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Home My WebLink AboutFY01 Adopted BudgetThe Honorable Mayor and Town Council of the Town of Fountain Hills are pleased to present the v c Annual Budget for Fiscal Year 2000-2001 Sharon Morgan m _,I B H Sharon Hutcheson Mayor «£•^=^35S(M^S=£M Wee Mayor Fountain Hills Town Council Leesa Fraverd John Kavanagh John McNeill Susan Ralphe John Wyman Town Manager Paul L.Nordin Director of Administration/Town Clerk Cassie Hansen L TOWN OF FOUNTAIN HILLS ANNUAL BUDGET FISCAL YEAR 2000-2001 TABLE OF CONTENTS: Section Number Section Name 1 Budget Highlights 2 Budget Process 3 Budget Summary Sheets 4 Contingency Fund 5 Personnel and Related Issues 6 Information Technology 7 Community Center 8 Community Center Construction 9 Library/museum Construction 10 Mayor and town Council 11 Magistrate Court 12 Administration 13 Building Safety 14 Community Development 15 Town Marshal 16 Parks and Recreation 17 Golden Eagle Park 18 Four Peaks Park 19 Fountain Park 20 Desert Vista Park 21 Engineering 22 Public Works 23 Streets 24 Debt Service 25 Grants 26 Eagle Mountain CFD 27 Cottonwoods CFD 28 McDowell Mountains Preservation 29 Municipal Property Corp. 30 Kiwanis Building 31 Five Year Capital Improvement Plan 2000-2001 Budget TownTown of Fountain Hills -Table of Contents FISCAL YEAR 2000-2001 BUDGET HIGHLIGHTS Fiscal year 2000-2001 may be the most exciting year in the Town of Fountain Hills'history. At no time in the Town's eleven-year existence has so much construction been underway.Fiscal year 2000-2001 will see the completion of the long awaited Community Center complex, including the Community Center, the Library and the Museum!Fountain Park will be improved with new ramadas,a modern rest room building,and a new lake liner.Major construction is also scheduled for Golden Eagle Park Dam and Shea Boulevard.The combined total for these projects, including contributions from other governments, exceeds $15 million. In addition,and perhaps most importantly,critical decisions may be made this fiscal year concerning the future of the McDowell Mountains.As the Town Council,the Community,and Town staff wrestle with these challenges,they will be guided by a strong sense of the historical precedents this year's events will set. This budget is a public document and reflects the Town Council's and Town staff's commitment lo outstanding community service provided in the most efficient and effective manner possible. The Town continues to enjoy an exceptionally strong financial position.Sound practices will guide the fiscal year 2000-2001 budget process,as demonstrated by the following: •Operating expenses do not exceed current revenues. • A very strong General Fund reserve is proposed,including a capital project savings account, undesignated reserves,and a contingency account. •Sufficient maintenance and replacement funding is provided,thus ensuring proper maintenance of facilities and equipment. • No tax increases of any kind are proposed.The Town does not need a primary property tax to fund its operations and probably never will. • As begun three years ago,departmental descriptions,mission statements,accomplishments, objectives,and performance standards are presented. • This budget maintains a competitive compensation and benefits package for Town employees who represent some of the finest in the municipal work force. 2000-2001 Budget Town of Fountain Hills -Budget Highlights Page 1-1 BUDGET PROCESS Toaid Councilmembers and citizens,a section entitled "Budget Process"has again been included. Designed to provide informative budget basics, this section should prove helpful to both the seasoned veteran and novice. LOCAL SALES TAX The 1.2% local sales tax continues to be a significant source of financial strength for the Town. Infiscalyear 1999-2000,localsalestaxrevenuewasprojectedtobe$3,300,000. Actualreceipts will approach $3,985,000. The local sales tax revenues continue to be used to fund the five Council-designated priorities of law enforcement,Community Center construction,park construction, street maintenance,and preservation. THE TOWN'S FINANCIAL HEALTH TheTowncontinues toenjoy excellent financial health. Local salestaxreceipts, buildingpermits and related fees continue to meet or exceed expectations.Expenditures are either on target or below estimates. When expenditure projections are exceeded,it is in response to community and/or Council desires. This excellent financial condition has allowed the Town to effectively respond to unanticipated community needs such as the replacement of Fountain Park's lake liner. The Town's financial reporting system is also superior as confirmed by the excellent audits received in this critical area.The Town's bonding rating has been upgraded to "Aa3"and the staff has received four national awards for excellence in financial reporting. STATE IMPOSED EXPENDITURE LIMITATIONS There is one significant financial concern in fiscal year 2000-2001.The Town must adhere to the State-imposed expenditure limitation law.The expenditure limitation cannot be exceeded without a public vote.Arizona's constitutional provisions prevent the Town of Fountain Hills' expenditures from exceeding specific levels each year.Historically,this has not been a concern because the Town did not have the money or the number of projects to bring the Town's expenditure levels close to the State's imposed limit.However,with the large number of capital 2000-2001 Budget Town of Fountain Hills -Budget Highlights Page 1-2 ^iStg^r projects proposed for fiscal year 2000-2001,this state-imposed limitation is now a factor in the Town's financial planning process. BUDGET FORMAT The new budget format began three years ago.These departmental formats include mission statements, operational descriptions,past accomplishments,future objectives, and performance standards. This format is continued in this year's budget,allowing the Council to examine each department's primary purpose and shift priorities as needed.Also,these sections are more "user friendly", so the general public may easily understand what each department does. FIVE YEAR CAPITAL IMPROVEMENT PLAN (CIP) Afive-year CIP is included in this year's budget. The CIP is not a part of the fiscal year 2000- 2001 budget, nor does the Council have to act on it. It is provided for informational purposes. THE BIG FIVE The Council continues to support the following five top priorities: 1.Law Enforcement 2.Community Center Construction 3.Park Construction 4.Street Maintenance 5.Open Space Preservation LAW ENFORCEMENT The combined Sheriff's Office contract/Marshal Department continues to be the model used for law enforcement in Fountain Hills. A significant increase in salaries was requested.This increase is due to the necessity to fully fund the officers'salaries that were formally paid by federal grants and the addition of another dispatcher position.This budget also suggests the establishment of a $250,000 police department capital reserve account. This would represent the first of two installments required to pay for the capital outlay costs to establish a Town of Fountain Hills Police Department. 2000-2001 Budget Town of Fountain Hills -Budget Highlights Page 1-3 COMMUNITY CENTER/LIBRARY CONSTRUCTION Bids for the Community Center and Library/Museum were received in April 2000. The bids received were well within the budget for both projects.On April 20, 2000, the Town Council awardedtheconstruction contracts forthe Community Center andtheLibrary/Museum toTarget General, Inc. The entire community continues to express its support and excitement now that these buildings will now become a reality. The Library construction is funded through a G.O. (General Obligation)Bond issue. The Community Center will be funded by both a cash down payment (made during fiscal year 1999-2000),and a Municipal Property Corporation bond issue. In addition, during fiscal year 2000-2001, planning will continue for the courtyard area between the two buildings, and the proposed linear mall linking the Community Center/Library complex to Fountain Park. PARK CONSTRUCTION Fiscal year 2000-2001 includes $700,000 for improvements in Fountain Park. The total amount will be funded by a State Heritage Fund grant. This project had been delayed from last fiscal year due to the bids coming in over budget.The largest expenditure,over $1.8 million,is for the complete replacement of the Fountain Lake liner. This project is necessary not only for the health and safety of our residents,but it also plays an integral part in the "effluent solution"that the Fountain Hills Sanitary District is implementing. STREET MAINTENANCE Atotalamountof$2,089,000wasapprovedforstreetmaintenanceandmajorroad improvements. These funds will pay for more than thirty miles of various types of reconstruction and/or major maintenance and are in keeping with the Five-Year Capital Improvement Street Maintenance Program. MCDOWELL MOUNTAIN PRESERVATION The Fountain Hills voters have approved a six million-dollar General Obligation (G.O.)Bond issue for McDowell Mountain land purchase.This purchase may be made during fiscal year 2000-2001.Therefore,it is proper that the expenditure of these funds be included in this budget. 2000-2001 Budget Town of Fountain Hills -Budget Highlights Page 1-4 T*saasi>/r N^pSj/ OPEN SPACE PRESERVATION As previously noted,the Council has established open space preservation as a priority. Tofund this priority, the manager recommended an additional amount of $500,000 be added to the preservation savings account (newtotal amount -$1,500,000). This budget alsorecommends an amountof$125,000 forpotentiallegaland/orotherprofessionalfeesexpenses anticipatedduring this fiscal year. OTHER "NOTEWORTHY ISSUES" GOLDEN EAGLE PARK DAM An amount of $390,000 was included for modifications to the Golden Eagle Park Dam. The Town Council previously approved the Intergovernmental Agreement. SHEA BOULEVARD WIDENING $500,000wasbudgetedfor theMaricopa County Department ofTransportation SheaBoulevard widening project. This expenditure represents the Town's share of the approximate total project cost of $1.8 million. SHEA BOULEVARD BIKE LANES Bike lane construction on Shea Boulevard is scheduled for February 2001. An expenditure of $40,000wasincludedtorepresenttheTown's shareoftheprojectcost. The ArizonaDepartment of Transportation will provide their share of approximately $127,000 towards this project. 2000-2001 Budget Town of Fountain Hills -Budget Highlights Page 1-5 NjMftW'' THE BUDGET PROCESS The annual budget process is one of the most important policy-implementing activities for the Town. The town manager isresponsible for itspreparation while theTownCouncil isresponsible for its approval. The Town's budget year begins each July 1and ends on the following June 30. The budget adoption process has three formal approval steps. State law requires that on or before the third Monday in July, the Town Council must adopt a tentative budget. Following this step, the budget can only be reduced. After the Council approves the tentative budget, itis published twice in the local newspaper along with the date and time of a mandatory public hearing which must occur in August. Following the hearing, the Council may approve the final budget. The last formal budget step is the approval of the property tax levy on or before the third Monday in August. The bulkof the budget work performed by Council and staff occurs prior to the adoptionof the tentative budget.Several "Special Council Sessions"were scheduled to review and consider the entire budget in detail.These sessions allowed the Council to make additions,deletions,and to obtain additional public input. The schedule for budget adoption this year was as follows: DATE; Monday,June 5 Monday through Wednesday,June 19-21 Thursday,July 6 Wednesday,July 19 &July 26 Thursday,August 3 Monday,August 14 ACTION: Proposed budget distributed to Council Special Council budget sessions Regular Council meeting/Tentative budget adoption Tentative budget published Final budget adoption Set property tax levy 2000-2001 Budget Town of Fountain Hills -Budget Process Page 2-1 BUDGET BASICS FOR FISCAL YEAR 2000-2001 The Town has the following four funds: •General Fund •Street Fund •Bond Debt Retirement Fund •Grant Fund GENERAL FUND: The General Fund is an "all purpose"fund.This means that General Fund monies can be expended on all legally authorized municipal purposes.Revenues deposited into the General Fund come from a wide variety of sources (please refer to the Summary Sheet section for a complete breakdown of each source and the amount expected from each source). The largest revenue sources for the General Fund are state-shared sales tax,state income tax (also called state revenue sharing),local sales tax,building permit fees, and other zoning or subdivision related fees. The Town's General Fund receives no property tax dollars. All operation and maintenance expenses of the Town are paid from sources other than property taxes. The General Fund pays the expenses of the following Town Departments: 2000-2001 Budget Community Center Community Center Construction Library/Museum Construction Mayor and Town Council Magistrate Court Administration Building Safety Community Development Town Marshal Parks &Recreation Golden Eagle Park Four Peaks Park Fountain Park Desert Vista Park Engineering Public Works/Medians,Dams and Washes Kiwanis Building Town of Fountain Hills -Budget Process Page 2-2 ^tlij^jff^ The General Fund also provides monies for capital projects and supplemental funding for the Street Fund. STREET FUND: The Street Fund is a "restricted use" fund.These monies may only be used for specific purposes. Funds deposited into the Street Fund include Highway User Revenue Funds (HURF or gasoline tax dollars)and State Lottery Funds (LTAF). In compliance with state law,these funds must be deposited into aseparate account. These dollars may only be spent for street or highway purposes. Eligible expenses for Street Funds include Street Department employee salaries, street repair, maintenance,capital construction projects,and related activities.In the case of LTAF dollars, 10% may be used for specific,philanthropic purposes.Unlike the General Fund,the Street Fund has only one department,the Street Department. BOND DEBT RETIREMENT FUND: The Town also has a Bond Debt Retirement Fund. This fund is used to pay the principal and interest debt of the Town's three voter-approved bond issues. This separate fund is required by the individual bond covenants. Proceeds from two of these three bond issues were used to pave all of the Town's unpaved streets in 1992. One of the two bond issues used for street paving is a General Obligation (G.O.)Bond and the other is a Highway User Revenue Fund (HURF) Bond. The G. O. Bond is paid with a secondary property tax and the HURF Bond is paid with a portion of the Town's HURF (gas tax) revenues. The third bond issue was used to acquire open space behind the Fountain to retain the "postcard view". GRANTFUND: The budget also includes a Grant Fund.This fund exists to receive grant monies from the state and federal governments.All grants require that a very clear financial trail be maintained for audit purposes,often necessitating the establishment of a separate fund. BOND CONSTRUCTION (ACQUISITION)FUNDS: Included in this budget are construction acquisition funds for various planned capital expenditures. These funds are established as a result of either voter or Council-approved bond projects. Specifically,the Town will have a Library/Museum construction fund, a Community Center construction fund, and a $6 million bond issue. The Town will also have a bond payment fund for the Cottonwoods Improvement District. 2000-2001 Budget Town of Fountain Hills -Budget Process Page 2-3 Vjqjj^^**' ADDITIONAL "BUDGET BASICS" The adoption of the budget does not affect the amount of money the Town receives.The Town's authority to generate revenue is based on several completely separate state statutes.When the Town adopts its budget, it adopts legal authority to spend the money it receives. The budget itself is not a revenue-authorizing instrument.The only part of the budget that has authorization relating to revenue is the secondary property tax levy adopted in August for the G.O.Bond issue payments.(See the "Debt Service"section of this budget). BUDGET AMENDMENTS It is not legally possible to amend the budget during a fiscal year. The Council may, by motion, move budget authority from one fund to another. The authorized expenditure total may not be exceeded. Due to this legal limitation,it is wise to adopt extra expenditure authority to allow the Council some flexibility during any given fiscal year. This is very helpful if unexpected funds are received during the year. At their discretion,the Council may spend some or all of these unexpected monies.Although state budget law is expenditure rather than revenue oriented,it is still possible for the Council to establish savings or reserve accounts. As previously noted, there are established expenditure limitations that cannot be exceeded without a public vote. A provision in the Arizona State Constitution establishes an annual expenditure limitationforallArizonacitiesandtowns. Forfiscalyear2000-2001,Fountain Hills'expenditure limitation is $13,753,708 for all funds combined. A significant number of exclusions are provided. The limit may be exceeded for purposes such as capital expenditures from bond proceeds, bond principal and interest payments,interfund transfers,expenditure of grant monies and earned interest, and several other exemptions.To insure that the fiscal year 2000-2001 expenditure limit is not exceeded,some of these expenditures will be made in the current fiscal year. 2000-2001 Budget Town of Fountain Hills -Budget Process Page 2-4 N^gji/ f BUDGET REVIEW Town operations are divided into departments.The Council reviewed each department's budget during the special budget sessions. All budgets are broken down by departmental line items (e.g. wages,engineering fees,advertising,etc.) that may vary by department.For example,the Engineering Department has an "engineering fees" line item; the Town Marshal Department does not. Inadditiontothe "numbers"portion ofeach departmental budget, anarrative sectionwas provided. The purpose of the narrative was to briefly explain departmental operations and to provide justifications for the budgetary requests.No attempt was made to provide narrative for each individual line item. This would create a budget document several times its present size. Explanations were also provided for large, special and/or unique expenditure requests.Detailed breakdowns of each line item were available upon Council request. 2000-2001 Budget Town of Fountain Hills -Budget Process Page 2-5 c c ?TOWN OF FOUNTAIN HILLS 1999-00 GENERAL FUND EXPENDITURE ANALYSIS w e a era Department Salaries &Benefits Contract Services Repairs & Maintenance Supplies &Services Capital Outlay Total Community Center 0 41,140 15,150 8,700 1,500 $66,490 Kiwanis Building 0 0 8,700 4,350 0 $13,050 Mayor and Town Council 39,460 0 0 45,250 0 $84,710 2 Magistrate Court 271,970 8,800 1,200 23,150 1,000 $306,120 S 2,Administration 774,600 777,400 149,800 773,300 241,500 $2,716,600 I E3 Information Technology 0 20,000 44,400 59,900 192,100 $316,400 i Civic Center Construction 0 0 63,000 0 287,000 $350,000 i Building Safety 464,840 181,000 5,000 46,400 20,000 $717,240 a era Engineering 665,990 377,000 5,600 55,400 20,000 $1,123,990 c Public Works 42,260 0 506,500 58,500 450,000 $1,057,260 Fountain Park 47,070 145,000 147,700 67,500 1,201,600 $1,608,870 Desert Vista 0 0 65,000 4,200 0 $69,200 1 Community Development 241,900 70,000 1,500 57,750 0 $371,150 Parks &Recreation 413,500 215,000 1,000 51,900 0 $681,400 Golden Eagle Park 120,980 0 82,500 55,025 39,000 $297,505 63 Palisades/Four Peaks 49,410 0 37,000 26,540 11,800 $124,750 (re Marshal Department Department Totals 813,000 1,476,500 13,350 83,670 59,500 $2,446,020 $3,944,980 $3,311,840 $1,147,400 $1,421,535 $2,525,000 $12,350,755 Transfers Out Reserves $1,957,800 $3,922,026 GENERAL FUND TOTALS $3,944,980 $3,311,840 $1,147,400 $1,421,535 $2,525,000 $18,230,581 r State Shared Revenues $3,491,800 21% FY 2000 -2001 General Fund Summary Revenues $18,230,581 Local Sales Tax Revenue $3,985,000 21% Building Permit Fees $2,200,000 V 10% Charges for Services $244,875 2% Subdivision Fees $285,000 1% 1 Other 9% Fines &Forfeitures $340,500 2% .s"^Interest /Misc "$455,0002% Franchise Fees \$132,0001% \License Fees $120,0001% Carry Forward $6,976,406 39% 2000-2001 Budget Town of Fountain Hills -Budget Summary Sheets Page 3-2 FY 2000 -2001 General Fund Summary Supplies and Services 51,421,535 8% Contractual Services S3,311,840 19% Repairs &Maintenance 51,147,400 6% 2000-2001 Budget Expenditures $18,230,581 Capital Outlay 52,525,000 12% Transfers Out 51,957,800 11% Salaries and Benefits S3,966,410 22% Town of Fountain Hills -Budget Summary Sheets Page 3-3 Contingency 550,000 <1% Undesignated 52,100,596 13% Police Dept.Capital Reserve 5250,000 1% Land Acquisition 51,500,000 8% FY 2000 -2001 General Fund Summary Reserves and Transfers 56,187,926 34% Four Peaks Neighborhood Park $124,750 1% Desert Vista Neighborhod Park $69,200 <1% Expenditures by Department Mayor and Town Council $84,710 <1% Building Safety $717,240 Golden Eagle Park 4%$297,505 2% Marshals Department $2,446,020 13% Magistrate Court $306,120 Kiwanis Building $13,050 <1% Public Works $1,057,260 6% Parks &Recreation $681,400 4% Civic Center Construction $63,000 <1% Fountain Park $1,608,870 9% Community Development $392,580 Administration $2,677,400 15%Engineering $1,123,990 6% 2000-2001 Budget Information Technology $316,400 2% Community Center $66,490 <1% Town of Fountain Hills -Budget Summary Sheets Page 3-4 GENERAL FUND SUMMARY 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget REVENUES State Sales Tax 915,034 1,187,965 1,220,000 1,286,400 State Revenue Sharing 1,175,737 1,569,200 1,569,200 1,685,400 Vehicle License Tax 394,610 490,000 520,000 520,000 Local Sales Tax 2,958,590 3,300,000 3,925,000 3,985,000 Business License Fees 56,821 60,000 76,000 90,000 Building Permits 1,546,412 1,500,000 2,150,000 2,200,000 Court Fines &Fees 211,318 270,000 297,800 312,700 Animal License Fees 17,590 16,800 25,000 30,000 JCEF Revenue 2,905 7,800 7,800 7,800 CCEF Revenue 0 20,000 0 20,000 Rezoning/Variance/Special Use 29,840 10,000 35,000 20,000 Improvement Plan Review Fee 43,980 50,000 50,000 50,000 Encroachment Permit Fees 159,654 120,000 178,600 180,000 Subdivision Fees 68,031 25,000 72,000 35,000 Fountain Park Agreement 61,269 97,223 97,223 10,000 Franchise Fees 62,000 110,000 125,000 132,000 Parks &Recreation User Fees 138,881 226,300 209,875 209,875 Rental/Lease Payments 19,312 15,000 28,000 25,000 Interest/Investment Income 307,795 350,000 425,000 425,000 Miscellaneous 18,256 30,000 30,000 30,000 TOTAL CURRENT REVENUE $8,188,035 $9,455,288 $11,041,498 $11,254,175 Carry-In Balance 6,331,621 5,990,746 6,331,621 6,976,406 TOTAL AVAILABLE $14,519,656 $15,446,034 $17,373,119 $18,230,581 EXPENDITURES: Salaries and Benefits 2,346,888 3,436,470 3,111,640 3,944,980 Contractual Services 1,786,972 3,166,650 2,970,088 3,311,840 Repairs &Maintenance 708,588 1,085,000 826,550 1,147,400 Supplies and Services 706,308 1,206,015 984,725 1,421,535 Capital Outlay 319,961 2,190,860 1,628,710 2,525,000 Transfers Out 246,705 1,265,000 850,000 1,957,800 TOTAL EXPENDITURESAJSES $6,115,422 $12,349,995 $10,371,713 $14308,555 RESERVES: Contingency 5,000 50,000 25,000 50,000 Undesignated 0 2,046,039 0 2,122,026 Police Dept.Capital Reserve 0 0 0 250,000 Land Acquisition 0 1,000,000 0 1,500,000 TOTAL RESERVES $5,000 $3,096,039 $25,000 $3,922,026 Revenues Over/(Under)Expenditures $8,399,234 $0 $6,976,406 $0 TOTAL $14,519,656 $15,446,034 $17,348,119 $18,230,581 2000-2001 Budget Town of Fountain Hills -Budget Summary Sheets Page 3-5 i FY 2000 -2001 Street Fund Summary Revenues $3,210,337 Transfer from Cottonwoods $3,200 LTAF $110,100 3% Carry Forward $37 Transfer from General Fund $1,957,800 60% 2000-2001 Budget Misc.Income $500 <1% Town of Fountain Hills -Budget Summary Sheets FEMA Hazard Mitigation $20,000 1% Highway User $1,038,700 33% Charges for Svcs/ln Lieu Pmts $80,000 3% Interest $0 0% Page 3-6 FY 2000 -2001 Street Fund Summary Expenditures $3,210,337 Capital Outlay $109,400 3% Supplies and Services $171,500 5% Debt Retirement $112,800 4% Repairs and Maintenance $2,151,500 67% Contingency $28 2000-2001 Budget Town of Fountain Hills -Budget Summary Sheets Salaries and Benefits $637,259 20% Page 3-7 Contractual Services $27,850 1% STREET FUND SUMMARY REVENUE: Highway User LTAF FEMA Hazard Mitigation Interest Charges for Svcs/ln Lieu Pmts Misc.Income TOTAL CURRENT REVENUE Transfer from General Fund Transfer from Cottonwoods ID Carry Forward TOTAL AVAILABLE EXPENDITURES: Salaries and Benefits Contractual Services Repairs and Maintenance Supplies and Services Capital Outlay Debt Retirement TOTAL CURRENT EXPENDITURES Revenue Over/(Under)Expenditures TOTAL 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget 477,139 988,117 990,000 1,038,700 58,864 105,980 105,980 110,100 0 0 0 20,000 0 1,000 0 0 73,498 80,000 130,000 80,000 0 500 0 500 $609,501 $1,175,597 $1,225,980 $1,249,300 0 1,265,000 850,000 1,957,800 0 3,200 3,200 3,200 12 12 382 37 $609,513 $2,443,809 $2,079,562 $3,210,337 374,715 539,617 501,300 637,259 6,721 27,850 27,850 27,850 987,243 1,489,000 1,213,200 2,151,500 92,191 138,000 127,025 171,500 94,489 133,500 94,500 109,400 86,742 115,650 115,650 112,800 $1,642,101 $2,443,617 $2,079,525 $3,210,309 (1,032,588)192 37 28 $609,513 $2,443,809 $2,079,562 $3,210,337 2000-2001 Budget Town of Fountain Hills -Budget Summary Sheets Page 3-8 \»§fu/ ( CONTINGENCY FUND The seven-year oldpolicy of maintaining acontingency fund wascontinued inthis budget. $50,000 has been included in the General Fund for this purpose. These funds, if spent, will be expended according to the Town's purchasing regulations. Budget $50,000 2000-2001 Budget Town of Fountain Hills -Contingency Fund Page4-1 H^j^/^ GENERAL FUND TRANSFERS STREET TRANSFERS: The Street Department has several large major road improvements scheduled for the upcoming fiscalyear. Theimprovements willrequireacontribution from theGeneralFundtotheHighway UserRevenueFund. Abreakdown oftheseprojectsisoutlined intheStreetDepartmentbudget. Council has approved these projects and a transfer of $1,957,800 is required. Request $1,957, 800 2000-2001 Budget Town of Fountain Hills -Contingency Fund Page 4-2 PERSONNEL AND RELATED ISSUES The Fiscal year 2000-2001 budget includes recommendations for the following personnel items: •Merit monies for fiscal year 2000-2001 •Full-time/part-time employees - new position requests MERIT MONIES The Fiscal year2000-2001 budget includes amerit allowance that is part of theTown's "Pay for Performance Program". Raises are not automatic, but are awarded based on performance. The totaldollaramountapprovedis$140,850whichrepresents4.25%ofthetotalbudgetedsalaries forthe year.Asinpreviousyears,nocostof living allowance(COLA)hasbeenbudgeted. The employees are awarded a merit increase based on their annual evaluation. Employees are also eligible to receive Service Excellence Assistance Performance (S.E.A.L.)Awards.These awards areworth$25andare given to staffmembersfor serviceaboveandbeyondtheirnormalduties. Employees are also eligible to receive larger bonus awards according to the Town's Superior Performance Award Program.The funds for these awards are taken from the total merit allowance. The breakdown,by fund,of requested merit monies is as follows: •General Fund:$112,550 •Highway Users Fund (Street Fund):19,200 •Grant Funds (COPS FAST,GITEM,Court):9.100 Total:$140,850 Appendix A shows what other Phoenix metropolitan cities and towns are granting for merit and/or COLA monies in fiscal year 2000-2001. 2000-2001 Budget Town of Fountain Hills -Personnel and Related Issues Page 5-1 Pleaserefertothedepartmentsectionsforfurtherexplanationandjustificationforthese individual requests and Appendix B for the job descriptions. NEW POSITION REQUESTS DEPARTMENT #REQUESTED DESCRIPTION COMMENTS Administration 1 Custodian -Maintenance Filling vacancy. Administration 0.5 Account Clerk I To be responsible for Accounts Payable functions Administration 1 Administrative Intern "Formalize"current internship.Growth and increased workload. Building Safety 1 Inspector Filling vacancy. Community Developme 0.5 Clerk Typist/Receptionist Growth and increased workload. Court 0.5 Court Services Specialist I Growth and increased workload. Marshal Dept.1 Dispatcher Growth and increased workload. Street Dept.1 Maintenance I Growth and increased workload. Street Dept.1 Mechanic Growth and increased workload. TOTAL:7.5 Please refer to the department sections for further explanation and justification for these individual requests and Appendix B for the job descriptions. 2000-2001 Budget Town of Fountain Hills -Personnel and Related Issues Page 5-2 For additional reference,the number of present full-time equivalent employees by department is shown below. Department FTE Positions Administration 14 Building Safety 8 Community Development 4 Court 5 Engineering 11 Marshals 21 Parks and Recreation 13 Golden Eagle Park 3 Four Peaks Park 1 Fountain Park 1 Public Works 1 Street Department 13 TOTAL:95 2000-2001 Budget Town of Fountain Hills -Personnel and Related Issues Page5-3 INFORMATION TECHNOLOGY Information Technology (I/T Department)functions are part of the Administration Department. Responsibilities,accomplishments, andgoalsareincludedinthatsectionofthebudget. Allhardware, software,information technology,andrelated expenditures appear inthissection to avoidduplication andassisttrackingofresources throughout the budget year. Information Technology includes all expenditures for the Town's computers,local and wide-area networks,inter-networking,voice and data communications systems,and cablecast technologies. Thisbudgetusesa project-based formatwithassociatedcostssummarizedby department.Allhardware andsoftwarerequested inthissection arebased ondepartmental requests. Total Information Technology Budget $316,400 2000-2001 Budget Town of Fountain Hills - Information Technology Page6-1 Nii^g^' Network Related Expenses: This sectionincludes the hardware and software necessary to maintain Town Hall's local areanetwork. Funds are requested to replace 28 desktop computers currently distributed among all departments. These computers areolder,slower Pentium systems that donot meet therequirements ofexisting and anticipated software systems.Included in this request are the components necessary to network the managementofficesofthenewCommunity Center. Software: SQL Server 7.0 Server Enterprise Edition 1 2,256 2,256 Workstation Software Pack 5 544 2,721 Windows 2000 Advanced Server 2 1,511 3,023 Total Software 8,002 Hardware: Repairs and Maintenance 1 15,000 15,000 Cisco 2600 Router 1 3,500 3,500 Cisco lOOmbps Ethernet Switch 1 2,000 2,000 Base Computer System 28 1,300 36,400 UPS 10 150 1,500 Monitor 10 250 2,500 Total Hardware 60,900 Services: Support and Contract Services (hourly)25 100 2,500 Total Services 2,500 Furniture: Misc.Cabling and Rack Hardware 2 2,500 5,000 Total Furniture 5,000 Total Network Related Expenses Budget 76,402 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-2 W3 and Internet Related Expenses: UseoftheTown's internet resources bystaffandthepublic continues toincrease.The I/T budget requestincludessoftwaretocontinueimprovingthesecurityandmanagementoftheTown'sinformation resources. Software: Internet Monitoring/Access Control Software Web Development &Management Software Total Software Support Services: System Support (hourly) Internet Connection to ASU (per Month) Total Support Services Total Internet Related Budget 10,100 1 3,000 3,000 1 2,500 2,500 5,500 40 100 4,000 12 50 600 4,600 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-3 Telephone Network: The existing telephone systemforTownHallhasbeennearcapacityforovera year.Withthe expected completionoftheCommunityCenterinthespringof 2001,theI/TDepartmenthasplanstomeetthe voice communications needs of both facilities.Staff will reconfigure and relocate the existing TownHalltelephonesystemtotheCommunity Center.Staffreceivedfunding for anewtelephone system to meet the needs for Town Hall. This budget includes installation,line charges, local and long distance charges for voice and data lines. Hardware: Telephone System (Town Hall) Parts for System move DVK24 Keyset Total Communications Hardware Line Costs: GEP 56k Frame Relay (US WEST) Street Yard 56k Frame Relay (US WEST) Community Center 56k Frame Relay (US WEST) ASU Data T-l (US WEST) Voice T-l (US WEST) PVC's(USWEST) OPX Circuits (US WEST,6 circuits) Muzak(ChllandHold) US West & ATT Call Charges POTS Lines (6 circuits) Cellular Service and Pagers Total Communications Line Cost Support Services: Programming,Installation and Support (per hr) GEP 56k Frame Relay Installation Community Center 56k Frame Relay Install Total Support Services Total Communications Network Budget 126,172 1 75,000 75,000 1 1,800 1,800 6 325 1,950 78,750 12 75 900 12 80 960 2 80 160 12 485 5,826 24 78 1,872 24 8 192 12 288 3,456 12 75 900 12 2,000 24,000 12 288 3,456 1 1,700 1,700 43,422 40 75 3,000 1 500 500 1 500 500 4,000 2000-2001 Budget Town of Fountain Hills -Information Technology Page6-4 NjSijajBir Town Council: Councilmembershaverequestedthatanelectronicvoting/recordingsystembeincludedinthebudget. Thissystemwouldautomatetherecordingandvisualdisplayofvotes,motions,vote absenteeism,and member abstentions. Hardware: Electronic VotingSystem 1 20,000 20,000 Total Hardware 20,000 Support Services: VideotapeServices for Council Mtgs. (per mtg.) 24 500 12,000 Total Support 12,000 Total Technology Budget 32,000 2000-2001 Budget Town of Fountain Hills - Information Technology Page 6-5 L Administration Department: This budget includes a human resource package to insure compliance with Federal regulations. There are requirements for COBRA and EEO tracking that must be stringently adhered to ifthe Town is to avoid costly fines.This software will provide immediate access to information such as attendance, benefits, salary history and other routinely accessed information that is currently assembled manually. Funding for on-site training for staff utilizing the Town's CodeMaster software was approved in this budget.CodeMaster is the software staff uses for maintaining,authoring,indexing,and accessing the Town Code,Zoning Ordinance,Sub-Division Ordinance,and all other ordinances and resolutions. Software: Workstation Software Pack Human Resources Software Total Software Hardware: Base Computer System UPS Monitor Total Hardware Support Services: Annual Support for MIP Accounting Software Annual Support for Track-It Software Annual Support for CodeMaster Software Total Support Services Training (Technical Courses) Training (AGTS Courses) Training (On-Site CodeMaster Training) Networld +Interop Government Technology Conference (Southwest) Airfare/Hotel Total Training Total Administration Computer Budget 19,859 1 544 544 1 3,000 3,000 3,544 1 1,300 1,300 1 150 150 1 250 250 1,700 1 2,500 2,500 1 500 500 1 815 815 3,815 4 1,000 4,000 5 100 500 1 3,500 3,500 1 500 500 1 800 800 2 750 1,500 10,800 2000-2001 Budget Town of Fountain Hills •Information Technology Page6-6 Building Safety Department: A notebook computer was approved for the building inspector position. Hardware: Ruggedized Notebook Computer 1 2,500 2,500 Power Invertor for above 1 150 150 Portable Printer 1 300 300 Total Hardware 2,950 Support Services: Software Upgrades /Customization 1 3,000 3,000 Total Support Services 3,000 Total Building Safety Computer Budget 6,494 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-7 \v30f Community Development Department: Withthereplacementofoutdatedcomputersincludedinthenetworkingsectionofthisbudget,the CommunityDevelopmentdepartmenthasnootherI/Trequests. 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-8 Engineering Department: SoftwareisbudgetedfortheEngineering Department upgradesto AutoCad 2000Map withLand DevelopmentDesktop and anetwork licensefortheexistingFastlookDatabase GraphicsViewer andManager. Thepurchase ofPavement Maintenance softwarewillallow thestafftoimplement afullyintegratedpavementmaintenancedatabasemanagementsystemandwillassistAccounting inestablishing adepreciation schedule for the streets. Other software approved forEngineering include an upgrade to Intersection Magic (used for accident diagram exhibits and analysis) and Intersection Map Magic,an analysis package that shows multiple intersections and mid-blocks, doesindividualcrash pin maps, and linksto ArcView,theEngineering Department's implemented GIS software. The Engineering Department received funding for the replacement of two obsolete CAD/GIS/ Mapping workstations.These computers are over four years old and lack sufficient processing power to perform required operations. Software: Workstation License Package Pavement Maintenance Software Intersection Magic Upgrade Intersection Map Magic Fastlook AutoCAD 2000 Map Upgrades Total Software Hardware: CAD Systems UPS Total Hardware Total Engineering Department Computer Budget 544 544 1,000 1,000 750 750 2,650 2,650 2,000 2,000 2 1,200 2,400 9,344 2 3,500 7,000 2 250 500 7,500 16,844 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-9 Magistrate Court: With the replacement of outdated computers included inthe networking section ofthis budget,the MagistrateCourtdepartmenthasnootherI/Trequests. 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-10 X^jg^/ Marshals Department: The Marshals Department was granted one computer workstation in the upcoming budget for use by the School Resource Officers.These will allow the officer(s)to complete required documentation without leaving the school.The remote component Software of the Department's Records Management System will be used with the notebook computers received from grant funding last year. Software: Workstation License Package NetRMS Cruiser Report Authoring System Total Software Hardware: Base Computer System UPS Monitor Desktop Ink Jet Plotter Total Hardware Support Services: Annual Support for NET/RMS Total Support Services Total Marshals Department Computer Budget 11,944 1 544 544 5 800 4,000 4,544 1 1,300 1,300 1 150 150 1 250 250 1 1,400 1,400 3,100 1 4,300 4,300 4,300 2000-2001 Budget Town of Fountain Hills •Information Technology Page6-11 Public Works Department: Public Works staff received funds to implement a Landscape Maintenance System that will enable staff to better control irrigation,clocks and valves; to inventory trees, shrubs, and features; assist in bidding processes; track the age of a system and assist in system re-design. This request includes both the hardware and software for this project. Software: Workstation LicensePackage 1 $544 544 LandscapeMaintenanceSoftwareProgram 1 1,000 1,000 Total Software 1,544 Hardware: BaseComputerSystem 1 1,300 1,300 UPS 1 150 150 Monitor 1 250 250 Total Hardware 1,700 Total Public Works Computer Budget 3,244 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-12 Parks and Recreation Department: LicensingfortwoESCOMClasssoftwaremodules,ProgramRegistrationandFacilityBooking are included to assist the recreation assistant III in coordinating YouthSports. Both modules are currently used by all recreation coordinators and the administrative assistant at the customer service counter. Software: Class Facility BookingLicense 1 1,500 1,500 Class Program Registration License 1 1,500 1,500 Total Software 3,000 Support Services: Annual Support for Escom Software 1 4,500 4,500 Total Support Services 4,500 Total Parks and Recreation Computer Budget 7,500 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-13 Niijijjp^' Street Department: Street Department received budget approval for a desktop computer.Intended for the field supervisor,the addition of this computer will alleviate current scheduling conflicts that occur when other staffaccesses to the existing system. Twotraffic signal software packages are included this year to program the Town's traffic signals and track maintenance,inventory and parts. Software: Cartegraph Signal View Software Traffic Signal Software Workstation Software Pack Total Software Hardware: Base ComputerSystem UPS Monitor Total Hardware Support Services: Annual Support for Cartegraph Software Annual Support for Garage Maintenance Software Total Support Services Total Street Department Computer Budget 1 1,500 1,500 1 1,000 1,000 1 544 544 3,044 1 1,300 1,300 1 150 150 1 250 250 1,700 1 500 500 1 450 450 950 5,694 2000-2001 Budget Town of Fountain Hills -Information Technology Page 6-14 INFORMATION TECHNOLOGY CONTRACT SERVICES Professional/Outside Services Video Tape Council Meetings TOTAL REPAIRS &MAINTENANCE: Computer Repairs &Maintenance TOTAL SUPPLIES &SERVICES: Conferences Education/Training Dues &Publications Office Supplies Communications TOTAL CAPITAL EXPENDITURES Capital Outlay -Computers Capital Outlay -Software Capital Outlay -Communications TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget 3/31/2000 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget 977 12,750 3,750 8,000 5,721 12,000 9,200 12,000 $6,698 $24,750 $12,950 $20,000 26,168 46,700 35,000 44,400 $26,168 $46,700 $35,000 $44,400 0 2,750 2,000 6,300 718 8,750 2,000 4,500 30 600 100 600 207 1,500 500 5,000 24,625 41,500 32,000 43,500 $25,580 $55,100 $36,600 $59,900 42,357 76,900 65,000 78,000 14,035 45,400 35,000 39,100 3,207 5,000 3,200 75,000 $59,599 $127,300 $103,200 $192,100 $118,045 $253,850 $187,750 $316,400 Town of Fountain Hills -Information Technology Page 6-15 COMMUNITY CENTER GOALS AND OBJECTIVES: For over twenty-three years the Community Center has been a community amenity, providing a facility for recreational,civic,educational,commercial and personal use.Under the management of the Civic Association,the efforts of the Property Committee,and the support of the Town, the goals and objectives of the current facility are continually met. These include: maintaining a safe and accessible facility;providing an affordable facility for Fountain Hills residents; improving and equipping the facility to best meet the public's needs; and maximizing the use of the facility. The Town endeavors to:administer afair and equitable management agreement;support the Civic Association in civic and community-based projects;and recognize citizen involvement and con tributions to the facility. CONTRACT SERVICES: Since 1990, the Town has contracted with the Fountain Hills Civic Association for management of the Center.This continues to be a positive,cooperative arrangement for both the Town and the Civic Association.The Civic Association provides the services of a full time manager who aver ages 50 to 65 hours per week at the Center and a part-time assistant who averages 24 to 30 hours per week. In addition to scheduling the building,the staff assists with event programming and planning and oversees all repairs,maintenance and improvements to the building. Increased activity at the Center has had a direct impact on the manager's hours.During the period of July 1999 through April 2000, the manager logged 2,373 hours including 145 hours for Parks and Recreation programs.The manager coordinates and administers the activities of the Property Committee,a group of volunteers that oversees and assists in the operations and maintenance of the building. The manager also obtains and directs the services of volunteers who assist with repairs and maintenance to the building and provide support services in the office. The Civic Association Board has received an approximate increase often percent in the manage ment fee for fiscal year 2000-2001 to cover the additional hours of the manager and the part-time assistant. Budget $41,140 2000-2001 Budget Town of Fountain Hills -Community Center Page 7-1 NugjUP*/ REPAIRS &MAINTENANCE: Building Repairs &Maintenance: The routinerepairs andmaintenanceexpenses includedinthis lineitemare:$3,250for landscap ing services; $5,400 for cleaning services; and $250 for pest control. An additional $5,400 has been included for miscellaneous repairs and maintenance for the building, parking lotand exterior lights. Budget $14,300 Office Repairs &Maintenance: An amountof $700 has been included for the maintenancecontract on the copier machineand $150 for miscellaneous repairs. Budget $850 SUPPLIES &SERVICES: Monthly costs incurred for the basic operation of the building are budgeted as follows:$6,000 for electricity; $200 for office supplies; and $2,500 for water and sewer. Budget $8,700 (J CAPITAL EXPENDITURES: Capital Outlay -Furniture/Equipment: Each year, funds are included for the replacement of one air conditioning unit that manages to remain operational from year to year. An amount of $1,500 continues to be budgeted in the event that this unit will decide to finally expire. Budget $1,500 Capital Outlay -Improvements: No capital improvements are proposed in this budget. 2000-2001 Budget Town of Fountain Hills -Community Center Page 7-2 COMMUNITY CENTER CONTRACT SERVICES Management Fees TOTAL REPAIRS &MAINTENANCE: Bldg.Repairs &Maintenance Office Repairs/Maintenance TOTAL SUPPLIES &SERVICES: Electricity Office Supplies Communications Expense Water/Sewer TOTAL CAPITAL EXPENDITURES Capital Outlay-Furniture /Equipment Capital Exp.-Improvements TOTAL TOTAL EXPENDITURES 2000-2001 Budget 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget 28,050 37,400 37,400 41,140 $28,050 $37,400 $37,400 $41,140 13,176 16,100 14,600 14,300 536 600 600 850 $13,712 $16,700 $15,200 $15,150 2,526 6,000 5,000 6,000 55 200 100 200 0 600 0 0 938 2,500 1,800 2,500 $3,519 $9,300 $6,900 $8,700 0 0 1,500 0 0 0 1,500 0 $0 $1,500 $0 $1,500 :8i $64,900 $59,500 $66,490 Town of Fountain Hills -Community Center Page 7-3 \ajjjjjpsi/ COMMUNITY CENTER CONSTRUCTION MISSION STATEMENT: The mission of this Department continues to be the successful construction of the Community Center. DEPARTMENT DESCRIPTION: This Department does not yet have a physical name nor does it have dedicated in-house staff. Its part-time staff includes the town manager,the director of administration/town clerk, the town engineer and other Town personnel as needed.The primary staffing for this Department comes from the Town's architect. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Completed lobby revisions and successfully bid the Community Center building. •Supplied updates to the Council and the public on the project's progress. •Coordinated the abandonment efforts with all utilities and the neighboring property owner. •Planned ground breaking ceremony. • Worked with the Sanitary District for early release of the site from the effluent disposal system. FISCAL YEAR 2000-2001 OBJECTIVES: •Construct the project in conjunction with the Library/Museum to maximize savings to both projects. •Monitor the project's progress and keep the Council up to date accordingly. • Bid the Phase II site package in September/October. •Insure the Phase III FF&E (furniture,fixture and equipment)package is completed and installed prior to the grand opening. •Coordinate a grand opening ceremony. PERFORMANCE STANDARDS: • Respond to Council and citizen inquiries within three working days of receipt. • Provide periodic progress reports to Council as needed. • Provide continued support to the Community Center Advisory Commission through the project's completion. •Insure sensitivity to the surrounding neighborhoods during construction. •Provide a quality facility for community use. 2000-2001 Budget Town of Fountain Hills-Community Center Construction Page8-1 c REPAIRS &MAINTENANCE: Facility Contingency: Since construction has just begun on the Community Center and Library/Museum complex,it is uncertain exactly when the facilities will be completed and fully operational.One of the Administration Department's goals and objectives in fiscal year 2000-2001 is to establish an operations and maintenance budget for these facilities for the 2001-2002 fiscal year. Early completion may require interim funding for utilities,management and maintenance.A contingency amount of $63,000 has been included to cover any of these costs that may be incurred prior to the 2001-2002 budget year.Since these costs are not construction related,they will be paid from the General Fund. Budget $63,000 CAPITAL OUTLAY -BUILDING CONSTRUCTION: Expenditures relating to the construction of the Community Center will be charged to the Municipal Property Corporation,not the General Fund. All construction costs and ongoing designexpendituresfortheCourtyardPlaza andLinear Mall arelocatedintheMunicipalProperty Corporation section of this budget. 2000-2001 Budget Town of Fountain Hills- Community CenterConstruction Page 8-2 y c c COMMUNITY/CIVIC CENTER CONTRACT SERVICES Professional/Outside Services TOTAL REPAIRS &MAINTENANCE: Facility Contingency TOTAL SUPPLIES &SERVICES: Advertising Printing TOTAL CAPITAL EXPENDITURES Lease Payments Construction TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget 3/31/00 Year-to-Date 1999-2000 Budget 1999-2000 Rev.Estimate 2000-2001 Budget 11,131 45,000 11,200 0 $11,131 $45,000 $11,200 $0 0 0 0 63,000 $0 $0 $0 $63,000 0 0 0 10,000 0 0 0 0 $0 $10,000 $0 $0 $0 0 $0 1,500,000 $0 600,000 $287,000 0 $0 $1,500,000 $600,000 $287,000 $11,131 $1,555,000 $611,200 $350,000 Town of Fountain Hills -Community Center Construction Page 8-3 \$gg0tf LIBRARY/MUSEUM CONSTRUCTION MISSION STATEMENT: The mission of this Department is the successful construction of the new Library/Museum facility approved by the Fountain Hills voters on May 18, 1999. DEPARTMENT DESCRIPTION: This Department does not yet have a physical name nor does it have dedicated in-house staff. Itspart-time staffincludes thetown manager, director of administration/town clerk, town engineer, and other Town personnel as needed.The Department supported the efforts of the Library/ Museum Advisory Commission in the planning and design stages of the project. The primary staffing for this Department comes from the Town's architect. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Coordinated the efforts of the Maricopa County Library District,the Fountain Hills Library Association,the Fountain Hills Historical Society,and the Town architect to finalize the facility design for bidding purposes. •Apprised the Council and the public of the project's progress. (•Coordinated Commission meetings and maintained a balanced budget perspective of the project. •Designed a facility to fulfill the needs of the community and compliment the site shared with the Community Center. •Successfully bid the project in conjunction with the Community Center project. •Coordinated the abandonment efforts with all utilities and the neighboring property owner. •Worked with the Sanitary District for early release of the site from the effluent disposal system. •Planned ground breaking ceremony. FISCAL YEAR 2000-2001 OBJECTIVES: • Construct the project in conjunction with the Community Center to maximize savings to both projects. • Monitor the project's progress and keep the Council up to date accordingly. • Bid the Phase II site package in September/October. •Insure the Phase III FF&E (furniture,fixture and equipment)package is completed and installed prior to the grand opening. • Work with the County Library District to coordinate their operating budget schedule with 2000-2001 Budget Town of FountainHills -Library/Museum Construction Page9-1 the opening of the new facility. •Establish a new IGA with the County for library operations and services. •Establish an agreement with the Historical Society for museum operations and services. •Coordinate a grand opening ceremony. PERFORMANCE STANDARDS: •Respond to Council and citizen inquiries within three working days of receipt. •Provide periodic progress reports to Council as needed. •Provide appropriate support to the Library/Museum Advisory Commission. •Insure sensitivity to the surrounding neighborhoods during construction. •Provide a quality facility for community use. CAPITAL OUTLAY -BUILDING CONSTRUCTION: The Library/Museum will be constructed with the $3.7 million bond proceeds approved by the voters at the May 18,1999 election.All costs for the project will be charged to this account and are broken down as follows: Phase One Construction (building)$1,855,100 Phase Two (site package)$ 795,250 Phase Three (FFE)$525,000 Administrative Costs (bonds, printing, construction administration^348,650 Base Cost $3,524,000 Alternate Bid (walkways,courtyard,covered parking)$176,000 Total Project Cost $3,700,000 Less expenditures made in fiscal year 1999-2000 ($200.000) $3,500,000 2000-2001Budget Town of Fountain Hills -Library/Museum Construction Page9-2 CAPITAL PROJECTS -LIBRARY/MUSEUM REVENUE: Bond Proceeds Carryforward TOTAL REVENUES EXPENDITURES: Construction TOTAL EXPENDITURES 1999-00 Budget 3,700,000 0 3,700,000 1999-00 Rev.Estimate 3,700,000 0 3,700,000 200,000 200,000 2000-2001 Budget Town of Fountain Hills -Library/Museum Construction 2000-2001 Budget 0 3,500,000 3,500,000 3,500,000 3,500,000 Page 9-3 XJaipa&l^ William E.Farrell Town Attorney MAYOR AND TOWN COUNCIL Fountain Hills Voters Fountain Hills Town Council lacovmo & Kayler Town Prosecutor Paul Nordrn Town Manager Stuart J Shoob Town Magistrate Susan Degler Executive Assistant Cassie Hansen Town Clerk Director of Administration Robin Goodman Parks and Recreation Director Tom Ward Interim Town Engineer Jeffrey Valder Community Development Director Steve Gendler Public Safety Director GOALS AND OBJECTIVES: Expenditures appearing in the Mayor and Town Council budget support the goals and objectives which include:maximizing the public access to Council meetings;providing funding for munici pal elections;enhancing constituent communication;compensating and equipping the Mayor and Town Council with the tools necessary to do their jobs;and promoting communication and aware ness of the Mayor,Town Council,and Town with other jurisdictions. SALARIES &BENEFITS: Included in this line item are Council salaries and FICA expense. The increase from $29,000 to $39,460 is based on the compensation survey conducted by Nash and Associates and the rates of othercitiesandtownsinMaricopa County. The Mayor's salarywouldincreasefrom$400to$600 permonthandCouncilsalarieswouldincreasefrom$300to$400permonth. Budget $39,460 SUPPLIES &SERVICES: Election Expense: Historical experience has proven that funds should be included in every budget for election ex pense. Even though municipal elections are only conducted every two years toelect threecouncil members and a mayor, special elections such as bond,referendum and initiative are always a possibility. In fiscal year 2000-2001, a referendum question will appear on the September 12 2000-2001 Budget Town of Fountain Hills -Mayor and Town Council Page 10-1 ballot. Parks and Recreation may request that the Council call for a special bond election to (.complete the parks system.This budget includes funds for these special elections. Election costs are driven by the number of active,registered voters in the county registration database and the number of early ballot requests.A regular,non-consolidated election costs the Town.78cents per registered voterplus $1.47for each early ballotrequest. Bond,referendum, initiative and recall elections require that informational pamphlets be mailed to each household in whicha registeredvoterresides. This adds approximately$4,500 to $5,000to the cost of these elections.When elections can be consolidated with other jurisdictions or governmental entities, the per registered voter cost is reduced to .31 cents.For example,the recent general election cost $9,606.54.This was a non-consolidated election based on 10,586 registered voters with 918 early votingrequests. Public notices must be publishedadding another$1,000to the cost of an elec tion. The referendum election in September will require a publicity pamphlet,increasing the cost by $4,500 to $5,000. In an attempt to limit the items on the November ballot, the County is charging only .15per registered voter for the September election,reducing the Town's overall expense. An amount of $9,500 is included in this budget to cover the base cost plus pamphlet,early voting, and publishing expenses for the referendum election. Thisbudgetincludesfundingforoneconsolidatedspecialelectionat$9,500andonenon-consoli dated specialbond election at $16,000. Budget $25,500 Advertising Expense: Throughoutthe year,there are opportunitiesfor the Mayor and Councilto meet otherdignitaries, attendfunctions where they represent the Town, host activities and welcome special guests to the community.Thislineitem provides funds tosupportthese activities.Budgeted at$6,000last year, the Mayorhas requestedthat this item be increasedto $9,000 basedon last year's experience. These funds will be used to purchase items suitable for presenting and exchanging with other dignitaries and elected officials and to display Fountain Hills at the annual Arizona League of CitiesandTownsconferencein September.Anadditionalamountof$1,000 hasbeenincludedfor anyads/noticesthe Councilmay wanttoplaceinthe newspaper. Budget $10,000 2000-2001 Budget Town of FountainHills- Mayor andTown Council Page10-2 Conferences: \^s Although the costfor the Council to attend the annual League Conference is included in the administration budget,there may be other conference opportunities throughout theyearthat are of interestto Council members.Anamountof$1,500hasbeenincludedforany conferences and/or workshops theCouncil members may want toattend. Budget $1,500 Dues &Publications: Anamountof $750hasbeen includedin thisbudgetfor any publications and literature Council members may find helpful in performing their official functions. Budget $750 Community Outreach: The Mayor wishes to continue the efforts to enhance the public's access to local government throughthe "Mayor's Chat" programinitiatedinfiscalyear 1998-1999. Toreducecost,minimize confusion and encourage town-wide participation, all chats are held at Town Hall. An amount of $1,000hasbeenincludedfor advertising costsand refreshments. Budget $1,000 Office Supplies: Included inthis lineitem is an amount of $1,500 for office supplies, business cards, andmiscel laneous items needed by the Council throughout the budget year. $500 has been included for newcouncil portraits, ifneeded. An amount of$1,500 has been included for anymiscellaneous furniture needs for the new Council office space. Budget $3,500 Travel: Thislineitemincludes$1,000fortravelexpendituresassociatedwithanyconferencesthatCoun cil members may choose to attend as well as mileage reimbursement for the use of personal vehicles used for Town business. It also includes expenditures made to host visiting elected officialsand associates.TheMayorhasproposedthat$2,000beincludedtoassistwithapossible visit to the Town's new Sister City,Kasterlee. Budget $3,000 2000-2001 Budget Town of Fountain Hills -Mayor and Town Council Page 10-3 TOWN COUNCIL 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS Wages 19,800 26,400 26,400 36,000 Employer Taxes 1,619 2,600 2,600 3,460 TOTAL SUPPLIES &SERVICES: Election Expense Advertising Conferences Dues &Publications Community Outreach Office Supplies/Portraits Travel TOTAL CAPITAL EXPENDITURES Capital Outlay -Improvements TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget $21,419 $29,000 $29,000 $39,460 6,940 33,000 27,000 25,500 11,672 8,500 12,000 10,000 0 0 0 1,500 0 0 0 750 7,880 11,000 9,000 1,000 493 3,500 1,000 3,500 0 0 0 3,000 $26,985 $56,000 $49,000 $45,250 0 0 0 0 $0 $0 $0 $0 ^fOj4vr $85,000 $78,000 $84,710 Town of Fountain Hills -Mayor and Town Council Page 10-4 Dawn Aliory de Herrnandez Court Services Specialist II MAGISTRATE COURT X Stuart J.Shoob Presiding Judge Pat Dunn Court Administrator Ann Burgoyne/Karen Maisch Court Services Specialist I (Job Share) Terry Adelheim Court Collection Specialist 1 ~L Lisa Acosta Court Servcies Specialist 1 Part-time MISSION STATEMENT: The Town Court is committed to providing excellent service to the residents and visitors of Fountain Hills through swift and impartial justice,balanced with ethics and education.The Court strives to act as a model for public trust and confidence in the justice system. DEPARTMENT DESCRIPTION: The Court has jurisdiction over civil traffic,criminal traffic,and misdemeanor violations of ArizonaRevisedStatutesandTownofFountainHillsCodesandOrdinances. Thejudge presides over juvenile violations per A.R.S.§8-323 and has authority to issue search warrants,orders of protection and injunctions prohibiting harassment. The Court must remain knowledgeable of and compliant with constantly changing laws, rules of procedure and surcharges assessed on fines. The Court must comply with federal, state and local regulations pertaining to Victims Rights,Domestic Violence legislation,Driving Under the Influence laws, Record Disposition and Fingerprinting,ADA, and Minimum Accounting Standards. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: • A court collection specialist was hired in August 1999.This position,along with the deputy marshal,formed the Court Collection Unit that controlled the outstanding account balance in spite of increased filings. •Increased fine amounts helped to offset monies being sent to the State due to increased surcharges.A new resolution,passed in February 2000,increased certain fees to offset clerk time spent on specified processes. Todate, $23,692 has been earmarked for this fund. •The Court filed 4,930 cases as of April 30,2000,compared to 4,617 filings for the same period last year.The Court staff terminated 4,948 cases as of April 30, 2000 during this fiscal year compared to 4,699 last year. •Court staff attended 70 hours of continuing education related to the Court. 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-1 • All pending records have been converted from the LOCIS system into the FACTSsoftware program, which enables the Court to be fully integrated into the statewide database interfaces. • All files with outstanding fines,identified as uncollectable due to a lack of information, havebeen designated "inactive".These files, no longer actively worked, freethe Collection Unit to use their time more productively. FISCAL YEAR 2000-2001 OBJECTIVES: • Fully utilize the Tax Intercept Program to intercept and collect state income tax refunds of defendants who fail to meet their monetary obligations to the Court. •Complete the revised policies and procedures manual for Court collections. • Continue to show a reduction in active warrants and associated pending criminal cases. •Implement procedures to improve compliance with Court orders. •Continue to reduce the amount of outstanding receivables. PERFORMANCE STANDARDS: • The Court, having adopted standards for expeditious case management,will continue toinsure compliance with the time requirements established for all matters. • The Court will insure that all procedures adhere to the constitutional, statutory, Town Code, case precedent, court rules, and other authoritative guidelines. The Court will give individual attention to cases,deciding like cases fairly and equitably upon legally relevant factors. »Court facilities shall be safe, accessible, and reasonably accommodating for all users of the Town Court.Accommodations will be made to insure that all who appear before the Court are able to participate without undue hardship or inconvenience,and that every effort will be made to simplify access to the Court system. •The Court maintains its institutional integrity,operating as one of the three branches of government, by assuming responsibility for the control and accountability for its operations. The Court will be perceived by the users of the justice system to be accessible,to function expeditiously and fairly, to be accountable for its actions,and not unduly influenced by other components of government. The Court will have procedures and processes, which the public is aware of,understands,and relies upon as part of an effective judicial system. PERSONNEL SERVICES: The Court is presided over by one presiding judge and pro tern judges who serve as necessary. Staff consists of one court administrator,one court services specialist II,one and one-half court services specialists I,and one court collection specialist I.The Marshals Department has one deputy marshal assigned to the Court to function as constable,bailiff,court security,collection 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-2 ^mSjptbir officer,and warrant officer. REQUESTED POSITIONS: Lastyear,theCourtreceivedagranttofundthecourtcollectionspecialistIposition.Theprimary functionofthispositionistofocusonthecollectionofmoniesowedtotheCourt. Thisposition has enhanced the efforts of the court deputy marshal,through the creation of a Collections Unit under the direction of the presiding judge and court administrator. The Court requested that this position continue to be funded after the grant expires. This is a position that has paid for itself through increased revenue.For the third quarter of fiscal year 1999-2000 the Court's revenues have increased an average of 53%over the same quarter of fiscal year 1998-1999. The Court currently has a part-time court services specialist I position.Because of the Court's increasing workload, itisrequested thatthis position be upgraded to afull time benefited position. The demand for servicein the Court hasreached apoint where additional assistance isnecessary to maintain current standards of performance. The need for interpreting services is growing. Our bilingual staff member currently spends about fifteen hours a week interpreting for Spanish speaking court users.While having a bilingual employee is cost effective for the Town, the time used for interpreting services impacts the workload. SPACE NEEDS: The Court was granted an approximate 200 square foot addition west of the Jury/Conference room.The Court is obtaining bids for the establishment of one additional workroom and one unisexrestroom forCourt personnel that willprovide necessary security. The Court isanticipating the opportunity to remodel and increase the size of the public counter and the work area for staff in the near future. CONTRACT SERVICES: Interpreters & Pro Tem Judges: The Court provides access to all persons, regardless of their method of communication.While the Court currently has a bilingual staff member,there are times when a language other than Spanish is required and an interpreter must be obtained and paid.Pro tem judges serve at the direction of the presiding judge when a conflict or absence of the presiding judge occurs. Budget $3,500 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-3 \g^gtf IGA: The Court has a contract with the Supreme Court for the use and maintenance of four ACAP computers,withFACTSsoftware,andonenetworkprinteratacostof$500peryear,perdevice. The Court received one additional computer to allow access for all staff members.This contract includesall hardwareand softwaremaintenanceas wellas userassistance. The initialstart-up cost for the additionalcomputer is approximately $2,300 for software and installation,plus a $500 annual lease and maintenance fee. Budget $5,300 REPAIRS &MAINTENANCE: Office Equipment Repairs: The amount covers anyofficeequipment repairsneeded thatarenotcoveredbycurrentmaintenance contracts. Budget $600 Maintenance Contract for Copier: This is for the annual maintenance agreement for the copier.Copier supplies are expected to cost $600 and are included in the office supplies request. (Budget $600 SUPPLIES AND SERVICE: Advertising/Signage: This line item includes the costs to adequately post job position openings for the requested positions.There will be some signage needed for the same purpose. Budget $400 Conferences: The Court received $1,000 for conferences for staff to complete the mandatory continuing education.Conference attendance is mandatory on an annual basis for presiding judges to learn about new laws and to complete ongoing education as required. Budget $1,000 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-4 Education: Court staff is required to complete a minimum of sixteen hours of ongoing education in a balanced format to fulfill ethical,customer service,computer information and other judicial requirements. Budget $1,000 Dues &Publications: The Court uses the Cole's Directory,a reverse directory to locate address and phone numbers,at an annual cost of $300. The legislative updates and reprinting of A.R.S.volumes is anticipated to be $2,000. The cost to obtain information through Credit Data Southwest is $5.00 per month and each social security number entered to obtain locating information is $ .95. Addresses can be located for an additional cost.The aggressive collection efforts used by the Court Collection Unit require these services. Annual dues for court association membership are $100. The amount of $200 has been budgeted for miscellaneous publication costs. Budget $4,000 Office Supplies: The Court has a fax machine,two printers and one copier that require toner cartridges costing (approximately $1,200 per year to maintain.Miscellaneous supplies and small equipment purchases are anticipated tobe $2,400.TheCourtalsois requesting additional furniture,consisting of a small conference table,two desk chairs and four side chairs,to furnish the additional workspace mentioned under CCEF Expenditures. Budget $5,000 Printing: TheCourtprintsmanyformsonNCRpaperforconvenienceandspeed. Theincreasedcaseload hasimpacted thenumber of forms needed. Budget $2,000 Communication Expense: TheCourtwillreceiveone additionaltelephone lineandone telephone with voicemail.Acomputer network link will also be necessary for the one additional ACAP computer requested. The Court has one cellular phone. Budget $250 2000-2001 Budget Townof Fountain Hills -Magistrate Court Page 11-5 >^QJ^X Travel: Travelcosts are incurred for training, education, and attendance at conferences and mandatory meetings. The additionalstaffrequested willnecessitate additionaltravelfortrainingpurposes. Budget $1,000 Bank Charges: Charges are incurred for printing checks and deposit slips for the Bond Trust Account.Bank charges are also incurred for the use of MasterCard and VISA transactions.As the Court's collection efforts increase,more individuals are choosing to pay by credit card. The increased revenue also produces increased bank charges. Budget $2,500 Local JCEF Expenditures: Local JCEF funds are monies previously collected by the Court from time payment and filing fees and retained in a separate fund, to be expended only upon the written approval of the Administrative Offices of the Supreme Court. Budget $0 CCEF Expenditures: The Court will utilize monies from this fund to remodel a portion of the area in Building B recently vacated by MCO.This area will include additional workspace for staff and a non public restroom. Budget $6,000 CAPITAL EXPENDITURES: Office Equipment: The Court is looking into the potential of using video conferencing from the Maricopa County Jail for custody arraignments,pre-trial conferences and sentencings.This will eliminate the need to transport prisoners to Court,increase security and reduce travel time for the Marshal's Department. Budget $1,000 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-6 Nilmigjr'' MAGISTRATE COURT 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS Wages 140,812 179,400 183,500 222,100 FICA 3,145 3,250 4,300 4,570 Unemployment Insurance 533 350 350 490 Employee's Health Insurance 7,900 13,500 10,650 16,300 Employee's Life Insurance 220 360 300 450 Employee's Dental Insurance 1,547 2,620 1,900 2,880 Employee's Eye Insurance 301 510 400 680 Worker's Compensation Insurance 289 1,120 800 1,010 Employee's Retirement Fund 13,142 18,640 17,000 22,120 Disability Insurance 707 990 925 1,370 TOTAL CONTRACT SERVICES Accounting Fees Outside Professional Fees Interpreters/Pro-Tem Judge Intergovernmental Agreements TOTAL REPAIRS &MAINTENANCE: Office Equipment Repairs TOTAL SUPPLIES &SERVICES: Advertising/Signage Conferences Education/Training Fees &Publications Office Supplies Printing Communication Expense Travel Bank Charges Local JCEF Expenditures Local CCEF Expenditures TOTAL CAPITAL EXPENDITURES Capital Outlay -Furniture/Equipment TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES $168,596 $220,740 $220,125 $271,970 0 0 0 0 1,673 0 1,673 0 5,635 3,500 6,000 3,500 2,091 2,000 2,100 5,300 $9,399 $5,500 $9,773 $8,800 264 1,000 500 1,200 $264 $1,000 $500 $1,200 231 400 250 400 90 1,500 1,000 1,000 0 500 0 1,000 1,915 4,000 2,500 4,000 2,911 3,000 3,000 5,000 1,323 1,500 1,500 2,000 277 200 300 250 78 1,000 200 1,000 1,680 2,000 2,000 2,500 1,500 3,300 1,500 0 0 0 0 6,000 $10,005 $17,400 $12,250 $23,150 1,713 2,000 1,750 1,000 $1,713 $2,000 $1,750 $1,000 $189,977 $246,640 $244,398 $306,120 2000-2001 Budget Town of Fountain Hills -Magistrate Court Page 11-7 Charissa Verdugo Administrative Intern Peter B.Putterman Inforrmation Technology Administrator Mike Ciccarone Information Technology Support Specialist Nathan Bell Information Technology Intern ADMINISTRATION Cassie Hansen Director of Administration/Town Clerk Bev Bender Executive Assistant Susan Griggs Part-Time Receptionist X Jane Robinson Part-time Receptionist Julie Ghetti Accounting Supervisor I Judy Hertrich Administrative Assistant Joan Doran Accountant Account Clerk I Proposed Joan Mcintosh Human Resource Specialist Don Thumith Supervisor of Facilities Operations Merv Lemburg Part-time Custodian Sonia Lemburg Part-time Custodian Vacant Custodian/ Maintenance MISSION STATEMENT: The Administration DepartmentisdedicatedtoservingthecitizensofFountainHillsbyproviding accurateandcurrentinformationonCouncillegislationandadministrativeactions;supportingthe TownofFountain Hills and itsdepartments; providing for the delivery of comprehensive financial servicesto internal and external customers; protecting the integrity of Town assets; maintaining Townfacilities,and delivering thefinestmunicipalservicestoensurethe highestqualityoflifefor Fountain Hills residents. DEPARTMENT DESCRIPTION: The Administration Department is responsible for all administrative operations of the Town including: human resource functions including benefits, payroll,policies/procedures;losscontrol, insurance and claim processing;purchasing;facilities management including maintenance and planning;information technology management including computer networking and inter networking, voice and data communications,governmental cable access programming; budget preparation;banking operations including deposits,reconciliations,transfers, and investments; audits; accounts payable/bill paying;accounts receivables/billings (special assessments);special districts auditing/management;fixed asset tracking;operational support including caller and visitor assistance,mail processing,computer training,and clerical support to all departments.The Department administers the LTAF and Community Benefit funding programs;coordinates with other governmental agencies for facility use; serves as liaison with other local organizations on various community projects;processes special event requests;administers the Adopt-a-Street Program; administers the management agreements for the Community Center,Theater and Kiwanis 2000-2001 Budget Town of Fountain Hills -Administration Page 12-1 Buildings;writes proclamations;provides notaryand certification services;and processes requests for public records.Additional areas of responsibility include:record maintenance of all council business;electionoperations for all municipal elections; licensingfunctions includingbusiness, alarm and liquor licenses; council agenda and packet preparation. The Administration budget includes all activities of the Town Manager's Department and the legal services for the Town. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: In the first ten months of fiscal year 1999-2000,the Administration Department accomplished the following: •Completed and implemented a classification and compensation study utilizing an outside consultant to insure fair and competitive salary ranges for all positions. •Provided a comprehensive training program for staff including motivational training for department heads and supervisors,harassment and hostile environment,violence in the workplace, office safety,respect in the workplace, defensive driving and CPR training. •Assisted other departments with interviewing,hiring and personnel issues. •Organized monthly staff support meetings providing Town employees with a venue for accomplishment recognition,communication and informative speakers. 3 Implemented the conversion to a new payroll system. •Coordinated the office space improvements in the Community Development Department. »Replaced and upgraded the Town marquee signage on Palisades Boulevard. •Improved the sanitary conditions and appearance of the Senior Center. •Improved the storage capacity for the Engineering Department through in-house construction. •Refurbished and repaired the Town Hall flag pole utilizing Town personnel. •Coordinated the installation of the emergency stand by generator in Building B for the Emergency Operation Center and Y2K preparation. •Coordinated television survey of all Town Hall sewer lines and energy assessment survey as part of the in-depth facility assessment. • WorkedwithMCO Properties facilities management on property improvements/upgrades prior to the Town assuming facility responsibility. • NegotiatedwithMCOPropertiesandthepropertyownerontheinterim facility management and lease agreement, resulting in a reduced rental rate and additional cost recovery from MCO. •Coordinated the transition of facility management and financial responsibility for the Fountain Hills Library from Maricopa County to the Town of Fountain Hills. • Completedthe design and bidding process for the new Community Center and Library. 2000-2001 Budget Town of Fountain Hills-Administration Page12-2 c »Created aspace usage plan utilizing allthree buildings and providing alldepartments with additional space to relieve over-crowding conditions of staff, records and equipment and providing the public with improved access to Town personnel and services. »Designed and coordinated the remodel of the front entrance to Building A, providing handicap access and improving safety conditions of the building. »Upgraded deteriorated conditions and maintenance of the current library in Building C. »Upgraded the sidewalk lighting between Buildings A and C. •Updated Town Hall site plans from 1972 version to 2000 as is version, providing more accurate floor,mechanical,electrical and plumbing plans. »Implemented a secured,on-line ordering system for office supplies which allows select, trained personnel in each department to order supplies at 60%discount off list price, with free delivery,two times per week. •Processed 398 new business licenses and 1,162 renewals,up from 215 new licenses and 1,071 renewals the previous year. •Processed 31 liquor license applications compared to 22 the previous year. This included 11 liquor licenses, 8special event liquor licenses and 11 extension of premise applications. »Processed 19 special event requests and 2 special event applications for use of public right-of-way. »Assembled a citizen committee to review and recommend distribution of LTAF monies. »Assembled a citizen committee to review and recommend distribution for the distribution of Community Benefit Program funds. »Served as the Town liaison/coordinator of the Community Center Advisory Commission, the Library/Museum Action Committee,and the Community Plaza Courtyard Committee. »Provided support to the Community Center Property Committee,the Community Theater and the Kiwanis Building/Senior Center through the administration of the management agreements. •ProvidedsupportservicestotheMcDowell Mountain PreservationCommission, theShuttle Service, the Mayor's Council for Business Growth and the Traffic Standards Committee. »Supplied support services for the Adopt-A-Street program consisting of 43 residential volunteers and 61 groups/organizations.As of 5/1/00, all commercial streets have been adopted and there are four companies on a waiting list. •Assisted town marshal with annual awards banquet. •Served on the 10th Anniversary Committee and wrote the program. •Organized, designed, constructed and manned the Town's booth at the League of Cities and Towns Conference Festival. •Coordinated the visit and reception for Kasterlee's Mayor and City Officials. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-3 •Coordinated joint meetings in Fountain Hills with the Scottsdale and Gilbert City Councils. •Provided staff support,packet materials,documentation and minutes for 80 Council and Council affiliated committees. •Administered the November special bond election,coordinating and incorporating 3 jurisdictions and assisting 335 residents with early counter voting (compared to 315 early voters at the previous May special election). •Coordinated and administered the Primary and General council elections, assisting 257 early voters in March and 496 early voters in May. »Codified 4 new ordinances. »Organized 7 Mayor's Chats to promote the concept of "open government". »Assembled a committee to study the special event issue and create a special event policy, currently under review of the town attorney. »Completed conversion to the new accounting system with zero errors. •Achieved certified public accountant status (achieved by both the accounting supervisor and accountant). •Received the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association of the United States and Canada for excellence in the preparation of the Town's comprehensive annual financial reports (CAFR). »Prepared the fourth annual CAFR (Comprehensive Annual Financial Report) fortheTown. »Prepared for the annual audit that resulted in unqualified audit opinion. »Instituted property tax billing and collections for the Cottonwood Improvement District including biannual billings,monthly statements,payoff statements to title companies,lien releases for sold properties. •Established separate accounting records for the Cottonwoods Assessment District,the Cottonwoods Improvement District and the Cottonwoods Maintenance District. •Coordinatedsalestaxauditsidentifying/recoveringmorethan $21,000 insalestaxrevenues. »Provided staff support for the Risk Control Manager and Sales Tax Auditor. »Coordinated loss control activities and managed 11 claims. »Processed 6,150 invoices,2,326 accounts payable checks,4,000 requisitions and 516 purchase orders; all accounting transactions processed timely and accurately resulting in minimal payment errors. •Worked with Phoenix Transit System to provide all ongoing support services for purchasing bus tickets. »Coordinated and assembled the bi-weekly Town Information Packet report. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-4 Completed the installation of the access control system,increasing the safety of all employees and improving the security of Town Hall. Created an I/T Support Specialist position to improve customer service levels. Improved the network data protection with the installation of a new backup system. Implemented a "Help Desk"for organizing and tracking requests for Information Technology services. Upgraded network hardware to accommodate faster data transfer rates and increased demands on network infrastructure. Coordinated all efforts for the successful preparation and management of potential Year 2000 conversion issues including the creation of detailed documentation necessary toreduce the Town's liability. Increased the network storage capacity two-fold. ProvidedwebsitesupportandproductioncapabilitiesfortheFountainHills 10th Anniversary celebration. Increased departmental presence on the Town's official website. Installed the new accounting system. Completed rollout and version upgrade of the Town's permitting software. Converted the business license database from Q&A to Access prior to the expiration of Q&A's operational capabilities. Prepared the business license database for conversion and integration with the Town's permitting software. Upgraded theLaw Enforcement Records Management SystemandtheParksand Recreation Management System to MS SQL 7.0. Completedthe rollout,implementationand dataconversionof the COPSII grantfunded Law Enforcement Records Management System. Provided computer training to meet the needs of the general staff, addressed specific departmental needsandprovidedIT supportto staffandcouncil. FISCAL YEAR 2000-2001 OBJECTIVES: •Complete implementation of recommendations madetothe Town by AMRRP regarding employmentand administration requirementsof ADA. •Provide an ADA seminar for all employees. • Provide ADA training for department heads and supervisors. • Formalize and implement a new employee orientation and exit interviewprocess. • Continue to increase the public's access to public records and information through the \^y Internet,maximizing the utilization of increased staffing capabilities. 2000-2001 Budget Town of Fountain Hills - Administration Page 12-5 Expand the Code Master tracking/legislative software to include all resolutions and ordinances, improving access and facilitating search capabilities of public records. Implement a fee structure for all administrative licensing activities. Create a local liquor licensing policy. Codify and implement the special event policy. Review and update the Town Code Chapter 2 to reflect and include recent legislation. Convert the filing system to a numeric system. Formulate written policies and procedures for major administrative functions. Review and revise fee structures for public record duplication. Convert to on-line requisition/purchase orders. Formalize A/P and cash receipts/disbursement accounting policies and procedures. Develop and implement an investment policy for the Town. Prepare the annual budget for submission to GFOA. Analyze and inventory fixed assets,specifically infrastructure. Review and update interna!controls. Formulate implementation plan for new financial reporting model GASB (Government Accounting Standards Board)34 for fiscal year 2001 and 2002. »Implement the space usage plan with minimal modifications and cost, improving the working conditions of the Town staff,providing better access for the citizens and maximizing available space. Design and plan for new council chambers to be re-located in Building C when the new library is constructed.The new chambers will provide additional capacity for citizens, improved visibility and presentation capabilities,greater accessibility and provide the court with much needed additional office space. »Continue to improve the level of maintenance management of the current and future municipal facilities and fulfill the increased responsibilities with the conclusion of the master lease. »Develop a management plan for the care and maintenance of Town Center buildings for the 2001-2002 fiscal year. »Develop and implement a training program on the use of standardized information technology tools for all staff members who require them. »Encourage cross-departmental access to databases and electronic publications to facilitate data sharing among departments and external agencies in accordance with applicable law. •Provide computing resources for the development and implementation of a Geographical Information System (GIS)utilizing criteria and specifications based on established 2000-2001 Budget Town of Fountain Hills -Administration Page 12-6 standards. Explore new technologies to enable electronic storage and retrieval of documents and improved workflow management (e.g., imaging). Explore the potential for a jointly owned,high speed,broadband communications infrastructure (Fiber Optics Network)among the Town's political sub-divisions. Plan for the replacement of the Town of Fountain Hills telephone system in fiscal year 2000-2001. Implement improved telephone technologies (e.g.,fax-on-demand,Interactive Voice Response (IVR). Enhance enterprise network capacity, reliability, functionality, and management including establishing remote access capability for employees in the field, on travel, or at home. Establish video conferencing capability. Examine Internet and electronic commerce technologies (e.g.,Internet payments,smart cards and digital signatures)to meet business requirements and citizen expectations for service delivery. Enable community access to selected Town databases (e.g.,property assessments, procurements,tax receivables)in accordance with applicable law. Examine current and make recommendations for new enterprise-wide information technology policies and standards as necessary. Continually improve measurement capability regarding Information Technology Department performance at both the enterprise and department level. Set up improved mechanisms for maintenance,replacement,and upgrade of enterprise systems,(e.g.,exploration of leasing vs.purchase,outsourcing). Expand the capability to provide departments with information technology consulting assistance. Explore methods to establish the capability of identifying existing and emerging information technology opportunities for improving Town of Fountain Hills processes. Create mechanisms to enhance communication and consultation between I/T and departmentalpersonnel andtoensurethattheirinterests arerepresentedandchampioned during the budget process. PERFORMANCE STANDARDS: • Processbusiness license applications within5working days, peddlers licenseapplications within 10 working days. • Adhere to a rigorous accounts payable schedule. • Respondto allcitizen inquirieswithinthe same workingday. 2000-2001 Budget Town of FountainHills- Administration Page12-7 c Present a customer friendly and helpful attitude to all callers and visitors to Town Hall. Serve thepublic asasourceofreliable information onTownCouncil legislationandactions and insure the preservation of legal documents. Perform all duties required to conform to the Arizona Open Meeting Law. Conduct elections in accordance with current state law and facilitate the public's ability to vote. Prepare Council meeting minutes within 10 working days and process resolutions and ordinances on a timely basis. Update the Town Code on a regular basis. Provide monthly budget reports prior to the end of the month. Update Town policies and procedures to stay current with local, state and federal law. Meet all federal and state requirements regarding hiring,employment practices,and record keeping. Perform daily deposits,enhance the financial position of the Town and protect the integrity of its assets. PERSONNEL SERVICES: Asshown intheorganizational chart, there arefifteen employees inthe Administration Department. This includes nine full-time employees,four part-time employees and two interns. Although the salariesofthe manager and hisexecutive assistant are included inthe Administration budget,their job activities and responsibilities are not. These positions, therefore, do not appear in the organizationalchart. For fiscal year 2000-2001, the addition of one full-time position, one part- timeposition, and the "formalization"of one intern were granted. Custodian/Maintenance: For two years, Town Hall has greatly benefited from the transition to in-house personnel for cleaningand maintenance services.Thefirstyear,two part-time positionscaredfor22,000square feetofspace. Lastyear,theCouncilapprovedtheadditionofafulltimefacilitysupervisorposition tonotonlysupplementand supervise the cleaning/maintenance efforts,buttocoordinatethe various maintenance needs of Town facilities as well. On February 1,2000,the Master Lease expired and the Town assumed rental, utility and maintenance costs for the Town Hall offices and library, adding 7,000squarefeetof areato becleaned. Atthe sametime,theTown's facility supervisor assumed all property management responsibilities formerly provided by MCO Properties. In additiontosupplementingthecleaningefforts,hehas:playedanintegralroleintheassessmentof the facilities to assist in the lease negotiations;provided a comprehensive equipment analysis for the Community Center Complex facilities; planned and started preparing Building A for Town 2000-2001 Budget Town of Fountain Hills- Administration Page 12-8 ^fcjjfa/^ Hall use atno additional cost to the Town;submitted extensive budgetary information for allTown facilities;anddesigned(withtheassistanceoftheCADDepartment)andcoordinatedthe construction ofan ADA compliant entryway for Building A. WhentheTown's administrativefunctions including the Mayor and Council move into Building A, Parks and Recreation expands to accommodate its growing needs, and the Court and Marshal Department utilize the remaining space in Building B, approximately 13,000 additional square feet of space will require cleaning and maintenance. The facilities supervisor and two part-time custodianshavemaximized theiravailablehourscleaning andcaringforthecurrent 29,000square feetofspace. Whenthe13,000squarefeetbecomesoperational,additional staffing willberequired to maintain the level of service currently provided. It is also anticipated that the Town's custodial staff will assume carpet-care responsibilities at the Kiwanis Building,requiring additional maintenance hours. Staffreceivedapprovaltofillthefull-timecustodian/maintenanceposition. Thisexistingposition had been vacant for one year due to the promotion of the former custodian/maintenance individual to facilitiesoperations supervisor. Filling this position in fiscal year 2000-2001 will providethe needed custodial manpower to clean the 42,000 square foot Town Hall complex and assist with routinemaintenancetasks. With the loss of MCO's property supervisor,the facilities supervisor becamethesoleindividual familiar withthenecessary operating systems ofthebuildings(HVAC, electrical,plumbing,service providers,etc.).Failures or problems in any one of these areas can anddooccurduetotheageandconditionofthebuildings. Thenew custodian/maintenance position will provide backup support in this area,allowing the facilities supervisor to take vacation or sick time without causing an interruption in the facilities maintenance/repair operations. The position will also provide the custodial support necessary to allow the facilities supervisor time to perform the additional tasks that will be required of him in the coming fiscal year such ascoordinating the Theaterremodel,planningfortheCommunityCenterComplex maintenanceprogram,coordinating the UPS installation and major electrical modifications in Building B, implementing the building modifications planned to accommodate the departmental redistribution of space, etc. The facilities operations division is currently providing excellent service to both the staff and the citizens. The addition of one custodian/maintenance position will allow this quality of service to continue as the demands on the division grow.Since the facilities supervisor was originally hired as a custodian/ maintenance person, the job description already exists. The description and salary range appear in Appendix B. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-9 Account Clerk I: The finance division of the Administration Department has a stewardship responsibility to the public making it one of the most important functions of the Town government.Not only is it responsible for protecting and safeguarding the Town's assets, it must be able to account for and report on the Town's financial condition in an accurate and efficient manner. The accounting supervisor and the accountant currently perform all financial functions of the Town. Thecommunity's growthoverthelasttenyearshassignificantlyincreasedthedemandformunicipal services, funding, projects, programs and support. The increased activity in every municipal departmentdirectly impacts the finance department, requiring additional accounting andauditing measures to be taken. All infrastructure projects, grants, districts, parks, programs, construction projects, etc. produce copious amounts of paperwork and labor-intensive tracking/recording requirements. The accountant currently processes all invoices,accounts/payable checks,first of the month and manual reimbursement checks, requisition reconciliations, purchase orders and cash receipts. In the first ten months of the current fiscal year,6,150 invoices,2,326 A/P checks,and 4,000 requisitionsalonehavebeenprocessed. Duetothevolumeoftransactionsprocessed,thesefunctions \^/have become a full-time job,preventing the accountant from assisting the accounting supervisor with the vast number of other financial responsibilities. Inadditiontoaccounting, auditing, taxing, budgeting and reporting responsibilities, the accounting supervisor acts as the Town's loss control coordinator,processing all claims filed against the Town. This can be a very time-consuming but very important function requiring in-house follow- up on claims and analysis of loss control measures that can be implemented to protect the Town's assets. As the organization grows and staff increases, additional exposure is inevitable requiring thatmoretimebespenton losscontrol activities.Overthenext two years theaccounting supervisor will be mandated to plan and implement the new Financial Reporting Model (GASB34 or Governmental Accounting Standards Board), a major change to the way governments currently operate. The Town's growth and increase in capital projects and expenditures will require the accounting supervisor to commit more time to budget, cash flow, general ledger and investing analysis. All of these factors require that the accountant assume a number of the responsibilities currently performed by the accounting supervisor. A part-time account clerk position for fiscal year 2000-2001 was approved to insure the continued level of accurate,efficient and professional service currently provided by the financial division of 2000-2001 Budget Town of Fountain Hills -Administration Page 12-10 the Town. This position will be responsible for A/P functions including data entry, check C,disbursements,vendor files,invoice verification,manual reimbursement checks,monthly payments, vendor andcustomer inquiries, payment history,purchase orders, etc. This will free 80 percentof the accountant's time to assume some ofthe taskscurrently performed bythe accounting supervisor. Appendix B provides very detailed lists of the current functions assigned to the accounting supervisorandtheaccountantas wellas the redistributionof tasksifthe accountclerkpositionis approved.Ajob descriptionandsalaryrange appearin Appendix B. Administration Intern: The Town currently employs two part-time receptionists to provide front office support for all departments. This "job sharing" arrangement has worked exceptionally well offering flexibility, diversity and greaterjob satisfaction for aposition that is prone to high turnover andburnout. The flexibility that promotes job satisfaction for the position has required the use of outside services to cover the front office for staff support meetings,department meetings,extended vacations,etc. In thepast,funds have been included inthe budget for temporary services to augment thefrontoffice coverage. Last summer, the Administration Department participated in the summer intern program coordinated by the Engineering Department and funded by the county. The intern assigned to Administration became an invaluable asset relieving the receptionists,processing the mail,copying,filing business licenses, updating the business license data base,assisting with the license renewals, typing PO's and checking off gas receipts for the finance division,and providing general clerical support inthe Department. When the summer program concluded in October, the decision was made to usethe funds budgeted for outside services and offer the available hours to the intern. The arrangement worked out very well for the Town and the student and the need for temporary services has been significantly reduced. Infiscalyear 2000-2001,thisinternshipwas approved and then "formalized"to makeitanongoing positionavailabletolocalstudents. Continuedgrowthdirectlyaffectstheneedforclericalsupport bycreatingincreasedcustomer andstaffrequestsforassistance. The administrationinternhelpsto respond to these requests with minimal employment costs to the Town. It also reinforcespublic interest and respect for the town's youth through their ongoing presence in theTown government. The intern providescontinuity andconsistency to theDepartment that isnot possible withoutside temporaryservices. AsshownbytheproventrackrecordoftheI/Tinternprogram,providingthis opportunitytolocalstudentsenhancestheir"realworld"experienceinarelatedworkenvironment while enhancing the Town Hall workforce. A job description and salary range for this position 2000-2001 Budget Town of Fountain Hills -Administration Page 12-11 c Ni^^/ ^%^^^ appear in Appendix B. CONTRACT SERVICES: Cost Splits: The following line items are split,charging both the Administration and the Street Department budgets percentages as follows: Accounting Fees (75%Administration,25%Street Fund) Town Attorney Fees (95%Administration,5%Street Fund) Liability Insurance (65%Administration,35%Street Fund) Accounting Fees: A total of $15,000 has been budgeted for accounting fees to perform the annual audit, assist with theCAFR(ComprehensiveAnnualFinancialReport),andprepareforthetwo-yearimplementation of the new Financial Reporting Model. The Council will be receiving a great deal of information onthissignificantchangetothefinancialreportingofmunicipalgovernments. Total implementation mustbecompleteby2003andthefinancestaffdesirestobeginthetransitionprocessinfiscalyear 2000-2001. This will require additional funding for accounting fees in the budget. As shown in the cost splits above, 75% of this amount, or $11,300 (rounded from $11,250),appears in the Administration budget. Budget $11,300 Professional/Outside Services: The Administration Department performs all of the Town's centralized functions including all financial activities,facilities maintenance,human resource services and information systems management.Outside services are utilized to maximize the performance of these functions. The Town utilizes an outside payroll service. An amount of $6,200 has been budgeted for this service that includes annual processing costs and year-end charges.During the next fiscal year, staff will be exploring the possibility of providing this function in-house. Many Town employees currently usethe direct deposit feature that does not appear to be available with in-house processing. This is a significant benefit to the employees that would have to be considered in conjunction with any possible savings of in-house payroll. The Town has used the services of an outside sales tax auditor since 1996 to assist in the recovery of unpaid sales taxes. In fiscal year 1998-1999, after two years of positive results, the Council 2000-2001 Budget Town of Fountain Hills -Administration Page 12-12 approvedathree-yearsalestaxauditorcontractfor$18,000 per year.From6/14/96through4/30/ 00, sales tax revenues totaling $264,624 have been assessed while $212,163 of that amount has actually been recovered.Anamountof$157,000hasalsobeen identified as additional assessments. In addition to the annual contract, $1,800 has been included for auditing services during large specialevents to insure proper sales tax collection practices. Oneoftheadministrative goals for2000-2001 istoincorporate allhistoricresolutions andordinances into the Code Master legislative tracking system currently used for council minutes. In addition to providing the electronic search capabilities, this will allow remote access to these much used records by staff members from other departments and buildings. Atotal of 3,300 pages need to be scanned into the Code Master program at an outside service cost of $5 to $6 per page or $16,500 to $20,000. Staff has researched the possibility of performing the conversion process in-house andestimatesa reproduction cost of $1,500. Otherservicesincludedin this lineitem are $3,400 for substanceabusetesting,pre-employment testing, CDL physicals, and hepatitis and tetanus shots. These funds insure compliance with FederalmandatesandHRpolicies. $5,000hasbeenincludedfor miscellaneous consultingfeesto assist with special projects such as a space use analysis for Town Hall, personnel issues, etc. Budget $35,900 IGA's (School District): The Town of Fountain Hills has historically been supportive of the Fountain Hills Unified School District and has endeavored to financially assist the District in legally allowable ways.While state law prohibits cash contributions,it does allow the Town to compensate the District for particular projects,programs and services. Last year the Council approved $30,200 to assist the Fountain Hills School District through cooperative programs,security personnel at the Jr/Sr High School, and maintenance assistance of joint use facilities. After re-evaluating some of the previously funded programs, the District is proposing to modify their budget request by re-directing some of the funds to programs identified as higher priority.In past budgets, an amount of $14,000 was included for extended-hour library staffing. The District reports that the library usage during those additional hours has been minimal and does not justify the cost.They were granted an increase of $14,000 to $16,000 for additional monitoring and surveillance personnel on the high school campus and its perimeter. The remainder of the budget remains the same and includes: $10,700 forcustodial staff at the Middle School/High School; $2,500 for security services athome athleticgames;and$3,000forthecleaningandresurfacingofthelargeandsmallgymsandcafeteria floors.Included in the School District's budget is a continued commitment to contribute $8,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-13 from theirFederal Prevention Entitlement to support asubstance abuse prevention program. They concur withTown staffthat the substance abuse program should be analyzed and modified priorto the 2000-2001 school year and have agreed to participate in the bidding process for a new service provider. A copy of the District's request appears in Appendix C. Budget $32,200 Legal Fees: Four separate legal services are included in this line item. These include the regular, ongoing services of the town attorney,the town prosecutor and the intermittent,as needed services of employment and bond attorneys. Becauseofthesignificantincreaseinlabor-intensivelegalissuesfacingtheTownandthegrowing needsofalldepartmentsfor legalassistance,thetown attorneyisproposing achange inthewayhe provides legal services to the Town.This includes the relocation of his offices to Town Hall BuildingA,greatlyincreasinghisaccessibilitytotheTownCouncilandstaff. Thetownattorney's proposal for an expanded scope of services appears in Appendix D in the amount of $131,040 (comparedto$106,080lastyear). Ofthisamount,95%($124,488)ischargedtothe Administration budgetwhiletheremaining 5% ($6,552)ischarged to the Street Fund. The town prosecutor has received an increased amount of $100,000 (compared to $96,000 last year)tocompensate for the increased activityinthecourt. This request andjustification appearin Appendix E. As in last year's budget, $5,000 has been included for the public defender fees that the Court must provide,$5,000for the servicesof CharlesWhetstine,AttorneyatLaw,whoensurestheongoing compliance ofthe employee retirement plan withIRS regulations, and $5,000 for the bond counsel services of Gust Rosenfeld for district matters such as the Cottonwoods and Eagle Mountain improvement districts, the community facilities districts and any bond elections. $1,000 has been included for the Town's membership in the international association known as IMLA and for the attorney's attendance at the annual conference of the Arizona League of Cities and Towns. A $15,000contingency has been included for any additional specialized legal assistance thatmaybe needed during the year and for special law enforcement programs that have been successful in the past such as truck safety stops and effective report writing. Budget $255,500 2000-2001 Budget Town of Fountain Hills -Administration Page 12-14 \^^/ Land Use Legal Fees: Due to the ongoing litigation and negotiation over the Town's undeveloped land in the McDowell Mountains,a new line item has been added to this year's budget.These funds have been included asacontingencyandwillbe usedonanasneeded basisfor legalfeesrelatedtoMcDowell Mountain issues. An amount of $125,000 has been included for special counsel in zoning and land use issues.Further information on the use of these funds is included in a confidential memo from the town attorney and will be inserted in the rear pocket of the Council's budgets. Budget $125,000 Jail/Prisoner Fees: Maricopa County and the City of Scottsdale charge the Town on a per diem basis to hold prisoners sentenced in the Fountain Hills Magistrate Court.The Court's continued heavy caseload creates a consistent number of jail sentences on a monthly basis. Fees continue to average approximately $2,400permonth. Anamountof$30,000was approved tocover thecost ofholding prisoners. Budget $30,000 Community Benefit Programs: In 1998, in an effort to provide funding opportunities for non-profit organizations with projects that benefit the community,the Town Council established the Community Benefit Program. Each year at budget time, the town manager determines an appropriate funding amount for the program based on the condition of the overall budget.If the Council concurs with the amount, funding for the program is approved with the budget.Applications are accepted during the month of September and a citizen committee is assembled to review the applications and make a recommendation to the Council for award.The recommendation is presented to the Council at a meeting in October and distribution made per their direction.Last year seven organizations submitted applications totaling $81,500 compared to the first year of the program when seven organizations requestedatotalof$152,555. Thisyear,duetotheexpenditurelimitationconstraints, themanagerrecommendeda reduced amountof $40,000to fund the program. Fundingwas still included through the Special Programs section of the budget, benefiting anumber of broad-based community programs and activities.LTAFmonies will stillbe available in the spring of 2001.Itis anticipated that additional funds will be available for the Community Benefit Program in fiscal year 2001-2002.The Council approved the amount and the application process will begin in September. Budget $40,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-15 Special Programs: This section of the budget is devoted to funding proposals from organizations whose programs, services andfunctions benefit a broad and diverse base of thecommunity. Designated asSpecial Programs,these sponsoringorganizations submit their requests for Council consideration in the annual budget.Collectively,Special Programs benefit the business community;the low income, elderly and disabled residents in need of transportation;the McDowell Mountain preservation efforts; seniors and youth programs;and community holiday events. The program also funds County support for the Town's emergency service plan. Special Programs -Chamber of Commerce: TheFountainHillsChamber ofCommerce received funds for its two-partrequestconsistingofan advertising element and a community program element. The advertising element consists of a diverse media plan that they feel will benefit Fountain Hills and its economic base. The plan includessupportmaterialfor business mail requests ($1,175),a halfpage ad in theArizonaDrive Guide($2,800),andanegotiatedprintpackage($12,427)totaling$16,402,a significantdecrease inlastyear'srequestof $25,000.Thenegotiatedprintpackageof$12,427 includesathirdpagead inthe Official Visitor'sGuide ($6,494),athirdpageadinthe Valley GuideQuarterly ($5,933),and "no charge"listings in the Phoenix Area Map,Arizona Living and the front cover of an additional 8,000 maps. The community program element includes funding for two community events: $3,878 for the Thanksgiving Day Parade ($2,575 last year), and $4,622 for the Holiday Stroll and Luminaria ($2,155 last year). No funds were requested for the Luminaria in last year's budget, hence the increase in this line item. The Chamber's 1999-2000 original request was reduced to $24,000, commensurate with this year's approved budget of $24,902.Appendix F includes a detailed description of this program as submitted by the executive director. Budget $24,900 Special Programs -Civil Defense: The Town has an Intergovernmental Agreement with Maricopa County for emergency services and annually budgets for this ongoing Civil Defense support.Costs include assistance with the annual update of the emergency service plan for Fountain Hills. Budget $1,500 2000-2001 Budget Town of Fountain Hills -Administration Page 12-16 Special Programs -American Red Cross STS: Maricopa County, through the comprehensive Red Cross STS (Special Transportation Services) Program, provides transportation services for low income, elderly and disabled citizens inFountain Hills and is requesting the Town's continued support of this service. The budget, identical to last year's,includes:$15,956inoperatingfundsforspecialized transportation;$4,560in localcapital match funds that provides two vehicles for medical and social service appointments,senior center trips and other personal trips for the elderly, low-income and disabled; and support for the Home Delivered Meals program. Acopy of the request and additional information on the program can be foundin Appendix G. Budget $20,600 Special Programs -Public Transit: As part of the comprehensive Special Transportation Services (STS)Program,a third van is used to provide a shuttle service in Fountain Hills with connections to the ValleyMetro bus stop at MayoClinic. AcommitteeconsistingofTownstaff,localRedCrossrepresentatives,andCounty staff meets periodically to evaluate usage, routes, suggestions and promotional issues. Route changes are considered and implemented to facilitate ridership.Funding was included tocontinue theserviceintheamountof $31,352.Appendix G containsacopyoftherequestand additional information. Budget $31,400 Special Programs -Mayor's Council for Business Growth: The Mayor suggested that funding for this program be reduced from $30,000 to $25,000 in fiscal year2000-2001. In thepast,funding hasbeen usedfor anongoing advertisingcampaign designed bymembers ofthe Mayor's Council. The Mayor has proposed that this advertising be re-evaluated infiscalyear 2000-2001 withapossibleincreaseinfiscalyear 2001-2002 whenthenewCommunity Center isopen and operational.The funds could then be used to attract convention and new tourism business and promote existing merchants through new and creative marketing plans. The Council will receive presentationsthroughoutthecomingfiscalyearregardingproposedadvertisingstrategies andplans. Cost allocations will be approved atthe time ofpresentation, funded from this budgetary amount. Budget $25,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-17 Special Programs -McDowell Preservation: \^,The McDowell Mountain Preservation Commission prepared a 2000-2001 budget proposal for Council consideration.Thebudgetof $31,500 ($11,500 lastyear)includes:$4,000toprepareone videopresentationto helpcitizens become morefamiliar withtheUpper SonoranDesert;$4,500to continuethe"OctoberisMcDowellMountainMonth"program;$500toadvertisepublicnoticesof Commissionvacancies;$2,000forprintingaquarterlynewsletter,brochuresandhandouts;$20,000 to study and design a trailhead/mini-park concept in the northwest section of town; and $500 for Commissioners and staffto attend educational workshops and meetings outside oftown. Acopy of the Commission's proposed budget can befound in Appendix H.Due totheexpenditure limitation constraintsandtheongoing mountainnegotiations,themanager suggestedthatthe$20,000trailhead study/design be postponed until the following fiscal year. Budget $11,500 Special Programs -Substance Abuse Prevention/Rehabilitation: During the fiscal year 1998-1999 budget process,the Council established a special program for substance abuse prevention/rehabilitation counseling and funded it for $50,000.A committee including representatives from the Marshal's Department,the Cattleguard Alliance and the Fountain Hills High School advertised, reviewed,interviewed and recommended a counseling service to provide intervention services to Fountain Hills youth ages 13to 18.The program has been in place for two years providing group and individual programs but the service provider is discontinuing operation in the valley. Law enforcement personnel,Town staff,School District officials,the Cattleguard Alliance,and various community supporters agreed that substance abuse programming is an important service in the community and strongly recommended that it be continued.For fiscal year 2000-2001, staff proposed that a committee of the aforementioned groups reconvene to assess the program, analyze feedback that has been received from participants in the current program,recommend possible changes/improvements in the way the program is delivered and funds disbursed,and prepare a request for proposal (RFP) for a new provider. School District staff and local law enforcement concur with this approach and are committed to cooperatively providing programming specifically designed to meet the needs of the community.Emphasis will be put on a multifunctional program including,but not limited to,diagnostics,assessments,support groups,financial assistance,and direct intervention/education opportunities. To insure the continuation of a substance abuse program in the community,staff proposed that $66,000 again be included in the budget for program funding. As stated in their funding request, 2000-2001 Budget Town of Fountain Hills -Administration Page 12-18 the School District continues to pledge their $8,000 in Federal Prevention Entitlement funds to support substance abuse programming. The combined funding of $74,000 would be a "not to exceed"amount and could be less depending on the RFP process and the response. Prior to implementation in the fall, the new provider can make a presentation to the Council outlining the goals,objectives and services of the program. Budget $66,000 Special Programs -Senior Center Services: The Senior Center,located in the Kiwanis Building,has been fully operational and supported by the Town for two years. A full-time director was added last year,enhancing the facility, the programs and the over-all benefit to the seniors of Fountain Hills.During the period of September 1999 to February 2000, the Center's database more than doubled,surpassing 600 participants and organizations.Five days a week the Center provides local seniors with a wide variety of activities,lectures,classes and field trips. Increased activities have impacted the costs to provide the services and are reflected in this year's budgetrequestof $31,625. The increase of approximately $10,000 isprimarily attributed to additional funds for staffing,activity transportation,van operation and maintenance,increased telecommunication expense,and the additional building maintenance due to heavy usage. Operating expenses totaling $44,625 include: $3,500 for gas, maintenance and insurance; $500 for the intergenerational program; $2,400 for independent contractors and instructor's fees; $500 for equipment maintenance; $500 for advertising and newsletters; $1,200 for telephone, fax andinternet service; $3,625 for building maintenance; $600 for office supplies andpostage; $1,600 for travel,conferences and training; and $30,200 for the director's salary (including a summer replacement).Senior Services applied for Sunridge grant funds and expects to receive $13,000 to apply towards the director's salary,reducing the operating cost to $31,625. A letter of request from the Senior Services of Fountain Hills, a calendar and listing of programs/services offered at the Center,and financial statements appear in Appendix I. Budget $31,600 Special Programs -Boys and Girls Club: The Boys and Girls Club of Scottsdale has been continuously providing services to Fountain Hills youth since 1996.Although some services are fee based, the majority of program funding has been supplied through the fund raising efforts of the Scottsdale Board of Directors.The Boys and Girls Club has a proven track record in the community,with a membership of over \^/500 local participants.The organization emphasizes developmental programs that enable youth 2000-2001 Budget Town of Fountain Hills -Administration Page 12-19 to enhance their self-esteem and develop their full potential.They feel their programming and membership concept is unique and augments,rather than duplicates recreational programming provided by the Town. This is the first year that the Scottsdale Board of Directors has requested that the Town assist in the annual funding efforts of the local branch. They have established a Fountain Hills Advisory Committee to assist in local fund raising efforts and feel that the local branch is at the point in its growth where local community support is essential for the continued development and success of the Club. Appendix J includes the funding request submitted by the Boys and Girls Club of Scottsdale as well as detailed financial,budgetary and programming information.There is also a matrix that depicts the Club's unique niche in youth programming and how their activities broaden the base of opportunities offered. The Board states that the Fountain Hills Branch can operate on an annualbudgetof$70,000andanamountof$35,000isrequestedtoprovidelocalsupportofthe programming goals. Budget $35,000 (^TOWN HALL 2000 -THE YEAR OF TRANSITION: For ten yearstheTownof Fountain Hills has sub-leasedoffice space from MCO Propertieswho helda master leasewiththe property owner,Dr.Lukenda. The master leasewas atriplenetlease andMCO paid for all costs associatedwith the buildingsincludingwater,sewer,trash disposal, electrical, property taxes, grounds maintenance and building maintenance/repair. Per the sub lease, the Town paid rent to MCO,reimbursed them for a portion of the electrical cost based on square footage, and paid for minor repairs (anything less than $300) within the Town's office space. The master lease expired on February 1,2000, and to insure uninterrupted library services to the community,theTownassumed all building related expenses for the 7,000 square foot libraryfrom Maricopa County. Since their new building was not ready for occupancy, MCO requested a month-to-month extension from the property owner during which time they continued paying all operational costs for the buildings. MCO began moving their offices on April 1at which time the Townassumedrentalresponsibilityforallthreebuildings,atotalof42,000 squarefeet.Negotiations regarding the transition period resulted in MCO paying the Town one month's rent for April and all operational costs thru May 1. The Town is currently paying the property owner a negotiated ^_^interim rate of $6.00 per square foot for 42,000 square feet,less than the previous lease amount of 2000-2001 Budget Town of Fountain Hills -Administration Page 12-20 $7.52 per square foot for 29,000 square feet. Based on current comparable rates for commercial {^s space,this rate is expected to significantly increase when the lease is finalized in conjunction with the beginning of the new fiscal year on July 1, 2000. This budget will reflect the major changes resulting from the expiration of the master lease and the Town's assumption of operational responsibilities for the Town Hall facility. REPAIRS &MAINTENANCE: Vehicle Maintenance: The Town Manager's car is approximately three years old and the Town's mechanic advises that $2,000 be budgeted for routine repairs and maintenance. An additional $500 is included for non- warranty repairs for the Administration pick-up truck if approved in this year's budget. Budget $2,500 Building Repairs &Maintenance: This line item is comprised of all expenditures required for the repair and maintenance of Town Hall,Buildings A, B and C, and the Theater building.Expenditures included in this line item are directly related to the Town's assumption of the operational responsibilities for the Town Hall facility and library. Budgeted amounts are based on previous experience for actual operational and maintenance expenditures. Included in this lineitem are: $15,600 for monthly preventive maintenanceon the HVAC system; $18,000 for outside services including door maintenance and retrofitting, exterminating, electrical and plumbing repairs, quarterly roof and drain cleaning, trash pick up, recycling and temporary custodial help;$12,000 for custodial supplies,paperand sanitation supplies, building maintenance supplies, fire extinguishers and maintenance. Grounds and landscape maintenance willbe included inthe contract administered by the Public WorksDepartment. Budget $45,600 ThisbudgetincludesfundsformajorrepairsandmaintenanceoftheTown-ownedTheaterbuilding. Since fiscal year 1995-1996, an amount of $7,500 has annually been budgeted for repairs and maintenance of the building.To date,repairs have been minimal and the Community Theater group has paid for a number of improvements to the building. Last year an amount of $60,000 was approved for some major repair work and enhancements to the Theater entrance.Although the Theater's architect revised the original plans, the bidding process again revealed that the estimate to replace the overhang above the main entrance which is separating from the building,widen and \^y replace the door, enlarge and cover the entry way porch, and remove and replace the ramp in 2000-2001 Budget Town of Fountain Hills -Administration Page 12-21 Ni»BWr compliance with ADA requirements was still too low to complete the project. The relative small sizeoftheprojectisimpacting the bidding process, producing veryfew contractors that areinterested in the project. Staff proposes to carryover the $60,000 for this project, increase the funding to $68,000,andassigntheprojecttothefacilitiesoperationssupervisortoinsurethattheimprovements andupgradesarecompletedinthe2000-2001fiscalyear. This portionoftherepairsandmaintenance budgetpertainingto the Theater buildingincludes$68,000 for majorrepairsand ADA upgrades and $7,500 for routine maintenance. Budget $75,500 Office Equipment Repairs: This line item includes routine maintenance to the existing copiers in Building C and fax machines utilized in Town Hall as well as the new equipment needed in Building A.These include:$20,000 for the monthly charges and maintenance of two Xerox copiers; $1,200 for monthly maintenance offourfaxmachines;and$5,000forcopierdrumsandmiscellaneousrepairs. Budget $26,200 SUPPLIES AND SERVICES: Advertising: One of the Department's performance standards is to serve the public as a source of reliable information onTown Council legislation and actions.Publishing ordinances and public notices in the local paper meets this standard and complies with statutory requirements as well. Budget $15,000 Conferences: Each year, funds are budgeted for staff to attend conferences for the purpose of enhancing their abilities to fill their respective roles within the Town government.This budget includes: $5,000 for the annual Arizona Cities and Towns League conference that is attended by the Council and administrative staff; $1,000 for the annual Council retreat; and $2,600 for the Town Manager to attend the annual International City Management Association (ICMA)and the Arizona City Management Association (ACMA) conferences. The remaining $5,400 includes the annual International Institute of Municipal Clerks conference;the Arizona Municipal Clerk's Association conference;AMMRP loss control conferences;finance conferences for the Government Finance Officers Association,the Association of Government Accountants and Arizona Finance Officers Association;and other workshops that occur during the year such as the land use conference in San Francisco attended by the manager,attorney and community development director last year. Budget $14,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-22 Education/Training: OneofthegoalsstatedintheAdministrationDepartment's missionstatementistodeliverthefinest municipal services to ensure the quality of life for Fountain Hills residents. Providing the Town staff with continued education and training is one way to achieve this goal. The budget includes $2,000 fortuition reimbursement for employees who successfully complete approved, career related classesatalocal university.Alsoincluded are:$3,000for speakersandeducationalpresentations atthemonthlystaffsupportmeetings;$1,500for supervisory training;$1,800for specialized Human Resource related training; $2,000 for facilities, software, clerical and personal skills training; $1,500 for required continuing education for the certified public accountants; and $1,000 for miscellaneous workshops offered throughout the year. Budget $12,800 Dues &Publications: Most of the items included under dues and publications are annual renewals of professional/ municipal memberships,publications/periodicals and updated reference/resource materials. The largestdollar items include the following Town memberships: $4,961 for the Arizona League of Cities and Towns; $4,425 for MAG (Maricopa Association of Governments); $1,000 for ICMA (InternationalCity Manager's Association); and $2,500 for Human Resource reference materials and periodicals.The remaining $5,300 includes the Chamber of Commerce membership,two memberships to the IIMC and the Arizona Municipal Clerk's Association,the cost to update the law library, state procurement and miscellaneous publications such as BASIC,FLSA Handbook, and Thomas Register. The increase in this line item ($16,200 last year) is MAG's dues and assessments that were only budgeted at $1,500 last year. Budget $18,200 Travel: This line item includes travel expenditures associated with conferences and workshops as well as mileage reimbursement for the use of personal vehicles. It also includes expenditures to host visitingdignitariesandassociates. This lineitemhasbeenreduced from the$4,000budgetedlast year due to the possible purchase of a department vehicle. Use of personal vehicles would be significantly reduced,decreasing mileage reimbursement costs. If the vehicle is not purchased, this line item will again be $4,000. Budget $2,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-23 Gas &Oil: \^This lineitem includesfunds to purchasegas and oil for the town manager's car as wellas the proposedAdministrationpick-up truck. Budget $3,000 Office Supplies: This section includes a vast array of items ranging from office furniture and copy paper to the employee recognition/anniversary program. In previous years, purchases such as filing cabinets, desks,chairs, and some software programs valued at $500 or more were considered capitaloutlay and were tracked through asset inventory.Accounting standards dictated the decision to increase the capitalization threshold to $1,000. This change contributed to the diversity and size of the office supply line item. Some of the larger dollar items included in this budget are: $3,000 for copy paper; $3,000 for employeerecognition/anniversary program;$10,000for fax/copier/printer/postage supplies;$8,000 forofficesupplies;$2,000for"Costco"papersupplies;$2,000foravolunteer recognition program; and $5,000 for office furniture that accounts for the increase in this line item. While all existing departmental furniture willbe used inBuilding A, additional items will beneeded for thereception area, 2 conference rooms, and the accounting storage area. The remaining $10,500 includes the following items:Council recognition program,annual holiday party,monthly water service,laser printerdrums, coffee and paper goods, interior signage and miscellaneous expenditures forcouncil/ staff congratulatory/support purposes. Budget $43,500 Postage: The postage line item includes $13,500 for the meter refill; $4,800 for the meter rental fee; and $2,000 for miscellaneous postage. The Town currently expends an average of $1,062 per month on postage for all departments. Budget $20,300 Printing: Printingexpendituresinclude$4,700forforms,requisitions,businesslicenses,letterhead,business cards, etc.; $2,300 for the budget and CAFR; and $1,000 for miscellaneous projects. Budget $8,000 2000-2001 Budget Town of Fountain Hills -Administration Page 12-24 ( Bank Charges: This line item is for bank charges associated with insufficient fund checks and annual credit card fees.Individuals are charged a fee for checks returned to the Town for insufficient funds. Budget $800 Rent Expense: As noted in the previous section titled "Town Hall 2000 - The Year of Transition",the Town has been paying rent for all three buildings since April 1atthe rate of $6.00 per square foot. This was a negotiated amount for the interim,three-month period prior to the new fiscal year only. Based oncommercialrental spacecomparatives,the property owner is requesting$8.50 persquarefoot startingJuly 1,2000.This budgetincludes$357,000forannualrentalfeesfor42,000squarefeet. TheTownwillbereimbursed approximately $16,200inrentalfeesfromMaricopaCountySheriff's Department and Department of Public Safety for the space they occupy in Building B and approximately $6,592 for the legal services area. Budget $334,300 Electricity: This line item, based on actual usage for fiscal year 1999-2000, is for electricity in Buildings A, B and C. Although last year's usage was $128,666,an amount of $130,000 has been included for temperature variations. Budget $130,000 Water/Sewer: This budget includes a line item for water and sewer based on MCO's payment history for these utilities.An amount of $13,500 has been included for water and $3,400 for sewer.A ten- percent increase was factored into the sewer fees to allow for the expected raise in Sanitary District fees after July 1. Budget $16,900 Communication Expense: Communication expenditures include the monthly line charges for the Town, the Community Center, the Street Department and Golden Eagle Park. Also included are long distance service charges,pager fees, monthly portable radio charges and the frame relay charge for the Internet connection.These items appear in the Information Technology budget. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-25 Liability Insurance: Theliabilityinsurancepremiumforfiscalyear 2000-2001 willbe approximately $237,500.This is an increase of $27,500 or 13 percent over last year. The increase is primarily due to the increase in ratable expenditures including salaries and benefits (employee population), repairs & mainte nancecosts, supplies & services costs, and vehicles and equipment. An additional factor impact ingthe premium is theTown's desire to increase theexcesslimitof coverage from $8 million to $15 million. The insurance premium is allocated to the General Fund (65%) and the HURF Fund (35%). In cluded in this budget is an amount of $152,500 to fund the General Fund portion of the premium and $2,000 for miscellaneous endorsements such as new vehicles and equipment. Budget $154,500 CAPITAL EXPENDITURES: Capital Outlay -Vehicles: After ten years of using personal vehicles for Town use,Administration was granted the purchase of a pick up truck for departmental use.Although Engineering and Building Safety willingly share their vehicles,current workload usually has other departmental vehicles in service and C unavailable for Administration use. Staff will receive a half-ton pick up with a lift gate to serve as a multi-task vehicle for the entire Department.Identified uses include: •Picking up bulk voting materials from County offices in Phoenix following elections.These materials have grown in quantity,filling numerous boxes that no longer fit in a car. •Making daily trips to the bank and post office. The proposed pick up and lift gate would significantly help in transporting the large amounts of mail and packages that are retrieved daily from the post office. •Posting notices,agendas,liquor licenses and delivering materials to Council members. •Purchasing bulk paper and administrative supplies from Costco,a 30-mile round trip drive.Staff saves a significant amount of money by planning monthly "Costco"runs for paper goods and other supplies used by Town Hall. The last trip required that a staff member use her personal van to accommodate the bulky items. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-26 •Picking up computers and other sizeable equipment items from the valley. \img&/• Transporting visual aid and sound equipment for special functions and presentations off site from Town Hall. •Transporting heavy maintenance equipment between Town facilities.This is an area where the pick up and lift are becoming a necessity.The Town owns a commercial quality carpet cleaner that can be used to augment the cleaning efforts at the Community Center and will be used at the Kiwanis building if the decision is made to carpet the facility.The pick up will be needed to transport this equipment between facilities as well as the paper and cleaning supplies that are now being purchased centrally. As the new facilities come online inthe downtown area,transporting these items will become more frequent. •Supporting Town sponsored or supported events such as the 10th Anniversary celebration last December.Numerous staff members made frequent trips in and out of town for this one event. •Transporting display materials for events such as the League of Cities andTowns. Nine members of the Administration Department currently use their personal vehicles for Town use on a regular basis. Approval of this item reduced the travel expense line item by $2,000. From a maintenance standpoint,the Town's mechanic advised the purchase of aFord or Chevrolet. Last year, the cost of a one half ton 4X2 wide body Chevrolet was $14,658. The lift gate adds approximately $1,900 to the cost. For budgetary purposes,all departments use a standardized price of $20,000 to allow for an increase in vehicle cost. It is anticipated that the administrative vehicle will be less than the budgeted amount. Budget $20,000 Capital Outlay -Furniture/Equipment: Included in this budget are furniture and equipment items to complete the new work spaces in Building A including two conference rooms, copy room, file room, the reception area and two offices. An amount of $13,700 has been included for the following: two conference room tables ($2,500),two four-drawer fire prooffilingcabinets ($3,600), one electronic copyboard conference cabinet ($2,600), reception desk unit ($2,000), and two desk units including lateral files and bookcases ($3,000). Also included is$50,000 for aXerox 5100A copy machine. The purchase of one additional high performance copy machine for Building A will provide Parks and Recreation with a more accessible copier for their high output jobs.It will also insure that Town Hall is not putout ofcommission when the Xerox machine in Building C goes down orrequires maintenance. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-27 The total offurniture and equipment for Building A is $63,700. In the fiscal year 1999-2000 budget, the Council approved a $60,000 expenditure to install a portable emergency power system in Building B. This UPS (uninterrupted power supply) is necessary to complete Building B's status as the Town's emergency operations center. It will insurethatalllawenforcement functions andcommunications remain operational incaseofpower outages.Preparations for the Y2K contingency revealed that this capital expenditure had been under funded. Aspart of theTown's preparation for Y2K, atemporary generator was installed inBuilding B and itwasdiscoveredthattheexisting electricalservice wasinsufficientto supporttheauxiliarypower supply.Atemporaryinterfacewasdesignedtoaccommodatethegeneratorforashorttimeperiod. This exercise made it clear that the electrical board in Building B will have to be upgraded and replaced prior to the purchase and installation of the UPS.Additional costs not factored into the original project include a specialized concrete pad and vented screening wall to house the unit, conduit into the building, and extensive electrical upgrades. Since no funds have beenexpended onthisproject,the$60,000hasbeenextendedtothe 2000-2001 budgetwithanadditional$25,000 to cover the associated expenses that have been identified. It is estimated that this projects will cost $85,000. Budget $148,700 Capital Outlay -Computers &Communications: These items are located in the Information Technology budget. Capital Outlay -Improvements -Town Hall: Following a "status quo" year, Town Hall is preparing to make its sixth expansion in ten years of occupancy at the complex located at 16836 East Palisades. Discussions have taken place with all departments regarding additional space needs for staff,storage and customer service. The functions of the Building Safety,Engineering and Community Development Departments are closely intertwined,all serving customers at the Building Safety counter on a daily basis. These three departments will remain in Building C along with working space for the fire marshal and Sanitary District engineers who review plans on a regular basis.The counter area will be expanded,allowing Engineering and Building Safety additional space to service customers at the same time.Engineering offices will move to the east end of the building, allowing Community Development additional work space and enlarging the Building Safety area by providing space for the building inspectors in the former Engineering area.The CAD technicians will be able to 2000-2001 Budget Town of Fountain Hills -Administration Page 12-28 move to better ventilated offices with adequate space for the large printers and plotters currently \^y wedged into their shared office space.The existing CAD office will become much needed storage for the Community Development and Building Safety Departments. Administration and the Mayor and Council will move into Building A where space has also beenallocated forlegal service offices. Adequate facilities operations storage has beenestablished in Building A,allowing bulk purchases of all paper and cleaning supplies for Town Hall and resulting in an already realized savings in purchasing costs. Two additional conference rooms will be available for the many meetings that take place at Town Hall,reducing the scheduling conflicts that frequently occur.Parks and Recreation will acquire additional and much needed storage space as well as office space to accommodate proposed positions. In Building B, the Court will acquire space that will be used for a staff restroom and one office, relieving the crowded conditions in their front office. Law Enforcement will acquire some much needed storage space for evidence and confiscated items. Each department will be able to enhance their working conditions and improve their efficiency with this "reallocation"of space. Since the Town does not own the buildings,staff again approached the expansion plan with a "maximization through minimization"philosophy.All departments were encouraged to use the existing space "as is"wherever possible.In-house staff is doing most of the work to prepare Building A for Town use including patching,repairing,touch up painting and carpet cleaning. Minimal remodeling projects have been identified to maximize the use of space in Buildings A and C.Since funds are available in the current fiscal year,attempts are being made to complete some of these projects prior to July 1.The projects that cannot be completed will be carried over into fiscal year 2000-2001.These projects have been separated into three phases and are included in this budget in case completion is not possible.Staff hopes to have phases one and two completed in the current fiscal year,reducing the costs presented in this budget. Phase one includes improvements to the east entrance of Building A. The current entrance is unsafe and not ADA compliant.Work will include:replacing the door with an ADA compliant automated door;widening and extending the landing over the existing steps to provide wheelchair access;constructing new steps and an approved-grade ramp extending over the north sidewalk. The estimated cost for phase one is $11,500. 2000-2001 Budget Town of Fountain Hills -Administration Page 12-29 Phase two includes modifications to Building A to:maximize work and storage spaces;enhance V^^-security;define departmental areas;provide internal access within departments;diminish mechanical noise;replace the courtyard door with an ADA compliant door;relocate/add electrical/ phone/data locations;and remove/relocate existing doors. The estimated cost for phase two is $15,000. Phase three includes modifications to Building C to improve the access to the Building Safety Department.This work includes:opening the lobby to the Building Safety area,moving and expanding the counter,enclosing workspaces requiring privacy,enlarging the Community Development work area,maximizing work areas with modular furniture and enclosing storage space. The estimated cost for phase three is $8,000. Two years ago the Council approved a controlled access system for Town Hall to enhance security and provide staff safety. This budget includes funds to expand that system to Building A and provide additional card reader locations in Buildings B and C. It also provides the mechanisms and hardware fortwo automated handicap access doors at the east door of Building A and the main entrance of Building B. The cost for the security expansion and enhancements is $29,800. Some miscellaneous items related to the Building A expansion include mini blinds where needed, a filtered water system,ADA drinking fountains,replacement lettering for the monument sign on Palisades,and a campus signage package to direct citizens to the respective departments.These items are estimated to cost $8,500. Budget $72,800 2000-2001 Budget Town of Fountain Hills -Administration Page 12-30 c ADMINISTRATION 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 387,345 539,700 530,000 640,900 FICA 8,000 11,400 10,900 13,900 Unemployment Insurance 1,030 1,000 1,200 1,200 Employee's Health Insurance 19,371 33,600 27,250 39,000 Employee's Life Insurance 490 1,000 700 1,100 Employee's Dental Insurance 4,057 8,300 5,350 5,900 Employee's Eye Insurance 870 1,600 1,200 1,900 Worker's Compensation Insurance 1,721 1,300 2,500 4,300 Employee's Retirement Fund 36,948 52,800 51,100 62,500 Disability Insurance 2,013 2,800 2,700 3,900 TOTAL $461,845 $653,500 $632,900 $774,600 CONTRACT SERVICES Accounting Fees 9,165 8,300 9,165 11,300 Professional/Outside Services 71,375 128,400 85,000 35,900 IGA's (School District)29,700 30,200 29,700 32,200 Legal Fees 191,255 212,800 250,000 255,500 Litigation and/or Land Use Professional 0 0 0 125,000 Jail/Prisoner Fees 21,387 30,000 28,500 30,000 Community Benefit Programs 80,000 80,000 80,000 40,000 Chamber of Commerce 16,153 24,000 24,000 24,900 Civil Defense 1,142 1,500 1,200 1,500 Red Cross Transportation 20,600 20,600 20,600 20,600 Public Transit /RPTA 31,268 31,400 31,300 31,400 Mayors Council Business Growth 30,000 30,000 30,000 25,000 McDowell Mtn Preservation 2,462 11,500 11,500 11,500 Drug Rehabilitation Counseling 66,000 66,000 66,000 66,000 Senior Center Services 21,200 21,200 21,200 31,600 Boys &Girls Club 0 0 0 35,000 Holiday Lighting 25,000 25,000 25,000 0 TOTAL $616,707 $720,900 $713,165 $777,400 2000-2001 Budget Town of Fountain Hills -Administration Page 12-31 REPAIRS &MAINTENANCE: Vehicle Maintenance Building Repairs &Maintenance Other Bldg Repairs &Maintenance Office Equipment Repairs TOTAL 358 1,500 800 2,500 8,334 117,600 30,000 45,600 0 0 0 75,500 7,521 20,900 15,000 26,200 $16,213 $140,000 $45,800 $149,800 SUPPLIES &SERVICES: Advertising 7,505 15,000 10,000 15,000 Conferences 11,764 12,000 12,000 14,000 Education/Training 7,963 15,500 10,000 12,800 Dues &Publications 14,783 16,200 16,200 18,200 Travel 2,741 4,000 4,000 2,000 Gas &Oil 750 2,000 1,000 3,000 Office Supplies 22,576 35,000 30,000 43,500 Postage 13,473 18,800 17,000 20,300 Printing 3,243 8,800 5,000 8,000 Bank Charges 508 500 600 800 Rent Expense 108,258 181,200 135,500 334,300 Electricity 46,579 100,700 75,000 130,000 Water/Sewer 166 4,500 500 16,900 Liability Insurance 86,380 138,500 138,500 154,500 TOTAL $326,689 $552,700 $455,300 $773,300 CAPITAL EXPENDITURES Capital Outlay - Vehicles 0 0 0 20,000 Capital Outlay-Furniture/Equip 1,069 60,000 1,200 148,700 Capital Improvements-Town Hall 2,242 14,700 10,000 72,800 TOTAL CAPITAL EXPENDITURES $3,311 $74,700 $11,200 $241,500 TOTAL EXPENDITURES $1,424,765 $2,141,800 $1,858,365 $2,716,600 2000-2001 Budget Town of Fountain Hills -Administration Page 12-32 visors' BUILDING SAFETY Jeffrey Valder Community Development Director Patrick Davis Chief Building Official Dale McKendrick Senior Building Inspector Jason Lindsey Building Inspector To Be Named Building Inspector Sandie Howes Building Permit Technician M ichael Stevens Plans Examiner Jeffrey Sterling Plans Examiner Lari Bratcher Building Permit Technician Diane Navigato Building Safety Clerk MISSION STATEMENT: The Building Safety Department is dedicated to providing the highest quality construction permitting,plan review, and building inspection services in a responsive and friendly manner. DEPARTMENT DESCRIPTION: The BuildingSafetyDepartment processes applications forpermits toconstruct buildings,fences, pools, and other structures. The Department serves as a receiving and processing center for inter-departmental review of these plans and provides a certified residential plans examiner and four certified field inspectors to assure compliance with the Town's adopted building codes. The Building Safety Department issues numerous reports concerning building activity to other public agencies. FISCAL YEAR 1999 -2000 ACCOMPLISHMENTS: In the first eight months of fiscal year 1999-2000,the Building Safety Department accomplished the following: •Reviewed 1,543 building plans and permit applications. •Performed over 14,300 commercial and residential building inspections. •Provided technical assistance in the design and construction of the Library/Museum and Community Center project. 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-1 •Continued the scanning of all archived site plans into electronic format. •Maintained an automated building permit system to better enhance customer service and reduce paper work. FISCAL YEAR 2000 -2001 OBJECTIVES: • Continue to process building permit applications and perform inspections on approximately 2,500 building sites including FireRock Country Club,Crest View Estates,Palatial Estates, Bella Lago and Diamonte Del Lago. • Provide staff with educational opportunities to best serve the community with the highest level of expertise in the building safety field. • Provide highly trained and qualified plan examiners, building inspectors, and building permit technicians. •Provide the Department with the latest electronic information storage and retrieval system. •Reduce the massive storage facilities presently utilized by the Department. •Continue to present a more professional image to our customers. •Maintain high workplace safety standards in the field and in the office. PERFORMANCE STANDARDS: •Perform first review plan reviews within ten working days, and subsequent plan reviews in five working days. »Identify all plan review concerns in the first review. •Perform all requested inspections within 24 hours. •Provide a customer friendly environment for citizens using the services of the Department. •Complete the CD-ROM scanning of building permits and site plans of all building permits over one year old. •Respond to all citizens inquires within the same working day. PERSONNEL SERVICES: The Building Safety Department currently has eight employees consisting of a chief building official,three building inspectors,a plans examiner and three counter personnel.Due to the reclassification of one building inspector to plans examiner,the Department will fill the vacant building inspector position.Additional professional fees are included to contract one additional building inspector if commercial development increases during the next fiscal year. 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-2 N^wjg^r Due to physical limitations and the need for additional plan checking services, one building inspector was recently reclassified as a plans examiner.To maintain the quality of inspection services provided by the Town, the Department willo fill the vacant building inspector position. In addition to more complex custom home,multi-family and institutional developments scheduled for construction in fiscal year 2000-2001,several large commercial developments are anticipated including: Commercial and multi-family developments in Town Center I, II and III. Two new nursing homes. Two new Walgreens stores. One new Norwest Bank. The commercial development on Palisades Boulevard and La Montana Drive. The commercial development at Eagle Mountain Parkway and Shea Boulevard. The Plaza Fountainside development. Continued development in Plat 208. The new Community Center and Library/Museum facilities. The proposed Hilton Hotel (possible). Filling the vacant building inspector position is the most effective way to maintain the quality of building inspection services that are paid for in advance by new development. PROFESSIONAL FEES: The level of commercial activity in Fountain Hills is not sufficient to justify a commercial plans examiner.When commercial building plans are submitted for review,or when the residential plan check and inspection load exceeds the Department's ability to maintain its turn-around goals, outside consulting firms are utilized. The Town currently has contracts with Willdan Associates,G.R Engineering,PC.and Kelly P.Reynolds and Associates. In addition to the outside plan check and inspection services, the Building Safety Department needs continued scanning of its inactive permit files and Committee of Architecture records. This request includes $171,000 for outside plan check fees and a contract buildinginspector,if needed,and $10,000 for records scanning. Budget $181,000 2000-2001 Budget Town of Fountain Hills- Building Safety Page13-3 REPAIRS AND MAINTENANCE: Vehicle Repairs and Maintenance: TheBuildingSafetyDepartmentwillhaveafleetoffivetrucks. Moneyisbudgetedforregular serviceandmaintenanceof these vehicles. There is also an amount for unanticipatedrepairs. Budget $4,500 Equipment Repairs and Maintenance: These funds are budgeted to repair and maintain various types of office and field equipment used by the Department. Budget $500 SUPPLIES AND SERVICES: Advertising/Signage: This line item covers the costs of publishing code modifications and advertising possible job openings. Budget $500 Conferences: Conferences consist of the International Conference of Building Officials and the in-state conferences for the Building Safety Department personnel. These conferences provide continuing up to date education and a forum at which code modifications are discussed. Budget $3,500 Continuing Education: Town insurance rates are partly determined by the amount of certification and continuing education of the building inspectors.The second objective in fiscal year 2000-2001 is to "provide staff educational opportunities to best serve the community with the highest level of expertise in the building safety field."The Insurance Services Office (ISO) rates building departments every three years nationwide via their "Building Code Effectiveness Grading Schedule"(BCEGS) and is intended to measure a "community's commitment to code enforcement."This greater level of measured commitment results in lower insurance premiums due to decreased anticipated losses in the event of a claim.Some areas of the country are receiving a 13 percent reduction in insurance costs for their commitment to code enforcement.One criterion,which accounts for 26.5 percent of a department's overall rating, is based on the following factors:continuing education,training,professional certifications and participation in code development activities. \^z ISO BCEGS requires at least 2 percent of the Department's total overall budget to be allocated 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-4 toward the training of code enforcement personnel.The expenditures in conferences,travel, and continuing education will meet this requirement.Additionally,inspectors need to be trained in the use of computer software this fiscal year. Budget $4,000 Dues and Publications: Included in this line item are dues for the International Conference of Building Officials (ICBO), International Association of Electrical Inspectors (IAEI),and local chapter dues for all four building inspectors.The 1997 codes will need to be purchased. Budget $2,800 Gas and Oil: Gas and oil for the five trucks,including the bi-fuel vehicle,are included. Budget $6,900 Office Supplies: On-going office supplies,furniture,and equipment for new staff and funds to build storage bins for the Department storage room are included. Budget $12,500 Tools,Shop Supplies: This line item includes testing tools for the building inspectors.The levels needed to check the slope for handicapped accessibility ramps cost approximately $100. The Department is also requesting funds to purchase a digital camera to document code violations.Pressure gauges, tape measures,electrical testing equipment,and other equipment require periodic replacement. Budget $1,800 Printing: Printing consists of the building permit applications,inspection forms, and stop work forms. Budget $2,000 Communication Expense: The four building inspectors use cellular telephones to communicate with contractors,property owners and other members of the Town staff.This line item request is for the monthly telephone costs. Budget $8,500 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-5 Travel: This line item includes travel to the conferences,seminars and other continuing education classes. Budget $1,500 Uniforms: The uniform shirts worn by the front counter staff present a professional image. This budget includes replacement costs for these shirts. Rain gear,uniform shirts,hard hats, and safety shoes worn by the inspectors also require periodic replacement to maintain the professional appearance and safety of the inspectors.It has been suggested that uniforms would enhance the professional appearance of the inspectors. Budget $2,400 CAPITAL EXPENDITURES: Vehicle: The Building Safety Department was granted acontract inspector,requiring anadditional pickup truck to accomplish daily inspections.The proposed vehicle is a full-size,Vi ton,short wheel base,2-wheel drive truck. Budget $20,000 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-6 \ti3§&f BUILDING SAFETY 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 237,236 322,900 318,000 378,800 FICA 3,377 4,710 4,500 5,540 Unemployment Insurance 492 560 550 630 Employee's Health Insurance 13,262 19,000 18,250 25,900 Employee's Life Insurance 396 720 550 810 Employee's Dental Insurance 2,678 4,420 3,600 4,850 Employee's Eye Insurance 571 1,010 800 1,190 Worker's Compensation Insurance 845 2,890 1,600 2,870 Employee's Retirement Fund 25,370 35,520 33,900 41,670 Disability Insurance 1,387 1,870 1,875 2,580 TOTAL $285,614 $393,600 $383,625 $464,840 CONTRACT SERVICES Professional Fees 144,008 130,000 180,000 181,000 TOTAL $144,008 $130,000 $180,000 $181,000 REPAIRS &MAINTENANCE: Vehicle Maintenance 3,010 3,500 3,500 4,500 Equipment Maintenance 0 500 0 500 TOTAL $3,010 $4,000 $3,500 $5,000 SUPPLIES &SERVICES: Advertising 51 500 100 500 Conferences 1,805 3,000 2,000 3,500 Education/Training 1,143 4,000 1,500 4,000 Dues &Publications 1,040 2,300 1,500 2,800 Gas &Oil 4,822 5,500 5,500 6,900 Office Supplies 2,297 5,000 3.000 12,500 Tools, Shop Supplies 26 600 100 1,800 Printing 1,282 1,000 1,500 2,000 Communications Expense 3,449 8,500 6,000 8,500 Travel 64 1,500 100 1,500 Uniforms 665 1,800 700 2,400 TOTAL $16,644 $33,700 $22,000 $46,400 CAPITAL EXPENDITURES Capital Outlay - Vehicles 0 0 0 20,000 TOTAL CAPITAL EXPENDITURES $0 $0 $0 $20,000 TOTAL EXPENDITURES $449,276 $561,300 $589,125 $717,240 2000-2001 Budget Town of Fountain Hills -Building Safety Page 13-7 COMMUNITY DEVELOPMENT Geir Sverdrup Senior Planner Jeffrey Valder Community Development Director Dana Burkhardt Planner Joan Blankenship Planning Technician (Vacant) Clerk Typist Receptionist MISSION STATEMENT; The CommunityDevelopment Department is dedicated to enhancing the quality of lifeinFoun tain Hills through innovative planning techniques and providing exceptional customer service in a professional and timely manner. DEPARTMENT DESCRIPTION: TheCommunityDevelopmentDepartment processesapplicationsforGeneralPlan amendments, area specific plans, special use permits, rezonings,subdivisions,variances, and other land use matters.The Department providesstaffsupportto the Town Council,the Planning and Zoning Commission,the Board of Adjustment,and the McDowell Mountain Preservation Commission. Other service areas are census,recycling programs,and code enforcement. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: In the first ten months of fiscal year 1999-2000,the Community DevelopmentDepartmentac complished the following: • Processed 26 subdivision applications to plat 830 lots. •Processed 9 subdivision replat applications that affected 18 lots. •Processed/processing 17 condominium applications for 95 units. • PreparedordinancesandprovidedstaffandCommissionreportson 17rezoning applications, which included 10 Zoning Ordinance text amendments. •Reviewed over 1,400 building plans. •Processed 13 special use permit applications. •Processed 5 temporary use permit application. •Processed 2 plans of development for the industrial zones south of Shea Boulevard. •Processed 2 variance request applications. 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-1 •Processed the Shea Retail Center rezoning, cut and fill waiver request and the preliminary plat. •Provided extensive support to the town manager and town attorney regarding negotiations on the Eagles Nest and Eagle Ridge North development areas. •Processed the General Plan Amendment for a commercial area located on the north side of Palisades Boulevard between La Montana Boulevard and Almont Drive. •Assisted in the acquisition and use of computerized slope and view shed analysis software for the Town. •Developed the Design Guidelines for the Town Center Commercial Zoning District. • Assisted theMcDowell Mountain Preservation Commission and theTownCouncil toidentify lands desired for acquisition in the McDowell Mountains of Fountain Hills. FISCAL YEAR 2000-2001 OBJECTIVES: • Complete the preliminary plat review for the proposed Eagles Nest and Eagles Ridge North subdivision applications. •Continue to process applications for the Town Center development. •Complete a Growing-Smarter-compliant General Plan update. •Continue to assist the town manager and town attorney in the McDowell Mountains land acquisition for preservation. V^z •Implement the Town Council's vision in developing a vibrant,pedestrian-oriented Town Center. • Identifythe diversity ofhousingdesiredinthecommunitywhileencouragingfairshareequal housing opportunities. • Identify attractive sitesanddevelop implementation ordinancestoencouragegreater hospitality industry development. • Complete an updateof theGeneral Plan tofulfillthegoals and objectives ofthecommunity. • Provide staff educational opportunities to best serve the community with the highest level of expertise in the community development field. PERFORMANCE STANDARDS: •Perform first review plan checks within ten working days and subsequent plan reviews in five working days. •Identify all plan review concerns in the first check. • Provide acustomer friendly environment forcitizensaccessing theservices oftheDepartment. •Provide thorough subdivision technical review comments atthe Subdivision Technical Review Committee meetings. • Provide clear and objective staff recommendations to the Town Council and the appropriate advisory commissions. 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-2 • Respond to allcitizen inquiries within the same working day. •Treat all people with the utmost respect. • Keep the Council and appropriate commissions informed of new Supreme Court rulings concerning land use matters. • Provide educational opportunities to allCouncil members,commissioners and staff onpertinent and evolving land use matters. • Identify and correct any and all land use ordinance conflicts. • Assure that Council-approved ordinances are upheld within the Town. PERSONNEL SERVICES: As shown in the organizational chart, there are currently four employees in the Community Development Department. Professional Fees: The Community Development Department occasionally needs professional services to provide additional expertise on specific projects. The Department was granted $70,000 for consulting services to develop a set of development fees for the Town. Budget $70,000 REPAIRS AND MAINTENANCE: Vehicle Repairs and Maintenance: The Community Development Department has one vehicle, a 1991 Chevrolet Corsica.This vehicle has low mileage and continues to operate.Staff may request its replacement in fiscal year 2001- 2002. The money budgeted is precautionary and not for any known repair or modification. Budget $1,500 SUPPLIES AND SERVICES: Advertising/Signage: Toprovide public participation opportunities and conform to State Law,funds must be budgeted to advertise in The Times of FountainHills and post sites before all public hearings for rezonings, area specific plans, special use permits and variance requests.Although fees are required for these activities, the expenditures are still charged to the Community Development Department budget. TowninitiatedtextzoningamendmentsarealsochargedtotheCommunity DevelopmentDepartment budget.Publication costs depend on the size of the advertisement.Staff expects a large advertising 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-3 c budget in fiscal year 2000-2001 due to the public notice advertising costs associated with the General Plan revisions.Public participation is greatly encouraged. Budget $20,000 Conferences: Conferences include funds for two staff members to attend the National American Planning Association Conference in April 2001 and for staff attendance atthe Arizona Planning Association Conference in October 2000. The in-state conference is for interested Planning and Zoning Commission members and Community Development Department staff. Budget $7,000 EducationyTraining: A fiscal year 2000-2001 objective reads: "Provide staff educational opportunities to best serve thecommunitywiththehighestlevelofexpertiseinthecommunitydevelopmentfield." TheArizona Department of Commerce,the Arizona Planning Association,the Urban Land Institute and other organizations conduct meaningful education seminars on land use practices, new laws,and recent case laws to help keep the planning staff and commissioners up to date. Budget $6,000 Dues and Publications: Dues areincludedfor the American Planning Association for all Department staffmembers. Dues for the American Institute of Certified Planners for two certified, professional planners are also included. The Department also subscribes to several land use oriented publications. Budget $3,000 Gas and Oil: Gas and oil for the Corsica are included. Budget $1,000 Office Supplies: This line item includes on-going office supplies, including the replacement of worn or damaged officefurniture and the addition of astorage cabinet within the Department.This item alsoincludes storage racks for the Department storage room. Budget $12,500 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-4 Printing: Printing consists of the General Plan Update and additional copies of the General Plan, Subdivi sion Ordinance,and Zoning Ordinance. Budget $5,000 Communication Expense: This item includes air-time costs for the Department's one cellular telephone. Budget $250 Travel: Travel expenses to and from conferences and seminars are included. Budget $2,500 Uniforms: This line item is for safety shoes required for staff while on field/site visits.The additional money budgeted is for the replacement of worn or damaged shoes as it becomes necessary. Budget $500 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-5 c COMMUNITY DEVELOPMENT 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 135,422 177,600 178,000 197,200 FICA 1,803 2,600 2,600 2,890 Unemployment Insurance 354 350 350 350 Employee's Health Insurance 9,038 13,400 12,200 14,750 Employee's Life Insurance 198 360 300 360 Employee's Dental Insurance 1,804 3,030 2,500 2,280 Employee's Eye Insurance 386 630 500 640 Worker's Compensation Insurance 133 430 300 400 Employee's Retirement Fund 14,580 19,540 19,600 21,690 Disability Insurance 766 1,030 1,000 1,340 TOTAL $164,484 $218,970 $217^50 $241,900 Professional Fees $0 6,000 0 70,000 TOTAL $0 $6,000 $0 $70,000 REPAIRS &MAINTENANCE: Vehicle Repairs &Maintenance 230 1,500 500 1,500 TOTAL $230 $1,500 $500 $1,500 SUPPLIES &SERVICES: Advertising/Signage 13,381 20,000 16,000 20,000 Conferences 3,977 7,000 6,000 7,000 Education/Training 415 3,000 1,000 6,000 Dues &Publications 2,894 3,000 3,500 3,000 Gas &Oil 244 1,000 400 1,000 Office Supplies 1,109 5,000 2,000 12,500 Printing 1,793 5,000 2,000 5,000 Communication 97 250 100 250 Travel 285 2,500 500 2,500 Uniforms 232 0 250 500 TOTAL $24,427 $46,750 $31,750 $57,750 CAPITAL EXPENDITURES TOTAL CAPITAL EXPENDITURES $0 $0 $0 $0 TOTAL EXPENDITURES $189,141 $273,220 $249,600 $371,150 2000-2001 Budget Town of Fountain Hills -Community Development Page 14-6 \iijMgy'' Xi^y/ X Field Operations Todd Tate Supervisor Adrian Davis/ Greg Schlosser School Resources Arlena Mannila Animal Control Elvin Velez Code Enforcement TOWN MARSHAL Investigative Services Ken Martinez Supervisor Lou Lombari Gang Supression Tony Tate Susan Finley Court &Warrants Matt Miller Ted Lamer Public Property Steve Gendler Public Safety Director Community Services Ron Lemon Supervisor Scott Valentino Youth Services Tony Rodarte Crime Prevention Uniformed Volunteers Administrative Services Mary Schlosser Supervisor Dispatch Services Batista,Szerlag, Dawlabani.Juarez McCay.McElmeel Civilian Volunteers Contract Services MCSO Statute Enforcement Maricopa County Kennel Services Arizona DPS Crime Lab Intoxilizer Services Scottsdale Jail Services MISSION STATEMENT: The Town Marshal's Department is dedicated to creating a safe and secure environment for Townresidents bypromoting voluntary compliance with statutes andcodes, providing impartial resolution of neighborhood disputes, addressing "quality of life" issues, and supplying timely law enforcement services. DEPARTMENT DESCRIPTION: Law enforcement services are provided through a unique combination of full-time officers, volunteer deputy marshals and contract services from the Maricopa County Sheriff. Marshal's Department personnel handle "quality of life"issues through municipal code enforcement,crime prevention,traffic safety,special events,and community services."Life and death"issues,such as criminal investigations and traffic enforcement,are provided by the Maricopa County Sheriff under a contract administered by the public safety director. 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-1 FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: In the first nine months of the fiscal year, the Marshal's Department accomplished the following: •Received $98,000 in state and federal grants for crime prevention,equipment,gang eradication and youth programs in our community. •Handled 1,258 ordinance and zoning complaints,closing 88 percent to the residents' satisfaction within 30 days of receipt. •Recruited,selected,and trained a new dispatcher and completed upgrades to radio and voice activated recording equipment to insure fully functional service. •Selected and trained three new reserve volunteers. • Sponsored two members of the Marshal's Reserve program through successful completion of the Police Academy. •Logged 1,409 hours of volunteer time, saving the community $21,402 in law enforcement salary costs. • Issued 1,862 dog licenses,representing a 17%increase over the previous year and more than $15,360 in revenue for the Town. • Handled 125incidents at the high school and middle school ranging from drugs, weapons substance abuse,assaults,disorderly conduct,and truancy violations. • Took action in 446 law enforcement service calls outside of the school campus, including assistance at accident scenes, felony arrests,juvenile disturbance calls, criminal damage reports, drug arrests, traffic related apprehensions,and warrant service. This represents a 58%increase over last year. • Collectedover$56,340indelinquentfinesfortheMagistrateCourt,cleared 182 outstanding cases,and apprehended 92 convicted persons on outstanding warrants. •Provided traffic, security, and parking services at special events authorized by the Town Council including the Great Fair,Silver Car Auction,Concerts in the Park, Egg Scramble, Easter Services,Soap Box Derby, July 4th Fireworks, Mountain-to-Fountain Race, Fall Festival,Octoberfest,Native American Art Show,Thanksgiving Parade,Turkey Trot Race, and the Holiday Lighting of the Avenue. •Sponsored and presented a wide variety of youth service activities including weekly participation in the Midnight Madness program,the KidCare-id Program,"Stranger-Danger" Presentations,Teen Court, "Youth Awareness Day",the Children's Miracle Network, bicycle safety programs,and local day care centers presentations. •Promoted crime prevention through a wide variety of community programs including anti- graffiti efforts,public service articles on crime resistance techniques,vacation watches, business security evaluations,block watches, bicycle patrols,elderly welfare checks,park security programs,and residential risk analysis. 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-2 •Received "exemplary ratings"on each of the quarterly Peace Officer Standards audits as well as unannounced inspections. FISCAL YEAR 2000-2001 OBJECTIVES: •Achieve a clearance rate on ordinance and zoning violations of at least 85%based on the criteria of handling resolving complaints to Town resident's satisfaction within 30 days of receipt. •Reduce property crime by at least 5%through an aggressive crime prevention and public information effort. •Continue to save law enforcement salary expenses by recruiting,selecting,and training at least two qualified volunteers for the Marshal's Reserve Program.In carrying out this objective, place an emphasis on completion of application packages,qualification appraisal boards,a standardized written test,comprehensive background investigations,polygraphs, physical agility testing,medical examinations,drug screenings,and psychological tests. •Enhance the concept of community-based policing by supporting the Law Enforcement Advisory Panel (LEAP)for adults and the Law Enforcement Explorer Post for juveniles. Support will include dedication ofresources to assist both groups with training, information, and public exposure. •Promote safety and security on the high school and middle school campuses through the school resource program.Achieve at least a 5%annual decrease in the number of incidents on both campus locations. •Provide Fountain Hills with a minimum staffing level of 1.5 officers per 1000 residents using grant funding and the combined resources of the Marshal's program and contract services by the Sheriff. • Develop and implement an organized traffic safety program for the community to assist in lowering the increased traffic accident rate. The program will emphasize a combination of engineering,education,and enforcement for this purpose. • Increase dog licenses by at least 5% through an aggressive program of public information and enforcement.Licensing ensures that dogs have been vaccinated for rabies and other diseases.Unlicensed dogs represent a threat to the health and welfare of the community. • Sponsor, participate, or present youth oriented community service programs during the upcoming fiscal year including, but not limited to, Midnight Madness, KidCare-id, bike safety inspections and registration,"Stranger-Danger",and Special Olympics. •Obtain at least "Class C"ACJIS criminal history access certification for all enforcement personnel and "Class A" certification for all full-time and volunteer dispatch personnel, allowing access to and input of case information directly into the ACJIS system. This is 2000-2001 Budget Town of Fountain Hills - Town Marshal Page 15-3 part of the computerized report writing program. • Complete implementation of the "Criminal Records Information System"(CRIS)including components at the headquarters'facility and laptop computers in the field. • Promote public visibility, accessibility, and community relations through clearly marked cars and high profile uniformed personnel. •Reduce Town liability from law enforcement operations through an aggressive in-service training program for Marshal's Department personnel. PERFORMANCE STANDARDS: • All Department members will subscribe to the principles of community based policing. • The public will be treated with courtesy and respect by all members of the Department. •Clearance rates for ordinances and zoning code violations will be based on closing a case to the satisfaction of the complainant within thirty days of receipt. •Acknowledgement of all ordinance and zoning complaints,and assignment to an investigating officer will occur within one working day of receipt. • All uniformed personnel in the Marshal's Department will have at least a class "C"ACJIS certification.Dispatchers will have a class "A"certification for access to criminal history files. • All certified personnel in the Marshal's Department will meet or exceed state training standards (Az-POST)as a means of reducing liability. •Notification on dog license renewals will be given to all animal owners at least 30 days before expiration. •Selection of all civilian personnel will be based on a seven-part process involving a comprehensive application package,qualifications appraisal,proficiency testing, and tests including background,polygraph,medical and psychological. •Selection of all uniformed officers and volunteers will be based on an eight-part process involving a comprehensive application package,a written test, a qualifications appraisal board, a physical agility test, a background investigation,a polygraph,a physical including drug screening,and a psychological exam. • In order to encourage community volunteers,the Department will continue to provide all equipment,supplies,and training at no expense to the individual volunteer. 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-4 PERSONNEL SERVICES: K^s The increase in the Department's personnel budget is attributed to: filling previously vacant positions ($31,937);increasingwagesthroughtheTown'smeritsystemandrevisedpay resolution ($59,782);funding of expired federal grants ($62,350); and adding one dispatcher and two grant funded officers in the new fiscal year ($49,200). The Department was granted an additional dispatcher position to address the challenges of maintaining a 24-hour,365 day service when another employee is sick, takes vacation,attends training, or has a temporary schedule conflict. The dispatch program, which also serves theother departments,will be entering its third year of operating with no turnover.Existing dispatchers have deferred using accrued leave while completing certification and establishing the dispatch service. The Department anticipates a significant demand for accrued leave that will overwhelm the present method for handling absences,which is pay schedule adjustment and overtime.The additional position will be used as a "relief dispatcher, hired specifically for that purpose. When not serving as a dispatcher,the individual could function as an administrative assistant. Recruitment Costs: This category is used for selection of reserves,deputy marshals,and civilian employees.The Department uses an 8-step process for uniformed personnel and a7-step process for dispatchers atacost of $850 per individual. During the upcoming fiscal year,Department projections include using the process for one additional dispatcher,two reserves,two officers for an anticipated grant, and two current officer vacancies. Budget $5,000 CONTRACT SERVICES: One of the primary objectives of the Department is to provide for public safety.The Department uses a national standard of 1.5 officers per 1,000 residents based on the concept that population drives the demand for law enforcement services.Fountain Hills currently fields 30 officers including 16 under a contract with the County Sheriff. No increase is sought in the level of patrol services, which remains at 3.0 beats. The contract costs reflect increases in the County formula for calculating service costs. Budget $1,476,500 Repairs and Maintenance: This refers to expenses relating to the Department fleet.Despite a 27% increase in vehicle miles driven, the budget for fiscal year 2000-2001 is consistent with last year based on the projected 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-5 \^1P^ additionoftwo lowmaintenance vehicles.By annually upgrading thefleet withnewer vehicles, operatingdemands on older vehiclesare reduced. Maintenancecosts are further impactedby warrantyprovisionson newer vehicles.The maintenanceand repairprojections arepredicated on actual invoice costs maintained by the town mechanic and the Department fleet records system. Budget $13,350 Advertising and Promotion: The purpose of this category is to support costs associated with recruiting and promotion of the Department's community service programs. This category impacts three of the Department's original mandates: maintaining high visibility,promoting community policing, and recruiting a qualifiedreserve. Thebudgetreflectsfundingfor the Department's servicerecognitionprogram, awards program,cadet program,and crime prevention program.The service recognition and awards are outlined in Department Policy 3.40 while the crime prevention and community relations are outlined in Policy 3.80 of the Department Procedure Manual. The advertising expenses relate to filling two reserve positions,two current vacancies,two anticipated grant- funded positions and one civilian dispatcher position. Budget $6,570 Conferences: Conferences provide an opportunity to learn of grant availability,alternate funding sources, material resources,innovative programs,and liability reduction techniques.They also satisfy training requirements and state mandates.Conferences during this fiscal year include the International Association of Chiefs of Police,the Law Enforcement Coordinating Council,the FBI National Academy Training Conference,the Southwest Law Enforcement Conference,the National Association of Field Training Officers,and Az-POST sponsored seminars.The Town's public safety director will be serving as President of the Arizona Police Chiefs'Association, a member of the Az-POST Rules Committee and the Board of Directors for the Arizona Community Policing Institute,making attendance mandatory at scheduled meetings,seminars and conferences. Budget $2,450 Continuing Education: Liability reduction isone of the Department's basic objectives and training isanessential element in this effort.Training requirements increase every year due to changes in local, state and federal 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-6 laws.The fiscal year 2000-2001 budget incorporates all levels of training for community service %**•officers, certified reserve officers, full-time officers, and dispatch personnel. The Department training program,outlined in written policy,includes 40-hours of basic training for non-certified reserves,24 hours of Az-POST in service required for police certified officers,three firearms qualification sessions,and standardized requirements for officers in the academy. In addition to basic training, all officers holding specializedassignments such as school resources,field trainers, and investigators are required to complete proficiency training. Sergeants must also complete supervisor certification courses. Budget $4,350 Dues and Publications: Dues are paid to various professional organizations on behalf of full time personnel in the Department.Most of the organizations provide a journal and other publications necessary to keep the staff current on legal decisions and procedural changes.Included are renewals for animal control subscriptions,crime prevention publications,community policing bulletins, and the local newspaper.The most important publication the Department will order in the fiscal year will be the Arizona Criminal and Traffic Law Manual,which is an essential part of the training program. This category also includes fees paid for local holding and quarantine of licensed dogs under the animal control program. Budget $2,900 Gasoline and Oil: The Department's fuel budget is based on actual costs,tracked and documented on an automated vehicle maintenance system.The Department fleet consists of twelve vehicles with two additional vehicles requested in the next fiscal year.Department vehicles average 13.8 mpg and operate on an average of 11,143 miles per month.Fuel projections are based on the purchase of 9,690 gallons at $1.88 per gallon. Budget $18,300 Office Supplies: Office supplies are essential for meeting statutory and contract obligations as well as daily operational requirements.As the host law enforcement agency in Building B of the Town office complex,the Department is responsible for the all common use office equipment such as the fax machine,radio consoles,and copiers that require parts and service contracts.Funding in this category will also be used for photographic film in the evidence and booking processes, batteries,intoxilizer supplies,animal control tags,drug test kits,stationary,license forms, keys, 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-7 f fingerprinting supplies,writing utensils,and paper products.Also included are flares,first aid Va*^components,evidence bags,crowd control tape, and field supplies. Budget $16,100 Printing: Twoimportant objectives for fiscal year 2000-2001 pertain tocrime prevention andcommunity based policing.These objectives have printing requirements for the public information and recognition program as well as reproduction services.Liability reduction and ordinance enforcement require printing updates to the policy and procedures manual. The updates include allordinances, codes, and sub-manuals addressing operational requirements along with abandon vehicle stickers, citations, report forms, violation notices and warnings. Printing costs also include daily operational needs such as business cards,stationary,renewal notices,and licensing forms. Budget $5,250 Communication Expenses: This is a vital area pertaining to Department operations,contractual obligations,and officer safety objectives.Communication expenses fall into three categories:telecommunications,leased services,and radio communications. ^Siggtr Telecommunications:With implementation of the 24-hour dispatching,service requests occur at times when officers are not on duty. All on-call personnel are issued pagers for rapid response and call outs. The Department also relies heavily on cellular telephones for direct communications between headquarters and supervisory personnel in the field.Cellular communication is used to transmit detailed information and to verify warrants that may not be appropriate for general broadcast.Monthly service costs for assigned pagers and cellular services are reflected in the budget. Leased Services:The Department,by contract,is host agency for the regional intoxilizer connected by land line with the DPS Crime Laboratory and the criminal information terminal connected to the DPS -ACJIS Division.Monthly fees reflecting these obligations are included in the communications budget. Radio Communications:This includes radio repairs and service contracts on dispatch equipment. Radio communications are absolutely necessary in meeting objectives relating to public safety, officer safety, special events,and public accessibility. By policy, every uniformed officer is assigned a portable radio.MCSO officers on contract are supplied with a radio for direct 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-8 communicationswithDepartment dispatchersandevery vehicleisequipped withamobileradio. Budget $5,000 Travel Expenses: This category refers to expenses incurred while traveling on official Department business. Personnel assigned to the Department are also required to travel for warrant service and liaison purposes. The funds will be used primarily for training-related travel, in-service requirements, community policing activities including the law enforcement advisory panel, and membership duties in various state law enforcement associations. Budget $3,500 Uniforms: UniformsareanessentialpartoftheDepartmentobjectivesrelatingto visibilityand accessibility. Department personnel are clearly identified at special events and recognized as public safety officers. The uniform serves a specific role incrime prevention efforts and community oriented policing practices. In the interest of liability reduction,Department policy requires all officers to be in uniform when engaged in enforcement action, patrol activities, in-service training exercises, and all community service projects. The Department has an established policy that standardizes uniform issue, care and inventory procedures. These funds will be usedincarrying out this policy as it relates to uniforms. During fiscal year 2000-2001 the Department is seeking to replace all police safety vests with the help of agrant that pays one-half of the total cost.While this is a departure from the practice of replacing vests at three-year intervals,it represents a unique opportunity for the Town and affects the budgeted funding for this fiscal year. Budget $15,000 Weapons and Ammunition: Firearms training is a critical area in liability reduction objectives.Department policy requires that all certified officers complete an annual examination on the firearms simulator and pass three firearms qualification shoots.In the upcoming fiscal year,these are scheduled for the summer (night shoot),fall (day shoot)and the spring (day shoot).The Department has fifteen employees and one reserve who are fully certified police officers authorized to carry weapons. In the upcoming fiscal year, two current vacancies and two anticipated grant-funded positions would require that twenty officers participate inthe firearms qualification program. The requested funds are for ammunition,firearms for new officers,and an air-powered dart gun for use by the 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-9 animal control officer. Budget $4,250 Capital Outlay -Vehicles: The Department began service in 1990 with surplus DPS vehicles as the core of its fleet. Using aplanned program budget over the last eight years, the vehicles have gradually been updatedto a modern, low maintenance fleet. As part of this program for the upcoming fiscal year, the Department was granted two patrol vehicles.Generally,new vehicles are requested as replacements.However,due to the addition of seven grant-funded positions over the last two fiscal years as well as additional grant funded positions anticipated in the upcoming fiscal year, the Department is seeking to expand its fleet. The additional personnel have placed a strain on the existing fleet,resulting in higher maintenance and operating costs. The addition of two vehicles will spread operating requirements over a wider,newer fleet to alleviate maintenance costs and down time. It takes approximately eleven months from the time the budget request is prepared before the vehicle comes online. All Department vehicles are purchased and equipped at state contract price. Budget $51,000 V^y Capital Outlay -Furniture and Equipment: Since the Department relocated to Building B four years ago, the facility has steadily been upgraded to meet legal requirements relating to criminal history files, the ACJIS terminal,the regional intoxilizer,evidence storage,training facilities,and dispatch services.All furniture and equipment has been installed to serve the squad room,booking facility,volunteer area and administrative offices.During fiscal year 2000-2001,the Department is seeking tocomplete the process by taking possession of an area formerly used by MCO for record storage.This will become a storage facility and property room.This budget includes the cost of filing cabinets for archived records,shelving for supplies and equipment,and an inventory center for communications and operation items purchased in bulk. The remainder ofthe funds isfor equipment in the form of adigital camera and atraffic enforcement radar unit.The digital camera will help reduce dependence upon emulsion film used for evidence and public information programs.The radar unit will be employed to meet resident's requests for neighborhood speed studies,traffic enforcement,and public information programs. Budget $8,500 2000-2001 Budget Town of Fountain Hills -Town Marshal Page 15-10 Capital Outlay -Communications: There are no requests for fiscal year 2000-2001. Request $0 2000-2001 Budget Town of Fountain HUls -Town Marshal Page 15-11 T^jglpr MARSHAL DEPARTMENT 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 286,998 468,300 360,000 651,900 FICA 4,043 6,900 5,300 9,600 Unemployment Insurance 693 1,400 500 1,700 Employee's Health Insurance 22,678 37,000 30,000 56,800 Employee's Life Insurance 539 1,200 800 1,600 Employee's Dental Insurance 4,726 9,600 7,000 9,600 Employee's Eye Insurance 988 1,900 1,300 2,700 Worker's Compensation Insurance 1,172 4,900 2,000 3,800 Employee's Retirement Fund 25,105 36,600 33,000 65,900 Recruitment Costs 215 4,560 2,700 5,000 Disability Insurance 1,709 2,700 2,700 4,400 TOTAL CONTRACT SERVICES Sheriffs Contract TOTAL REPAIRS &MAINTENANCE: Vehicle Repairs &Maintenance TOTAL SUPPLIES &SERVICES: Advertising/Signage Conferences Education/Training Rabies/Animal ControlFees Dues &Publications Gas &Oil Office Supplies Printing Communication Expense Travel Uniforms Weapons/Ammunition TOTAL CAPITAL EXPENDITURES Capital Outlay-Vehicles Office Furniture &Equipment Capital Outlay-Commun. TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget $348,866 $575,060 $44530 $813,000 604,943 1,384,000 1,384,000 1,476,500 $604,943 $1,384,000 $1,384,000 $1,476,500 11,550 13,350 13,350 13,350 $11,550 $13,350 $13,350 $13,350 6,416 6,570 6,570 6,570 1,970 2,560 2,560 2,450 4,284 5,250 5,250 4,350 0 4,350 0 0 1,955 1,960 1,960 2,900 12,192 11,150 15,000 18,300 12,809 10,500 13,500 16,100 5,938 6,260 6,260 5,250 2,484 8,900 3,000 5,000 2,382 3,550 3,000 3,500 7,700 10,030 10,000 15,000 787 3,100 3,100 4,250 $58,917 $74,180 $70,200 $83,670 44,561 50,000 45,000 51,000 5,847 12,500 6,000 8,500 2,009 6,100 2,000 0 $52,417 $68,600 $53,000 $59,500 $1,076,693 $2,115,190 $1,965,850 $2,446,020 Town of Fountain Hills -Town Marshal Page 15-12 PARKS AND RECREATION Robin Goodman Director of Parks and Recreation Bryan Hughes Recreation ProgramCoordinator Michelle Carlson Executive Assistant Renata Dominguez Administrative Assistant Corey Hromek Recreation Assistant 111 Amy Silverman Recreation ProgramCoordinator J.Milo Bonnin Recreation ProgramCoordinator MISSION STATEMENT: The missionof theFountain Hills Parks and Recreation Department istoenhance thequalityof life by providing and maintaining safe, available, and accessible parks and recreation services that will meet the intellectual,social,cultural,and leisure needs of all residents. VISION STATEMENT: In April 2000, the Parks and Recreation Commission developed a vision statement for the Department. It states: "By the year 2005, the Fountain Hills Parks and Recreation Department will achieve full agency accreditation,a National Gold Medal Award,and a 100%excellence rating from our citizens". DEPARTMENT DESCRIPTION: The Parks and Recreation Department is responsible for providing safe and accessible recreation services for all age groups. Parks and Recreation services provided include: senior programs, adult sports,youth sports,pre-school programs,cultural programs,teen services,outdoor programs,special events,special interest classes,adult education classes,and after school programs. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Developed the Mayor's Youth Council providing a pathway for students to develop their leadership skills,serve their community through volunteer work,and offer a central clearinghouse for ideas that support the goals and give direction to the Town's youth. •Developed a web site including narrative on the Mayor's Youth Council,Skate Park Committee,facility descriptions and maps,program information,and employment opportunities. 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-1 \sSfa*S •Partnered with the Maricopa County Library District -Fountain Hills Branch to offer more youth related programs. •Continued partnership with the Scottsdale Boys and Girls Club -Fountain Fhlls Branch to offer a variety of different programs including: Summer Clubhouse, Summer Field Trips, Youth Town Hall,NFL Punt,Pass and Kick,and MLB Diamond Skills. •Received a 1999 Arizona Commission on the Arts Grant Award in the amount of $1,300 for the Concert in the Park Series. •Developed a Five-Year Capital Improvement Plan with priorities and construction estimates. • Conducted a feasibility study that surveyed residents about their support of future park development. •Coordinated with MCO Properties to offer the Phoenix Symphony Orchestra in Fountain Park for the third consecutive year. • Certified35coaches through theFountain Hills Chapter oftheNational YouthSportsCoaches Association. •Assisted with the activities of approximately 250 volunteers,who worked an estimated 3,500 hours,5,000 of which were donated by parents who worked in the 2000 Youth Basketball Program. •Continued coordination with the Fountain Hills Municipal Court to offer a Community Service Program working with individuals required to complete community service hours. •Created a dynamic display for the Arizona Parks and Recreation Association Annual Conference. •Began the agency accreditation process for the Department administered by Commission for Accreditation of Parks and Recreation Agencies ("CAPRA"). •Created a strategic plan for Vision 2005. •Developed Vision 2005...Parks,Facilities,and Recreation services. •Applied for a second Arizona Heritage Grant to fund development at Fountain Park. •Initiated new partnership programs with the Fort McDowell Yavapai Nation. FISCAL YEAR 2000-2001 OBJECTIVES: •Offer fifteen new or expanded recreation programs,primarily in the area of youth and teens. Increase content in Just 4 Teens newsletter as well as increase distribution through both the Fountain Hills Middle School and High School campuses. •Increase Department volunteer base and continue to explore and use creative methods to recognize volunteers. •Increase program participation through unique marketing techniques. 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-2 • Provide outreach services and support for youth organizations including the Fountain Hills Unified School District,Fountain Hills -Fort McDowell Cattle Guard Alliance and the local Soap Box Derby events. •Cross train employees to handle increased workload. • Publish the Fountain Hills COMPASS newsletter six times per year including information from Fountain Hills Unified School District,McDowell Mountain Preservation Commission, Fountain Hills Sanitary District and Chaparral City Water Co.,Senior Services,Inc., and Fountain Hills Fire Department. •Continue to develop web site for all Parks and Recreation related items. •Staff and assist the nine member Parks and Recreation Commission and its subcommittees. •Identify the new recreation and leisure education programs to be offered in fiscal year 2000- 2001. •Publish the second issue of "101 Things for Kids to Do". PERFORMANCE STANDARDS: •Provide excellent customer service including information referral,quality programs,and easy registration. •Provide staff support to all events and activities scheduled at Golden Eagle Park,Four Peaks Neighborhood Park,Desert Vista Neighborhood Park,and Fountain Park. •Provide Little League,Soccer Club,Pop Warner, Jr. Miss Softball,and Lacrosse with any assistance necessary to ensure the success of their respective organizations. • Work closely with the Fountain Hills Unified School District to assist with scheduling and maintenance of facilities used by the Parks and Recreation Department. •Monitor expenditures and revenues to meet Department objectives. •Continue to supplement park development budgets through Heritage Grant Funding, community donations,and partnerships. PERSONNEL SERVICES: In fiscal year 2000-2001,one recreation assistant III will be re-classified to a recreation program coordinator to handle the expanded youth programming.No new positions are requested. CONTRACT SERVICES: These four line items contain the special events and community services that the Department organizes. The Parks and Recreation Commission is recommending that fifteen new or expanded programs be approved and adopted by the Council. Program expenditures and revenues have \^^increased duetothe addition and expansion of youth andteen programs.Revenues depend largely 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-3 onthesuccessof individual programs. Acomplete listof allprogramsto beofferedinfiscalyear 2000-2001 appears in Appendix K. New programs are selected bythe Parks andRecreation Commission through an annual evaluation process. The Leisure Recreation Subcommittee initiates this process in December and brings the recommendation to the full Commission for a vote.This recommendation is then forwarded totheMayor and Council during the budget process. The Commission and staffhave emphasized and significantly increased programs for youth and teens. Some of these programs do not pay for themselves. However, itis recognized that there is a community value and benefit tooffering programs for youth and teens. The Parks and Recreation Commission supports the subsidy of children's programs. Program Funding History (5 years): FY 2000-01 FY1999-00 Expenditures $170,000 $208,100 Revenues $209,875 $226,300 Special Programs: This lineitemcovers theexpenditures for 26programs found in Appendix L.Specialprograms include special events, community education classes, and Fountain Hills' non-profit clubs co- sponsored by the Town. Some community events are subsidized, such as the St.Patrick's Day Celebration. Budget $60,000 Revenue Estimate $53,300 Sports Activities: This lineitem isfor expenditures with Youthand Adult Sports Programs. There are 20programs offered in this category for next year. A detailed breakdown of expenditures by program can be found in Appendix M. Budget $60,000 Revenue Estimate $97,650 Youth and Teen Programs: The Commission has placed continued emphasis this year on teen programming that provides more opportunities for teens and helps to reduce juvenile delinquency in Fountain Hills. This line item includes several new teen programs.There are 31 total programs detailed in Appendix N. The reclassification of the recreation assistant III to a recreation coordinator will allow the Department to almost double the number of youth and teen programs offered. With this additional 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-4 FY1998-99 FY1997-98 FY1996-97 $144,600 $105,500 $87,000 $145,000 $129,000 $83,000 help, staff has been able to work more closely with the School District, Boys and Girls Club, Cattleguard Alliance, and various youth groups. The result has been the development of new and attractive programs for the young adults of Fountain Hills. Budget $50,000 Revenue Estimate $58,925 Constituent Communications: This line item is for the printing,postage,and photographs for six issues of the Town's newsletter, Fountain Hills Compass.This year's Compass will range from eight to twelve full pages and will be mailed to an increased number of homes (9,600). The expanded 12-page format will permit more material to be printed on Town priorities and projects and will include articles from McDowell Mountain Preservation Commission,Senior Services,Inc.,Chaparral City Water Co.,Fountain Hills Fire Dept.,Fountain Hills Unified School District,and Fountain Hills Sanitary District. The newsletter content will vary based on the time of the year. Additional coverage on preservation, trails,park beautification projects,and the Community Center are anticipated.In addition,the Just4 Teens newsletter has been well received and will be expanded to four full pages and will see increased circulation through the Middle School and High School campuses.This newsletter will promote programs for youth and teens,announce job opportunities,and provide civic education.There are also plans for articles by Mayor's Youth Council members regarding C,current issues and council activities.Just 4 Teens will also promote teen partnership programs in association with the Fort McDowell Yavapai Nation. Budget $45,000 REPAIRS AND MAINTENANCE: This line item accounts for the 15-passenger van purchased during fiscal year 1998-1999. Budget $1,000 SUPPLIES AND SERVICES: Advertising and Promotion: This expense is for advertising and miscellaneous signage.Marketing efforts during fiscal year 2000-2001 will concentrate on utilizingthe FountainHills Compass,news releases, flyers,monthly calendars,Channel 11,community bulletin boards,and the Parks and Recreation Home Page. Additionally, ads are run in The Times of FountainHills for programs to boost participation and increase exposure. Budget $3,000 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-5 Conferences: Conferences consist of the National Recreation and Parks Association Congress andTrade Show in October, the California Parks and Recreation Society Conference in March,and the Southwest Commission on the Arts Conference in March.Due to the fact that the National Recreation and Parks Congress and Trade Show is being held in Phoenix in 2000, the Department would like to provide the opportunity for allfull-time recreation staff,two students, and three Parks andRecreation Commissioners to attend. Budget $5,750 Continuing Education: One of the Department's objectives is, "To maintain high training standards and to cross train employees".Employees are required to maintain professional standards and certifications,renew first aid and CPR certifications annually,and to improve customerserviceskillsandcomputer information skills.Continuing education includes classes through the Arizona Government Training Seminars, one day workshops and seminars, and the one week Park Planning and Maintenance School for the director. Budget $6,000 Dues and Publications: This lineitem pays the membership dues for staffand the Commissioners tothe National Recreation andParks Association andArizonaParksand Recreation Association.Italso provides Department membership to the Arizona Heritage Alliance. The director and recreation program coordinators are required to maintain certifications as Certified Leisure Professionals. Budget $2,650 Gas and Oil: This line item accounts for the 15-passenger van purchased during fiscal year 1998-1999. Approximately 60 different trips and excursions are planned for youth and teens in the coming year. Budget $1,500 Office Supplies: This includes miscellaneous office supplies such as pens, folders,color paper, etc. for the Department. Over the past year, both office staff and programs have increased requiring theneed formoreofficesupplies. Flyersandnewsletterspublishedinternallyaccountforalargepercentage ofthis lineitem,most going toward colored paper. The Department also assists youthgroups and 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-6 c clubs with copying flyers and programs through the Club Assistance Program. Office furniture for three new offices is included. Budget $15,000 Printing: Printing consists of letterhead, special marketing projects, slides,photographs,and certifications for volunteers. Posters and special brochures promoting upcoming community special events fall under the printing budget.These items are placed around Town in local businesses to aid in marketing programs. Film development also accounts for a large portion of this line item. Many pictures are taken each year of programs,construction projects, etc. and used for future reference. Budget $3,500 Communications: This expense is for communication technology. The Department pays monthly service charges and fees associated with the use of pagers,cellular phones, and radios. Budget $5,000 Travel: This lineitem isfor miscellaneous mileage and travel for five full-time and ten part-time/seasonal staff members.It also includes airfare for out of state travel. Budget $2,500 Uniforms: One of the Department's objectives is "to be visible" and "provide on-site information,assistance, and services to park visitors and program patrons". The Department needs to maintain high standards with regard to on-duty appearance.Staff uniforms are required to be worn when on duty,attending special events, or training. The public must clearly recognize whom to approach inemergencies,forinformation,ortoreportfacilityproblems.Presenting aneatappearancecreates immediate identity and public trust. Budget $4,000 Bank Charges: This new line item will cover bank charges associated with the use of a credit card machine to be used at the customer service counter.Over the past few years,requests have been received regarding this service.In fiscal year 2000-2001,staff feels the counter is ready to accept this responsibility and offer the service. Budget $3,000 2000-2001 Budget Town of Fountain Hills -Parks and Recreation Page 16-7 Xjjijpiiaj/ PARKS &RECREATION 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 227,639 309,900 305,000 344,500 FICA 7,141 9,350 9,200 9,800 Unemployment Insurance 731 910 850 600 Employee's Health Insurance 9,839 17,600 13,500 19,900 Employee's Life Insurance 314 630 400 600 Employee's Dental Insurance 2,032 4,380 2,550 3,100 Employee's Eye Insurance 470 970 650 900 Worker's Compensation Insurance 1,029 3,020 2,000 2,800 Employee's Retirement Fund 17,394 25,590 24,200 29,500 Disability Insurance 981 1,350 1,300 1,800 TOTAL CONTRACT SERVICES Engineering Fees Special Programs Sports Activities Youth and Teen Programs Constituent Communications TOTAL REPAIRS &MAINTENANCE: Vehicle Maintenance &Repair TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues &Publications Gas &Oil Office Supplies Printing Communications Travel Uniforms Bank Charges TOTAL CAPITAL EXPENDITURES Capital Outlay -Vehicles Office Furniture &Equipment TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget $267,570 $373,700 $359,650 $413,500 5,975 0 6,000 0 53,992 84,600 65,000 52,350 37,335 78,500 55,000 71,000 21,344 45,000 35,000 46,650 24,125 24,000 30,000 45,000 $142,771 $232,100 $191,000 $215,000 $642 $0 700 1,000 $642 $0 $700 $1,000 4,727 3,000 5,000 3,000 4,749 4,500 5,000 5,750 4,694 2,800 5,000 6,000 2,153 1,800 2,500 2,650 260 1,500 500 1,500 10,627 7,000 13,000 15,000 2,769 10,000 4,000 3,500 2,028 2,900 2,500 5,000 1,074 2,500 1,300 2,500 2,834 3,200 3,000 4,000 0 0 0 3,000 $35,915 $39,200 $41,800 $51,900 21,158 0 21,160 2,500 21,160 0 0 0 $21,158 $468,056 $23,660 $668,660 $21,160 $614310 $0 $681,400 Town of Fountain Hills -Parks and Recreation Page 16-8 GOLDEN EAGLE PARK Robin Goodman Director Don Clark Park Operations Supervisor l 1 1 Danny Tancredi Park Operation Worker Chance Butterfield Park Operation Worker MISSION STATEMENT: Golden Eagle Park is a communitytreasure and a support facility for the expanding Junior/ SeniorHighSchool. Itisalsoahighprofilepropertyandanexcellent community amenity with an emphasis on safety,cleanliness and beauty. PARK DESCRIPTION: GoldenEagle Park is a 25-acre active recreation facility adjacent to the Middle School/High School. The park includes four multi-purpose lighted ball fields with covered dugouts and seating for 550 spectators, four lighted tennis courts with shaded waiting area, two lighted basketball courts with bleachers,two lighted sand volley ball courts with a shower tower, a tot lot, and a children's playground with a shaded seat wall, a 2,500 square foot restroom/control building, three parking lots with a total of 223 parking spaces, three picnic ramadas with grills, two pedestrian foot bridges, six chilled drinking fountains,a horse shoe pit,five open turf areas, a large equipment storage yard, and over a mile of sidewalks and concrete pathways. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Received Outstanding Facility of the Year Award from Arizona Parks and Recreation Association. •Implemented in-house overseeding for Fall 1999. •Upgraded irrigation controllers to Com Sat series Model. •Purchased Tennant Sweeper to clean walkways and parking lots. •Installed additional shade trees throughout the park. •Installed trees between ball fields #2 and #3. •Installed irrigation system between ball fields #2 and #3. •Provided support services for High School baseball,girls fast pitch Softball,and school 2000-2001 Budget Town of Fountain Hills -Golden Eagle Park Page 17-1 tennis teams. • Prepared for Senior Softball League, Fountain Hills Little League, and Soccer Club teams. •Installed new backboards on ball fields 1, 2,and 3. •Installed new jox boxes on fields #3 and #4. •Set-up for installation of computer in the GEP office. FISCAL YEAR 2000-2001 OBJECTIVES: • Maintain current support services to assist youth and adult organizations, support Middle/ High School sports activities, and other community organizations using GEP facilities. •Provide exceptional maintenance of the Town's assets. •Emphasize restroom cleanliness and a litter free environment. •Continue to utilize community service workers to assist with park maintenance. •Cross train recreation assistants to assist with park maintenance. •Manage financial resources to meet authorized expenditures. •Implement a successful Fall overseed schedule. •Maintain high staff visibility and provide friendly help for park patrons. PERFORMANCE STANDARDS: •Provide safe and clean litter free facilities daily. •Secure restroom/control building and park entry gates daily. •Prepare and line all ball fields for scheduled activities. •Maintain beautiful green turf year-round. •Maintain an accident free work environment. PERSONNEL SERVICES: This expense is for one park operations supervisor and two park operations workers.These current positions are required to maintain the high standards of support,services,and maintenance established for Golden Eagle Park. REPAIRS AND MAINTENANCE: Vehicle Maintenance/Repairs: This budget includes annual/routine maintenance on two full size trucks,a tow behind utility trailer, two John Deere 4x2 gators,a John Deere field rake,a reel mower,a Tennant sweeper, and a Ford tractor.The maintenance contracts for the sweeper and John Deere equipment comprise the majority of expenditures in this budget item.Also included are expenditures for 2000-2001 Budget Town of Fountain Hills -Golden Eagle Park Page 17-2 tires, oil changes, and miscellaneous repairs for the maintenance of other vehicles. Budget $8,000 Equipment Rental: Rentals include a sodcutterusedtwicea yearfor edging allfourball fields,a utility pump for removingwaterduringmainlinerepairs,atrencherforinstallationofnewirrigationlines,anda de-thatcher for maintenance on the baseball field in-field turf. Budget $1,800 Building Repairs/Maintenance: High standards of cleanliness and maintenance are stressedat GoldenEagle Park.Adequate cleaning supplies forthe restroom,control building,andexteriorareasare supplied.This budget includes cleaning supplies, paper products, trash bags, plumbing service calls, electrical, air conditioning repairs, and some interior/exterior painting. Also included is the semi-annual cleaning of the control building floors. Budget $10,000 Field Preparation/Maintenance: This budget item is very important to the Golden Eagle Park objectives of providing excellent support services to assist youth sports organizations,adult sports, and other community organizations using park amenities.The $13,800 increase isduetocosts associated with special maintenance expenditures, including: resurfacing two basketball courts ($6,900); replacing windscreens atfour tennis courts ($5,300);and repairing sidewalks ($1,300).These expenditures will be necessary every five to eight years depending upon how much the facilities are used and how well they are maintained. Several sports tournaments are hosted annually for seniors, adults, Little League, and prep for many other sports activities are provided.Miscellaneous expenditures include maintenance of four ball fields with fertilizers, organic materials, field markingpaint for soccer,chalk for adult softball games, irrigation parts and repairs, andrepairs to fencing, gates, locks, parking lots, and replacing damaged park equipment. Golden Eagle Park is an award winning community treasure and high standards will be maintained for years to come. Budget $31,000 Mowing/Landscaping Maintenance: This budget item is for the annual mowing contract and related expenditures.This includes 6.28-acres of turf, which is comprised of four ball fields and five open turf areas. Mowing is 2000-2001 Budget Town of Fountain Hills -Golden Eagle Park Page 17-3 X^jp^r done on a weekly schedule and also upon request.Tasks related to this budget are aeration, dethatching,scalping all turf areas, debris, and grass clipping removal, top dressing, herbicide applications, and charcoal applications. Re-sodding ($4,000) and top dressing ($2,000) are expenditures that will occur every two to four years depending on field conditions and usage. This is in compliance with Parks and Recreation efforts to maintain beautiful green turf year- round at GEP.This line item includes a 4.4%increase for the Annual Landscape Contract. Request $31,700 SUPPLIES AND SERVICES: Advertising/Signage: These costs are associated with staff recruitment and replacement of signage in Golden Eagle Park including effluent water signs,no littering,information,and directional signage. Request $600 Conferences: These funds are requested to enable park staff to attend annual NPRA and APRA conferences. Request $700 Continuing Education: Training and certifications are an important part of meeting park operation goals. These funds are for keeping park staff trained for each employee's field of interest,such as, sports turf, master gardening, and arborculture. Also included are fees for maintaining current certifications. Request $2,000 Dues and Publications: This line item is for annual dues and journal publications. Request $400 Office Supplies: This budget covers costs for pens, paper, folders, notebooks, and other miscellaneous office supplies. Request $300 Electricity: Electricityexpensesareexpectedto increase7.2% due to parkexpansion andincreaseduseof park amenities.Allfourballfieldsareconstructedwithlightsfornight play.Expenditures for 2000-2001 Budget Town of Fountain Hills- Golden EaglePark Page17-4 other lighted amenities include four lighted tennis courts,two lighted basketball courts, two lightedvolleyballcourts,three lightedramadas,monumentlighting,andarealightingthroughout the park. Budget $30,000 Gas and Oil: This line item includes expenditures for two full size trucks: one 1999 Dodge Ram and one 1991 Chevy long bed. Also included are two John Deere gators,one John Deere field rake, propane for one Tennant sweeper,diesel for one Ford tractor, and mixed fuel for 2-cycle equipment. A 50% increase is anticipated due to the addition of fuel for the Tennant sweeper, diesel for the tractor and increased use of vehicle by recreation assistants and office staff. Budget $3,300 Tools,Shop Supplies: These budget items include tools for three park operations staff members. Tools and shop supplies are used in the care and maintenance of the park and park equipment including pruners, laupers, saws,shovels,rakes,wrenches,light meters,etc.Supplies include paint,cement,rope, locks,glue,wire,etc. Budget $4,000 Printing: This request covers printing documents,as-builts,and temporary signage. Budget $625 Communications: Two-way radios,pagers,and cellular phone access are costs covered by this budget item. Expenditures also cover repairs and maintenance of this equipment. Budget $2,000 Water/Sewer/Trash Pick-Up: Water, sewer, and trash pick-up consist of potable water use for the restroom/control building, eight chilled drinking fountains, trash pick-up for three dumpsters,sprinkler watering for the stabilized in-fields on four ball fields,the volleyball watering system,and several potable quick couplers. All turf areas are normally irrigated with effluent water. This fiscal year, however, additional potable water costs need to be included. An interruption of effluent water last year required an additional $1,500 in potable water. Repairs to the Fountain Park lake liner may V_^/causefutureinterruptionstoGoldenEagleParkeffluentwater supply.Therefore,threemonth's 2000-2001 Budget Town of Fountain Hills -Golden Eagle Park Page 17-5 xijgjiX'' costs have been added based on last year's expenditure and the projected construction period. Budget $8,000 Travel Expenses: This budget is for reimbursements of travel or mileage that is job related. Budget $100 Uniforms: Funds were suppliedfor uniforms tooutfit three parkoperations staffmembers. Uniforms include shirts, pants, shoes, hats, belts,jackets (for the Fall season),and personal safety equipment. Parks and Recreation Department uniforms increase staff visibility and create a positive public image. Budget $3,000 CAPITAL EXPENDITURES: Park Improvements: This budget is for expenditures on park equipment and furnishings that will facilitate Golden Eagle Park staffin performing their jobs and enhance park maintenance and aesthetics. It includes: •Three-tier planter ($1,950). • Fencing volleyballcourts ($4,420). •Picnic tables ($2,600). • Pathway/sidewalk connectivity ($30,000). The Town would construct several multi-use pathways on the southeast border.These pathways would provide connectivity from the High School/Middle School to Golden Eagle Park,creating a safe transition from one facility to the other.This project also would provide additional pathways for park patrons who enjoy anearly morning or lateevening walk. Also included would be landscaping/irrigation to enhance areas adjacent to these pathways.The landscaping would include trees, shrubs, wildflowers,groundcovers,and decomposed granite. Budget $39,000 2000-2001Budget Town of Fountain Hills • Golden Eagle Park Page17-6 GOLDEN EAGLE PARK 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 67,740 87,700 89,500 94,900 FICA 955 1,300 1,300 1,400 Unemployment Insurance 120 210 150 210 Employee's Health Insurance 5,606 8,100 7,700 8,850 Employee's Life Insurance 143 270 200 270 Employee's Dental Insurance 1,032 1,760 1,350 1,450 Employee's Eye Insurance 268 450 360 460 Worker's Compensation Insurance 740 3,250 1,800 2,350 Employee's Retirement Fund 7,187 9,650 9,000 10,440 Disability Insurance 367 510 500 650 TOTAL CONTRACT SERVICES: TOTAL REPAIRS &MAINTENANCE: Vehicle Maintenance/Repair Equipment Rental Building Repairs/Maintenance Field Preparation/Maintenance Mowing/Landscape Maintenance TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues and Publications Electricity Gas and Oil Office Supplies Tools, Shop Supplies Printing Communication Expense Water/Sewer Travel Uniforms TOTAL CAPITAL EXPENDITURES Park Equipment Park Improvements TOTAL TOTAL EXPENDITURES 2000-2001 Budget $84,158 $113,200 $111,860 $120,980 5,177 3,600 5,600 8,000 1,016 2,000 1,200 1,800 6,749 9,000 8,000 10,000 14,597 19,000 20,000 31,000 12,404 34,000 16,500 31,700 $39,943 $67,600 $51,300 $82^00 0 300 0 600 225 660 250 700 524 1,910 550 2,000 300 200 300 400 18,362 28,000 24,500 30,000 2,221 1,500 2,500 3,300 287 250 300 300 2,315 3,000 3,000 4,000 94 625 100 625 368 1,320 400 2,000 5,147 5,000 6,000 8,000 0 100 0 100 1,417 2,400 2,000 3,000 $31,260 $45,265 $39,900 $55,025 23,799 0 30,100 0 25,500 0 0 39,000 $23,799 $30,100 $25,500 $39,000 $179,160 $256,165 $228,560 $297,505 Town of Fountain Hills -Golden Eagle Park Page 17-7 ( hob*isorsooa rfiblc CHURCH 333,.30 '^S^ PAAKINCi HIT 63 STACKS RECREATIONAL MASTER PLAN GOLDEN EAGLE PARK FOUNTAIN HILLS.ARIZONA e group landscape architecture /environmental design inc c,w 5139 00 SCHOOL SITE 1 BANDVOI LBYBALI (VII.HIS OCOTtU-O RAMADA OPEN TURh AKHA SAOUARU RAMADA MdHNI SHU!i'll FOUR PEAKS PARK Robin Goodman Director Dave Arnold Park Operations Supervisor MISSION STATEMENT: Tomaintaina 15-acre facility to Department standardsand to work cooperatively with the Fountain Hills Unified School District in scheduling these facilities. PARK DESCRIPTION: FourPeaksNeighborhoodParkis a 15-acre recreationfacility adjacenttoFourPeaksElementary School.Most of the parkland is owned by the Fountain Hills School District and is maintained by the Town of Fountain Hills Parks and Recreation Department. The park includes a lighted soccer field with seating,a multi-purpose field with lights, one Little League field, one softball field, two lighted tennis courts,two lighted basketball courts,a children's playground,restroom/ control building,one ramada with a grill,and parking for 30-vehicles. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Renovated the tennis courts. •Implemented an in-house overseeding schedule. •Provided support services for Little League and the Soccer Club. •Upgraded conditions of ball fields. •Assisted with the establishment of a temporary skate park facility. •Conducted an in-house light audit of the east ball field. •Initiated a weekly playground inspection. FISCAL YEAR 2000-2001 OBJECTIVES: •Maintain current support services to customers. •Provide exceptional maintenance of the Town's assets. 2000-2001 Budget Town of Fountain Hills -Four Peaks Park Page 18 -1 •Emphasize restroom cleanliness and litter free environment. •Manage financial resources to meet authorized expenditures. •Assist with the planning and construction of Four Peaks Neighborhood Park Phase II. •Maintain high staff visibility and provide friendly help for park patrons. PERFORMANCE STANDARDS: •Provide safe and clean facilities daily. •Secure restroom/control building and park entry gate daily. •Maintain safe and beautiful green turf year-round. •Maintain an accident free work place. PERSONNEL SERVICES: One park operations supervisor maintains the entire 15-acre site. A turf and horticulture intern is requested. This would be a temporary student position to assist with park operations each spring. Staffwill advertise nationwide for a student intern and pay a $5,000 stipend for 16weeks of full- time work approved in fiscal year 1999-2000. REPAIRS AND MAINTENANCE: Vehicle Maintenance/Repairs: This budget includes annual/routine maintenance of one full size truck,one John Deere 4x2 gator, and a John Deere field rake.The John Deere equipment comprises most of the cost in this budget item.Also included are expenditures for tires, oil changes,and other repairs for the maintenance of all vehicles. Budget $2,250 Equipment Rental: Rentals include a sod cutter used for edging ball fields,a trencher for installation of new irriga tion lines,a verticutter,turf vac,and aerifer for maintenance of turf areas. Budget $2,750 Building Repairs/Maintenance: Four Peaks Neighborhood Park is operated with high standards of cleanliness and maintenance. Staff insures adequate cleaning supplies for the restroom,control building,and exterior areas. This budget includes cleaning supplies,paper products,trash bags,service calls (for plumbing), electrical,AC repairs,and some interior/exterior painting. 2000-2001 Budget Town of Fountain Hills - Four Peaks Park Page 18 -2 Request $2,500 Field Preparation/Maintenance: This budget item is very important to the Four Peaks Neighborhood Park objectives of provid ing excellent support services to assist youth sports organizations,adult sports,and other com munity organizations using park amenities.Expenditures include maintenance of ball fields with fertilizers,organic materials,field marking paint for soccer,chalk for adult softball games, irrigation parts and repairs,replacement nets,repairs to fencing,gates,locks,sidewalks,park ing lots, and replacing damaged park equipment. Request $16,500 Mowing/Landscaping Maintenance: This budget item is for the annual mowing contract and related expenditures.This includes 6.8 acres of turf,which is comprised of two ball fields,soccer field,and general athletic field. Mowing is done on a weekly schedule and also upon request.This line item includes a 4.4% increase to the Annual Landscape Contract,plus 10% for special requests by the Parks and Recreation Department. Request $13,000 SUPPLIES AND SERVICES: Advertising/Signage: These costs are associated with staff recruitment and replacement of signage in Four Peaks Neighborhood Park. Request $200 Conferences: These funds are requested to allow park staff to attend annual NPRA and APRA conferences. Request $240 Continuing Education: Training and certifications are an important part of meeting park operation goals. These funds keep the park operations supervisor current with certifications. Request $300 2000-2001 Budget Town of Fountain Hills- Four PeaksPark Page18-3 Dues and Publications: L ,y This line item is for annual dues and journal publications. Budget $100 Office Supplies: This budget covers costs for pens, paper,folders,notebooks,and other miscellaneous office supplies. Budget $100 Electricity: Electricity expenses are expected to increase 10% due to park expansion and increased use of park amenities. All fields are constructed with lights for night play.Expenditures for other lighted amenities include two lighted tennis courts, two lighted basketball courts, one lighted ramada,and area lighting throughout the park. Budget $13,500 Gas and Oil: This line item includes expenditures for one full size 1996 Dodge Ram truck. Also included are one John Deere gator, one John Deere field rake, and mixed fuel for 2-cycle equipment. There will be an approximate 30% increase due to increased fuel use of vehicles by recreation assistants and office staff. Budget $1,200 Tools,Shop Supplies: Thesebudget items include tools for one park operations staff member. Tools and shop supplies are used in the care and maintenance of the park and park equipment.Tools include pruners, laupers,saws,shovels,rakes,wrenches,light meters,etc.Supplies include paint,cement,rope, locks,glue,wire,etc. Budget $2,000 Printing: Printing is for documents,as-builts,and temporary signage. Budget $500 2000-2001 Budget Town of Fountain Hills -Four Peaks Park Page 18 -4 Communications: Two-way radio, pager, and cellular phone access are costs covered by this budget item. Expenditures also cover repairs and maintenance of this equipment. Budget $300 Water/Sewer/Trash Pick-Up: Water,sewer, and trash pick-up consist of potable water use for the restroom/control building, chilleddrinkingfountains,trashpick-upforonedumpsterandirrigationofallturfandlandscaped areas. Budget $7,000 Travel Expenses: This budget is for reimbursements of job-related travel and mileage. Budget $100 Uniforms: Funds are requested for uniforms to outfit one park operations staff member.Uniforms include shirts, pants, boots, hats, belts, jackets (for the fall season), and personal safety equipment. Parks and Recreation uniforms increase staff visibility and create a positive public image. Budget $1,000 CAPITAL EXPENDITURES: Park Equipment: This item is for equipment expenditures used by all park supervisors for turf management, landscape care, and clean up.Equipment requested at Four Peaks Neighborhood Park include: • Bearcat Towable 12 hp. Honda 5" Chipper ($4,000) will be used in the clean up and maintenance oftreesand shrubs. The compost can be used bypark personnel wherenecessary and reduce waste,which is a plus for the Town and the environment • Toro 686 Aerator (78" towed) with %"open tires ($4,600) will be used to aerify the turf areas when and where it is necessary.Having it on hand and available at all times will eliminate having to rent or contract out the work and will pay for itself in three years •Lely 11.5cf Spreaderwithflotationtires($3,200)willallowparkpersonneltoapply fertilizers and other dry material faster and more economically. Budget $11,800 2000-2001 Budget Town of Fountain Hills -Four Peaks Park Page 18 -5 c C FOUR PEAKS NEIGHBORHOOD PARK 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 23,452 34,400 31,500 39,500 FICA 330 790 475 870 Unemployment Insurance 63 140 120 140 Employee's Health Insurance 1,947 3,350 2,650 3,000 Employee's Life Insurance 50 90 75 90 Employee's Dental Insurance 489 860 650 600 Employee's Eye Insurance 66 180 100 110 Worker's Compensation Insurance 321 1,270 650 980 Employee's Retirement Fund 2,526 3,290 3,290 3,850 Disability Insurance 135 170 180 270 TOTAL CONTRACT SERVICES: Engineering/Design Fees TOTAL REPAIRS &MAINTENANCE: Vehicle Maintenance/Repair Equipment Rental Building Repairs/Maintenance Field Preparation/Maintenance Mowing/Landscape Maintenance TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues and Publications Electricity Gas and Oil Office Supplies Tools,Shop Supplies Printing Communication Expense Water/Sewer Travel Uniforms TOTAL 2000-2001 Budget $29,379 ^*T^»,5*TV $39,690 $49,410 0 110,000 0 0 0 110,000 0 0 1,339 3,100 1,500 2,250 1,706 2,750 1,700 2,750 1,663 2,500 2,000 2,500 11,949 15,000 15,000 16,500 9,320 18,000 13,000 13,000 $25,977 $41,350 $33,200 $37,000 0 200 0 200 50 200 50 240 108 300 150 300 200 100 200 100 6,882 12,000 9,000 13,500 997 900 1,000 1,200 32 200 100 100 1,083 2,000 1,500 2,000 86 1,200 100 500 75 320 100 300 6,117 6,000 6,300 7,000 0 100 0 100 819 800 1,000 1,000 $16,449 $24^20 $19,500 $26,540 Town of Fountain Hills -Four Peaks Park Page 18 -6 CAPITAL EXPENDITURES Capital Outlay - Vehicles Park Improvements Park Equipment TOTAL TOTAL EXPENDITURES 0 15,820 7,974 0 0 8,000 0 15,900 8,000 0 0 11,800 $23,794 $8,000 $23,900 $11,800 $95,599 $228,210 $116,290 $124,750 2000-2001 Budget Town of Fountain Hills - Four Peaks Park Page18-7 si i Uidl DIM UK I 111 II DIM. Wll'lll mi:\l III SK \I IM i-ok m iioiii \<11\nil's \K.\\Mil-I II \l I III ID illlll I H.MIS «'s|DK\\U K S I-\\I'\KKIM 111 si M.I s jti\i.sr ri w \ui v i sl/l «sll Mil-si |(| (n Id! 1(1 I.IX Ml IIIKI l(\(k — I MMIM.r M(MN(. I MM INI.I I.I MINI M<\ s(11(1111 111 II DISC, 1(1 (1(1 \I IHNAI \l \si I l(IM \N\IMi in C'ONCKPTl AI.DEN ELOl'ME.NT PLAN FOUR PEAKS NEIGHBORHOOD PARK PHASE II i:\lsl IM.I'K.SMN M U Id STKOOM I'd id ri u K i:\im in(,. s Wll-l.()(\I l(l\ 'IHIMIMI'CUM.I'M> I.M 511'\S-T IIASkK I II M.I.(Ol III iii S5'\inn'nn1.1 i:k not wt \ I \l I KKIK I.II.II I IM. ii-50'mil'K_y sou i ii N<%|feX FOUNTAIN PARK Robin Goodman Director Robbie Ford Park Operations Supervisor MISSION STATEMENT: This budget section's mission is to express and enhance the beauty, value, and quality of the environment,andtoprovidequalityrecreationalopportunitiesbyoperatingandmaintainingFountain Park. PARK DESCRIPTION: Fountain Park is a 64-acre passive recreation area and anchor to the town center. The park was built in 1970 and includes:35-acres of turf, a 29-acre million gallon effluent lake, the world famous fountain, a dam, pump station, an 18-hole championship disc golf course, a children's playground,a restroom building,a chilled drinking fountain,various picnic tables and benches, and two parking lots. The Town acquired the park May 1, 1997, from MCO Properties,Inc. Approximately nine months later, the Parks and Recreation Commission developed a new Park Master Plan. The plan includes 7,200 linear feet of walkways complete with lighting, three picnic ramadas complete with tables and barbecues,scattered picnic tables,two restroom/control buildings,two parking lots totaling 120 stalls,children's playground and tot lot with water feature and shade structure,18 hole disc golf course with driving tees,outdoor performance pad, 12 station par course,connecting footbridge,interpretive signage,and site furnishings. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Hosted Town sponsored Fourth of July Celebration and Concert in the Park Series. •Leased the park for over 20 weddings providing revenue through facility use fees. •Coordinated with MCO Properties to present the Phoenix Symphony Orchestra. •Coordinated with the Fountain Hills Chamber of Commerce to utilize the park for the Great Fair and Mitch Silver Rockin'Auction &Collector Car Show. 2000-2001 Budget Town of Fountain Hills -Fountain Park Page 19-1 \i(flfoif*ja^/' • Continuedannualtraditionofdyeingthe fountain greenonSt.Patrick's Day. •Relocated approximately 1,200 waterfowl from the lake. •Re-landscaped two islands. •Added 1,000 cubic yards of mulch to the soil. FISCAL YEAR 2000-2001 OBJECTIVES: Provide professional assistance during fairs and large events. Begin Phase I construction of the approved Master Plan. Continue to decrease the migratory bird population at the lake. Provide exceptional maintenance of the Town's assets. Emphasize restroom cleanliness and a litter free environment. Increase the use of community service workers to assist with park beautification. Cross-train Parks and Recreation employees to assist with park beautification. Manage financial resources to meet authorized expenditures. Plan and implement a successful over-seed schedule. Increase staff visibility and provide assistance to park visitors. Clean up pump house building and yard for possible public tours. PERFORMANCE STANDARDS: »Provide clean litter-free facilities daily. •Secure restroom building and park entry gates daily. •Maintain beautiful stress-free turf year round. •Maintain an accident-free work environment. PERSONNEL SERVICES: The Parks and Recreation Department assumed the maintenance of Fountain Park on July 1, 1998. The park is staffed with one parks operations supervisor. In addition to Fountain Park, this employee assists with the management of the 11-acre Desert VistaNeighborhood Park property. Personnel expenses have been decreased due to the transfer of one employee to Golden Eagle Park. CONTRACT SERVICES: Engineering/Design Fees: SincePhaseIimprovements were delayed, the$30,000 engineering feesexpense forconstruction inspection services will be budgeted in fiscal year 2000-2001.Also included in this line item is 2000-2001 Budget Town of Fountain Hills -Fountain Park Page 19-2 N^jijp*^ \ng$&if $115,000 tocontractwithBlack&Veatch forengineeringservicesforthelakeliner replacement. Budget $145,000 REPAIRS AND MAINTENANCE: Vehicle Maintenance/Repair: Annual monthly maintenance is for a 1999 Dodge Ram Vi ton pickup. Monthly maintenance includes oil and fluid changes,belt/chain replacements,and other routine maintenance. Budget $1,000 Equipment Repair/Maintenance: There are several items included within equipment repair. All three pumps were rebuilt as of February 1999. $10,000is budgeted for electrical repairs. Routine repairs on both the pump house andrestroom/control building are anticipated due to the age of both facilities. Additionally, $2,000 is budgeted for the repair and maintenance of the John Deere 4x2 and a small boat with an outboard motor.Funds for routine maintenance,cleaning,and safety inspections are also included. Budget $12,000 Equipment Rental: Equipment rental for Fountain Park includes a tractor and large aerator to aerate the turf four times per year.This important process allows air and water to penetrate the soil profile.Turf can become compacted in areas of heavy traffic.Over time these areas become hard and dense so that roots cannot grow. With several special events hosted in Fountain Park, this is a necessary component of the park maintenance plan.The lake is being drawn down for the lake liner replacement project.Once the lake is drained,rental of a water tank will be necessary.During construction,temporary port-a-johns will be brought into the park. Budget $9,200 Building Repairs/Maintenance: The present restroom/control building will be demolished this summer in order to make way for the brand new restroom/control building.This new building is being paid for entirely by Arizona Heritage Funds. The construction area will be fenced for safety and the playground and parking lot will be closed to public use.The decrease in this line item is due to park improvements moved to fiscal year 2000-2001. Budget $3,000 2000-2001 Budget Town of Fountain Hills •Fountain Park Page 19-3 Request:$3,000 Field and Park Maintenance: This lineitemis for the majorityof the othermaintenanceexpenses,not includingthecontract that appears in a separate line item.There is a slight increase to this line item due to the additional expense for weeding and irrigation repairs ($5,500) and fertilizer/acid ($22,000). Request $27,500 Mowing/Landscape Maintenance: Landscape maintenance is for weekly mowing, landscape maintenance, and irrigation system repairs. The original agreement for services was with MCO Properties,Inc. and was transferred to the Town on May 1,1997,when the Town acquired the park.Included in this line item are a 4.4% increase to the Annual Landscape Contract ("ALC")and the following additional ex penses: Winter overseeding - $20,580 (Scheduled for 10/16 -11/6)(included in the ALC) Landscape and maintenance -$22,880 (included in the ALC) Mowing -$24,000 (included in the ALC) Tree trimming -$1,000 United States and Arizona State Flags - $500 New trees and landscape material - $5,000 Aeration four times per year -$5,600 Irrigation repairs -$8,000 Irrigation maintenance -$7,000 Request $95,000 SUPPLIES &SERVICES: Advertising/Signage: The costs associated with this line item are for signage including effluent water signs, no litter signs,and directional signage. Request $400 Conferences: These funds are requested so park staff can attend annual NRPA and APRA conferences. Request $100 2000-2001 Budget Town of Fountain Hills -Fountain Park Page 19-4 \sgj0itS Dues &Publications: This line item is for annual dues and journal publications. Budget $100 Office Supplies: This budget covers costs for pens,paper,folders,notebooks,and other miscellaneous office supplies.Also included is new furniture for the office. Budget $500 Electricity: The largestexpense for supplies and services is electricity. The other lineitems inthiscategory are minor and straightforward.The electrical expense is to run the three fountain pumps, one irrigation pump,fountainlighting,illumination oftheflagpole,lake aeration compressors,restroom/ control building,andpumphouse facilities foreffluent distribution toSunRidgeCanyon andFirerock. The electricity required to pump effluent to SunRidge Canyon and Firerock are separately sub- metered and paid by MCO Properties,Inc. and SunRidge Canyon L.L.C. Budget $50,000 Gas &Oil: This lineitem includes expenditures for onefullsize half-ton 1999Dodge Ram truck. Also included isoneJohn Deere gator,one 14-footfiberglass boat with a4-hp engine, and numerous 2-cycle gas powered landscaping equipment.The increase to this line item is due to increased prices in fuel. Budget $2,000 Tools,Shop Supplies: These budget items include tools for one park operation staff. These tools and shop supplies are used inthe care and maintenance of the park and park equipment. Toolsinclude pruners, laupers, saws, shovels, rakes, wrenches, light meters, etc. Supplies include paint, cement, rope, locks,glue, wire,etc. Budget $2,000 Printing: Printing is for documents,as-builts,and temporary signage.This line item will increase due to park improvements in this fiscal year and the need to produce construction and bid documents. Budget $3,000 2000-2001 Budget Town of Fountain Hills -Fountain Park Page 19-5 Communications: Two-way radio, pager, and cellular phone access are costs covered by this budget item. Expenditures also cover repairs and maintenance of this equipment. Budget $800 Water/Sewer/Trash Pick-Up: Thisexpenseisforthe restroom/control building,drinking fountains,andtrash dumpsters.Thereis a significant decrease in the expense for fiscal year 2000-2001 due to the renovation of the old buildingandtheuseofport-a-johnsforapproximatelyninemonths. Also,duetopark construction andlakelinerrepairs,therewillbe aneedforpotablewaterfor irrigation,whichis anticipated to be about $4,000. Budget $7,000 Travel Expense: This budget item is for reimbursements of job-related travel or mileage. Budget $100 Uniforms: Funds were approved for uniforms to outfit one parks operation staff.Uniforms include shirts, pants, boots,h&ts,belts,jackets (for the fall season), and personal safety equipment. Parks and Recreation uniforms increase staff visibility and create a positive public image. Budget $1,000 CAPITAL EXPENDITURE: A Honda 5500-watt generator ($1,600) is requested in fiscal year 2000-2001. This generator could be available for use at any park facility. Also included in this line item are expenses associated withconstruction of the lake liner,totaling approximately $1.2 million anticipatedto be spent during fiscal year 2000-2001.The total project costs are approximately $1.8 million. The other $600,000 was spent in fiscal year 1999-2000. Budget $1,201,600 2000-2001 Budget Town of Fountain Hills -Fountain Park Page 19-6 FOUNTAIN PARK 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 25,097 34,800 32,100 37,000 FICA 344 520 450 550 Unemployment Insurance 125 70 150 70 Employee's Health Insurance 2,527 2,700 3,400 3,650 Employee's Life Insurance 55 90 70 90 Employee's Dental Insurance 508 860 650 430 Employee's Eye Insurance 119 110 150 180 Worker's Compensation Insurance 455 1,030 800 780 Employee's Retirement Fund 2,813 3,830 3,600 4,070 Disability Insurance 147 200 200 250 TOTAL CONTRACT SERVICES: Engineering/Design Fees TOTAL REPAIRS &MAINTENANCE: Equipment Repair Vehicle Maintenance/Repair Equipment Rental Building Repairs/Maintenance Field and Park Maintenance Mowing/Landscape Maintenance TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues &Publications Electricity Gas and Oil Office Supplies Tools,Shop Supplies Printing Communications Expense Water Travel Uniforms TOTAL CAPITAL EXPENDITURES Capital Outlay -Equipment Capital Outlay - Lake Line TOTAL TOTAL EXPENDITURES 2000-2001 Budget $32,190 $44,210 $41,570 $47,070 585 30,000 600 145,000 585 30,000 600 145,000 7,343 6,600 7,600 12,000 0 1,000 0 1,000 549 5,200 1,000 9,200 2,638 5,000 3,500 3,000 18,652 76,000 20,000 27,500 106,822 83,000 125,000 95,000 $136,004 $176,800 $157,100 $147,700 73 400 100 400 50 100 50 100 58 750 100 500 75 150 100 100 58,255 110,000 100,000 50,000 1,508 1,000 1,800 2,000 41 1,000 100 500 1,128 2,000 1,500 2,000 3,480 500 3,500 3,000 141 800 200 800 1,662 4,000 3,500 7,000 0 100 0 100 1,084 800 1,225 1,000 $67,555 $121,600 $112,175 $67,500 0 0 0 1,600 0 0 600,000 1,200,000 $0 $0 $600,000 $1,201,600 $236,334 $372,610 $911,445 $1,608,870 Town of Fountain Hills •Fountain Park Page 19-7 (DESERT VISTA PARK Robin Goodman Director Robbie Ford IPark Operations Supervisor MISSION STATEMENT: To assist the Fountain Hills Sanitary District with effluent disposal and provide residents with an additional park site including a 3.5 acre off-leash recreational facility. PARK DESCRIPTION: Desert Vista Neighborhood Park is a 12-acre site between Desert Vista Drive and Tower Drive south of Tioga Drive.Approximately nine acres of the park is turf.The Town acquired the site on May 21,1998,from MCO Properties,Inc.The Town, in cooperation with the Fountain Hills Sanitary District,is using the 12-acre site for an effluent disposal field.Additionally,the Town has fenced 3.5 acres for an off-leash recreational facility and is using the balance of the site for Lacrosse and open play. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: •Built the Off Leash Recreational Facility. • Held the grand opening (Paws in the Park) on January 29,2000. •Installed fencing and gates around the Off-Leash Recreation Facility. •Overseeded the entire park. •Constructed the ADA approved park lot and walkways. •Constructed four containers for the mutt mitts. •Installed two benches for residents. FISCAL YEAR 2000-2001 OBJECTIVES: •Provide excellent weekly maintenance of park. •Eliminate turf weeds and weeds on dirt slopes. • Level all spots throughout the park. 2000-2001 Budget Town of Fountain Hills •Desert Vista Park Page 20-1 PERFORMANCE STANDARDS: •Provide aclean,litter-free siteforthe public. • Provide pet waste bags. • Eliminateirrigationleaks and standingwaterwithin the off-leashrecreational facility. • Provide a safe and healthy off-leash recreational facility. PERSONAL SERVICES: One park operations supervisor maintains the entire 12-acre site. REPAIRS AND MAINTENANCE: Equipment Rental: Rental equipment is needed for the care of landscape and turf. Request $5,000 Field Preparation/Maintenance: ThisbudgetitemisveryimportanttoDesertVistaNeighborhoodParktoprovideexcellentsupport servicestoparkpatronsandtheirpets.MaintenanceexpensefortheOff-LeashRecreational Facility includes repairs to fencing,gates,locks, and sidewalks. Request $5,000 Mowing/Landscaping Maintenance: This budget item is also very important to the objectives of Desert Vista Neighborhood Park to provide excellent support services to park patrons and their pets.Expenditures include winter overseeding in October ($5,000),fertilizing four times per year ($4,000),weed sprayingthree times per year ($4,000),top dress mulch once per year ($6,900),aeration four times per year ($1,920),mowingweekly,and miscellaneousirrigationrepairs. Alsoincludedinthislineitemis the 4.4%increase to the Annual Landscape Contract.The increase in this line item from fiscal year 1999-2000 is because the mowing and landscape contract in fiscal year 1999-2000 was for ten months. Request $55,000 SUPPLIES AND SERVICES: Advertising/Signage: These costs are associated with the water and handicap signage in Desert Vista Neighborhood Park. (Request $1,000 2000-2001 Budget Town of Fountain Hills -Desert Vista Park Page 20-2 Electricity: \^s Electricityexpenses areexpected to increase due to the addition of lights and irrigationclocks at Desert Vista Neighborhood Park. Budget $1,200 Tools,Shop Supplies: Toolsandshopsupplies are used inthecare and maintenance of the park andparkequipment.The increase in this line item will allow the park supervisor to work on-site without having to leave to get tools needed for a particular job. Tools to be purchased include shovels, rakes, wrenches, hand-powertools,weedeater,blower,etc. Suppliesincludepaint,cement,rope,locks,glue,wire, etc. Budget $2,000 2000-2001 Budget Town of Fountain Hills - Desert Vista Park Page20-3 c DESERT VISTA PARK 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget CONTRACT SERVICES: Professional Fees 0 0 0 0 Engineering/Design Fees 0 0 0 0 TOTAL REPAIRS &MAINTENANCE: Equipment Rental Field Preparation/Maintenance Mowing/Landscape Maintenance TOTAL SUPPLIES &SERVICES: Advertising Electricity Tools/Shop Supplies Printing Water/Sewer TOTAL CAPITAL EXPENDITURES Capital Outlay - Park Improvements TOTAL TOTAL EXPENDITURES 2000-2001 Budget 2,149 5,200 2,200 5,000 7,704 5,000 9,000 5,000 27,408 36,500 42,000 55,000 $37,261 $46,700 $53,200 $65,000 0 3,000 0 1,000 842 2,000 1,000 1,200 338 500 400 2,000 0 0 0 0 302 1,200 500 0 $1,482 $6,700 $1,900 $4,200 43,488 0 44,000 0 $43,488 $0 $44,000 $0 $82,231 $53,400 $99,100 $69,200 Town of Fountain Hills -Desert Vista Park Page 20-4 rConceptualMasterDesertVistaNeighborhoodParkTownofFountainHillse»•*H*»n?t)40'ao Leticia Vargas Traffic Engineering Analyst Betty Branooo Executive Assistant Janice Batter Secretary I ENGINEERING Randy Harrel.P.E..IS. Director ofPublic Works Town Engineer JimLeubner.B.S.E. Senior Civil Engineer Tom Ward Interim Town Engineer I Tom Ward Manager-Contract & Construction Engineer T 1 ArtCandelaria.B.S.C.E. Civil Engineer Gary Musgrave.C.E.T. Civil Engineering Inspector Dao Scbmerfeld Civil Engineering Inspector Ken Valverde Engineering Technician/ CAD Operator 1 11 KalhrynCarrillo Drafting/CAD Technician Vacant Part-time Intern MISSION STATEMENT: The Engineering Department is dedicated to protecting the health, safety and well being of the publicbyassuringproperlydesignedandconstructedinfrastructure,andprovidingcorrectproperty transfers,quality mapping and excellent community service. DEPARTMENT DESCRIPTION: The Engineering Department processes,reviews,permits and inspects encroachment permits, subdivision plans, "off-site"improvement plans and utility cuts. The Department supports the Building Safety Department by reviewing and inspecting site work plans for building permits. The Department supports the Community Development Department through technical review of area specific plans,rezonings,preliminary plats,special use permits and other land use matters. TheEngineering Department isresponsibleforsitecapitalprojects including streets,traffic,drainage and landscaping,and it provides technical support for park and building projects.The Department provides project planning,design and drafting (or design contract management and plan review), construction inspection and contract administration.The Department also handles all street major maintenance contracts,including design,layout and inspection. 2000-2001 Budget Town of Fountain Hills -Engineering Page 21-1 The EngineeringDepartment provides mapping and drafting support for all Town departments and provides administrative and clerical support for the Public Worksand Street Departments. The Departmentfunctions as the Town's trafficengineer,drainage administratorand floodplain administrator. The Engineering Department processes all real estate transactions for the Town including right- of-way, easements and real property. The transactions include acquisitions, abandonments and annexations. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: During the town engineer's absence, the Department has worked efficiently and diligently to accomplish the tasks outlined in the current year's budget and uphold the same high standards previouslyset. TheEngineeringDepartmentcontinuedtoworkasa cohesive unitwhileresponding positivelyto the added workload and restructuredjob assignments. The Department is proud of the following accomplishments made during the town engineer's absence: Reviewed 1,315 site plans for building permits.* Reviewed 51 subdivision preliminary plats. * Reviewed,permitted,and inspected 38 subdivision improvement plan projects. * Reviewed,permitted and inspected 215 utility permit requests and 1,112 locations under blanket permits.* Reviewed and processed 58 real estate transactions including 33 easement abandonments,10 easement grants, 4 property acquisitions,and 11 other real estate transactions:* *During 10 monthsendingApril 30,2000 Inspected major public projects including: Avenue of the Fountains electrical renovation and upgrade. Sidewalk on Palisades between Lost Hills and Golden Eagle Boulevard. Town directional signage at 34 locations. School zone warning flashers on Palisades Boulevard and Fountain Hills Boulevard. Reconstruct project on Indian Wells Drive. Reconstruct project on Vista del Lago. New traffic signal at Saguaro and Grande Boulevard. ParticipatedwithFireRock fornew trafficsignal upgrade atFountain HillsandSheaBoulevards. Contracted the first phase of the Town-wide benchmark survey. Received a $15,000 grant from the Department of Commerce for the future purchase of three alternative fuel vehicles. 2000-2001 Budget Town of Fountain Hills -Engineering Page 21-2 •Updated plat, zoning and building development maps quarterly. •Scanned plat maps and improvement plans onto CD-ROM. •Prepared traffic signal conduit map. • Won the "ugly tie"contest and received free pizza! FISCAL YEAR 2000-2001 OBJECTIVES: •Install new Fountain Lake liner. •Reconstruct Saguaro Boulevard drainage system in the downtown area to minimize street flooding. • Reconstructthe intersection of Golden Eagle Boulevard and Aspen Drive (west) to improve roadway design. •Complete three minor drainage projects. •Complete the storm drain atlas maps. •Continue data conversion to a GIS system. • Continue capital project planning, design and construction consistent with the budget and the 5-Year CIP. •Continue street major maintenance work (see Street Section),expending all budgeted funds. •Perform a Town-wide pavement maintenance evaluation (last done in 1993). PERFORMANCE STANDARDS: • Perform building permit first review plan checks within 10 working days for single family residences and miscellaneous permits;15 working days for multi-family and commercial permits;subsequent plan reviews in 5 working days. •Perform subdivision (encroachment permit)first review plan checks within 20 working days and subsequent plan reviews in 5 working days.Perform utility cut (encroachment permit) plan checks within 10 working days. • Identify all plan review concerns in the first submittal. •Provide a customer friendly environment for citizens and developers accessing departmental services. •Provide thorough and timely technical review comments to the Community Development Department for subdivisions and other development projects. •Provide technical input to the Town Council and advisory commissions as requested. •Respond to citizen inquiries within one working day. 2000-2001 Budget Town of Fountain Hills -Engineering Page 21-3 PERSONNEL SERVICES: Asshownintheorganizationalchart,therearecurrentlyelevenfull-timepositionsintheEngineering Department. No additional staffing was requested. CONTRACT SERVICES: Contractual Services: These funds are used for real-estate transactions including right-of-way dedications,easement grants or abandonments that require a market analysis, appraisal and/or title report. Budget $2,000 Engineering Fees: The Engineering Department regularly contracts with design professionals (engineers,land surveyors, mappers, architects and landscape architects) for services. These contracts provide disciplines and expertise unavailable in the Department and technical manpower for major projects when the workload exceeds the available man-hours. The estimated contract fees include: •Civil Engineer -GEP Dam Improvements (Flood Control District of Maricopa County)10,000 Civil Engineer -Shea Bike Lanes (Federal Aid)152,000 Civil Engineer -Contract with CK Engineering &Burgess &Niple 100,000 Civil Engineer -Eagles Nest and Eagles Ridge North 30,000 Contribution to ADWR State Standards Work Group 2,500 Geotech -On Call 10,000 Landscape Architect -On Call 2,500 Phase I Environmental Assessments 3,000 Plan Review -Willdan 40,000 Scan &Rastorize 5,000 Surveyor -Benchmark Control and/or Aerial Photography 15,000 Surveyor - On Call 5,000 Budget $375,000 2000-2001 Budget Town of Fountain Hills -Engineering Page 21-4 REPAIRS AND MAINTENANCE: Vehicle Repairs and Maintenance: The Engineering Department has four vehicles for the three full-time inspectors and the town engineer. The vehicles include a 1991 pickup truck, and 1994, 1996 and 1999 utility vehicles. This line item includes $5,000 for the maintenance of these vehicles. Budget $5,000 Equipment Rental and Repairs: Thislineitem includes $100for miscellaneous equipment rentalsand$500for equipment repairs. Budget $600 SUPPLIES AND SERVICES: Advertising: This item includes public bid, public notices and employment advertising. Budget $4,000 Conferences: Thisbudgetincludes$1,500 forconferences including one nationalconference (ASCE orAPWA), one in-state conference and five local conferences for the 10 staff members. Budget $1,500 Education/Training: An amount of $4,000 has been budgeted for continuing education that includes an average of 2 days of technical seminars per staff member,reimbursement for approved college classes and specialized GIS training for the two CAD operators. Budget $4,000 Dues and Publications: Dues and publications include professional registration and certification renewals,publications, books and technical literature. Budget $2,500 2000-2001 Budget Town of Fountain Hills •Engineering Page 21-5 Gas and Oil: Thisbudget includes $5,000forgasandoilexpenseforthe engineering department vehicles. Budget $5,000 Office Supplies: The office supplies line item, budgeted at $14,700, includes paper supplies, general office consumables, software support and CAD plotter supplies (paper,cartridges, etc). Officefurniture consisting of computer workstations,desks,chairs,and drafting tables is also included. Budget $14,700 Tools &Shop Supplies: Tools and shop supplies cover small cost items not considered capital expenditures. An amount of$3,000 isbudgeted for these expenditures. Budget $3,000 Printing: Printing,budgeted at$7,000, includes deliveries, blueprinting andcopying costs. Budget $7,000 Communication Expense: Communication expense includes monthly radio fees,cellular phone bills and batteries. Budget $5,000 Travel Expense: An amount of $200 is included for travel expenditures associated with conferences and workshops as well as mileage reimbursement for the use of personal vehicles. Budget $200 Vehicle Lease Payment: The addition of a traffic-engineering analyst requires another vehicle in the Department.Staff is requesting to lease an electric Ford Ranger. While the Town typically does not lease vehicles (electric vehicles cannot yet be purchased),this would provide the Town an opportunity to work towards the alternative fuel vehicle mandates.This electric vehicle would be for in-town use only. Acharging station is installed at the Street Department yard; therefore, no further expense would be necessary at this time. Budget $5,000 2000-2001 Budget Town of Fountain Hills •Engineering Page 21-6 Uniforms: An amount of $3,500 is included for staff uniforms. Bugdet $3,500 CAPITAL EXPENDITURES: Capital Outlay -Vehicles: The Department was granted the purchase of another alternative fuel vehicle.This would be a bi-fuel gas/compressed natural gas Ford Vi ton pickup to replace the 1991 propane vehicle currentlybeing used by an engineering inspector ($20,000). A total of $4,700 of the grant aid money will be applied to the purchase of this CNG vehicle. Budget $20,000 2000-2001 Budget Town of Fountain Hills -Engineering Page 21-7 ENGINEERING 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 349,405 524,800 460,000 548,000 FICA 4,959 7,910 6,500 8,380 Unemployment Insurance 689 770 770 770 Employee's Health Insurance 20,939 31,650 29,000 34,000 Employee's Life Insurance 495 990 700 990 Employee's Dental Insurance 4,114 7,410 6,000 5,450 Employee's Eye Insurance 878 1,600 1,200 1,600 Worker's Compensation Insurance 1,237 4,880 3,000 3,490 Employee's Retirement Fund 37,576 57,330 50,600 59,620 Disability Insurance 1,914 3,020 2,700 3,690 TOTAL CONTRACT SERVICES Contractual Services Engineering Fees TOTAL REPAIRS &MAINTENANCE: Vehicle Repair &Maint. Equipment Rental Office Equipment Repairs TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues &Publications Gas &Oil Office Supplies Tools,Shop Supplies Printing Communications Expense Travel Vehicle Lease Payments Uniforms TOTAL CAPITAL EXPENDITURES Capital Outlay -Vehicles TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget $422,206 0 222,680 $222,680 $640,360 2,000 439,000 $441,000 $560,470 0 430,000 $430,000 $665,990 2,000 375,000 $377,000 4,757 4,000 6,000 5,000 0 100 0 100 0 500 0 500 $4,757 $4,600 $6,000 $5,600 784 4,500 1,000 4,000 338 1,700 500 1,500 2,307 5,000 3,000 4,000 1,452 2,500 2,000 2,500 3,174 5,000 4,300 5,000 3,720 8,300 7,000 14,700 23 500 200 3,000 3,919 7,200 4,500 7,000 3,635 7,200 4,500 5,000 93 500 200 200 0 0 0 5,000 545 0 700 3,500 $19,990 0 $0 $669,633 $42,400 0 $0 $1,128,360 Town of Fountain Hills -Engineering $27,900 0 $0 $1,024,370 $55,400 20,000 $20,000 $1,123,990 Page 21-8 PUBLIC WORKS MEDIANS,DAMS,WASHES &MOUNTAIN PRESERVES Randy Harrel,P.E.,L.S. Director of Public Works Town Engineer Tom Ward Interim Town Engineer David Stepanek Open Space & Landscape II MISSION STATEMENT: The Public Works Department mission is to express and enhance the beauty, value and quality of the environment by operating and maintaining public grounds,dams,medians,natural washes and mountain preserves. DEPARTMENT DESCRIPTION: Public Works is responsible for the operation and maintenance of Town-owned wash parcels, mountain preserves,dams,public grounds and median landscaping.The Department is responsible for five ADWR jurisdictional dams and numerous smaller dams. FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: Assisted Parks &Recreation with the construction of Desert Vista Park. Organized two wash clean-ups with high school students (Ashbrook Wash and Colony Wash). Cleaned up the Panorama Wash, planted trees and hydroseeded the disturbed areas. Added crushed rock to the center medians on Saguaro Boulevard from Shea to La Montana Drive. Added plants and irrigation to the medians on Saguaro Boulevard from El Lago to La Montana Drive. Landscaped the south side of El Lago from Crystal Hills to La Montana Drive. Landscaped and installed irrigation to the west end median on El Lago at Fountain Hills 2000-2001 Budget Town of Fountain Hills -Public Works/Medians/Dams &Washes Page 22-1 Boulevard. •Automated the irrigation systems for the west end of Avenue of the Fountains and all the medians along Shea Boulevard. •Installed sand filters in three fountains on Avenue of the Fountains. FISCAL YEAR 2000-2001 OBJECTIVES: •Continue clean-up of other urgent and moderate fire hazard areas in coordination with the Fire District. •Landscape Shea Boulevard medians in conjunction with MCDOT widening project. • Set up checklists for daily, weekly, and monthly routine operations and maintenance work on the medians and dams. PERFORMANCE STANDARDS: •Provide information to the public regarding the medians,dams,preservation areas and washes. •Provide a high level of median maintenance,recognizing that medians are a very important element of the "first impression"people have of Fountain Hills. •Inspect all dams quarterly. •Check irrigation operation monthly to ensure proper coverage. • Spray herbicides semi-annually for weed control. •Respond promptly to citizen inquiries and concerns. REPAIRS AND MAINTENANCE: Vehicle Repairs and Maintenance: Public Works has two assigned vehicles, one of which is currently assigned to the Engineering Department. Budget $1,500 Equipment Rental: The budgeted amount isfor equipment such as chippers,loaders and dumpsters,used in conjunction with the wash cleanup. Budget $5,000 Dam/Wash Maintenance: This item includes fire hazard,erosion hazard,trash and dumping removal in the wash and preservation areas. It also includes required maintenance atthe five ADWR jurisdictional dams. 2000-2001 Budget Town of Fountain Hills -Public Works/Medians/Dams &Washes Page 22-2 Most expenditures will be for urgent fire hazard removal areas during the remainder of the summer. Budget $150,000 Median Landscape Maintenance: The increase inthis line item is due to the additional medians maintained by the Town. From 1996 to 2000, median landscape acreage has quadrupled. A listing of the existing and proposed medians is attached. The Town will assume responsibility for nine-plus additional acres in fiscal year 2000-2001 including Town Hall grounds.Additional maintenance funds may be requested during the year for these new areas. Budget $350,000 SUPPLIES &SERVICES: Advertising: This item includes public bid, public notices and employment advertising. Budget $400 Conferences,Education/Training,Dues and Publications: Conferences $500 Education/Training 500 Dues and Publications 300 Budget $1,300 Office Supplies;Tools &Shop Supplies;Printing;Communication Expense: Electricity $5,000 Gas and Oil Expense 2,500 Office Supplies and furniture 1,300 Tools,Shop Supplies 500 Communication Expense 900 Travel Expense 100 Uniforms 1,500 2000-2001 Budget Town of Fountain Hills - Public Works/Medians/Dams & Washes Page22-3 Water and Sewer: These funds provide water service for all median irrigation and other landscaped areas. Budget $45,000 Capital Outlay -Projects: • Sheamedians-144th StreettoPalisades($60,000). In accordancewiththe Intergovernmental Agreement (IGA),MCDOT's widening project will install new median curbs and granite in this 4,000'long section. The Town is obligated to install the median trees and irrigation. • Golden Eagle Park Dam -$390,000 has been budgeted for modifications tothisdam. Council hasapproved the Intergovernmental Agreement. Budget $450,000 2000-2001 Budget Town of Fountain Hills -Public Works/Medians/Dams &Washes Page 22-4 o v TOWN OF=FOUNTAIN HILLS LANDSCAPE MAINTENANCE CONTRACT (MEDIANS &TOWN-MAINTAINED FRONTAGES) MC DOYlBJ.UCWTAK PARK SCALE:1"=3200' 0 05 NORTH SCALE OF MILES i LEGEND MAINTAINED BY PUBLIC WORKS •••(TURF) ••H (IRRIGATED) •M (DRY) •••MAINTAINED BY ASSOCIATIONS •Ml INTIALLY MAINTAINED BY DEVELOPERS - FUTURE TRANSFER TO TOWN TOWN OWNED PARK OR FACILITY ($240)MEDIAN TRANSFER DATE (MONTH-YEAR) SALT HWffl F*W MAFKOPA ffOAN RESBWAHON REVISED:JUNE 1,2000 "\ PUBLIC WORKS MANAGEMENT RESPONSIBILITIES Location of Property Parcels owned in 1996 MCO transfer parcels ("the washes") New Civic Center site Avenue of the Fountains Fountain Hills Blvd @ Shea Firerock Country Club transfer parcels Dittler Subdivision SunRidge Canyon - Parcel 12 McDowell Mountains Bond Lakeside Bond PROPOSED FY 2000-2001 Puertodel Lago Parcel C (Councilapproved, deed inprocess) North Heights Dam Town Hall Grounds Kiwanis Building Landscaped Medians and Right-of-Way Frontages Medians maintained in 1996 Street Yard perimeter Lakeside HOA medians (Panorama,El Lago) MCO medians Avenue of the Fountains Town Center I (On Fountains Hills Blvd/Palisades) Firerock Ridge HOA medians Cottonwoods Improvement District Town Center II (on El Lago) Entrance signs (2 areas) PROPOSED FY 2000-2001 Public Art at Saguaro/Shea Avenue of the Fountains(at post office) Shea -144th Street to Palisades SunridgeDrive (Palisades to Desert Canyon) Desert Canyon Drive (Golden Eagle to Sunridge Dr) Eagle Mountain Parkway (Shea to Summerhill Blvd) Summerhill Blvd (Eagle MntnPkwy So. to Guard Gate) Water feature and landscaping at Palisadesand Shea (eastandwestside) Number of Parcels Acreage Acquisitioni Date 5 37 1996 or earlier 162 557 ]March &September 1997 1 13 May 1997 2 3 February 1998 1 1 February 1998 3 ±389 August 1998 3 2 October 1998 1 5 100-400 65 May 1999 1 0.5 July 2000 1 0.5 July 2000 10 1996 or earlier 1 June 1997 3 June 1997 10 February 1998 3 February 1998 1 July 1998 3 April 1999 1 June 1999 1 June 1999 July 1999 November 2000 1 November 2000 2 November 2000 1 December 2000 1 December 2000 1 April 2001 1 April 2001 1 February 2001 2000-2001 Budget Town of Fountain Hills -Public Works/Medians/Dams &Washes Page 22-5 PUBLIC WORKS 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 48,658 100,100 55,500 31,800 FICA 679 1,470 850 480 Unemployment Insurance 126 280 150 70 Employee's Health Insurance 3,977 9,900 5,000 4,450 Employee's Life Insurance 88 270 100 90 Employee's Dental Insurance 745 2,170 900 750 Employee's Eye Insurance 118 330 150 110 Worker's Compensation Insurance 327 3,710 1,000 790 Employee's Retirement Fund 5,566 10,790 6,100 3,500 Disability Insurance 277 570 350 220 TOTAL REPAIRS &MAINTENANCE: Vehicle Maintenance Repair Equipment Rental Median/Landscape Maintenance Dam/Wash Maintenance TOTAL SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues &Publications Electricity Gas and Oil Office Supplies Tools,Shop Supplies Printing Communication Expense Water/Sewer Travel Uniforms TOTAL CAPITAL EXPENDITURES Capital Outlay -Vehicles Capital Outlay -Projects TOTAL TOTAL EXPENDITURES 2000-2001 Budget $60,561 $129,590 $70,100 $42,260 94 5,000 200 1,500 0 10,000 0 5,000 204,109 300,000 210,000 350,000 188,143 200,000 200,000 150,000 $392,346 $515,000 $410,200 $506,500 37 400 50 400 0 1,500 0 500 0 1,700 50 500 73 500 100 300 1,963 5,000 5,400 5,000 1,795 4,000 2,500 2,500 83 200 150 1,300 409 2,000 500 500 329 200 500 0 568 3,400 700 900 34,421 45,000 42,500 45,000 11 500 100 100 1,202 3,000 1,400 1,500 $40,891 0 134,170 $134,170 $627,968 $67,400 0 345,000 $345,000 $1,056,990 $53,950 0 135,000 $135,000 $669,250 Town of Fountain Hills -Public Works/Medians/Dams &Washes $58,500 0 450,000 $450,000 $1,057,260 Page 22-6 CREW #1 Striping &. Traffic Control Steve Calhoon Maintenance 111 Michael Koveikis Maintenance II Tim McElmeel Maintenance Worker STREETS Randy Harrcl.P.E.. L.S. Director of Public Works Town Engineer Tom Ward Interim Town Eneineer PatHarvey Street Superintendent Tony Marchese Field Supervisor George Roth Fleet Master Mechanic CREW #2 Crack Sea)& Asphalt Patching Mike Wood Maintenance III Tim Schilreff Maintenance I Phil Brouzes Maintenance II Brad Schwinden Maintenance Worker CREW #3 Equipment Operators Street Sweeping GregElco EquipmentOperator Tom Morgan Equipment Operator CREW #4 Signs Ken Kurth Maintenance II Maintenance I (Vacant) Fleet Equipment Mechanic (Vacant) MISSION STATEMENT: The Street Department is dedicated to qualitycustomerserviceby operating,preserving and maintainingTown-ownedroadways andtrafficcontrol systemssafely and efficiently. DEPARTMENT DESCRIPTION: The Street Fund pays for Street Department personnel and contract work for street repairs, operations,maintenance and improvements.MajorStreet Department tasks include crack sealing, asphaltpatching,signing,striping,maintaining traffic signals,brushremovalandstreet sweeping. The Department provides vehicle maintenance services for the entire Town fleet, and traffic barricading for Town approved and sponsored special events.Contracted tasks include construction and renovation of streets, walls, sidewalks, drainage facilities and traffic signals. Contracted major street maintenance items include concrete curb replacement,asphalt reconstruction, asphalt overlays, slurry seal, emulsion seal and house number painting. 2000-2001 Budget Town of Fountain Hills -Streets Page 23-1 FISCAL YEAR 1999-2000 ACCOMPLISHMENTS: During thefirsttenmonths offiscal year 1999-2000,StreetDepartment personnel accomplished the work indicated in the "Hours Worked by Task"table found at the end of this section. Major projects and accomplishments through April 30 included: •Barricading and street closures for 15 special events. •Completing crack sealing in the northeast quadrant of Town. •Patching street following contract curb replacement and prior to slurry seal. •Sweeping all roadway gutters - 10 times. •Sweeping all arterial roadway gutters -12 times. •Performing major storm cleanup. •Assisting Parks and Public Works Departments (over 200 man-hours). Contract Work: •Overseeing major asphalt reconstruction at 2 locations. •Replacing of 65 sections of concrete curb,totaling 0.8 miles. •Overlaying of 7 areas,totaling 0.35 miles of roadway. ®Emulsion seal coating of 32.5 miles of street. •Slurry sealing or microsurfacing 30.32 miles of street. •Constructing 1,000'of sidewalk and ramps. •Painting of approximately 1,565 house numbers on curbs. FISCAL YEAR 2000-2001 OBJECTIVES: •Continue nighttime visibility and reflective sign checks. •Install signing and striping for the ADOT Bike Lanes Signing and Striping Project. •Continue data entry into the sign maintenance computer program. •Crack seal in Zones D,F and H. •Track and minimize vehicle maintenance "down-time". •Implement a "traffic signal view"program for the computer system. •Complete all construction and major maintenance projects budgeted under contract work. PERFORMANCE STANDARDS: • Gutter sweep all streets quarterly (at a minimum), with full width sweeping annually. Gutter sweep all arterial streets and commercial area collector streets monthly. •Respond to citizen inquiries within one working day. 2000-2001 Budget Town of Fountain Hills -Streets Page 23-2 •Schedule requested street maintenance in a reasonable time frame. •Minimize disruption to the motoring public due to maintenance and construction work. • Continue to have a safe working environment as evidenced by low workmen's compensation rates. •Patch asphalt concrete curb placement on an as-needed basis. •Minimize vehicle maintenance "down-time". PERSONNEL SERVICES: The Street Department currently has thirteen full-time regular employees including a mechanic and street superintendent.Two additional employees are requested for the Street Department:a maintenance worker and a mechanic. The Street Department currently has a four-man Sign/Striping/Traffic Control Crew.Over the past year,Southwest Risk has stressed the importance of a consistent sign management program to minimize Town liability.To support this program,the Department is requesting an additional maintenance worker to complete and operate the computerized sign management program including sign installation,inventory,inspection and operation of the new sign-making machine. An existing supervisor will be re-assigned to work with the new individual on the signage projects. The fleet/equipment mechanic will perform routine vehicle maintenance and assist in major and complex vehicle repairs. With the increased size and age of the Town's vehicle fleet, (shown below)the vehicle maintenance workload has exceeded the capability of one mechanic. For the past two years,overtime and part-time assistance from a street maintenance worker have been used to deal with the excess workload.Adding a fleet/equipment mechanic will allow maintenance to be performed more efficiently,consistently and provide better documentation. 2000-2001 Budget Town of Fountain Hills -Streets Page 23-3 Town Town Town Town 1991 1996 1999-00 2000-01 Fleet Large vehicles and equipment 6 4 6 7 Cars and pickup trucks 10 28 38 43 Support Small vehicles (gators)0 3 3 5 Small engine support equipment 8 19 19 26 Average fleet age 10 4 3 6 Number of mechanics 0.5 1 1 2 CONTRACT SERVICES: AccountingandtownattorneylegalfeesareannuallyproratedtotheStreetFund.LTAF Special Programs are budgeted at 10%of the estimated LTAF revenue.These funds are used for non- street "grants".The Council has traditionally awarded these funds based on the recommendations of a citizens'review committee in the spring. Accounting Fees $2,750 Legal Fees $5,300 LTAF Special Programs $19,800 REPAIRS AND MAINTENANCE: Vehicle Repair and Maintenance: TheStreetDepartment has5pickuptrucks, 3 specialized vehicles and6majorequipmentpieces. Inparticular,the sweeper (gutter and belly brooms), striper (hoses, nozzles andguns) andgrinder (grinding blades) have higher maintenance costs than other vehicles/equipment. The aging of the vehicles and equipment increases the probability of costly major breakdowns.Vehicle equipment repair and maintenance has been budgeted at $54,000. Equipment rental has been budgeted at$2,000. Budget $56,000 2000-2001 Budget Town of Fountain Hills -Streets Page 23-4 Road Repair and Maintenance: This item includes both materials and contracts for routine work.Major categories of road repairs and maintenance include: House number painting $9,000 Street signs and traffic control 35,000 Traffic signal 30,000 Striping 30,000 Crack sealing 50,000 Paving 7,000 Dump fees 13,000 Misc.materials 5,000 Adopt-a-Street Signage 5,000 Budget $184,000 Other repairs and maintenance has been budgeted as follows: Building repairs and maintenance $5,500 Office equipment repairs and maintenance 1,000 Major Road Improvements: This item is budgeted at $1,905,000.These funds will be used on contract maintenance and construction projects as outlined below. A reference map is included in Appendix O. Attherequest of theFire District, $130,000 has been budgeted for afire signal at Avenueofthe Fountains and Palisades.Council approved the design of this signal in fiscal year 1999-2000. $500,000hasbeenbudgeted for the MCDOTSheaWideningProject. The Intergovernmental Agreement with the County was previously approved.This dollar amount includes the Town's portion of the design and construction costs. $40,000hasbeenbudgetedfortheSheaBoulevardbikelaneconstructionscheduledforFebruary 2001.ADOT will ask for the Town's matching share when the Federal funds obligate in November 2000. $150,000 has been budgeted for two participation agreements (Town Center II and Fountain Hills Resort).Town Center II involves the Town's portion of the construction of El Lago Boulevard from Fountain Hills Boulevard to La Montana Drive ($100,000). The remaining 2000-2001 Budget Town of Fountain Hills -Streets Page 23-5 amount of $50,000 will involve Shea Boulevard widening in connection with the Fountain Hills Resort. $40,000 has been budgeted for sidewalks,with the priority location being Palisades Boulevard from Hampstead to Mountainside (south side).This will complete the sidewalk system from the high school to Fountain Hills Boulevard.It will also improve the line of sight at Mountainside and Palisades Boulevard. In accordance with the Council's adopted Neighborhood Traffic Calming Policy and Process, $10,000 has been budgeted for physical traffic calming measures (Levels 1-4). The FEMA Hazard Mitigation Projects are for catch basins on Saguaro Boulevard across from Fountain Park (at Parkview and north of Stewart Vista) and a drainage channel from Grande BoulevardtoRositaDrive. $150,000 hasbeenbudgetedforconstruction. Designforconstruction is complete and will begin in the first quarter of the new fiscal year. Pavement maintenance will be concentrated in the central and eastern quadrant of Town in fiscal year 2000-2001. Emulsion seal ($75,000) includes some preservative seal in newly paved areas,primarily through developer in-lieu payments and plastic seal on pavements 3-7 years old.Emulsion seal will be placed on approximately 16.5 miles of street. Slurry seal ($300,000)will total approximately 15.8 miles.Microsurfacing ($150,000),a polymer-added slurry seal, will be placed on4.9 miles ofroadway. Slurry seal and microsurfacing applications will be performed when major utility work has been completed in these areas. Asphaltoverlay ($150,000)and reconstruction ($75,000) will be usedfor the mostdeteriorated sections. Curb replacement is budgeted at $75,000 for removal and replacement of approximately 0.7 mile of concrete curb at about 60 locations.The majority of locations will be curb radii at intersections. Budget $1,905,000 2000-2001 Budget Town of Fountain Hills -Streets Page 23-6 SUPPLIES AND SERVICES: Advertising Thisitemincludespublicbid,publicnotices andemployment advertising. Budget $600 Conferences,Education/Training,Dues and Publications Conferences $500 Education/Training 2,500 Budget $3,000 Dues and Publications: This item includes professional organization dues, licensing and certifications, publications and technical literature. The major items are the Arizona Blue Stake subscription and the vehiclemaintenanceupdatecartridges,information subscriptionandhelpline. Budget $9,500 Electricity: This includes power and lighting for the street yard, office trailer, maintenance building and seven traffic signals. Budget $7,000 Gas and Oil: Gas and oil are needed for the pickup trucks,specialized vehicles, major equipment and a number of small engine-driven tools. Propane heating is also used at the office and shop buildings. Budget $20,000 Office Supplies and Printing: Office supplies include paper supplies and general office consumables.Also included is office furniture including a desk and chairs.Printing includes deliveries and copying costs. Budget $4,800 Rent Expense: This covers rental of three mobile storage units at the Street Yard. Budget $4,500 2000-2001 Budget Town of Fountain Hills -Streets Page 23-7 Tools and Shop Supplies: This includes the addition/replacement of small tools under $1000, technical supplies for the Street Department,and vehicle maintenance on all Town vehicles. Budget $14,000 Communication Expense: This includes the monthly charges for radios,cellular phones,pagers and additional communication equipment for new personnel. Budget $7,000 Water and Sewer: This item includes water,sewer and trash pickup charges for the Street Yard. Budget $5,000 Travel: This item is budgeted at $100. Budget $100 Uniforms: All Street Department employees,except the street superintendent,wear Town uniforms. Uniforms are rented,maintained,cleaned and replaced by a weekly service. Budget $11,000 CAPITAL EXPENDITURES: Vehicles: The Town receiveda $15,000grantfromtheDepartmentof Commerce forthe future purchase of three alternative fuel vehicles. The purchase of a compressed natural gas/gas bi-fuel vehicle was approved.$23,000hasbeenbudgetedfora %tonpickupforthestreet superintendent,who has been driving whatever vehicle is available. A total of $4,700 of the grant aid money will be applied to the purchase of this CNG vehicle. Budget $23,000 2000-2001 Budget Town of Fountain Hills -Streets Page 23-8 Equipment: $30,000 has been budgeted for a new crack sealer. The crack sealer is 9 years old. It has had three major breakdowns in the past year at an approximate cost of $20,000. While the crack sealer is in for repairs, rental equipment costs $3,000 per month. Warranty on a repaired machine is 90 days on the parts replaced only. Other proposed purchases include eight new traffic counters, hoses and accessories ($12,000); areflectivitymeterfortrafficsignmaintenance ($15,000);atransmissionflushmachine ($3,200); a power flush coolant machine ($1,200); a bituminous applicator used in conjunction with asphaltpatching ($6,000); forks for the backhoe ($4,000); and a propane heater systemfor the shop building ($15,000). Budget $86,400 Debt Retirement: This is the annual principal and interest payment for the 15-year 1991 HURF Bonds. Budget $112,800 2000-2001 Budget Town of Fountain Hills -Streets Page 23-9 STREET DEPARTMENT 3/31/00 1999-2000 1999-2000 2000-2001 Year-to-Date Budget Rev.Estimate Budget SALARIES &BENEFITS: Wages 301,329 415,887 375,000 493.322 FICA 4,711 6,100 5,800 7,230 Unemployment Insurance 783 910 850 1,050 Employee's Health Insurance 21,848 34,450 28,000 45,200 Employee's Life Insurance 600 1,170 750 1,350 Employee's Dental Insurance 4,457 8,310 5,400 7,675 Employee's Eye Insurance 1,008 1,820 1,300 2,105 Worker's Compensation Insurance 6,418 22,810 12,000 21,708 Employee's Retirement Fund 31,830 45,748 40,000 54,265 Disability Insurance 1,731 2,412 2,200 3,355 TOTAL $374,715 $539,617 $471^00 $637,259 CONTRACT SERVICES Accounting Fees 2,750 2,750 2,750 2,750 Legal Fees 3,971 5,300 5,300 5,300 LTAF Special Programs 0 19,800 19,800 19,800 TOTAL REPAIRS &MAINTENANCE: Vehicle/Equipment Rep/Maint. Equipment Rental Road Repair/Maintenance Building Repairs/Maint. Office Equipment Rep/Maint. Major Road Improvements TOTAL 2000-2001 Budget $6,721 $27,850 $27,850 $27,850 36,513 50,000 42,000 54,000 5,597 7,000 6,000 2,000 147,324 142,000 160,000 184,000 3,991 4,000 5,000 5,500 170 1,000 200 1,000 793,648 1,285,000 1,000,000 1,905,000 $987,243 $1,489,000 $1,213,200 $2,151,500 Town of Fountain Hills -Streets Page 23-10 SUPPLIES &SERVICES: Advertising Conferences Education/Training Dues &Publications Electricity Gas &Oil Liability Insurance Office Supplies Tools,Shop Supplies Printing Rent Expense Communication Expense Water/Sewer Travel Uniforms TOTAL CAPITAL EXPENDITURES Capital Equipment -Vehicles Capital Outlay -Equipment Debt Retirement TOTAL CAPITAL EXPENDITURES TOTAL EXPENDITURES 2000-2001 Budget 313 600 325 600 0 1,000 0 500 958 2,000 1,000 2,500 7,245 10,000 8,000 9,500 3,916 10,000 5,400 7,000 13,386 19,500 17,000 20,000 35,261 55,000 55,000 85,000 1,356 5,000 2,000 4,500 12,219 8,000 15,000 14,000 249 300 300 300 2,454 4,500 3,500 4,500 3,619 6,000 5,000 7,000 3,974 5,000 5,000 5,000 0 100 0 100 7,241 11,000 9,500 11,000 $92,191 $138,000 $127,025 $171,500 0 94,489 86,742 0 133,500 115,650 0 94,500 115,650 23,000 86,400 112,800 $181,231 $249,150 $210,150 $222,200 $1,642,101 $2,443,617 $2,049,525 $3,210,309 Town of Fountain Hills -Streets Page 23-11 Street Department -Monthly Work Sheet HOURS WORKED BY TASK 1999-2000 Operation Performed July Au 9 Sept Oct Nov Dec Jan Feb Mar Apr May Jun Totals Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T Reg O/T SD-l STREET SWEEPING 158 159 8 172 8 163 4 133 157 161 127 140 1370 20 SD-2 SIGNAGE 286 2 251 207 359 112 157 272 1 227 332 2203 3 SD-3 GRADING 4 11 85 26 6 15 0 3 23 173 0 SD-4 ASPHALT REPAIR 52 20 6 28 82 227 247 121 242 1025 0 SD-5 CURB REPAIR 0 0 0 5 0 0 0 0 0 5 0 SD-6 BRUSH CONTROL 11 22 0 60 24 30 15 0 8 170 0 SD-7 CRACK SEALING 66 318 433 263 344 468 2 523 329 342 3086 2 SD-8 YARD MAINTENANCE 219 119 4 25 8 45 10 11 12 453 0 SD-9 STRIPING 5 0 39 103 27 0 66 252 161 653 0 SD-10 STORM CLEAN-UP 150 92 38 23 156 11 13 0 0 0 72 2 84 16 513 144 SD-11 TRAFFIC COUNTERS 60 18 12 15 57 28 8 50 8 67 11 315 19 SD-l 2 CONCRETE SPILLS 16 9 2 7 8 8 7 4 6 2 65 4 SD-l 3 OIL SPILLS 0 0 0 3 16 3 17 14 0 0 0 36 17 SD-l 4 EQUIPMENT MAINTENANCE 147 102 20 1 140 25 32 4 11 35 516 1 SD-l 5 VEHICLE MAINTENANCE 17 0 58 2 7 159 168 92 2 11 55 567 4 SD-l 6 BUILDING MAINTENANCE 3 0 0 5 16 0 2 0 13 39 0 SD-l 7 TRAFFIC SIGNALS 75 30 2 36 21 40 1 12 13 20 1 47 294 4 SD-l 8 ADMINISTRATIVE 93 1 108 98 102 89 140 131 96 120 977 1 SD-l 9 TRAINING 11 32 5 3 4 0 0 0 0 15 67 3 SD-20 MEETINGS 6 6 12 4 2 23 20 5 14 35 15 134 8 SD-21 SPECIAL EVENTS 98 154 0 53 102 24 266 103 84 32 4 166 49 110 184 883 546 SD-22 EMERGENCY/FIRE/ACCIDENT 0 3 0 8 30 0 10 0 5 2 0 3 3 23 41 SD-23 SPECIAL PROJECT 12 84 61 66 2 39 50 6 52 4 118 1 14 64 499 74 SD-24 PARKS &RECREATION 5 0 0 0 0 0 33 12 20 70 0 SD-25 PUBLIC WORKS 0 0 0 0 0 0 0 0 0 0 0 SUBTOTAL 1494 258 1333 94 1464 59 1513 28 1492 113 1645 57 1722 8 1563 63 1910 211 0 0 0 0 0 0 14136 891 A-l INVENTORY 0 0 0 0 0 0 0 0 0 0 B-l VACATION 0 240 68 80 44 101 32 32 53 650 B-2 HOLIDAYS 88 0 64 0 240 176 0 80 0 648 B-3 SICK LEAVE 90 91 36 39 16 54 54 24 54 458 B-4 EMERGENCY LEAVE 88 96 0 192 0 24 40 0 0 440 B-5 WORKMAN'S COMP.0 0 0 0 120 24 0 0 0 144 SUBTOTAL 266 427 168 311 420 379 126 136 107 0 0 0 2340 GRAND TOTALS 1760 258 1760 94 1632 59 1824 28 1912 113 2024 57 1848 8 1699 63 2017 211 0 0 0 0 0 0 16476 891 Hours Worked by Taxk.xls DEBT SERVICE The Debt Service Fund provides for the payment of interest,principal and related costs on voter- approved General Obligation (G.O.)Bonds and Highway User Revenue Fund bonds.During fiscal year 1999-2000,the voters approved and the Town issued $1,400,000 in general obligation bonds for the purpose of acquiring the "postcard"view behind Fountain Lake and $3,700,000 for construction of the Library/Museum building. The Town will issue $4,600,000 in Municipal Property Corporation bonds for construction of the Community Center early in fiscal year 2000- 2001. The HURF Bondprincipalandinterestpayment,$112,800 forfiscalyear 2000-2001,willbepaid from HURF revenues received during the year. The G.O.Bond principal and interest payment for next year will be approximately $1,706,400.Of that amount,$1,197,626 will require a levy on each property in Fountain Hills.The Cottonwoods Improvement District and Eagle Mountain CFD debt payments are levied on the property owners within those districts. These obligations are paid by the Fountain Hills property owners using secondary property tax receipts,less any credits,carry-forward and/or interest earnings.Below is the schedule of debt service payments required for fiscal year 2000-2001. ISSUE Street Paving - GO Street Paving -HURF Lakeside Library/Museum Civic Cbnter/MPC Cottonwoods ID Eagle Mountain CFD T0TAL7 TZ7 .'1 77'"'^.7™S^?ffi" The property tax levy is based on the total amount required for the payment (plus delinquency allowance)divided by the total assessed valuation for the Town of Fountain Hills. The Town received notice of an estimated assessed property valuation of $215,696,322 for the upcoming year.The levyfor fiscalyear 2000-2001is estimatedto be $0.3281 per $100 of assessed value. PRINCIPAL INTEREST TOTAL ~$172,180 $175,790 '"$34^970 $70,000 $42,423 .$112,423 $75,000 $71,785 ;$146,785 $150,000 [$234,853 '.$384,853 $150,000 ^$246,313 $396,313 "$3,228 $1^440 $4^668 $0 $313,350 $313,350 2000-2001Budget Town of Fountain Hills - Debt Service Page24-1 DEBT RETIREMENT -HURF/GO BONDS REVENUE: General Obligation Bonds: Street Paving Bonds Library/Museum Lakeside Preservation Other Debt Service: HURF Street Paving Transfers Cottonwoods Improvement District Civic Center/MPC Interest Earnings TOTAL REVENUES Carry Forward TOTAL AVAILABLE EXPENDITURES: General Obligation Bonds: Bond Payment -GO Bond Payment -Lakeside Bond Payment -Library/Museum Trustee Fees Special Districts/MFC Debt Service: Bond Payment -HURF Bond Payment -Cottonwoods Impr. Dist. Bond Payment -Civic Center/MPC TOTAL EXPENDITURES Carry Forward TOTAL AVAILABLE 2000-2001 Budget 3/31/00 ar-to-Date 1999-2000 Budget 1999-2000 Rev.Estimate 2000-2001 Budget 305,776 0 130,500 318,050 0 130,500 379,000 0 130,500 200,000 385,000 146,785 89,865 4,908 0 3,640 115,650 2,000 0 4,000 115,650 4,908 0 4,000 112,800 4,800 396,313 4,000 534,689 570,200 634,058 1,249,698 123,370 41,158 123,370 166,170 658,059 611^58 757,428 1,415,868 118,900 0 800 360,220 130,500 0 800 351,000 118,900 0 800 350,000 146,785 385,000 1,500 86,742 4,908 0 115,650 2,000 0 115,650 4,908 0 112,800 4,800 396,383 211,350 609,170 591,258 1,397,268 446,709 2,188 166,170 18,600 658,059 611,358 757,428 1,415,868 Town of Fountain Hills -Debt Service Page 24-2 GRANTS STATE OF ARIZONA,DEPARTMENT OF PUBLIC SAFETY GANG INTERVENTION TASK FORCE: This grant provides all salary and employee related expenses for a Fountain Hills officer to continue participation in the state gang task force.As a member of that task force, the officer would receive specialized training and experience which could be used in the community as a schoolresource office,aD.A.R.E. officer,or for organizational efforts in gang resistance. The grantisforoneyear,renewableannually,andrepresentsthethirdyearofTown participation.It provides 100percent funding every year the Town participates. Budget $45,800 UNITED STATES DEPARTMENT OF JUSTRICE OFFICE OF COMMUNITY ORIENTED POLICING: Thisgrantseries,titled"COPS -UNIVERSAL"provides salaryand employee-related funding for eight full-time officers in the Marshal's Department and two in the Sheriff's Office. The Marshal's Departmentofficers are responsible for community oriented crime prevention and (the Sheriff's Deputies provide preventive patrol services.This grant program provides up to $75,000 of each officer's costovera three-year period.As currently administered,the program provides 75 percentof salaryandEREthefirst year,65%the second,and50%thethird year. Duringfiscal year2000-2001,three officers on the grant will be intheir third year,fiveofficers will be in the second year, and two officers will be in the first year. An additional $150,000 grant,funding two additional officers,is anticipatedduring this fiscal year.The entire grant program will expire in January 2003. Budget $231,600 ARIZONA COMMISSION ON THE ARTS GRANT: In April 2000, staff submitted a request to the Arizona Commission on the Arts for project supportfunding as part of the Commission's annual grant cycle. If awarded, these grant funds will help support spring concerts in the park.This annual "Concert in the Park"series will be heldevery Sunday duringthe month ofMarch as ameans to bring culturally diverse entertainment to Fountain Hills residents. Notification of the grant awards will be made public after July 1, 2000. Budget $3,000 2000-2001 Budget Town of Fountain Hills -Grants Page25-1 STATE OF ARIZONA,HERITAGE GRANT FUND ( ,FOUNTAIN PARK -PHASE I: Construction on this park will begin in July 2000 and include $700,000 in park improvements. FundingforPhase I iscoming from a $700,000 grant from the ArizonaHeritage Fund. PhaseI will include two shaded picnic ramadas,three 8foot picnic tables barbecues,and a new restroom/ control building. Budget $700,000 STATE OF ARIZONA,HERITAGE GRANT FUND FOUNTAIN PARK -PHASE II: An Arizona Heritage Grant request of $700,000 was submitted to Arizona State Parks for Phase II improvements at Fountain Park.Notification is expected in September 2000. This grant would fund several new park improvements.The match for the grant is the value of the land donation and the value of the in-kind donation by the developer. Budget $700,000 STATE SUMMER YOUTH EMPLOYMENT PROGRAM: MaricopaCountyrecently received $150,000 in state moneyfor a summer youth employment program for at-risk youth for distribution to its cities and towns (excluding Phoenix and Mesa). At-risk youth are between the ages of eleven to eighteen and are: (1)identified by law enforce ment or a court as in need of these services, (2)identified by the school as at-risk of failing or dropping out, or (3) from a family whose annual income is below 150% of the federal poverty level. The program is intended to offer enhanced basic skills and readiness for participation in the labor force. The program will be available from about July 3 to September 30. The Town's proposal to the County is for work experience for four young people,ages 14-18. Three will learn basic office and clerical duties and one will be assigned to assist the Traffic Engineering Analyst with traffic surveys.Each student will work directly with a first-level supervisor or senior level staff "mentor".The program will reimburse all the youth's wages and employer-paid fringes. The Town was first awarded and participated in this program in 1998.The students augmented the Town's workforce and acquired beneficial job skills.Staff embraces this opportunity to be a positive influence in the lives of these young citizens. Budget $7,500 2000-2001 Budget Town of Fountain Hills -Grants Page 25-2 REGIONAL PUBLIC TRANSPORTATION AUTHORITY: The Arizona State Legislature passed House Bill 2565 in its 1998 legislative session. The intent of this bill is to provide statewide transit and transportation funds to cities, towns, and counties based upon population percentages comparedto the rest of the State. In Maricopa County, the Regional Public Transportation Authority administers these funds. Local match requirementsare 1:4(onepart localmatchandfour partsgrant)forjurisdictions with apopula tion less than 50,000. In addition to transit programs, grant funds may also be used for: • Street and highway construction and management projects. •Bikeways and pedestrian facilities. •Other enhancements to transportation facilities. Staff has applied for and received grants for the past two years. Grant funds have been used for sidewalk construction and reconstruction of badly deteriorated sections of collector streets. Request $65,300 MISCELLANEOUS GRANT REQUESTS: Each year the Town budgetsan allocation of $500,000 for miscellaneous grantsthat may be [^awarded during the fiscal year.In the event the Town receives the $1,000,000 gift from the Phoenix Coyotes,this amount will be expended from the grant fund. Request $1,500,000 2000-2001 Budget Town of Fountain Hills -Grants Page 25-3 GRANT FUNDS SUMMARY REVENUE: Fountain Park -Phase I Fountain Park -Phase II Az.Commission on the Arts Desert Vista Park -Phase I Summer Youth Program RPTA DPS Gang Int. Task Force Undesignated Grant Requests Court JCEF CCS US Dept Justice Comm.Policing TOTAL AVAILABLE EXPENDITURES: Fountain Park -Phase I Fountain Park -Phase II Desert Vista Park -Phase I Az Commission on the Arts Summer Youth Program RPTA DPS Gang Int.Task Force US Dept Justice Comm.Policing Court JCEF CCS Misc.Grant Expenditures TOTAL EXPENDITURES Contingency TOTAL 2000-2001 Budget 3/31/00 1999-2000 1999-2000 2000-2001 ar-to-Date Budget Rev.Estimate Budget 0 700,000 0 700,000 0 700,000 0 700,000 1,300 2,025 1,300 3,000 0 700,000 0 0 7,500 0 7,500 7,500 48,967 0 65,289 65,300 30,176 41,900 41,900 45,800 0 500,000 0 1,500,000 17,800 23,735 23,735 0 170,250 213,695 213,695 231,599 $275,993 $2,881,355 $353,419 $3,253,199 0 700,000 0 700,000 0 700,000 0 700,000 0 700,000 0 0 1,300 2,025 1,300 3,000 7,500 0 7,500 7,500 48,967 0 65,289 65,300 30,176 41,900 41,900 45,800 170,250 213,695 213,695 231,599 17,800 23,735 23,735 0 0 500,000 0 1,500,000 $275,993 $2,881^55 $353,419 $3,253,199 0 0 0 0 $275,993 $2,881,355 $353,419 $3,253,199 Town of Fountain Hills -Grants Page 25-4 \ajgpj)/ c Nj—jiJiX EAGLE MOUNTAIN CFD The Eagle Mountain Community Facilities District is comprised of approximately 326 acres located in the southwest corner of Fountain Hills. It was organized for the purpose of financing the public infrastructure.The infrastructure,constructed by the District from the sale of bonds, includes the following items: •Sewer Mainlines •Storm Water Conveyance System •Two Main Roadways The Community Facilities District budget was established to receive property tax revenue from the community's property owners to make the debt service payment on the bonds.The District was formed with the stipulation that the developer would provide an investment agreement to makeupforany shortfall inproperty taxrevenues forthedebt servicepayment. The development of the community has resulted in a substantial increase in assessed valuation.This has reduced the amount to be provided by the investment agreement.The preliminary assessed valuation for the year 2000 for the Eagle Mountain Community is $11,545,424. The amounttobeprovidedinfiscal year2000-2001 is $313,350.The tax levyonthehomeowners is$3.00perhundreddollars ofassessed value. The expected revenue frompropertytaxreceipts is $225,000 and the remainder would come from the investment agreement. 2000-2001 Budget Town of Fountain Hills - Eagle Mountain CFD Page 26-1 EAGLE MOUNTAIN COMMUNITY FACILITIES DISTRICT Annual Statement of Estimates of Expenses REVENUE: Property Tax Revenue Investment Agreement TOTAL REVENUES EXPENDITURES: Debt Service Trustee Fees Misc.Fees/Expenses TOTAL EXPENDITURES TOTALS 2000-2001 Budget 3/31/00 Year-to-Date 121,305 0 121,305 1999-2000 Budget 200,000 116,850 316,850 1999-2000 Rev.Estimate 220,000 96,850 316,850 2000-2001 Budget 225,000 93,350 318,350 !6,675 313,350 313,350 313,350 5,000 5,000 5,000 5,000 0 0 0 161,675 318,350 318,350 318,350 161,675 318,350 318,350 318,350 Town of Fountain Hills -Eagle Mountain CFD Page 26-2 COTTONWOODS CFD During fiscal year 1999-2000, the Cottonwoods Improvement District assessed each property owner in the Cottonwoods Subdivision (Plat 112)to pay for sidewalk installation,landscaping and repair of the exterior perimeter block fence. The improvements were completed in fiscal year 1998-1999.The Cottonwoods Maintenance District now provides the landscaping maintenance on the Saguaro,Grande,and Del Cambre Boulevard frontages. This revenue line item represents the maintenance fee that will be billed to each homeowner through their property taxes during fiscal year 2000-2001.The annual subdivision maintenance will be performed by Street Department personnel. At the end of the fiscal year, the property tax revenue will be transferred to reimburse the Street Department. Budget $3,200 2000-2001 Budget Town of Fountain Hills -Cottonwoods CFD Page 27-1 REVENUE: Maintenance District Revenue TOTAL REVENUES COTTONWOODS MAINTENANCE DISTRICT Annual Statement of Estimates of Expenses 1999-00 1999-00 2000-2001 Budget Rev.Estimate Budget 3,200 3,200 3,200 3,200 3,200 3,200 EXPENDITURES: Maintenance Costs 3,200 3,200 3,200 TOTAL EXPENDITURES 3,200 3,200 3,200 2000-2001 Budget Town of Fountain Hills -Cottonwoods CFD Page27-2 MCDOWELL MOUNTAIN PRESERVATION The Fountain Hills voters have approved a six million-dollar General Obligation (G.O.) Bond issue for McDowell Mountain land purchase. This purchase may be made during fiscal year 2000-2001.Therefore,it is proper that the expenditure of these funds be included in this budget. Budget $6,000,000 OPEN SPACE PRESERVATION TheFountain HillsTownCouncil haspreviously established open space preservation asapriority and designated$1,000,000for this purpose in fiscal year 1999-2000.Tofund this priority,the managerisrecommendinganadditionalamountof$500,000beaddedtothe preservation savings account (new total amount -$1,500,000)this fiscal year. Budget $500,000 2000-2001 Budget Town of Fountain Hills -McDowell Mountain Preservation Page 28-1 N^jgii*' MUNICIPAL PROPERTY CORPORATION Municipal Property Corporation bonds are commonly used in Arizona to build municipal buildings. Infiscalyear 1998-1999,theCouncilapprovedtheformationofaMunicipalProperty Corporation to build the Community Center. Construction: The total construction costs for the Community Center are estimated to be $5,175,700.This includes an amount of $202,700 added to the alternate bid specifically for the construction of thecourtyardimprovements. Ofthetotal, $1.5 million waspreviously setasideincashreserves for Community Center construction.It is anticipated that approximately $600,000 of that amount will be expended in fiscal year 1999-2000. Municipal Property Corporation bonds in the amount of $4,600,000 will provide the balance of the funding for the Community Center project. The costs for the project are broken down as follows: Phase One Construction (building)$2,578,900 Phase Two (site package)$737,400 Phase Three (FFE)$500,000 Administrative Costs (printing,construction administration)$385,000 Base Cost $4,201,300 Alternate Bid (walkways,courtyard,covered parking)$378,700 Total Project Cost $4,580,000 PROFESSIONAL SERVICES-ARCHITECTURAL FEES: An amount of $20,000 has been included for the ongoing planning of the Community Plaza Courtyard andLinear Mall.The Linear Mall isa joint project withMCO Properties who reimburses the Town for approximately two thirds of the costs directly relating to the Linear Mall portion of the project.MCO continues to work with the Town on downtown planning,sharing the design costs. Request $20,000 Total Budget $4,600,000 2000-2001 Budget Town of Fountain Hills -Municipal Property Corp.Page 29-1 H^gp^/' ^sL^jlpr CAPITAL PROJECTS -MUNICIPAL PROPERTY CORPORATION REVENUE: Bond Proceeds -Civic Center Interest Earnings on Bond Proceeds TOTAL REVENUES EXPENDITURES: Administrative Costs Professional Fees -Courtyard/Linear Mall Construction Costs Transfer for Debt Service Payment TOTAL EXPENDITURES 1998-99 Budget 1998-99 Rev.Estimate 1999-00 Budget 4,600,000 110,000 4,710,000 0 385,000 0 20,000 0 4,195,000 0 110,000 4,710,000 2000-2001 Budget Town of Fountain Hills -Municipal Property Corp.Page 29-2 KIWANIS BUILDING/SENIOR CENTER GOALS AND OBJECTIVES: In 1994,theTownof Fountain Hills assumed ownershipof the propertycommonly knownasthe Kiwanis Building and entered into a lease/management agreement with the Sunset Kiwanis. The agreement assigned all management, maintenance and repair responsibilities for thefacilitytothe Sunset Kiwanis. Although available as a rental facility,the building was used primarily by the Kiwanis. In 1998,the lease/management agreement was amended in an effort to maximize the usability of the building and provide another amenity for the citizens. The Town assumed responsibility for all major maintenance and repair of the building,the contents and all mechanical fixtures, and all utilities. The Kiwanis retained responsibility for scheduling and for daily maintenance and clean ing. Funds were raised and matched by the Town to remodel the building,providing office and activity space for Home Delivered Meals,the Red Cross, the Boys and Girls Club and Senior Services. With the paving,lighting and landscaping of the parking lot, the goal of providing the community with a Senior Center and a multi-use activity/office facility has been achieved. CONTRACT SERVICES: The Sunset Kiwanis schedules the building when not in use by the Senior Services and Boys and Girls Club. They participate in the cleaning costs with the other building users. REPAIRS &MAINTENANCE: Building Repairs &Maintenance: The routinerepairs and maintenance expenses totaling $5,700 include: $1,200 for exterminating andpestcontrol;$2,000 for heating/coolingrepair and maintenance; and $1,500for roofmainte nance and repair. An additional$1,000 has been included for miscellaneous repairs and mainte nance for the building,parking lot and exterior lights. The Town's facilities operations supervisor hasperformedsomeminorrepairsinthebuilding andfacilitatedadditionalcleaning effortsthrough out the current fiscal year. He will continue to oversee the repairs and maintenance of the building to insure a level of standard for the Town-owned facility.Outside landscaping maintenance has been included in the Public Works budget. The users of the building would like to explore the possibility of reinstalling carpet in the facility. Since replacing the carpet with linoleum two years ago, there have been significant maintenance C.problems with scuffmarks and surface dulling.The hard surface has also contributed to excessive 2000-2001 Budget Town of Fountain Hills -Kiwanis Building Page 30-1 Niii^iP^ noise in the room. If the users ultimately agree to the change, an amount of $3,000 has been budgetedforthe installationof 26ounce, commercial gradequality carpet. Budget $8,700 SUPPLIES &SERVICES: Electricity: An amount of $3,000 has been budgeted for the building's electrical costs. Budget $3,000 Supplies: An amount of $350 has been included for two new chair racks to allow for easier and safer storage of the chairs.The current rack is a two-tiered rack and could cause an unsafe condition if the chairs are not balanced properly. Budget $350 Water/Sewer: An amount of $1,000 has been budgeted for water and sewer expense. Budget $1,000 CAPITAL EXPENDITURES: No capitalexpendituresarerequested in this budget. 2000-2001 Budget Townof Fountain Hills -Kiwanis Building Page 30-2 c KIWANIS BLDG/SENIOR CENTER CONTRACT SERVICES TOTAL REPAIRS &MAINTENANCE: Bldg.Repairs &Maintenance TOTAL SUPPLIES &SERVICES: Electricity Supplies Water/Sewer TOTAL CAPITAL EXPENDITURES Capital Exp.-Improvements TOTAL TOTAL EXPENDITURES 2000-2001 Budget 3/31/00 Year-to-Date $0 1999-2000 Budget $0 1999-2000 Rev.Estimate $0 2000-2001 Budget $0 511 9,700 1,000 8,700 $511 $9,700 $1,000 $8,700 1,489 3,000 3,000 3,000 0 0 0 350 397 1,000 600 1,000 $1,886 0 $0 $2^97 $4,000 10,000 $10,000 $23,700 Town of Fountain Hills -Kiwanis Building $3,600 10,000 $10,000 $14,600 $4350 $0 $13,050 Page 30-3 ^i^ffy FIVE YEAR FINANCIAL PLAN The Five-YearFinancialPlanpresentedonthefollowingpagesconsistsoftwomajor components. The first is afive-year financial statementfor the General Fund. The General Fund is truly the Town's key financial barometer. The other funds are merely adjuncts to the General Fund or completely separate from it.Historically,there have been such large transfers from the General Fund to the Street Fund that the Street Fund has become an adjunct to, or dependent upon, the General Fund. Included with the Five-Year Financial Plan is a back-up schedule for each of the individual expenditure categories.These charts represent what is possible based on the Town's present revenue stream.Notable assumptions are; 1) no increases of taxes or fees are included and, 2) the $1 million Los Arcos payment is likewise not included. The second major component of the Capital Improvement Plan shows the suggested Street Department projects for the next five years. It is very important to note that the Five-Year Financial Plan (the first component)does not contain sufficient revenue to fund all of these projects.Therefore,strategic choices will have to continue to be made concerning tax increases and/or expenditure reductions. It should also be noted that the Parks and Recreation Commission is presently working on a Five-Year Park Facilities Capital Improvement Program.The following charts;therefore,do not include any of this yet to be completed work, except that a $1.35 million allotment is made for parks improvements over two fiscal years (2001-2002 and 2002-2003). 2000-2001 Budget Town of Fountain Hills -Five-Year Capital Improvement Plan Page31-1 c fFIVEYEARFINANCIAL PLAN 1998/99-2002/03 GENERAL FUND Budgeted Revised Est.Budgeted Projected Projected Projected v^h^^'-y^c.'yr-im-woq..1999-2Q00;'••';+/-"?:,.20604Q0i,,•.£$?•'•:2001-2p2 .+/-":2Q02;2p03r .V-':2003-2004 +A . Intergovernmental $3,247,200 $3,309,200 9.6%$3,491,800 5.5%$4,274,500 22.4%$4,582,800 7.2%$4,913,700 7.2% State Sales Tax $1,187,965 $1,220,000 7.9%$1,286,400 5.4%$1,543,680 20.0%$1,667,174 8.0%$1,800,548 8.0% State Income Tax $1,569,200 $1,569,200 11.1%$1,685,400 7.4%$2,106,750 25.0%$2,254,223 7.0%$2,412,018 7.0% Vehicle Lie.Tax $490,000 $520,000 9.1%$520,000 0.0%$624,000 20.0%$661,440 6.0%$701,126 6.0% Local Sales Tax $3,300,000 $3,925,000 15.6%$3,985,000 1.5%$4,480,000 12.4%$4,995,000 11.5%$5,020,000 0.5% Fines and Forfeitures $297,800 $305,600 17.8%$340,500 11.4%$357,600 5.0%$375,500 5.0%$394,200 5.0% Licenses,Fees,Permits $1,891,800 $2,711,600 2.6%$2,737,000 0.9%$2,852,800 4.2%$2,992,900 4.9%$2,605,100 -13.0% Charges for Services $338,523 $320,300 -33.3%$261,300 -73.7%$409,200 56.6%$434,400 6.2%$462,000 6.4% Interest $350,000 $425,000 33.6%$425,000 0.0%$318,800 -25.0%$239,100 -25.0%$179,400 -25.0% Misc.$30,000 $30,000 16.9%$30,000 0.0%$30,600 2.0%$31,300 2.3%$32,000 2.2% |rcr|Aj^REyENiJEs'J;.7;!,$9,455,323;$11,026,700 ;•+8.8%.$11,270,600 '''.''•'?£*".'$12,723^00 12.9%$13,650,999 :7.3%"$13,606,399 -0.3% Carry Forward $5,990,746 $6,331,621 23.4%$6,940,581 9.6%$2,453,281 -64.7%$2,182,481 -11.0%$2,351,680 7.8% TOTALAY^LABii";'$15,446,069 $17,358,321 .:'13i7%$18,211,181 :4-9%>15,176,781 -16.7%$15,833,480 '4.3%$i5,958,079 0.8% Budgeted Revised Est.Budgeted Projected Projected Projected IJfferoiTimEs 1 1999-2000 1999-2000 +A 2000-2001:;.:•#'•'••2001-2002 +/-.2002-2003 +/-2003-2004 +/- Salaries and Benefits $3,436,470 $3,111,640 5.2%$3,904,400 25.5%$4,316,800 10.6%$4,683,000 +8.5%$4,942,200 +5.5% Contractual Services $3,166,650 $2,970,100 28.9%$3,311,800 11.5%$2,929,800 -11.5%$2,905,800 -+0.8%$3,180,800 +9.5% Repairs &Maintenance $1,085,000 $826,600 -14.9%$1,147,400 38.8%$1,240,900 8.1%$1,360,000 +9.6%$1,493,000 +9.8% Supplies &Services $1,206,015 $984,700 8.2%$1,421,500 44.4%$1,554,100 9.3%$1,709,500 +10.0%$1,880,500 +10.0% Capital Outlay $2,190,860 $1,679,700 141.6%$2,238,000 33.2%$1,447,700 -35.3%$1,567,000 +8.2%$1,701,400 +8.6% Capital - Park Construction $0 $0 0.0%$0 0.0%$675,000 0.0%$675,000 +0.0%$0 +0.0% Reserves/Contingency $1,050,000 $25,000 -58.3%$50,000 100.0%$50,000 0.0%$51,500 +3.0%$53,045 +3.0% Police Department Reserves $250,000 $250,000 Moutain OS Reserve $0 $0 0.0%$1,500,000 0.0%$330,000 -78.0%$330,000 0.0%$330,000 0.0% Transfers NET SURPLUS/(DEFICIT) v1?4JL2jl34,99f^-.J>9?597,74p. $1,265,000 $820,000 $2,046,074 $6,940,581 l?y^i:J$J3#3,idbJ;'H44.6f>:;$12,7?4j300 -20.9%$1,934,800 136.0%$200,000 -7.4%$13,281,800 3.8%$13,580,945 2.3% -89.7%$200,000 +0.0%$200,000 +0.0% 9.5%$2,453,281 -64.7%$2,182,481 -11.0%$2,351,680 +7.8% $2,177,134 -7.4% C Department Personnel STAFF INCREASES -FIVE YEAR CIP Year Position Salary Benefits Total Administration 2000-2001 A/P -Purchasing Clerk (PT)$12,000 $1,200 $13,200 2002-2003 Full Time Info Sys Tech (2)Custodians (PT to FT) $25,000 $8,800 $33,800 $24,000 $17,600 $41,600 Annual Total $0 $13,200 $75,400 Community Center 2001-2002 Staffing $108,500 $34,100 $142,600 $0 $142,600 Engineering 2000-2001 Intern (Student)$23,000 $10,000 $33,000 $33,000 Public Works 2000-2001 Parks &Rec 2001-2002 Ftn Park 2001-2002 DVNP 2002-2003 GEP 2002-2003 2003-2004 Parks,Trails.Open Space $30,000 $10,000 $40,000 ParkOper Worker II $25,000 $11,500 $36,500 Park Oper Worker I $24,000 $13,000 $37,000 Park Oper Worker II $27,000 $13,000 $40,000 Aquatics Positions ??? Page 1 $40,000 $36,500 $37,000 $40,000 $27,000 \i^0r Personnel SALARIES AND BENEFITS -FIVE YEAR CIP Department Revised Est. 1999-00 Budgeted 2000-01 Projected 2001-02 Projected 2002-03 Projected 2003-04 Council $29,000 $39,460 $39,460 $39,460 $39,460 Court $220,125 $271,970 $285,569 $299,847 $314,839 Administration $632,900 $735,400 $772,170 $886,179 $930,487 Community Ctr -$0 $142,600 $149,730 $157,217 Bldg Safety $383,625 $464,840 $488,082 $512,486 $538,110 Engineering $560,470 $665,990 $699,290 $734,254 $770,967 Comm.Dev.$217,350 $240,550 $252,578 $265,206 $278,467 Parks &Rec -FPNP -FtnPark -DVNP -GEP $359,650 $39,690 $41,570 $0 $111,860 $413,500 $49,410 $47,070 $0 $120,980 $474,175 $51,881 $85,924 $0 $127,029 $497,884 $54,475 $90,220 $37,000 $173,380 $549,778 $57,198 $94,731 $38,850 $182,049 Public Works $70,100 $42,260 $44,373 $46,592 $48,921 Marshal $445,300 $813,000 $853,650 $896,333 $941,149 TOTAL GENERAL FUND $3,111,640 $3,904,400 $4,316,800 $4,683,000 $4,942,200 Assumptions:5%increase each year plus new positions per attached schedule Page 2 ContSvcs CONTRACT SERVICES -FIVE YEAR CIP |!' Actual Revised Est.Budgeted Projected Projected Projected Department 1998-99 1999-00 2000-01 2001-02 2002-03 I 2002-03 i Comm.Center $35,200 $37,400 $41,140 $0 $0 $0 Court $7,000 $9,773 $8,800 $9,000 $9,000 $9,000 Administration $595,000 $713,165 $777,400 $816,270 $857,084 $899,938 -Information Tech.$12,950 $20,000 $21,000 $22,050 $23,153 -Kiwanis $0 $0 $0 $0 $0 Civic Center $255,350 $11,200 $0 $50,000 $55,000 $60,000 Bldg Safety $140,000 $180,000 $181,000 $25,000 $0 $0 Engineering $179,000 $430,000 $377,000 $10,000 $0 $0 Comm.Devel.$6,000 $0 $70,000 $2,500 $2,500 $2,500 Parks &Rec $367,700 $191,000 $215,000 $236,500 $260,150 $286,165 -FPNP $0 $0 $0 $0 $0 -DVNP $0 $0 $0 $0 $0 -Ftn Park $600 $145,000 $159,500 $0 $0 -GEP $0 $0 $0 $0 $0 Public Works $0 $0 $0 $0 $0 $0 Marshal $1,131,958 $1,384,000 $1,476,500 $1,600,000 $1,700,000 $1,900,000 TOTAL GENERAL FUND $2,717,208 $2,970,100 $3,311,800 $2,929,800 $2,905,800 $3,180,800 Page 1 c Rep&Maint REPAIRS &MAINTENANCE -FIVE YEARI CIP • i 1 |!;I Actual Revised Est.Budgeted Projected Projected !Projected Department 1998-99 1999-00 2000-01 2001-02 2002-03 I 2003-04 !I Comm.Center $14,900 $15,200 $15,150 $0 $0 $0 Court $1,000 $500 $1,200 $1,300 $1,300 $1,500 Administration $147,965 $45,800 $149,800 $164,780 $181,258 $199,384 -Info Technology $35,000 $44,400 $48,000 $48,000 $50,000 -Kiwanis $1,000 $8,700 $6,500 $7,000 $7,500 Civic Center $0 $0 $63,000 $69,300 $76,230 $83,853 Bldg Safety $3,900 $3,500 $5,000 $5,500 $6,050 $6,655 Engineering $4,600 $6,000 $5,600 $6,160 $6,776 $7,454 Comm.Devel.$1,500 $500 $1,500 $1,000 $1,200 $1,200 Parks &Rec $364,800 $700 $1,000 $1,100 $1,210 $1,331 -FPNP $33,200 $37,000 $40,700 $44,770 $49,247 -Ftn Park $157,100 $147,700 $162,470 $178,717 $196,589 -DVNP $53,200 $65,000 $71,500 $78,650 $86,515 -GEP $51,300 $82,500 $90,750 $99,825 $109,808 Public Works $422,000 $410,200 $506,500 $557,150 $612,865 $674,152 Marshal $15,100 $13,350 $13,350 $14,685 $16,154 $17,769 TOTAL GENERAL FUND $975,765 $826,600 $1,147,400 $1,240,900 $1,360,000 $1,493,000 Page 1 Supp&Svcs SUPPLIES AND SERVICES -FIVE YEAR CIP I Actual Revised Est.Budgeted Projected Projected I Projected Department 1998-99 1999-00 2000-01 2001-02 2002-03 !2003-04 i | Comm.Center $8,500 $6,900 $8,700 $0 $0 ! o i Mayor/Council $21,350 $49,000 $45,250 $49,775 $54,753 $60,228 Court $12,900 $12,250 $23,150 $25,465 $28,012 $30,813 Administration $514,245 $455,300 $773,300 $850,630 $935,693 $1,029,262 -Kiwanis $3,600 $4,350 $4,785 $5,264 $5,790 -Info.Technology $36,600 $59,900 $65,890 $72,479 $79,727 Civic Center $20,000 $0 $0 $0 $0 $0 Bldg Safety $33,150 $22,000 $46,400 $51,040 $56,144 $61,758 Engineering $46,000 $27,900 $55,400 $60,940 $67,034 $73,737 Comm.Devel.$44,700 $31,750 $57,750 $63,525 $69,878 $76,865 Parks &Rec $242,970 $41,800 $51,900 $57,090 $62,799 $69,079 -FPNP $19,500 $26,540 $29,194 $32,113 $35,325 -DVNP $1,900 $4,200 $4,620 $5,082 $5,590 -Ftn Park $112,175 $67,500 $74,250 $81,675 $89,843 -GEP $39,900 $55,025 $60,528 $66,580 $73,238 Public Works $51,300 $53,950 $58,500 $64,350 $70,785 $77,864 Marshal $87,200 $70,200 $83,670 $92,037 $101,241 $111,365 TOTAL GENERAL FUND $1,082,315 $984,700 $1,421,500 $1,554,100 $1,709,500 $1,880,500 Pagel \^£SS*/' \ttijgy^/if CapOutlay CAPITAL OUTLAY/DEBT SERVICE - FIVE YEAR CIP | | !I Actual Revised Est.Budgeted Projected Projected i Projected Department 1998-99 1999-00 2000-01 2001-02 2002-03 !2002-03 Comm.Center $2,200 $0 $1,500 $0 $0 $0 Mayor/Council $5,000 $0 $0 $0 $0 $0 Court $6,000 $1,750 $1,000 $1,100 $1,210!$1,331 Administration $459,405 $11,200 $241,500 $12,880 $14,812 $17,034 -Kiwanis $10,000 $0 $10,000 $10,000 $10,000 -Info Technology $103,200 $192,100 $220,915 $254,052 $292,160 Civic Center $0 $600,000 $0 $425,000 $425,000 $425,000 Bldg Safety $0 $0 $20,000 $0 $0 $30,000 Engineering $20,000 $0 $20,000 $0 $30,000 $0 Comm.Devel.$0 $0 $0 $30,000 $0 $0 Parks &Rec $291,810 $21,160 $0 $0 $0 $0 -FPNP $23,900 $11,800 $27,485 $31,608 $36,349 -Ftn Park $600,000 $1,201,600 $115,000 $132,250 $152,088 -DVNP $44,000 $0 $0 $0 $0 -GEP $25,500 $39,000 $44,850 $51,578 $59,314 Public Works $175,000 $135,000 $450,000 $495,000 $544,500 $598,950 Marshal $48,350 $104,000 $59,500 $65,450 $71,995 $79,195 TOTAL GENERAL FUN D $1,007,765 $1,679,700 $2,238,000 $1,447,700 $1,567,000 $1,701,400 Page 1 Assumptions Misc.Assumptions: i i ;:i ;\ Dated:6/5/00 i !!' 1 ••i : Salaries and Wages:I |<! i I 1 »i i !5%increase per year in addition to new positions requested per schedule !:i ! !!i i ! !1 !i ! Contract Services: | | j 1 ! Community Center - FY2001-02 costs transferred to Civic Center j i Admin -5%increase in legal fees i i IBldg Safety/Engineering-significant decrease in outside services until zero in 2002 and beyond !I i I Parks -10%increase each year j | j I \ Engineering - FY00-01 includes costs for Black &Veatchl | |I i i Repairs &Maintenance/Supplies &Services:i i |10%increases each year l i |i i I ! Capital Outlay:i I I !i j Parks - Ftn Park -FY2000-01 includes $1.2M for lake liner I I all other parks 15%increase i I ! Marshal -FY2000 thru 2002 $250,000 each year for Police Dept.Reserve j i I Park Construction - FY 2001 and 2002 $675,000 each year for park construction j I Mountain OS Reserve -$1,500,000 spent in FY 2000-2001 IFY2001-2002 $4.0M MPC bond is issued for mountain preservation $330,000 is for principal/interest payment on bonds I I Page 1 STREETS CAPITAL PROJECTS SUMMARY FY 2000 to FY 2005 (in $ x 1000) 1Project Description 00-01 01-02 02-03 03-04 04-05 Total A TRAFFIC SIGNALS ! !i Avenue of the Fountains/Palisades (Fire Signal)130 130 !21 Signal Upgrades (Possible interconnect Eagle Mtn &Shea)30 50 50 130 |3!WarningFlashers 30 30 4 New Signals 180 180 180 180 720 I'll! B |STREET IMPROVEMENTS 1 !I ! 11 Scalloped street widening -El Pueblo.F.H.Blvd.Shea 30 50 50 130 21 Shea Bke Lanes/Median (Federal Aid -S440K)401 j 40 3 Shea Blvd:Beeline to Saguaro and 144th St to Palisades (Jt.Project w/MCDOT)500 i 500 4iTown Center II (El Lago/La Montana Participation Agreement)100 !100 5 Palatial Estates Participation Agreement 100 100 6 Fountain Hills Resort Participation Agreement 50 50 7 Firerock Country Club (Landscape Median &Intersection Upgrades)150 150 8jTown Center Improvement District 500 500 1,000 91 Reflective Markers (9 mi)50 50 100 101 Misc. Grants, Joint Projects 20 20 20 20 80 C STREET ENHANCEMENTS 1jSidewalks 40 50 50 50 50 240 2!Traffic Calming 10 10 10 10 10 50 31 La Montana Medians @Community Center 60 60 41 Construct New Landscaped Medians on Exist.Streets 60 60 60 60 240 D DRAINAGE 1 Hazard Mitigation Grant-2 projects 150 150 2 Minor Drainage Projects (5 locations)50 50 50 50 200 31Ashbrook/Balboa Drainage Project (FCDMC Part S800K)200 320 520 41 Major Drainage Projects-per ADMP study 50 50 50 150 5|BoxCulvert@Del Cambre (FCDMC)200 200 6 Participation Agreement with Mirage Homes for a culvert project on Laser and Firebrick 100 E STREET MAINTENANCE 1 Emulsion 75 70 70 70 70 355 2 Slurry Seal 300 300 300 300 300 1,500 3 Overlay 150 100 100 100 100 550 4 Reconstruct 75 100 100 100 100 475 5 Microsurface 150 200 200 200 200 950 6 Curb Repair &Sidewalk (handicap ramps)75 100 100 100 100 475 Subtotal-Streets,Major Road Improvements 1,905 2380 2,040 1,810 1,290 9,425 5YearCIP00-01.xls 6/1/00 STREETS CAPITAL PROJECTS SUMMARY FY 2000 to FY 2005 (in $ x 1000) !Project Description 00-01 i 01-02 j 02-03 03-04 04-05 Total j i ! !i :: i 'l f!MAINTENANCE FACILITIES &EQUIPMENT i 1 ;; i 3/4-Ton Pickup (CNG/Gas (for St.Supt.)23 !!23 | 2 |8Traffic Counters,hoses&accessories 12 |1 12 1 31Reflectivity Meter (Traffic Sign Maintenance)15 ! !:.5 41 ReplaceCrack Sealer 30j j j i 51Transmission Flush Machine i ;i '•• • 31 1 i 1 i 61 PowerFlushCoolantMachine i!i i i 71Propane Heater System for Shop Bldg.151 !| 8[Bituminous Applicator 6\ i!1 9 Forks for Backhoe 4 !i ! 10 Dump Truck 65 70 j 135 n Water Truck 50 50 12 Asphalt Laydown Box 30 30 13 Compressor/Trailer 10 10 Il4j Replace Truck 40 30 60 50 180 15 Replace Striper 150 150 16 Replace Tractor 75 75 17 Asphalt - yard 35 35 118(street Yard Building *200 200 iSub-Total -Facilities &Equipment 109 575 110 130 50 974 Total -Capital Projects 2,014 2,955 2,150 1,940 1,340 10399 i l ! 1 1*More employees,already cramped in cubicles 5YearCIP00-01.xls 6/1/00 x^s^spi/ Public Works Capital Projects/Major Maintenance Summary FY 2000 to FY 2005 (in $x 1000) Project Description 00-01 01-02 02-03 03-04 04-05 Total A LANDSCAPE MAINTENANCE 1 Maintenance Contract 340 340 7 Fountain Maintenance 10 10 B WASHES,DAMS,&PRESERVES 1 Wash clean up 150 200 200 200 200 950 2 Golden Eagle Park Dam (FCDMC Part S800 K)390 390 C MAJOR LANDSCAPE IMPROVEMENTS -MEDIANS 1 Shea Medians - 144th St. to Palisades,FCC to Saguaro 60 100 100 260 5 Landscape/Restoration (GoldenEagle Blvdfrom Palisadesto Sierra Madre and Palisades from Lost Hills to FHB)53 53 6 Service Club Monument Sign @ FHB/Shea 10 10 7 UpgradeAvenueof the Fountains(Electric)(East End)75 75 8 UpgradeAvenueof the Fountains(Aesthetics, Landscape, Fountains)200 200 400 9 Shea Medians -With FCC 60 60 120 10 Landscape Restorations 20 20 20 20 80 11 Landscape New Medians 60 60 120 12 "Jeep Trail" Restoration 80 80 13 Palisades/Palomino Gateway Landscaping 100 100 D FACILITIES AND EQUIPMENT 1 Truck 25 25 2 Replace Truck 20 20 Total -Capital Projects 950 978 520 340 245 3,033 5YearCIP00-01.xls 6/1/00 Streets/Drainage/Landscape Capital Improvement Projects FY 2000 to FY 2005 This CIP accompanies the fiscal year 2000-2001 budget submittal and covers street,drainage and landscape projects.Projects in the first year of the CIP are more fully described in the applicable budget section.In general,survey and design costs (typically about 10%)and construction inspection and testing costs (typically about 6%) have not been shown in the CIP listing except where indicated.Right-of-way costs are not expected to be significant for any of the listed projects.Each project cost contains a reasonable (10%)contingency. The CIP projects as listed are: A.Traffic Signals The attached Projected Traffic Signal Map shows the existing,planned and probable traffic signals, as well as developers commitments for traffic signal participation.The Town currently has six traffic signals,one intermittent signal at the Fire Station and two school zone warning flashers. New traffic signals are proposed for four intersections: • La Montana/Palisades Boulevard -met warrants in 1996.The Fire Department has requested a signal at Palisades and Avenue of the Fountains. This intersection does not meet the warrants;however,staff has designed a fire signal that will serve the purpose with the ability to convert it to a fully signalized intersection when warranted. •Palisades/Sunridge Drive - this is considered to be the next most likely signal location, due to the continuing development of SunRidge Canyon, connection of Sunridge Drive to North Heights is complete as well as the construction of the Copperwynd condominiums. Palisades Boulevard has a relatively high speed limit (45 mph)and limited sight distance at this Page 1 of 10 location.A traffic signal warrantstudy will be conducted this fiscal year.(SunRidgeCanyon has a 50%commitment for this signal through October 2003.) • Unspecified location - developer commitment intersections and other potentially feasible locations are shown on the Proposed Traffic Signal Map. The location of signals is determined in a traffic signal warrant study conducted in accordance with the MUTCD. Additional warning flashers and signal upgrades are considered likely to be needed late within the five-year CEP time frame.Locations have not been specified at this time. B.Street Improvements Later year funding has been programmed for widening scalloped (unfinished)streets,reflective markers, and joint projects with developers,with the locations to be determined later.Specific later year projects include: •Shea Boulevard,Saguaro to Beeline and 144th Street to Palisades.This isa MCDOT project, budgeted at $1.5 million and was scheduled to begin in late 1999 but has been delayed until early summer of 2000.Construction period is anticipated to be 60 to 90 days for the Beeline portion and 90 to 120 days for the 144th Street to Palisades section.The Town's costs include upgrades and extension to MCDOT's work,on a reimbursement basis after project completion.Upon completion of the project,Shea Boulevard will be six lanes (three in each direction)plus bike lanes and a raised center median from 144th Street to Palisades Boulevard and from Beeline Highway to Saguaro Boulevard.Town costs per the current IGAs are $500,000. •Shea Boulevard Bike Lanes/Median - this is a Federal Aid project to add bike lanes on Shea Boulevard and includes adding some landscaped median.Programmed for FY 2000 Federal Aid obligation,the project will likely begin construction about March, 2001. The project has $440,000 of Federal Aid funds and requires a minimum of $40,000 of Town funds. • Shea Boulevard Improvements at Firerock Country Club -MCO has agreed to construct a landscaped median from Palisades to Fountain Hills Boulevard and pay half of the median cost on the Firerock Country Club frontage east of Fountain Hills Boulevard.The Town's costs include the remaining half median portion. Page 2 of 10 • Town Center Improvement District - MCO, the town and perhaps the Plat 208 (north half) property owners would contribute to this District(s).Improvements could include landscaped medians,frontage landscaping,decorative sidewalks,decorative intersection pavement, fountains, traffic signals, lighting and a Civic Center pedestrian mall.The $1,000,000 shown in the laterCIP years represents theTown'sshareof a substantially pared down project,or the first phase of the full project. C.Street Enhancements New landscaped medians, sidewalks and traffic calming costs have been programmed for multiple years. • New Landscaped Medians:Medians on La Montana at the Civic Center, in conjunction with MCO are programmed for FY 2001-2002. $60,000. Programmed for the later CIP years, priority locations for new medians would be to fill in gaps between developer-funded medians and to address access-related accident problems. $60,000 per year, beginning in FY 2001-2002. • Sidewalks: Budgeted at $40,000 in FY 2000-2001 for installing a sidewalk on Palisades Boulevard from Hampstead to Mountainside on the south side. This will complete the sidewalk system from the high school to Fountain Hills Boulevard.It will also improve the much needed line of sight at Mountainside and Palisades Boulevard.Priority sidewalk locations include routes leading to the schools, in commercial areas, for walking loops, to connect Town park facilities and in filling in gaps developer-funded sidewalks.ADA accessible ramps continue to have a high priority when a need is identified. •Traffic Calming:The newly adopted Traffic Calming Policy and Process enables the Town, working with neighborhood groups,to install physical measures to reduce vehicle volumes and speed.Traffic calming continues to be an issue with several neighborhoods.Our newly hired Traffic Engineering Analyst is very busy responding to resident inquiries.Severe problems will be funded by the Town;moderately severe problems will be funded by the residents and constructed by the Town.$10,000 per year. D.Drainage Page 3 of 10 Recurring drainage problems have been identified by visual observation during and after storms and by the street maintenance condition survey. Drainage problems that relate to major storms have been identified through Maricopa Country Flood Control District's floodplain delineation mapping and Area Drainage Master Study (ADMS).Proposed for correction in the CIP are: • Hazard Mitigation Grant: The FEMA Hazard Mitigation Projects are for catch basins on Saguaro Boulevard across from Fountain Park (at Parkview and north of Stewart Vista) and a drainage channel from Grande Boulevard to Rosita Drive. Plans have now been approved and construction is scheduled early in FY 2000-2001. •Minor Drainage Projects:Since 1993 staff has field identified over 80 localized drainage problem locations.These recurring or nuisance problems include street ponding,undersized curb openings or catch basins,erosion,excessive street flow and sedimentation.Funds have been used annually to correct the drainage problems in the street maintenance work areas. Approximately 25 locations remain to be corrected,scattered throughout Town and along Saguaro Boulevard. •Major Drainage Projects:The Flood Control District of Maricopa County (FCDMC) completed Floodplain Delineation Studies (FDS)of the major washes in Fountain Hills in November,1994.Floodplain maps should be available from FEMA in the near future. Subsequently,FCDMC completed an Area Drainage Master Study (ADMS)in June, 1997 which consisted of three major parts:(1)Modifications to Golden Eagle Park Dam,(2) Roadway Crossings Study and (3)Flood Access Study. The Roadway Crossings Study identified 26 major flood problem locations and recommended corrections.The large majority of problems were undersized roadway crossing culverts which will create excessive water depths and velocity over the roadways during major storms and in some locations create localized flooding problems.For example, the highest water depth over a roadway is 7'crossing El Pueblo Boulevard at Ashbrook Wash,which is north of Grande Boulevard,during the 100-year storm event. In the Flood Access Study,a total of 86 "impassable"locations were identified.An impassable location was defined as having more than 0.5' depth of water crossing or along (the roadway during a 100-year storm event.Next,1,854 lots were identified as having no Page4 of 10 passable access during 100-year storm events. The three largest inaccessible areas were northeast of Saguaro and Grande,the Richwood-Boulder area and the Firerock area. And finally, 7 culvert improvements with an estimated cost of $850,000 were identified which wouldreducethe numberof inaccessiblelots to 80, all in isolatedpockets with no morethan 30 lots inaccessible due to any single impassable location.There was substantial overlap between the improvements recommended for the Roadway Crossings Study and the Flood Access Study; combined estimated cost for all recommended improvements was $4.5 million. What does all this mean?During a widespread,major (100-year)storm, the Town will experience many hazardous wash crossings,a few building structures will be flooded and 20%of the Town residences will be inaccessible (most for relatively short periods). Now that all this is known, what should be done? A range of options are available - ranging from a $4.5 million bond issue to correct all the problems immediately, down to making no physical improvements,just dealing with the emergency conditions as they happen.Staff recommends a more moderate course of action and has programmed $50,000 annually toward correction of the smaller cost problems.Two of the more widespread and severe problems have been approved by FCDMC for their participation as shown in the next two projects: Golden Eagle Park Dam (GEPD)Modifications:This work is scheduled for FY 2000-2001. The Flood Delineation Study (FDS)showed that during the 100-year storm,the reservoir pond (i.e. the Park)will fill up and water will flow through the spillway (i.e. the horseshoe pit and south parking lot area),down the amphitheater and onto the football field. By interpolation,it appears that future flows onto the spillway and onto the footfall field will start to occur during a 7-year storm event.The lowest softball fields in the Park will begin to be inundated by a 2-3 year storm event.Although the Park and football field were designed to be inside the dam reservoir and spillway respectively,these frequent inundation frequencies were unexpected.(Note: To date, the GEP ball fields have been inundated once, but they have only a 4-year history.It also appears that in the history of the dam,the spillway has never flowed.) Page5 of 10 In 1996,MCOandthe Town completed the Safety of Dams analysis required bythe Arizona Department of Water Resources (ADWR) for all 8 ADWR jurisdictional dams within the Town limits. The Safety of Dams analysis is based on 1/2 of the Probable Maximum Flood (1/2-PMF)rainfall. (The 1/2-PMF storm is roughly equivalent to a 500-year storm.) The other dams in Town did not significantly overtop in the 1/2-PMF storm (although a couple had less than the required 3' of freeboard and one other had a minor overtopping.) Because of the results of these drainage studies, ADWR has advised the Town that GEPD is being added to ADWR's list of about 25 unsafe dams. The recommended correction alternative includes adding a new box culvert outlet, lengthening the spillway and raising the dam. In 1997,FCDMC approved this project for inclusion in its CIP with a Town cost share of 35%.Geotechnical borings were drilled in early 1998. The pre-design and design phases have been completed and approved.Current expenditures to date for the GEPD Modification Project include $93,140.25 for pre-design engineering, $9,491.65 for geotechnical investigation and $15,056.26 for the ADWR application fee. The construction phase bid opening occurred on May 4,2000 with the lowest bid at just over one million dollars.Based on the IGA and the Town's obligation to pay 35%of all costs,there is $390,000 programmed for construction costs for the 2000-2001 fiscal year. Although the pre-design and design costs represent huge expenditures relative to the normal percentages of construction cost,FCDMC staff has shown that the percentages are in line with previous dam modification projects. Please note that the Town is the licensee of the dam (from ADWR)and owns the reservoir and upstream half of the dam. The School District owns the downstream half of the dam and the spillway route (i.e. the football field). In accordance with the Town's policy of assistance to the School District,the Town has in the past performed the maintenance on the whole dam.Staff has kept the School District fully informed regarding dam safety issues,proposed projects and maintenance activities. Page 6 of 10 \ijjj|fc3t/ • Ashbrook/BalboaDrainage Project: The project was approved by FCDMC for inclusion in their CIP in FY 1996-1997,with a 40% Town cost share. The project includes several modifications in the lower Ashbrook Wash and Balboa Wash areas to reduce structure flooding and roadway impassability, as follows: •Saguaro Boulevard at Ashbrook Wash -new box culvert •Bayfield Drive at Ashbrook Wash -new box culvert • Ashbrook Wash, Saguaro to Del Cambre - clean-up overly dense vegetation (The Town Public Works Department has accomplished this item, for fire hazard elimination);and constructed a maintenance access roadway •Fountain Hills Boulevard at Balboa Wash -new box culvert •Fountain Hills Boulevard at Oxford Wash -review whether the Fountain Hills Boulevard/Balboa Wash culvert solves the problems at this location. The project cost was estimated at $1.33M in 1995 (prior to the ADMS study). Staff has requested that this project be deferred to a lower priority than GEPD modifications.The Town's cost share of $520,000 has been programmed for FY 2002-2003 and 2003-2004. Street Maintenance The Town embarked on a well-defined course of major pavement maintenance in 1993.Four annual contracts will go out for bid to handle on-going major street maintenance and improvements:Concrete,asphalt,slurry seal and emulsion seal.Basically,the annual contracts lock in unit prices and requirements quantities as needed;the Town issues work orders for whatever quantities are required for a maintenance area or improvement project. The basic pavement management plan was to work clockwise around Town over a five-year cycle.Since the Street Department was then crack sealing in the north central part of Town,all work began in that area in 1993.The proper normal sequence for the work is: •Utility reconstructions (primarily electric and water) •Minor drainage projects •Concrete curb replacements •Crack seal by the Street Department Page 7 of 10 \lfiggpr • Pavement maintenance (emulsion seal, plastic seal, slurry seal, overlay or reconstruct) The Town has coordinatedextensively with all utilitycompanies. Meetingsare held every other month to discuss where the utilities plan to work and what long term plans they are considering. The Town in turn shares the plans for the next area where street maintenance will occur and to what extent. Currently, the Town is starting its second pass of all areas of Town. Still remaining are the former MCDOT roadways (Shea and Saguaro).MCDOT chip sealed these roadways in about 1989.Although the Town applied a light fog seal in 1995,these streets need to be micro- surfaced in FY 2000-2001 or 2001-2002. Maintenance Equipment New equipment proposed for purchase includes traffic counters,a reflectivity meter,crack sealer and a 3A Ton Pickup in FY 2000-2001. Replacement or additional equipment includes a striper,tractor,dump truck and pick up trucks. In general,Staff anticipates replacing equipment at 7-10 years of age and pickup trucks at 70,000-100,000 miles. Maintenance Facilities Facilitiesproposedto be added at the Street Yard include asphalt for the yard area ($35,000,FY 2001-2002) and a building to replace the existing administrative trailer ($200,000, FY 2001- 2002). Landscaping -Medians The Town historically maintained about 10 acres of medians. In FY 1997 and FY 1998, the Town assumed maintenance responsibility for about 23 acres of medians - including Avenue of the Fountains,other MCO medians,the Lakeside medians,the Firerock Ridge medians and other medians as a part of participation agreements. See the Landscape Maintenance Map for these areas. Page 8 of 10 This year the Town will pick up eight additional areas from Eagle Mountain,SunRidge and Palisades. In the remaining CIP years,Palisades and Town Center I medians will be transferred from the initial developer maintenance to the Town. Additionally, new medians are expected to be built along Shea Boulevard (and possibly other locations) during this time frame, altogether totaling 17 acres. Although many of the medians transferred to date are in good condition, some need major upgrading to remove existing hazards and to upgrade the landscaping and other features to meet current expectations and standards,as follows: •Upgrade Avenue of the Fountains medians -These wide medians are actually Town- owned property within the divided right-of-way.The medians were acquired from MCO in March 1998. A major electrical upgrade on the west end of Avenue of the Fountains was completed in FY 1999-2000.The electrical system on the east end is proposed in FY 2001- 2002 at an estimated cost of $75,000.The FY 2001-2002 and FY 2002-2003 projects will eliminate ADA issues,make aesthetic changes,and install upgrades,particularly regarding the fountains,concrete and irrigation controls.Cost -$400,000. •Landscape Restorations -$20,000 per year has been programmed to correct past disturbance areas.The Town's current Subdivision Ordinance standards provide good revegetation of new disturbances.The landscape work is expected to consist primarily of hydroseeding,sprigging shrubs such as brittlebush and bursage and replanting salvaged cactus.In whitish-colored rock faces and slopes,slope staining with Eonite or Permeon will be utilized. •Landscape New Medians - New medians for the Town to landscape are expected to occur in the following ways: •Add new medians to fill in "gaps"and extend median areas.Example areas include Saguaro Boulevard (La Montana to Grande)and Shea Boulevard. •Modify existing medians for new turn lanes. Page 9 of 10 ^ • Add medians at joint projects.Developer discussions have indicated a desire to have the Town construct and immediately maintain medians as a part of its share in joint projects. $120,000has beenprogrammedto landscapenew medians,spread over alternatingyears, but the cost and distribution of this work is difficult to anticipate. Washes and Dams The Town has recently acquired over 1,100 acres of property. See the Town-owned property map.Another 300-500 acres are anticipated to be acquired within the next five years. Except for public parks and facilities,these properties will be managed for preservation. However,the property near homes must have fire hazards kept within acceptable limits. A number of "washes"have grown over with non-indigenous,fire hazard species such as salt cedar and desert broom.Additionally,fire hazards include 30 years of dead trees,limbs and trash dumpings which have also accumulated. The Town is progressing with "clean up"of the worst locations.The long term cost is difficult to estimate at this time.That cost is also highly dependent on rainfall.Wet winters - like 1993 and 1998 - produced large amounts of combustibles in the washes. $150,000 has been programmed for this clean up effort. Page 10 of 10 r TOWN OF=FOUNTAIN H/LLS - STREET/DRAINAGE MAJOR CIP PROJECTS FY 2000 TO 2005 CIP i UCDCWH^KCiiNTAKPAJ* PROBABLE -~1 TRAFFIC SIGNAL SCOTISOALE \ O SCALE:1"=3300' 0 °^ NORTH SCALE OF MILES • •I . 9 •v.GEP DAM MODIFICATION T FfVEfi ftW WA3C0TA ICUN RESB1YATO* LEGEND TRAFFIC SIGNAL TRAFFIC SIGNAL (MODIFY) PAVING PROJECT DRAINAGE PROJECT FEMA HAZARD MITIGATION PROJECT (DRAINAGE) •—;rrT"~rnr •rri •I1-H".M"'I ,! ASHBROOK/BALBOA WASH I DRAINAGE IMPROVEMENT • REVISED:JUNE 1,2000 r o NORTH TOWN OF=FOUNTAIN HILLS -CIP PROJECTED TRAFFIC SIGNALS MAP iKozmi.wxmwP!fi: I LEGEND SIGNAL TYPE TRAFFIC SIGNAL •EXISTING •PLANNED (FY 00-01) •TARGET -BY DEVELOPER DEVELOPER COMMITMENTS EXPIRATION DATE (50%) FCC FIRE ROCK COUNTRY CLUB O OTHER FEASIBLE SIGNAL LOCATION 2-02' /I ...••;.:,••i .t.r :••i L EXPIRED | SCALE:1"=3200' 0 0.5 SCALE OF MILES SMT RNB)FUM UAREOFA *CUN RESERVATOfJ REVISED:JUNE 1,2000 ^iStt*"^ \&gflj0jpr Municipality City of Apache Junction Town of Carefree Town of Cave Creek Town of Case Grande City of Chandler Town of Gilbert City of Glendale City of Mesa Town of Paradise Valley City of Peoria City of Phoenix Town of Queen Creek City of Scottsdale City of Surprise City of Tempe Merit and/or COLA Projections for 2000-2001 3%COLA,0-5%Merit 3%COLA,3%Merit Information not available as of 6/1/00. Information not available as of 6/i/OO. 4.75%General Adjustment Information not available as of 6/1/00. 2%Adjustment,3% COLA, 4% Merit Information not available as of 6/1/00. 4%Adjustment,0-5.5%Merit Information not available as of 6/1/00. Information not available as of 6/1/00. 3%COLA,5%Merit 3%COLA.Merit increase not available as of 6/1/00. Information not available as of 6/1/00. 3%COLA CLERK TYPIST/RECEPTIONIST JOB PURPOSE Contribute to the overall public relations objectives of the Town of Fountain Hills'offices by providinga friendly and positive contact with the public who visit or call the Town Hall. Contribute to the efficiency of the office of the Community Development,Building Safety and Engineering Departments through the accomplishment of routine and special assignments. SUPERVISION RECEIVED The Director of Community Development. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential for this position.Incumbents in this classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Answers and directs telephone inquiries. 2.Receives and directs visitors to the town offices. 3.Processes,records,and disburses mail for and to Building "C"Town departments. 4.Receives payments and issues receipts. 5.Maintains job-posting notices. 6.Posts Town of Fountain Hills'meeting notices. 7.Maintains records of publications pertaining to town activities. 8.Operates office machinery (mail meter, fax, copier, computer,typewriter). 9.Completes other assignments as requested. 10.Performs other related duties as required. POSITION ACCOUNTABILITIES • Prompt,courteous,beneficial assistance to the public. •Accurate and complete maintenance of records. CRITICAL SKILL/EXPERTISE Knowledge of: General office procedures and practices .Community affairs. Municipal structure. Ability to: Deal skillfully with the public, in person and by telephone,using good judgement. .Communicate effectively,both orally and in writing, utilizing correct grammar. Operate office equipment. Perform work accurately. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience High school education or equivalent. Two years experience in comparable work environment is desirable. Training Course work or practical experience in secretarial practices,typing,computer use. Experience with Microsoft Office 97 is desirable. ADDITIONAL REQUIREMENTS Physical Requirements Require vision (which may be corrected)to read small print. . Require the mobility to stand,stoop, reach and bend. Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Perform work which is primarily sedentary Perform lifting,pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job. . Maybe required to workat a video display terminal for prolonged periods. Work Environment Is subject to inside environmental conditions. License or Certificate:None required. FLSA Status:None exempt. Employee Association Status:None. Salary Range:$8.82-$13.04 per hour April 2000 %Ay»*^ ACCOUNT CLERK I JOB PURPOSE To keep accurate financial records and to perform entry level clerical accounting work. Responsibilities include posting records of collection, performing simple arithmetic computations, posting data to records of original entry, preparing financial summary statements, and checking forms for completeness and accuracy. Work is performed according to established procedures, and is reviewed or monitored frequently until familiarization with accounting procedures is achieved. SUPERVISION RECEIVED Receives general supervision from the Accountant.Work is reviewed through performance and results achieved. Works with employees to ensure accurate processing of accounts payable functions on a timely basis and maintain all records. ESSENTIAL DUTIES AND RESPONSIBILITIES Prepares purchase orders from approved requisitions; Reviews,corrects and classifies vouchers for accuracy and completeness; Matches vouchers to approved requisitions/purchase orders; Posts claims to proper funds,appropriations,activities,and subobject codes; Reviews details of outside vendor's bills,subscriptions,grants or other documents; Reviews and selects the correct accounting code and department number required before postings and payments are completed; Collects,prepares,verifies,and coordinates computer data that relates to customer's bills or vendor's invoices; Traces lost bills using a computer database or other means of locating; Enters and retrieves billing or payment data from computer terminal; Writes routine department reports and customer statements related to bills and payments; Verifies vendor invoices against receiving data,enters appropriate costs,and totals the invoices; Completes payment control documents for vendor invoices; Prepareschecks for refunds, reimbursements, accounts payable and monthly payments; Remits payments to vendors with appropriate remittance forms; Posts transactions to individual accounts, or other ledgers or books; Demonstrates continuous effort to improve operations,decrease turnaround times,streamline work; processes,and work cooperatively and jointly to provide quality seamless customer service; Maintains accounting files of vouchers by account code. POSITION ACCOUNTABILITIES Meet deadlines to ensure that vendors are paid promptly for goods received and services rendered. Provide information to employees and vendors regarding the status of payments due and potential problems. Stay informed of new accounting requirements through accounting publications,the internet and meetings with various organizations. Enter accounting information timely and accurately to keep budgets,reports,etc.current. Assist with special projects as required. CRITICAL SKILL/EXPERTISE Knowledge of: Basic bookkeeping practices. English usage,spelling,grammar,and punctuation. Modern office procedures and methods Basic office terminology,procedures,and conduct. Basic computer hardware and software,including word processing and spreadsheet applications. Ability to: Meet deadlines. Establish and maintain positive working relationships with the public and other employees. Operate standard office equipment (examples:personal computer,calculator,typewriter, copy and fax machines,telephone). Produce written documents with clearly organized thoughts using proper English sentence construction,punctuation,and grammar. File documents alphabetically,numerically or chronologically. Communicate orally with other employees and the general public in face-to-face one-on- one settings or using a telephone. Make mathematical calculations rapidly and accurately (examples:add,subtract,multiply, divide,and use percentages). Work safely without presenting a direct threat to self or others. EXPERIENCE AND TRAINING Experience One year of experience in clerical work, supplemented by courses in bookkeepingprinciples and business machines.Other combinations of experience and education that meet the minimum requirements may be substituted. Training Equivalent to the completion of the twelfth grade.Additional training or specialized courses in accounting,accounts payable,accounts receivable,or a related field are desirable. ADDITIONAL REQUIREMENTS Physical Requirements Require vision (which may be corrected)to read small print. Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Lower body mobility may not be required. Perform work which is primarily sedentary. Stoop or bend repeatedly to place or retrieve objects from a shelf or filing cabinet two feet or lower. (The physical demands described here are representative of those that must be met byan employee ^*^to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger, handle,feel or operate objects,tools or controls,and reach with hands and arms.The employee is frequently required to sit,talk or hear. Work Environment Is subject to inside environmental conditions. May be required to work at a video display terminal for prolonged periods. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.The noise level in the work environment is usually quiet.The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar,related or a logical assignment to the position. c License or Certificate:None FLSA Status:Non-exempt Employee Association Status: The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Salarv Range:$9.74 -$14.39 Justification for Account Clerk I The finance department has a stewardship responsibility to the public and as such is probably one of the most important functions of the government. It is that departments responsibility to protect/safeguard the governments assets which includes accounting for them accurately and being able to report to the public accurately and efficiently. Over the past ten years the Town has experienced a significant growth rate, both within the community and within the organization.This growth has seen an increased demand for services, funding, projects, programs, etc. Some examples of the projects that produce a large amount of paperwork are: Road paving/major maintenance projects Community Policing (through COPS grants - five to date) Municipal Court grants Parks and Recreation programs Park Construction and Maintenance: Fountain Park Desert Vista Neighborhood Park Four Peaks Park Golden Eagle Park (Phases I through V) Traffic signals on Shea,Fountain Hills,and Palisades Blvds f Cottonwoods -three separate districts All of these projects impact the accounting department in many ways. The accounting department is responsible for tracking the expenditures,paying all invoices associated with the projects,monitoring the budget as well as reporting to management.The tasks associated with these projects leave very little time for any other activities.The Accountant I is primarily responsible for these functions.Below is a breakdown of the paperwork that was processed during the last fiscal year: Invoices processed 6,150 A/P checks processed 2,326 Manual checks processed 900 Requisitions processed 4,000 Purchase Orders typed 516 Cash Receipts processed 260 In addition to expenditures, all local revenues (approximately $3,750,000) are processed in house (building permit fees, court fees, animal license, Parks & Recreation user fees, etc.).These transactions have to be recorded,analyzed,and reconciled on a daily basis. When the Accountant I position was approved by the council in the FY97-98 budget, the justification was that this individual would be able to assume the routine bookkeeping functions from the Accounting Supervisor. The Accounting Supervisor would then be able to concentrate on the more complex financial activities;i.e., trend analyses,forecasts and five-year planning,accounting policy and procedures,etc.When the Accountant I position was proposed the accounts payable functions were being handled by the data entry clerk. However, with the significant increase in the number of employees that position was converted to a Human Resource Specialist and the A/P was turned over to the new Accountant I position. Present duties of Accounting Supervisor: Review requisitions for procurement compliance/budget authorization Code all requisitions,prepare for purchase orders Submit to Town Manager for approval Review expenditure and revenue accounts Prepare monthly budget reports Prepare all internal reports Prepare journal entries and reconcile g/1 accounts Maintain fixed assets Cottonwoods billings/statements Reconcile all cash accounts Revenue and expenditure projections for budget and midyear reviews Compile budget Prepare Comprehensive Annual Financial Report for submission to GFOA Coordinate sales tax audits Provide information to the public regarding sales tax,property tax Prepare quarterly reports for COPS funding Prepare quarterly worker compensation reports Act as Town loss control coordinator Handle all claims against the Town of Fountain Hills Track fixed assets Review all contracts for compliance with insurance requirements,procurement,etc. Review assessor records to ensure all properties are on tax rolls Calculate tax levy Safekeeping requirements for cash Present duties of Accountant I: Code and enter daily cash receipts Reconcile requisitions with purchase orders with vouchers Enter all invoices in accounts payable system Run accounts payable checks Process first of the month and manual/reimbursement checks Prepare payoff statements for title companies (Cottonwoods) and lien releases Naisjijijjift/' Reconcile and enter payroll journal entries File vouchers Monitor contracts Vendor/employee assistance regarding payments,requisitions,etc. Vendor file maintenance Factorsthat will affectworkload over the next two years: Construction of library/museum Construction of Civic Center Construction/repair Fountain Park Implementation of new Financial Reporting Model (GASB34)* *Governmental Accounting Standards Board Proposed Job Descriptions Account Clerk I If approved the Account Clerk I would be responsible for all of the Accounts Payable functions.This would include entering vouchers into the computer,running monthly A/P checks,maintaining vendor files,matching invoices with purchase orders,preparing manual reimbursement checks, preparing monthly rent and insurance premium checks, remitting payments,responding to vendorand/oremployee inquiries regarding payments, etc., researchingpayment history, typing purchase orders from approved requisitions, etc. Accountant I Review requisitions for procurement compliance/budget authorization Code all requisitions,prepare for purchase orders Submit to Town Manager for approval Review expenditure and revenue accounts Prepare monthly budget reports Prepare all internal reports Prepare journal entries and reconcile g/1 accounts Cottonwoods billings/statements Prepare quarterly reports for COPS funding Review all contracts for compliance with insurance requirements,procurement,etc. Code and enter daily cash receipts Prepare payoff statements for title companies (Cottonwoods)and lien releases Reconcile and enter payroll journal entries Monitor contracts Accounting Supervisor Maintain fixed assets Reconcile all cash accounts Revenue and expenditure projections for budget and midyear reviews Compile budget Prepare Comprehensive Annual Financial Report for submission to GFOA Coordinate sales tax audits Provide information to the public regarding sales tax,property tax Prepare quarterly worker compensation reports Act as Town loss control coordinator Handle all claims against the Town of Fountain Hills Review assessor records to ensure all properties are on tax rolls Calculate tax levy Safekeeping requirements for cash Cash flow analysis General ledger analysis Budget analysis Investment analysis Investment policy Written accounting policies and procedures Investment Policy Timely closing of fiscal year \s^gp/' COURT SERVICES SPECIALIST I JOB PURPOSE Perform a variety of clerical duties,file maintenance,and customer service work for the municipal court. SUPERVISION RECEIVED Work is performed under the concurrent direction of the Presiding Judge and the Court Administrator for the town court. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential for this position.Incumbents in this classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Performs intense public contact work at the counter and over the telephone:fine payments,answering questions,and providing information to defendants,attorneys, police officers and the general public. 2.Data entry work including calendar maintenance and case management. 3.Establishes and maintains complex court files and records;verify completion of court orders. 4.Responsible for mailroom and file room duties. 5.Performs other related duties as required. POSITION ACCOUNTABILITIES 6. To meet the needs of the court through efficient,established office procedures. CRITICAL SKILL/EXPERTISE Knowledge of: Computer software,data entry and file maintenance. General clerical duties and familiarity with modern office machinery. Town ordinances and court rules. Ability to: Understand the court process,including statutes,rules and procedures,and disposition protocol. Handle high stress situations and irate persons ina courteous and diplomatic manner. Page Two - Court Services Specialist Ability to: .Communicate effectively both verbally and in writing. . Apply good organizational and prioritizingskills. Give careful attention to detail and to perform multiple tasks. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.Atypicalway to obtain the knowledge and abilities would be: Experience Customer service and cash handling experience required. Strong computer experience preferred. Training Education requirement is equivalent to graduation from high school. Some college or computer training is preferred. Completion of a minimum of 16 hours of COJET training. ADDITIONAL REQUIREMENTS Physical Requirements Require vision (which may be corrected)to read small print. Require the mobility to stand,stoop,reach and bend.Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Perform work which is primarily sedentary Perform lifting,pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job. Work Environment Is subject to inside environmental conditions. May be required to work at a video display terminal for prolonged periods. August 1999 Ni^hsw*"" ADMINISTRATION SUPPORT INTERN JOB OBJECTIVES Supports the Administration Department by assisting the general public and other staff members as requested.This is a part-time entry-level position with emphasis on customer service to the public and staff. SUPERVISION RECEIVED This position is under the supervision of the Director of Administration and Executive Assistant. ESSENTIAL DUTIES AND RESPONSIBILITIES Responds to requests for information from staff,council members and the general public in a timely manner in an effort to achieve satisfactory resolutions. Assists with projects as assigned. POSITION ACCOUNTABILITIES Responds to inquiries from the public to provide information. Operates a 10 - 14 line phone system. Follows through with projects until they are successfully completed or a resolution is attained. Assists staff with postage requirements,copying,and mail distribution. Assists staff with special projects,when required. Performs related duties,as assigned. Modern office procedures,methods and computer equipment. CRITICAL SKILL/EXPERTISE Knowledge of: English usage,spelling,grammar and punctuation,and basic math skills. Ability to: Accurately type 35 words per minute. Learn to operate and maintain standard office machines such as computer,copier,fax, telephone,calculator,postage machine,mobile radio and typewriter. Communicate clearly and concisely,both orally and in writing. Follow verbal and written instructions with attention to detail. Understand the organization and operation of the Town and outside agencies as related to all functions of the Administration Department. EXPERIENCE AND TRAINING Willingness to perform quality service is acceptable. Experience •Ability to direct telephone callers to the appropriate destination to satisfy information requests. • Basic understanding of computer and office machine functions. ADDITIONAL REQUIREMENTS Physical Requirements Limited physical requirements. Mustbe able to walk,sit, stand at various intervalsthroughoutthe workday. Involves sitting most of the workday. Work Environment Individual workspace provided for computer work and daily administrative assignments.Not substantially exposed to adverse environmental conditions. FLSA Status:Non-Exempt (Hourly) Employee Association Status:None Salarv Range:$6.00 -$8.78 Hourly Ar^r CUSTODIAN &MAINTENANCE WORKER JOB OBJECTIVES Provide a variety of routine custodial cleaning and building maintenance duties required to maintain a safe and clean work environment of Town Hall. SUPERVISION RECEIVED Reports to and receives supervision from the supervisory staff of the Administration Department. ESSENTIAL DUTIES AND RESPONSIBILITIES Perform daily custodial cleaning and maintenance repairs of Town Hall Buildings including but not limited to: 1.Sweeping,vacuuming and mopping of floors. 2. Pick up debris indoors and out. 3.Clean,disinfect and stock restrooms. 4. Clean drinking fountains and coffee rooms. 5. Operates power-cleaning equipment such as vacuums, and rug cleaners. 6. Sets up, takes down and stores chairs and tables. 7.Maintenance repairs including replacement of light fixtures, painting, spot cleaning carpets, waxing floors and other duties of this type. 8.Performs manual work requiring extensive physical exertion. 9. Dust and polish furniture,woodwork,fixtures and equipment. 10. Empty and clean waste receptacles indoors and out. 11.Maintain custodial supplies and equipment. 12. Stock inventory of maintenance materials and supplies. 13.Maintain and repair signage in buildings. 14.Periodic cleaning of windows. 15. Move and arrange furniture and equipment as needed. POSITION ACCOUNTABILITIES 16. Respond in a timely manner to requests for repairs. 17. Assist staff in special projects as required. 18.Follow a well-established routine in accomplishing daily tasks. 19.Perform related duties as assigned. (20.Use chemicals/cleaning agents in compliance with established safety policies/procedures. CRITICAL SKILL/EXPERTISE Knowledge of: •Methods,materials,tools,and equipment used in custodial work.Safe work practices. •General building maintenance methods and practices. • MSDS sheets on cleaning solvents and chemicals. Ability to: • Clean and care for assigned areas and equipment. Use a varietyofcustodial equipment and materials.Understand and carry out oral and written directions. Adhere to schedules for periodic cleaning of assigned buildings and facilities.Work independently in the absence of supervision. EXPERIENCE AND TRAINING Anycombination of experience and training that would likely provide the required knowledge and abilities is qualifying.Atypicalway to obtain the knowledge and abilities would be: Experience General experience in custodial work is desirable. Training Formal or informal education or training which insures the ability to read and write at a level necessary for successful job performance. ADDITIONAL REQUIREMENTS Physical Requirements Exerting up to 100 pounds of force occasionally,and/or up to 50 pounds of force frequently,and/or up to 20 pounds constantly to move objects. Work Environment Is subject to inside and outside environmental conditions. License or Certificate: Some positions may require possession of, or ability to obtain an appropriate,valid driver's license. FLSA Status:Non-exempt. Salarv Range:$10.75-$15.88 BUILDING INSPECTOR JOB PURPOSE Perform inspections and plan checking services in connection withthe construction and modification of buildings. SUPERVISION RECEIVED The employee performs the duties of this position under the direction of the Chief Building Official. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential forthis position.Incumbents in this classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Performs field inspections of building,electrical,plumbing and mechanical construction. 2.Approves work which conforms to Town Code and ordinance. 3.Requires corrections to be made when deficiencies are discovered. 4.Coordinates inspection activities with other Town departments and outside agencies. 5.Reviews permit applications and accompanying plans and specifications to determine ifdrawings conform to the building,electrical and plumbing codes and ordinances. 6.Makes corrections or requires corrections to be made that will conform to regulations. 7.Issues building permits. 8. Meets with contractors,designers,architects,engineers,property owners,and/or homeowners concerning building code requirements and regulations. 9.Investigates and interprets alleged violations of building codes and ordinances and determine propertyownership in cases of violations,including violationsarising from old,abandoned and dangerous structures and sites which may be subject to condemnation,especially for safety hazards. 10.Responds to inquiries on building codes. 11.Maintains required records from inspections and discovered violations and issue violation notices. 12.Maintains knowledge of,understanding of departmental,Town personnel policies and ordinances. 13.Performs other related duties as required. Page Two-Building Inspector POSITION ACCOUNTABILITIES 14.Must assure compliance with the safety guidelinesofthe town. 15.Working knowledge ofthe most conventional typesof building construction materials,practices and methods;including knowledge of plumbing,electrical,and mechanical materials and methods. CRITICAL SKILL/EXPERTISE Knowledge of: Performance of office and field inspection work in enforcementof Town regulations relating to structural, housing, electrical, plumbing, and mechanical construction. Newconstruction, alterations and repairs, and inspects stages ofworkto assure that work in progress is performed according to code requirements. The inspection of existing buildings,swimmingpools, retaining walls, and other structures to assure that structural safety and zoning requirements are being followed. Construction equipment and safety hazards. Ability to: Detect structural and other faults, and to appraise for quality of construction and physical deterioration. Read and interpret plans, specifications, and blueprints of ordinary complexity quicklyand accurately;and to conduct field inspections in order to compare such plans,specifications and blueprints with construction in progress. Investigate and record violations of building codes and ordinances and to testify in Court regarding such violations. Keep records and prepare clear and concise reports. Establish and maintain effective working relationships and communication with other employees and the public,which include phone and counter work in which the inspector must be able to advise the public regarding Town building requirements and resolve conflicts between property owners and contractors. Understand and apply Town building,electrical, plumbing, and zoning codes and related laws and ordinances;ability to pass periodic written examinations on these codes,laws and ordinances as required by the Chief Building Official and/or Community Development Director. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience Two (2)years of field experience as a public sector building inspector;ICBO certified as a building inspector Page Three -Building Inspector Training High school diploma or GED required ADDITIONAL REQUIREMENTS Physical Requirements . Require vision (which may be corrected) to read small print. .Require the mobility to stand, stoop, reach and bend.Require mobility of arms to reach and dexterityof hands to grasp and manipulate small objects. Require the abilityto stand for long periods. .Require the ability to walk long distances. . Perform lifting,pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job. Work Environment . May be required to work in inclement weather without effective protection from sun, cold and rain. Maybe required to work within enclosed spaces or at heights above ground level. May be required to work around loud noise. Is subject to inside and outside environmental conditions. May be required to use personal vehicle in the course of employment. . May be required to attend periodic evening meetings and/or to travel within and out of District boundaries to attend meetings. License or Certificate: Certification as a Building Inspector inthe International Conference of Building Officials - Uniform Building Code. Valid Arizona driver's license. August 1999 DISPATCHER JOB PURPOSE Functions as an initial contact person for law enforcement service calls in a municipal agency. The employee will perform technical work, of moderate difficulty,in the public safety communications field. SUPERVISION RECEIVED Workis performed under general direction ofthe Sergeant. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential for this position.Incumbents in this classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Receive and handle routine calls,as well as occasional distress calls,received by telephone. 2.Operate fixed base communications equipment. 3. Dispatch publicsafety resources using a law enforcement radio. 4. Transmit and receive messages over the Arizona Criminal Justice Information System. 5.Responsible for handling inquires from residents. 6. Responsible for coordinating deployment of public safety resources under the department's emergency response plan. 7.Performs various clerical tasks including records maintenance,data entry,dispatch logs,and issuing of animal licenses. 8. Handles citizen complaints and service requests from walk in traffic at the publiclobby. 9.Performs other related duties as required. POSITION ACCOUNTABILITIES 10.Receive routine calls and walk-up complaints from citizens and then dispatch the appropriate law enforcement personnel,using fixed base communications equipment. 11.Maintain law enforcement records,dispatch logs,and animal licensing records. 12. Coordinate the deployment of public safety resources in accordance with the department's emergency response plan. 13.Transmitand receive messages overthe Arizona Criminal Justice Information System. CRITICAL SKILUEXPERTISE Knowledge of: Procedures,rules and regulations governing public safety information. Page Two -Dispatcher Knowledge of: Operating requirements relating to law enforcement radio and telecommunications equipment. Two-way radio codes and routine communication procedures. Ability to: Communicate effectively both orally and in writing. Use of computer and automated communications equipment. Deal efficiently and effectively with citizens and public safety personnel. Maintaineffective working relationships within the agency and with the public. Follow written and verbal instructions. Communicate verbally and in writing. React quickly and calmly in stressful situations. Work shifts, including weekends and holidays. Work in an enclosed area. Operate a variety of office equipment requiring continuous or repetitive hand movements. Enter data using a computer keyboard. Remain in a seated position for extended periods. Follow guidelines relatingto dissemination of criminal justice information. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.Atypicalway to obtain the knowledge and abilities would be: Experience Experience with computers and software. Possession,or ability to obtain, a class "A"terminal operators rating from the Arizona Criminal Justice Information System,administered by the Arizona Department of Public Safety. Training Training inthe operation of computers. Education including a high school diploma or equivalent. ADDITIONAL REQUIREMENTS Must possess a valid Arizona driverslicense with no recordofmajor infractions. No criminal misdemeanor or felony convictions or record of substance abuse which would preclude access to lawenforcement information systems. Page Three -Dispatcher Physical Requirements Require vision (which may be corrected) to read small print. Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.Lower body mobility may not be required. Perform work which is primarily sedentary Work Environment Is subject to inside environmental conditions. Maybe required to workat a video display terminal for prolonged periods. May be required to work evenings or weekends. License or Certificate:Class "A"ACJIS certificate FLSA Status:Non-exempt August 1999 \^h^y FLEET EQUIPMENT MECHANIC JOB PURPOSE Performsa variety ofmechanical tasks involving maintenance and repairon diesel, gasoline and small engines. SUPERVISION RECEIVED Receives direction from the Master Mechanic, the Street Superintendent or his designee. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential forthis position.Incumbentsinthis classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Assists in budget preparation and forecasting funds for needed equipment, materials and supplies. 2.Performs fleet preventive maintenance programs and prepares reports. 3.Maintains vehicle records. 4.Diagnoses vehicle problems. 5. Maintains and operates computerized fleet management systems. 6.Repairs engines,generators and hydraulic components. 7.Tests and tunes engines and fuel injection systems. 8.Balances wheels,repairs and rebuilds vehicle brake systems. 9.Installs and repairs air conditioning units. 10.Performs fabricating and welding tasks. 11.Diagnoses and repairs automotive electrical systems. 12.Makes road call repairs. 13.May operate a street sweeper or other heavy equipment. 14.Repairs heavy equipment. 15.Operates high-speed hydraulics and other equipment. 16.Performs other related duties as required. CRITICAL SKILL/EXPERTISE Knowledge of: Purchasing and record keeping. Estimating and budgeting. Maintenance and repair of diesel,automotive and small engine equipment. Metal fabrication. Parts inventory control. Ability to: Understand and follow instructions, both oral and in writing. Work effectively with co-workers. Cross-train with other Street Department personnel. .Operate heavy equipment. EXPERIENCE AND TRAINING Completionofan apprenticeship program and two years of recent experience. ADDITIONAL REQUIREMENTS Physical Requirements Require vision (which may be corrected)to read small print. Require the mobilityto stand,stoop,reach and bend.Require mobilityof arms to reach and dexterity of hands to grasp and manipulate small objects. Require the ability to stand for long periods. Require the ability to walk long distances. Perform work which involves the frequent lifting,pushing and/or pulling of objects which may approximate 75 pounds and may occasionally weigh up to 100 pounds. Work Environment May be required to work in inclement weather without effective protection from sun, cold and rain. May be required to work with harsh and toxic substances. May be required to wear protective apparel including goggles,face protectors, aprons,shoes and oxygen breathing apparatus. May be required to work within enclosed spaces or at heights above ground level. May be required to work around foul odors. May be required to work around loud noise. May be required to work around moving mechanical parts.May be required to work around electrical current. License or Certificate: Possession of a minimum Class B with tanker and air brake endorsement Commercial Drivers License. FLSA Status:Non-exempt Salarv Range: $10.69 -$17.43 per hour. MAINTENANCE I JOB PURPOSE Entry level into construction and maintenance ofstreets and right of ways. SUPERVISION RECEIVED Reports to and receives supervision from Crewleader-Streets and Supervisor of Street Maintenance. ESSENTIAL DUTIES AND RESPONSIBILITIES The following tasks are essential for this position.Incumbents in this classification may not perform all of these tasks,or may perform similar related tasks not listed here. 1.Repairs damage to streets and seals cracks in streets. 2. Clears and maintains brush and landscaping inand along streets. 3.Operates a variety of equipment from hand tools to light trucks. 4.Performs other related duties as required. POSITION ACCOUNTABILITIES 5. To maintain streets and landscaping as directed. CRITICAL SKILL/EXPERTISE Knowledge of: . Operatingand maintaining a variety ofequipment used instreet and landscape maintenance. . Application of asphalt,sandseal and curb repair. Brush control and tree trimming. Equipment safety. Ability to: Operate and maintain with safety a variety of equipment used in street and landscape maintenance. Followverbal instructions and develop effective working relationships with others. Page Two -Maintenance EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledgeand abilities is qualifying.A typical way to obtain the knowledge and abilities would be: Experience Work in landscaping,street and/or operation of related equipment. Training Training in equipment operation is beneficial. ADDITIONAL REQUIREMENTS Physical Requirements Require the mobility to stand,stoop,reach and bend.Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Require the ability to stand for long periods. Require the ability to walk long distances. Perform work which involves the frequent lifting,pushing and/or pulling of objects which may approximate 75 pounds and may occasionally weigh up to 100 pounds. Work Environment May be required to work in inclement weather without effective protection from sun, dust,cold and rain. May be required to work with harsh and toxic substances. May be required to wear protective apparel including goggles,face protectors, aprons,shoes and oxygen breathing apparatus. May be required to work around foul odors. May be required to work around loud noise. May be required to work around moving mechanical parts.May be required to work around electrical current. Is subject to inside and outside environmental conditions. License or Certificate:Valid Arizona driver's license. August 1999 Fountain Hills Unified School District "Surging Toward Greater Heights in Education" Maria L.Menconi,Ed.D. Superintendent Terry Tatterfield Assistant Superintendent Paul Nordin Town Manager Town of Fountain Hills 16836 E.Palisades Fountain Hills,AZ 85268 Dear Paul. Thank you forthe opportunity to continue to ask forcooperative funding between the town and the school district. Based on our current needs,I would like to request the following: 1)That the High School Resource Officers continue as part of Marshall Gendlers budget. 2) That you transfer funding to us forthe following continuing items: •Custodial staff MS/HS (.5 FTE) =$10,700. • Security for Home Games $ 2,500. • Cleaning and resurfacing of large and small gym and cafeteria floors. $3,000. 3) We also request funding for an additional component that would replacethe library funding. • Funding to add additional monitoring and surveillance personnel on campus and on the campus perimeter.$16,000. •Total $32,200. The town has assumed landscape maintenance for Four Peaks Park (including overseeding of turf areas and maintenance of tennis courts)since the town is taking title to this area.Therefore,the funding for this is no longer included in our request. We cancontinue to support DrugPreventioncounseling in the amount of $8,000 from our Federal Prevention Entitlement.We would suggest that Town and School District staff review our currentprogramming in orderto improve service to students andtheir families. Should you have any questions or wish to discuss this further,please give me a call.We are highly appreciative of your continual supportandadvocacy forour school district. Sincerely, Maria Menconi,Superintendent c: Jim Dickey,FHUSD Board President Terry Tatterfield,Assistant Superintendent Dawn Iwamoto,Special Programs Director Mark Mauro, Principal, FHHS 14605 N.Del Cambre,Fountain Hills,Arizona 85268 602-837-0690 FAX 837-7603 Law Offices Of William E.Farrell,P.L.L.C. Tel (480)661-6044 William E. Farrell Suite 220 Fax (480)661-7454 10135 E.Via Linda Scottsdale,AZ 85258-5312 June 6,2000 The Honorable Mayor and Council Town of Fountain Hills P.O.Box 17958 Fountain Hills,AZ 85269 Re:Legal Services 2000-2001 Fiscal Year Dear Mayor and Council: I am submitting this letter to you as support and justification for a requested increase in the compensation paid to the Law Offices of William E.Farrell for the purposes of serving as your Town Attorney.I have been preparing similar letters for the past ten years,and I wish to establish very clearly and very firmly that,regardless of your decisions regarding the requests contained in this letter,it is my sincere desire to remain as your Town Attorney and to continue to serve the Town.It may appear to be a bit of flattery to you, but I sincerely and truly enjoy my representation of the Town of Fountain Hills and take a great deal ofprofessional and personal pride in the title of Town Attorney. Historically,I have reached agreements with past Town Councils on both the estimated number of hours per month and the rate for hourly services.Those negotiations result in a total annual budget which is divided by 12 and paid in equal installments over the fiscal year. I prepare monthly statements which give you and management an opportunity to review where time is being spent and with whom time is being spent.We recap the number of hours and accumulate the total for the year.There are no adjustments upward or downward each month ifthe total number ofhours is below or exceeds that which we have previously agreed upon.The monthly statements are merely an audit protection for your staff and the ability for you to measure where legal services are going. Last year at budget time,the Council determined that a target of 68 hours per month times the hourly rate of $130 would equal a monthly compensation of $8,840 which is equal to an annual compensation of $106,080.It has also always been understood that the monthly number of hours does not include litigation.Litigation has always been treated separately and is also provided atthe $130 per hour rate. The reason the litigation is separated is two-fold.First, it is impossible to estimate the number of hours involved in most lawsuits and,secondly,it provides the Council the opportunity,should you choose,to retain another attorney for litigation matters if it is a feeling of C:\PrognmiFiles\Adobe\Acrobat4.0\Acrobat\plug_ins\OpenAll\Transform\tenip\2000BugetLTR.wpd f Mayor and Council June 6,2000 Page 2 the Council that my skills are not particularly suited to certain types of litigation. Remember also that the traditional tort (accident cases) are handled by our insurance carrier, and legal fees are not charged to the Town. I have prepared and attached to this letter a chart showing each month, beginning with July 1999 and carrying forward through April 2000.The second column shows the actual number of hours reflected on the monthly statement delivered to the Town.The third column is our estimated 68 hours per month. The fourth column shows the excess which is currently 179 hours. The fifth column is the hourly rate, and the sixth column shows the surplus or deficit which,for the current fiscal year,is a $23,270 deficit to the firm. Although we have four new members of the Town Council,I believe all of you are aware that this has been an especially hectic year primarily dealing with negotiations with MCO over both the water company and the McDowell Mountains. I am proposing some rather significant changes to the manner in which I will be delivering legal services to the Town of Fountain Hills for the next fiscal year. The most significant change will be a request on your part to allow my firm to relocate our offices into four offices in Building A. This space has recently been acquired for lease by the Town and it is anticipated that closer proximity to the Town offices and Town Staffwill provide more effective and faster legal services, not only to the Mayor and Council,but to the Staff of the Town. I am proposing to be allowed to lease from the Town 781.5 square feet of office space at a annual rate of$8.50 per square foot, plus applicable sales tax. Iwill be maintaining an independent telephone,mail and filing system for those other municipal clients that I will continue to serve. My practice will continue to be exclusively municipal law, and I will not be bringing non-municipal clients on to the premises,nor is it my intention to represent any private parties. The mechanics ofthis integration have been discussed with the Administration Department and it appears that those items for which I incur costs,such as telephone and copying,can be easily segregated and that I will receive bills from outside providers,and that at no time will Town resources be used in any way to assist any of my other clients.I will,however,be able to be integrated into the Town's system so that E-mail and phone service within Town Hall will be easily available to all of the staff in our offices. I anticipate that the next fiscal year will not show a decrease of any kind in the need for legal services.I anticipate that,if anything,the need will be equal to the past 12 months and, to some degree,perhaps a little greater.Although the acquisition of the water company does not now seem to be a pressing issue,there is no question that monitoring the new owner,as well as preparing to participate in any future rate case will still be important.There is no question that the negotiations for the acquisition for mountain property and the approval of subdivision plats presented by MCO C:\Program Files\Adobe\Acrobat4.0\Acrobat\plug_ins\OpenAll\Transform\temp\2000BugetLTR.wpd Mayor and Council June 6,2000 Page 3 will also involve a great deal of legal time. Perhaps, however, one of the most important benefits of relocating the office is the day-to day and routine administration of legal chores for those departments of the Town that need such work on an ongoing basis.Extensive changes to certain sections of our Town Code are contemplated by the Town Clerk. The responsibility of the Town Clerk and the Town Attorney in terms of election and candidate financial statement matters is increasing and will take more time. Growing Smarter Plus, as well as changes to the open meeting law also will require time. I could also provide a detailed list of some specific areas where Staff has been extremely patient over the past 12 months on seeking legal services because ofthe tremendous amounts oftime devoted to the water company and to the mountains. I am,therefore,proposing that you consider increasing the monthly number of hours from 68to 84.Although overhead is steadily increasing,I can continue to offer municipal legal services at the rate of $130 for the next fiscal year. This would raise the monthly compensation to $10,920 and the annual compensation,exclusive of litigation,to $131,040. A separate budget for the anticipate eminent domain actions will be submitted to you, although portions ofthat report will be marked confidential asthey contain the work product ofyour attorney. I would like to return to the request to lease space and discuss in greater detail some of the financial aspects of that move.As you are all aware,my compensation is a gross amount and does not include any benefits or obligations on the part ofthe Town. I provide all fringe benefits,office equipment,law library,and personnel from my annual retainer.Law office overhead traditionally runs between 40 and 50 percent.I intend to pay for all of the costs of relocation,as those are necessary business expenses. It is also important for you to be aware that the employees ofthe Law Offices ofWilliam E. Farrell will continue to be my employees,and their compensation and benefits are my responsibility. They will not be Town employees,nor will they receive any ofthe benefits that are paid for by the Town for Town employees.My employees and I will have access to the building and, from time-to- time,other municipal clients may come to the building to visit us.These visits are relatively infrequent and you can reflect back on your own number of visits to my office since you have become members ofthe Town Council.Municipal law is generally delivered at the work place. It seems to me exceptionally practical to be available to and on premise of my largest client.Routine matters such as distribution of agendas,signing documents,and being available for staff meetings, and to answer questions will be more efficient and timely. We must,however,also consider the possibility that at some point in time there would be a desire on the part of the Town Council to either interview or enter into a contractual arrangement C:\Program Files\Adobe\Acrobat4.0\Acrobat\plug_ins\OpenAH\Transform\temp\2000BugetLTR.wpd ^*^gs>'*' Mayor and Council June 6,2000 Page 4 with someoneother than the Law Offices of William E. Farrell. I would,therefore,suggestthat, shouldthat day ever occur, we have a single paragraph provision in the lease agreement that would allowmetoremainasatenant foraperiod of90days shouldtherelationshipbetweentheTownand the law office ever sever. I do not believe it is a proper use of Town Hall facilities to be rented to a private law firm and, therefore, it would be my intention to vacate the premises should our relationship ever terminate. I believe it would also be a good point to mention at this time that I have never asked the Town, nor, with this budget request, would I ask the Town for a written agreement regarding professional services. It has been my philosophy and practice that if at any time four or more members of the Town Council lose faith in the legal services and legal opinions that are delivered by the Town Attorney, they should be able to change Town Attorney without the necessity of voiding a contract or becoming obligated in any way,shape,or form beyond the then current month's billing.I will be requesting that we prepare a small memorandum of lease for Town audit purposes, as well as income tax deduction purposes. I also believe the public has every right to know what I will be paying for. It is not my intention at this time to add either a part time or a full time attorney to my staff I intend rather to limit my practice to those clients I currently serve and to the occasional representation through the insurance carrier ofother cities and towns on specialized election or land use matters.Should future litigation in which I represent the Town cause the Town Staffto find that their legal needs are not being satisfied on a timely basis,at that point I will consider adding either a part time or full time attorney to my office. I have also asked the Administration Department or the Town Manager to include the sum of $5,000 for outside legal expenses other than litigation.This account is used primarily for tax assistance in the employee retirement plan. We have used a Scottsdale attorney over the past four or five years on all pension and retirement plan matters,and that has proved exceptionally beneficial to both my office and the Town. I will also request an additional $1,000 as a separate line item to cover the Town dues in an organization known as the International Municipal Lawyers Association (IMLA).IMLA provides its government members periodicals and publications on current issues ofmunicipal law across the United States.The dues are based on population and the Town has been a member of IMLA for the past four years.That account also covers my registration and room for attendance at the annual conference of the Arizona League of Cities and Towns. Should you, for any reason,determine that it would not be advisable or feasible to lease space from the Town,then I shall remain in my present offices and my request for hourly services will remain exactly the same.Our agreement does not include prosecutorial services which are rendered separately to the Town under an agreement with the firm of Iacovino and Kayler. C:\PrognmiFiles\Adobe\Acrobat4.0\Acrobat\plug_ins\OpenAll\Transform\temp\2000BugetLTR.wpd >jg=g&r Mayor and Council June 6,2000 Page 5 Ihopeyouwilllookwithfavoruponthisproposaland,asalways,Istandreadyandwilling to answer any questions you may have regarding this request. Respectfully submitted, WEF:pf William E.Farrell Attorney at Law C:\PrograinFiles\Adobe\Acrobat4.0\Acrobat\pIug_ins\OpenAIl\Transform\temp\2000BugetLTR.wpd \^jg^sy' Mayor and Council June 8,2000 Page 6 FOUNTAIN HILLS LEGAL SERVICES 99-00 Month Actual Est. JUL 66.3 68 AUG 95.7 68 SEPT 67.4 68 OCT 105.4 68 NOV 91.8 68 DEC 75.1 68 JAN 90.4 68 FEB 76.1 68 MAR 75.0 68 APR 115.8 68 Excess Rate Dif(+/-) 1.7 $130 -221 27.7 130 3,601 -0.6 130 -78 37.4 130 4,862 23.8 130 3,094 7.1 130 923 22.4 130 2,912 8.1 130 1,053 7.0 130 910 47.8 130 6,214 179 HRS $23,270 C:\ProgramFiles\Adobe\Acrobat4.0\Acrobat\plug_ins\OpenAll\Transform\temp\2000BugetLTR.wpd anJ.Kayler Mark S.Iacovind IACOVINO AND KAYLER Atiorneus at L Mr.Paul Nordin Town of Fountain Hills P.O.Box 17958 16836 E.Palisades Blvd.,Bldg.C Fountain Hills,Arizona 85268 aw May 25,2000 Re:Prosecution Services for Fiscal Year 2000-2001 Dear Paul: Thank you for the continuing opportunity to provide criminal prosecution services to the Town of Fountain Hills. Susan and I are grateful for our long-standing relationships with the people of Fountain Hills, town staff, the Town Court, the Town Marshal's Office and the Sheriffs Office. The past year has been very successful and productive in terms of criminal misdemeanor,traffic and Town Code enforcement.We are also pleased to have played a significant role in several felony matters prosecuted by the County Attorney. We have successfullydealt with many of the Town's problem offenders,have kept pace with the ever-increasing number of traffic and misdemeanor filings, and have brought many Town Code offenders into compliance with our Town laws. In conjunction with the Town Court, we have achievedour goalthat criminal offenders be held responsible forthe expense of the local justice system. Duringthe past year,the natureand scopeof our caseload has changed in three significant ways: 1)caseload increased, i.e., the numbers of new cases filed and prosecuted grew;2)criminal case filings increased in proportion to traffic filings, requiring greater attorney involvement,victim notification,discovery,pretrial conferences,trials,restitution issues,probation monitoring,and sentence management; and 3) Other service needs increased.As factors 1 and 2,above,changed,the need »for additional law enforcement legal advisement and training,legal research,code V revision and support staff rose. -^Ji.In 1999,to meet expanding needs,we hired a legal assistant,added a ?i v highly qualified legal intern, and contracted withpro tern prosecutors at no additional expense to the Town. 8180 N.Hayden Road During the years from 1989 to 1997,our services were provided on an c"iieD-204 hourly basis at a rate of $70 per hour,with an annual cap which was adjusted every ^ttsdale,Arizona 85258 iwo or ^iree years.As caseloads grew,monthly billings became unpredictable for (480)483-2404 ...s...,both the Town and this firm. In response, beginning during fiscal year 1997-1998,we - ••Mr1 -4 • " • . • ' . - i .' -•. i • • . c • • -•- •" •i agreed to a flat fee arrangement of $96,000 per year, or $8000 per month. Our billings have remained at that amount since that time, yet the hours worked each month have steadily increased. We propose to continue providing the highest quality prosecution services at a reasonable cost by including attorney time for the prosecution of criminal matters,civil infractions,and appeals,in addition to legal assistant services, materials, postage, and supplies for fiscal year 2000-2001 at a flat rate of $100,000 for the year, paid in equal monthly installments of $8,333 per month paid on the first of each month commencing July 1, 2000. In addition to such basic prosecution sen/ices, we propose to provide other desired and necessary related services,including organization and oversight of special enforcement details, law enforcement training and legal advisement,after-hours on-call services to the Town Marshal's Office and Sheriffs Office, code revision services, continuing legal education, and such other special assignments as may, from time to time, be requested or authorized by the Town Manager, on an hourly basis pursuant to the Town's general professional services procurement policies. Hourly rates for such additional services will vary accordingto the type of service, and shall be established by agreement between the firm and the Town Manager. We propose that we continue using the current flat fee monthly billing formatfor basic prosecution services,underwhichtotal monthlyhoursare reported to the Town, listed by type of service. This format provides meaningful information to the Town in a manner most useful for evaluation of trends and future planning,and allows the firm to provide services more efficiently and cost effectively. Additional services will be billed monthly using a detailed, itemized per-task format. Thank you again for the opportunity to continue serving the people of Fountain Hills. Very truly yours, IACOVINO AND KAYLER CHAMBER OFApril 14,2000 Ucommerce Ms.Cassie Hansen,Clerk Town of Fountain Hills P.O.Box 17958 Fountain Hills,AZ 85269 Dear Cassie: Hardly seems possible that another budget year is upon us. However, be that as it may, I would like to present our budget request for Town consideration, As you may recall,last year we submitted a two-part request.One had to do with Community Wide Programs and the second with the Advertising segment. Since that format was acceptable, I would like to repeat it this year. We feel our request and the community-wide projects will be of benefit to both the town and its residents in that it will continue to offer such events as the Thanksgiving Day Parade,the Stroll on the Avenue and the continuation of the luminaria lighting. The promoting of the town in print will enable us to continue to promote Fountain Hills as a great place to live and work. The Town of Fountain Hills has been very generous in the past and it is our hope that this generosity will continue for the benefit of our economic base and our residents. The first part of the request will be for the media plan. The second part of the request will be for our community wide events. Regarding the Print Advertising portion you will notice a decrease in this year's request over last year. This is due to the fact that I have been successful in negotiating a print package with a price of $20,767 for a net cost to us of $12,477,which I believe will pi ovide a greater degree of promotional coverage for the Town of Fountain Hills,I will outline our total request in the attachment to follow. Thank you for your consideration. Sincerely, Enc: FSF:mst FfanK S.ferrara,Executive Director Fountain Hills Chamber of Commerce • P.O.Box 17598 •Fountain Hills,Arizona 85269-7598 • (480)837-1654 • FAX (480)837-3077 FOUNTAIN HILLS CHAMBER OF COMMERCE MEDIA PLAN 2000-2001 1.Support material for Business Mail Request $1,175 Business Opportunity Packet Revise and reorder 500 sets Negotiated Print Package A.Official Visitor's Guide 400,000 Annual Circulation November,2000 - May 2001 1/3 Page 4 color square B.Valley Guide Quarterly 240,000 Annual Circulation October 2000 -January 2001 April 2001-July 2001 1/3 page 4 color square C.Phoenix Area Map 420,000 Annual Circulation January 2001,July 2001 5-line listing per issue ($910/issue) D.Additionally,8,000 maps with logo and photo of Fountain on front cover E.Arizona Living 75,000 Annual Circulation March 2001 issue 1/3 page,4-color square Community Advetorial Total Cost of Print Package Less "no charge"items TOTAL COST TO CHAMBER 3.Additional Valley Advertising A.Arizona Drive Guide Sept.,Oct.,Nov.Dec.2000, Jan.and Feb.2001;42,000 Guides distributed through car rental agencies and Chambers of Commerce. V*page,color $6,494 $5,933 $1,820 no charge $4,120 no charge $1,750 no charge $650 no charge $20,767 (8.340) $12,427 $2,800 MEDIA PLAN TOTAL $1,175 $12,427 $2,800 $16,402 / FOUNTAIN HILLS CHAMBER OF COMMERCE COMMUNITY—WIDE PROGRAMS Year 2000 Parade $3,878 Holiday Events Stroll the Avenue and Luminaria $4.622 $8,500 TOTAL $8,500 MEDIA PLAN 2000 -2001 $16.402 TOTAL GRANT REQUEST FOR 2000 $24,902 t Rich Marshall Director March 10,2000 Human Services Department 2901 W.Durango Phoenix,Arizona 85009-6214 Tel;(602)506-5911 Fax:(602)506-8789 Paul Nordin,Town Manager Town of Fountain Hills P.O.Box 17958 Fountain Hills,Arizona 85269 Dear Mr.Nordin: Enclosed is the Maricopa County request for the Town of Fountain Hills'support for the Special Transportation Services (STS) program.The proposal includes a request for $15,956 in operating funds for specialized transportation,$4,560 in local capital match funds and $31,352 for shuttle services,for a total of $51,868. Transportation services for the low income,elderly and disabled is proposed for continuation in this request.Three vehicles in current service,are planned for FY 2000-2001. We appreciate your continued support of the STS program. Without your support,the STS program would be significantlylimitedin service delivery and the abilityto replace vehicles regularly. Ifyou have any questions regarding the FY 1998 funding request,you may reach me at 506-4843. Sincerely, Darcy Buchplz Assistant Director Human Services -eT)*^ Enclosures cc: Phyllis Smith cities\fthlcov8.doc Town of Fountain Hills FY 2000-2001 Service Proposal And Funding Request Maricopa County Human Services Department Special Transportation Services Program March 10,2000 Niigpsf^ Summary of Request In our culture of personal mobility,many of us take for granted the ability to access basic necessities like medical treatment,food, social interaction,and employment. Mobility-limited populations in Fountain Hills are particularly challenged because of limited availability of public transit services and other transportation resources. In response to these ongoing needs,Maricopa County Human Services Department established the Special Transportation Services Program in 1980. A number of Fountain Hills residents currently depend on the transportation STS provides, and an even larger number are eligible for future services. In order to continue the high quality services provided in Fountain Hills,Maricopa County Human Services Department is requesting funding from the Town of Fountain Hills to support the STS program during Fiscal Year 2000-2001.Local assistance will enable eligible Fountain Hills residents to access existing services, as well as to allow new services to be developed to meet identified needs. Section A of this proposal provides a summary of current and proposed STS services in Fountain Hills.Section Bgives an overview of the STS program countywide. T:\Special Transportation Services\STS_TEAM\FUNDING\FHSummary.doc Request for funding,Town of Fountain Hills Fiscal Year 2000-2001 Maricopa County Human Services DepartmentSpecial Transportation Services is seeking support fromthe Town of Fountain Hillsto continue existing transportation servicesto eligible Fountain Hills residents. Local capitalmatch funding of $4,560 andoperating funding of $15,956 for specialized service and $31,352 for general public shuttle service, for a total of $51,868 is requested. The Need For Specialized Transportation in Fountain Hills STS serves low-income, elderly, and disabled FountainHills residents. These populationsoften need specialized transportation services because they: Do not have access to other transportation resources Cannot afford or access other public or private transit services Physically require personalized, door-to-door assistance Cannot wait long periods for pick-up,especially in excessive heat or inclement weather Cannot manage the transfer from one vehicle to another. Bus service for Fountain Hills residents is limited; one Valley Metro express bus makes daily trips from Fountain Hills into Phoenix Monday through Friday. For many transit-dependent individuals,especially those with special needs or mobility limitations,STS is an essential transportation resource, and a key to self-reliance and independence. The table below shows transportation need demographics for Fountain Hills: Total population*14,146 Total households*5,724 Population 65 and over* 2,741 (19.4%of total population) Mobility-limited population*368 Households receiving TANF benefits**23 Individuals with income below Federal Poverty Level*368 Households with income 150%or less of Federal Poverty Level*225 (*1995 Special Census) (**Arizona Department of Economic Security) Service Objectives for Fiscal Year 2000-2001 During Fiscal Year 2000-2001,the STS program will provide the following services to eligible Fountain Hills residents: 1.Dedicate three vehicles to Fountain Hills service Monday through Friday 2. Provide 7,000 passenger trips 3. Provide general public shuttle service within Fountain Hills and the Valley Metro bus stop at the Mayo Clinic c Service Facts STS provided transportation servicesto 60 low-income,elderly,and disabled Fountain Hills residents in Fiscal Year 1997-98 through the local Red Cross Reservation Office. Assisted,door-to-doortransportationservice is provided to medical appointments, senior centers, adult day care, and other activities and services. In Fiscal Year 1998-99,atotal of 7,850one-way passenger tripswere providedto eligible Fountain Hills residents.The graph below illustrates 1998-99 passenger trips by type in Fountain Hills. Fountain Hills Passenger Trips by Type Fiscal Year 1998-99 Medical Adut Day Care 35%"^ f 17% ^^^^H^M^^^Senior Center Social/Recreational 41% Three STS vehicles areassigned to the town of Fountain Hills to provide transportationto eligible residents. The table below,along with Figure 4,outlines services available in Fountain Hills. Vehicle Coverage Area Schedule Service Type Population(s) Served Scottsdale/Mesa Inter-City Fountain Hills to Scottsdale and Mesa Monday, Wednesday, and Friday, 7:00 am to 4:00 pm Passenger trips Elderly Low-income Disabled Fountain Hills Shuttle Fountain Hills area to Valley Metro bus stop at Mayo Clinic Monday Through Friday, 8:00 am to 6:00 pm Trips to Mayo Clinic, connections to Valley Metro, and trips within Fountain Hills General public Scottsdale/N.Phoenix Inter-City Fountain Hills to Scottsdale and N. Phoenix Monday, Wednesday, and Friday, 7:00 am to 4:00 pm Passenger trips Elderly Low-income Disabled L Fountain Hills Client Demographics Ethnicity Asjan African American 2%n^5% White | 93%1 Age 60 and over 18-30 31-59 83%7%10% $25,000-$49,999 5% $10,000-$24,99' 54% Female 70% Annual Income Gender $4,999 3% $5,000-$9,999 38% Male 30% Characteristics of Fountain Hills STS users in Fiscal Year 1998-99 are illustrated in the charts below. L. Funding Required to Provide Services in Fountain Hills STS values and relies upon support from local communities to maintain program services. The table below illustrates the total funding required,allocated between the Town of Fountain Hills and other available funding sources,to meet our Fountain Hills service objectives. Town of Fountain Hills OTHER »ING $4,447 $1,073 $2,426 $1,500 $482 $76 $101 $10,104 ADMINISTRATIVE EXPENSES FUNE Admin.Support Program Overhead Space Supplies Phone Training/Travel Substance Abuse Program Total Administrative Costs $ OPERATING EXPENSES Driver Salaries $0 Dispatcher/Coordinator $4,148 Employee Related Expenses $913 Professional &Outside Svcs $5,000 Fuel and Oil $7,389 Maintenance $15,113 Vehicle Insurance $4,566 Total Operating Cost $37,129 Sub-Total Capital Request @ $2,280 per vehicle TOTAL AREA EXPENSES $47,233 2 vehicles $47,233 Total Requested from Fountain Hills t\sts-teain\fun<JmgV2001tfounlsin hiUsWihiUf 00-01 REQUEST Town of Fountain Hills SPECIALIZED SHUTTLE SERVICE SERVICE $1,603 $2,269 $2,705 $875 $171 $1,500 $300 $1,200 $27 $36 $5,281 $5,405 $0 $1,496 $329 $0 $22,947 $2,804 $4,400 $3,000 $1,646 $10,675 $25,947 $15,956 $31,352 $4,560 $20,516 $31^52 $51,868 TOTAL $6,050 $6,047 $3,300 $3,171 $1,982 $103 $137 $20,790 $0 $5,644 $1,242 $27,947 $10,193 $22,513 $6,212 $73,751 $94,541 $4,560 $99,101 Maricopa County STS Program FY 2000-01 Request for Funding for the TOWN OF FOUNTAIN HILLS History of Service The mission of Maricopa County's Special Transportation Services (STS) is to increase access to human services in order to foster and promote independence and self-reliance for special needs populations.Since the program was created in 1980,communities across Maricopa County have relied on STSfor transportation services for low-income, elderly, and disabled populations. Maricopa County purchases and maintains all STS program vehicles. The Federal Transit Administration funds 80%of the capital equipment cost,but requires a 20%non-federal match to complete the purchase. Agood deal of the success of the STS program is a result of Maricopa County's long-standing partnership with the Central Arizona Chapter of the American Red Cross. Since the inception of the program,Red Cross has served as the STS contractor,and is responsible for all program operations,reservations,and dispatch services.Red Cross has also been instrumental in recruiting and training a large staff of volunteer drivers,critical to program efficiency. Description of Current Services STSprovides passenger trips to low-income, elderly, and disabled persons,and meal delivery service to the homebound elderly.Services are provided within and between most Maricopa county communities,and STS often fills service gaps in areas where other forms of public and private transportation are inaccessible or cost prohibitive. The STSfleet consists of 70 vehicles; 54 are used in daily operations,and fifteen serve as backups.Seventy percent of STS vehicles are wheelchair accessible. STS continues to receive funding from the Arizona Department of Economic Security/JOBS Program to serve TANF (Temporary Assistance for Needy Families)recipients in Western Maricopa County. Although the additional services are targeted to TANF recipients,other eligible groups may access TANF services if space is available. In addition to the traditional transportation services described above,STS has embarked on additional employment related transportation initiatives that are supported by other fund sources.The Work Links program,initiated in April of 1999,serves as a brokerage service that identifies the best combination of transportation resources to ease the transition of Welfare to Work clients from public assistance and into the workplace.Clients are referred through DES or other human service providers and create their own Transportation Plan with the aid of their case manager and the STS transportation broker.Together,the case manager,transportation broker and client determine which transportation resources will best fit their employment and childcare needs. Maricopa County STS Program FY 2000-01 Request for Funding for the TOWN OF FOUNTAIN HILLS Locations of Service =^^=======^=======^_========= STS provides service in the following MaricopaCounty communities,classified within four regions: >Northwest - Aguila,El Mirage, Glendale, Peoria, Sun City,Surprise,Wickenburg, and Wittman >Southwest -Avondale,Buckeye,Gila Bend,Goodyear,Litchfield Park and Tolleson >East -Chandler,Fountain Hills,Gilbert, Mesa,Scottsdale,and Tempe >Central -Ahwahtukee community and other limited service in the central Phoenix area. Red Cross provides efficient reservation and dispatch service with eleven reservation centers located throughout the county. Information on Current Staff With the addition of the Work Links program,Maricopa County has added several positions to assist with that endeavor.However,the traditional STS program is overseen by the Transportation Services Manager and supported by an Operations Coordinator and Transportation Planner.As contractor,the Red Cross staffs its program operations with a Manager, Director of Operations,Site Coordinators,and Regional Supervisors. Over 360 volunteers are currently trained as drivers for STS. Use of volunteers results in a cost savings of $10.00 per driver hour. Future Goals In order to continue to meet the needs of more clients,STS plans to increase the program's capability to employ a larger number of paid drivers. Adding salaried drivers to the staff will increase service flexibility even further especially for late afternoon shifts that often do not attract volunteers. Also, as an increasing number of Maricopa County residents are making the transition from welfare to employment,they are presented with obstacles such as not owning their own vehicle and lack of funds and access to public transportation.In this regard,the STS program is committed to increasing its focus on employment and employment-related services to address the needs of low-income workers.The Work Links program will continue to be enhanced, expanded and developed to serve other low-income residents of Maricopa County who cannot afford their own transportation. Town of Fountain Hills SERVICE DATA Number of Vehicles Van Days Days of Operation Total Driver Hours Vehicle Days Scheduled Hours p/Vehicle Average Days per Vehicle Average Hours per day/per vehicle Percent of Vehicle utilization per day (based on 8 hour day) Expenses Total Miles Driven Cost per Mile Passenger Miles Cost for Passenger Service Cost per Passenger Mile Number of Passenger Trips Cost per Passenger Trip Passenger Trips per Day per Vehicle Average Trip Length - in miles Load Factor - daily trips / 8 hrs Total Passenger Hours Cost Per Passenger Hour In-kind Donation:Driver Hours @ $10.00 t\sts-team\city requests fy2000 Fountain Hills fy2000 FY 99 3 757 251 6,472 753 2,157 252.3 8.55 107% $137,152 80,957 $1.69 72,255 $137,152 $1.90 7,850 $17.47 10 9.20 1.30 5786 $23.70 Included in total expenses and trip costs XM^y^ MCDOWELL MOUNTAIN PRESERVATION COMMISSION FISCAL YEAR 2000-2001 BUDGET The McDowell Mountain Preservation Commission (MMPC)would like to continue with its mission to promote the preservation of the McDowell Mountains within the Town of Fountain Hills, in conjunction with the larger preservation effort in the McDowell Mountain range. To accomplish this goal and to increase public awareness, the MMPC requests the following items be included in its budget: 1. Video Presentations.The MMPC proposes to make one professionallymade video to help citizens become more familiar with the Upper Sonoran Desert.This video will include descriptions of the area's natural desert landscape, the preservation process, a description of any additional land acquired and the associated hiking trails and destinations.Cost Estimate:$4,000 2. McDowell Mountain Month.The Commission would like to continue to add to this highly successful program, which consists of the school program, the hiking series, and the open house at the community center.Cost Estimate:$4,500 3.Advertising.These funds would be needed in the event public notices were needed to advertise for openings on the Commission.Cost Estimate:$500 4.Printing.The MMPC believes that a one-page quarterly newsletter,describing preservation efforts and general preserve information,is necessary and would be beneficial to the Town. In connection with the public awareness effort,the MMPC also occasionally prints a number of informational brochures and handouts.Cost Estimate:$2,000 5.Trailhead Study/Design.Trailhead designs of the trailhead/mini-park concept must be conducted.The designs will facilitate citizen input as to the desirability of trailheads in the Northwest section of the Town and the location,size and extent of such facilities,if desired. It is also necessary to complete design renderings if such facilities are to be incorporated into the overall design of the Eagle's Ridge and Eagle's Nest developments.The extend of the design requirements will be determined after initial citizen input. Please see attached e group proposal.Cost Estimate:$13,000 6.Travel.Members of the Commission and Staff,from time to time,attend educational workshops and meetings outside of the Town.In the past,commissioners have paid for such travel and educational workshops from personal funds.Cost Estimate:$500 7.Newspaper Series.The MMPC is also planning a newspaper series for the local papers. Articles will be written by commissioners and experts concerning the importance of the native lands,preservation,management of the preserve,characteristics of the Upper Sonoran Desert,wildlife and other topics of interest.Cost Estimate:$0 TOTAL BUDGET REQUEST:$24,500 \\EARTH\JHERTRICH\96-2000-MMPC\Budget\2000-01 budget verbiage.doc Last printed 05/23/00 8:52 AM f 2000-2001 Budget Cateqories Video McDowell Mtn.Month Advertising Printing Trailhead Study/Design Travel Total 2000-20001 Proposed Budget $4,000.00 $4,500.00 $500.00 $2,000.00 $13,000.00 $500.00 $24,500.00 __. — MAR-29-2000 15=42 E-GROUP Letter of Transmittal: Project:Town of Fountain Hills date:29 March,2000 company:The Town of Fountain Hills address:16836 East Palisades Boulevard BuildingA Fountain Hills, AZ attention:Robin Goodman from:Bob Thompson fax:(480)837-6362 pages:3 cc: Re:Proposal Fee proposalto provideConceptual Trail Head Plan. e group 817 NorthCentral Avenue Phoenix,Arizona 85004 phone:(602)462-9000 fax:(602)462-9001 email:bob(S>egroup?nc.com 602 462 SI Lonascape Arc*i!leclura Environment'Design Lond Plonmng \ii|giSSiii/ riHrc-29-2000 15U3 E-GROUP Fee Proposal: project:Town of Fountain Hills date:29 March,2000 attention:Robin Goodman company:Town of Fountain Hills address:16836 East Palisades Boulevard Building A Fountain Hills,Arizona 85269 from:Robert Thompson CLARB fax:602-837-6362 cc:File,David Case 602 462 33ZI Re:Fee proposal to provide Conceptual Trail Head Plan Robin, e group is pleased to provide to you the following fee proposal for assisting the Town in the preparation of conceptual plans and renderings for the proposed trail head in the McDowells. The scope of work shall include: 1.Reviewing what has been created by the Fountain Hills Mountain Preservation Committee 2. Visiting the site to familiarize our team with the opportunities and constraints. 3.Participate in up to three meetings with concerned stakeholders to further understand the goals and objectives of the different entities. 4.Provide two preliminary site design concepts for review and comment by the Town. The scale shall be as required to accurately describe the intent of the concepts and be understood bythe involved parties.Maximum drawing size shall be 24" x 36" Refine the concepts for presentation to the Stakeholder groups. Assistthe Town and Stakeholders in the selection of a preferred site solution. Provide two renderings of the preferred solution in color 24 x 36"format. Provide estimated quantitiesand cost estimate forthis project. 5. 6. 7. 8. Fee: For the above scope of work ourfee shall be billed by percentcompleteto the maximum of 13,000.00 dollars.This includes reimbursable expenses,civil consultation,cost estimating consultation,renderings and all coordinationtime between e group and the Town as required to complete the project. 6 group 617 North Central Avenue Phoenix,Arizona 85004 phono:(602)462-9000 fax: (602) 462-9001 email:moJl(5>cqfoupinc.com landscape Archiiocturo Environmama I Oosign Lond Pionning MAR-29-2000 15:43 E-GROUP 6B2 462 5221 The Town is required to provide base information to beginthe work.We shall require an accurate, to scale,digital ALTA survey of the proposed site and any additional information as deemed important bythe Town to ensure a smooth and accurate presentation of the plans b> the consultant. The drawing,review,and field time for thisscope of work will take approximately 80 hourstc complete. As always we shall dedicatea project manager and Principal tothiseffortto ensure the best possible service and adherence to schedule. Should you have any questions please do not hesitate to call me directly. Res jedfuW submitted, landscape architecture /environmental design, inc. lornpson rin&pal P 061 -TOFH Troilhead planning ACCEPTED BY: Company Authorized Individual Title Date e group 817 Norrh Cenrrol Avenue Phoenix,Ariiono 85004 phonr.(602)462-9000 fax:(602)462-9001 emoil:mail(S>egroupinc.com TOTAL P.03 Niii^/ Senior Services of Fountain Hills,Inc., P.O.Box 18561 Fountain Hills,AZ 85269-8561 March 18,2000 /•: Paul Nordin,Manager ~;;— Town of Fountain Hills P.O.Box 17958 Fountain Hills,AZ 85269 Dear Mr.Nordin: First we would like to thank the Town of Fountain Hills for its support of our programs and this facility. We believe the Senior Activity Center fills a need the town has for programs and activities for older adults. In the past six months our database has more than doubled to more than 600 participants and organizations. Ongoing activities such as Aerobics now has 49 participants, Line Dancing has 56, Beginning Drawing has 17 and Friday morning cards draws more than 30 participants. New activities have also been big draws.Strength Training has 22 signed up;Bocce ball has gone from once a week to three times a week with up to 20 participants.We have offered many new activities including woodcarving,papermaking,collage, bookbinding, and framing and matting pictures. A lecture on Memory drew more than 40 people. Trips have been very popular. We have sponsored trips to Bank One Ballpark, the Monet Exhibit at the Phoenix Art Museum, the Keith Haring Exhibit at the Scottsdale Museum of Contemporary Art and Scottsdale Art Walks. We now have a small computer center for classes and drop in use by participants. These new and expanded activities have some new or increased costs beyond what we had last year: • Building (floors/bathrooms)now requires maintenance several times a week •Purchase of a van to transport participants on day trips,bring them to the center for activities adds $3,500 for insurance,gas and maintenance • A second telephone line is needed so that participants can access the internet and to facilitate the use of the FAX machine • A new Intergenerational Program with the Fountain Hills School District •An interim director is needed while the Director is on vacation Attached are copies of our operating budget for FY 2000-2001 and a March activity calendar. If you have any questions you may call Karen Holloway or Nancy Olson at 816-5888. Sincerely yours, /^-/-V^-v &'/ 1 'L y John S.O'Flynn President Attachment Senior Services of Fountain Hills, AZ,Inc.,16957 Kiwanis Dr.Fountain Hills, AZ 85268 (602)816-5888 Requested from Town of Fountain Hills Senior Services Operating Budget FY 2000-2001 Prepared March 18.2000 Item Expense Notes Gas,Maintenance &Insurance Intergenerational Program Independent Contractors & Instructors'Fees Subsidized Equipment Maintenance PR and Newsletters Phone w.Ans.service Building Maintenance Office Supplies Postage Travel.conferences,training Director's Salary w.benefits (incl.paid Director for summer) A van will expand services for $3,500 seniors New program starting with the $500 schools $2,400 $500 $500 Additional FAX/lnternet line $1,200 included Increased usage requires more $3,625 maintenance $300 $300 $1,600 Need director in summer 30 130,200 hrs/week Total Expenses $44,625 Less $13,000 anticipated from Sunridge for Director's salary Total Requested $31,625 Senior Services Operating Budget FY 1999-2000 Item Independent ^Contractors/Instructors' Fees £p Equipment Maintenance £f)OASIS Expenses (Programs) 1Advertising &Promotion fc)Phone w.Ans.service (£)Building Maintenance (j)Office Supplies (§)Postage (f)Mileage cost (gp)Part-time consultant (80hrs) fu>Director's Salary w.benefits f^*t S*»* Total (less $13,000 from Sunridge for Director's salary Amount requested )Km*&- •JJ Expense $2,400.00 $300.00 $300.00 $300.00 •• $800.00 $1,800.00 $200.00 $300.00 $600.00 $1,200.00 $26,000.00 $34,200.00 $13,000.00 $21,200.00 Aye? So&t-2c-c So 0 •*-*££l i4i>0 .^i^L, 3 o o . 1 O 9 0 _ JPoZe* Senior Services of Fountain Hills 04/27/00 Profit &Loss July 1,1999 through April 27,2000 Ni||j|||(|U]|i#/ Jul 1,'99-Apr 27,'00 Ordinary Income/Expense Income Contributions Income Civic Organizations 500.00 Fundraising 2,786.50 Individuals 8,111.33 Board Members 800.00 Total Contributions Income 12,197.83 Grants Area Agency 2,148.00 Sunridge 15,000.00 Town Support 34,700.00 United Way 1,799.46 Grants -Other 1,000.00 Total Grants 54,647.46 Miscellaneous Income 445.00 Program Fees Materials fees received 392.65 Trips (in/out item)10.00 Other,incl.coffee 442.00 Class Revenues 10,731.75 HDM fees 13,859.00 Total Program Fees 25,435.40 Total Income 92,725.69 Cost of Goods Sold Cost to Provide HDM Admin/Auto 2,148.43 Cost to Provide HDM -Other 14,613.60 Total Cost to Provide HDM 16,762.03 Cost to Provide Programs (f)Instructors Fees 10,472.02 Materials Costs 1,157.47 (*p Oasis Program 862.00 Coffee/Refreshments 3,356.61 Total Cost to Provide Programs 15,848.10 Total COGS 32,610.13 Gross Profit 60,115.56 Expense Golden Eagle foundation Tuition Reimbursement 48.00 Total Golden Eagle foundation 48.00 State Withholding 86.70 Computer software 117.79 (&Marketlng/PR/Outreach 846.67 Pan*1 Senior Services of Fountain Hills 04/27/00 Profit &Loss July 1,1999 through April 27,2000 Jul 1,'99-Apr 27,'00 Cleaning Cleaning Services 2,075.00 Cleaning Supplies 388.85 /£)Total Cleaning 2,463.85 Uncategorized Expenses 0.00 Bank Service Charges 15.15 Contract Labor 4,419.91 Dues and Subscriptions 75.00 Fund Raising 1,126.96 Miscellaneous 821.58 Office Expense 1,408.95 Payroll Expenses Medicare taxes 5,700.00 SUTA Expense 359.10 FICA Expense 1,308.15 FTE Ins.3,614.64 Payroll Expenses -Other (iiv Total Payroll Expenses 6,911.50 17,893.39 CP Postage and Delivery 406.39 @ Printing and Reproduction 490.21 Professional Fees Accounting 701.83 Consulting 118.80 (ld)lotA Professional Fees 820.63 Repairs ©Building Repairs 1,419.49 (^Computer Repairs 192.62 Total Repairs 1,612.11 Supplies Marketing 273.77 (j)Office 743.11 Total Supplies 1,016.88 Telephone /tt Internet *-^Telephone -Other 79.75 438.95 Total Telephone 518.70 Travel &Training Conferences/Meetings 732.29 Q)Travel 1,573.36 Total Travel &Training 2,305.65 Volunteer Recognition 298.86 Total Expense 36,793.38 Net Ordinary Income 23,322.18 Pan*9 Senior Services of Fountain Hills Profit &Loss July 1,1999 through April 27,2000 Jul 1,'99-Apr 27,'00 Other Income/Expense Other Income Other Income Checking Interest <»•<>' CD Interest ^-J* Other Income -Other 930° Total Other Income Total Other Income Other Expense Refunds Other ExpensesCorpShare .4,650.38 Other Expenses -Other Va.v\25,252.77 Total Other Expenses 29,903.15 Total Other Expense 30,475.15 Net Other Income -29,699.64 Net Income 775.51 775.51 572.00 -6,377.46 Pan»3 n SAm fie fi4~^.A/J>+£.e<P A 00 mF 6 7 13 14 1 20 21 2 27 28 2 Tfl/t T/£j$c March 20 =ebruary 2000 March 2000 TWTFS SMTWTF* 12345 1234 8 9 10 11 12 5 8 7 8 9 10 11 5 16 17 18 19 12 13 14 15 16 17 18 2 23 24 25 26 19 20 21 22 23 24 25 9 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Sat/Sun February 28 29 )March 1 2\2\4 9:00am Benefits Counseling 12:00pm Duplicate Bridge 8:00am McDowell Mtn. Hiking 10:30am low Impact aerobics 11:30am strength trn'g 1:00pm Readers'Theater 4:00pm Life Adjustment Supp< 9:30am Water Color on Varied 1:30pm Reminiscence Writing 2:00pm Watercolor on Site 9:00am Line Dancing 10:00am tow Impact aerobics 11:30am strength trn'g 1:00pm Table Talk 1:30pm Tours by Jerl Ann 9:00am Cards &Poker 1:00pm Carve-Along 1:00pm Beginning Drawing -( 1:00pm Bocce Ball 3:00pm Basic II computers 5 6 7 8 11:30am P&RCactus Lge 1:30pm 60'n Single 1:30pm Reminiscence Writing 2:00pm Watercolor on Site 9 1G1 11 9:00am Benefits Counseling 11:30am P&R Cactus Lge 12:00pm DuplicateBridge 10:30am low impact aerobics 11:30am strength trn'g 1:00pm Readers'Theater 2:30pm Especially 4 U trips 4:00pm Life Adjustment Suppi 9:00am Line Dancing 10:00am low Impact aerobics 11:30am strength trn'g 1:00pm Table Talk 9:00am Cards &Poker 1:00pm Carve-Along 1:00pm Beginning Drawing -( 1:00pm Bocce Ball 12 13 14 15 16 17 9:00am Cards &Poker 1:00pm Carve-Along 1:00pm Bocce Bali lfi 9:00am Benefits Counseling 12:00pm DuplicateBridge 10:30am low Impact aerobics 11:00am P&R Cactus Lge 11:30am strength trn'g 1:00pm Readers'Theater 4:00pm Life Adjustment Suppc 9:00am Conversational Practic 1:30pm Tax Credits Seminar 9:00am Line Dancing 10:00am low Impact aerobics 11:30am P&RCactus Lge 11:30am strength trn'g 1:00pm Table Talk 19 20 21 22 23 24 25 9:00am Benefits Counseling 11:00am P&R Cactus Lge 12:00pm Duplicate Bridge 8:30am SCC:Desert Hiking 10:30am low Impact aerobics 11:30am strength trn'g 1:30pm Photography Class (S< 4:00pm Life Adjustment Supp< 9:30am Computer class 11:30am P&R Cactus Lge 1:30pm 60 'n Single 1:30pm Reminiscence Writing 2:00pm Watercolor off Site 9:00am Line Dancing 10:00am tow Impact aerobics 11:30am P&R Cactus League G 11:30am strength trn'g 1:00pm Table Talk 9:00am Cards &Poker 1:00pm Carve-Along 1:00pm Beginning Drawing- ( 1:00pm Bocce Ball 26 27 28 29 30 31 April 1 9:00am Benefits Counseling 12:00pm Duplicate Bridge 10:30am low impact aerobics 11:30am P&RCactus Lge 11:30am strength trn'g 1:30pm Tours by Jeri Ann 4:00pm Life Adjustment Suppc 10:00am Elderhostel 1:30pm Reminiscence Writing 2:00pm Watercolor off Site 9:00am Line Dancing 10:00am tow impact aerobics 11:30am P&R Cactus Lge 11:30am strength trn'g 1:00pm Table Talk 9:00am Cards &Poker 1:00pm Beginning Drawing • ( 2 3/19/00 c Senior Activity Center Activity Measures A B c D E F G H 1 J K L M N 0 P Q R S T 1 Program/Activity Aerobics 0 c t 9 32 N 0 V 9 _.J._ 40 24 "~25 208 D e c 9 _9__ 32 30 21 5 192 J a n 9 ._9 60j 36 ~~208 F e b 9 _9_ 88 M a r 9 _9__ 88 A P r 9 __9_ 88 M a y 9 9„ 64 "32 "12 _24 52 j u n 9 9„ 48 J u 1 9 __9_ 48 A u g 9 _9__ s e P 9 _9_ 135 ~"60 --12 7 J8 60 Zlif 25 68 4 20 0 c t 9 _9 160 ~~60 "12 m 10 60 —24 _J60 777*"? 4 24 N 0 V 9 _9_ 160 80 100' 16 72 110 20 20 50 7J 15 _176 8 4 28 D e c 9 _9_ 160 60 80 16 7 72 45 14 28 J a n 0 _____ 160 160 120 38 796 75 10 48 F e b 0 „_L 180 170 120 16 """96 ~_i 15 60 777? 18 208 7 32 -45 4 12 14 26 4 36 M a r 0 „____ 153 "144 "100 16 108 7J_ 99 77 6 "204 32 _"40 46 '"""29 _3 9 12 15 4 36 A P r 0 135 100 "90 ~16 15 53 164 " 32 7 40 55 2 10 10 5 4 36 2 3 Strength Training (11/99) Linedancing (5/99) 52 J4 13 40 12 J2 45 7 18 36 J2 40 ..„ 32 8 48 "To 7732 30 4 52 30 ~21 60 36 b Fishing Clinics &Outings Cards &Poker (5/99)6 /Bocce (2/00) Parties/Dances;Socials& Movies/Open Houses J20 J4 8 9 10 BOBTrips 11 Tripsof fvkiseums andArt Galleries 12 OtherTrips 13 Watercolor,drawing, painting,collage classes 14 Photography Workshops lb "TC" Art Lectures 8 '132 72O8 Papermaking &Bookbinding 17 Needlework Show & workshops 18 Craft Classes 7_208 10 248 ~J64 ~m ~"6019 "Z0" Duplicate Bridge 200 Woodcarving (2/00) , 21 Reminiscence Writing 7774 22 Hiking Z._1 9 712 4 36 7 6 49 14 4 36 23 Computer Classes 24 "Z5" EkJeriK>ste! Tour Planning activities Financial Planning,Wills, Trusts, Taxes, etc. Cheeses 26 "27" T6 28 Making Healthy Choices 29 Managing Chronic Pain 30 Memory Fitness Training 31 Telemarketing Scams 32 Attracting Hummingbirds 33 Readers'Theater 1ZI _____7774 34 Spelling Bee Spanish Conversation3b "35"60 &Single(9/99) _s^c-_Z/°"_ c Senior Activity Center Activity Measures A B c D E F G H 1 J K L M N 0 P Q R s T 1 "38" Program/Activity 0 c t 9 _ 8 N 0 V 9 JJ__ 48 8 D e c 9 _9_ 48 8 J a n 9 _9_ 56 77? 10 F e b 9 _9_. 64 ~4 M a r 9 _9__ __?_ '"'""4 A P r 9 _9_ 64 ~4 M a y 9 _9_ _J56 774 J u n 9 _9._ 48 773 J u 1 9 „9_ 48 3 10 A u a 9 „9__ 48 7773 12 S e P 9 _9_„ 56 _ 7778 10 0 c t 9 __9__ 64 3 77710 12 N 0 V 9 _9„. j>4 i 8 8 7745 12 D e c 9 _9._ 48 "1 776 14 J a n 0 _____ 64 """ 1 8 7_6 12 F e b 0 .__0.. 64 '""'"26 72? 16 M a r 0 __.0_ 64 10 7710 16 A P r 0 0_. 72 —•j 72 14 Table Talk 48 8 39 Social Services 4U Benefits Counseling Grief Support/Life Adjustment ViCAP Training Lifeline Screening 41 J2 12 12 42 12 J2 43 44 Referrals to social services including homedelivered meals45 48 4/ 48 49 TOTAL Partkapants/Mooth 400 313 336 374 489 533 449 320 380 307 189 626 727 1001 736 1135 1258 1252 941 BOYS __GIRLS CLUBS OF SCOTTSDAUB Serving fhv Xortknt/st V*tffry April 25,2000 Cassie Hansen Director of Administration 16836 E.Palisades Blvd.Bid #C Scottsdale,Az.,85268 Dear Cassie, The Boys and Girls Clubs of Scottsdale has been providing services in Fountain Hills since 1996. Our services are geared toward youth between the ages of 6-18.Start Lip funds were initially provided through a BJ.A.grant. Since then we have expanded our services to include afterschool programs,holiday camps, and summer day camps. These programs are fee based and these fees go toward offsetting the direct costs of these programs.Other programs,specifically teen services,are not fee based and all revenue to support these programs need to be raised.Currently these additional funds are raised through the fund raising efforts of the Scottsdale Board of Directors.After 4 years of successful operation,our Board feel that it is appropriate for us to seek direct support from the Town of Fountain Hills.Additionally,our Fountain Hills Advisory Committee will also be providing assistance in raising supplemental funds. We have enclosed a copy of our budget for fiscal 2000-2001.I would like to point a few items as it relates to the revenue. The Program Revenue are the fees paid by the youth in our afterschool and summer day camp programs.No child is turned away by the club so those unable to pay for services receive tuition assistance by the organization.All work related to securing United Way support as well as funds received through various grants is done through the efforts of the Boys and Girls Clubs of Scottsdale.The one item that stands out is there is no community support under revenue. After you review the expense line, you will see that this branch will work with a $70,000 deficit. We are going to go back to our Advisory Committee and ask them to raise half of this deficit. We are asking the support of the town in the amount of $35,000 to balance our budget. Enclosed you will find a situation audit, that will provide you demographic as well as program information. This support information should assist with any questions you may have. I have also provided some general information about Boys and Girls Clubs, i.e., what makes us different than other organizations, and description of core services. I think this will be helpful since there has been some question whether we are duplicating services alreadyprovided by Park and Recreation. If you should have any additional questions, please do not hesitate to give me a call. I can be reached at (480)947-6331,Monday -Friday from 8:30 a.m. - 6:00 p.m. Thank you for your assistance in this matter. Sincere, Steven E.Davidson Vice President Operations Boys and Girls Clubs of Scottsdale cc:John Wyman Paul Nordin (per Councilman Wyman's request) ^aiBas/' BOYS &GIRLS CLUBS OF SCOTTSDALE Stcrvrnz thv .\orlktrvst Vtttfry Core Program Areas Clubs provided diversified activities that meet the interests of all youth. Core programs engage youth in activities with adults, peers, and family members that enable youth to enhance their self-esteem and develop their full potential. Character Development and Leadership Development empower youth to support and influence their Club and community, sustain meaningful relationships with others, develop a positive self-image,participate in the democratic process and respect their own and other's cultural identities. Education and Career Development enable youth to become proficient in basic educational disciplines,apply learning to everyday situations and embrace technology to optimize employability. Health and Life Skills develop young people's capacity to engage in positive behaviors that nurture their own well-being,set personal goals and develop the competencies to live successfully as self-sufficient adults. The Arts enable youth to develop their creativity and cultural awareness through knowledge and appreciation of visual and tactile arts and crafts,performing arts and creative writing. Sports,Fitness and Recreation develop fitness,positive use of leisure time, skills for stress management, appreciation for the environment and social and interpersonal skills. WHAT MAKES OUR BOYS AND GIRLS CLUB DIFFERENT *IT IS FIRST AND FOREMOST A YOUTH DEVELOPMENT AGENCY *IT HAS A CORE OF CAREER PROFESSIONALS WHO WORK DIRECTLY WITH OUR MEMBERS *IT IS A BUILDING CENTERED PROGRAM *IT IS LOCATED IN NEIGHBORHOODS WHERE THE NEED IS THE GREATEST *IT IS OPEN DAILY WHEN KIDS NEED IT THE MOST *ITS MEMBERSHIP FEES ARE KEPT REASONABLY LOW SO THAT ALL YOUTH CAN BELONG *ITS MEMBERS PARTICIPATE ON A VOLUNTARY BASIS ALTHOUGH OTHER ORGANIZATIONS MAY HAVE SOME OF THESE FEATURES,IT IS THE IMPACT OF THE TOTAL COMBINATION THAT MAKES OUR BOYS AND GIRLS CLUB UNIQUE Providers j Afterschool Services |Program Summer j Mentoring Program Programs | Adult Sports Youth | FamilySupport Sports Programs Health & Fitness Teen Programs Education Programs Computer Instruction Youth Government Counseling Services Prevention 1 Perforn Programs Arts Fountain Hills Public Library Club at Copperwynd Champions Fitness Center 1 | i 1 j j 1 ! XXX 3 XXX 3 XXX (c)j I Club Mirage Fountain Hills Park and Recreation ;> |!XXX 2(c) *;i !1 !|xxx Ixxx XXX 3 XXX 4 XXX i i Fountain Hills Community Theater Faith Mountain Church 1 1 ;t I XXX JXXX Fountain Hills Community Church Falcon Leadership Fountain Hills Learning Center Youth Government i ! ! ! i ;;xxx ! !;i !;: i '| i ! I i l XXX i Mtn.Park Country Day School Senior Service Center !xxx 1 ixxx 2 !ill ;;Ixxx i j EMPACT SPC Scottsdale Prevention Institute Champions Fountain Hills Karate Club I ;|! I !!j ,XXX 1 - ! ; i j |XXX(c) i XXX 1 ! XXX(c) XXX(c) XXX(c) XXX(c) Fort McDowell Education !, i ' i !i i Here We Grow IXXX 1 ,XXX 2 1 i | Y.M.C.A. Boys and Girls Clubs ! •I ?«|XXX 1 XXX 2(c)[XXX i JXXX |XXX(c) l i i :!: XXX(P)XXX (P) jXXX(c)XXX (c) 1 xxx |xxx XXX(c)XXX(c)XXX Footnotes !•! 1 -Champions -$160 per month -Program Supervisor stated that they would not be cont 1 nuing after the 1999-20C j ; )0 year |] Here we Grow- $180 00 per month i ;;;1 C=Collaborations Mountain Park Country Day School - $228 per month - Only up to the age of H Boys and Girls Clubs -$75.00 per month ; ;;( P =Proposed 2 -Here We Grow -$120 per week Mountain Park Country Day School -$100 per week - Only to the age of 8 Boys and Girls Club/Park and Recreation Collaboration -$60 per week I i •:iIi i3-Membership Required } !| 1 >\ \'4-Summer and Field Trips only 1 j •' 4C -Collaboration with Law Enforcement ! ; i ! i 1 1 :i i i i Pre school IXXX XXX IXXX ^J&ffiyffitiaK^ RECEIVED MAY 3 I 2000 FOUNTAIN HILL5 TOWN CLERK BOYS Si GIRLS CLUBS OF SCOTTSDALE .fcri'Mw thv Ar'ttrtAtwst Vtxtfty Fountain Hills Branch Addendum to the Matrix Afterschool Program The Boys and Girls Clubs of Scottsdale is one of 4 agencies that provides afterschool services.Champions,which provided services at McDowell Mountain Elementary School in the school year of 1999 -2000,had a cost of $160.00 per month per child. Their Program Supervisor stated that they would not be continuing the program after the 1999-2000 school year. Here We Grow offers a program at a cost of $180.00 per month per child.Mountain Park Country Day School offers a program at a cost of $228.00 per month per child, but their program is only offered for children up to the age of 8. The Boys and Girls Club offers a program at a cost of $75.00 per month per child and a 10% discount for any additional children.They also have a scholarship program for those unable to pay the full amount.In 2000, we served 150 children in the afterschool program with a daily attendance of 115. Summer Program The Boys and Girl Clubs of Scottsdale is one of 4 agencies that provides a summer program.for youth. Here We Grow offers a program at a cost of $120.00 per week per child.Mountain Park Country Day School offers a program at a cost of $100.00 per week per child but their program is only offered for children up to the age of 8. The Boys and Girls Clubs of Scottsdale have been collaborating with the Town Park and Recreation Department to offer a summer program. This will be the third year of this collaboration. The program is offered at Fountain Hills High School from 7:00 a.m. - 6:00 p.m. In 1999 the program served 170 total children (including drop-ins), with a daily attendance of 120. In 2000, the program has expanded and we anticipate serving 225 total children (including drop-ins) with a daily attendance of 150 children. The school district has provided us an additional 3 classroom to provide services to more children. Mentoring Program We introduced a program called B.U.D.S.(Building Unique Development Skills) in 1997. The program is patterned after the national Big Brother/Big Sister program but instead of adults we match High School students with parents from single parent households. This past year, we had 28 high school students matched with 28 youth members. The Falcon Leadership program, a new program this year, is very similar to ours only the high school students are matched up with a group of children as opposed to a one-to-one match. This past year they had 25 students involved. \^0f^ Naj'j'jljifl&j/^ Youth Sports There are 3 organizations that provide youth sports in Fountain Hills. Fountain Hills Karate Clubprovidesone-hourper day classes for children.The program is free for the first month and $50 per month each month thereafter. The Boys and Girls Club provides Pom and Cheer classes to youth between September and May. They also collaborate with Park and Recreation to offer the national Punt, Pass and Kick program as well as the Diamondback's diamond skills program. We are also looking to get youth members involved in our tackle football program. Park and Recreation provides gymnastics classes,a youth basketball program,and a junior golf program. Family Support Programs The Boys and Girls Club and Empact sponsor free activities, which encourage family togetherness.Activities range from parenting skills classes to field trips to an annual father/daughter Valentine's day dance. Teen Programs Currently the Boys and Girls Clubs of Scottsdale and Park and Recreation are the only agencies providing teen services.The Boys and Girls Club provides programs year round at the Kiwanis building and also does Midnight Madness on Saturdays at the High School.They have served 150 teen members over the past year.Their nightly attendance at the Kiwanis building is about 40 and Midnight Madness ranges from 25-50 teens. Park and Recreation provides daylong trips to Sunsplash,Diamondback Games,etc during the summer. They also provide some of these types of trips throughout the year. Also during the summer they provide Party in the Park on Wednesday nights and Twilight Tuesday at the Bowling Alley. Education Programs Faith Mountain Church provides a school for grades K-12.The Boys and Girls Club collaborates with the library on their reading program for children and their parents with incentives, raffles, prizes, and free book loans to residents. The Boys and Girls Club also provides a daily Power Hour Program, a national homework assistance/tutorial program for members of their afterschool program. They also try to provide education themes in many of their other programs. Youth Government Park and Recreation provides the Mayor's Youth Council program for approximately 12 members. They meet 1-2 times per month. The Boys and Girls Club has offered a Youth Town Hall that provides high school students the opportunity to speak out on issues line mediastereotypes,education,law enforcement,etc. The programoriginated in 1996 with 20 high school students involved. This past year 170 high school students filled out applications and provided an essay.100 were chosen for the program. Counseling Services Fountain Hills Community Church provides free counseling to parishioners.Empact SPC, which operates in the schools and the Boys and Girls Club. Counselors and Social workers offer training to teachers and staff members,education resources,and counseling to families. Bereavement, divorce and family support groups run during the school year. Services are provided at no charge.Approximately 25 youth members were provided this service at the Boys and Girls Club. The Boys and Girls Club also uses the Scottsdale Prevention Institute as a resource to provide services in the areas of social skills, anger management,and divorce support groups. Prevention Programs Empact SPC is provided as a resource in the schools for prevention programs.The Boys and Girls Club in collaboration with Scottsdale Prevention Institute provides a series of national Boys and Girls Club programs.These are Smart Moves,Smart Girls,Smart Guys and Smart Kids.Each component works with a different age or sex and deals with teaching youth how to say "no"to drugs, alcohol, early sexual involvement.It also helps them develop a positive self-esteem and self image. The Boys and Girls Club provided this program to 60 members this past year. Performing Arts Fountain Hills Community Theatre provides a mini camp for ages 6-8 and 9-12 during summer mornings only for $200. Teen Drama Camp is six weeks long and includes a trip \j to New York for $1,500.Fall and Spring Drama workshops are available.The Boys and Girls Club partnered with the Scottsdale Center for the Arts to provide an artist in residence program. The program was in the area of rhythm and motion. The program served 50 members.We also provided a drama program during the spring that served 15 members. Boys & Girls Clubs of Scottsdale Fountain Hills Branch Situation Audit 2000 -Fountain Hills Branch Nsjjg^r Fountain Hills Branch Employee Data Total FullTime Employees 1 Part Time Personnel:School Year 9 Senior Staff 7 Jr.Staff Members 2 Pan Time Personnel: Summer Program 11 Senior Staff 9 Jr.Staff 2 Pan Time Teen Program 2 Senior Staff 2 Total Annual Staff 23 Branch Positions Full Time Employees Total 1 Branch Manager 1 PartTime After School Program Employees Total 1- Program Coordinator 9 1 -Health and Life Skills Director 1 -Education &Career Development Director 1 -Art Director 1-Health,Fitness,&Recreation Director 1-Character and Leadership Director 1-Membership Secretary 2 - Front Desk Receptionists (Jr.Staff) PartTime Summer Dav Camp Employees Total 1- ProgramCoordinator 11 2 -Health and Life Skills Directors 1 -Education & Career Development Director 1 -Art Director 1-Art Aid I -Health,Fitness,&Recreation Director 1 -Character and Leadership Director 2 -Front Desk Receptionists 1 -Membership Secretary Teen Program Part Time Employees 1 - Teen Programs Coordinator 1 -Volunteer Coordinator (Midnight Madness) Year End Accomplishments The Arts 1.Fine Ans Club -This group of 12 members andour .An Director meets weekly to explore various an forms such as watercolor, oil paints, frescos, and mosaics. The children receive instruction on improving and mastering each an form. 2. National Photography Contest -15 members of the .After School Program took pan in the national contest.Three children had their work submitted directly to the contest. 3.Specialized Classes - This summer,we offered a professionally instructed dance and rhythm class.18 boys and girls panicipated in this class and performed their new skills in front of the Club at the end of the summer program. Health &Life Skills 1.Smart Girls - The group maintained its attendance throughout the Summer and After School Programs for the past two years. Over 32 panicipating girls have been on special field trips,had "Girls Only"nights,nutrition presentations, an projects, guest speakers, and more. The programhasjust earneda grant from Fifth Third Bank to train the other Boys & Girls Clubs so that more girls can benefit from the curriculum. 2. Smart Guys - Duringthe 1999 Summer Club House, the Fountainhills Branch starteda Smart Guys group. The boys met with facilitator,John Browne, bi weekly to discuss issues similarto Smart Girls such ashealthy eating, self-esteem, knowing yourbody, etc. The boys enjoyed fieldtripsand strengthened their relationshipswith each otherwhile improving their own self-image. 3. CookingClub -Cooking Club has reached 40 membersthis year.The members Learned about balancing their diets,proper hygiene,safety and preparing kid friendly foods.This year,Cooking Club sponsored the <cPizza-thon"and <eBuild Your Breakfast"for the children in the Holiday Camp. Recreation,Sports &Eitness 1.Pom & Cheer- Every Tuesday evening, childrenin the Fountain Hills community are encouraged to attend our Pom &Cheer Classes.Together with Young Olympians we offer this class at the Kiwanis Building.We have over 50 children participating inboththe beginning and intermediate classes. 2.Partnership with Tosco allowed us to takeyouth and teens to several Diamondback Games. 3. Partneredwith Fountain Hills Parks & Recreation to offer Diamond Skills & NFL Punt, Pass, &Kick. HjUfiffiia* Youth Town Hall - In May 1999 the Boys & Girls Clubs of Scottsdale facilitated the 3rd Annual Youth Town Hall.Over 70 studentsand town officials participated. The teens discussed drug use,school workload, media influences, and other pertinent teen issues.Both Mayor Morgan;Town Clerk, Cassie Hanson;Dr. Paisley;Lieutenant Scon Penrose; and several other active town memberswere presentfortheteen's final presentations.The presentations successfully informed town officials of the needs of Fountain Hills'Youth. As a result of the teen's suggestionsmade during YouthTown Hall HI,the high school added a homeroom period to the schedule. Leaders in Training program allowed 13 Club members to volunteer at the Summer Fun Camp by helping younger members, running the snack bar. and assisting staff. B.U.D.S.- 28 youths and teens participated in the B.U.D.S.programs this year. The program was offered both during the school year as well as during summer break. Family Support Program -Ever/Monday night at the Kiwanis Building,we offered a Parent Support Group, which was lead by a certified therapist. Participating parents were able to attend the groups, free of charge, while their children participated in Boys and Girls Club activities. Partnership Programs with other Agencies 1.For the second year, the Fountain Hills Branch joined Fountain Hills Parks and Recreation to offer the Summer Club House. Guest speakers, field trips, specialized classes, specialevents, and drop inserviceswere offeredthrough our summer at the-highschool. 2. Family SupportProgram- BeanneLane, a certifiedtherapistfromEmpact facilitated the Parent Support Group every Monday evening. 3. Helen Porales,M.S.W.provided services for B.U.D.S.through herwork at Empact. 4.- Kristin Genevese,of East ValleyAddiction Council,facilitated a discussion group during Youth Town Hall. 5.Fountain Hills High School supported Youth Town Hall m by allowing three of their teachers to facilitate breakoutgroups andusethe schoolfor YouthTown Hall m. 6.Fountain Hills Rotary Club is sponsoring our fishing program. 7.Cattleguard Community Alliance assisted us in funding the B.U.D.S.program's expenses. 8.Fountain Hills Law Enforcement isour partner inthe Midnight Madness Program. 9.Young Olympians offers Pom &Cheer on Tuesday evenings at our Kiwanis site. 4. Held a WinterDance for school aged childrento enjoy.Torch Clubsponsored the dance. 5.RotaryFishing Program -Fountain HillsRotary Club approachedus inthe fall of 1999 to arrangeda fishing loaner program.This program has beendone with Rotarians and Boys& GirlsClubsin California.The local Rotary Club's volunteers have purchased enough tackleboxes for each participatingchild and will have rods and reels in the local fire department house which will be available for participants to check out. Kids who undergo the scheduled educational workshops and fishing clinic will receive these benefits. Rotarians assist children at a two to one ratio during the program. 6. Teens are given a safe, supervised place to socialize and enjoy free activities such as billiards,foosball, video games, music, and more. We have between 25 and 40 participants each Friday night. 7.Midnight Madness - In collaboration with Fountain Hills Law Enforcement the Boys & Girls Clubs of Scousdale holds Midnight Madness at Fountain Hills High School from 7:00 p.m. to 10:00p.m. on Saturday nights. Teens participate in sports, special events, games, and receive free food and drinks. This program is especially popular with the middle school students. 8.Father Daughter Valentine's Dance - We facilitated the First AnnualFather Daughter Dance as part of theFamily Support Program. This gave the town's families a chance to spend memorable quality time with one another. Over a dozen families participated. Education &Career Development 1.Power Hour -PowerHour conductedseveralessaycontests on subjects suchas Great Mothers, Whatthe Club meansto Me, and Why I should receivethe Lipton Award.Prizes were offered for top essays. 2.Field Trips -Power Hour Participants and Fine Arts Club members journeyed to the Phoenix Art Museum and The Museum for Youth as r\insentives for participating in these programs. j.Leaders in Training -13 Torch Club members were trained to assist staff and members of the Summer Fun Camp as volunteers. Character &Leadership Development I.Torch Club -The Club raised canned goods during the holidays.Torch Club also held a Holiday Dance at the Kiwanis Club.Members ofthe After School Program were invited to dress in their nicest clothes and spend the evening participating ina dance contest,games and enjoying refreshments Branch Opportunities 1.By increasingtheamount of members in our After SchoolProgram from approximately 95 members to over 120 members (not including those on our waiting list) it isapparent that with more space, even more youths and teens could be served. Currently, the Fountain Hills bowling alley, Fountain Bowl,is interested in renovatinghalf of their building to enable the Club to rent space from them.TinaNabors,a localrealtor and Club parent, hasoffered her free assistance in helping to identify possible off campus locations for the Club to occupy. 2.Fountain Hills Middle School now offers a homework lab each day after school. With parent's approval, the Club could pick middle school students up after the lab and bring them to the Club when it ends. This would allow our middle school students to get one on one attention from their teachers and attract more middle school a?ed members.*^ Expand the Arts programs. The Fine Arts Club is very popular throughout the Club. With the addition of professional instructions, we could improve this popular program. Branch Issues 1. Space - In the beginning of the 1999-2000 school year, the Club's After School Program was assignedto four classrooms and the multi-purposeroom in Four Peaks Elementary School. Due to an increase in students, the school needed to turn one of the specialeducation rooms, which we used, into a permanent classroom.At present time,wehave not beengiventhe space to compensate for the loss of this room.Ondayswhen weather is favorable,we makeuse of the school's outdoor amenities.However, during high temperatures,rain, and the winter's earlysunset,we cannotoffer activities outside. This makesthe space required to offer quality activities difficult to find.Ifwe experience a decrease in any more space,it will be even more difficult to provide enough room for all of the children we currently offer service to. 2. Lackof fiill time employees - Asour membership has increased,so hasthe amount of tasks required ofourAfter School Program Coordinator.With scheduling activities,fulfilling organizational program requirements,planning summer/spring,and holiday camps,maintaining the Club's Mission,and handling the many day to day tasks that come up,the pan time A.S.P.Coordinator works as many hours as is allowed asa part time employee.In order to provide the same high quality of programs astheother branches,the Branch Manager must complete what the part time A.S.P.Coordinator cannot complete.Not only does this put a strain on the Branch Manager;it also puts extra pressure on part time employees. Nl^jgjjgy/Core Service Areas Character &Leadership Development Youth Town Hall HI Torch Club Leaders in Training Smart Moves Smart Girls Smart Guys Cleaning Crew Lipton Award Youth of the Year Parent's Support Grouo B.U.D.S. Education &Career Development Power Hour Homework Room B.U.D.S. State Spelling Bee Operation Smart Health &Life Skills Smart Moves Smart Girls Smart Guys Vision Screening Program Dental Presentation Gear Heads The Arts National Photography Exhibit Fine Arts Club Fine Arts Exhibit Fresco Jam Sessions B.G.C.Jammers Sports.Fitness.&Recreation Teen Night Midnight Madness Father Daughter Valentine's Dance Winter Kids Dance Pom &Cheer Class Punt,Pass,&Kick Diamond Skills Rotarv Fishing Program Fountain Hills Branch Demographics Membership Sex Females Males Total Ethnicity Caucasian Hispanic Asian Pacific African American Other Total Age 6 year olds 7 year olds 8 year olds 9 year olds 10 year olds 11 year olds 12 year olds 13 year olds 14 year olds 15 year olds 16 year olds 17 year olds Total Daily Attendance After School Program Attendance Summer Day Camp Daily Attendance Holiday Camp Spring Break Camp Teen Proarams Breakdown 196 270 466 Breakdown 413 17 6 13 17 466 Breakdown 46 43 49 45 39 29 35 39 39 32 31 466 Total 123 127 80 93 35 4/26/00-2:14:26 PM Revenue Program Revenue Membership General Programs Sports Miscellaneous Total Program Revenue Program Scholarships Scholarships Total Program Scholarships UnitedWay Valleyof theSun United Way Total UnitedWay Grant Revenue Grant Revenue Total Grant Revenue Total Revenue Expenses Salaries Full-Time Part-Time Total Salaries Employee Benefits Employee Insurance Benefits -F/T Total Employee Benefits Payroll Taxes Payroll Taxes Total Payroll Taxes Occupancy Telephones Insurance Maintenance Facilities Total Occupancy Program Supplies General Programs Total Program Supplies Office Supplies Office Supplies Total Office Supplies Postage &Shipping Postage & Shipping Total Postage &Shipping Printing& Promotions Printing Total Printing &Promotions Professional Fees Professional Fees c Income Statement FOUNTAIN HILLS July 1,2000 to June 30,2001 Budget 2000/2001 3,000 78,429 500 225 82,154 15,000 15,000 39,250 39,250 136,404 40,220 93,650 133,870 2,184 2,184 10,241 10,241 4,500 3,300 2,300 4,500 14,600 30,000 30,000 2,020 2,020 541 541 2,120 2,120 500 Page 1 4/26/00-2:14:26 PM c Total Professional Fees Service Contract/Leases Office Equipment Leases Total Service Contract/Leases Meetings/Conferences Staff Meetings/Training/Other Conference Fees/Registration Staff Training Total Meetings/Conferences Travel Travel Expenses Total Travel Local Transportation LocalTransportation Total Local Transportation Scholarships Programs Total Scholarships Awards Awards Total Awards Organizational Dues National B&GC OtherOrganizations Total Organizational Dues Total Expenses NET SURPLUS/(DEFICIT) Income Statement FOUNTAIN HILLS July1,2000 to June 30,2001 Budget 2000/2001 500 1,980 1,980 2,770 50 525 3,345 2,800 2,800 1,500 1,500 1,000 450 1,450 207,151 (70,748) Paqe 2 Town of Fountain Hills Parks and Recreation Department Programs for Fiscal Year 2000-2001 3-on-3 Adult Basketball 5-on-5 Adult Basketball 6-on-6 Adult Volleyball Adult Education After School Kids APRA Youth Forum Arizona Excursions Arizona Gardening and Landscaping Arizona Lecture Series Arts &Crafts Ballroom Dancing Basketball -Youth Battle of the Bands Bridge Lessons Club Assistance •Alzheimer's &Related Disorders Support Group •Desert Beekeepers •Duplicate Bridge Club •Family History Society of Arizona •Spanish Club Stamp Club Toastmasters Club •Walking Club Computer Courses Concert in the Park Series Dance Classes -Youth Desert Awareness Dog Obedience Eggstravaganza Fountain Hills Day Free Throw Contest Friday Bridge Gymnastics Halloween Carnival Hershey Track Meet Hiking Series Homecoming Tailgate Party Junior Golf Clinics Karate Kids Kiddie Rhythmics ^ew/Expanded Programs (15) Kids'Zone Library Partnership Line Dancing Mayor's Youth Council MLB Diamond Skills Competition National Recreation and Parks Month NBA 2Ball Competition NFL Punt, Pass & Kick Competition Open Basketball Party in the Park Paws in the Park Photography Pro Sports Excursions Quilting Roar and Snore Roller Hockey &In-Line Skating St.Patrick's Day Celebration Scavenger Hunt Sign Language Softball -Adult Coed &Men's Softball -Seniors Softball -Senior Tournaments Spanish Starlight Sleepover Summer Clubhouse Summer Field Trips Swimming Lessons Tai Chi Chih Teen Adventure Series Teen Excursions Teen Photography Teen Turnaround Trips Tennis Tiny Tot Toddler Fun Turkey Trot 5K &One Mile Fitness Walk Twilight Tuesdays Volunteer Program Wrestling Youth Town Hall Approved by the Parks & Recreation Commission on 02/14/00 Special Programs 081-5932 Special Programs Program Expenditures PT Staff Expenditures Total Expenditures Total Revenues Adult Education $2,500.00 $0.00 $2,500.00 $3,500.00 Arizona Excursions $3,500.00 $350.00 $3,850.00 $4,000.00 Arizona Gardening &Landscaping $0.00 $0.00 $0.00 $0.00 Arizona Lecture Series*$300.00 $0.00 $300.00 $0.00 Arts &Crafts $3,700.00 $0.00 $3,700.00 $4,000.00 Ballroom Dancing $1,250.00 $0.00 $1,250.00 $1,550.00 Bridge Lessons $0.00 $0.00 $0.00 $50.00 Club Assistance*$500.00 $0.00 $500.00 $0.00 Computer Courses $14,975.00 $0.00 $14,975.00 $18,725.00 Concert in the Park Series*$4,850.00 $0.00 $4,850.00 $2,000.00 Desert Awareness $150.00 $0.00 $150.00 $250.00 Dog Obedience $1,075.00 $0.00 $1,075.00 $2,700.00 Fountain Hills Day*$1,500.00 $350.00 $1,850.00 $0.00 Friday Bridge $475.00 $0.00 $475.00 $1,050.00 Hiking Series $1,100.00 $0.00 $1,100.00 $1,125.00 Line Dancing $725.00 $0.00 $725.00 $900.00 National Parks &Recreation Month*$250.00 $0.00 $250.00 $0.00 Paws in the Park*$750.00 $100.00 $850.00 $0.00 Photography $525.00 $0.00 $525.00 $850.00 Quilting $200.00 $0.00 $200.00 $400.00 St.Patrick's Day Celebration*$2,350.00 $0.00 $2,350.00 $0.00 Sign Language $225.00 $0.00 $225.00 $425.00 Spanish $3,200.00 $0.00 $3,200.00 $3,850.00 Tai Chi Chih $950.00 $0.00 $950.00 $1,550.00 Turkey Trot $6,000.00 $125.00 $6,125.00 $6,375.00 Volunteer Program*$1,300.00 $0.00 $1,300.00 $0.00 Total $52,350.00 $925.00 $53,275.00 $53,300.00 *The highlighted programs are subsidized for a total of $10,250 Budget 2000-2001 r Sports Activities 081-5935 Sports Activities Program Expenditures PT Staff Expenditures Total Expenditures Total Revenues 3-on-3 Adult Basketball $150.00 $975.00 $1,125.00 $1,800.00 5-on-5 Adult Basketball $1,443.00 $680.00 $2,123.00 $2,200.00 6-on-6 Adult Volleyball $900.00 $300.00 $1,200.00 $1,200.00 After School Kids $4,000.00 $930.00 $4,930.00 $6,750.00 Basketball -Youth $14,200.00 $7,300.00 $21,500.00 $23,450.00 Free Throw Contest*$50.00 $0.00 $50.00 $0.00 Gymnastics $15,650.00 $0.00 $15,650.00 $15,625.00 Junior Golf Clinics $1,600.00 $0.00 $1,600.00 $2,000.00 Karate Kids $625.00 $0.00 $625.00 $800.00 MLB Diamond Skills Competition*$0.00 $100.00 $100.00 $0.00 NBA 2Ball Competition*$175.00 $75.00 $250.00 $0.00 NFL Punt,Pass & Kick Competition*$0.00 $100.00 $100.00 $0.00 Open Basketball*$0.00 $1,075.00 $1,075.00 $0.00 Roller Hockey &In-Line Skating $1,260.00 $0.00 $1,260.00 $2,100.00 Softball -Adult Coed &Men's $14,700.00 $3,000.00 $17,700.00 $17,775.00 Softball -Seniors $1,500.00 $0.00 $1,500.00 $2,400.00 Softball -Senior Tournaments $3,300.00 $2,425.00 $5,725.00 $6,000.00 Swimming Lessons $3,450.00 $0.00 $3,450.00 $1,875.00 Tennis $8,650.00 $0.00 $8,650.00 $10,800.00 Wrestling $475.00 $0.00 $475.00 $475.00 Total $72,128.00 $16,960.00 $89,088.00 $95,250.00 *The highlighted programs are subsidized fora total of$3,175.00 Budget 2000-2001 Youth &Teen Programs 081-5933 Youth &Teen Program Expenditures PT Staff Expenditures Total Expenditures Total Revenues APRA Teen Forum*$150.00 $0.00 $150.00 $50.00 Battle of the Bands*$275.00 $50.00 $325.00 $0.00 Dance Programs $1,800.00 $0.00 $1,800.00 $2,300.00 Eggstravaganza*$1,550.00 $50.00 $1,600.00 $0.00 Family Halloween Carnival*$4,200.00 $150.00 $4,350.00 $4,000.00 Hershey Track Meet*$350.00 $200.00 $550.00 $0.00 Homecoming Tailgate Party*$825.00 $100.00 $925.00 $200.00 Kiddie Rythmics $125.00 $75.00 $200.00 $375.00 Library Partnerships*$575.00 $200.00 $775.00 $0.00 Mayor's Youth Council $3,425.00 $350.00 $3,775.00 $0.00 Party In the Park*$5,000.00 $425.00 $5,425.00 $0.00 Photography &Video Club*$1,400.00 $0.00 $1,400.00 $0.00 Pro Sports Excursions $950.00 $200.00 $1,150.00 $1,200.00 Roar-N-Snore*$1,150.00 $0.00 $1,150.00 $950.00 Scavenger Hunt $500.00 $0.00 $500.00 $600.00 Starlight Sleepover $950.00 $200.00 $1,150.00 $1,400.00 Summer Clubhouse $3,500.00 $18,675.00 $22,175.00 $22,750.00 Summer Field Trips $3,100.00 $2,100.00 $5,200.00 $5,200.00 Teen Adventure Series $1,400.00 $100.00 $1,500.00 $3,125.00 Teen Excursions $1,400.00 $100.00 $1,500.00 $3,125.00 Tiny Tots $300.00 $200.00 $500.00 $1,200.00 Twilight Tuesdays $3,150.00 $275.00 $3,425.00 $3,350.00 Turnaround Trips $9,075.00 $0.00 $9,075.00 $9,100.00 Youth Town Hall*$500.00 $0.00 $500.00 $0.00 Total $45,650.00 $23,450.00 $69,100.00 $58,925.00 *The highlighted programs are subsidized for a total total of $15,800 Budget 2000-2001 NORTH TOWN OF=FOUNTAIN H/LLS STREET/DRAINAGE MAJOR PROJECTS FY '00 TO '01 UC DOWEL.M0JJTAK PAi*. •"T SCALE OF MILES LEGEND TRAFFIC "FIRE*SIGNAL TRAFFIC SIGNAL (MODIFY) PAVING PROJECT PAVEMENT MAINTENANCE WORK AREA (CURB REPLACEMENT. CRACK SEAL. SEAL COATS) (1)REINBURSEMENT PAYMENT DUE TO MCDOT IN FY 00-01 REVISED:MAY 30,2000