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HomeMy WebLinkAboutMinutes - Capital Improvement Program Technical Advisory Committee - 3/14/2008 ACTION SUMMARY Town of Oro Valley Capital Improvement Program Technical Advisory Committee Regular Meeting Kachina Conference Room 11000 N. La Canada Drive Oro Valley, Arizona Friday, March 14, 2008 9:00 a.m. REGULAR MEETING CALL TO ORDER AT 9:07 a.m. ROLL CALL PRESENT: Paul Loomis, Mayor Stacey Lemos, Finance Director Tobin Rosen, Town Attorney Craig Civalier, Town Engineer Daniel Sharp, Police Chief Lyra Done, Parks and Recreation Advisory Board Member Dan Toth, Finance and Bond Committee Member Doug McKee, Planning and Zoning Commissioner Ainsley Reeder, Parks and Recreation Director Jerene Watson, Assistant Town Manager STAFF PRESENT: Sandra Abbey, Human Resources Director Brian Garrity, Procurement Administrator Aaron LeSuer, Police Department Commander Art Cuaron, Finance Analyst Susann BeDell, Senior Office Specialist APPROVAL OF MINUTES OF FEBRUARY 14, 2008 AND FEBRUARY 29, 2008 Ainsley Reeder pointed out that James Gardner sat in as her proxy at the February 29th meeting and wanted to make sure that was reflected in the minutes. MOTION: Daniel Sharp MOVED to adopt the corrected minutes of February 14 and February 29, 2008. The motion was SECONDED by Craig Civalier. Motion carried 10- 0. REVIEW FINAL CAPITAL IMPROVEMENT PLAN DOCUMENT — DISCUSSION AND POSSIBLE ACTION Ms. Lemos noted that the Capital Improvement Plan document has been updated based on discussions in the prior two meetings in terms of General Fund totals and rankings. General Fund projects now total $671 K and include: 3/14/2008 March 14, 2008 Minutes, CIPTAC 2 • Coyote Run Replacement Vehicle • Vestar Tenant Improvements • Spillman Mapping Upgrade • Digital Information Management System • Employee Facility Security Phase Two Project The Highway Fund totals $800K and includes: • Stress absorbent Membrane (SAM) Project • Purchase of 4,000 gallon Water Truck • Fog Seal Project Chief Sharp noted that the Police Department has the opportunity to apply for Urban Area Security Initiative (UASI) Fund Bank for about $110K for building out the Police tenant improvements at Vestar. This will reduce the amount for the FY 08/09, if it is approved. Ms. Lemos noted that the graphs and charts in the CIP document show a large portion for next fiscal year's Master Planned Projects because the possible bond issues for the Naranja Town Site and the Municipal Operations Center (MOC) project must be budgeted. As a result, you will see a large increase over the bottom line when the Town Manager's Recommended Budget goes before the Council. The Water Utility budget is also included in the document and the projects are detailed in the document. Ms. Lemos noted that while this Committee is preparing this document, the departments are preparing their operating budgets and turning those forms into the Finance department. So as we move further into the budget process the Finance department is looking at existing projects that are underway in this fiscal year and determining how much of the current projects need to be rolled over into next year's CIP. Those projects may change the budget capacity in this document before it is made final. The final document will ultimately need to be approved by Council. Ms. Lemos pointed out the CIPTAC Recommendations listed on page 10 that were used to put this document together this year. These recommendations were: • Departments do not combine multiple projects in a single request. Individual projects must meet the capital project criteria, as defined in this document, for consideration • The Town research the use of bond funds as an alternative source of funding for the Vestar Tenant Improvement and the MOC project • The Town research lease-purchase options for high dollar equipment purchases • The Town research Improvement Districts as an alternative funding mechanism for new sidewalk construction and installation • The Town research the issuance of excise tax bonds as an alternative funding source for street and road preservation and maintenance 3/14/2008 March 14, 2008 Minutes, CIPTAC 3 The next step is to present the CIP document to the Planning and Zoning Commission at their next meeting to be held on April 1, 2008. MOTION: Ainsley Reeder MOVED to approve the recommendation of this document to Council and presentation to the Planning and Zoning Commission. The motion was SECONDED by Chief Sharp. Motion carried 10-0. Comments were made by various CIPTAC members about how this CIP process has improved this year. Ms. Lemos recognized Finance Analyst, Art Cuaron, for his leadership in revising the process this year. MEETING WAS ADJOURNED AT 9:22 a.m. Prepared by: Susann BeDell Senior Office Specialist