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Home My WebLink About1991.0903.TCWSM.Minutes TOWN OF FOUNTAIN HILLS MINUTES OF THE WORK/STUDY SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL SEPTEMBER 3, 1991 A public work study session of the Fountain Hills Town Council was convened and called to order by Vice Mayor Frank Clark at 6:30 p.m. , Tuesday, September 3, 1991, in the Council Chambers 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 : Vice Mayor Frank Clark and Councilmembers Peg Tibbetts, Mike Minarsich, Charlie Fox, Wally Hudson and Bill O'Brien. Mayor John Cutillo was absent. Also present were Town Manager Paul Nordin, Town Attorney Bill Farrell, Town Planner Gary Jeppson, Associate Planner Loras Rauch, Magistrate Stuart Shoob, and Town Clerk Cassie Hansen. AGENDA ITEM #2 - MAGISTRATE'S MONTHLY REPORT Judge Shoob gave the monthly Magistrate's report and the year to date figures stating that although the outstanding balance continued to climb every month, it was climbing at a slower rate. Judge Shoob also said that many of the persons that had warrants or asuspensions were coming in to make payments and they seemed to be trying. Councilwoman Tibbetts asked why there had been a change and Judge Shoob said that the part-time assistant had been spending almost all her time on collections calls and letters. Judge Shoob said that the Supreme Court liked the publication that had been in The Times and they were going to do an article in their publication, the Bench Press. The Magistrate said that his court had a higher percentage of successful collections than most courts in the state or in the country. Councilman Fox requested that the court start tracking the type of citations that were issued, in particular, the Town Codes. AGENDA ITEM #3 - TOWN MANAGER'S REPORT #A.3.1. Mr. Nordin discussed the awarding of the engineering design contracts for the street paving project. He said that the review committee of four had over forty engineering firms inquire about the project and from those, six were chosen. Mr. Nordin said that he would recommend two firms for the Council 's approval for the two projects, one east of Fountain Hills Boulevard and one west of Fountain Hills Boulevard. Mr. Nordin said staff recommended that Stanley Engineers, Inc. be awarded the contract for the west portion of the paving and he turned the floor over to Mr. Randy Harrel for further explanation. Mr. Harrel said that staff would recommend that P & D Technologies do the east portion of the paving. Mr. Harrel said that there was a copy of the sample contract and scope of work in the Council packets, as well as a cost proposal from Stanley. Mr. Harrel said that Stanley was ready to submit a cost proposal at an early date because staff had originally requested that all bidders submit their manhours and technical proposal based on the west portion. Mr. Nordin said that in order to Minutes of the Work/Study Session of the Town Council 09/03/91 Page 1 of 5 expedite the project, they had decided to engage two engineering firms. Councilwoman Tibbetts asked how the cost of two companies would compare to the cost of one and Mr. Harrel said that he felt there would he no significant. difference. Councilman Minarsich asked what the time frame was for negotiating the balance of the issues on the contract. Mr. Harrel said tht he might have an answer by Thursday. Mr. Nordin said that staff would consider asking Council to approve a "not to exceed" amount but that they would continue to negotiate down to the lowest dollar amount possible. Councilman O'Brien stated that he had a concern that the contract would be largely paid for at the bid opening and the Town would have no recourse with the contractors. Mr. Harrel said that the contract had no construction fee services in it and those fees would be paid out over the construction period. He explained that if there were errors or discrepancies found during construction, they would be handled by means of a claims procedure under the errors and omissions insurance and it would not be typical to pay the contractor one-hundred percent. Councilwoman Tibbetts asked if there was verbage in the contract requiring contractors to be licensed and Mr. Harrel said that the firms had already been checked out. He did agree that the verbage should be included. Councilman Hudson said that the insurance provisions in the contract were very good. Mr. Harrel said that the insurance provisions were the toughest in the industry without being cost prohibitive to the Town. #3.A.2. Mr. Nordin addressed the purchase of the CAD work station and software for the engineering department. Mr. Nordin said that staff recommended the contract be awarded to the low bidder in the amount of $7,800 plus an additional item that had been requested. This brought the total to $8,861.44 including the 'qr) printer-plotter. Mr. Harrel stated that the initial uses of the equipment would involve the road construction project. He said that staff anticipated that they would design eleven of one-hundred twenty segments of road as well as all of the signage and striping plans. Mr. Harrel said that future paving and drainage projects around town were anticipated to be done in house. Councilman Minarsich asked how much of the itemization was software and Mr. Putterman said that for the recommended package, the software amounted to $2,250 including the state discount. Mr. Nordin stated that he had checked with the bond counsel and they said that the computer could be purchased with bond funds but used for other projects in the future. #3.B. 1 . Mr. Nordin addressed the Sunset Kiwanis special event request for the mud mania event saying that everything was in place for the event and that staff would recommend approval . #3.8.2. Mr. Nordin requested direction from the Council regarding the Chamber of Commerce's requests for financial help from the Town. Mr. Nordin said that the Council could reduce his approval limit to $500 and Councilwoman Tibbetts said that she thought the Council should be notified of all such requests. Councilman Fox suggested that the Chamber submit a schedule of their future requests so that the Council would know what to expect. Councilman Minarsich stated that the Council had voted on and passed just the opposite and that they had approved a certain dollar amount, with each request being approved Minutes of the Work/Study Session of the Town Council 09/03/91 Page 2 of 5Nal) individually. Ms. Hansen said that Mayor Cutillo had received a letter inviting the Town to have a booth at the State Fair. She added that staff thought the Chamber would be more equipped to set up and man the booth with the ambassadors, etc. Mr. Nordin said that the Chamber's request was for $200 for transportation and materials. Councilman Hudson asked what amount had been approved for the Chamber and Mr. Nordin said $15,000. Mr. Nordin said that if the Council wanted to change the procedure for this item, it was not too late. Mr. Nordin said that it had been done this way just for budget purposes but none of it had been authorized to he spent. Vice Mayor Clark said that he would like the Chamber to submit a quarterly report indicating what direction they were moving in. Mr. Nordin said that his accounting department could submit a monthly report and he stated that he would have a motion for Thursday's meeting. #3.B.3. Vice Mayor Clark said that this item 14ad been covered with the previous agenda item and Councilman Minarsich said that he recommended approval of this item. #3.B.4. Councilman Fox said that employees could present ideas or suggestions to a board of staff persons. If the idea saved the Town money he thought that they should get a percentage of that annual savings, or dinner out for two, etc. Mr. Nordin stated that if the Council liked the idea, he would prepare something for the Council to act on in a few weeks. Vice Mayor Clark stated that a suggestion program with monetary rewards or gifts could be successful . Mr. Nordin stated that he was unaware of its use in the governmental sector. Ms. Loras Rauch stated that being a past employee of the cities of Mesa and Scottsdale, she was aware that they both had that type of program. She said the amount of savings determined the amount of compensation. Councilwoman Tibbetts asked who would administer the compensation and Ms. Rauch said that the cities had a committee. Councilman Hudson stated that there should be an allotment in the budget for this under the loss control section and Mr. Nordin agreed. Vice Mayor Clark stated that staff should come back to the Council with a proposed plan and Mr. Nordin agreed. AGENDA TTEM #4 — RESOLUTION 1991-40, ADOPTING A LOSS CONTROL POLICY FOR THE TOWN OF FOUNTAIN HILLS Ms. Hansen said that the Resolution and the loss control policy were a result of the Pool 's requirements and an effort to make the staff be more aware of safety and controlling losses. Councilman Hudson said that some of the Pool 's members did not have this policy and that their insurance losses were out of proportion to the majority. Councilman Hudson stated that there was a requirement for each employee to read the manual and sign that they had read it . Councilman Hudson also said that there was a section in the employee performance review regarding their attitude toward the policy. Ms. Hansen stated that there was an item in the policy to keep staff aware of potential safety hazards throughout the Town. Mr. Nordin stated that the Arizona Municipal Risk Retention Pool had namedCouncilman Hudson as its new Board President . Minutes of the Work/Study Session of the Town Council 09/03/91 Page 3 of 5 AGENDA ITEM #5 - RESOlUTTON 1991-41 , REVTSTNG RESOLUTION 1991-32, SECTTON 2. RELATING TO THE SALARY RANGE FOR THE BUILDING OFFICIAL Mr. Nordin stated that Mr. Jeppson had gone through a selection process for the building official and had been very displeased with the caliber of applicants . He said they were hoping, by raising the salary range, to raise the caliber of applicants. Mr. Jeppson said that a chief building inspector was someone who would deal directly with the public and would do between twelve and twenty inspections per day. He also stated that the work the inspector had to do was often unpleasant . Mr. Jeppson stated that what he was looking for was an individual who had the ability to understand the Universal Building Code that the Town had adopted and explain them to contractors and owner-builders who were required to use them. Mr. Jeppson said that the current salary range was not attracting individuals who currently did this type of work. Councilman Fox stated that the Council should keep in mind that the salary range for our particular situation was just for our needs. HP said that each city used for comparison was at a different development stage and had different needs. Councilman Minarsich said that the Town needed to have personnel in place and be prepared to serve the public with one stop shopping for the community and Councilman Fox agreed. Councilman Fox said that he felt the salary range should be a little on the high side, not only to attract a good person, but to keep them. Vice Mayor Clark said that there were different levels of employment where staff would have to closely match the neighboring communities and others would have to be considered differently because Fountain Hills' situation was unique. AGENDA ITEM - ORDINANCE 91-14. AMENDING SECTION 2-5-3 OF THE FOUNTAIN HILLS TOWN CODE DEALING WITH THE READING OF ORDINANCES Vice Mayor Clark stated that this item was discussed thoroughly at the last meeting. Councilman O'Brien asked if Ordinances were required to be posted and �'.Is. Hansen stated that they were if they had punitive consequences. AGENDA ITEM #7 - ORDTNANCE 91-15, PROHIBITING THE PLACING OF UNATTENDED CONTAINERS FOR SOLICTTTNG DEPOSIT OF RECYCLABLE MATERIALS OR DONATED ITEMS EXCEPT TN CONFORMANCE WITH THE PROVTSTONS HEREOF; AMENDING CHAPTER 10 OF THE FOUNTAIN HILLS TOWN CODE BY ADDING THERETO A NEW ARTICLE 10-5 AND PROVIDTNG PENALTIES THEREFOR Ms . Rauch stated that the item was to better facilitate the policing of the unattended containers around the community. She said that the containers on private, commercial property were better maintained than those in the road right of way. She stated that this Ordinance would give the Town more policing authority and set guidelines for the containers. Mr. Futterman stated that the newspaper bins in the community were not the Lions Cluh's property. Councilwoman Tibbetts stated that the problem was not a new one. AGENDA ITEM #8 - ORDTNANCF. 91-16. REQUIRING ON-SITE RESTROOM FACILITIES AT Minutes of the Work/Study Session of the Town Council 09/03/91 Page 4 of 5 CONSTRUCTION SITES IN CONFORMANCE WITH THE PROVISIONS HEREOF; AMENDING CHAPTER 10 OF THE FOUNTAIN HILLS TOWN CODE BY ADDING THERETO A NEW ARTICLE 10-6 AND PROVIDING PENALTIES THEREFOR Ms. Rauch stated that this Ordinance was being presented by staff to be included in the Health and Sanitation section of the Town Code. Mrs. Rauch said that there was nothing on the Town books that required an on-site facility. She stated that O.S.H.A. had regulations and this ordinance followed their requirements. Ms. Rauch said that there had been a number of complaints and this hopefully would help. Councilman O'Brien requested that the item be reworded to read more than one toilet per twenty people. Mr. Jeppson stated that he had met with the local Contractors Association and they were in general agreement with the ordinance. AGENDA ITEM #9 - APPROVAL OF THE FINAL PLAT FOR MIRAGE RESORT CASITAS Ms. Rauch explained several items and stated that all of the requirements for approval should be satisfied by the Thursday Council meeting. She also stated that staff recommended approval. Mr. Nordin complimented Mrs. Rauch on a very thorough job on the project. He said he felt that she was, contrary to some recent opinions, pro-growth and very willing to follow the policy that had been set. AGENDA ITEM #10 - ADJOURNMENT The Town Council adjourned the Work/Study session at approximately 8: 16 p.m. TOWN OF FO AI HI d By: P John C tillo, Mayor ATTEST: eta.A.L• • 1.ituit. Cassie Han n, n Clerk PREPARED BY: ari L. Br tcher, 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 3rd day of September 1991 . T further certify that the meeting was duly called and that a quorum was present . DATED this p)O' A._day of September, 1991 . e4/9.Ak414.,--) Cassie B. Hansen, Town Clerk Minutes of the Work/Study Session of the Town Council 09/03/91 Page 5 of 5 j