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HomeMy WebLinkAbout1996.092425.TCCRM.Minutes TOWN OF FOUNTAIN HILLS MINUTES OF THE COUNCIL RETREAT OF THE FOUNTAIN HILLS TOWN COUNCIL SEPTEMBER 24 AND 25, 1996 A Council Retreat of the Fountain Hills Town Council was convened and called to order by Mayor Miles at 9:00 a.m., on Tuesday and Wednesday, September 24 and 25, 1996, at the Comfort Inn, 17105 E. Shea Boulevard, Fountain Hills, Arizona. Present at the September 24th retreat session were the following members of the Fountain Hills Town Council: Mayor Miles,Vice Mayor Lawrence and Councilmembers Penfield Mower,Bill O'Brien(9:15),Al Poma,Marianne Wiggishoff, and Councilman Apps(11:30). Also present were Town Manager Paul Nordin,Director of Community Development Gary Jeppson,Town Attorney Bill Farrell,Town Engineer Randy Harrel, Parks&Recreation Director Robin Goodman, and Town Clerk Cassie Hansen. FIVE-YEAR CAPITAL IMPROVEMENT PLAN (EXCLUDING THE.POLICE DEPARTMENT) Mr. Nordin referred to the pages in the 1996-97 Budget which included the Five-Year Capital Improvement Plan. He said the categories in the CIP included the Civic Center/Downtown Plan, Golden Eagle Park, Street Capital Improvement Projects and Police Department. He explained that if the number of building permits were to severely decrease, cuts would be made in some contractual services along with personnel in the Building Safety and Engineering Departments. Mr. Jeppson added that some contracts for commercial engineering services would still be required. Mr. Nordin estimated 30%-50% of sales tax revenues was derived from new construction. He felt decreased sales tax revenues in the building industry would be offset by the sales tax on food. He explained that the carry forward figures for this year would be substantially lower due to a planned reserve of$500,000 per year and provisions for the street maintenance program. Town Engineer Harrel added that there was almost$1.3 million budgeted for Golden Eagle Park construction. Mr. Nordin discussed the expenditure categories and pointed out the reasons for increases and decreases between the years. DOWNTOWN CENTER Mr. Nordin said he had talked with Jim Flynn, MCO Properties, and Mr. Flynn had indicated that negotiations and discussions concerning the land transfers for the downtown center were suspended until the Subdivision Ordinance matters were settled. He said the Community Center Action Committee was proceeding with their bubble plans and a two to three month delay in the land transfer wouldn't hamper the project. Councilman Poma commented that maybe it might be better to keep the Avenue of the Fountains open and use the existing property the Town owns for the Civic Center. Councilman Lawrence stated he was concerned that if the Town's existing property were used rather than the property at the Avenue of the Fountains, the impact for growth in the downtown area might not be as significant. Mayor Miles suggested the Town utilize all three existing buildings as part of the Town Hall complex plans for the future instead of building a new Town Hall. Mr. Nordin agreed that the present location was sufficient for a Town Hall complex and that building repairs and projects such as air conditioning, etc. would be expensive but less costly than a new Town Hall building. Councilman Lawrence cautioned the Council against using the condemnation process as a means for acquiring property for a civic center and said he felt the costs of condemnation could be excessive. Town Engineer Randy Harrel reported that MCO had asked the Town to accept 10 acres or medians and frontage areas. Discussion was held regarding the maintenance of the right-of-way located by the rear yards of property owners in the Cottonwoods Subdivision. CHAPARRAL CITY WATER COMPANY - PROBLEMS AND POSSIBLE ACQUISITION Minutes of the Retreat Session of the Town Council ( September 24 - 25, 1996 r" Page 1 of 7 Mayor Miles stated he had talked with officers of MCO who had indicated that the Town would be given first consideration in the event Chaparral City Water Company was put on the market. They had indicated to Mayor Miles that there were no present plans to offer the water company for sale. Councilwoman Wiggishoff said she didn't perceive the acquisition of the water company by the Town could offer lower water rates to residents than what was presently being provided. Town Attorney Bill Farrell said he had determined that the Engineering Department could develop tougher encroachment permit standards with penalties to the water company to ensure the timeliness and quality of repair work. The proposed standards would be presented to the Council for approval. Councilman O'Brien suggested negotiations regarding the acquisition of Fountain Park be combined with the acquisition of the water company. Mr. Nordin said he expected a large rate increase in the near future from the water company and that the Town could hire an expert witness to challenge the rate increase. The consensus of the Council was to ask staff to explore the current problems regarding repair work to promote a more efficient facility. CHARTER CITY SUBCOMMITTEE UPDATE Councilwoman Wiggishoff stated Councilmen Apps, O'Brien and herself were the Council representatives for the Charter City Subcommittee along with Shirley Curry from the Civic Association,John Rosenquist,Enrique Melendez and Eleanor Bentzen. She reported a questionnaire had been submitted to all chartered cities and towns as well as those that had gone through the charter process and failed. Responses will be reviewed and a report presented to the Council at the second meeting in October. IDLE FUNDS - INVESTMENT POLICY Councilwoman Wiggishoff gave comments regarding the Investment Committee that was set up two years ago that included Wally Hudson,Julie Ghetti, Paul Nordin and herself. She said the Investment Committee had directed that extra funds be deposited into the State Pool or other investment entities. A new person was needed to fill the vacancy of Wally Hudson. She suggested an investment policy should be formulated with financial guidelines. After Loy the approval of the Municipal Treasurers Association, the Council would be presented with the policy for final approval. Mayor Miles volunteered to serve on the Investment Committee. LOCAL BED TAX - POSSIBLE ENACTMENT Councilwoman Wiggishoff suggested the Council look into establishing a local bed tax in addition to the existing sales tax given the projected decline in sales tax revenues from new home construction. She said these revenues, paid by non-residents, might provide more services for Town residents. Town Attorney Farrell stated room tax revenues were stipulated to be used for the promotion of tourism only in cities or towns in excess of 100,000 population. It was agreed to look further into the possibility of a local room tax. ARIZONA MUNICIPAL RISK POOL Wally Hudson spoke to the Council and said he was optimistic that the Arizona Municipal Risk Retention Pool provided the broadest coverage for the Town at the lowest rates. He reported that he had been elected to his sixth term as President of the Risk Pool. COMMUNITY LIAISON GROUP Additional discussion regarding the Community Liaison Group which was formed with the Sanitary District, Fire District, School District and Water Company met quarterly in order to exchange information and work collectively towards long range goals. Councilwoman Wiggishoff said a re-evaluation of the Group's visions was in progress. She suggested an annual get-together of all board members from all governmental entities represented in the Liaison Group as a beneficial tool to increase public awareness. She stressed that this group was formed as a discussion Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 2 of 7 group and would could not make recommendations. She said the major topics were property tax reductions,revenue enhancements, population projections and joint fuel purchasing. Also the possibility of hiring a property examiner to discover properties which had not been properly assessed had been discussed. PROGRAM OF WORK - REVIEW Mr. Nordin presented the program of work from the previous year to give the Council an idea of projects and goals. He said the previous Council used the program of work when evaluating the Town Manager's position from year to year. The Council agreed to continue with using the program of work for the evaluation of the Town Manager. MC DOWELL MOUNTAIN PRESERVATION COMMISSION Gary Jeppson stated the Commission was working with the McDowell Sonoran Land Commission to promote activities in October for McDowell Sonoran Month. The kick-off event was planned to be held at the Community Center with exhibits and information available to the public. He said the Commission would remain active in recommendations to the Council concerning the development and preservation of hillside protection easements. Vice Mayor Lawrence suggested the Commission make recommendations as to the uses of preserved areas. PHOTOGRAPH PROJECT - ALL PRESENT & PAST COUNCIL MEMBERS Mayor Miles urged the speedy continuance of the photograph project and asked more specific plans be presented as soon as possible. Councilman Poma said he favored a group photo rather than individual photos. SETTING JOINT MEETINGS WITH PLANNING & ZONING COMMISSION AND PARKS COMMISSION. All Council members favored having joint meetings with the Planning & Zoning Commission and the Parks & Recreation Commission and Mr. Nordin was instructed to set up Tuesday meetings sometime in the next three months. CONSIDERATION OF REQUIRING PRODUCTION OF MONTHLY OR BI-MONTHLY MUNICIPAL FINANCIAL REPORTS. Mayor Miles suggested a report be provided to the Council on a monthly basis depicting the Town's financial status. Mr.Nordin stated Julie Ghetti currently prepared monthly reports and that the Council would receive a copy for each month as requested. Councilman Poma suggested financial information be provided via e-mail. MAYOR'S COUNCIL FOR ECONOMIC DEVELOPMENT Mayor Miles said the Council consisted of the Town Manager, Mayor, Councilwoman Wiggishoff, Chamber President,Executive Director and one at-large member(Frank Ferrara),Alan Cruikshank,Mark Voight from Denro, Ltd., two members from MCO (Hank Lichman and Ray Baldwin). He stated Dana Saar had made a presentation to the group regarding growth projections and the report would be given to Council members. Mr. Saar had predicted up to 37,000 population upon buildout with several factors regarding number of members per household and number of housing units. Mr. Saar has planned to investigate the commercial property parcels for future projections. Mayor Miles said the emphasis for encouraging non-retail growth should be in the hospitality and tourism as well as the medical related areas. He added that the Mayor's Council had considered hiring a marketing professional to further the Town's image and appeal. Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 3 of 7 REVIEW OF PROCUREMENT POLICIES, EXPENDITURES AND BUDGETS Mayor Miles discussed ways the Council could show preference to local bidders in obtaining various services and goods for the Town. He stated that a recent bid had resulted in a reward to an out-of-town vendor rather than a local vendor. Attorney Farrell stated that the Council had the legal authority to deviate up to five percent from the low bid or on jobs up to a$10,000 limit to show preference to local businesses. He suggested another alternative would be to change the bidding policy to reflect both the bid price and other factors such as credibility, quality of work, and locality. Councilman Apps suggested the Town's bidding policy be presented to local businesses to make them aware of opportunities to provide goods and services. Mr. Nordin explained that the Town's policy consisted of bidding items over $5000 and that the lowest bid had been accepted. He added that the Town staff maintained a list of vendors interested in bidding goods and services. Town Engineer Harrel asked the Council to consider changing the requirement for bidding jobs over $5000 to a higher amount. He stated public works projects were consistently higher in cost and a higher limit would decrease the number of requested bid projects. The Council decided it was in the best interests of the Town if the limit remained the same for all departments. Mr. Nordin pointed out that he routinely issued reports of money spent through the contingency fund. SET DATE FOR NEXT YEAR'S RETREAT. Because it had been difficult to coordinate a retreat date for this year, it was suggested Mr. Nordin set up a date for next year's retreat as soon as possible. PURSUANT TO A.R.S. 38-431.03.A.7.; A.R.S. 38-431.03.A.3.; A.R.S. 38-431.03.A.3.4.; AND A.R.S. 38- 431.03.A.1 VOTE TO GO INTO EXECUTIVE SESSION FOR DISCUSSION OR CONSULTATION WITH DESIGNATED REPRESENTATIVES OF THE PUBLIC BODY IN ORDER TO CONSIDER ITS POSITION AND INSTRUCT ITS REPRESENTATIVES REGARDING NEGOTIATIONS FOR THE PURCHASE OR LEASE OF REAL PROPERTY; AND FOR DISCUSSIONS OR CONSULTATION FOR LEGAL ADVICE WITH THE ATTORNEY OR ATTORNEYS OF THE PUBLIC BODY;DISCUSSION OR CONSULTATION WITH THE ATTORNEYS OF THE PUBLIC BODY IN ORDER TO CONSIDER ITS POSITION AND INSTRUCT ITS ATTORNEYS REGARDING THE PUBLIC BODY'S POSITION IN PENDING OR CONTEMPLATED LITIGATION; AND FOR THE PURPOSE OF DISCUSSION OR CONSIDERATION OF EMPLOYMENT, ASSIGNMENT, APPOINTMENT, PROMOTION, DEMOTION, DISMISSAL, SALARIES,DISCIPLINING OR RESIGNATION OF A PUBLIC OFFICER,APPOINTEE OR EMPLOYEE OF ANY PUBLIC BODY, EXCEPT THAT WITH THE EXCEPTION OF SALARY DISCUSSIONS, AN OFFICER, APPOINTEE OR EMPLOYEE MAY DEMAND THAT SUCH DISCUSSION OR CONSIDERATION OCCUR AT A PUBLIC MEETING. THE PUBLIC BODY MUST PROVIDE THE OFFICER, APPOINTEE OR EMPLOYEE WITH SUCH PERSONAL NOTICE OF THE EXECUTIVE SESSION AS IS APPROPRIATE BUT NOT LESS THAN 24 HOURS FOR THE OFFICER, APPOINTEE OR EMPLOYEE TO DETERMINE WHETHER SUCH DISCUSSION OR CONSIDERATION SHOULD OCCUR AT A PUBLIC MEETING. Mayor Miles recessed the Special Retreat Session of the Town Council to go into Executive Session at 2:40 p.m. RETURN TO REGULAR SESSION. Mayor Miles reconvened the Regular Session of the Council Retreat at 3:00 p.m. ARIZONA MUNICIPAL RISK RETENTION POOL - PRESENTATION BY LON MEYER * SELF-INSURED WORKERS COMPENSATION PROGRAM * PRESENT LIABILITY COVERAGE OF THE TOWN Wally Hudson introduced Mr. Lon Meyer and Alicia Sturhahn, an attorney in charge of claims for Southwest Risk Underwriters. She explained how Southwest Risk desired to become a self-insured pool as required by the Industrial Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 4 of 7 Commission. The Town would be asked to become "Founders" by supporting the concept of a self-insured pool but would not necessarily be required to join as a member of the pool. She reported her target date was July 1, 1997 and presented a schedule of events leading up to the target date. ADJOURNMENT. Mayor Miles adjourned the Retreat Session. SEPTEMBER 25 Mayor Miles and all Councilmembers except Councilman O'Brien (10:00) were present. Mayor Miles opened the Retreat Session at 9:05 a.m. POLICE DEPARTMENT AND LAW ENFORCEMENT ISSUES A study compiled by Dana Saar relevant to population projections was passed out prior to beginning discussion regarding the police department issues. He had estimated the current population to be around 18,000 with a total of 35,000 upon buildout. Marshal Steve Gender, Deputy Chief Jerry Sheridan and District 4 Commander Gary Gregory were present. Mr. Nordin referred to the blue handout provided by Marshal Gendler and reviewed the section which specified advantages and disadvantages regarding continuing the current system. A cost estimate breakdown for the next five years was discussed and Mr. Nordin pointed out that future negotiations might result in the costs for the MCSO contract being reduced. A table depicting five year comparative costs between the present system, costs associated with a Town police department, and contract services from MCSO was reviewed. Mr. Nordin summarized that the MCSO contract cost amounts were examined and adjusted each year. He commented about the advantages and disadvantages with contracting solely with MCSO for police protection services. If the Council approved the Town Police Department concept, Mr. Nordin estimated start up costs would be $400,000. Deputy Chief Sheridan said in 1995 there was an average of 5 burglaries per month, 8 break-ins per month, 3 stolen cars, 10 thefts and one arson per month. Overall, he considered Fountain Hills to have the lowest crime rate in Maricopa County. He stated 80% of the average crimes in Fountain Hills could be prevented by citizen awareness. He said he felt the 1996 crime had increased but added that various factors such as arrests for multiple crimes figured into the calculatins making it difficult to pinpoint whether the actual crime rate had increased. Marshal Gendler stated that the increased population definitely played a factor in the number of service calls requested by citizens and the number of patrol officers that would be needed in the future. Deputy Chief Sheridan said he desired to forever keep MCSO's contract services in Fountain Hills as an example to encourage future contract services in Maricopa County. It was his opinion that the average expectancy of keeping a police officer would not deter a full-time police department. He cited Paradise Valley, a comparable sized community, as having a better record for retaining their officers mainly because their officers were well paid. He suggested if the Town wanted to keep their police officers for longer periods they would need to pay them significantly more to keep them. Marshal Gendler said the salary range for the Marshal's Department was competitive with other communities and that Fountain Hills had experienced very little turnover in employees. He said additional expenditures for larger Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 5 of 7 property and evidence rooms would not be needed if the Town decided to form their own police department. He Lor agreed with Councilman Poma and said the difference in costs between projections for the police department and the County Sheriff taking over police services was basically the cost of dispatching. He said approximately$100,000 would be required to install and equip an adequate dispatch room. He told the Council that non-specialized training services were provided at no cost by the police academy and POTS funds. Marshal Gendler stated special backup services such as helicopter assistance, expert traffic personnel, etc. would be provided by the Sheriff's Department upon request and that inter-agency cooperation existed at a very satisfactory level. Councilwoman Wiggishoff said she could not support the total operation of police services by MCSO because she perceived a decrease upon the emphasis of local code enforcement. She favored the present arrangement, as long as it was economically viable, and indicated she would approve additional increases because the resources and backup services were justified. Deputy Chief Sheridan assured the Council that local ordinance enforcment would be a priority if the MCSO were assigned a full-service contract. He said the existing officers working for the Town would be offered employment with the Sheriff's Department, retain their status, and that there would be little effect in a transition. Vice Mayor Lawrence asked how many MCSO officers serviced Fountain Hills during an average week. Deputy Chief Sheridan answered that up to 15 officers were assigned to duties in the Town,some working five days a week, and that he realized the importance of retaining the same law enforcement officials. Councilman Apps stated he thought that a change to the present system would drastically change the makeup of the Marshal's Department. Charlie Fox addressed the Council and expressed his comments regarding the Town's philosophy of the startup procedures for the first Marshal's Department as well as establishing a full-time local police department. He reviewed the present costs associated with the MCSO contract and pointed out that 15 part time MCSO officers were being used to provide the contracted 1.5 beats. He pointed out that the crime rate in Fountain Hills had increased 53% over the past year with a 76% increase in residential burglaries. He endorsed the formation of a 24-hour local police department so that residents would not be confused as to who they should call upon when they needed assistance. Deputy Chief Sheridan stated he wanted to maintain the Sheriff's contract in Fountain Hills and that the political stability of the County was substantially sounder than previous management administrators. He said there was a big difference between the perception of a local police officer and a County Sheriff's officer. He added that the rotation of officers might be construed as a positive action and that crime prevention was being addressed by the Sheriff's Posse. Mayor Miles said he believed the decision regarding a police department would be the most important matter the Council would adopt for the future of the community. He said he desired information as to other towns' and cities' experiences with the formation of police department services and wanted additional community input as well as a schedule so that the Council could make a decision by the end of February. BUDGET PREPARATION ALTERNATIVE Councilwoman Wiggishoff presented a sample of a user-friendly budget for consideration. She suggested budget preparation begin with set guidelines, inital policy discussions, and measures established prior to actual numbers being submitted. Councilman O'Brien suggested a two-year projection for expenses be submitted with an annual review. Councilwoman Wiggishoff stated she didn't want to make decisions regarding specific Park&Recreation programs but would rather stipulate that budget figures reflect one amount for programs. attd Then the Parks & Recreation Commission along with the Parks & Recreation Department would make the program-specific recommendations within that budget. Justification would be made if expenses exceeded that amen the initial Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 6 of 7 allocation. Mr. Nordin said he favored Councilwoman Wiggishoff's proposal and that the budget preparation measures could start in February or March. Mayor Miles said he would rather have the current parks enhanced rather than creating additional parks in the town. ADJOURNMENT. Councilman O'Brien MOVED to adjourn the meeting. Councilman Poma SECONDED the motion which CARRIED unanimously. Mayor Miles adjourned the Retreat Session at 11:45 a.m. TOWN OF FOUNTAIN HILLS By: Je Miles, yor A 1"1'bST: Cassie B. Hansen, Town Clerk PREPARED BY: ��, /; • Linda D. Lemmdn, Administrative Assistant CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Retreat Sessions held by the Town Council of Fountain Hills on the 24th and 25th day of September, 1996. I further certify that the meeting was duly called and that a quorum was present. DATED this 7th day of November, 1996. 44it,L) Cassie B. Hansen, Town Clerk Minutes of the Retreat Session of the Town Council September 24 - 25, 1996 Page 7 of 7