HomeMy WebLinkAbout2012.0612.TCSM.Minutes TOWN OF FOUNTAIN HILLS
MINUTES OF THE SPECIAL SESSION OF THE
FOUNTAIN HILLS TOWN COUNCIL
JUNE 12,2012
• CALL TO ORDER AND ROLL CALL
Mayor Kavanagh called the meeting to order at 5:31 p.m. in the Town Hall Council Chambers.
• ROLL CALL
Present for roll call were the following members of the City Council: Mayor Kavanagh, Councilmember Yates,
Vice Mayor Leger*, Councilmember Brown, Councilmember Hansen,Councilmember Elkie and Councilmember
Dickey. Town Manager Ken Buchanan, Town Attorney Andrew McGuire and Town Clerk Bev Bender were also
present.
* Vice Mayor Leger participated throughout the entire meeting by use of teleconferencing equipment.
AGENDA ITEM #1 — CONSIDERATION OF RESOLUTION 2012-11, APPROVING THE ESTIMATES
OF EXPENSES,ASSESMENTS AND THE TENTATIVE BUDGET AS THE FINAL BUDGET FOR THE
TOWN OF FOUNTAIN HILLS FOR THE 2012-13 FISCAL YEAR. (CONTINUED FROM THE JUNE 7,
2012 SPECIAL SESSION.)
Town Manager Ken Buchanan addressed the Council and noted that this is a continuation of the June 7, 2012
Special Session. He said that the Tentative Budget, in the amount of$31,552,772 was approved at that meeting
and advised that staff wanted to bring forth some changes that have occurred since that time. He stated that staff
is proposing a reduction in law enforcement($103,470), elimination of the ADWR fee ($29,107); and a reduction
in HURF ($98,160). He further stated that the Saguaro Boulevard engineering study has been added ($300,000)
and grant funding has been reduced ($213,000) bringing the new total proposed expenditure amount to
[' $31,409,035.
�+ Mr. Buchanan highlighted the various topics that would be reviewed and discussed. He referred to the Town's
organizational chart(Copy of the presentation available in the office of the Town Clerk) and said that this evening
he is seeking Council approval of the chart. He noted that there are no increases in personnel (a total of 64
employees with a full-time equivalent of 56.1). He outlined the various charts for the different departments
(Administration, Development Services, Community Services, and the Municipal Court and discussed personnel
and benefits ($3,356,721). He pointed out that the Town has realized a 15% savings in health insurance
premiums and added that he is recommending a 2.5% cost-of-living for staff. He emphasized the fact that the
delivery of services to the citizens of Fountain Hills is dependent upon the number of employees who can perform
the services.
Mr. Buchanan provided the Council with a debt overview, referred to a list of outstanding bonds and provided a
budget overview. He commented on the budget schedule and Town funds and noted that there are 21 different
sets of books. He discussed All Funds Sources and All Funds Uses; General Fund Revenues; General Fund
Expenditures; and provided a look back and forward (FY2008-17 projected General Fund Revenues and
Expenditures). He provided the Council with a Departmental Overview beginning with Administration
($2,585,022) and noted that there are 11.68 FTE's and discussed the Consensus Based Economic Development
Plan and recommended funding that will have to be approved by the Council; the Economic Development
Program(Excise Tax Fund/General Fund); the three separate initiatives (Downtown Initiative, Tourism Initiative
and Business Attraction Initiative)and provided detailed information on this proposal.
In response to a question from Mayor Kavanagh relative to the status of the citizen survey, which Ms. Bordow
had provided some information on, Mr. Buchanan replied that he has not heard anything and asked Deputy Town
Manager/Finance Director Julie Ghetti whether she had received updated information.
Ms. Ghetti advised that once the budget is approved staff will work with the community to obtain the best price
that they can. She stated that it will have to go out to bid.
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In response to a question from the Mayor relating to a franchise agreement with Chaparral Water, Ms. Ghetti
stated that in the General Fund budget there are monies for a franchise election should it be called and that there
are also contingency funds because it's unknown whether Chaparral Water wants to proceed with a franchise ,4
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election.
Mayor Kavanagh commented on Economic Development and said that when they sat down and discussed this
they realized that there are quite a few plans and decided that it was important to come up with an action plan --
projects that they would actually do--and she thinks everyone has done a very good job on putting that together.
Councilmember Elkie stated the opinion that using some Downtown Development funds and putting them aside
for some contingency issues and marketing is a good idea, especially since approval of the use of any of the
funding would first have to come before the Council.
Councilmember Dickey noted that the funds could also be used for any internal events that arise similar to the
Centennial Celebration and Mr. Buchanan confirmed that whether the monies are for external or internal items,
Council approval will be obtained before any monies are spent.
Councilmember Elkie asked whether this would be a separate account all together(a Manager's account) and Mr.
Buchanan advised that the monies would actually remain in the Economic Development budget but is separated
for that process(the$50,000 as indicated on the PowerPoint).
Councilmember Hansen commented on the fact that conferences have been attended and they have received leads
from the Greater Phoenix Economic Council(GPEC)but when it comes to the end of the day,none of them really
fit Fountain Hills. She said that perhaps they need to scrutinize closer some of the things that they are trying to do
to make sure they are a good fit for the Town and not just the current trend among larger municipalities.
Mr. Buchanan agreed with Councilmember Hansen's comment.
Councilmember Hansen further stated that every year they have a discussion on GPEC and what they are really
getting back for their $10,000 or perhaps it would be better if that money went into the promotional/marketing
efforts.
Mr. Buchanan advised that it is part of the budget and is funded but if the Council would like to have additional
discussion on this item, staff would be happy to bring that forward.
Mayor Kavanagh stated that she recently got together with Mr. Barry Broome and they discussed some of the
things that Councilmember Hansen brought up (some of the things brought forward are not a good fit for the
Town). She said she stressed the importance of maintaining the small town character that makes up Fountain
Hills. She added that she will be meeting with him again and they will make sure that the money is well spent.
Mr. Buchanan pointed out that within that membership there is another program, CoStar. He explained that they
either buy into CoStar or they buy into GPEC because that comes along with the membership.
Councilmember Yates indicated that he would be interested in finding out what kind of discount they could obtain
--is it an additional service?
Economic Development Administrator Lori Gary addressed the Council and explained that it is part of the
package that the Town receives as a member of GPEC. She said they do not receive an itemized line item and it
is based on membership -- there are a lot of larger municipalities that belong to the organization. She reported
that if the Town was to purchase the Co-Star service on its own with the same subscription that they receive being
a member of GPEC it would cost approximately$5,500.
Councilmember Yates stated that he would like to know what is included in the package they offer(is it apples to
apples) and Ms. Gary said that she would be happy to find out. She added that she contacted CoStar and asked
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them to give her a price that would cover providing the same subscription coverage they currently have with
GPEC and that was the price she was given.
In response to a question from Councilmember Dickey relative to what Co-Star is Ms. Gary advised that Co-Star
Low is a database of properties within the metro Phoenix area. She stated that real estate professionals subscribe to
that -- it is web based, interactive based, and when inquiries are received regarding commercial properties in
Fountain Hills she can access the information and find out a variety of details. She said she can quickly contact
them and also see if the property has become available or if it has been leased. She added that they use that
information quite extensively.
Councilmember Dickey expressed the opinion that it sounds like Co-Star is worth it and perhaps at another time
the Council could be provided a better understanding of the benefits the Town would receive.
Ms. Gary advised that she would be happy to follow up on that.
Mr. Buchanan continued his presentation and highlighted the Economic Development Program (he referred to
slides depicted in the PowerPoint presentation and explained their content). He noted that they have $88,676 for
business attraction.
Councilmember Dickey asked who the other sponsors are for jump starting businesses and Ms. Gary advised that
other than the Town, there is the Fountain Hills Chamber of Commerce, the Sternfelds/White law firm, a locally
based accounting firm, etc. She said that she did not bring the entire list with her but said she would be happy to
forward it on to the members of the Council.
Councilmember Dickey added Meridian Bank to the list and said that this is another example of a good
partnership.
In response to a question from Mayor Kavanagh, Ms. Gary confirmed that a website has already been set up
listing the various partners.
Mr. Buchanan noted that there is a presentation on this scheduled for June 21st and continued with his
presentation by discussing community partnerships (Economic Development/Tourism, the Fountain Hills
Community Theatre). Mayor Kavanagh referred to the FY2012-13 Contract Scope of Work (Program: Youth
Arts, Contractor: Fountain Hills Community Theater) and asked if staff had any additional information on
General Production and Workshop/Camp support.
Ms. Ghetti addressed the Council and said that she believes that in the next presentation they will review the
proposal that has been submitted. She said that staff was very insistent that whenever there will be any
advertising the Town will be listed as a sponsor and the Town's logo will be on every piece. She added that she
assumes that they will do some out-of-Town advertising as well. She said that she will find out whether Town
youths receive a discount at the Workshop/Camp support.
Councilmember Elkie noted that the Budget Committee had held some discussions regarding doing some cross
promotional advertising and he believes that this is something that they should explore a little more (explore
marketing for other events).
Mayor Kavanagh added that they also want to make sure that it will not be the same advertising that the Tourism
Bureau is doing.
Mr. Buchanan continued his presentation by discussing the Fountain Hills Boys/Girls Club and the Food Bank.
Councilmember Hansen said that she thought that last year there was a stipulation that the funds would be used
for the purchase of food and Mr. Buchanan advised that unfortunately he was not here at that time and does not
know the answer to the question.
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Ms. Ghetti stated that that is what was proposed to the group but it became problematic for them because they get
so much food donated. She said that staff negotiated with them and removed that requirement because it would
jeopardize their funding efforts and they had concerns regarding future donations.
Councilmember Hansen asked what the money is used for and Ms. Ghetti confirmed that it is used for operations. 4011,
She reported that in addition to providing information to the Town on how many people they serve they are also
providing reports on operating costs.
Councilmember Dickey said that she remembers they had a discussion on who was being served and it was
mostly Fountain Hills' residents. She said that the other part of the discussion was the delivery of the food,which
she believes was acceptable,and they were satisfied with the separations.
The Mayor asked if staff has any idea of how many people are using that service and Ms. Ghetti replied yes, a
report is provided on a monthly basis broken down by demographics --how many in Town and how many outside
of Town.
Mr. Buchanan referred to the MCSO (Maricopa County Sheriffs Office) Posse and a recommendation to provide
them with $15,000 to assist them with vehicle maintenance. He explained that they would submit bills to the
Town for these costs throughout the fiscal year.
Mr. Buchanan discussed Senior Services (a $15,000 grant to assist the Fountain Hills Senior Meals Program -- a
possible grant pass-thru funding to Meals Program). He also commented on the JumpStartBiz program and stated
that second year funding is being recommended for this ($4,500). He said a presentation on this will take place
next Thursday.
Councilmember Elkie commented that he believes the Town is paying the $4,500 on a quarterly basis and Ms.
Gary clarified that the full funding for a twelve-month period is$4,500 and this fiscal year the Town funded them
from January through June so it was not $4,500 this year -- it was $375 a month for six months this fiscal year.
She added that staff is proposing the same funding level but for a twelve-month period. Ms. Gary explained that
the funding will be used to manage and oversee the operations of a small business incubator. She said that the Nair
purpose is to help people who want to start up small businesses and it provides one-on-one counseling,
workshops, etc. She added that any local business can take advantage of this and pointed out that the monthly
workshops are free for the local business sector and encouraged people to call and register for the workshops.
Councilmember Dickey went back to the Home Delivered Meals program and Senior Services, Inc. and asked if
the$15,000 was for the fingerprinting of the volunteers.
Community Services Director Mark Mayer addressed the Council and advised that$17,000 has been budgeted for
next year to take care of the fingerprinting and added that they did get funding this year in the amount of$13,500.
He stated that the $15,000 is strictly for Home Delivered Meals and is the grant that Senior Services, Inc.
received. The$15,000 does not pay for everything and the balance is paid for by the Town.
Councilmember Yates referred to the JumpStartBiz program and advised that the business incubator concept is
not an old one and discussed his personal experience with this concept. He noted that it is a very good project and
there are many success stories.
Mayor Kavanagh said that it needs time and one year may not be enough but it will give them enough information
to decide whether they should continue with this program.
Councilmember Elkie noted that it gives the Town the opportunity to demonstrate that it is business friendly.
Mr. Buchanan moved on to Public Safety with Fire&Emergency Medical ($3,355,335)and explained what those
monies will be going towards. He highlighted the different Fire and Emergency Divisions. He noted that Chief
LaGreca was present to answer any questions.
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Mayor Kavanagh asked if the $24,000 to contract for the C.A.R.E. Program was for a salary and Fire Chief Scott
LaGreca confirmed that it is for a part-time salary in the Rural Metro contract.
Mr. Buchanan continued with Law Enforcement($2,946,102)and explained the proposed use of those funds. He
reviewed he various law enforcement divisions and noted that Captain Rodriguez was present to respond to any
questions from the Council.
Mr. Buchanan discussed the Municipal Court($402,933) and its makeup. He advised that Judge Eisenberger was
present to answer any questions.
Councilmember Elkie requested information on the 7% reduction over last year. He said that it is an accounting
matter because everything that the Court has is constant with the exception of salary and benefits and that is
something that Ms. Ghetti worked with.
Ms. Ghetti advised that the decrease is because the Town hired a new Judge at a lower salary.
Mr. Buchanan highlighted Development Services ($2,042,578) and discussed the makeup of the department,
staffing, its activities and the proposed highlights. He outlined the various Divisions.
Mayor Kavanagh referred to the vacancies and asked if those represent recent vacancies due to budget cuts or
people who left their employ.
Development Services Director Paul Mood responded and said that the Streets Maintenance Tech was a recent
discontinuation of service with an employee and the Custodian or Maintenance Tech staff was looking at hiring
an additional part time person just because of all the additional maintenance that they plan on doing. He advised
that staff has been working with Mr. Rees and they have been really good at contracting things out and improving
efficiency. He added that staff is looking at possibly using the money for the vacant Maintenance Tech position
and contracting out weekend custodial duties for the Library,Museum and the Sheriffs Office.
Mr. Buchanan moved on to Community Services ($2,233,838) and highlighted the Department's organization
chart,activities and proposed budget highlights as well as the various Divisions.
Mayor Kavanagh asked the reason for the decrease in the Community Center Operations budget and Community
Services Director Mark Mayer responded and explained that the part-time hours were reduced.
Mr. Buchanan discussed Special Revenue Funds($17,307,446)and highlighted the HURF/Street Programs.
Councilmember Elkie asked about the $21,600 listed for legal services and Ms. Ghetti advised that a portion of
the Town Attorney's charges are allocated to HURF because a lot of the contracts are related to street funds(about
25%). She said that the General Fund has a portion of that and the HURF fund as well. She noted that this does
not account for the Town Prosecutor or Public Defender,which is in the General Fund under legal fees.
Mayor Kavanagh asked for an explanation of the Traffic Management Program and Mr. Mood explained that the
Streets Department is broken up with the various employees -- there could be 20% in one area and another
percentage in a different area. He added that it was decided that Traffic Management was going to go away and
basically it got rolled up and became the Pavement Management Program.
Councilmember Elkie referred to the $23,000 reduction in street sweepers from last year and asked if there had
been any further discussion about that.
Mr. Mood advised that staff has the numbers and is ready to discuss it if the Council so desires.
Mr. Buchanan said that the Excise Tax Fund is dedicated to the Economic Development Fund.
Mr. Buchanan highlighted the Capital Improvement Program and discussed the Capital Projects Fund
($12,043,810). He outlined the various Capital Projects and indicated his willingness to respond to any questions
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from the Council regarding the projects. He noted that $4,728,810 of that is out of the Capital Projects fund,
which is their local fund and noted the funding that has been dedicated to the Downtown Excise Tax projects.
Councilmember Hansen asked for a clarification on the median improvements and where that is in the process and
said she believes that when they approved the first portion of that agreement it was just for the assessment of the
median and then come up with some conceptual plans. She added that while it is included in the budget it's not a
"done deal"that they will actually proceed with the project.
Mr. Buchanan said that Councilmember Hansen is correct and noted that the Council authorized $20,000 for a
review of the project and staff will bring that back for any expenditure or furtherance of the project.
Councilmember Dickey commented that the amount from the General Fund, $4.7, is a little more than they
usually allocate but earlier they had a chart that took this out to the future and said there is some comfort level
knowing that they are trying to do some of the things that they couldn't do in the past. She added that it evens out
pretty well if you look out over the next several years. She said that the Downtown Funds obviously are not
"done deals" so it looks a little inflated and this is just a little caveat.
Mayor Kavanagh stated that as far as the Avenue Median project it is her understanding that that will be brought
before the people before anything is done and Mr. Mood said that is correct. He advised that they are working on
a Master Plan and have assessed the electrical, irrigation, etc. and will be working with the consultant to put
together two concepts, go to the public meetings for more input and then bring it back to the Council. He said
that at that time it will be decided whether Council wants to move forward with the project.
Councilmember Hansen stated that she thinks it is important to keep out there that this is just a step-by-step
process because she thinks a lot of people are thinking that it is moving along and is a "done deal." She added
that they have received all kinds of comments from the citizens and as they get the public involved, which is
great,it is important for them to know that they are looking at doing something but they are not doing it for sure.
Mayor Kavanagh asked Mr. Mood to explain the Downtown Fund one more time and said that a lot of people are
under the impression that the Town can use that fund to fix Saguaro but that's basically for the designated
downtown area. She asked if staff has found out whether any of that could be used for roads.
Mr. Mood responded that he did not find any specific wording in the policy that would allow the funds to be used
for roads.
Mayor Kavanagh stated that the funds then have to be used in the downtown area and Mr. Mood said that that is
his understanding.
Councilmember Elkie commented that with respect to the downtown improvements,they certainly want to get all
the feedback they can from the residents and have all the appropriate people at the table to discuss what they are
going to do with the downtown area. He stressed the importance of completing a project and doing something
with that area. He said that especially with a theater coming into that area they want to create a sense of
excitement in downtown -- a place that people will hopefully be drawn to. He added that hopefully businesses
will want to come and be part of a vibrant downtown and he believes that the Town can lead the way in doing that
and do it in a responsible manner.
Mr. Buchanan moved on to Fee Schedule Changes and noted that they have been a few changes and asked Ms.
Ghetti to highlight those changes and respond to any questions from the Council.
Ms. Ghetti referred to a chart that depicted that FY 2012-13 Fee Schedule Changes some of which were effective
January 1, 2012 and others that will be effective as of July 1, 2012. She indicated her willingness to respond to
any questions from the Council.
Ms. Ghetti provided information relative to the Probate/Will Assignment fee within the liquor license.
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Mr. Buchanan discussed the two Budget Resolutions he is recommending and advised that the first resolution
adopts the Final Budget (includes adoption of the Fee Schedule as proposed) and the second resolution clarifies
the parameters of administering the 2012-13 budget(assists staff with policy direction as to administering policies
and procedures governing planned budget expenditures; assists the Mayor, the Town Council and citizens by
providing a clear understanding of parameters of the various departmental and program expenditures for the Final
Adopted Budget; and adopts the Organizational Chart, Position Schedule and Job Descriptions for the 2012-13
Fiscal Year).
Mr. Buchanan informed the Council that frequently budgets are adopted and then there are a number of
interpretations of exactly what was adopted so the second resolution will clarify this. He noted that the second
resolution explains how any position can be created, consolidated or deleted and stressed that none of that can
happen without Council approval. He reported that the resolution recommends a cost-of-living increase for
employees in the amount of 2.5% and explained that the Town Manager, the Town's Magistrate and the members
of the Council will not receive this proposed increased. He briefly highlighted the remaining contents of the
second resolution that is being recommended.
Mr. Buchanan recommended that the Council approve the final budget in the amount of $31,409,035 and
indicated his willingness to respond to any questions.
In response to a question from the Mayor, Vice Mayor Leger stated that he did not have any questions and
thanked Mr. Buchanan for his presentation. He added that he is very comfortable with where they are at.
Councilmember Dickey MOVED to approve Resolution 2012-11, adopting the Tentative Budget as the Final
Budget for FY 2012-13 (in the amount of$31,409,035)and Councilmember Brown SECONDED the motion.
In response to a question from Councilmember Elkie,Human Resources Director Joan McIntosh confirmed that a
2.5% across-the-board cost-of-living increase (not a merit increase) is being recommended for all Town
employees with the exception of the Town Manager,the Town's Magistrate and the Town Council. She said that
this is to try and allow the Town to remain competitive and added that there are no other increases being proposed
for employees at this time.
Councilmember Hansen commented that the proposed increase will benefit the higher paid employees more than
the lower paid employees and asked if staff had looked into ways to make it a little more equitable (not a cost-of
living or a merit but another way of providing all employees with a more equitable increase).
Mr. Buchanan requested that Ms. Ghetti display another PowerPoint presentation(Copy available in the office of
the Town Clerk). He said that the proposed 2.5% cost-of-living increase would cost $66,232 and explained how
that would work out for various staff. He added that staff has also put together a second option that consists of a
three-tiered cost-of-living increase that consists of a 2.5% increase for the lower paid employees, a 2% increase
for the medium paid employees and a 1.5%increase for the higher paid employees,which would cost$55,156.
Councilmember Yates noted that the cost of inflation right now is at 3% and asked over the last four years how
often employees'salaries have been increased. Mr. Buchanan replied once;the employees received a 1%increase
last year.
Councilmember Elkie asked if over the last three years there have been any increases other than the 1%across the
board last year and Ms. McIntosh replied no. She confirmed that that was the only increase for employees since
Fiscal Year 2008-09 and said that included everyone but the Town Manager,the Town's Magistrate and the Town
Council. She advised that in 2008-09 employees had received a merit increase based on performance.
Councilmember Brown commented that he does not see how they can delineate one employee from another
because all of the members of the staff work extremely hard -- harder than they ever have because there is a
shortage of staff. He said that he supports the 2.5%across-the-board cost-of-living increase as proposed.
In response to a question from Mayor Kavanagh, Mr. Buchanan confirmed that the increase would include part-
rime staff as well.
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Mayor Kavanagh noted that staff working part time do not make very much money and the proposed increase will
not really give them much of an increase. She added, however, that if someone is in the higher tier the 2.5%
increase will make a much bigger difference. She advised that the lowest paid full-time staff member is being
paid about $28.00 an hour and said that with the three-tiered approach the lower paid and part-time employees
would receive a little bigger increase and pointed out that the part time employees save the Town a lot of money
because they do not receive any benefits and Ms. McIntosh agreed with the Mayor's statements. The Mayor
added that the second option is an interesting compromise that would allow the Town to give the lower paid and
part time employees a little bigger increase.
Councilmember Dickey pointed out that the most anyone will receive is 2.5% and noted that they would not be
giving the higher paid employees more than the 2.5% --but the medium and lower paid employees would receive
less because their salaries are less. She said that she too would support the across-the-board 2.5% cost-of-living
increase.
Mr. Buchanan clarified that anyone making less than $50,000 would receive 2.5% (56% of the employees);
anyone making under $75,000 would receive 2.0% (13% of the employees) and anyone making over $75,000
would receive 1.5%(21%of the employees)according to Option 2 ($55,166,which is$11,000 less than Option 1
that is being recommended.
Councilmember Dickey reiterated her support for the 2.5%across-the-board increase.
Councilmember Hansen said they could recalculate the percentages and aim for the $66,000 mark and not reduce
the overall amount that is being used for the increases.
In response to a question from Mr. Buchanan, Councilmember Hansen stated that instead of giving certain
employees 1.5%, perhaps they give them a higher increase -- just go up incrementally until they get to the
$66,000 mark for the employees that make up 21%and 13%of the staffing levels.
Mr. Buchanan said that if he is hearing Councilmember Hansen correctly, the suggestion is to increase the 1.5%
and the 2.0%to where it matches the$66,000 and Councilmember Hansen confirmed his statement.
Councilmember Hansen pointed out that other municipalities have been grappling with this issue and they are not
alone in trying to figure out how to be more equitable to all employees.
Councilmember Brown said that if he was a member of the staff, regardless of what his pay scale was, if he was
told that because he makes more money because he has worked harder to get to the level of the employment he is
currently at and therefore would receive less, then he would update his resume and look at what other
municipalities are offering. He noted that they almost lost one of their very best employees and he would hate to
think that they would be willing to let even one of their people go over a 1% increase. He said that he would not
support the three-tiered option.
Councilmember Elide pointed out that over the last three years or more there has been a 1% increase and he
doesn't think that an $11,000 savings is worth splitting hairs over -- it's not worth the angst and the possible loss
of employees. He indicated support for the across-the-board 2.5%increase.
Councilmember Hansen clarified that to her it is not the dollar amount as much as it is making it a little more
equitable.
Vice Mayor Leger stated the opinion that being equitable is giving everyone the same slice of the pie--2.5%. He
agreed with Councilmember Brown's comments regarding the fact that the entire staff works hard and does an
excellent job. He added that he would not like to punish someone because they are making a higher level of pay.
He stressed the importance of remaining competitive and said he supports the 2.5% across-the-board increase as
recommended. He said he would be willing to make that motion but if the motion that is already on the floor
covers this then he is fine with that as well. Town Attorney Andrew McGuire clarified that the motion that is
currently on the floor includes approval of the 2.5%across-the-board cost-of-living increase.
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Town Clerk Bev Bender advised that there were no citizens wishing to speak on this agenda item.
Councilmember Hansen referred to the Administration Department and said that every year they talk about the
value of their volunteers and enhancing/maximizing their volunteer program. She said that since they are looking
y at the organizational chart she would like the Council to consider at least having a discussion on the volunteer
program and where it lives in the organization and what it does. She referred to a publication she found relating
to building a successful volunteer program and stated that it includes a lot of good ideas on how to come up with a
management plan for a volunteer program. She added that she is not necessarily suggesting anything at this time
except perhaps soon, if there is a consensus,that they ask the Town Manager to assess the program and see if they
could make any changes in the organization chart that would help them to come up with a management plan for
the volunteer program that would actually grow the program. She noted that this was identified as a priority in the
Town's Strategic Plan so she would like some earnest effort to be put into accomplishing this.
Mr. Buchanan advised that he would be happy to look into this and provide a management plan during this fiscal
year. He added that he will work to identify enhancements that could be made to the program and present them to
the Council.
Councilmember Elkie concurred with Councilmember Hansen's comments and said he thinks they should be
allocating more staff time towards this worthwhile program.
Councilmember Dickey stated that she had spoken with Heather about the program and said that it consists of a
trading of hours program. She said she has a copy of the kit and would be happy to provide it.
Mr. Buchanan commented that he would be happy to review that as well.
Councilmember Hansen advised that Peoria, Tempe and Scottsdale have the program under Community Services
and some of the other municipalities have the coordinator of the program reporting to the Assistant City Manager.
Mayor Kavanagh agreed that they need to look at the volunteer program and said they are relying more and more
cor on volunteers and they save the Town a significant amount of money. She suggested that they discuss this issue
at their next Retreat. She added that it becomes more of a stand-alone department and oftentimes is an exempt
position. She said that she believes there is good potential and she agrees wholeheartedly that this important issue
should be pursued. The Mayor commented that they have made a great start and identified some good ideas for
their next Retreat.
Mayor Kavanagh requested a roll call vote on the motion as follows:
Councilmember Yates Aye
Vice Mayor Leger Aye
Councilmember Brown Aye
Councilmember Dickey Aye
Councilmember Hansen Aye
Councilmember Elkie Aye
Mayor Kavanagh Aye
The motion CARRIED UNANIMOUSLY(7-0).
AGENDA ITEM #2 - CONSIDERATION OF RESOLUTION 2012-18, PROVIDING GENERAL
DIRECTION ON POLICY ADMINISTRATION OF THE ADOPTED FY2012-13 BUDGET AND
ADOPTING THE TOWN OF FOUNTAIN HILLS ORGANIZATIONAL CHART, THE FY2012-13
AUTHORIZED FULL-TIME POSITIONS, WITH ASSOCIATED JOB DESCRIPTIONS, AND THE
FY2012-13 PAY PLAN. (CONTINUED FROM THE JUNE 7,2012 SPECIAL SESSION.)
Mr. Buchanan addressed the Council relative to this agenda item and informed the Council that Resolution 2012-
18, as previously discussed above, discusses all of the items for the transfer of funds, expenditure restrictions,
fund balances, etc. He added that it adopts the organizational chart, the current pay plan, the current schedule of
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authorized positions and creation and it also is explicit regarding the fact that any creation, modification,
combination, consolidation, etc. of any position will come before the Council for their approval. He indicated his
willingness to respond to questions from the Council.
Ms. Bender advised that there were no citizens wishing to speak on this agenda item.
Councilmember Yates MOVED to approve Resolution 2012-18 and Councilmember Dickey SECONDED the
motion.
Mayor Kavanagh said that she wanted to clarify for the residents that just because something is in the budget it
doesn't mean that they have to move forward with it-- it just means that it is there and if they decide after public
input on all the projects to move forward,there would be a public vote to move ahead(nothing says that they have
to do it--anything can be changed). She added that they just can't go over the amount that has been adopted for
the final budget.
A roll call vote was taken with the following results:
Councimember Elide Aye
Councilmember Hansen Aye
Councilmember Yates Aye
Vice Mayor Leger Aye
Councilmember Brown Aye
Councilmember Dickey Aye
Mayor Kavanagh Aye
The motion CARRIED UNANIMOUSLY(7-0).
AGENDA ITEM#4-ADJOURNMENT
Councilmember Brown MOVED to adjourn the meeting and Councilmember Yates SECONDED the motion,
which CARRIED UNANIMOUSLY(7-0). The Special Session adjourned at 7:00 p.m.
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TOWN OF FOUNTAIN HILLS
By S sZ �/"
Li a M. Kavanagh,Mayor
ATTEST AND
PREPARED BY:
Bevelyn J. Bender,Town Clerk
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Special Session held
by the Town Council of Fountain Hills in the Town Hall Council Chambers on the 12th day of June, 2012. I
further certify that the meeting was duly called and that a quorum was present.
DATED this 2nd day of August 2012.
Bevelyn J. Bender,Town Clerk
L
L
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