HomeMy WebLinkAbout2004.0209.TCWSM.Minutes TOWN OF FOUNTAIN HILLS
MINUTES OF THE WORK-STUDY SESSION OF THE
FOUNTAIN HILLS TOWN COUNCIL
Liv FEBRUARY 9,2004
Mayor Wally Nichols convened the work-study session at 5 p.m.
ROLL CALL—Present for the roll call were the following members of the Fountain Hills Town Council: Mayor
Wally Nichols; Vice Mayor Rick Melendez; Councilmembers Michael Archambault, John Kavanagh, Susan
Ralphe,Kathleen Nicola, and Leesa Stevens.
ALSO PRESENT: Molly Bosley, Planning & Zoning Administrator; Julie Ghetti, Accounting Supervisor; Tony
Marchese; Carolyn Oberholtzer, Assistant Town Attorney; Tim Pickering, Town Manager; Tom Ward, Director of
Public Works;Mark Zimmerman,Fire Chief; Jane Robinson, Clerk Typist.
Mayor Nichols announced that the focus of the meeting was to review the implementation plan created by Town
Manager Pickering and his staff, which dealt with the seven key objectives identified at the retreat. He added that
his goal for the meeting was to identify the timeline of the plan, budget concurrence, and work to be completed
before presentation to Council at the first meeting in March.
Town Manager Pickering concurred with the Mayor regarding the focus of the meeting, indicating that his further
goal was to obtain the Council's input and ensure that all individuals were in agreement as to timeline and budget.
Any revisions,he added, would be presented during the first meeting in March.
Mr. Pickering asked that the Council specifically review the report as it pertained to budget,timelines, and input for
the March report. He reiterated that his ultimate goal was to adopt the report so that the Council would be cognizant
of the timeline and cost involved. He noted that the Town departments had already initiated the budgeting process
for the 2004-2005 year.
Mr. Pickering reviewed activities to date:
• A Council retreat was held at which seven top goals were outlined.
• The management team, consisting of himself, department directors, and seconds-in-command, met after the
retreat with Consultant David Latshaw and Janet Basagic (Latshaw & Associates) for the purpose of
drafting the implementation plan provided to the Council. This plan created major action steps, set
timelines,determined members of support team, and estimated budget and performance measures.
Mr. Pickering asked that concentration be placed on major action steps, budget, and timeline. He further
encouraged the council members to notify him of any changes required prior to submission at the March meeting.
He added that the Council mission, vision, and values had been adopted at the retreat, and those matters would not
be reviewed at this meeting: to serve, to serve in a respectful way, sustain public trust, and maintain stewardship
over natural resources as well as financial resources.
The goals identified by the Council for the upcoming fiscal year were as follows:
1. A fire contingency plan should be in place in the event that Rural Metro would no longer provide services.
2. Review the impact of the State Land Trust ballot, and work with the State Land Trust staff for development
and annexation of the State Land Trust.
3. Develop an ongoing public information program.
4. Address a financial analysis of the potential impact of the water issue on the Town's long-range financial
projections.
5. If warranted,prepare a revenue ballot for the public.
Lir 6. Complete a community strategic plan.
7. Develop a succession plan staffing analysis.
Goal#1 —Develop an operational contingency plan for fire service.
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The first Council action step was to work with Scottsdale and other communities between now and March 2004.
Vice Mayor Melendez noted that conversations with the City of Scottsdale should commence as soon as possible;
however, Councilman Kavanagh suggested that the March date be moved to late April due to the upcoming
elections. Mr. Pickering suggested that the process begin in March with no ending month, and that suggestion was
acceptable to the Council.
Councilwoman Nicola informed the Council that she had attended a mayoral and council candidate breakfast and
had spoken with council members from Paradise Valley, Cave Creek, and Carefree regarding the Fountain Hills
Town Council's desire to have conversations with them regarding law enforcement and fire service. Mr. Pickering
agreed that long-term mutual aid discussions with other communities would be necessary regarding the impact of
the Town's fire contract. Mr. Pickering set a goal of January 2005 to complete a fire service contingency plan.
Mr. Pickering reviewed the fact that the Public Safety Coordinator position, as it relates to the budget, had
previously been discussed. He suggested the possibility of increasing the position to that of "Assistant Town
Manager" as duties were increased, and one-half of that salary was placed in the budget for the fire service
contingency plan. Councilwoman Stevens asked how he determined that one-half of the salary was to be used and
why he felt it necessary to keep that salary within the two goals. Mr. Pickering noted that one-half was merely a
simple way to show the need when it was unknown how that time would be divided. Councilman Kavanagh asked
the purpose of the $10,000 on the chart, and it was noted that the amount was simply out of alignment in the chart
itself. Mr. Pickering also indicated that$40,000 of the ongoing costs would go for training.
Goal #2 — Monitor and analyze the impact of the pending State Trust Land ballot measure regarding
preservation. Additionally, work with State Trust Land staff to properly plan for the annexation and
development of the adjacent parcels.
Mr. Pickering reminded the Council that Goal #2 dealt with both the ballot measure and the
annexation/development of that land.
• Ballot Measure — Mr. Pickering indicated that the ballot measure would be researched as to its impact on
Fountain Hills and that it would be dependent upon the timeline of the legislature during the adoption
process. The Fountain Hills planning and zoning administrators have begun their involvement in the review
process.
• Annexation/Development - Mr. Pickering reviewed the ongoing processes in regard to the subject of
annexation/development, i.e., letters to State, establishing a relationship with the State Land Department,
requesting a response regarding using Fountain Hills to assist them in planning the State Trust Land, and
their willingness to annex this land. Councilwoman Stevens asked for clarification on this subject. Molly
Bosley explained that staff had requested a response from the State Land Department by February as to
whether or not Fountain Hills could participate in the planning process. If no response was received,
Fountain Hills would initiate a planning process on their own. Councilman Archambault asked if that logic
was due to the fact that the timeline must be met, and Mr. Pickering agreed that it was necessary to budget
funds to plan the area and to remain involved with the State in the planning process.
Councilwoman Stevens asked how the date of 2005 was determined in regard to achieving annexation. Mr.
Pickering advised the Council that in December the Governor, the Attorney General, and the Land
Commissioner would make the decision. Councilman Kavanagh asked if there was a risk of aggravating the
State Land Department by planning land not yet annexed to Fountain Hills, and Mr. Pickering indicated
that they were hopeful in achieving the State's cooperation and assistance. Councilman Kavanagh asked if
the State announced that they were not going to begin the process until August 2004, whether or not the
Town would wait for them. Mr. Pickering responded in the affirmative, indicating that the first question to
ask the State would be if they would allow Fountain Hills to participate in the planning. That had been
answered verbally but not in writing.
Mayor Nichols noted that the Town was planning to keep the State legislators apprised of their efforts and
suggested that they also keep the County legislators apprised as well. Don Stapley had offered to assist
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Fountain Hills with the State and State Land Department, so Fountain Hills had the support of the County
as well. Mr. Pickering agreed to make that addition.
Mr. Pickering informed the Council that the Assistant Land Commissioner had verbally agreed to allow
Fountain Hills to work with the planning, but that organization had not yet responded. He felt that a
deadline needed to be set for Fountain Hills to collaborate with the State in order to assure that it would
happen.
Mr. Pickering noted that the largest financial impact to the Town would be the decision to hire a consultant
for the development plan. He commented that the preparation for annexation takes a long time for State
approval and that he did not feel the timeline could be met; applications themselves must be turned in seven
months in advance.
Vice Mayor Melendez asked when the $50,000 for the consultant would go into the budget. Mr. Pickering
responded that a decision would have to be made in April about placing funds into the budget. Councilman
Kavanagh asked that in the event that the State was doing the plan with Fountain Hills' input(as opposed to
Fountain Hills doing their own planning), how that would affect the consultant's responsibilities. Mr.
Pickering responded that Fountain Hills would most likely only assist the State in completing the plan, and
his budgeted amount of$50,000 - $100,000 was only for assisting, not preparing. Councilman Kavanagh
noted that the column indicated, "Prepare a Plan", and Mr. Pickering corrected it to read, "Assist State in
Preparing Plan". Mr. Pickering noted that costs had been estimated at $50,000 - $100,000; however firm
costs had not yet been obtained. The State decision would have an impact on that budget.
Councilman Kavanagh indicated that he had received comments from concerned residents that the Council
had not pursued adding the State Trust Land to the list of lands available for state swap preservation. He
asked if the ballot provided for a change in the current map that did not show that land. Mr. Pickering
responded in the affirmative,noting that the Planning and Zoning Commission was researching the subject.
Goal#3—Develop and present a comprehensive public information program.
Mr. Pickering indicated that several notable outcomes had been suggested from Council and staff in regard to the
public information program:
• Develop a"Monthly Manager's Report"for The Fountain Hills Times.
• Develop a"Town Government"column in the Compass newsletter.
• Develop a more interesting Channel 11.
• Disseminate public service announcements and press releases.
• Improve website and newsletter.
• Increase the number of newsletters published.
• Publish an annual report,fact sheets, and total project summaries for each department.
Regarding the Public Information Officer position, Mr. Pickering noted that initially, a job description and one-year
plan would need to be developed. Secondly, monies would need to be requested for that position. If that were
approved by July, Mr. Pickering anticipated a target start date of November 2004. Councilman Archambault asked
if it was possible to advertise early in anticipation of a positive Council decision. Mr. Pickering responded that it
would be possible to advertise early but noted the need for budget security prior to the interview process.
Councilman Kavanagh then cautioned against advertising early for the position so that the incoming Council would
have time to review the issue.
Councilman Archambault asked if the changes to Channel 11 could be implemented earlier, and Mr. Pickering
responded that if the funds were located and approved in this year's budget,the process could be initiated sooner.
Vice Mayor Melendez asked if Mr. Pickering could move funds from within the general budget in the event of
y future need, i.e., new Council would not approve budget. Mr. Pickering indicated that the funds would need to
come from another position and reminded the Council that one-third of the staff had already been cut. He continued
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that if the new Council did not adopt the budgets involved, current staff could not be expected to complete the
project.
Councilwoman Stevens suggested that Mr. Pickering discuss the seven goals adopted by Council with those
running for Council seats to determine if there is any opposition to moving in that direction. Councilwoman Nicola Noir
cautioned the Town Manager that speaking to Council candidates during an election period might not be advisable
to assist the Town in reaching its goals. She then asked if the Council could review revision of staff positions prior
to adopting the budget for future positions.
Councilman Archambault noted the challenge placed by staff on the seven goals, indicating that it is "incumbent on
the leadership of the organization to find ways to bring them to life and make them part of the Town's
organizational culture". Councilwoman Nicola agreed that it was difficult to expect staff to reach objectives without
the tools required and further noted that four of the goals were reliant on two positions that had not yet been
approved.
Mr. Pickering commented that one position discussed in the strategic plan and fire service plan, the Assistant Town
Manager, would be coming before Council prior to the budget; however, the Public Information Office had not yet
been budgeted. Councilwoman Nicola reiterated her earlier concern that if it were determined during the budget
process that neither the Assistant Town Manager position or the Public Information Officer position could be filled,
certain programs might not be completed at all. She suggested that perhaps current staff could absorb portions of
the programs. Mr. Pickering informed the Council that if the funds were not budgeted, the results would not be as
anticipated.
Councilman Kavanagh acknowledged that the current Council could not judge whether or not any positions would
be added until the budget was reviewed. He also indicated that the decision needed to be made at an open public
meeting, not by the town manager requesting opinions. Mr. Pickering advised Mr. Kavanagh that the decision
would not be made by requesting opinions and that the positions/projects would not move forward before the Town
knew that they were budgeted and approved.
Councilwoman Stevens clarified her earlier statement, indicating that she would like the Town Manager to review
candidates' input about the budget in general, not specifics. Mr. Pickering commented that most of the candidates
had attended the retreat, and all candidates were meeting on February 10 to review the general finances of the
Town. He added that after the election he would be very involved in reviewing the budget with the new council
members in order to get them quickly up to speed.
Mr. Pickering explained that the position of Public Information Officer would require a salary of approximately
$50,000 - $60,000, not including benefits, pamphlets, or equipment - for a total position budget requirement of
between$87,000-$130,000.
Goal #4 — Conduct a financial analysis of the potential impact of the water issue on the Town's long-range
financial projections.
Mr. Pickering hoped that this financial analysis would not be necessary but indicated that the Town needed to be
prepared in any event. He indicated that the Accounting Supervisor would present an impact report to the Council,
but more information was needed from Chaparral Water Company in this regard after their geological study is
complete.
Mayor Nichols commented that the Town had been working with Chaparral Water Company for three months and
was disappointed in their promises. Chaparral Water Company had indicated that the water problem should be
resolved by the middle of April, but financial impacts such as delayed construction and the Town might incur less
revenue. Mr. Pickering indicated that it was good to do the analysis anyway, as the Town was dependent upon
construction industry for revenue. Mayor Nichols reiterated the need for an alternative.
Mr. Pickering noted that there was no budget required for the Water Financial Impact Analysis. Staff would be
completing the analysis.
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Goal #5 — Prepare, if warranted,, a revenue ballot measure that is consistent with the findings and
recommendations of the community strategic plan,no earlier than May 2005.
Goal #5A — Prepare, if warranted, a revenue ballot measure that is consistent with the findings and
recommendations of the community strategic plan,no earlier than May 2006.
Mr. Pickering warned the Council that Goal#5 might not be warranted. If the results of the strategic plan indicated
that the Town would be willing to pay for certain items/programs, the revenue ballot would be initiated. He
acknowledged that the original timing was too fast (May 2005), and it was determined that it must first be placed in
the budget. The completion of the strategic plan (May 2005) would actually impact the revenue ballot. If the
strategic plan indicated that the Town wanted to pursue a revenue ballot, there would only be a few months
(January through May) to publicize the ballot. He suggested that the timeframe of the election be extended to May
2006 for information/education dissemination purposes. Councilwoman Stevens asked if it would help or hinder the
Council since that year was an election year. Mr. Pickering indicated that the timing could possibly hurt the Town,
as it would then be politicized; however, if public input were obtained to move forward with the ballot, the timing
would be better.
Councilman Archambault felt that 2006 would be a better timeframe if a Public Information Officer were hired in
November 2004. Mr. Pickering agreed that the individual would have more information to help make better
decisions at that time. Councilman Archambault asked if the Public Information Officer should be made a part of
the major action step. Mr. Pickering agreed that it would definitely have an impact.
Councilwoman Nicola voiced concern over a delay due to the fact that the Town was still absorbing the full cost of
fire and that an unknown revenue situation had been created due to the water situation and possible construction
delays. She asked Mr. Pickering when the Town would look for direction, and he indicated his need to know if the
Town would choose the timing of Goal #5 (May 2005) or Goal #5A (May 2006). He continued that the Town
needed to look after its finances, but it also must provide the residents with as much information as possible so that
they were able to make good decisions.
Councilwoman Nicola voiced her concern that the Council continued to discuss the road situation, but no solutions
had been rendered in the past year, and the roads were now one year older. She suggested that revenue sources be
discussed prior to implementing the strategic plan. Mr. Pickering indicated that the RFP's had been initiated, and
costs would be forthcoming. He then reiterated that it was a Council decision as to the timing and requested a
decision fairly quickly in order to plan the implementation process.
Councilwoman Ralphe asked if there was an intermediate date on which the election could be held, i.e., November
of 2005. Mr. Pickering noted that the election could legally only be held in May of each year.
Mr. Pickering discussed the cost of the revenue ballot, roughly $20,000 to place the issue on the ballot, and an
additional $20,000 in mailing costs (covering two or three mailings), for a total of approximately $40,000. It was
clarified that in the presentation materials Goal#5 and Goal#5A should show the same budgets.
Goal#6—Complete a community strategic plan by November 2004.
Goal#6A—Complete a community strategic plan by May 2005.
Mr. Pickering informed the Council that the February and March timelines could be met for Goal#6,as an RFP had
already been sent out for the consultant portion; a recommendation could be given on a consultant as early as the
beginning of March. He noted the problem was in the timeline, May 2004/August 2004, to conduct the strategic
planning process, i.e., obtaining public input during a time when winter visitors/volunteers were not available. An
alternative timeframe was reviewed, that of May 2005 as a completion date for the strategic plan. Public input
could then be gathered between May and December of 2004 in order to capture the majority of residents. The draft
L. study would then be placed before the Council in January, and public hearings would be held. The study would then
be revised and a final presentation offered in April 2005, with adoption in May 2005. He added that there must be
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time for a Public Information Office to provide information on the plan for public hearings and then to obtain input
from the public.
Councilman Kavanagh noted that if the strategic plan were not complete until May 2005, it would not be a budget
tool until 2006. Mr. Pickering agreed that there would be no revenue for the plan until that time, and many of the *iir
budget requirements would be large amounts for community facilities.
Mayor Nichols expressed his desire to include all resident input for the strategic plan by May 2005 (Goal #6A) so
that it was done properly and laid the framework for the next five to ten years.
Councilman Kavanagh asked if the RFP specifically requested a scientifically conducted survey. Mr. Pickering
responded in the affirmative, adding that other techniques were also solicited along with a dollar amount for each
technique. Both timelines were also placed in the RFP in order to financially plan each scenario.
Councilwoman Ralphe noted that most action steps on Goal#6A(May 2005) fell within one Council as opposed to
two. She asked Mr. Pickering if there would be routine opportunities for subsequent Councils to update the plan. He
reiterated that the plan was a public plan— not a Council plan — and that should be understood, adding that minor
changes could always be made to the plan.
Budget wise, Mr. Pickering noted that the Assistant Town Manager position was split without knowing the specific
percentages, and the consulting services were estimated at $50,000 - $100,000. One-time costs were estimated at
between$54,000 and$104,000, and annual costs were estimated at$40,000-$53,000.
Goal#7—Develop a succession plan staffing analysis and appropriate recommendations.
Mr. Pickering commented that Goal #7 had not originally looked necessary to him; however, given the experience
of the Town, he understood that the Council needed to maintain backup information planning in the event of illness,
internal weakness, and retirement. An initial report would be done on this subject prior to the budget, and a
complete succession plan would be done in February 2005. Staff would do this planning and Joan McIntosh 4.0
(Human Resources Administrator)would be heading up the project.
Councilman Archambault asked what timeline was identified for correcting weaknesses, and Mr. Pickering
responded that the timeline would be identified during the succession plan. Councilman Archambault further asked
if additional staff would be identified for Goal#7,and he received a positive response from Mr. Pickering.
Mr. Pickering informed the Council that once the plan was adopted (possibly in March 2004), a quarterly
performance-reporting plan would be implemented for each of the goals. He proposed meeting with the Mayor and
Council to confer on priorities. He added that the seven goals identified at the retreat were Council goals, and they
were adjustable.
Councilwoman Nicola asked if July 2004 could be added for a report, and Mr. Pickering indicated that most were
budget-driven and if they were not adopted in the budget, they could not be accomplished. Councilwoman Nicola
continued that it would be helpful to show progress achieved, however, and Mr. Pickering concurred.
Mr. Pickering will place the plan on the March 4 Council agenda but noted two timing decisions required at that
time: Goal #5 or Goal #5A; Goal #6 or Goal #6A. He asked the Council to discuss the subjects and vote
appropriately. He added that it was not necessary to report the progress of these decisions in the meantime and that
the Town would be able to accommodate either decision. Mayor Nichols asked Mr. Pickering if each
councilperson should confer with the Town Manager prior to the discussion at the March meeting. Mr. Pickering
responded that it could just be discussed on the dais. Mayor Nichols continued that it should be discussed at the
3/4/04 meeting, voted upon, and then direction given to Staff.
Councilman Kavanagh asked that each goal be separately agendized with separate votes and reordered with Goal
#6 and Goal#6A discussed prior to Goal#5 and Goal#5A. Mr. Pickering agreed to accommodate the request.
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Lastly, Mr. Pickering thanked the Council, staff, and Latshaw & Associates for the time and effort expended on the
plan. Latshaw &Associates was specifically acknowledged for their professionalism.
Councilwoman Stevens commended Mr. Pickering and his staff for compiling the organization in a very effective
and efficient manner.
Councilman Nicola MOVED to adjourn the meeting. The motion was SECONDED by Councilman Archambault
and PASSED unanimously. The meeting was adjourned at 6:28 p.m.
TOWN OF F T ;IN HILLS
By: �
W. J ols, or
ATTEST AND `
PREPARED BY:I'L C %'1 ALA_.!
Bevelyn J. Benddr,Town Clerk
CERTIFICATION:
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Work-Study Meeting
held by the Town Council of Fountain Hills on the 9th day of February 2004. I further certify that the meeting was
duly called and that a quorum was present.
DATED this 4th day of March 2004.
L
f `
By: .'`.
Bevelyn J. Bender,Town Clerk
L
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