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HomeMy WebLinkAbout2017.0314.TCSM.MinutesTOWN OF FOUNTAIN HILLS MINUTES OF THE SPECIAL SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL MARCH 14, 2017 CALL TO ORDER AND ROLL CALL Mayor Kavanagh called the meeting to order at 5:30 p.m. in the Fountain Hills Town Council Chambers. Present for roll call were the following members of the Town Council: Mayor Linda Kavanagh, Vice Mayor Nick DePorter (attended by phone), Councilmember Alan Magazine, Councilmember Cecil Yates, Councilmember Art Tolis (attended by phone), Councilmember Brown and Councilmember Henry Leger. Town Manager Grady E. Miller, Town Attorney Andrew McGuire, Finance Director Craig Rudolphy, Director of Public Services Paul Mood, Community Services Director Mark Mayer and Town Clerk Bevelyn Bender were also present. AGENDA ITEM #1 - DISCUSSION WITH POSSIBLE DIRECTION TO STAFF REGARDING THE PROPOSED FIVE YEAR CAPITAL IMPROVEMENT PROGRAM BUDGET. Town Manager Miller gave opening remarks and introduced the Director of Public Works Paul Mood reviewed information regarding the Town's Capital Improvement Projects (CIP) contained in a PowerPoint presentation (available on line and in the office of the Town Clerk). Mr. Miller added upon completion of these discussions a draft of Council's budget would be provided for further discussion at the upcoming Budget meeting. Mr. Mood reviewed each of the following projects: Miscellaneous Drainage Improvements (D6047) This project involved the Overlook on Shea Boulevard with a beginning funding of $50K to address the guard rail, curb and gutter. Councilmember Yates stated that the $50K was for these types of improvements and not the total costs for this specific project and Mr. Mood stated the total amount of the Overlook project had not been determined at this time. Councilmember Magazine questioned if there were other projects that needed to be funded if the $50K was used for the Overlook and Mr. Mood noted that Town funds would be used in the current fiscal year and then spill over to the next year's budget, if necessary. Mr. Mood also stated that the Panorama Wash palm trees needed to be removed since they were overgrown and blocked drainage and would be paid for out of the Street Department's budget since it was a minor issue and for larger issues staff would need to use funds from the CIP budget. Councilmember Leger requested Council review only the serious Town for funding due to the lack of resources to pay for all the requests and stated the opinion the Overlook issue was a serious need due to erosion and the possible long term affect on the adjoining asphalt surface. Mr. Mood explained that currently the carryover funding had not been programmed into the CIP for the end of the fiscal year, which created additional available funding and Mr. Miller expressed the amount could be $1 M or less. Civic Center Drainage Improvements (D6055) Mr. Mood described this as a new project, which was adding 1,100 feet of storm drain around the edge of the Library parking lot now known as the Community Garden that had been previously identified as a need but never installed during the parking lot construction. This area had been designated for water retention and previously filled in for possible Town Hall construction use. Mr. Mood explained the drainage pipes needed to be connected to the drain at the Community Center and needed a design plan to address the Salt River Project (SRP) and Fountain Hills Sanitary District areas in its path. Mayor Kavanagh asked what the recent digging at the Community Center was for and Mr. Mood explained staff was looking for electrical conduit to provide electricity to the Community Garden. Councilmember Brown and Mr. Mood discussed possible alternatives to connecting the drainage pipes. Mr. Mood stated that a local engineer was asked to design the best plan for this project. Councilmember Leger asked what the consequences would be if the project was not funded and Mr. Mood answered the water would collect and have an odor. Mr. Mood added that the issue was found during staff's work on the Community Garden. z:\council packets\2017\r170420\170314m.docx Page 1 of 8 Downtown Lighting Improvements (E8505) He stated that $100K was allocated for infrastructure improvements with a local electrical engineer currently reviewing cost to rewire the north and south sides of the Avenue of the Fountains to add photo cells along with some outlets at the trees. Mr. Mood noted that Community Services Department would also have costs and that the $100K was only a placeholder. Fire Station #2 Relocation (F4005) He stated that the 60% review plans had been returned to the architect and the 100% plans were due by mid-April. He noted that various meetings had been scheduled to discuss the necessary operational and required emergency systems with bidding on the project to begin in June 2017. Civic Center Improvements (F4029) Mr. Mood discussed this project noting that this had been a placeholder for a number of years, which involved the Centennial Circle and replacement of the concrete due to tree placement causing a heave in the concrete creating tripping hazards. Councilmember Magazine asked if this project could be placed on hold. Mr. Mood answered that the Town had delayed this project, but if necessary, staff could continue to grind down the concrete. Mr. Mood suggested that brick pavers as an alternative to concrete. Mr. Mood explained that many of the projects listed in the CIP were placeholders and would not be initiated until Council gave direction and approved. A discussion ensued regarding future projects funding and the Town's ability to cover the costs as listed. Councilmember Magazine asked how the Town would handle funding a major catastrophic disaster. Mr. Miller explained that any situation that occurred would be brought to Council for direction. Mr. Miller also stated that upon the Council's approval of the CIP budget, staff would proceed to accomplish all those projects requested and if necessary, consult with Council on items to be removed or pushed out a year. Mayor Kavanagh requested the flexibility to determine if and when and the projects listed could be funded. Mr. Miller noted the two largest projects were the Fire Station #2 relocation and the Adero Canyon Trailhead totaling at least one-half of the CIP budget and until these projects were bid and total costs known they could ultimately delay other projects. Councilmember Magazine suggested removing a couple of the CIP projects and build up the General Fund so as not to spend down the fund. Mr. Mood remarked it was easier to push a project out instead of removing it totally so the project stayed as a reminder that the project needed to be addressed at some point. Mr. Miller added since the Town did not have a fully funded five-year plan, each year the projects would be addressed and those unfunded would be pushed out to the next year. Councilmember Magazine suggested this project be pushed out. Chiller Installation (F4030) Mr. Mood stated Council had previously approved this item and the chiller would be ordered and hopefully the project completed in the current fiscal year along with $50K additional funding added to the next year's budget and would be a carry-over item. Town Hall Improvement (F4031) Mr. Mood reviewed this as a $100K placeholder for a first floor Town Hall shell space conversion behind the dais for office space and conference room for the Director of Economic Development and possible (2) future staff members. Mr. Miller noted that Director Cooper had presented an alternative plan using an outside source to assist him and felt this project was not a high priority; Councilmember Magazine agreed and suggested this project be pushed out. Mr. Mood introduced Community Services Director Mark Mayer who addressed their department's involvement in the following CIP projects. Adero Canyon Trailhead (P3025) Mr. Mayer stated that this project was in the bidding process that would end May 15, 2017, with staff's recommendations presented to Town Council at their June 1, 2017 meeting. This would give the contractor one month of preparation for construction beginning July 1, 2017, with a completion date sometime in December of 2017. Mr. Mayer added the 100% plans were estimated to be under $2M with relatively small soft costs as proposed by J2 Engineering. z:\council packets\2017\r170420\170314m.docx Page 2 of 8 Fountain Park Access Improvements (P3026) Mr. Mayer stated the project was designed by Kimley-Horn and that Council had asked staff for a revised estimate on this recently discussed project involving a short version of the original presented plan and that included a sidewalk and ADA compliant staircase to the Fountain lake recreation areas. Councilmember Magazine asked if this was a need since there had always been access to the lake area and Mr. Mayer stated that the cost was unknown at this time due to the request for a new design and Mr. Miller pointed out that the $250K was left as a placeholder until a revised number could be determined. Fountain Park Drainage Improvements (P3029) Mr. Mayer said that this project involved the corner of El Lago Boulevard and Panorama Drive and the turf currently in place along the steep grade and the sprinklers creating an affluent water runoff into the drains and the need for this issue to be addressed. Mr. Mayer stated the solution would be to remove the turf and landscape with desert plantings along with a drip watering system so to eliminate the spraying of affluent water. Mr. Mayer added the $50K was staff's estimated amount and would involve only a small portion of the turf area in the location. Plaza Fountainside Courtyard Area Improvements (P3030) He stated that this project was suggested by the Greening Committee and was estimated at $265K to address an area in the rear and south of the Plaza Fountainside in the park to the splash pad area adding pavers to make the area accessible to hold smaller events and allow for wedding space that was currently needed with local restaurants in the vicinity to cater the events and would make the area more attractive. There was also an area where they could apply antro -turf for athletic or social activities, allowing for low maintenance. Mr. Mayer pointed out that the current area was unmanageable due to the lack of grass growth and thus the need for refurbishing. Mr. Mayer added that there had been no design detail created at this time and the cost estimate was based on square footage of the area. Mayor Kavanagh asked if all the grassy areas would be involved and Mr. Mayer answered that the reconstructed area could involve both areas and Mayor Kavanagh stated that she believed all the area would be replaced with pavers and then used for events. Mr. Mayer explained that a representative for the Plaza Fountainside was involved in the discussion and supported the mixed use that would attract more families to use the area close to the splash pad. Mr. Miller added that the Plaza representative also stated that the Plaza businesses would collect funds and hold free events to attract more visitors, which would be added to the committed funding from the Noon Rotary, Morning Rotary and the Greening Committee organizations each contributing $20K each. Mr. Mayer stated that staff would also research available grants that may help with the cost of the project. Mr. Miller explained that the $40K commitment was built into the $265K project cost. Councilmember Brown suggested bidding the project in two phases and addressing the cost of each phase. Councilmember Magazine expressed he was concerned that citizens would see the Council spending money where it was not necessary during a time when the need for more revenue was being considered. Councilmember Tolis expressed his support for this and stated he felt citizens supported investments in Town infrastructures and that spending money on worthy causes would be supported with the civic organizations being involved. Mayor Kavanagh agreed with Councilmember Tolis remarks and Councilmember Brown's suggestion to bid out the project in two parts and then revisit when the donations are committed; she agreed with going forward with the project. Councilmember Leger expressed he would like to proceed with all the projects but stressed that consideration for priorities should be made since the Town was limited on funds now and going forward. Councilmember Leger added he wanted to know what the Council's highest priorities were. Councilmember Tolis felt that certain projects would draw visitors to Fountain Hills ultimately creating higher sales tax revenue for the Town. Additional Council discussion ensued regarding how the Council used the Strategic Plan as their guide; the point there are significant road needs and funds were short approximately $5M a year. Mayor Kavanagh stated that a vote needed to be taken on what projects were important and their priority. Video Surveillance Cameras (P3033) Mr. Mayor stated this project involved the installation of additional cameras in areas that have been vandalized including Centennial Circle and public art, specific buildings, Community Garden and park locations lacking security cameras. The cost was a placeholder due as costs were yet to be determined. Mayor Kavanagh asked if those caught z:\council packets\2017\r170420\170314m.docx Page 3 of 8 vandalizing paid for repairs and Mr. Mayer noted it was up to the judiciary system but currently older and younger vandals had been held responsible. Mayor Kavanagh asked if the Town would see an insurance premium benefit for the installation of cameras and Mr. Miller answered the Town would not see an insurance benefit except that the cameras would be a deterrent and would hopefully minimize having to pay the deductable. Mr. Mayer reintroduced Paul Mood to continue with the presentation. Alley Paving Phase IV (P6003) Resolution 2007-45 He stated this is a MAG PM Reduction project to pave the unpaved alley behind the funereal home coming out on Colony Drive and was a phase four project to be completed when funding was available. Mr. Mood explained that over the years the Town had paved three of the five phase areas included in this project and this phase was at 90% designed and involved the relocation of an SRP cabinet currently located in the middle of the alley noting that SRP had filed a prior rights notification with the Town, which the Town Attorney was reviewing. He indicated that $25K had been budgeted with SRP's estimate coming in at $26K. Mayor Kavanagh asked who used the alley and Mr. Mood noted the business in the location all have access and their garbage was picked -up in the alley. Councilmember Magazine indicated that he did not support this project at this time and wondered if the Town had any legal liability to complete this project within a specific time frame. Mr. Miller answered that the Town had the obligation to restrict air pollution quality. Councilmember Magazine asked Town Attorney McGuire if there was a consequence if this project was pushed out another year. Town Attorney McGuire answered that he preferred not to answer legal liability questions in a public forum and stated it was not expected that the Town finish the projects in the first year but Council needed to continue moving forward. Councilmember Magazine asked if the project could be completed in phases and Mr. Mood stated that once the alley project was started it needed to be completed and added phase five had already been moved out an additional year so phase four needed to be addressed. Discussion ensured regarding the land north of the SRP cabinet involving a wash and Town Attorney McGuire stated the Town could not construct in a wash due to the wash initiative, which defined washes with a broad defmition that had caused difficulties in the past and it was better to move or buried the cabinet; he noted that any construction in the washes would require an election to be held. Mayor Kavanagh asked if a local company could be involved and Mr. Mood answered that the Town was using a local Engineering company, but due to the cost of the project it must be bid out. Fountain Hills Boulevard Widening (56015) Mr. Mood explained that this project had been in the CIP for many years involving the widening from Shea Boulevard to four lanes with sidewalks to Segundo and noted the $100K was a placeholder for a design concept report for use in the future, if bond approval was needed. This project was associated with the State Trust Land and the need for additional lanes to accommodate the added traffic. Councilmember Yates pointed out this was a good time to do the design concept since the information would be needed in the near future. Councilmember Magazine asked what would be the most prioritize projects and Mr. Mood answered the shoulder paving project since the project had grant money that needed to be used or the Town would lose the funding within a year or two. Councilmembers continued to discuss other issues, the timing of construction, possible options concerning the Shea widening project, and what direction the Town should take to resolve traffic issues. It was noted that the development agreement would need to be revisited at some point. Shea Boulevard Widening (56058) This project involved Palisades Boulevard to Technology Drive widening from two lanes to three lanes requiring a design concept report included in the MAG PROP 400 and the continuation of the Shea Boulevard from the Beeline Highway to Technology Drive. Approval of this project was in early 2000's with $2.1M in MAG funding with a portion owed by the Town, which was unknown at this time. Mr. Mood noted this area would be difficult to build due to the slopes and needed to be addressed in the next four to five years so to utilize MAG funding. Mr. Mood added that completing the design concept report would provide Council with the needed information for possible bond approval. Councilmember Leger pointed out that he remembered a MAG report detailing traffic counts to 2025 and z:\council packets\2017\r170420\170314m.docx Page 4 of 8 beyond that was available to the Town and Mr. Miller added that he had also seen a MAG snap on projected traffic counts through the MAG Traffic Improvement Program. Wayfindinl: Si;_ns (56059) This would allow staff the ability to issue a Request for Proposal (RFP) for a comprehensive Town -wide sign package allowing visitors to locate public facilities, parks, lodging and businesses areas, which would also be coordinated with the Town's branding and tourism efforts. Mr. Mood summarized the proposed FY2017-18 Capital Improvement Projects and pointed out that if all projects were approved the Town would be $104,067 short in its funding, not including the carryover from the General Fund. Mayor Kavanagh requested Council decide those the priority of the projects. Councilmember Brown noted all projects were important and listed his priority list as follows: D6047 Drainage Project— on Shea E8505 Downtown Lighting Improvements on the Avenue of the Fountains F4005 Fire Station #2 Relocation F4030 Chiller Installation P3025 Adero Canyon Trailhead P3033 Video Surveillance Cameras S6059 Wayfinding Signs P3030 Plaza Fountainside Courtyard Area Improvements (bid out as two projects) S6015 Fountain Hills Boulevard Widening Design Councilmember Brown suggested the following projects be unfunded: Centennial Circle concrete replacement Town Hall Improvement Community Center Drainage project Access into Fountain Park Councilmember Brown discussed other ways to possibly pay for the Town Hall shell improvement project and other possible funding sources. Councilmember Tolis suggested keeping the $100K for the evaluation of Fountain Hills Boulevard until the Town had a developer for the State Trust Land and save those funds for the future and hold off on the access into the park to the amphitheater for future consideration and plans for this project. Councilmember Magazine stated he would not include the Downtown Lighting Improvements on the Avenue and the Plaza Fountainside Courtyard area improvements. Councilmember Leger stated he was in agreement with Councilmember Brown's lists and suggested that those items placed in the funded category to be brought back individually to Council for further discussion and approval and Mayor Kavanagh agreed. Councilmember Magazine expressed that he was concerned as to what the public's reaction would be to the proposed spending and Councilmember Leger added he welcomed the public's feedback. Councilmember Tolis discussed the procedure the Town would use before and after the design concept for the Fountain Hills Boulevard Widening and questioned funding the $100K. Mr. Miller noted Council's consensus on the items as presented by Councilmember Brown and Mayor Kavanagh reiterated that all projects would be brought back to Council for discussion except for Fire Station #2 and the Adero Canyon Trailhead. z:\council packets\2017\r170420\170314m.docx Page 5 of 8 Mr. Mood asked if the Fountain Hills Boulevard Shoulder Paving Project was included in the funded projects and Mr. Miller stated that the Town received grant money that would cover one-half of the cost of the design. Councilmember Brown stated he believe there would be additional funding available after the fact since estimates appeared to be high and then could fund additional projects. Mayor Kavanagh noted a Council consensus that this project would be added to the funded projects. Mayor Kavanagh asked for a vote by Council on the list of priority projects: Councilmember Brown MOVED to show the following projects as funded for the FY2017-18 CIP with the caveat projects will come back individually to the Council for prior approval D6047 Drainage Project — on Shea E8505 Downtown Lighting Improvements on the Avenue of the Fountains F4005 Fire Station #2 Relocation F4030 Chiller Installation P3025 Adero Canyon Trailhead P3033 Video Surveillance Cameras 56059 Wayfinding Signs P3030 Plaza Fountainside Courtyard Area Improvements (bid out as two projects) 56015 Fountain Hills Boulevard Widening Design 56053 Fountain Hills Boulevard Shoulder Paving Councilmember Yates SECONDED the motion, which CARRIED UNANIMOUSLY by those present (7-0). Mr. Mood listed the items that would be pushed out as follows: Alley Paving project Storm Drainage Community Garden Shea Boulevard Widening design concept report Concrete around Centennial Circle (continue grinding concrete) Town Hall shell space Fountain Hills Park access (Kimley-Horn stopped from addressing alternative plan) Drainage Improvements in Fountain Park corner (violated reclaimed water use permit and would be addressed by staff) Mayor Kavanagh requested staff look at alternative and simpler options to correct the Fountain Park corner affluent water run-off instead of removing the turf and Mr. Mood agreed. Mr. Mood continued the presentation and outlined other unfunded future CIP projects. Fire Station #3 (F4013) — FY2021-22 This project was near Sunridge Drive and Desert Canyon Drive with an unfunded amount of $2.7M with $48K to be collected in Development Fees and would increase overtime with fire fees currently collected to fund this station. Mr. Mood added that the Pocket Park (P3023) would be built at the same time. Fire Station #3 Equipment (F4014) - FY2021-22 Included would be a fire truck and other emergency equipment currently unfunded at $1.1M. Pocket Park West (P3023) — FY2021-22 A Project planned per the General Plan at the cost of $903K unfunded that would include a play structure with ramada, picnic area and parking. Mr. Mood reintroduced Mark Mayer to describe future park projects. z:\council packets\2017\r170420\170314m.docx Page 6 of 8 Four Peaks Park Phases II and III (P3028) — FY2018-20 This project was based on the new Master Plan and compatible with the neighborhood. Mr. Mayer added that staff was looking at lowering costs on the project and still service the park at a cost currently of $5.3M with a portion covered with a possible grant and was unfunded at this time. Fountain Lake Water Quality Phase II (P3031) — FY2018-19 Cost of this phase was $2.6M and currently unfunded. Mr. Mayer stated this project would include storage tanks for water highly treated and coming directly from the treatment plant to replace current irrigation use of affluent water. There would also be updates to controls to replace the original controllers and a frequency drive to give staff the ability to adjust the height of the fountain when necessary. Mayor Kavanagh asked staff to research and report back on the cost of the variable speed pumps for future reference. Mr. Mayer introduced the Supervisor of Parks Kevin Snipes who discussed park field lighting. Sports Field Lighting (P3032) - FY2019-20 Mr. Snipes explained it was recommended the use of LED lighting to provide localized lighting at Golden Eagle Park at a maintenance cost savings based on 20 new light poles at $800K over 25 years with warranty and Four Peaks Park at a savings using 17 old light poles of $549K over a 25 year period with a 10 year warranty. Discussion ensued regarding the current cell towers located at Desert Vista and one at Four Peaks Park and the possibility of additional cell towers creating more revenues collected by the Town. Councilmember Tolis asked if the park lighting would be in compliance with the Town's Dark Sky Ordinance and Mr. Miller responded no, that parks and sports facilities were exempt. Mr. Miller also stated that the specs on the LED lights stated there was no glare and added that staff was looking into possible grants to help fund this project. Mr. Mood continued to discuss Public Works Department projects. Alley Paving Phase IV (56003) — FY2018-19 Mr. Mood stated that the Glenbrook alley and Rand Drive alley paving projects were estimated at $308K and would be funded through the CIP for PM 10 Mitigation. Monument Signs (S6060) — FY2018-19 The $100K was a placeholder for this project to install western and eastern Town limit monument signs. Councilmember Leger asked what the cost would be to electrify the western monument sign and Mr. Mood estimated the cost at $10K to $15M since there was no electricity in the area. Councilmember Leger stressed the lighting of the sign was very important since it was the gateway into Town. Mr. Mood explained that a solar option was being tested at this time, but found it did not last the full evening hours. Mr. Mood noted that the McDowell Mountain sign was not included due to the State Trust Land road that may be reconfigured. Councilmember Tolis questioned if the Eagle Mountain Golf Course had an electrical source and could assist with the line to the monument sign and Mr. Mood stated he would investigate that possibility. Palisades Boulevard and Eagle Ridge Drive Traffic Signal (T5005) — FY2019-20 Projected cost of $450K and was currently unfunded. Councilmember Magazine inquired on the options for the intersection at La Montana and Avenue of the Fountains and a fix other than a circle. Mr. Mood answered the Town had a contract with CK Engineering to do an intersection analysis and all options were being considered; CK Engineering is to report to staff in the very near future. Mr. Mood reviewed the Five year CIP Expenditures totaling $23.9M and stated that within four years it was unfunded. Mr. Miller added that in the current fiscal year Council approved three studies that included the intersection at La Montana and Avenue of the Fountains, Shea Boulevard and Fountain Hills Boulevard intersection and the intersection z:\council packets\2017\r170420\170314m.docx Page 7 of 8 at Palisades Boulevard and Shea Boulevard; Mr. Mood added that the funding for these studies were located in the Development Services budget. Mr. Mood asked Council to give further direction on projects they wished to push forward with or delay. He indicated that the consensus was that all would be placed in the following fiscal year and phase IV and V of the alley paving both would be moved forward one-year. Mr. Miller reiterated that all projects indicated in the CIP funded list with the exception of the Adero Canyon Trailhead and Fire Station #2 would come back to Council before staff initiated the project. Mayor Kavanagh asked if there were any speaker cards and Town Clerk Bender answered none were received. Mayor Kavanagh asked for a motion to adjourn. AGENDA ITEM #2 - ADJOURNMENT Councilmember Yates made a MOTION to adjourn the meeting at 7:42 p.m. and Councilmember Magazine SECONDED the motion, which CARRIED UNANIMOUSLY by those present (7-0). TOWN OF FOUNTAIN HILLS LM ATTEST AND PREPARED BY: Bevelyn Bender, Town Clerk CERTIFICATION Linda M. Kavanagh, Mayor I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Special Session held by the Town Council of Fountain Hills in the Town Hall Council Chambers on the 14th day of March, 2017. 1 further certify that the meeting was duly called and that a quorum was present. DATED this 20th day of April, 2017. Bevelyn Bender, Town Clerk z:\council packets\2017\r170420\170314m.docx Page 8 of 8