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HomeMy WebLinkAbout1991.0716.TCWSM.Minutes TOWN OF FOUNTAIN HILLS MINUTES OF THE WORK/STUDY SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL JULY 16, 1991 A public work study session of the Fountain Hills Town Council was convened and called to order by Mayor John Cutillo at 6:30 p.m. , Tuesday, July 16, 1991, in the Conference Room of the Town Hall Offices located at 16836 E. Palisades Blvd. , Building C, Fountain Hills, Arizona. Present for roll call were the following members of the Fountain Hills Town Council: Mayor John Cutillo, Vice Mayor Frank Clark and Councilmembers Peg Tibbetts, Mike Minarsich, Charlie Fox, Wally Hudson and Bill O'Brien. Also present were Town Manager Paul Nordin, Town Attornies Bill Farrell and Nick Dottermann, Town Planner Gary Jeppson and Town Clerk Cassie Hansen. AGENDA ITEM #2 — TOWN MANAGER'S REPORT #2.A.1. Mr. Nordin reported on the street paving project stating that Mr. Harrel had an aggressive plan which moved the completion date up to September of 1992. Mr. Nordin said that the plan required all of the paving to be bid at one time rather than going out on an area by area format. In order to accomplish this, there would need to be a great deal of additional planning requiring additional time. Mr. Nordin said that it would be possible to begin paving at an earlier date, however, it would not be an "all in one" project. Mr. Nordin said that by bidding the project all at once, the Town would save money and Mr. Harrel would be presenting an estimate on the savings. Mr. Nordin said that Mr. Harrel had worked up a program on how they would be able to keep the public and the Council informed on where the Town stood with the project and that he would present it to the Council. Mr. Nordin said that he wanted to emphasize to the Council that they could give staff a directive to return to the neighborhood by neighborhood program if they preferred. Mr. Nordin stated that if it was spread out over a two year period, he felt that the Town would be open to more problems by not doing a particular neighborhood first. Councilwoman Tibbetts asked if there had been any study on the financial impact of one method over the other and Mr. Nordin said that some preliminary studies had been done. Mr. Harrel said that the prices on asphalt, curbs and gutters were continually dropping as the quantities increased and the cost of engineering and plans would get smaller as the number of projects got smaller. Councilwoman Tibbetts said that she felt that it was important to justify that to the citizens because they knew that the money was there and they had waited a long time for this paving to be done. Councilwoman Tibbetts said she felt it was also important for the public to know that the asphalt price would go down. Vice Mayor Clark said that he was satisfied with the program that was presented. Vice Mayor Clark stated that the fact that the sanitary district, the water company and the cable company would all be finished with their work was justification enough to wait on the paving. He also said that it made sense to pave during the five months that school was out and the snow birds were gone. Mayor Cutillo asked who would purchase the Minutes of. the Work/Study Session of the Town Council 07/16/91 Page 1 of 4 asphalt and Mr. Harrel replied that usually the low bidding contractor would purchase the materials. Mayor Cutillo asked if the dirt roads were already engineered and Councilman Fox said that most of them would not be accurate and would need to be re-done. Vice Mayor Clark said that the Town's code was different than it was when they were engineered before. Councilwoman Tibbetts suggested that some design work could be done in-house. Mr. Nordin asked Mr. Harrel to inform the Council of the work that he anticipated performing in terms of design. Mr. Harrel said that the existing plans were very sketchy and did not exist on most of the roads that would be talked about. He said they would make a thorough search of the existing records which would be used to the maximum extent possible. Mr. Nordin said that the Council would need to discuss the policy issues which would have to be decided before the paving would start. Mr. Harrel said that the street crew would crack seal the existing paved streets as well as perform sign removal, installation and street striping. Mr. Harrel said that the third contract that would be required was a seal coating contract. Mr. Farrell said that if, generally speaking, a municipality changed the grade on an established street which resulted in damage to the adjoining properties, damages would be paid on a cost incurred basis. Councilwoman Tibbetts stated that people in Fountain Hills would have to learn that ten feet behind the curb did not belong to them. Vice Mayor Clark asked Mr. Harrel to give an example of why there might he- a need to take more than the ten foot easement. Mr. Harrel said that on a typical street with a fifty foot right of way, there would be a nine foot area behind the curb and some level area at the back of the curb would be necessary. With a reasonable slope onto the property, there could be the need for a temporary construction easement to correct the slope. An increased easement might be needed at a large wash area or for site distance on a curve or crest of a hill but all would be reviewed on a case by case basis. Mr. Nordin addressed the line of site problems and asked Mr. Harrel if he knew of any NI:0) existing easement problems, other than Fountain Hills Boulevard. Mr. Harrel said that it was too early to tell. Vice Mayor Clark said that although most of the roads to be paved were graded to an earlier specification, he did not think the specification had changed a great deal. Councilman O'Brien asked if there was any documentation that said what percentage of a street budget should be used for the replacement cost. Mr. Nordin stated that if it was in the right of way he felt it could be spent. Councilwoman Tibbetts said that it would be difficult to change the elevation of the roadway on roads that already had homes. Mr. Harrel stated that most cases like that had no line of site problems and that would not be necessary. Mr. Harrel said that there were some areas that had severe problems and they would be re-engineered. Councilwoman Tibbetts asked what percentage of the project would require the re-engineering and what would the cost be. Mayor Cutillo stated that that was what would need to be discovered. Councilman Hudson suggested that the Council wait on many of the questions until the preliminary design was presented. Mr. Harrel said that he would prepare a report for the Council that would call out which streets had the engineering already done on them, which of those were adequate or why re- engineering would be needed. Councilman Fox said that down the line the Town would need a complete set of as built drawings. #2.B.1. Mr. Nordin said that the next topic was the engineering work that had been discussed. Mr. Nordin said that in order to begin the project, the staff Minutes of the Work/Study Session of the Town Council 07/16/91 Page 2 of 4 would like to be given authorization to contract with Anderson Nelson for the survey and the aerial mapping work and with Thomas Hardig for the geotechnical design work. Mr. Nordin referred to the material in the Council 's packet and said that staff recommended that the first three items be authorized. Mr. Nordin said that the dollar equivalent to those items was $112,000, however, because of some change of scope items that Mr. Harrel was going to put in, there would be some additional costs involved. Mr. Nordin said that staff would also recommend approval of the Thomas Hardig geotechnical proposal and that would be in the amount of $7,500. Mr. Nordin said that the Town 's Legal Counsel had reviewed Mr. Harrel 's proposed contract and had suggested some additional insurance. Mr. Farrell explained that the two contracts that would be ready at the next regular Council meeting would be prepared in the form of a motion, to include the dollar. amounts. Mr. Farrell said that the only item that would not be ready was the actual insurance charges. Mr. Farrell stated that this project was called "tiered". He had requested that the contractors get bids that included two subsequent years after the project was completed because, if there were any claims, they would occur after the paving was done. Mr. Nordin said that Mr. Harrel had indicated that Mr. Farrell 's suggestion was a little more than what was normally expected in the private sector. Councilman Hudson said that most errors and omissions insurance for contractors was written on a claims made basis. Mr. Farrell stated that no engineering firm would bid with the same warranties and representations if they were given part of the material that had been done by another firm. They would insist that the contract have an exclusion for liability resulting from their reliance on the work that they did. Mr. Nordin said that the timing of the project was critical for the Town and he asked that the Council inform him of any questions they might have. Councilwoman Tibbetts said that she hoped the Town would receive credit on the aerial photos 4111, that were duplicates of what was already in the files. Mr. Harrell said that that had been considered, particularly in the undeveloped areas that had not been changed. #2.B.2. Mr. Nordin said that the next topic was accepting the grant agreement for the Community Development Block Grant from Maricopa County for. $60,000 to prepare the general plan. Councilman O'Brien asked if legal counsel had any problems with any of the terms of the agreement and Mr. Farrell stated that he had not had time to review the paperwork. #2.B.3. Mr. Nordin addressed the next topic of discussion, establishing an annual road availability fee for the unimproved lots in Fountain Hills. Councilman Hudson stated that it had been his understanding that this would not be on the agenda and it was determined that item 4k2.B.3. would he removed. #2.C.l. Mr. Nordin turned the floor over to Ms. Goodman who referred to the memo in the Council 's packet with three recommendations for consideration to the vacancy appointment to the Parks and Recreation Commission. Vice Mayor Clark asked if there was a balance between those that were qualified in the area of recreation as opposed to parks. Mayor. Cutillo said that Ms. Goodman should get a blend of people from the community. Mayor Cutillo suggested that the Council turn in their choice, in order of preference, prior to Thursday's Council meeting. Minutes of the Work/Study Session of the Town Council 07/16/91. Page 3 of 4 AGENDA ITEM #3 — RESOLUTION 1991-32. ESTABLISHING A PAY PLAN FOR EMPLOYEES IN THE MUNICIPAL SERVICE OF THE TOWN OF FOUNTAIN HILLS Mr. Nordin said that the resolution would put into effect the decisions and choices that the Council made last week concerning the employees. Mr. Nordin explained that it included the two percent cost of living adjustment that was approved and the new positions that were added. Councilman Fox asked how the ranges for pay were put together and Mr. Nordin said that the new positions were approved and discussed by the Council last week. As for the balance of the positions, there was an approved resolution by the Council from last year and two percent had been added to the top and bottom of those pay scales. Councilman Fox said that he had a question regarding the distance between the minimum and maximum pay amounts on the pay scales. Mr. Nordin said that the pay scales were originally set by using the minimums and maximums from the League survey. AGENDA ITEM 44 — ADJOURNMENT The Town Council adjourned the Work/Study session at approximately 8:03 p.m. TOWN OF FOUNTAIN HILLS . / By: John M. Cutillo, Mayor. ATTEST: 0421/1:tA_ 45 . ja."../ah.") Cassie B. Hansen, Town Clerk PREPARED BY: Lari L. Br. .cher, Secretary CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Work/Study Session held. by the Town Council of Fountain Hills on the 16th day of July 1991. I further certify that the meeting was duly called and that a quorum was present. DATED this J�'� day of September, 1991. Cassie B. Hansen, Town Clerk Minutes of the Work/Study Session of the Town Council 07/16/91 Page 4 of 4