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HomeMy WebLinkAbout1991.0709.TCWSM.Minutes 4100 TOWN OF FOUNTAIN HILLS MINUTES OF THE SPECIAL AND WORK/STUDY SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL JULY 9, 1991 A public work study and special session of the Fountain Hills Town Council was convened and called to order by Mayor John Cutillo at 6:30 p.m. , Tuesday, July 9, 1991, at the Fountain Hills Unified School District Administration Building located at 14605 N. Del Cambre Ave. , Fountain Hills, Arizona. ROLL CALL - Following the pledge to the flag, roll call was taken. Present for roll call were the following members of the Fountain Hills Town Council: Mayor John Cutillo and Councilmembers Mike Minarsich, Charlie Fox, Wally Hudson, Bill O'Brien and Peg Tibbetts. Absent was vice Mayor Clark. Also present were Town Manager Paul Nordin, Town Planner Gary Jeppson and Town Clerk Cassie Hansen. AGENDA ITEM #2 - ACCEPTANCE OF THE MAY 14, 1991 MEETING MINUTES Councilman Minarsich made a MOTION to approve the minutes. Councilwoman Tibbetts SECONDED the motion and it CARRIED unanimously. AGENDA ITEM #3 - REPORT BY COUNCILMAN HUDSON ON THE MEETING WITH SCOTTSDALE'S CITY MANAGER AND CHIEF OF POLICE REGARDING POLICE PROTECTION 4111., Councilman Hudson reported that on June 20, 1991, he and Mr. Nordin met with Scottsdale's City Manager Mr. Bowers and Police Chief Mr. Heidingsfield. He said that it became evident early in the meeting that Scottsdale was in no position to provide us with police protection. Councilman Hudson said that with all of Scottsdale's recent annexation of land and increase of population, they had more than enough to take care of. Councilman Hudson did say, however, that Scottsdale was most willing to discuss the various options and fields of cooperation that would be available to us if and when the Town of Fountain Hills had their own police department. Councilman Hudson added that Scottsdale had an extensive reserve officer and police officer continuing training program and in specialized fields. Chief Heidingsfield said that their officers could act in Fountain Hills' behalf in certain types of situations. Councilman Hudson said that Chief Heidingsfield told about a small town in Texas, similar in size to Fountain Hills, that had its own police department that was composed of volunteers and a skeleton crew of paid officers. Councilman Hudson said that he had planned a trip in November to a town in Texas that was approximately ten miles from the above referenced town and he would plan to spend a day there. Mr. Nordin stated that he had spoken to the Police Chief in the Texas town and that there was only one correction to be made to the information and that was that the population was 2,000 not 10,000 and therefore, the situation that he had cited probably would not work in Fountain Hills. Minutes of the Work/Study Session of the Town Council 7/09/91 Page 1 of 9 AGENDA ITEM #4 - DISCUSS AND POSSIBLY ACT UPON SELECTING THE MAYOR ON AN ANNUAL BASISNI) Councilman Hudson stated that he had felt that a change in the office was appropriate, however, after having spoken to each Councilmember, with the exception of Councilman Minarsich, he said it was apparent that there was no interest in the proposal at that time. Councilman Hudson said that he had no motion at that time. Mayor Cutillo said that he would support direct election by the public, rather than the Council. Mr. Nordin stated that he could be given a directive to prepare an Ordinance, which was the first step, and that this should be done some time in November. AGENDA ITEM #5 - DISCUSS AND POSSIBLY ACT UPON RESOLUTION 1991-33. RATIFYING THE EXECUTION OF CERTAIN DOCUMENTS BY AND BETWEEN THE TOWN AND VALLEY BANK LEASING. INC. FOR THE LEASE/PURCHASE OF A BK/250D CRACK SEALER AND A FORD F-800 DUMP TRUCK Councilman Fox made a MOTION and Councilwoman Tibbetts SECONDED the motion to approve as presented. Motion CARRIED unanimously. AGENDA ITEM #6 - DISCUSS AND POSSIBLY ACT UPON ADOPTING THE PORTIONS OF THE 1991- 92 TENTATIVE BUDGET PREVIOUSLY DISCUSSED AT THE JULY 2ND WORK STUDY SESSION Mr. Nordin stated that at the previous meeting, members of the public were inadvertently kept waiting until their budget item came up and, having noticed their presence at this meeting, requested that they jump forward to the Community Noi) Center. budget. Mr. Nordin stated that there were no changes' discussed at the work session. Mayor Cutillo made a MOTION to accept the Community Center budget. SECONDED by Councilwoman Tibbetts and CARRIED unanimously. Mr. Nordin moved on to the grant fund portion of the budget and said that Councilman Fox had suggested adding $25,000 to the Criminal Justice Enhancement Fund. He handed out a revised sheet that showed that change. Mr. Nordin said that staff recommended approval as revised and Councilman Minarsich made a MOTION to accept. SECONDED by Councilman Fox and CARRIED unanimously. Mr. Nordin stated that the next budget item he wanted to discuss was the street paving bond fund. Mr. Nordin said that there were two portions to this item, one was the general obligation and the other one was the H.U.R.F. portion and he distributed a revised summary sheet. Mr. Nordin said that during the fiscal year, there would be items that would be charged to the account and he gave the example of some of Mr. Randy Harrel's salary. Mr. Nordin said that staff recommended approval of this portion of the budget and Councilman Fox made a MOTION to approve both the general obligation bond budget and the highway user revenue fund budget. SECONDED by Councilman Minarsich and CARRIED unanimously. Mr. Nordin said that the next budget item he wanted to review was the Los Altos Improvement District lump sum entry and he explained that the Town did need to make a provision in the budget in the event that the project did proceed. Mr. Minutes of the Work/Study Session of the Town Council 7/09/91 Page 2 of 9 4111, Nordin said that the staff recommended approval . Mayor Cutillo made a MOTION to approve the proposed budget. SECONDED by Councilman Fox. Mayor Cutillo stated that this motion was simply to place this in the budget, should the final approval be made for the improvement district. The motion CARRIED unanimously. Mr. Nordin called the Councils attention to the next budget item which was the five year plan entry in the amount of $750,000. He explained that this was placed in the budget with the anticipation of approval of some particular priorities in the five year plan and he said that staff recommended approval of this item. Councilwoman Tibbetts made a MOTION to approve the $750,000 five year plan, Councilman Fox SECONDED the motion. Mayor Cutillo asked when the appropriate time would be to form a committee to explore the development of the Civic Center property. Mr. Nordin stated that that had already been considered and he requested that the Council submit names of persons in the Community that would be of value on such a committee. Motion CARRIED unanimously. Mr. Nordin reviewed the four options for the pay increase for staff and gave the Councilmembers a copy of the paperwork saying that he wanted to first discuss the C.O.L.A./merit increase. Mr. Nordin explained that the first option was unchanged froth his original recommendation of a three percent Cost of Living Adjustment and the $25,000 merit with the individual dollar amounts being figured according to the appropriate percentages. Mr. Nordin said that the second option had no C.O.L.A. , a $25,000 merit increase and that that amount figured to 3.4%. Mr. Nordin explained that option three was a compromise in that it maintained the same amount as option one, however, it split the C.O.L.A. and merit differently with a two percent C.O.L.A. and 4.3% merit. Mr. Nordin said that option four budgeted approximately $10,000 more for merit and no provision for C.O.L.A. Councilman Fox stated that he felt that there was an option five that was discussed which was a two percent C.O.L.A. , a two and three quarter percent merit with the C.O.L.A. based on $18,000 and the merit based on $25,000. Councilman Minarsich stated that his suggestion was to combine options two and three using the two percent C.O.L.A. which was $14,700, the merit pay option of 3.4% which was $25,000, totaling 5.4%. Councilman Minarsich made a MOTION as he just stated and Councilman O'Brien SECONDED it. Councilman Hudson said that he had some hesitation about a C.O.L.A. because the Town had so many new employees and he therefore did not believe it would he appropriate. He stated that he preferred option number four. Councilman Fox stated that he believed a new employee would have been screened successfully and should not be penalized for a short length of employment. He said he thought it would he a good incentive and he was inclined to agree with Councilman Minarsich's motion. Councilwoman Tibbetts stated that she was inclined to agree with the motion as well and that a low percentage C.O.L.A. such as this gave a message to the staff that they were a part of the Council 's team and, even if a new employee, brought with them years of experience. She felt that they should be encouraged. Mayor Cutillo stated that he did not support the motion because he did not believe in the C.O.L.A. method. Mayor Cutillo said that he would prefer to go along with option two. Councilman Minarsich AMENDED his MOTION to state that the two percent C.O.L.A. would equal $14,700 and the 3.4% merit would equal $25,000. Councilman O'Brien SECONDED the amendment. The AMENDED MOTION CARRIED, four aye votes to two nay votes, Mayor Cutillo and Councilman Hudson casting the nay votes. Mayor Cutillo Minutes of the Work/Study Session of the Town Council 7/09/91 Page 3 of 9 called for a vote on the ORIGINAL MOTION and it CARRIED, four aye votes to two nay votes, Mayor Cutillo and Councilman Hudson casting the nay votes. Mr. Nordin requested that the Council turn to the parks and recreation section of the budget which had been revised by the addition of $50,000, adding that staff recommended approval. Councilman O'Brien made a MOTION to approve the parks and recreation budget as revised. SECONDED by Councilman Minarsich and CARRIED unanimously. Mr. Nordin stated that the next item of the budget he would like to discuss was the Magistrate's budget and that there was one item that had not been brought up at the previous meeting, the re-evaluation of the position of the Court Clerk. Staff had asked that the position be upgraded to Chief Court Clerk and that the hourly wage scale be changed to a salaried position, ranging from $24,000 to $28,000. Mr. Nordin stated that it was also his recommendation that the Council appoint the Magistrate to a new two year term if this budget was approved. Councilman Minarsich made a MOTION to accept the budget for the Magistrate Court. SECONDED by Councilwoman Tibbetts and CARRIED unanimously. Mr. Nordin requested that the Council turn to the building safety portion of the budget. Mr. Nordin said that the only new position in that department would be the addition of an inspector. Councilman Hudson cautioned the staff that when new items were purchased such as furnituure, vehicles and computers, the staff needed to notify the insurance company. Councilman Minarsich made a MOTION to approve the building safety budget. SECONDED by Councilman Fox and CARRIED unanimously. Mr. . Nordin said that the next department he would like the Council to address was the community development budget. Councilman Fox asked about the cad cam computer for the engineering department and Mr. Nordin stated that the major portion of the purchase price could be taken out of the bond money. Councilman O'Brien questioned the high figure for the conferences and education stating it was approximately twice the amount of the other departments ' allotment. Councilman Minarsich pointed out that it was explained in the budget that the high figure was to cover the national convention in Washington, D.C. for one staff member and one commissioner, the conference in Phoenix and the clerical staff in continuing education. Councilman O'Brien stated that he felt that this would set a precedent . Councilman Minarsich made a MOTION to adopt the community development budget. SECONDED by Councilwoman Tibbetts and CARRIED unanimously. Mr. Nordin moved on to the engineering department budget and pointed out that the balance of the budget would come out of the street paving bond fund. Councilman Fox made a MOTION to adopt the engineering department budget. SECONDED by Councilman Minarsich and CARRIED unanimously. Councilman Fox stated that he believed several of the new staff positions had been approved by virtue of the budget amounts ' approval that included the new position wages. Councilman Fox stated that he had a problem with the drafting technician's wages possibly being too low. Mr. Nordin explained that he and Mr. Jeppson and Mr. Harrel did an analysis of that situation and they found that the Minutes of the Work/Study Session of the Town Council 7/09/91 Page 4 of 9 461, league handbook was used and the average from other cities and towns was used. Mr. Nordin and staff re-evaluated the situation and in having done this, the lowest wage was $7.64 and the highest was $16.97. Mr. Nordin said that an equivalent position wage in the private sector would range between $11.00 and $15.00. Mr. Nordin stated that staff recommended a median wage scale of $10.00 to $15.00 per hour and that staff had assured him that this was a good pay range for the position they had requested. Councilman Fox reiterated that the engineer would be spending a lot of time with training someone. Councilman Minarsich made a MOTION to approve the data entry clerical support position on page 20 of the budget and then WITHDREW THE MOTION. Councilman Fox made a MOTION to approve the position for data entry on page 20, the community development clerk on page 21 , the technician on page 22 and the assistant inspector on page 24 be approved by the Council as a consent agenda item and Councilwoman Tibbetts SECONDED it . Councilman O'Brien requested that the technician position on page 22 be removed and. Council agreed. Motion CARRIED unanimously. !Yr. Nordin returned the Council 's attention to page 22 of the budget and Councilman O'Brien asked that if an entry level technician was hired and needed a lot of the engineer's time for training, how would administration handle that. Mr. Harrel stated that no matter what the pay range was they weren't likely to find someone who was an expert in all the areas. He did say that there would be a good pool of people to choose from. Mayor Cutillo stated that he felt that staff knew how to screen applicants. Councilman Minarsich made a MOTION to approve the position of planning engineering technical position with the salary range of $10.00 to $15.00 per hour. SECONDED by Councilman Hudson and CARRIED unanimously. 4111100 Mr. Nordin suggested that they return to discussion of the other two positions. Councilman Minarsich made a MOTION to accept the technical support position and Councilwoman Tibbetts SECONDED it. Councilman Fox said that he was opposed to this because he felt that out of the fourteen points, seven of them seemed to he redundant. Councilman Fox stated that he felt that the training was already covered in the budget because there was a computer training program and once that was done, that requirement would be met and it would be, basically, a one time situation. Councilman Fox stated that with regard to repair and maintenance, those contracts were not in the range of $12,000 to $16,000 and it was a part time position and felt that it was not the time for this position to be filled. Councilman Fox asked staff how much money had been spent on the repair and maintenance of computers and Mr. Putterman stated that the total repair service for computers was less that $200. Councilman Minarsich stated that all the equipment was new and under warranty and that soon that would not he the case. Mr. Putterman stated that much of the Town's software was purchased without a great deal of thought to network because the needs were different then and one of the things that now was being considered was upgrading to network capabilities. Councilman Minarsich stated that it was his understanding that the Town's network was going to grow to twenty-one stations in a short period of time and he agreed with the need for this position. He said it would increase efficiency and productivity and pay for itself. Councilman O'Brien stated that he wondered if staff was choosing the best method of fulfilling the need in this area of the office needs. Councilman Hudson stated that he felt that this Minutes of the Work/Study Session of the Town Council 7/09/91 Page 5 of 9 position could wait perhaps another year and Mayor Cutillo said that he had been in the Town offices often enough to see what a benefit it was in having a support person there. Ms. Hansen stared that this position was much more than just repair and maintenance and that there was a great need for someone who would answer questions, refine and format programs, data bases, etc. Councilman Fox made a request to AMEND THE MOTION to limit the position to twenty hours if approved and that the salary range he set by the Town Manager upon interviews and appointment by the Town Manager and that no benefits be included. NO SECOND to the motion and the AMENDED MOTION DIED. Mayor Cutillo called for a vote to the original motion and the MOTION CARRIED by a vote of four ayes to two nays, Councilman Fox and Councilman O'Brien casting the nay votes. Mr. Nordin stated that the last position was the parks and recreation-engineering clerical support position and Councilman Minarsich made a MOTION to adopt the parks and recreation-engineering clerical support position. SECONDED by Councilwoman Tibbetts and CARRIED unanimously. Mr. Nordin stated that he would answer any questions the Council had on the employee insurance. He also said that the staff training budget was to he included in the administration 's budget. Mr. Nordin turned the floor over to Ms. Hansen concerning the expansion and remodelling of the Town offices. Councilman O'Brien asked if some of the expansion items, according to Town Code, needed to he bid and Mr. Nordin said that that was true and they would be handled appropriately. Mayor Cutillo made a MOTTON to accept the recommended expansion and associated costs as presented. SECONDED by Councilman Minarsich and CARRIED unanimously. AGENDA ITEM #7 - CALL TO THE PUBLIC Mayor Cutillo called on Mary Rairigh who said that on behalf of the Fountain Hills Civic Association and the Property Committee for the Community Center Building, she wanted to thank the Council . AGENDA TTEM #8 - ADJOURNMENT Mayor Cnrillo called for a motion to adjourn to the work study session and Councilman Minarsich made the MOTION. SECONDED by Mayor. Cutillo and CARRIED unanimously. The Special Session of the Council adjourned at approximately 8:30 p.m. with Mayor Cutillo calling for a ten minute recess before the start of the Work/Study session. The Council reconviened at approximately 8:40 p.m. for the Work/Study session. AGENDA ITEM #9 - DISCUSS RETAINING CRONSTROM & TRBOVTCH TO PROVIDE AUDITING SERVICES FOR THE 1990-91 FISCAL YEAR AUDIT Mr. Nordin stated that staff recommended retaining Cromstron & Trhovich, Minutes of the Work/Study Session of the Town Council 7,/09/91 Page 6 of 9 Lte explaining that the audit was a very important and integral part of the operations of a municipality and that the staff and the auditors tended to develop a good working relationship. Mr. Nordin stated that he felt that Mr. Trhovir_h bid the contract low last year in order to gain confidence from staff and he had made a number of helpful suggestions. Mr. Nordin stated that he felt that the $4,500 to $5, 500 amount was an appropriate amount. Councilman Hudson asked what services had been done and Ms. Ghetti replied that Mr. Trhovich had helped set up the bookkeeping for the street paving project and the bonds and that he would call to see how things were going. He had also checked the books so that there would not have to be major changes at the end of the year for the audit. AGENDA ITEM #10 - DISCUSS THE LIQUOR LICENSE APPLICATION FOR THE RIPE TOMATO CAFE Ms. Hansen stated that there had been no arguments for or against the application and the notice had been taken down that day. Ms. Hansen said that the Clerk's office had received their business license application that day. AGENDA ITEM #11 - CONTINUE TO DISCUSS THE UNAPPROVED PORTIONS OF THE 1991-92 TENTATIVE BUDGET Mr. Nordin turned to the Mayor and Town Council 's budget and stated that his recommendation included $8,000 for the election expense that was anticipated and some items for travel , contin.ling education and the League Conference. Mr. Nordin stated that the line item number. 6536, travel-economic development, an additional amount of $6,000 which was intended to cover the cost for the Mayor or other Councilmembers to attend functions sponsored by the Greater Phoenix Economics Council . Mayor. Cutillo asked about the $3,000 for advertising and tokens and if the Town was going to have anything for the conference and Mr. Nordin stated that they would have things available by then. Mr. Nordin addressed the administration portion of the budget and said that the Council had already acted on the positions that he was referring to. Mr. Nordin discussed the individual line items and said that the contribution to the Chamber/Economic Development of $15,000 was arbitrary. He said that he felt that the Chamber of Commerce would come to the Town some time during the year for funding for a project and if it was approved, the expenditure would be charged to this particular line item. Mr. Nordin said that there had also been discussion about a part time position for the group and this line item would also fund that . Mayor Cutillo said that the discussion had been that the Chamber, the Developer and the Town would each contribute toward the salary discussed above. Councilman O'Brien requested that the line item have the word Chamber removed from it so that not just the Chamber would be able to apply for the funds. Mr. Nordin pointed out that with our budget set-up, the only organizations that probably could apply for these funds would be the Chamber and the Economic Development committee. Councilman O'Brien stated that there was enough pre- existing definition of criteria to go by to be able to say one particular organization would qualify and another one would nor . (01110, Minutes of the Work/Study Session of the Town Council 7/09/91 Page 7 of 9 "r. Nordin 'aid that the midget amount for Rabies and Animal Control had increased and Mayor Cutillo asked if the Town was getting satisfactory service from them. Ms. Hansen responded that they were providing services and responded to calls and they had told her that they would become more effective the next year. Mr. Nowlin said than the next major heading was repairs and maintenance of office equipment. Staff went down the line items and answered questions regarding supplies and services, dues and publications. Mr. Nordin said that the league dues were included in this line item and that they were substantial . Tr was decided ro null the league dues, approximately $2,400, out as a separate line item. Mr. Nordin also reviewed liability insurance and capital outlay. Mr. Nordin turned to the Town Marshal portion of the budget and said that the major items on this topic were the acquisition of a new patrol car and possibly me joint Ilse of the Thompson Peak antenna inter in the year. Councilman O'Brien crated that he would like justification for the additional vehicle and wanted figures nn man hours. Councilman Fox requested the addition of at least $600 more for the purchase of two more Department of Public Safety vehicles. Mr. \ordin crated- that in his past experience there was a morale problem and a concern with safety and liability with response times with the continued use of used vehicles. Mayor Cutiiin stated that he would like to see the purchase of two additional vehicles even if they were used for parts and he felt the Town would aet its money's worth. Mr. Nordin turned to the street department portion of the budget and explained that one of the department 's goals was to get the existing street crew on the streets more and that there was a three—parr plan to do that . Mr. Nordin went on to explain that was , first , to provide better equipment, second, to approve an additional person tor the position of mechanic/.street sweeper and third, to contract in the amount of $10,000 median maintenance. Mr. Harvey stated that the last year his department did. different types of work either due to lack of proper equipment or just answering resident requests. Councilman Fox requested the • addition of one truck for the department and stated that a lot of the staff's time had been spent in the shop repairing hid equipment instead of out repairing the roads. Councilman Fox also requested that an additional $4,000 he added for the purchase of tools and Yr. Nordin had no problem with either item. Mayor Cuti l to asked nhnut the median maintenance and would like to see the use of reflectors at the intersections. Mr. Harvey stated that they were the center merll:ans on Saguaro, Shea and the unlandscaped medians on Fountain Hills Boulevard . Councilman O'Brien asked if there was a capital replacement plan and Mr. Nordin said that there was one that Mr. Harvey had prepared. Councilman Hudson questioned the radios being placed in the receptionist 's area and Mr. '<aroin crated that it was still being considered. AGENDA TTF.M #12 — ADJOURNMENT • The Town Council adjourned the Work/Study cession at approximately 10:00 p.m. Minutes of the Work/Study Session of the Town Council 7/09/91 Page 8 of 9 TOWN OF hill-WAIN HILLS R y: 9/ivi""�/�r� Ac44 i2 ✓ 14 )j l John M. Cutiiio, Mayor 7"/ ATTEST: . 4M-4:Lk-A) Cassie R. Hansen, Town Clerk FR F a;,R H v RV: Lari T . Rratcher, Secretary CERTIFICATION hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Frnrk/Study Session held by the Town Council of Fountain Hills on the 9th day of July 1991 . I further certify that the meeting was duly called and rhat a quorum was present. i)ATFI) this ...._ day of September 1991.. 46 . Cassie R. Hansen, Town Clerk `'mutes of the Work Study Session of the Town Council 7/09/91 Page 9 of 9