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HomeMy WebLinkAboutMinutes - Capital Improvement Program Technical Advisory Committee - 2/14/2008 Town of Oro Valley Capital Improvement Program Technical Advisory Committee Regular Meeting Kachina Conference Room 11000 N. La Canada Drive Oro Valley, Arizona Thursday, February 14, 2008 9:00 a.m. REGULAR MEETING CALL TO ORDER AT 9:04 a.m. ROLL CALL PRESENT: Paul Loomis, Mayor David Andrews, Town Manager Stacey Lemos, Finance Director Tobin Rosen, Town Attorney Craig Civalier, Town Engineer Ainsley Reeder, Parks and Recreation Director Daniel Sharp — Police Chief Aaron LeSuer— Police Department Commander Lyra Done — Parks and Recreation Advisory Board Member Dan Toth, Finance and Bond Committee Member Doug McKee, Planning and Zoning Commissioner STAFF PRESENT: Sandra Abbey, Human Resources Director Brian Garrity, Procurement Manager Kevin Verville, Information Technology Director Aimee Ramsey, Transportation Director Art Cuaron, Finance Analyst James Garner, Parks and Recreation Jose Rodriguez, Public Works Mike Todnem, Public Works Susann BeDell, Senior Office Specialist INTRODUCTIONS All present introduced themselves to the Capital Improvement Program Technical Advisory Committee (CIPTAC). REVIEW COUNCIL ADOPTED PROCESS Finance Director Stacey Lemos presented a short PowerPoint presentation explaining the Capital Improvement Process (CIP). Tab One of the Packet handed out to all members of the Committee gives a comprehensive overview of the CIP. 2/14/2008 Minutes, CIPTAC 2 REVIEW TENTATIVE MEETING DATES Tab Two in the Packet outlines the Composition of the CIPTAC Committee and the Timeline for the process and meeting dates. Specifically, Project rankings are due from committee members on February 22, 2008. Mr. Cuaron will email Fund ranking worksheets to all committee members today. Mayor Loomis is a non-scoring committee member, and Town Manager Andrews will score only if there is a tie among the members. The next CIPTAC meeting will be held to present the draft CIP to the Committee on February 29, 2008. REVIEW PROJECT EVALUATION CRITERIA Tab Three in the Packet lists the Evaluation Criteria and identifies changes and revisions to number of members and ranking scores. PRESENT PRELIMINARY BUDGET ALLOCATION Tab Five details the CIP for Fiscal Year 2008/2009 along with a separate breakdown for the Five Year Summary. Total of requests for 2008/2009 FY is $11.1 M. Ms. Lemos indicated that the General Fund holds approximately $600 - $700K for CIP projects for the 2008/09 FY. PROJECT PRESENTATIONS FROM APPROPRIATE STAFF ■ GENERAL ADMINISTRATION / HUMAN RESOURCES Sandra Abbey, Human Resources Director, outlined the request for funding beginning on Page 11 for an Employee/Facility Security Phase II. The request is for $150K. Aaron LeSuer, Police Department Commander, noted that the Police Department had put forth this project in the past and believes it will prevent attacks on Town employees and Police Department personnel and will also serve to prevent terrorist attacks once it is in place. Mr. Andrews noted that perhaps the Water Utility will be able to pay for their portion of the costs of this project. A request needs to be made of Tim Harden for re-keying costs that will be saved if this project is completed. Mayor Loomis noted that those cost estimates need to be provided to the Finance Department. 2/14/2008 Minutes, CIPTAC 3 ■ INFORMATION TECHNOLOGY Kevin Verville, Information Technology Director, detailed the request for funding beginning on page 14 of the Packet. The request is for replacement of the phone system town-wide. The fund request for 2008/09 is $400K and 2009/10 will be $400k. The current system was purchased in 2000 and is obsolete, difficult and costly to maintain and obtain replacement parts. Current system is at 90% capacity. With the new system, each location will have autonomy from the other locations. If one department loses phone capability, it will not effect other departments. Police Chief, Daniel Sharp asked if costs are realistic. Mr. Verville stated that replacement will be done using State Contract costing. Chief Sharp noted that we should try to get a lower estimate. Mr. Andrews noted that the cost savings have not been broken down in detail. Mr. Verville to give more accurate estimated costs and savings to Finance. Procurement Administrator, Brian Garrity, noted that current carrier, Qwest, is on a State contract and thinks the numbers are fairly accurate. Chief Sharp stated he thinks the phone system is working fine. Mr. Verville replied that there is more and more administrative time being spent on it. Ms. Lemos noted that perhaps Water Utility can be separated out of the costs. Mr. Verville to also look into separating out Water Utility costs. ■ PARKS AND RECREATION Mr. James Gardner presented a request for funding of a new dump truck. The fund request for 2008/09 is $55K. They currently use a modified pickup truck that is undersized and used for small jobs only. Currently, Public Works loans their dump truck for larger needs for the Parks Department. Use of the dump truck by the parks Department is approximately 40 to 50 times a year. • PARKS AND RECREATION Mr. Gardner presented a request for funding for James D. Kriegh Park to add shade structures over all baseball and softball bleachers (10 structures); and to install solar lights, fencing and a gate to increase the size of the dog park by-20%. Each request is approximately $30K each for a total request of funds of$60K. ➢ After discussion with several members and Mayor Loomis regarding this request, it was decided by Parks and Recreation to pull this $60K request and put it onto Parks and Recreations budget for the year. ➢ Funding request beginning on page 23 was also pulled by the Parks and Recreation Department. 2/14/2008 Minutes, C I PTAC 4 • POLICE DEPARTMENT Aaron LeSuer, Police Department Commander, presented the request for funding beginning on page 26 of the Packet. This request is for tenant improvements to the Police Substation at the new Vestar development in the amount of$373K. Commander LeSuer handed out a drawing of the proposed improvements which will maximize the space available. Cost savings will be based on the lease with Vestar in the amount of$1.00 per year for 20 years. A savings of approximately $83,550 per year. • POLICE DEPARTMENT Commander LeSuer also presented the request for funding beginning on page 29 of the Packet for security enhancements to the interior and exterior of the new Substation. Town Engineer, Craig Civalier, noted that he would like security lights put up at the new Municipal Operations Center. > Chief Sharp noted that he will move this request to next years CIP. • POLICE DEPARTMENT Commander LeSuer presented the request for funding beginning on page 32 of the Packet for Digital Information Management System (DIMS) to capture, upload and download audio and video. The initial purchase request is $53K. The Pima County Sheriff's Department and the City of Tucson Police Department are both using this system. Approximately 60 cameras would be purchased. • POLICE DEPARTMENT Commander LeSuer presented the request for funding beginning on page 35 of the Packet for Automated Vehicle Locators and Spillman Mapping Upgrade. This request is for $89K and would provide hardware and software to upgrade existing vehicles with Global Positioning Systems (GPS) and licenses. It would improve response time to incidents and eliminate wasted time for dispatchers to find the closest unit. Additionally, the mapping software would give a map directly to the address location. Pima County provides 500 licenses and is the backbone of this project. The Pima County Wireless Integrated Network will be required in 2009. > The department priority has been raised to number Two for this request. • PUBLIC WORKS Town Engineer, Craig Civalier, presented the request for funding beginning on page 38 of the Packet for Town Hall Parking Lot Overlay and Striping. The request is for $110K. The pavement is original and approximately 18 years old. It is at the point where if it is not addressed this year, costs to repair will become cost to replace within 2 to 3 years. 2/14/2008 Minutes, CIPTAC 5 The cost to replace, if not addressed this year, will be approximately $400 - $500K. The current overlay request will provide pavement for the next eight to ten years. This includes the entire lot, including the library area, which will give a finished and complete look to the Town Hall lot. Core samples have shown that the lot is perilously close to deterioration. ■ PUBLIC WORKS Mr. Civalier presented the request for funding beginning on page 41 of the Packet for a sidewalk at rancho Vistoso Neighborhood 5B. This is a citizen request. The request for funding is $91K. > After much discussion with the committee, it was decided that this should properly be placed with the Highway Fund and that Improvement Districts need to be considered. This request was pulled by Public Works. • TRANSIT Aimee Ramsey, Transit Coordinator, presented the request for funding beginning on page 44 of the Packet for a Coyote Run replacement vehicle. Request for funding is $6,000. The cost of the vehicle will be approximately $66,000, of which $60,000 will be provided by an annual RTA grant from the Federal Transit Authority. Noted that the current old vehicle will be sold and the funds gained from that sale may not need to go back to the RTA. The original purchase of the vehicle will be looked into by Ms. Ramsey to determine that variable. OTHER QUESTIONS AND COMMENTS Ms. Lemos noted that the Highway Fund is estimated for $800K this year. Stress Absorbing Membrane Asphalt lasts from seven to ten years. The Town plans to contract out the parking lot overlay. Town Manager Andrews noted that it appears that Stormwater Fees will not need to rise above the current $2.90 per household. Mayor Loomis stated that the area proposed for the Park & Ride is not a popular location with the citizens in the area. MEETING WAS ADJOURNED AT 12:00 p.m. Prepared by: Susann BeDell Senior Office Specialist