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Home My WebLink AboutPackets - Council Packets (1762)Town Council Meeting Regular and Study Session January 4, 2023 Town Council Meeting Announcements Upcoming Meetings Meetings are subject to change. Check the Town website for meeting status. Planning and Zoning Commission Study Session January 5 at 10 a.m. Hopi Conference Room Historic Preservation Commission January 9 at 5 p.m. Council Chambers Water Utility Commission January 9 at 5 p.m. Hopi Conference Room Public Safety Personnel Retirement System Board January 10 at 2 p.m. Hopi Conference Room Planning and Zoning Commission Special Session January 10 at 6 p.m. Council Chambers Budget and Finance Commission Regular Session January 17 at 4 p.m. Council Chambers Town Council Regular Session January 18 at 6 p.m. Council Chambers 4 Town Council Meeting Regular and Study Session January 4, 2023 6 Spotlight on Youth Phuong Bui Senior, Immaculate Heart High School Town Council Meeting Regular and Study Session January 4, 2023 Senior Programming Task Force Report January 4, 2023 Senior Programming Task Force Report In its Strategic Leadership Plan for FY 20/21 and FY 21/22, Town Council defined Focus Area 2 as Culture and Recreation. Goal B of this Focus Area contained the objective: “Form a temporary task force to review current senior recreation programming and identify opportunities that will broaden and improve such program access.” Senior Programming Task Force Report Task Force Origins Formation of Task Force Recruitment in February 2022 11 original members, six members finished project Eight total meetings held May –November Defining deliverables Expectations of Task Force Survey development Survey available as Appendix I Survey (Sept. 1 –Sept. 30, 2022) •Online •Mail-in •In-person pop-ups •Oro Valley Library •Heirloom Farmer’s Market Open house –Sept. 29, 2022 Public Participation Opportunities Senior Programming Task Force Report Senior Programming Task Force Report 903 responses Statistically significant for Oro Valley population 50+ Demographics: Gender: •Women 67.73% •Men 28.24% Ages: •50-59 11.52% •60-69 43.96% •70-79 37.54% •80+5.87% Survey Results Overall Level of Interest in Activities by Percentage Somewhat interested and very interested responses combined* Senior Programming Task Force Report Rank Activity Combined % 1 Lectures and educational opportunities 68.24 2 Hands-on classes 58.16 3 Social groups 55.37 4 Social outings 54.09 5 Fitness classes and activities 48.03 6 Volunteering 47.17 7 Sports leagues 43.97 8 Dance 42.41 9 Other 15.5 Senior Programming Task Force Report 264 total responses New program/activity ideas Did not realize programs were offered Educational opportunities Trips/tours to local sites Desire for social opportunities Senior specific information identified Open-ended Questions Senior Programming Task Force Report The survey represents a statically valid reflection of the over 50 years of age population of Oro Valley. Current or past members of a Town facility favor activities and programs that are more physical or fitness-related compared to overall sample. While a significant number of respondents indicated that they were cost conscious participants in recreational activities, the preferences of cost-conscious participants generally reflected the overall samples activity/program preferences. Transportation is largely not a deciding factor in whether to participate in an activity or program. Only 12 percent of respondents indicated transportation was a contributing factor or the deciding factor in whether to participate. Key Findings Senior Programming Task Force Report Recommendations for Parks and Recreation Department to develop more programs and activities for seniors Promote existing activities and programs while increasing fitness offerings. Offer educational opportunities and hands-on classes. Develop opportunities for social groups and trips. Recommendation: Promote existing activities/programs while increasing fitness offerings Senior Programming Task Force Report Promote existing opportunities Issue Lack of information about programs. Solutions Develop a targeted marketing program. A senior activities webpage or way to denote senior specific activities was also suggested for the website. Increase fitness offerings Issue Classes specifically for seniors currently exist, finding new instructors could be challenging based on instructor availability. Solutions Renew Active was implemented in June and we will be adding Silver Sneakers in early 2023. Working to secure Silver & Fit as additional senior activities are developed, space can be reserved and programmed, and senior-specific instructors can be sought. Recommendation: Offer educational opportunities and hands-on classes Senior Programming Task Force Report Issue Qualified instructors need to be located for lectures and arts classes. The potential topics and classes should be vetted through seniors themselves to ensure minimum attendance thresholds. Solutions If qualified instructors cannot be found or specialized equipment is needed, it would be advantageous to develop partnerships with other entities, such as Pima Community College. Lectures and classes offered by the Oro Valley Public Library and the Western National Parks Association should be investigated to avoid duplication of effort; partnerships with these groups may expand offerings. Recommendation: Develop social groups and trips Senior Programming Task Force Report Issue Significant planning is needed. Affordable transportation solutions Develop a calendar –possibly one activity a month to begin. Continue to identify these activities and judge interest and feasibility by participation rates. Next Steps Senior Programming Task Force Report Focus on the three outcomes as priority programming. Develop a marketing/promotions strategy that focuses on 55+ population. Silver & Fit programs Identify partners to begin an education/speaker series. Thank you to: Task Force members:Staff: Patricia Bacalis Nancy Ellis Becky Foster Matthew Jankowski Lois Feldman Brandon Laue Lucy Kramer Misti Nowak Cathy Wayand Karl Shaddock Johnna Wills Senior Programming Task Force Report Town Council Meeting Regular and Study Session January 4, 2023 Parks Bond Projects Progress Update January 4, 2023 24 Current Bond Projects Financial Overview Town Expenditures: $34,000,000 Naranja Park Expansion –Based on contractor 12/22/22 latest contracts and cost estimates $21,600,000 Golf Course Irrigation Replacement (including dedicated contingency)$8,750,000 Tennis Courts Reconstruction and Expansion (finished & final cost) $2,790,000 Multi-use Path Connections $260,000 Community Center Parking Lot Reconstruction and Expansion $600,000 Available Funding: $34,923,498 Parks Bond $25,000,000 Community Center Fund $2,100,000 ARPA $4,623,498 Capital Fund Contingency (Council approved at the November 16th meeting)$3,200,000 Total Contingencies: $1,337,498 Overall for Naranja Park, MUP’s & CRC Parking Lot $923,498 Contained within the Golf Irrigation Expansion budget (included above within expenditures) $414,000 Creates approximately a 4% contingency overall and 6% for remaining work Naranja Park Expansion Update Progress Over the past month and a half, the team has been revising the design of the Skate/Pump Track portion of the project, working on the reconfigured infrastructure, reconfigured Splash Pad, and progressing with the field design as their seeding is time dependent. However, given the past month and a half has covered the heaviest of the annual holiday seasons, the progress has only been on the concept for the Skate/Pump Track and Splash Pad areas. Schedule There have been some minor schedule setbacks as we have been re-tooling the project. As such, there is a noticeable slow down in the field as the designs are reconfigured to meet the parameters of the value engineering (VE) redesign. However, the new multi-use fields are progressing as the VE redesign had little impact on the actual reduced field construction. The contractor is evaluating a secondary method of paving the park -the utilization of RAP (Recycled Asphalt Paving) instead of a double-shot chipseal with a slurry coat finish. If the costs are comparable, this may become a better alternative as it more closely behaves and feels like conventual asphalt paving. But this option will only be implemented if it can fit within thecurrent allocated budget. Cost The current cost, as provided by the contractor's latest breakdown (12/22/22), is 21,600,000. Challenges Construction material market volatility. Wood has dramatically decreased. However, asphalt is currently spiking in cost, and concrete remains steadily high. Next Steps 25 Current Naranja Park Site Plan 26 This site plan includes existing, being constructed under current project and deferred amenities to be built in the future. Deferred amenities will be shovel ready for future construction as funding becomes available. Golf Course Irrigation Replacement Update Progress The project is currently on hold until the end of April when phase 2 construction will start. Schedule The schedule includes the closure of the course at the end of April and then reopening after the overseeing is complete at the end of October/early November 2023. Cost The entire project is under a signed contract. With phase 1 complete, there is still $4,400,000 worth of work to be completed for phase 2. This includes a construction contract, construction administration, and a remaining contingency of $414,000. This separate contingency is an assurance that the project will continue to remain within the VE presented overall budget. Challenges The challenges to this project are very minimal due to the pre-purchase of piping materials. The largest challenge remaining is the timing between constructing the irrigation system replacement and maintenance of the cart paths, thereafter, to be completed before reseeding commences and the course is subsequently opened to the public. Next Steps 27 Multi-Use Path Connections Update La Cañada Drive Progress This project is being re-tooled to encompass filling the gap between Cañada Hills Drive and the Community Center entrance. Staff will have more of an update once the plans are revised and completed. We will bid this project through an approved Job Order Contract contractor to save time and control costs. Schedule The schedule has not been updated for the new scope yet. Cost The current projected cost of the project to the Town is $260,000. The remainder of the funding is being provided by the RTA ($420,000). Challenges The cost of asphalt is spiking, as well as available contractors to execute the project. This will have cost and schedule implications as it may be prudent to wait for costs to adjust, (like wood has recently), if we are beyond the anticipated budget during bidding. In addition, the width of the La Cañada right-of-way is narrow, and we may need a construction easement from the Cañada Hills HOA. Next Steps 28 Multi-Use Path Connections Update Naranja Drive Progress This project is now completely covered under external funding (Federal and RTA), along with a new schedule as federalized projects follow different processes, policies and execution. The scope is now from La Cañada to 1st Ave., along the north side of the ROW. There are two Intergovernmental Agreements (IGA’s) required: •Allowing the RTA funding portion to flow through the Town and to ADOT (complete). •An IGA with ADOT for managing and executing the project. Federal funding requires an authorized agent to execute the work. ADOT is approved as a federally authorized agent. That IGA will be submitted for approval by the Council early within the new year. Schedule Once the ADOT IGA is processed, ADOT will establish the design and construction schedule. Cost No cost to the Town. This project is being 100% funded by exterior sources. The RTA funding flows through the Town to distribute to ADOT. The federal funding flows directly to ADOT. Challenges Maintaining the project within the budgeted funding. The Town is responsible for overages and unforeseen conditions. So, the Town will have staff assigned to assist ADOT and monitor the project to advert any over-cost impacts or conditions and suggest Town sanctioned remedies to maintain the original budget. Next Steps 29 Community Center Parking Lot Reconstruction & Expansion Update Progress This project is being re-tooled to encompass clearing, regrading and paving the dirt lot into the existing parking lot to expand the asphalt surfacing. Then, the existing parking pattern will be extended into this new area. The redesign has not started yet, working to complete a new concept in January 2023. Schedule The schedule has not been updated for the new scope yet. Cost Current staff derived estimate is $600,000 Challenges The cost of asphalt is spiking, as well as the diminished availability of contractors to execute the project. This will have cost and schedule implications as it may be prudent to wait for costs to adjust if we are beyond the anticipated budget during bidding. Next Steps 30 31 Questions? Town Council Meeting Regular and Study Session January 4, 2023 FY 2022/23 Financial Policy Approval January 4, 2023 FY 2021/22 Financial Policies GFOA recommends regular and systematic review, updating and approval of financial policies Budget and Finance Commission performed comprehensive and thorough review over two separate meetings Financial policies are central to a strategic, long-term approach to financial management Financial Policy Purpose Institutionalize good financial management practices Clarify and crystallize strategic intent for financial management Define boundaries Support good bond ratings and thereby reduce the cost of borrowing Promote long-term and strategic thinking Manage risks to financial condition Comply with established public management best practices Notable Items Proposed new policies keep significant existing policies intact 30% of expenditures General Fund reserve (increased from 25%) Lease capitalizations thresholds and definitions due to GASB Statement No.87 Coverage ratio included for non-enterprise debt Monthly financial reporting to Town Council, quarterly updates to projections GASB-54 matrix updated to include new grants/contracts fund Questions? Town Council Meeting Regular and Study Session January 4, 2023