayor Bevelyn J. Bender, Town Clerk
REVIEWED BY: APPROVED AS TO FORM:
Kenneth W. Buchanan, Town Manager Andrew J. McGuire, Town Attorney
1726132.1
EXHIBIT A
TO
RESOLUTION NO. 2012-17
[Agreement]
See following pages.
Page 1 of 5
1728203.2
SUBGRANTEE REIMBURSEMENT AGREEMENT
Re: Town of Fountain Hills Firewise Community Project
This Subgrantee Reimbursement Agreement (“Agreement”) is entered into by
and between Maricopa County, through the Department of Emergency Management
(“County”), and the Town of Fountain Hills, an Arizona municipal corporation (the
"Town"). County and the Town of Fountain Hills are referred to herein as the “Parties.”
RECITALS
A. County and the U.S Forest Service have entered into Agreement 110-343,
whereby the U.S. Forest Service has provided grant funding to County through Catalog
of Federal Domestic Assistance (CFDA) #_10.665 to support the Maricopa County
Firewise Communities Project (the "Project").
B. Pursuant to this Agreement, County will reimburse the Town for approved
costs and expenses incurred in connection with the Project.
AGREEMENT
Now, therefore, for good and valuable consideration, the receipt and adequacy of
which is mutually acknowledged, the Parties agree as follows:
1. Recitals. The Recitals are a material part of this Agreement and are
incorporated as if fully set forth herein.
2. Reimbursement Award. County hereby agrees to reimburse the Town an
amount not to exceed $20,000.00 for Approved Activities (as defined below) during the
reimbursement period.
3. Use of Funds. The Town shall use the award in strict compliance with the
guidance found in the _www.cfda.gov-10.665 for the Secure Rural Schools and
Community Self-Determination Act of 2000. The efforts under this assistance
agreement must follow the goals of the Program, which are to provide homeowners in
fire sensitive ecosystems education and assistance with implementing techniques in
home siting, home construction, and home landscaping that can increase the protection
of people and property from wildfires. Use of funds includes costs related to activities
such as removal of dead trees, promoting and teaching defensible space, and brush
removal (collectively, "Approved Activities"). To ensure reimbursement, prior approval of
a plan for Approved Activities must be obtained from the Maricopa County Department
of Emergency Management.
4. Reimbursement Period. The reimbursement period is effective July 1,
2012 and expires September 17, 2012.
Page 2 of 5
1728203.2
5. Reimbursement Requests. Each request for reimbursement shall be in
writing and addressed to Maricopa County Department of Emergency Management,
Attention: Finance Manager, 5630 E. McDowell Rd, Phoenix, Arizona 85008. Each
request shall (A) specify the grant agreement number stated above, (B) specify the
project name and number, (C) specify the dollar amount of reimbursement requested,
(D) specify the name, address, and point of contact to receive the reimbursement, and
(E) enclose all backup documentation, such as invoices, proofs of purchase, proofs of
payment, receipts, purchase orders, canceled checks, and, if applicable, product
specifications. Reimbursement requests shall be made no less than on a quarterly
basis and must be received by September 17, 2012. The Town will be reimbursed for
only the amount actually spent on Authorized Activities. Total reimbursement shall not
exceed the reimbursement amount in Paragraph 2 above.
6. No Assignment. The Town may not assign this Agreement or delegate
any obligation under this Agreement to any third party.
7. Modification. This Agreement expresses the entire agreement between
the Parties. No modification of this Agreement is valid or enforceable unless it is in
writing and signed by the Parties.
8. Effective Date. This Agreement is effective when signed by the Parties.
9. Availability of Funds. Reimbursement under this Agreement is
conditioned upon the availability of funds appropriated and allocated by U.S. Forest
Service for the payment of such reimbursement. If reimbursement funds are not
available to County for any reason, County may terminate this Agreement and shall
immediately notify the Town of such unavailability of funds. If this Agreement is
terminated because reimbursement funds are not available, County shall have no
liability to the Town whatsoever, and County shall not be obligated to pay or be liable to
the Town for any pending or future reimbursement request or for any damages the
Town incurs as a result of the termination of this Agreement or the failure of County to
reimburse the Town.
10. No Liability. County and its officers, officials, agents, and employees shall
not be liable for any act or omission by the Town and its officers, officials, agents,
employees, or volunteers that occurs in connection with this Agreement, and County
shall not be liable for any purchase or other agreement made by the Town in connection
with this Agreement or in anticipation of reimbursement. Nothing in this Agreement may
be construed as creating a partnership, joint venture, or any other agency-type
relationship between County and the Town. The Town is not an officer, employee, or
agent of County.
11. Indemnification. To the extent permitted by law, the Town, as indemnitor,
agrees to indemnify, defend, and hold harmless County, as indemnitee, from and
against any and all claims, losses, liability, costs, or expenses (including reasonable
attorney’s fees) (hereinafter collectively referred to as “claims”) arising out of bodily
Page 3 of 5
1728203.2
injury of any person (including death) or property damage, but only to the extent that
such claims are caused by the act, omission, negligence, misconduct, or other fault of
the Town and its officers, officials, agents or employees who are engaged in Authorized
Activities in connection with this Agreement.
12. Termination. County may terminate this Agreement if the Town fails to
comply with any material/substantive term of this Agreement. Upon termination, County
shall not be obligated to reimburse the Town for any pending or future reimbursement
request or any other unpaid costs or expenses.
13. Certification Regarding Debarment and Suspension. The undersigned
(authorized official signing for the Town) certifies to the best of his or her knowledge and
belief, that the Contractor, defined as the primary participant in accordance with 45 CFR
Part 76, and its principles:
A. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntary excluded from covered transaction by any Federal
Department or agency;
B. Have not within 3-year period preceding this Agreement been convicted of
or had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a pubic (Federal, State, or local) transaction or contract under
a public transaction; violation of Federal, State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statement, or receiving stolen
property;
C. Are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (B) of this certification ; and
D. Have not within a 3-year period preceding this Agreement had one or
more public transaction (Federal, State and local) terminated for cause of
default
(1) Should the Town not be able to provide this certification, an
explanation as to why should be attached to the Agreement.
(2) The Town agrees to include, without modification, this clause in all
lower tier covered transactions (i.e. transactions with
Page 4 of 5
1728203.2
subcontractors) and in all solicitations for lower tier covered
transaction related to this Agreement.
14. Notices. All notices and demands between the Parties under this
Agreement shall be in writing and hand-delivered or sent by prepaid certified mail,
return receipt requested, through the United States Postal Service to the following:
Maricopa County:
Sara Latin
Maricopa County Dept of Emergency Management
5630 E. McDowell Rd.
Phoenix, Arizona 85008
Phone 602-273-1411
Town of Fountain Hills:
Raymond Rees
Town of Fountain Hills
16705 E. Avenue of the Fountains
Fountain Hills, AZ 85268
Phone 480-816-5180
and copy to:
Kenneth W. Buchanan
Town of Fountain Hills
16705 E. Avenue of the Fountains
Fountain Hills, AZ 85268
Phone 480-816-5130
15. Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-
511.
[SIGNATURES ON FOLLOWING PAGE]
Page 5 of 5
1728203.2
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the
date of the last signature set forth below.
“County” “Town”
MARICOPA COUNTY TOWN OF FOUNTAIN HILLS, an
Arizona municipal corporation
By: By:
Max Wilson, Chairman Kenneth W. Buchanan, Town Manager
Board of Supervisors
Date: Date:
ATTEST: ATTEST:
Fran McCarroll, Board Clerk Bevelyn J. Bender, Town Clerk
Page 1 of 2
TOWN OF FOUNTAIN HILLS
TOWN COUNCIL
AGENDA ACTION FORM
Meeting Date: 6/7/2012
Meeting Type: Regular Session
Agenda Type: Consent
Submitting Department: Administration
Staff Contact Information: Town Manager Ken Buchanan; kbuchanan@fh.az.gov; 480-816-5107
Strategic Values: All
Council Goal: All
REQUEST TO COUNCIL (Agenda Language): CONSIDERATION of appointing Councilmembers Cassie Hansen,
Tait Elkie, and Cecil A. Yates to a Town Council Subcommittee for the purpose of interviewing Strategic
Planning Advisory Commission applicants.
Applicant: N/A
Applicant Contact Information: N/A
Property Location: N/A
Related Ordinance, Policy or Guiding Principle: Council Rules of Procedure
Staff Summary (background): On June 30, 2012, two (2) commissioner terms on the Strategic Planning
Advisory Commission will expire. The positions were advertised and four applications were received by the
deadline on May 31, 2012. Copies of the applications received will be distributed to all Councilmembers
simultaneous with the time they are provided to the Interview Subcommittee. It is anticipated that interviews
will occur the week of June 11, 2012, and that appointments will be made at the Council meeting on June 21,
2012.
Risk Analysis (options or alternatives with implications): N/A
Fiscal Impact (initial and ongoing costs; budget status): N/A
Budget Reference (page number): N/A
Funding Source: NA
If Multiple Funds utilized, list here: N/A
Budgeted; if No, attach Budget Adjustment Form: NA
Recommendation(s) by Board(s) or Commission(s): N/A
Staff Recommendation(s): Move to appoint.
List Attachment(s): N/A
Page 2 of 2
SUGGESTED MOTION (for Council use): MOVE to appoint Councilmembers Cassie Hansen, Tait Elkie and Cecil
A. Yates to a Town Council Subcommittee for the purpose of interviewing Strategic Planning Advisory
Commission applicants.
Approved:
Ken Buchanan, Town Manager 6/4/2012
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a
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a
t
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l
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b
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d
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b
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m
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–
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v
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l
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p
m
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n
t
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r
v
i
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d
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f
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m
p
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g
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Gr
a
p
h
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n
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n
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g
.
–
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m
m
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i
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Se
r
v
i
c
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s
:
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k
s
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;
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D
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l
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–
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m
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r
a
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n
:
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w
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a
g
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r
;
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w
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Cl
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r
k
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Hu
m
a
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Re
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r
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s
;
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De
v
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l
o
p
m
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n
t
.
•
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p
s
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p
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Fe
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d
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l
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d
g
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t
i
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s
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a
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z
a
t
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r
t
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s
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l
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s
Chief Building Official Jason Field
Cu
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t
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r
Parks Supervisor Don Clark
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Parks Lead Bo Cichuniec Grounds Keeper Eric Smyth
Re
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Lu
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Grounds Keeper Phil McKenzie
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Grounds Keeper Wes Loyet
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Parks Lead Chance Butterfield
Re
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Court Clerk Nan Norton
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De
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de
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t
upon the number
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$6.3M
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$2.5M
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$0.6M
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$2,312
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$17,132
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$2
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$14,651
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$6
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$136,473
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$150,050
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$
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$
87,746
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$
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Chief Building Official Jason Field
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•
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s
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ma
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a
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pr
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g
r
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m
to
$150K
•
Pl
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in
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t
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$350K
•
Ho
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DE
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L
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R
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DIVISIONS
DI
V
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I
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M
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FT
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’
S
FY
1
3
BU
D
G
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T
INCR/(DECREASE) PRIOR YR
En
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n
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g
$5
7
7
,
5
4
6
$76,355
Fa
c
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l
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t
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s
$8
5
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,
5
7
8
$358,201
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a
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g
$2
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$62,431
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Sa
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y
$2
0
4
,
9
5
2
$(29,735)
Co
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Co
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$1
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3
$27,208
TO
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$2
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5
$471,195
Co
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Parks Supervisor Don Clark
Re
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Parks Lead Bo Cichuniec Grounds Keeper Eric Smyth
Re
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Lu
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Grounds Keeper Phil McKenzie
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Grounds Keeper Wes Loyet
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Parks Lead Chance Butterfield
Re
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PT
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CO
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R
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3
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8
3
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•
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in
c
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pa
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s
,
tr
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Co
m
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Ce
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,
recreation
pr
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s
,
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,
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21
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FT
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•
Ma
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11
3
ac
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pa
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,
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ac
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sp
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and 8.4 miles
of
tr
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s
•
Re
p
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st
r
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pa
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s
$ 42,500
•
Co
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$193,5003%
CO
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DIVISIONS
DI
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FY
1
3
BU
D
G
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INCR/(DECREASE) PRIOR YR
Re
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r
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a
t
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n
$4
7
3
,
4
9
4
$1,899
Pa
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k
s
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7
1
,
4
8
3
$17,637
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s
$4
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0
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7
,
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$45,282
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2
3
3
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8
3
8
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?
1727232.1
RESOLUTION NO. 2012-11
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF
FOUNTAIN HILLS, ARIZONA, ADOPTING THE TENTATIVE BUDGET AS THE
2012-2013 FISCAL YEAR BUDGET FOR THE TOWN OF FOUNTAIN HILLS.
WHEREAS, in accordance with the provisions of Title 42, Chapter 17, Articles 1-5, Arizona
Revised Statutes (the “Applicable Law”), the Mayor and Council of the Town of Fountain Hills (the
“Town Council”) did, on May 3, 2012, make an estimate of (i) the different amounts required to meet
the public expenditures/expenses for the ensuing year, (ii) revenues from sources other than direct
taxation and (iii) the amount to be raised by taxation upon real and personal property of the Town of
Fountain Hills, Arizona; and
WHEREAS, in accordance with the Applicable Law, and following due public notice, the
Town Council met on May 3, 2012, at which meeting any taxpayer was privileged to appear and be
heard in favor of or against any of the proposed expenditures/expenses or tax levies; and
WHEREAS, publication has been duly made as required by law, of said estimates together
with a notice that the Town Council would meet on June 7, 2012, at the Fountain Hills Town Council
Chambers for the purpose of hearing taxpayers and with respect to said estimates or any of the
proposed expenditures/expenses or tax levies; and
WHEREAS, it appears that the sums to be raised by taxation, as specified therein, do not in
the aggregate exceed that amount as computed in ARIZ. REV. STAT. § 42-17051(A).
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF FOUNTAIN HILLS as follows:
SECTION 1. The statements and schedules attached hereto as Exhibit A and incorporated
herein by reference, are hereby adopted as the budget of the Town of Fountain Hills, Arizona, for the
fiscal year July 1, 2012 through June 30, 2013.
PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills,
June 7, 2012.
FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO:
Linda M. Kavanagh, Mayor Bevelyn J. Bender, Town Clerk
REVIEWED BY: APPROVED AS TO FORM:
Kenneth W. Buchanan, Town Manager Andrew J. McGuire, Town Attorney
1727232.1
EXHIBIT A
TO
RESOLUTION NO. 2012-11
[Budget Statements and Schedules]
See following pages.
1727752.1
RESOLUTION NO. 2012-18
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN
HILLS, ARIZONA, ADOPTING AND ESTABLISHING THE 2012-13 BUDGET
IMPLEMENTATION POLICY AND APPROVING THE TOWN ORGANIZATIONAL
CHARTS, THE 2012-13 PAY PLAN, THE SCHEDULE OF AUTHORIZED
POSITIONS AND THE EMPLOYEE JOB DESCRIPTIONS.
WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”),
pursuant to ARIZ. REV. STAT. § 9-240 (B)(2), is vested with the power to determine the budgets of all
Town departments; and
WHEREAS, the Town Council, in order to provide for consistent and uniform administration of
the Town’s monies and to maximize savings of funds by monitoring expenditures, has determined it
necessary to adopt a budget implementation policy for the FY 2012-13 Town Budget (the “2012-13
Budget Policy”) governing the expenditures within the FY 2012-13 Town of Fountain Hills budget; and
WHEREAS, pursuant to Subsection 3-1-1(H)(3) of the Town Code, the Town Council must
approve the organizational chart and job descriptions for employees of the Town.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF FOUNTAIN HILLS as follows:
SECTION 1. The recitals above are hereby incorporated as if fully set forth herein.
SECTION 2. The Town Council hereby adopts the 2012-13 Budget Policy in substantially the
form attached hereto as Exhibit A and incorporated herein by reference.
SECTION 3. The Town Council hereby approves and authorizes (i) the Town of Fountain Hills
Organization Charts, (ii) the 2012-13 Play Plan, (iii) the Schedule of Authorized Positions and (iv) the
employee job descriptions, all in the form attached hereto as Exhibit B and incorporated herein by
reference.
SECTION 4. The Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby
authorized and directed to take all steps necessary to carry out the purpose and intent of this Resolution.
PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, June 7,
2012.
FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO:
Linda M. Kavanagh, Mayor Bevelyn J. Bender, Town Clerk
REVIEWED BY: APPROVED AS TO FORM:
Kenneth W. Buchanan, Town Manager Andrew J. McGuire, Town Attorney
1727752.1
EXHIBIT A
TO
RESOLUTION NO. 2012-18
[2012-13 Budget Policy]
See following pages.
1728405.1
TOWN OF FOUNTAIN HILLS
2012-13 BUDGET IMPLEMENTATION POLICY
1. Definitions. The following definitions shall apply for purposes of this policy.
A. “Budget Unit,” is a Town department as designated on the Town’s
organizational chart, including the Town Court.
B. “Contingency,” appropriation used for unforeseen emergency and critical
needs when current budget appropriation is inadequate.
C. “Fund,” is a fiscal and accounting mechanism with a self-balancing set of
accounts recording cash and financial resources.
2. Transfer of Funds.
A. Transfers within a Fund. After adoption of the fiscal budget by the Town
Council, any Budget Unit has the authority to reprogram funds within its department line items.
These departments of the budget will be controlled by bottom line total only. Transfers between
General Fund divisions and line items are allowed with the approval of the Department Director
and Town Manager. A report of each transfer will approved by the Department Director and
submitted to the Finance Division through the financial accounting system for processing; final
approval shall be vested with the Town Manager, whose decision shall be final and conclusive.
B. Transfers between Funds. After adoption of the fiscal budget by the Town
Council, any budgetary transfer between Funds will require approval or ratification of each
transfer by the Town Council. Prior to any transfer, the Department must provide sufficient
documentation to the Town Manager and the Town Council that funding exists.
C. Reprograming of Wages. No funds may be reprogrammed to or from the
“wages” section of the Budget Unit’s adopted budget without consultation with and approval by
the Town Manager. The requesting Department Director must submit a memorandum and any
necessary supporting documentation to the Town Manager; the Town Manager will notify the
Finance Division of approved transfers of funds from the “wages” section of the budget.
D. Reprograming of Capital Funds. No funds may be reprogrammed to or
from the “capital expenditures” section of the Budget Unit’s adopted budget without consultation
with and approval by the Town Manager and ratification by the Town Council. The requesting
Department Director must submit a memorandum and any necessary supporting documentation
to the Town Manager. If approved by the Town Council, the Town Manager will notify the
Finance Division of the reprogrammed funds.
E. Carryover Appropriations. The Finance Division may approve
appropriation transfers for carried over operating/capital items (i.e., IT infrastructure, equipment,
vehicles and facility improvements) if the Town Council previously appropriated the
operating/capital item in a prior fiscal year. All carryover appropriation transfers must be
1728405.1 2
submitted to the Town Council for ratification; all carryover appropriation transfers shall be
reflected in the appropriate budget reports.
3. Expenditure Restrictions.
A. Budget Hold for Prior Exceedence. Any General Fund Budget Unit that
exceeded its budget in the prior fiscal year may be subject to immediate budget hold status in the
current fiscal year. However, if a Budget Unit exceeded its budget in the prior fiscal year due to a
one-time emergency purchase, and proof of such an emergency (in a form acceptable to the
Town Manager) can be shown, the budget hold status will be removed.
B. Expenditure Limitations. The following expenditure limitations shall be
imposed upon each Budget Unit in the General Fund by the Town Council:
(1) Not more than eighty (80%) percent of the total division line items
combined of a Budget Unit’s adopted budget may be expended before December 31 of
each fiscal year.
(2) Not more than eighty-five (85%) percent of the total division line
items combined of a Budget Unit’s adopted budget may be expended before March 31 of
each fiscal year.
(3) Not more than ninety (90%) percent of the division line items
combined of a Budget Unit’s adopted budget may be expended before April 30 of each
fiscal year.
(4) Not more than ninety-five (95%) percent of the division line items
combined of a Budget Unit’s adopted budget may be expended before May 31 of each
fiscal year.
(5) No Budget Unit’s combined line items may exceed ninety-eight
(98%) percent of its adopted budget during the month of June of each fiscal year, without
first (a) contacting the Finance Division and (b) receiving approval from the Town
Manager.
(6) The expenditure limitations are intended as management indicators
and are not intended to automatically trigger Subsection (C) below. The Town Manager
will direct the implementation of Subsection (C).
C. Remedies for Budget Exceedence. Once a Budget Unit has exceeded any
of the expenditure limitations set forth in subsections (B)(1), (2), (3), (4), (5) or (6) above, the
Finance Division shall notify the Budget Unit, in writing, that the appropriate expenditure limit
has been exceeded. The Budget Unit must then consult and reach an agreement with the Finance
Division and the Town Manager regarding the remedies available to either restore spending to a
level approved in the budget for the balance of the fiscal year or to request additional funds as set
forth in Subsection 3(D) below.
1728405.1 3
D. Requests for Additional Funds. When additional funds from other sources
are requested, the Finance Division and Town Manager must concur before the Budget Unit may
expend the additional funds. If the expenditure of additional funds will require a fund transfer,
the recommendation shall be forwarded to the Town Council for approval. Any Budget Unit that
has exceeded the limitations set forth in Subsection 3(B) of this policy shall submit an
expenditure reduction program to the Town Manager through the Finance Division as part of any
request for additional expenditures. The expenditure reduction program shall include, but not be
limited to, consideration of reductions in force of budgeted and authorized positions, termination
of all travel expenditures, suspension or termination of contracts and such other expenditure
reductions as the Budget Unit deems appropriate.
E. Violation of Limits. If a Budget Unit is in violation of the expenditure
limits set forth in Subsection 3(B) above, and the Town Manager and Town Council do not
approve additional funds as set forth in Subsection 3(D) above, the Finance Division is
authorized and directed to enforce this policy in the following manner:
(1) The Finance Division shall not process requisitions for purchases or
payments from any Budget Unit that has the expenditure limitations, except for: (a) re-
occurring expenses that are billed to the Town on a regular and continuous basis pursuant
to an agreement or contract between the Town and the vendor; or (b) expenditures that
have been authorized by the Town Manager and/or the Town Council.
(2) Procurement card use may be limited or suspended.
4. Fund Balance. All budget considerations, including expenditure of appropriated
funds, shall adhere to the Town of Fountain Hills Financial Policies, Amended and Restated June
18, 2009, attached hereto as Exhibit 1.
5. Positions.
A. General Provisions.
(1) Section 3-1-1 of the Town Code states that the Town Manager
shall be the administrative officer of the Town government and may appoint and, when
necessary, suspend or remove all employees of the Town, except those officers appointed
by the Town Council. All appointments and removals shall be based upon merit and
upon the qualifications and disqualifications of such employee without regard to any
political belief or affiliation; prior to any creation, combination, consolidation or deletion
of any positions of employment, written job descriptions or amendments thereto shall
have been approved by the Town Council.
(2) All requests for new positions or reclassification of existing
positions, regardless of the funding source, must be approved by the Town Council.
Reclassification of existing positions (filled and vacant) should include justification of
why budget savings, including savings from deleted positions, should be used to create
new positions and how the position will align/impact Town strategic priorities and
1728405.1 4
departmental goals. Departments must submit their requests to Human Resources;
Human Resources will review job description and salary information prior to forwarding
information to the Town Manager. The Town Manager will review and recommend/deny
the position for approval by the Town Council.
(3) Intergovernmental agreements, grants, etc. that require/authorize
additional positions must be approved by the Town Council. The position and the
budgetary impact must be fully disclosed to Human Resources and the Finance Division,
which shall be responsible for analyzing the input and presenting such analysis to the
Town Council in conjunction with any request for approval as part of an
intergovernmental agreement, grant, or other agreement.
(4) All authorized positions must be fully-funded by the general fund,
special revenue fund, or a grant. If a position becomes unfunded or under-funded by its
original funding source, it must be fully funded immediately from other sources or
eliminated. An under-funded position is a position for which a department/funding
source has only 1% to 99% of the funding required to support it on an annualized basis.
If eliminating unfunded or under-funded positions results in a Reduction in Force, the
Human Resources Administrator shall prepare a layoff plan for approval by the Town
Manager.
B. Fiscal Year 2012-13 Authorized Positions. There are no new positions or
combination, consolidation or deletion of any positions proposed in the FY 2012-13 fiscal
budget; all positions existing at the end of FY 2011-12 are carried over. The schedule of
Authorized Positions, Pay Plan, Town organizational charts and updated job descriptions are
attached as Exhibit B to the Town Council Resolution which adopts this Policy (Resolution
2012-18).
6. Hiring Freeze. There is no hiring freeze in effect for FY 2012-13, and positions
that become vacant may be filled if the Town Manager determines that it is in the best interests
of the Town to do so.
7. Cost of Living. All Fountain Hills employees, regardless of funding source, will
receive a cost of living increase effective July 1, 2012 – June 30, 2013 not to exceed 2.5%, with
the exception of the Town Council, Town Manager and Town Presiding Judge, whose
compensation shall be as set forth in the Town Code (for the Town Council) and their respective
employment agreements for the (Town Manager and Town Presiding Judge).
8. Contingency Appropriation. The purpose of a Contingency appropriation is to
maintain a reserve of expenditure authority from which specific amounts can be transferred to
other appropriated budgets after adoption of the annual budget to cover emergency or critical
items if there are sufficient revenues to do so. Contingency appropriations will be established
within the Town Manager budget for general purposes or reserved for specific issues. All
requests for General Fund Contingency must be submitted to the Town Manager for review. If
the Contingency expenditure exceeds the Town Manager’s purchasing authority the Town
Council must approve or ratify all transfers from Contingency appropriations.
1728405.1 5
9. Tax Levy. The Town’s secondary property tax levy is exclusively for the annual
debt service payment on General Obligation bonds issued and approved by the voters; the annual
levy is based on the annual debt payment divided by the entire community’s secondary assessed
valuation divided by 1,000. An allowance for delinquency factor is included in the calculation
(usually 2%). The Town does not have a primary property tax.
10. Budget Adoption. This budget is being adopted by the Town Council at a fund
level. Each fund is a fiscal and accounting entity with a self-balancing set of accounts recording
cash and other financial resources. The department level budget detail that is contained within
the financial system is designed and used wholly as a management tool for the individual
departments. A sub-fund may also be created to track a specific project or goal and is used as a
tool for management purposes. A sub-fund would be an extension of major fund such as a
project fund.
11. Vehicles/Equipment and Infrastructure Projects. The Town Council will approve
specific positions, vehicles, equipment and facility infrastructure projects as part of the FY 2012-
13 budget. Additional funding requested during the fiscal year must be submitted to the Town
Council for approval or ratification.
A. Mid-year Requests. All mid-year General Fund vehicle and equipment
requests that exceed $5,000 and capital items (account series 8010) must be approved by the
Deputy Town Manager/Finance Director. Approval is required when using existing resources or
requesting additional resources.
B. Infrastructure Requests over $50,000. All infrastructure project requests
that exceed $50,000 regardless of the funding source must be submitted to the Finance Division
for review prior to forwarding information to the Town Manager. The Town Manager will
recommend the project for approval by the Town Council.
1728405.1
EXHIBIT 1
TO
THE TOWN OF FOUNTAIN HILLS
2012-13 BUDGET IMPLEMENTATION POLICY
[Town of Fountain Hills Financial Policies, Amended and Restated June 18, 2009]
See following pages.
1041593.2
TOWN OF FOUNTAIN HILLS FINANCIAL POLICIES
Amended and Restated June 18, 2009
I. INTRODUCTION
The principles of sound financial management establish the framework for overall fiscal
planning and management. The principles set forth guidelines for both current activities and
long range planning. Following these principles will enhance the Town’s financial health as well
as its image and credibility with its citizens, the public in general, bond rating agencies and
investors. The policies will be reviewed annually to assure the highest standards of fiscal
management. Policy changes will be needed as the Town continues to grow and becomes more
diverse and complex in the services it provides, as well as the organization under which it
operates to provide these services to its citizens. The Town Manager and staff have the primary
role of reviewing and providing guidance in the financial area to the Town Council.
II. OVERALL GOALS
The overall financial goals underlying these principles are:
1. Fiscal Conservatism. To ensure that the Town is at all times in a solid financial
condition, defined as:
A. Cash solvency – the ability to pay bills.
B. Budgetary solvency – the ability to balance the budget.
C. long run solvency – the ability to pay future costs.
D. Service level solvency – the ability to provide needed and desired services
E. Adhering to the highest accounting and management practices as set by
the Government Finance Officers’ Association standards for financial
reporting and budgeting, by the Governmental Standards Board and other
professional standards.
2. To maintain an Aa3 or better bond rating in the financial community to assure the
Town taxpayers that the Town government is well managed and financially
sound.
3. To have the ability to withstand local and regional economic fluctuations, to
adjust to changes in the service requirements of our community, and to respond to
changes in Federal and State priorities and funding as they affect the Town’s
residents.
4. To deliver quality services in an affordable, efficient and cost-effective basis
providing full value for each tax dollar.
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III. FUND BALANCE
Fund balance is defined as the cumulative difference of all revenues and expenditures, also
considered the difference between fund assets and fund liabilities, known as fund equity. Fund
balance is an important indicator of the Town’s financial position and adequate reserves must be
maintained to allow the Town to continue providing services to the community during periods of
economic downturns and/or unexpected emergencies or requirements.
The level of Fund Balance is related to the degree of uncertainty that the Town faces. A prudent
level of financial resources is necessary to protect against the need to reduce service levels or
raise taxes and fees due to temporary revenue shortfalls or unpredicted one-time expenditures.
With the Town dependency upon State Shared Income and State Sales Tax revenues for one
third of the General Fund budget there is increased opportunity for fluctuation. Additionally, a
significant portion of Town revenue is received from sales taxes – both state shared and local -
which are sensitive to fluctuations in the economy. Therefore, the level of reserves needs to be
sufficient to ensure stability in on-going government operations during a slowdown in the
economy or legislative changes to the revenue sharing formula.
Other objectives that influence the size of the fund balance are: (a) preserving or improving the
Aa3 bond rating, (b) maintaining a positive trend to historical fund balances, (c) maintaining a
rating equal to or better than surrounding communities and (d) maintaining ratios consistent with
desired outcomes of ten key ratios of financial condition (Government Finance Review, Dec.
1993) – Appendix A.
1. General Fund. The Town fund balance consists of three (3) components, defined
below. In order to satisfy the objective of maintaining a bond rating equal to or
better than surrounding peer communities a fund balance of at least 30% of
revenues is recommended. The three components added together will help
achieve the 30% goal.
A. Definitions.
“Designated unreserved fund balance” – means management’s intended use of
otherwise available expendable financial resources reflecting actual plans
submitted by the Town Manager and approved by the Town Council. An
example would be funds set aside for future capital purchases, land acquisition,
construction projects, equipment replacement, etc.
“Rainy Day Fund” – means available expendable financial resources that are not
the object of tentative management plans. Also defined as residual balance after
revenues, expenditures and reserved/designated fund balance and available for
future year appropriation.
“Reserved fund balance” – means the portion of the Town funds that are not
available for appropriation.
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B. Guidelines. In order to achieve the objectives of this policy, and to
maintain sufficient working capital and a comfortable margin of safety to
address emergencies and unexpected declines in revenue without
borrowing the following guidelines shall be adhered to by the Town
Manager, staff and Town Council:
(1) Rainy Day Fund. The Town will maintain a Rainy Day Fund
separate and apart from the General Fund which shall be
designated for use in the event of an unanticipated expenditure or
loss of revenue. The Rainy Day Fund balance at the end of any
fiscal year will be equal to no less than 30 days of annual operating
expenditures for the upcoming fiscal year. This contingency will
provide for the temporary financing of an unforeseen nature for
that year. Expenditures for these emergency or unforeseen
appropriations can only be undertaken with Town Manager
approval and only if funds are not available in the department
requesting the contingency funding.
(a) Deposit Rules.
(i) The initial Rainy Day Fund deposit shall be made
by transferring the total amount of the
“undesignated unreserved fund balance” from the
General Fund to the Rainy Day Fund.
(ii) At the end of each fiscal year, the Town Council
shall transfer 5% of any surplus revenues (before
transfers to the Capital Projects Fund) to the Rainy
Day Fund. Deposits shall be made as set forth
herein until the Rainy Day Fund balance is equal to
10% of the average of the General Fund revenues
for the immediately preceding five years.
(b) Use Rules. Rainy Day Funds may only be expended for
any one of the following purposes or under the following
circumstances:
(i) To replace the loss of more than 25% of the Town’s
local share of State Shared Revenues received
pursuant to ARIZ. REV. STAT. § 43-206.
(ii) For any event that threatens the health, safety or
welfare of the Town’s citizens.
1041593.2
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(iii) For any event that threatens the fiscal stability of
the Town.
(iv) To address any matter declared as an emergency by
the Governor or the Mayor.
(c) Withdrawal Rules. All withdrawals from the Rainy Day
Fund shall be subject to the following rules:
(i) Any appropriation shall require the approval by at
least 2/3 of the entire Town Council.
(ii) The maximum amount of Rainy Day withdrawals in
any fiscal year shall not exceed one-half of the total
balance in the fund.
(d) Replenishment Rules. Any amounts withdrawn from the
Rainy Day Fund shall be replenished as follows (and such
repayment shall be in addition to the annual deposits set
forth above):
(i) All amounts shall be repaid in not more than five
years, in equal annual installments of not less than
1% of the previous fiscal year General Fund
balance.
(ii) Repayments shall be appropriated as part of the
annual budget adoption.
(2) Designated Unreserved Fund. The Town will maintain a designated
unreserved fund balance in the General Fund of a minimum 10% of the
average actual General Fund revenues for the preceding five fiscal years.
These reserves will be designated for “pay-as-you-go” capital replacement
expenditures, equipment replacement, capital projects, prepay existing
Town debt, or any other expenditure that is non-recurring in nature. The
10% is the minimum and is based on the Property and Equipment
Replacement Schedule which may be increased to accelerate accumulation
funds for a large capital expenditure. To the extent these reserves are
expended additional funds necessary to restore this additional 10% amount
will be provided in at least approximately equal contributions during the
five fiscal years following the fiscal year in which the event occurred. The
designated General Fund Balance can only be authorized for expenditure
by upon recommendation of the Town Manager and vote of the Town
Council.
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5
(3) Reserved Fund Balance. The Town will maintain a reserved fund balance
in the General Fund of 20% of the average actual General Fund revenues
for the preceding five fiscal Years, indicating stable fiscal policies. The
maintenance of this fiscal balance is a particularly important factor
considered by credit rating agencies in their evaluation of the credit
worthiness of the Town. It is of primary importance that the Town’s
credit rating be protected.
During the annual budget process the Town Manager will estimate the
surplus or deficit for the current year and prepare a projection of the year-
end undesignated general fund balance. Such projection will include an
analysis of trends in fund balance levels on an historical and future
projection basis.
Funds in excess of the fund balance goals set forth above may be (a)
transferred to the Rainy Day Fund, (b) used to supplement “pay as you go”
capital outlay expenditures or (c) used to prepay existing Town debt.
These funds may not be used to establish or support costs that are
recurring in nature.
These guidelines will be reviewed by the Town Manager every three years
following adoption (or sooner at the direction of the Town Council).
2. Special Revenue Funds. The Highway User Revenue Fund (HURF) is a restricted
fund and depends upon State Shared Revenues for over 90% of annual revenues.
This fund may only be used for street and highway purposes. The combined
undesignated unreserved, designated unreserved and reserved Fund Balance will
be based on the minimum requirement as specified in the Schedule for projects
funded with Special Revenue or grant funds. The schedule will be reviewed on
an annual basis to determine the required Revenue Bond amount to be set aside as
designated unreserved Fund Balance.
The Excise Tax (0.4% of Local Sales Tax) Fund is a restricted fund dedicated to
Economic Development and Land Preservation. The combined designated
unreserved and reserved Fund Balance saved in this fund will be no less than the
annual debt service payment for Land Preservation and prior year available funds
for Downtown Development.
3. Debt Service Funds. The Debt Service Fund is established for the payment of
principal and interest on bonded indebtedness. Revenues are derived from a
property tax levy, pledged excise taxes, municipal property lease payments and
shared revenues. Revenues are received in amounts sufficient to pay the annual
debt service payment; therefore, the Designated Unreserved and Reserved Fund
Balance will be no less than the annual debt service payment due on July 1 of the
new fiscal year and no more than 2% greater than the annual delinquency factor
based on the past five years delinquency rates.
1041593.2
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4. Capital Project Funds. A capital improvement special revenue fund has been
established to allow the Town to accumulate monies for: (A) purchase of land or
buildings; (B) improvements to Town-owned properties; (C) grant matches
associated with capital improvements; (D) public safety projects and equipment
purchases; (E) economic development projects; and (F) such other capital projects
as determined by the town council. The capital improvement special revenue
fund will be funded by: (A) sales of real and personal property belonging to the
town; (B) general fund transfer of any excess revenues collected over budgeted
and unexpended appropriations not needed to meet fund balance requirements or
re-appropriation; and (C) interest earnings on the balance of the fund invested per
the town’s investment policy. Accounted for separately, but considered part of
the Capital Project Fund are accumulated development fees that are assessed on
new construction for the purpose of funding growth. These funds are restricted to
growth-related capital expenditures as designated in the Town’s adopted
Infrastructure Improvements Plan. The Designated Unreserved and Reserved
Fund Balance will be established each fiscal year during the budget process
depending on planned expenditures but cannot exceed accumulated revenues.
The Town shall first be entitled to recoup the cost of any capital improvements,
infrastructure, marketing or sales related cost associated with the disposition of
property before crediting the capital improvement special revenue fund. The
town council may approve the uses of the capital improvement special revenue
fund as a part of its annual budget or by motion and affirmative vote at a time the
expenditures are awarded.
IV. FINANCIAL PLANNING
Fiscal planning refers to the process of identifying resources and allocating those resources
among competing purposes. The primary vehicle for this planning is the preparation, monitoring
and analyses of the Town’s budget. It is increasingly important to monitor the performance of
the programs competing to receive funding.
1. The Town Manager shall submit to the Town Council a proposed annual budget,
which shall be submitted to the Town Council and the public for review in
accordance with ARIZ. REV. STAT. § 42-17001, et seq. The Town will budget
revenues and expenditures on the basis of a fiscal year which begins July 1 and
ends on the following June 30. The Town Council will adopt the budget no later
than June 30, and the Town Manager shall execute the Town Council policies as
set forth in the finally adopted budget.
2. The Town Manager or authorized designee will prepare a budget in accordance
with the guidelines established by the Government Finance Officers Association
in its Distinguished Budget Award Program. The proposed budget will contain
the following:
A. Revenue estimates by major category, by major fund.
1041593.2
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B. Expenditure estimates by department levels and major expenditure
category, by major fund.
C. Estimated fund balance by major fund.
D. Debt service by issue detailing principal and interest amounts by fund.
E. Proposed personnel staffing levels.
F. A detailed schedule of capital projects, including a capital improvement
program.
G. Any additional information, data, or analysis requested of management by
the Town Council.
3. The operating budget will be based on the principle that current operating
expenditures, including debt service, will be funded with current revenues
creating a balanced budget. The Town will not balance the current budget at the
expense of meeting future years’ expenditures; for example accruing future years’
revenues or rolling over short-term debt to avoid planned debt retirement.
4. Ongoing operating costs should be supported by ongoing, stable revenue sources.
This protects the Town from fluctuating service levels, and avoids crises when
one-time revenues are reduced or removed. Revenues from growth or
development should be targeted to costs related to development, or invested in
improvements that will benefit future residents or make future service provision
efficient.
5. The Town Manager will provide an estimate of the Town’s revenues annually for
each fiscal year. The estimates of special (grant, excise tax, etc.) revenues and
interfund transfers will also be provided by the Town Manager.
6. The budget will fully appropriate the resources needed for authorized regular
staffing. At no time shall the number of regular full-time employees on the
payroll exceed the total number of full-time positions authorized by the Town
Council. All personnel actions shall be in conformance with applicable federal
and state law and all Town ordinances and policies.
7. The Town Manager shall provide annually a budget preparation schedule
outlining the preparation timelines for the proposed budget. Budget packages for
the preparation of the budget, including forms and instructions, shall be
distributed to Town departments in a timely manner for the Department’s
completion. Department Directors shall prepare and return their budget proposals
to the Administration Department, as required in the budget preparation schedule.
1041593.2
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8. Performance measurement indicators will be integrated into the budget process as
appropriate.
9. Alternatives for improving the efficiency and effectiveness of the Town’s
programs and the productivity of its employees will be considered during the
budget process. Duplication of services and inefficiency in service delivery
should be eliminated wherever they are identified.
10. Department Directors are required to monitor revenues and control expenditures
to prevent exceeding their total departmental expenditure budget. It is the
responsibility of these department directors to immediately notify the Town
Manager of any exceptional circumstances that could result in a departmental
expenditure budget to be exceeded.
11. A quarterly report on the status of the General Fund budget and trends will be
prepared within 60 days of the end of each quarter by the Town Manager or
authorized designee. In addition, the quarterly report shall include revenue and
expenditure projections through the end of the fiscal year.
12. If a deficit is projected during any fiscal year, the Town will take steps to reduce
expenditures, increase revenues or, if a deficit is caused by an emergency,
consider using the Rainy Day Fund, to the extent necessary to ensure a balanced
budget at the close of the fiscal year. The Town Manager may institute a
cessation during the fiscal year on hirings, promotions, transfers, and capital
equipment purchases. Such action will not be taken arbitrarily and without
knowledge and support of the Town Council.
V. EXPENDITURE CONTROL
The Town Manager shall ensure compliance with the legally adopted budget. In addition,
purchases and expenditures must comply with all applicable legal requirements.
1. Expenditures will be controlled by an annual budget at the departmental level.
The Town Council shall adopt appropriations through the budget process.
Written procedures will be maintained for administrative approval and processing
of certain budget transfers within funds.
2. The Town will maintain a purchasing system that provides needed materials in a
timely manner to avoid interruptions in the delivery of services. All purchases
shall be made in accordance with the Town’s purchasing policies, guidelines and
procedures and applicable state and federal laws. The Town will endeavor to
obtain supplies, equipment and services as economically as possible.
3. Expenditures will be controlled through appropriate internal controls and
procedures in processing invoices for payment.
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4. The State of Arizona sets a limit on the expenditures of local jurisdictions. The
Town will comply with these expenditure limitations and will submit an audited
expenditure limitation report, audited financial statements and audited
reconciliation report as defined by the Uniform Expenditure Reporting System
(ARIZ. REV. STAT. § 41-1279.07) to the State Auditor General each year.
5. Assets will be capitalized at $10,000 and will be recorded in the Town of
Fountain Hills Summary of General Fixed Assets.
VI. REVENUES AND COLLECTIONS
All government employees are considered stewards of public funds. In order to provide funding
for service delivery, the Town must have reliable revenue sources. These diverse revenues must
be collected equitably, timely and efficiently.
1. The Town’s goal is a General Fund revenue base that is equally balanced between
sales taxes, state shared revenues, property tax, service fees and other revenue
sources.
2. The Town will strive for a diversified and stable revenue base to shelter it from
economic changes or short-term fluctuations and in any one revenue source by
doing the following:
A. Establishing new charges and fees as needed and as permitted by law at
reasonable levels.
B. Pursuing legislative change, when necessary, to permit changes or
establishment of user charges and fees.
C. Aggressively collecting all revenues, late penalties, outstanding taxes
owed and related interest as authorized by law.
3. The Town Manager or authorized designee will monitor all taxes to ensure they
are equitably administered and collections are timely and accurate. Fees and
charges should be based on benefits and/or privileges granted by the Town, or
based on costs of a particular service.
4. The Town Manager or authorized designee should pursue intergovernmental aid
for those programs and activities that address a recognized need and are consistent
with the Town’s long-range objectives. Any decision to pursue
intergovernmental aid should include the consideration of the following:
A. Present and future funding requirements.
B. Cost of administering the funds.
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C. Costs associated with special conditions or regulations attached to the
grant award.
5. The Town will attempt to recover all allowable costs (both direct and indirect)
associated with the administration and implementation of programs funded
through intergovernmental aid. In the case of the Fountain Hills Unified School
District, the Town may determine to recover less than full cost of services
provided. In the case of State and federally mandated programs, the Town will
attempt to obtain full funding for the service from the governmental entity
requiring the service be provided. Allowable costs will be determined based upon
a “Cost Allocation Study” prepared periodically.
6. Local sales tax revenues are derived from several sources with a significant
portion from construction related activity. To ensure that the revenues from
growth or development are targeted to costs related to development, or invested in
improvements that will benefit future residents or make future service provision
efficient, the Town will designate 85% of those one-time revenues to the Capital
Projects Fund. At the end of each fiscal year these revenues will be transferred
from the General Fund to the Capital Projects Fund for future appropriation.
VII. USER FEE COST RECOVERY
User fees and charges are payments for voluntarily purchased, publicly provided services that
benefit specific individuals. The Town relies on user fees and charges to supplement other
revenue sources in order to provide public services.
1. The Town may establish user fees and charges for certain services provided to
users receiving a specific benefit.
2. User fees and charges will be established to recover as much as possible the direct
and indirect costs of the program or service, unless the percentage of full cost
recovery has been mandated by specific action of the Town Council. It is
recognized that occasionally competing policy objectives may result in reduced
user fees and charges that recover a smaller portion of service costs.
3. Periodically, the Town will recalculate the full costs of activities supported by
user fees to identify the impact of inflation and other attendant costs.
VIII. DEBT POLICY
The purpose of this debt policy is to provide for the preservation and enhancement of the Town’s
bond ratings, the maintenance of adequate debt service reserves, compliance with debt
instrument covenants and provisions and required disclosures to investors, underwriters and
rating agencies. The Town’s overall debt management policy is to ensure that financial
resources are adequate in any general economic situation to not preclude the Town’s ability to
pay its debt when due.
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These policies are meant to supplement the legal framework of public debt laws provided by the
Arizona Constitution, State Statutes, federal tax laws and the Town’s current bond resolutions
and covenants. The Arizona Constitution limits a city or town’s bonded debt capacity
(outstanding principal) to certain percentages of the Town’s secondary assessed valuation by the
type of project to be constructed. There is a limit of 20% of secondary assessed valuation for
projects involving water, sewer, artificial lighting, parks, open space, public safety,
transportation, streets and recreational facility improvements. There is a limit of 6% of
secondary assessed valuation for any other general-purpose project.
1. General.
A. The Town will (1) use current revenues to pay for short-term capital
projects, repair and maintenance items and (2) reserve long-term debt for
capital improvements with useful lives of ten years or more. The Town
will not use long-term debt to fund current governmental operations and
will manage its cash flow in a fashion that will prevent any borrowing to
meet working capital needs. However, exclusive reliance upon pay-as-
you-go funds for capital improvements requires existing residents to pay
for improvements that will benefit new residents who relocate to the area
after the expenditure is made. Financing capital projects with debt
provides for an “intergenerational equity”, as the actual users of the capital
asset pay for its cost over time, rather than one group of users paying in
advance for the costs of the asset. Where there is a benefit to all future
residents, debt financing should be given consideration.
B. To increase its reliance on current revenue to finance its capital
improvements, and promote a “pay-as-you-go” philosophy, the Town will
appropriate each year a percentage of current revenues to maintain a
minimum 10% of average actual General Fund revenues for the preceding
five fiscal years in the Designated Unreserved Fund.
2. Capital Improvement Plan.
A. As part of the budget process each year the Town Manager or authorized
designee will prepare a capital spending plan that provides a detailed
summary of specific capital projects for the five fiscal years subsequent to
the fiscal year presented. The plan will include the name of the project,
project schedule, capital cost by fiscal year and a recommended specific
funding source. The five year capital improvement plan will be developed
within the constraints of the Town’s ability to finance the plan.
B. The Town Manager and Department Directors will develop formal
ranking criteria that will be used in the evaluation of all capital projects.
The program ranking criteria will give greatest weight to those projects
which protect the health and safety of its citizens. Pay-as-you-go project
1041593.2
12
financing shall be given the highest priority. Capital improvements that
must rely upon debt financing shall be accorded a lower priority and
projects with a useful life of less than five years shall not be eligible for
inclusion in bond issues.
C. Lease purchase financing shall only be undertaken when the project is
considered essential to the efficient operation of the Town or to remove
expenditures that would exceed the State imposed expenditure limitation.
The Town Manager or authorized designee shall be responsible for
ensuring that pay-as-you-go expenditures do not cause the state imposed
expenditure limitation to be exceeded in any fiscal year.
D. All capital project requests will be accompanied by a description of the
sources of funding to cover project costs. Where borrowing is
recommended, a dedicated source of funds to cover debt service
requirements must be identified. All capital project requests will be
required to identify any impact the project may have on future operating
costs of the Town. The Town will seek grants to finance capital
improvements and will favor those projects which are likely to receive
grant money.
E. All capital project appropriations and amendments to the capital
improvement plan must be approved by the Town Council.
F. The capital plan will include all equipment and facilities with a useful life
of greater than ten years and a cost greater than $50,000. Debt financing
shall not exceed the useful life of the infrastructure improvement or asset.
G. Seven steps in preparation of Capital Improvement Program:
(1) Establish Capital Improvement policies.
(a) Time period the CIP will cover.
(b) Facilities/equipment that will be included in the CIP.
(c) How acquisition of multiple items (e.g. computers) will be
treated.
(d) Identification of projects that are expected to be
undertaken, but fall outside the time horizon of the plan.
(2) Adopt Standards to rank project requests.
(a) Projects that address a public health or safety concern are
given top priority.
1041593.2
13
(b) Projects mandated by a court of competent jurisdiction or a
government with authority over the Town are equal with
public health or safety.
(c) Major maintenance (preservation of assets).
(d) Replacement of obsolete equipment (improving efficiency).
(e) Expansion to meet demand caused by growth.
(f) Coordination of projects to achieve cost savings.
(g) Availability of cash to finance improvements from current
revenues.
(h) Acquisition of open space.
(3) Perform and maintain a capital inventory and identify useful life.
(4) Identify projects.
(a) Status review of previously approved projects.
(b) Identification of new projects.
(c) Assess capital project alternatives.
(d) Complete project request forms.
(5) Assess funding sources.
(a) Available grants.
(b) Development fees shall be utilized to fund capital projects
before pay-as-you-go and bond issuance financing.
(c) Developer contributions.
(d) Public/Private partnerships.
(e) Issuance of Securities.
(f) Capital Leases.
(6) Approve the CIP and Budget.
1041593.2
14
(a) Legislative review.
(b) Public hearing.
(c) Adoption of the CIP and capital budget.
The Town of Fountain Hills capital improvement program ranking criteria will give greatest
weight to those projects which protect the health and safety of its citizens. Pay-as-you-go project
financing shall be given the highest priority. Capital improvements that must rely upon debt
financing shall be accorded a lower priority. All capital project request will be accompanied by
a description of the sources of funding to cover project costs. Where borrowing is
recommended, the source of funds to cover debt service requirements must be identified. All
capital project requests will be required to identify any impact the project may have on future
operating costs of the Town.
Department directors will submit a detailed description of the useful life of capital projects
submitted in conjunction with the preparation of the Town’s CIP. Projects with a useful life of
less than ten years shall not be eligible for inclusion in bond issues except in extraordinary
circumstances. The Town Manager shall incorporate an estimate of the useful life of proposal
capital improvements in developing an amortization schedule for each bond issue. If a short-
lived asset or project (less than ten years) is included in a bond issue then the bond amortization
schedule shall be adjusted to reflect the asset’s rapid depreciation. At no time shall the
amortization exceed the life of the asset.
3. Financing Alternatives.
A. Financing alternatives include, but are not limited to:
(1) Grants.
(2) Developer Contributions.
(3) General Obligation Bond – requires voter approval, supported by
an ad valorem (property) tax.
(4) Revenue Bonds – repaid with revenue stream (HURF, revenue
generated by project).
(5) Municipal Property Corporation Bonds – repaid with a dedicated
revenue source.
(6) CFD or Special District Bonds – supported by an ad valorem
property tax.
(7) Capital Leases – repaid within operating budget.
1041593.2
15
(8) Commercial Paper (CP) or Bond Anticipation Notes (BAN) with
terms less than two years.
B. Town Debt Service costs (GO, Revenue Bonds, MPC, Leases) shall not
exceed 20% of the Town’s operating revenue in order to control fixed
costs and ensure expenditure flexibility. Improvement District (ID),
Community Facility District (CFD) and Special District debt service is not
included in this calculation because it is paid by district property owners
and is not an obligation of the general citizenry. Separate criteria have
been established and included within the Town’s CFD policy.
C. In accordance with requirements of the State of Arizona Constitution, total
bonded indebtedness shall not exceed 20% of the Town’s total secondary
assessed valuation of taxable property in the Town for water, sewer,
artificial lighting, parks, open space, public safety, transportation, streets
and recreational facility improvements and 6% of the total secondary
assessed valuation of taxable property in the Town for all general
purposes.
D. The Town shall comply with all U.S. Internal Revenue Service arbitrage
rebate requirements for bonded indebtedness.
E. Where applicable, the Town will structure General Obligation bond issues
to create level debt service payments over the life of the issue. The goal
will be to strive for a debt repayment schedule to be no more than 15
years; at no time will the debt exceed 25 years.
F. Refunding bonds will be measured against a standard of the net present
value debt service savings exceeding 3% of the principal amount of the
bonds being refunded, or if savings exceed $750,000, or for the purposes
of modifying restrictive covenants or to modify the existing debt structure
to the benefit of the Town. Refinancings undertaken for other reasons
should proceed only when the advantages have been clearly shown in a
cost/benefit analysis of the transaction.
G. The Town will seek to maintain and, if possible, improve the current bond
rating in order to minimize borrowing costs and preserve access to credit.
H. An analysis showing how a new issue combined with current debt impacts
the Town’s debt capacity and conformance with Town debt policies will
accompany every future bond issue proposal. The debt capacity analysis
should reflect a positive trend and include:
(1) Percent of debt outstanding as a percent of the legal debt limit.
(2) Measures of the tax and revenue base.
1041593.2
16
(3) Evaluation of trends relating to expenditures and fund balance.
(4) Debt service as a percentage of assessed valuation.
(5) Measures of debt burden on the community.
(6) Tax-exempt market factors affecting interest costs.
(7) Debt ratios.
I. Municipal Property Corporation and contractual debt, which is non-voter
approved, will be utilized only when a dedicated revenue source (e.g.
excise taxes) can be identified to pay debt service expenses. The project
to be financed will generate net positive revenues (i.e., the additional
revenues generated by the project will be greater than the debt service
requirements).
J. The Town’s privilege tax to debt service goal will be a ratio of at least
3.5:1 to ensure the Town’s ability to pay for long term debt from this
elastic revenue source.
4. Issuance of Obligations.
A. The Town shall select the Underwriter and the Paying agent/registrar for
each debt issuance based on competitive bid. The underwriter must be a
firm domiciled in Arizona with an office in the Phoenix area and a record
of prior working relationships.
B. The request for proposals process will be designed to select the service
providers that offer the Town the best combination of expertise and price.
The Town is not required to select the firm offering the lowest price, but a
report must be prepared by the Town Manager providing justification to
the Town Council for a recommendation when other than the lowest
bidder is chosen. The review of all proposals submitted shall be the
responsibility of the Town Manager.
C. The Town of Fountain Hills will use competitive sales as the primary
means of selling new General Obligation or revenue bonds that are repaid
through ad valorem (property) taxes. Negotiated sales will be permitted
for all other debt issues when it is expected to result in a lower true
interest cost than would a competitive sale of that same date and structure
or there is evidence of volatile market conditions, complex security
features, or another overriding factor.
D. The Town Manager or designee and Town Attorney will coordinate their
activities to ensure that all securities are issued in the most efficient and
1041593.2
17
cost-effective manner and in compliance with the governing statutes and
regulations. The Manager and the Town Attorney shall consult and jointly
select the bond counsel for a bond issue. The Town Attorney will review
all documents related to the issuance of securities by the jurisdiction.
E. The Town Manager or authorized designee will seek a rating on all new
issues which are being sold in the public market if economically feasible.
F. The Town will report on an annual basis all financial information and/or
notices of material events to the rating agencies and Nationally-
Recognized Municipal Securities Information Repositories (NRMSIRs).
The annual report will include but not be limited to the Town’s annual
Comprehensive Annual Financial Report (CAFR).
G. Any institution or individual investing monies as an agent for the Town
shall do so in a manner consistent and in compliance with the Town’s
adopted Investment Policy.
H. The Town Manager or authorized designee will provide detailed draw
schedules for any project to be funded with borrowed monies. The Town
will invest the proceeds or direct a trustee to invest the proceeds of all
borrowings in a manner that will ensure the availability of funds as
described in the draw schedules.
I. The Town acknowledges the responsibilities of the underwriting
community and pledges to make all reasonable efforts to assist
underwriters in their efforts to comply with SEC Rule 15c2-12 and MSRB
Rule G-36.
1727752.1
EXHIBIT B
TO
RESOLUTION NO. 2012-18
[Organization Charts, 2012-13 Play Plan, Schedule of Authorized Positions
and Employee Job Descriptions]
See following pages.
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Schedule of Authorized Positions
Position – Title 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013
Authorized Authorized Authorized Authorized Proposed Proposed
FTE FTE FTE FTE FTE FTE
Municipal Court
Presiding Judge 1.00 1.00 1.00 1.00 1.00 1.00
Court Administrator 1.00 1.00 1.00 1.00 1.00 1.00
Senior Court Clerk 1.00 1.00 1.00 1.00 1.00 1.00
Court Clerk 2.00 2.00 2.00 2.00 2.00 2.00
Authorized FTE 5.00 5.00 5.00 5.00 5.00 5.00
Administration
Town Manager 1.00 1.00 1.00 1.00 1.00 1.00
Assistant to the Town Manager 1.00 1.00 0.00 0.00 0.00 0.00
Deputy Town Manager/Finance Director 0.00 0.00 1.00 1.00 1.00 1.00
Executive Asst to Town Mgr/Council 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Assistant 1.00 1.00 1.00 0.00 0.00 0.00
Town Clerk 1.00 1.00 1.00 1.00 1.00 1.00
Human Resources Adminstrator/Risk Mgr.1.00 1.00 1.00 1.00 1.00 1.00
Volunteer Coordinator 0.50 0.50 0.75 0.75 0.88 0.88
Economic Development Administrator 0.00 0.00 1.00 1.00 1.00 1.00
Public Information Officer 1.00 1.00 0.00 0.00 0.00 0.00
Community Affairs/Media Relations 0.00 0.00 1.00 0.00 0.00 0.00
Information Technology Coordinator 1.00 1.00 1.00 1.00 1.00 1.00
Information Technology Technician 0.00 0.50 0.50 0.50 0.75 0.75
Information Technology Intern 0.50 0.00 0.00 0.00 0.00 0.00
Finance Director 1.00 1.00 0.00 0.00 0.00 0.00
Accounting Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Financial Services Technician 0.00 0.00 1.00 1.00 0.75 0.75
Accounting Clerk 1.50 1.50 0.50 0.50 0.50 0.50
Customer Service Representative 1.00 1.00 0.50 0.50 0.70 0.80
Receptionist 0.00 0.00 0.00 0.00 0.00 0.00
Authorized FTE 13.50 13.50 13.25 11.25 11.58 11.68
1
Schedule of Authorized Positions
Position – Title 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013
Authorized Authorized Authorized Authorized Proposed Proposed
FTE FTE FTE FTE FTE FTE
Development Services
Developmental Services Director 0.00 0.00 0.00 1.00 1.00 1.00
Public Works Director 1.00 1.00 1.00 0.00 0.00 0.00
Town Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Civil Engineer 2.00 2.00 2.00 0.00 0.00 0.00
Senior Civil Engineer Inspector 1.00 0.00 0.00 0.00 0.00 0.00
Civil Engineer Inspector 1.00 2.00 1.00 1.00 1.00 1.00
Planner - Environmental (Stormwater)0.00 1.00 1.00 1.00 1.00 0.00
Executive Assistant 1.00 2.00 2.00 1.00 1.00 1.00
Facilities Supervisor 1.00 1.00 1.00 1.00 1.00 0.00
Facilities/Environmental Supervisor 0.00 0.00 0.00 0.00 0.00 1.00
Facilities Maintenance Tech 1.00 1.00 1.00 1.00 1.00 1.50
Maintenance/Custodial Worker 0.50 0.50 0.75 0.00 0.00 0.00
Custodian 2.00 1.50 1.50 1.25 1.25 1.25
Street Superintendent 1.00 1.00 1.00 1.00 1.00 1.00
Open Space & Landscape Specialist 1.00 1.00 1.00 1.00 0.00 0.00
Fleet Mechanic/Open Space 1.00 1.00 1.00 1.00 1.00 1.00
Traffic Signal Technician I 0.00 1.00 1.00 0.50 0.00 0.00
Traffic Signal Technician II 0.00 1.00 1.00 1.00 1.00 1.00
Street Maintenance Technician 8.00 6.00 6.00 4.00 3.00 3.00
Planning &Zoning Director 1.00 1.00 1.00 0.00 0.00 0.00
Senior Planner 1.00 1.00 1.00 1.00 1.00 1.00
Planner 2.00 1.00 0.50 0.50 0.00 0.00
GIS Technician/CAD Operator 2.00 2.00 2.00 1.00 1.00 1.00
Senior Code Enforcement Officer 1.00 1.00 0.00 0.00 0.00 0.00
Code Enforcement Officer 2.00 2.00 2.00 1.00 1.50 1.00
Planning Assistant 1.00 0.00 0.00 0.00 0.00 0.00
Chief Building Official/Plans Examiner 0.00 0.00 0.00 0.00 0.00 1.00
Chief Building Official 1.00 1.00 1.00 1.00 1.00 0.00
Plans Examiner 2.00 2.00 1.00 1.00 0.50 0.00
Building Inspector 3.00 3.00 2.00 0.00 0.00 0.00
Building Permit Technician 2.00 2.00 2.00 1.00 1.00 1.00
Authorized FTE 40.50 40.00 35.75 23.25 20.25 18.75
2
Schedule of Authorized Positions
Position – Title 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013
Authorized Authorized Authorized Authorized Proposed Proposed
FTE FTE FTE FTE FTE FTE
Community Services
Community Services Director 1.00 1.00 1.00 1.00 1.00 1.00
Recreation Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Recreation Program Coordinator 2.00 2.00 2.00 2.00 2.00 2.00
Recreation Assistant 4.00 4.00 4.00 2.35 2.45 2.45
Recreation Aide 1.00 1.00 1.00 0.00 0.00 0.00
Recreation Intern 0.50 0.50 0.50 0.00 0.00 0.00
Executive Assistant 2.00 2.00 2.00 1.00 1.00 1.00
Parks Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Park Operations Lead 3.00 4.00 3.00 3.00 3.00 2.00
Park Ranger 2.00 1.00 0.00 0.00 0.00 0.00
Groundskeeper 2.00 2.00 2.00 2.00 2.00 3.00
Customer Service Representative 1.00 1.00 0.50 0.50 0.30 0.30
Comm Ctr Director 1.00 1.00 1.00 0.00 0.00 0.00
Comm Ctr Operations Supervisor 1.00 0.00 0.00 0.00 0.00 0.00
Events Coordinator - Community Center 0.00 1.00 1.00 1.00 1.00 1.00
Operations Coordinator - Community Center 0.00 1.00 1.00 1.00 1.00 1.00
Operations Support Worker 2.00 1.50 1.50 1.50 2.00 1.65
Operations Support Assistant 0.50 0.50 0.50 0.50 0.00 0.00
Receptionist 1.00 1.00 1.00 1.00 1.00 1.00
Bartender 0.25 0.25 0.00 0.00 0.00 0.00
Senior Services Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Senior Services Activities Coordinator 0.00 0.50 0.50 0.58 0.58 0.58
HDM/Special Programs Admin 0.50 0.00 0.00 0.00 0.00 0.00
Home Delivered Meals Coordinator 0.50 0.50 0.50 0.75 0.75 0.75
Senior Services Assistant 0.50 0.50 0.50 0.45 0.45 0.45
Senior Aide 0.50 0.50 0.50 0.00 0.00 0.00
Driver 0.00 0.00 0.10 0.00 0.00 0.00
Authorized FTE 29.25 29.75 27.10 21.63 21.53 21.18
Total Authorized FTE 88.25 88.25 81.10 61.13 58.36 56.61
3