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HomeMy WebLinkAboutPackets - Council Packets (432)         AGENDA  ORO VALLEY TOWN COUNCIL REGULAR SESSION June 21, 2017 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE         REGULAR SESSION AT OR AFTER 6:00 PM   CALL TO ORDER   ROLL CALL   PLEDGE OF ALLEGIANCE   UPCOMING MEETING ANNOUNCEMENTS   COUNCIL REPORTS      •   Spotlight on Youth   DEPARTMENT REPORTS   The Mayor and Council may consider and/or take action on the items listed below: ORDER OF BUSINESS: MAYOR WILL REVIEW THE ORDER OF THE MEETING   INFORMATIONAL ITEMS   CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during “Call to Audience.” In order to speak during “Call to Audience” please specify what you wish to discuss when completing the blue speaker card.   PRESENTATIONS   CONSENT AGENDA  (Consideration and/or possible action)   A. Minutes - May 30 and June 7, 2017   B. Fiscal Year 2016/17 Financial Update through April 2017   C. Resolution No. (R)17-26, endorsing the consolidation of Golder Ranch Fire District and Mountain Vista C. Resolution No. (R)17-26, endorsing the consolidation of Golder Ranch Fire District and Mountain Vista Fire District   D. Request for approval of Conceptual Architecture for Oro Valley Adult Medicine, a proposed medical office in the Mercado Del Rio Commercial Center, located near the northwest corner of Pusch View Lane and Oracle Rd.   E. Request for approval of Conceptual Architecture for One AZ Credit Union, a proposed bank in the San Dorado Commercial Center, located on the northeast corner of 1st Avenue and Oracle Rd.   F. Resolution No. (R)17-27, authorizing and approving an intergovernmental agreement between the Town of Oro Valley and the Pima County Recorder to provide election services for the November 7, 2017 Special Bond Election   G. Resolution No. (R)17-28, amending Personnel Policy 2 – Definitions, and Personnel Policy 10 - Leaves   H. Review and approval of the Planning Division Two Year Work Plan (Fiscal Years 17/18 and 18/19)   REGULAR AGENDA   1. PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION REGARDING TWO REQUESTS RELATED TO THE PROPOSED VILLAGES AT SILVERHAWKE RESIDENTIAL SUBDIVISION, LOCATED ON THE SOUTHEAST CORNER OF TANGERINE ROAD AND N. 1ST AVENUE: A. GRADING EXCEPTION B. CONCEPTUAL SITE PLAN, LANDSCAPE PLAN AND RECREATION AREA PLAN   2. DISCUSSION AND POSSIBLE ACTION REGARDING A PROPOSED CONCEPTUAL SITE PLAN AND LANDSCAPE PLAN FOR THE VIEWPOINTE II AT VISTOSO TRAILS SUBDIVISION, LOCATED ON MOORE ROAD APPROXIMATELY 1/4-MILE EAST OF THE RANCHO VISTOSO BOULEVARD AND MOORE ROAD INTERSECTION   3. DISCUSSION AND POSSIBLE ACTION TO AMEND THE FY 2016/17 ADOPTED BUDGET TO TRANSFER GENERAL FUND SURPLUS TO TOWN SELF-INSURANCE BENEFIT FUND AND COMMUNITY CENTER FUND, AND AUTHORIZE ADDITIONAL SURPLUS GENERAL FUNDS FOR THE REPAYMENT OF PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEM (PSPRS) EXCESS CONTRIBUTIONS TO MEMBERS   FUTURE AGENDA ITEMS (The Council may bring forth general topics for future meeting agendas. Council may not discuss, deliberate or take any action on the topics presented pursuant to ARS 38-431.02H)   CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during “Call to Audience.” In order to speak during “Call to Audience” please specify what you wish to discuss when completing the blue speaker card.   ADJOURNMENT     POSTED: 6/14/17 at 5:00 p.m. by pp When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Council meeting in the office of the Town Clerk between the hours of 8:00 a.m. – 5:00p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Council meeting at 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Town Council during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Town Council on any item(s) on this agenda, please complete a speaker card located on the Agenda table at the back of the room and give it to the Town Clerk. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during “Call to Audience”, please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Mayor announces the item(s) on the agenda which you are interested in addressing. 1. For the record, please state your name and whether or not you are a Town resident. 2. Speak only on the issue currently being discussed by Council. Please organize your speech, you will only be allowed to address the Council once regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During “Call to Audience” you may address the Council on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. Thank you for your cooperation.    Town Council Regular Session Item # A. Meeting Date:06/21/2017   Requested by: Mike Standish Submitted By:Michelle Stine, Town Clerk's Office Department:Town Clerk's Office Information SUBJECT: Minutes - May 30 and June 7, 2017 RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve, (approve with the following changes) the May 30 and June 7, 2017 minutes.  Attachments 5-30-17 Draft Minutes  6-7-17 Draft Minutes  5-30-17 Minutes, Town Council Special Session 1 MINUTES ORO VALLEY TOWN COUNCIL SPECIAL SESSION May 30, 2017 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE SPECIAL SESSION AT OR AFTER 4:00 PM CALL TO ORDER Mayor Hiremath called the meeting to order at 4:01 p.m. ROLL CALL PRESENT:Satish Hiremath, Mayor Lou Waters, Vice Mayor Joe Hornat, Councilmember Rhonda Piña, Councilmember Bill Rodman, Councilmember Mary Snider, Councilmember Steve Solomon, Councilmember SPECIAL SESSION AGENDA 1.DISCUSSION AND APPROVAL OF MARY JACOBS AS TOWN MANAGER AND APPROVAL OF HER EMPLOYMENT CONTRACT MOTION:A motion was made by Mayor Hiremath and seconded by Vice Mayor Waters to appoint Mary Jacobs as Town Manager and approve her employment contract. MOTION carried, 7-0. Mayor Hiremath introduced Ms. Jacobs and her family members. Ms. Jacobs spoke regarding her appointment as Oro Valley Town Manager. ADJOURNMENT MOTION:A motion was made by Councilmember Snider and seconded by Councilmember Piña to adjourn the meeting at 4:05 p.m. MOTION carried, 7-0. 5-30-17 Minutes, Town Council Special Session 2 Prepared by: __________________________ Michelle Stine, CMC Deputy Town Clerk I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special session of the Town of Oro Valley Council of Oro Valley, Arizona held on the 30th day of May, 2017. I further certify that the meeting was duly called and held and that a quorum was present. Dated this _____ day of ____________________, 2017. ___________________________ Michael Standish, CMC Town Clerk 6-7-17 Minutes, Town Council Regular Session 1 MINUTES ORO VALLEY TOWN COUNCIL REGULAR SESSION June 7, 2017 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER Mayor Hiremath called the meeting to order at 6:00 p.m. ROLL CALL PRESENT:Satish Hiremath, Mayor Lou Waters, Vice Mayor Joe Hornat, Councilmember Rhonda Piña, Councilmember Bill Rodman, Councilmember (attended via phone) Mary Snider, Councilmember Steve Solomon, Councilmember PLEDGE OF ALLEGIANCE Mayor Hiremath led the audience in the Pledge of Allegiance. UPCOMING MEETING ANNOUNCEMENTS Communications Administrator Misti Nowak announced the upcoming Town meetings and events. COUNCIL REPORTS Mayor Hiremath recognized the Finance Department for receiving the Government Finance Officers Associations Popular Annual Financial Reporting (PAFR) award for the fifth consecutive year and for receiving its 23rd consecutive annual finance award for their Comprehensive Annual Financial Report (CAFR). Mayor Hiremath also recognized the Communications Department for its assistance with creating the Town's financial brochure. Councilmember Hornat reported that he along with Vice Mayor Waters, Councilmember Piña and Councilmember Snider attended a leadership reception for the President of the University of Arizona, Dr. Robert C. Robbins. 6-7-17 Minutes, Town Council Regular Session 2 Mayor Hiremath reported that he and Council attended the ribbon cutting ceremony for the new Innovation Academy K-5 elementary school. DEPARTMENT REPORTS Parks and Recreation Director Kristy Diaz-Trahan gave an update of the various Parks and Recreation summer programs and camps. Town Clerk Mike Standish announced that new artwork was on display in the Council Chambers by artist Karen Brungardt, D.O. ORDER OF BUSINESS Mayor Hiremath reviewed the order of business and stated that the order would stand as posted. INFORMATIONAL ITEMS There were no informational items. CALL TO AUDIENCE No comments were received. PRESENTATIONS 1.Presentation by the Town of Oro Valley and On Your Left Fitness to the Veterans and First Responders LLC Economic Development Manager Amanda Jacobs gave an overview of the first annual Veterans and First Responders 5k run/walk and Memorial Mile run/walk and introduced Julie and Mark Stark of On Your Left Fitness. The Starks working in conjunction with the Town, raised $6,101.29 from the 5k event. Ms. Jacobs and the Starks presented the check to the Veterans and First Responders LLC. Kay Williams accepted the check on behalf of the Veterans and First Responders LLC. CONSENT AGENDA Councilmember Hornat requested that items (B), (C) and (E) be removed from the Consent Agenda for discussion. A.Minutes -May 10, May 11, May 12, and May 17, 2017 D.Resolution No. (R)17-21, authorizing and approving a Financial Participation Agreement between the Town of Oro Valley and Tohono Chul Park 6-7-17 Minutes, Town Council Regular Session 3 F.Resolution No. (R)17-23, authorizing funding for environmental and closing costs associated with a land donation of 132.07 acres commonly known as Big Wash to Pima County Flood Control District MOTION:A motion was made by Vice Mayor Waters and seconded by Councilmember Piña to approve Consent Agenda items (A), (D) and (F). MOTION carried, 7-0. B.Approval of the Final Design for the Veterans and First Responders Living Memorial located at Naranja Park Councilmember Hornat voiced his concerns with item #B as presented. Economic Development Manager Amanda Jacobs introduced Mitch Lorenz, Project Manager with ML2 Management. Mr. Lorenz gave an overview of the conceptual design for the Veterans and First Responders Living Memorial. Discussion ensued amongst Council and Mr. Lorenz regarding the Veterans and First Responders Living Memorial. Kay Williams, representing the Veterans and First Responders Living Memorial LLC, spoke regarding the process and the proposed design for the Veterans and First Responder Living Memorial. MOTION:A motion was made by Mayor Hiremath and seconded by Councilmember Rodman to approve the revised concept drawing as presented, in order for the Veterans and First Responders task force to continue the formal vetting process and submit the final design to Council at a later date. Councilmember Piña requested an amendment to the main motion, that the Town of Oro Valley was not responsible for any maintenance of the Veterans and First Responders Living Memorial, including the public art. Should the Veterans and First Responders Living Memorial LLC request cost-sharing from the Town or request that the Town take over any maintenance, the LLC shall submit a formal request in writing to the Economic Development Manager for Council consideration. Mayor Hiremath and Councilmember Rodman agreed to the amendment. MOTION AS AMENDED carried, 7-0. C.Approval of Conceptual Public Art for the Veterans and First Responders Living Memorial located at Naranja Park 6-7-17 Minutes, Town Council Regular Session 4 Councilmember Hornat voiced his concerns regarding the cost and the use of the proposed medal for the Veterans and First Responders Living Memorial Conceptual Public. Discussion ensued amongst Council regarding the proposed conceptual public art for the Veterans and First Responders Living Memorial. MOTION:A motion was made by Councilmember Rodman and seconded by Mayor Hiremath to approve the conceptual public art as presented, in order for the Veterans and First Responders task force to continue the formal vetting process and submit the final public art to Council at a later date. Councilmember Piña requested an amendment to the main motion, stipulating that the artist shall work with the Town Attorney's Office to convey the copyright of the public art to the Town within three months. Councilmember Rodman and Mayor Hiremath agreed to the amendment. Discussion continued amongst Council regarding item #C. MOTION AS AMENDED carried, 6-1 with Councilmember Hornat opposed. E.Resolution No. (R)17-22, authorizing and approving amendment number 1 to the agreement for the Tucson area reliability among the Central Arizona Water Conservation District, City of Tucson, Flowing Wells Irrigation District, Metropolitan Domestic Water Improvement District, Town of Marana and Town of Oro Valley Councilmember Hornat requested clarification regarding item #E and the proposed share of reliability funds to the Town of Oro Valley. Water Utility Director Peter Abraham clarified item #E. MOTION:A motion was made by Councilmember Hornat and seconded by Councilmember Solomon to approve Resolution No. (R)17-22, authorizing and approving amendment No. 1 to the agreement for Tucson Area Reliability among the Central Arizona Water Conservation District, City of Tucson, Flowing Wells Irrigation District, Metropolitan Domestic Water Improvement District, Town of Marana and the Town of Oro Valley. MOTION carried, 7-0. REGULAR AGENDA 1.AMENDING THE TOWN CODE AND THE ORO VALLEY ZONING CODE REVISED TO CONSOLIDATE THE PLANNING AND ZONING COMMISSION AND THE CONCEPTUAL DESIGN REVIEW BOARD 6-7-17 Minutes, Town Council Regular Session 5 a.RESOLUTION NO. (R)17-24, DECLARING THE PROPOSED AMENDMENTS TO THE ZONING CODE RELATED TO CONSOLIDATING THE PLANNING AND ZONING COMMISSION AND THE CONCEPTUAL DESIGN REVIEW BOARD, AS PROVIDED IN EXHIBIT "A" WITHIN THE ATTACHED RESOLUTION AND FILED WITH THE TOWN CLERK, A PUBLIC RECORD MOTION:A motion was made by Councilmember Hornat and seconded by Mayor Hiremath to approve Resolution No (R)17-24, declaring the proposed amendments to the Zoning Code related to consolidating the Planning and Zoning Commission and Conceptual Design Review Board, attached herto as Exhibit "A" and filed with the Town Clerk, a public record. MOTION carried, 7-0. b.PUBLIC HEARING: ORDINANCE NO. (O)17 -05, AMENDING CHAPTER 3 OF THE TOWN CODE, CHAPTER 21 AND CHAPTER 22 AND OTHER APPLICABLE CHAPTERS OF THE ORO VALLEY ZONING CODE REVISED, TO CONSOLIDATE THE PLANNING AND ZONING COMMISSION AND CONCEPTUAL DESIGN REVIEW BOARD Planning Administrator Bayer Vella gave an overview of item #1b and outlined the following: - Purpose - Process - Key Factors - Sustain Resident Review - Increase Efficiency for Residents - Stop Duplication of Plan Reviews - Match Development Process with Experience - Sustaining Public Art - Alternative Art Process - Your Voice, Our Future - Summary Mayor Hiremath opened the public hearing. The following individuals spoke in support of item #1b Mark Lewis Shawn Cote with the Southern Arizona Homebuilders Association Oro Valley resident and President and CEO of the Greater Oro Valley Chamber of Commerce - Dave Perry Mayor Hiremath closed the public hearing. 6-7-17 Minutes, Town Council Regular Session 6 Discussion ensued amongst Council and staff regarding item #1b. MOTION:A motion was made by Councilmember Hornat and seconded by Councilmember Solomon to approve Ordinance No. (O)17-05, amending the Oro Valley Zoning Code Revised by assigning the Conceptual Design Review Board responsibilities to the Planning and Zoning Commission subject to the following conditions. 1) The Planning & Zoning Administrator (PZA) may approve public art when a formal “call to artist’s process” is conducted with a local “qualified agent” like SAACA. The PZA’s decision may be appealed to the Planning & Zoning Commission by an aggrieved party within 30 days of action. 2) If a "call to artist process" and "qualified agent" is not utilized, an application must be reviewed and approved by the Planning & Zoning Commission and Town Council. 3) Remove all code references to a Public Art Review Committee. 4) Effective date October 1, 2017 2.PRESENTATION OF FIVE -YEAR FINANCIAL FORECAST THROUGH FY 2021/22 Finance Director Stacey Lemos presented item #2 and outlined the following: - Forecast Overview - General Fund Revenues - General Fund Expenditures - General Fund Forecast - WITHOUT County property tax - General Fund Forecast - WITH County property tax - Highway Fund Revenues - Highway Fund Expenditures - Highway Fund Forecast - WITHOUT County property tax - Highway Fund Forecast - WITH County property tax - Bed Tax Fund Revenues & Expenditures - Bed Tax Fund Forecast - Questions Discussion ensued amongst Council and staff regarding the five-year financial forecast through FY 2021/22. 3.PUBLIC HEARING: RESOLUTION NO. (R)17 -25, APPROVING THE ADOPTION OF THE FINAL BUDGET OF THE TOWN OF ORO VALLEY FOR THE FISCAL 6-7-17 Minutes, Town Council Regular Session 7 YEAR 2017/18, INCLUDING APPROVAL OF THE 15-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) FROM FY 2017/18 THROUGH FY 2031/32 Finance Director Stacey Lemos presented an overview of the final budget for fiscal year 2017/18 and outlined the following: - FY 17/18 Budget Timeline - FY 17/18 Final Budget - Budget vs. Actual Comparison - All Funds - Capital Improvement Program (CIP) - Questions Mayor Hiremath opened the public hearing. The following individual spoke in support of item #3. Oro Valley resident Paul Loomis Mayor Hiremath closed the public hearing. Discussion ensued amongst Council and staff regarding item #3. MOTION:A motion was made by Vice Mayor Waters and seconded by Mayor Hiremath to approve Resolution No. (R)17-25, approving the adoption of the final budget of the Town of Oro Valley for the Fiscal Year 2017/18 and further move to approve the Town of Oro Valley 15-Year Capital Improvement Program for FY 2017/18 through FY 2031/32. MOTION carried, 7-0. FUTURE AGENDA ITEMS Councilmember Hornat requested a future agenda item to discuss the term limits and/ or term lengths for Boards and Commissions. CALL TO AUDIENCE No comments were received. ADJOURNMENT MOTION:A motion was made by Vice Mayor Waters and seconded by Councilmember Snider to adjourn the meeting at 8:03 p.m. MOTION carried, 7-0. 6-7-17 Minutes, Town Council Regular Session 8 Prepared by: __________________________ Michelle Stine, CMC Deputy Town Clerk I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Council of Oro Valley, Arizona held on the 7th day of June, 2017. I further certify that the meeting was duly called and held and that a quorum was present. Dated this _____ day of ____________________, 2017. ___________________________ Michael Standish, CMC Town Clerk    Town Council Regular Session Item # B. Meeting Date:06/21/2017   Requested by: Wendy Gomez Submitted By:Stacey Lemos, Finance Department:Finance Information SUBJECT: Fiscal Year 2016/17 Financial Update through April 2017 RECOMMENDATION: This item is for information only. EXECUTIVE SUMMARY: In the General Fund (see Attachment A), revenues collected through April totaled $28.3 million or 85.3% of the budget amount of $33.1 million. Year-to-date expenditures through April totaled $26.0 million or 78.2% of the budget amount of $33.2 million. In the Highway Fund (see Attachment B), revenues collected through April totaled $2.8 million or 79.1% of the budget amount of $3.6 million. Year-to-date expenditures through April totaled $3.1 million or 66.6% of the budget amount of $4.7 million.  In the Bed Tax Fund (see Attachment C), revenues collected through April totaled $820,480 or 75.1% of the budget amount of $1.1 million. Year-to-date expenditures through April totaled $746,966 or 62.5% of the budget amount of $1.2 million. In the Community Center Fund (see Attachments D-1, D-2 and D-3), revenues collected through April totaled $5.0 million or 76.0% of the budget amount of $6.6 million. Year-to-date expenditures through April totaled $5.3 million or 77.2% of the budget amount of $6.9 million. BACKGROUND OR DETAILED INFORMATION: GENERAL FUND Attachment A shows General Fund revenues and expenditures through April, as well as year-end estimates for each category. The estimated year-end projections in the General Fund are as follows: Revenues                                               $34,641,383 Less: Expenditures                                          ($32,681,004) Less: Council-Approved Use of Contingency:  - Town Manager Recruitment Process          ($30,000)   Approved July 6, 2016 Estimated Increase in Fund Balance $ 1,930,379 General Fund Revenues  Local sales tax collections in the General Fund total $13.1 million or 84.0% of the budget amount of $15.7 million. These revenues are estimated to come in over budget by about $532,000 or 3.4% based on actual and estimated trends in construction sales tax, retail and restaurant/bar sales tax, and cable franchise fees. Please see Attachment F for a monthly, year-over-year tracking of General Fund local sales tax collections, including construction and utility sales tax. License and permit revenues total $1.9 million or 120.2% of the budget amount of $1.6 million. These revenues are estimated to come in over budget by about $475,000 or 29.4% based on current trends and updated forecasts for residential and commercial permitting activity through the remainder of the fiscal year.  State shared revenues total $9.2 million or 84.7% of the budget amount of $10.8 million. These revenues are estimated to come in over budget by about $293,000 or 2.7% due to vehicle license taxes and state-shared income taxes. These budgets were set conservatively due to the unknown impact of special census efforts undertaken across numerous Phoenix Valley communities last year.  Charges for services revenues total $1.8 million or 85.5% of the budget amount of $2.1 million. These revenues are estimated to come in over budget by about $67,000 or 3.2% based on trending actual collections through year-end. Interest income revenues reflect a net gain of about $25,000 through April. Rising interest rates have caused increased volatility in the Town's investment portfolio. While this may cause temporary fluctuation as market values decline due to rising yields (market values move inversely to the direction of interest rates), this volatility tends to average out over longer periods of time as funds are invested at higher yields. For FY 16/17, these revenues are estimated to come in under budget by about $57,000 or 63.7%. State grant revenues are estimated to come in under budget by about $140,000 or 62.6% due to budgeted grant proceeds that will not be utilized this fiscal year.  Intergovernmental revenues are estimated to come in over budget by about $128,000 or 8.2% due to anticipated RTA reimbursements for Transit.  Miscellaneous revenues are estimated to come in over budget by about $209,000 or 149.5% due to in-lieu income and insurance recoveries. Please note that all year-end estimates are subject to change. General Fund Expenditures  Expenditures are projected to come in under budget by about $520,000 or 1.6% due to estimated personnel savings, capital savings for grant capacity that will not be utilized, and operations & maintenance (O&M) savings in several departments. Please note all figures are subject to change.  HIGHWAY FUND Highway Fund Revenues  State shared highway user funds total $2.6 million or 87.7% of the budget amount of $3.0 million. These revenues are estimated to come in over budget by about $242,000 or 8.1%. This budget was set conservatively due to the unknown impact of special census efforts undertaken across numerous Phoenix Valley communities last year. The year-end estimate also includes one-time proceeds of approximately $125,000 from House Bill 2708 passed last year, which allocates one-time, additional HURF monies to incorporated cities and towns for Fiscal Year 16/17. Charges for services revenues reflect Highway Fund services provided to the Stormwater Utility Fund. These revenues are estimated to come in under budget by about $74,000 or 55.5%, based on trending actuals through year-end.  State grant revenues are estimated to come in slightly under budget by $15,000 or 7.7%, due to estimated reimbursements for contract administration of PAG and RTA-funded roadway widening projects.  Interest income revenues are estimated to come in under budget by about $18,000 or 62.4%. Please reference the discussion on interest income revenues in the General Fund notes above. License and permit revenues total $63,906 or 121.7% of the budget amount of $52,500. These revenues are estimated to come in over budget by about $16,000 or 29.7% based on trending actual collections through year-end.  Miscellaneous revenues are estimated to come in under budget by about $77,000 or 96.1%. Of this amount, $70,000 reflects budgeted proceeds from property owners for the Safeway (1st Ave) Safety CIP project. This project will roll over into FY 17/18.  Please note that all year-end estimates are subject to change. Highway Fund Expenditures  Expenditures are projected to come in under budget by about $275,000 or 5.8%. Of this amount, $250,000 is due to the rollover of the Safeway (1st Ave) Safety CIP project as referenced above, while the remaining $25,000 is due to estimated personnel savings. Please note these figures are subject to change.  BED TAX FUND Bed Tax Fund Revenues  Bed tax revenues total $817,137 or 75.3% of the budget amount of $1.1 million. These revenues are estimated to come in under budget by about $45,000 or 4.1%, based on current trends. Interest income revenues reflect a net loss of $157 through April, and are estimated to come in under budget by about $5,000 or 80.7%. Please reference the discussion on interest income revenues in the General Fund notes above.  The miscellaneous revenues of $3,500 are due to a donation for the Town's annual tree lighting event.  Please note all year-end estimates are subject to change.  Bed Tax Fund Expenditures  Expenditures are estimated to come in under budget by $6,000 due to estimated O&M savings. Please note these estimated savings are subject to change. COMMUNITY CENTER FUND Attachment D-1 shows the consolidated financial status of the Community Center Fund with all revenues and expenditures from Troon and Town-managed operations.  Attachment D-2 shows the monthly line item detail for the Troon-managed operations, specifically revenues and expenditures associated with the golf, tennis and food and beverage operations. The totals in the revenue and expenditure categories in Attachment D-2 tie to the Contracted Operating Revenues and Expenditures in Attachment D-1. Attachment D-3 shows the revenues and expenditures for the Troon-managed food and beverage operations only.  Community Center Fund Revenues  Local sales tax revenues from the dedicated half-cent sales tax total roughly $1.8 million or 86.0% of the budget amount of $2.1 million. These revenues are estimated to come in over budget by about $74,000 or 3.5% due to healthy growth being observed in retail and restaurant/bar sales tax collections. Please note this estimate is subject to change. Contracted operating revenues from Troon total about $2.5 million, or 67.6% of the budget amount of $3.7 million. These revenues are estimated to come in under budget by about $729,000 or 19.5%, based on Troon's forecast through the remainder of the fiscal year.  Town operating revenues total $662,176 or 89.8% of the budget amount of $737,200. These revenues are estimated to come in over budget by about $114,000 or 15.4%, due mainly to member dues and recreation program revenues.  Community Center Fund Expenditures  Contracted operating expenditures from Troon total $4.5 million or 85.0% of the budget amount of $5.3 million. These expenditures are estimated to come in over budget by about $83,000 or 1.6%, due to increased water use driven by unseasonably warm weather throughout the spring.  Town operating expenditures are projected to come in under budget by $7,500 or 0.8%, due to anticipated O&M savings.  Capital outlay totals $72,392, due mainly to cart path improvements and fitness equipment upgrades. Capital expenditures are projected to come in under budget by $445,500 or 84.5%. This is due primarily to the timing of the ADA improvements budgeted at the Community Center.  Year-end expenditure estimates include the annual loan repayment of $120,000 to the General Fund.  Please see Attachments A, B, and C for additional details on the General Fund, Highway Fund and Bed Tax Fund. See Attachments D-1, D-2 and D-3 for additional details on the Community Center Fund.  See Attachment E for a fiscal year-to-date consolidated summary of all Town Funds. Please note that the negative fund balance of ($573,997) in the PAG/RTA Fund is due to pending reimbursements on our roadway widening projects from the Pima Association of Governments and the Regional Transportation Authority. See Attachment F for a breakdown of monthly, year-over-year local sales tax collections for the General Fund. FISCAL IMPACT: N/A SUGGESTED MOTION: This item is for information only. Attachments Attachment A - General Fund  Attachment B - Highway Fund  Attachment C - Bed Tax Fund  Attachment D-1 Community Center Fund  Attachment D-2 Troon Cash Flow  Attachment D-3 Troon F&B  Attachment E - Summary All Funds  Attachment F - Gen Fund Local Sales Tax  ATTACHMENT A April YTD Financial Status General Fund % Budget Completion through April --- 83.3% % Actuals YE % Variance to Budget to Budget REVENUES: LOCAL SALES TAX 13,149,494 15,653,000 84.0% 16,185,416 3.4% LICENSES & PERMITS 1,941,294 1,615,500 120.2% 2,090,502 29.4% FEDERAL GRANTS 348,046 478,284 72.8% 475,136 -0.7% STATE GRANTS 74,809 223,100 33.5% 83,400 -62.6% STATE/COUNTY SHARED 9,163,784 10,824,605 84.7% 11,117,267 2.7% OTHER INTERGOVERNMENTAL 1,300,201 1,554,463 83.6% 1,681,966 8.2% CHARGES FOR SERVICES 1,820,392 2,128,601 85.5% 2,196,068 3.2% FINES 105,996 130,000 81.5% 125,000 -3.8% INTEREST INCOME 24,949 89,200 28.0% 32,336 -63.7% MISCELLANEOUS 330,321 140,000 235.9% 349,292 149.5% TRANSFERS IN - 305,000 0.0%305,000 0.0% TOTAL REVENUES 28,259,286 33,141,753 85.3% 34,641,383 4.5% % Actuals YE % Variance to Budget to Budget EXPENDITURES: COUNCIL 174,503 220,559 79.1% 220,559 0.0% CLERK 305,799 458,863 66.6% 403,211 -12.1% MANAGER 602,351 801,540 75.1% 801,540 0.0% HUMAN RESOURCES 253,894 368,605 68.9% 349,799 -5.1% FINANCE 588,187 773,591 76.0% 762,828 -1.4% INFORMATION TECHNOLOGY 1,331,179 1,691,676 78.7% 1,691,676 0.0% GENERAL ADMINISTRATION 1,361,148 1,736,450 78.4% 1,736,450 0.0% LEGAL 572,591 773,003 74.1% 737,571 -4.6% COURT 654,251 845,938 77.3% 845,579 0.0% COMM. DEV. & PUBLIC WORKS 4,387,083 6,084,804 72.1% 5,724,587 -5.9% PARKS & RECREATION 1,539,761 1,977,326 77.9% 1,953,280 -1.2% POLICE 12,472,757 15,643,620 79.7% 15,631,620 -0.1% TRANSFERS OUT 1,719,304 1,825,304 94.2%1,822,304 -0.2% TOTAL EXPENDITURES 25,962,809 33,201,279 78.2% 32,681,004 -1.6% SURPLUS / (DEFICIT) 2,296,477 (59,526) 1,960,379 BEGINNING FUND BALANCE 10,524,552 Plus: Surplus / (Deficit)1,960,379 Less: Approved Use of Contingency Reserves during FY 16/17: Town Manager Recruitment Process (30,000) ENDING FUND BALANCE **12,454,931 * Year-end estimates are subject to further revision ** Ending fund balance amounts are estimates and are subject to further revision FY 2016/2017 Year End Estimate * Budget Year End Estimate * Actuals thru 4/2017 Actuals thru 4/2017 Budget F:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Apr FY 17 Monthly Report 06/09/2017 ATTACHMENT B April YTD Financial Status FY 2016/2017 % Budget Completion through April --- 83.3% Actuals thru 4/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to BudgetREVENUES: LICENSES & PERMITS 63,906 52,500 121.7% 68,078 29.7% STATE GRANTS 101,749 195,000 52.2% 180,000 -7.7% STATE/COUNTY SHARED 2,632,043 3,000,000 87.7% 3,241,545 8.1% CHARGES FOR SERVICES 29,803 134,000 22.2% 59,606 -55.5% INTEREST INCOME 9,030 28,600 31.6% 10,743 -62.4% MISCELLANEOUS 3,148 80,000 3.9% 3,148 -96.1% TRANSFERS IN - 100,000 0.0%100,000 0.0% TOTAL REVENUES 2,839,680 3,590,100 79.1% 3,663,119 2.0% Actuals thru 4/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to BudgetEXPENDITURES: ADMINISTRATION 678,839 831,188 81.7% 819,624 -1.4% TRANSPORTATION ENGINEERING 562,368 584,522 96.2% 727,617 24.5% PAVEMENT MANAGEMENT 534,501 1,278,095 41.8% 1,254,981 -1.8% STREET MAINTENANCE 1,007,287 1,205,718 83.5% 1,183,251 -1.9% TRAFFIC ENGINEERING 357,428 814,412 43.9%453,386 -44.3% TOTAL EXPENDITURES 3,140,424 4,713,935 66.6% 4,438,859 -5.8% SURPLUS / (DEFICIT) (300,745) (1,123,835) (775,740) BEGINNING FUND BALANCE 2,028,184 Plus: Surplus / (Deficit)(775,740) ENDING FUND BALANCE **1,252,444 * Year-end estimates are subject to further revision ** Ending fund balance amounts are estimates and are subject to further revision Highway Fund F:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Apr FY 17 Monthly Report 06/09/2017 ATTACHMENT C April YTD Financial Status % Budget Completion through April --- 83.3% % Actuals YE % Variance to Budget to Budget REVENUES: BED TAXES 817,137 1,085,805 75.3% 1,040,779 -4.1% INTEREST INCOME (157) 6,200 -2.5% 1,196 -80.7% MISCELLANEOUS 3,500 - 0.0%3,500 0.0% TOTAL REVENUES 820,480 1,092,005 75.1% 1,045,475 -4.3% % Actuals YE % Variance to Budget to Budget EXPENDITURES: ECONOMIC DEVELOPMENT 455,104 684,689 66.5% 678,689 -0.9% TRANSFERS OUT 291,862 510,194 57.2%510,194 0.0% TOTAL EXPENDITURES 746,966 1,194,883 62.5% 1,188,883 -0.5% SURPLUS / (DEFICIT) 73,514 (102,878) (143,408) BEGINNING FUND BALANCE 492,377 Plus: Surplus / (Deficit)(143,408) ENDING FUND BALANCE **348,969 * Year-end estimates are subject to further revision ** Ending fund balance amounts are estimates and are subject to further revision FY 2016/2017 Year End Estimate * Budget Year End Estimate * Bed Tax Fund Budget Actuals thru 4/2017 Actuals thru 4/2017 F:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Apr FY 17 Monthly Report 06/09/2017 ATTACHMENT D-1 April YTD Financial Status % Budget Completion through April --- 83.3% % Actuals YE % Variance to Budget to Budget REVENUES: CONTRACTED OPERATING REVENUES Golf Revenues 879,193 1,193,656 73.7% 1,022,982 -14.3% Member Dues (Golf) 607,041 1,153,655 52.6% 731,351 -36.6% Tennis Revenues 274,853 322,640 85.2% 327,028 1.4% Food & Beverage 594,311 813,575 73.0% 713,936 -12.2% Merchandise & Other 176,852 261,489 67.6%220,474 -15.7% 2,532,250 3,745,014 67.6% 3,015,771 -19.5% TOWN OPERATING REVENUES Daily Drop-Ins 23,402 25,000 93.6% 25,000 0.0% Member Dues 537,702 606,000 88.7% 678,769 12.0% Recreation Programs 93,801 101,500 92.4% 135,000 33.0% Swim Team/Swim Lessons 4,218 - 0.0% 8,000 0.0% Facility Rental Income 2,643 3,700 71.4% 3,500 -5.4% Concession Sales 410 1,000 41.0%500 -50.0% 662,176 737,200 89.8% 850,769 15.4% OTHER REVENUES Local Sales Tax 1,811,207 2,105,163 86.0% 2,179,350 3.5% Real Property Rental Income 19,502 27,861 70.0% 19,502 -30.0% Miscellaneous 4,372 - 0.0% 4,372 0.0% Sale of Assets 739 - 0.0%739 0.0% 1,835,820 2,133,024 86.1% 2,203,963 3.3% TOTAL REVENUES 5,030,247 6,615,238 76.0% 6,070,503 -8.2% % Actuals YE % Variance to Budget to Budget EXPENDITURES: CONTRACTED OPERATING EXPENDITURES Personnel 1,723,258 2,110,584 81.6% 2,033,781 -3.6% Operations & Maintenance 2,462,287 2,818,367 87.4% 2,963,369 5.1% Equipment Leases 300,710 350,568 85.8%365,184 4.2% 4,486,255 5,279,519 85.0% 5,362,334 1.6% TOWN OPERATING EXPENDITURES Personnel 570,843 736,944 77.5% 736,944 0.0% Operations & Maintenance 185,339 223,740 82.8%216,240 -3.4% 756,182 960,684 78.7% 953,184 -0.8% CAPITAL OUTLAY 72,392 527,200 13.7% 81,700 -84.5% TRANSFER TO GENERAL FUND - 120,000 0.0% 120,000 0.0% TOTAL EXPENDITURES 5,314,829 6,887,403 77.2% 6,517,218 -5.4% SURPLUS / (DEFICIT) (284,583) (272,165) (446,715) BEGINNING FUND BALANCE 161,744 Plus: Surplus / (Deficit)(446,715) ENDING FUND BALANCE **(284,971) * Year-end estimates are subject to further revision ** Ending fund balance amounts are estimates and are subject to further revision FY 2016/2017 Actuals thru 4/2017 Budget Year End Estimate * Community Center Fund Actuals thru 4/2017 Budget Year End Estimate * F:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Apr FY 17 Monthly Report 06/09/2017 ATTACHMENT D-2TROONEl Conquistador Cash Flow StatementActualActualActualActualActualActualActualActualActualActualActual Original Budget ForecastJul-16Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17Apr-17 TOTAL TOTAL TOTALRevenues:Golf Fees, net of discounts13,421 12,438 29,818 37,695 57,404 50,704 67,620 129,000 164,495 95,673 658,268 1,003,084 768,228 Trail Fees & Member Cart Fees13,183 13,026 17,540 16,253 17,263 16,744 17,130 17,514 18,079 17,122 163,854 144,772 188,533 Golf - Group Services- - 366 204 100 - 357 570 494 86 2,177 825 2,177 Range, Rentals, Other Golf related2,137 2,819 2,802 5,096 4,344 3,748 4,331 5,544 7,409 5,599 43,829 36,200 52,129 Golf Lessons 220 350 330 390 420 1,025 485 1,560 685 425 5,890 7,575 6,740 Income - Golf Schools - - 930 570 450 - 1,110 600 765 750 5,175 1,200 5,175 Total Member Dues 65,770 63,223 57,544 58,303 58,455 59,444 59,719 61,850 60,821 61,912 607,041 1,153,655 731,351 Other Member Income - - - - 99 43 33 522 290 159 1,146 - 1,146 Swim/Tennis Revenues 28,760 16,054 24,118 48,351 23,168 24,304 24,345 23,519 30,501 31,733 274,853 322,640 327,028 Income - Other (non - golf)15 4 - 3 949 1 245 160 1,767 4,870 8,014 - 8,014 Merchandise, net of discounts 8,602 6,399 9,316 13,809 29,093 28,723 9,766 14,595 21,186 26,203 167,692 261,489 211,314 Food and Beverage, net of discounts 38,616 32,146 47,092 46,781 67,435 71,663 65,319 74,195 82,751 68,313 594,311 813,575 713,936 Total Revenues 170,724 146,459 189,856 227,455 259,180 256,399 250,460 329,629 389,243 312,845 2,532,250 3,745,014 3,015,771 Cost of Sales:COS - Golf- - - - - - - - - - - 660 - COS - Group Services Golf414 - 304 - 212 234 357 570 494 86 2,671 - 2,671 COS - Golf Lessons 100 299 - 312 336 820 369 1,248 612 340 4,436 6,818 5,201 COS - Golf Schools - - - - 1,560 - 768 480 612 - 3,420 - 3,420 COS - Service Commissions 15,157 13,664 21,884 24,113 21,048 16,172 20,666 17,711 18,106 21,365 189,886 185,460 223,726 COS - Merchandise, net of discounts 6,471 8,132 7,074 7,232 19,294 20,215 8,078 9,449 6,905 19,595 112,445 163,923 138,848 COS - Food & Beverage 18,423 14,376 18,247 18,347 28,106 26,580 24,617 23,583 32,981 26,829 232,089 273,305 282,305 Total Cost of Sales 40,565 36,471 47,509 50,004 70,556 64,021 54,855 53,041 59,710 68,215 544,947 630,166 656,171 Gross Profit 130,159 109,988 142,347 177,451 188,624 192,378 195,605 276,588 329,533 244,630 1,987,303 3,114,849 2,359,600 Operating Expenses:Payroll 122,653 120,370 134,959 149,276 145,137 129,860 137,991 135,665 150,272 139,163 1,365,346 1,667,026 1,615,785 Employee Benefits 28,945 26,612 27,453 30,821 30,591 30,383 39,994 38,733 37,483 35,255 326,270 394,021 378,358 Employee Related 2,203 2,964 2,422 5,651 2,550 2,592 2,552 2,254 2,731 5,723 31,642 49,537 39,638 Professional Fees - - - - - 1 - - - - 1 300 1 Advertising & Marketing5,325 6,284 5,908 6,820 8,621 12,094 7,019 9,714 7,813 7,227 76,825 47,900 81,005 Repair & Maintenance 26,096 37,763 66,619 74,581 38,975 10,639 20,267 17,931 21,780 16,384 331,035 545,025 381,160 Operating Expenses 26,874 19,567 17,787 27,648 25,215 27,045 24,254 23,158 27,054 28,607 247,209 304,467 287,635 Total Operating Expenses 212,096 213,560 255,148 294,797 251,089 212,614 232,077 227,455 247,133 232,359 2,378,328 3,008,275 2,783,582 Operating Profit(81,937) (103,572) (112,801) (117,346) (62,465) (20,236) (36,472) 49,133 82,400 12,271 (391,025) 106,573 (423,982) Leases - Carts 8,250 - 16,500 - 19,597 - 9,282 9,282 9,282 9,282 81,474 99,000 100,038 Leases - Equipment20,377 23,771 20,377 22,074 22,267 22,074 23,771 20,377 23,771 20,377 219,236 251,568 265,145 Utilities 112,444 111,463 111,776 109,530 114,039 117,277 116,098 117,631 114,354 115,419 1,140,031 1,144,898 1,410,886 Fixed Operating Expenses 141,071 135,234 148,653 131,604 155,904 139,351 149,150 147,290 147,406 145,078 1,440,741 1,495,466 1,776,070 Gross Operating Profit(223,008) (238,806) (261,454) (248,950) (218,369) (159,587) (185,622) (98,157) (65,006) (132,807) (1,831,766) (1,388,892) (2,200,052) Insurance 88 88 97 97 97 97 97 97 97 97 952 1,613 1,224 Fees, Permits & Licenses 84 102 - 1 - 156 - 10 - 34 387 - 387 Base Management Fees 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 120,000 144,000 144,000 Bad Debt300 - 42 - - 8 534 - - 16 900 - 900 Total Other Expenses 12,472 12,190 12,139 12,098 12,097 12,261 12,631 12,107 12,097 12,147 122,239 145,613 146,511 Net Operating Income (Loss)(235,480) (250,996) (273,593) (261,048) (230,466) (171,848) (198,253) (110,264) (77,103) (144,954) (1,954,005) (1,534,505) (2,346,563) 06/09/2017 ATTACHMENT D-3 ACTUAL BUDGET ACTUAL BUDGET MONTH MONTH Y-T-D Y-T-D FOOD & BEVERAGE REVENUE 68,313 108,300 594,309 693,950 TOTAL REVENUES 68,313 108,300 594,309 693,950 COST OF SALES 26,829 36,259 232,082 233,474 PAYROLL & BENEFITS 40,334 36,200 391,130 345,480 OPERATING EXPENSES 7,864 5,900 71,517 69,875 NET INCOME (LOSS)(6,714)29,941 (100,420)45,121 EL CONQUISTADOR INCOME STATEMENT CONSOLIDATED - RESTAURANT/GRILLE - APRIL 2017 06/09/2017 ATTACHMENT EConsolidated Year-to-Date Financial Report through April, 2017FY 2016/2017FY 16/17 Capital Leases/Left in AccountsBegin Bal. Transfer OutThru Apr 2017General Fund - Unassigned 9,082,691 28,259,286 - 28,259,286 1,764,757 18,037,059 5,943,198 217,794 - - 25,962,809 11,379,168 General Fund - Assigned 1,441,861 - 1,441,861 Highway Fund - Restricted 2,028,184 2,839,680 - 2,839,680 38,032 1,547,426 862,073 692,893 - - 3,140,424 1,727,440 Seizure & Forfeiture - Justice/State 10,540 341,864 - 341,864 - 32,058 20,025 - - - 52,082 300,321 Bed Tax Fund - Committed 492,377 820,480 - 820,480 291,862 202,733 252,371 - - - 746,966 565,891 Impound Fee Fund 45,813 30,300 - 30,300 - 45,097 - - - - 45,097 31,017 Community Center Fund 161,744 5,030,247 - 5,030,247 300,710 570,843 4,370,884 72,392 - - 5,314,829 (122,838) Municipal Debt Service Fund 62,486 143,298 471,472 614,770 - - 22,759 - - 615,715 638,474 38,781 Oracle Road Debt Service Fund 6,968 161,124 - 161,124 - - 2,050 - - 158,351 160,401 7,691 Alternative Water Resources Dev Impact Fee Fund 5,040,292 1,373,979 - 1,373,979 - - 173,257 17,567 - - 190,824 6,223,448 Potable Water System Dev Impact Fee Fund 5,068,238 684,045 - 684,045 - - - - - 288,713 288,713 5,463,570 Townwide Roadway Development Impact Fee Fund 3,215,256 682,133 - 682,133 - - - 1,001,695 - - 1,001,695 2,895,694 Parks & Recreation Impact Fee Fund 322,358 250,249 - 250,249 112,600 - - - - - 112,600 460,007 Library Impact Fee Fund 49,680 150,000 - 150,000 - - - 199,680 - - 199,680 - Police Impact Fee Fund 333,541 151,823 - 151,823 - - - - - - - 485,364 General Government Impact Fee Fund 3,515 7 - 7 - - - - - - - 3,522 General Government CIP Fund 719,009 60,909 1,693,268 1,754,177 - 84,480 1,608 604,895 - - 690,983 1,782,203 PAG/RTA Fund 621,982 1,339,988 - 1,339,988 - 83,672 - 2,452,295 - - 2,535,967 (573,997) Water Utility11,974,860 12,601,932 - 12,601,932 2,942 2,399,575 5,828,182 2,444,799 - 4,174,500 14,849,999 9,726,793 Stormwater Utility272,747 1,105,236 - 1,105,236 5,290 345,820 272,219 93,673 - - 717,003 660,979 Fleet Fund 569,439 1,456,271 - 1,456,271 - 69,033 465,647 623,544 - - 1,158,224 867,486 Benefit Self Insurance Fund 31,200 2,449,066 - 2,449,066 - - 2,657,970 1,502 - - 2,659,472 (179,206) Recreation In-Lieu Fee Fund 15,718 - - - - - - - - - - 15,718 Energy Efficiency Project Fund - - 2,000,000 2,000,000 - - 49,750 674,442 - - 724,192 1,275,808 Capital Project Bond Fund - - - - - - - - - - - - Total 41,570,499 59,931,917 4,164,740 64,096,657 2,516,193 23,417,796 20,921,994 9,097,171 - 5,237,280 61,190,434 44,476,721 Fund RevenueOther Fin Sources/TfrsTotal InDebt Service Total OutPersonnel O&M Capital ContingencyF:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Attachment E - Summary All Funds06/09/2017 ATTACHMENT FGeneral Fund Local Sales Tax CollectionsFY 2016/17CATEGORYJULYAUGSEPOCTNOVDECJANFEBMARAPRMAYJUNETOTALConstruction Sales Tax 211,862 188,622 464,738 331,337 302,776 310,738 553,592 307,122 457,822 400,603 3,529,212 Utility Sales Tax 256,758 319,698 294,983 273,535 216,045 210,750 210,159 235,740 210,303 197,163 2,425,134 Retail Sales Tax 498,390 460,006 467,191 491,196 495,453 598,150 774,898 489,541 512,147 544,825 5,331,797 All Other Local Sales Tax *171,723 170,598 181,484 157,224 196,370 185,762 203,062 196,780 236,388 188,520 1,887,911 TOTAL 1,138,733$ 1,138,924$ 1,408,396$ 1,253,292$ 1,210,644$ 1,305,400$ 1,741,712$ 1,229,183$ 1,416,660$ 1,331,110$ 13,174,055$ FY 2015/16CATEGORYJULYAUGSEPOCTNOVDECJANFEBMARAPRMAYJUNETOTALConstruction Sales Tax 193,497 160,759 190,812 234,763 222,548 254,307 260,568 107,429 263,734 235,835 109,928 173,567 2,407,746 Utility Sales Tax 257,552 312,494 304,666 286,667 243,827 195,345 242,200 268,984 222,718 193,630 196,712 205,330 2,930,124 Retail Sales Tax 441,557 415,209 393,690 403,193 413,231 525,645 688,527 426,418 433,139 511,289 472,688 411,589 5,536,174 All Other Local Sales Tax *239,739 229,766 182,484 216,361 270,637 276,937 295,738 201,982 259,537 325,493 273,582 263,425 3,035,681 TOTAL 1,132,346$ 1,118,228$ 1,071,652$ 1,140,984$ 1,150,242$ 1,252,234$ 1,487,032$ 1,004,813$ 1,179,127$ 1,266,247$ 1,052,910$ 1,053,911$ 13,909,725$ * Note: Does not include cable franchise fees or sales tax audit revenuesF:\BUDGET ANALYST\Financial Reports 2016-2017\4Q\April\Attachment F - Gen Fund Local Sales Tax06/09/2017    Town Council Regular Session Item # C. Meeting Date:06/21/2017   Submitted By:Chris Cornelison, Town Manager's Office Department:Town Manager's Office Information SUBJECT: Resolution No. (R)17-26, endorsing the consolidation of Golder Ranch Fire District and Mountain Vista Fire District RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: Golder Ranch Fire District and Mountain Vista Fire District are considering consolidation. Per Arizona Revised Statute 48-822.C.8, "the governing body of the district shall approve the creation of the consolidated district only if the governing body of the city or town endorses the creation by ordinance or resolution." Therefore, the Town must pass a resolution or ordinance endorsing the consolidated district in order for the consolidation to occur. BACKGROUND OR DETAILED INFORMATION: Golder Ranch Fire District (GRFD) and Mountain Vista Fire District (MVFD) are considering consolidation, which would result in the Town having one emergency response provider for fire and ambulance services. As a result, the consolidation would expand GRFD's Certificate of Need to include the MVFD area, providing residents of MVFD in the Town ambulance transportation by the consolidated district. Both Chief Cheryl Horvath and Chief Randy Karrer are supportive of this collaborative effort to consolidate. FISCAL IMPACT: N/A. SUGGESTED MOTION: I MOVE to (approve / not approve) Resolution No. (R)17-26, endorsing the consolidation of Golder Ranch Fire District and Mountain Vista Fire District. Attachments (R)17-26 GRFD & MVFD Consolidation  ARS Fire District Consolidation  C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@2C1307F5\@BCL@2C1307F5.doc Town of Oro Valley Attorney’s Office/ca/041712 RESOLUTION NO. (R)17-26 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AUTHORIZING AND APPROVING THE POTENTIAL CONSOLIDATION OF GOLDER RANCH AND MOUNTAIN VISTA FIRE DISTRICTS WHEREAS,pursuant to A.R.S. § 48-822 (C)(8) the Town of Oro Valley is authorized to approve the creation of a consolidated fire district by resolution; and WHEREAS, Golder Ranch Fire District and Mountain Vista Fire District are considering consolidation into one fire district; and WHEREAS, the consolidation of Golder Ranch Fire District and Mountain Vista Fire District would expand Golder Ranch Fire District Certificate of Need into Mountain Vista Fire District providing Town residents of Mountain Vista Fire District with ambulance transportation by the consolidated district; and WHEREAS, The Town desires to authorize the consolidation of Golder Ranch Fire District and Mountain Vista Fire District into one fire district; and WHEREAS, it is in the best interest of the Town of Oro Valley to approve the consolidation of Golder Ranch Fire District and Mountain Vista Fire District into one fire district. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona that: 1.The consolidation of Golder Ranch Fire District and Mountain Vista Fire District, is hereby authorized and approved. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley, Arizona, this 21st day of June, 2017. TOWN OF ORO VALLEY ____________________________________ Dr. Satish I. Hiremath, Mayor C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@2C1307F5\@BCL@2C1307F5.doc Town of Oro Valley Attorney’s Office/ca/041712 ATTEST:APPROVED AS TO FORM: _________________________________________________________________ Michael Standish Town Clerk Tobin Sidles, Legal Services Director _________________________________________________________________ Date Date    Town Council Regular Session Item # D. Meeting Date:06/21/2017   Requested by: Bayer Vella  Submitted By:Milini Simms, Community Development & Public Works Department:Community Development & Public Works Information SUBJECT: Request for approval of Conceptual Architecture for Oro Valley Adult Medicine, a proposed medical office in the Mercado Del Rio Commercial Center, located near the northwest corner of Pusch View Lane and Oracle Rd. RECOMMENDATION: The Conceptual Design Review Board (CDRB) recommended approval on June 13, 2017. EXECUTIVE SUMMARY: The purpose of this request is to consider Conceptual Architecture for a new medical office (see Attachment 1) in the Mercado Del Rio Commercial Center, located near the northwest corner of Pusch View Lane and Oracle Road. The proposed medical office is 0.7 acres of a larger 17.1 acre commercial area, the majority of which is currently vacant (Attachment 2).  The proposed Conceptual Architecture includes the following:  3,000 square foot building Southwestern Territorial style architecture consistent with the Mercado Del Rio Master Architecture Plan Facade articulation and fenestration Complimentary colors and materials, including stucco finish, stone cladding, a standing seam metal roof with a dark bronze finish and wood trellises The request is in conformance with the Town's Design Principles and applicable Design Standards (Attachment 3).   BACKGROUND OR DETAILED INFORMATION: The proposed development is located in the Mercado Del Rio Commercial Center, Lot 7. The proposed development is located in the Mercado Del Rio Commercial Center, Lot 7. The subject property is immediately surrounded by vacant lots; however, a salon exists to the west of the property and two (2) automotive repair shops exist along the eastern perimeter of the center. All surrounding properties are Community/Regional Commercial and zoned C-2. Existing Site Conditions:  Zoning: C-2 Lot size: 33,330 square feet (0.7 acres)  Approvals to Date  May 2004: Mercado Del Rio Master Development Plan/Preliminary Plat approved by Town Council October 2004: Mercado Del Rio Final Plat approved by Town Council Mercado Del Rio’s Master Architecture Plan provides approved colors, materials and other guidelines to ensure development within the center is harmonious. The applicant’s proposal is compliant with both the Mercado Del Rio Master Architecture Plan and the Town’s Design Principles.  Conceptual Architectural Design Principles and Design Standards review: The Zoning Code establishes Design Principles and Design Standards to evaluate architectural projects. A brief summary of the project's conformance with each is provided below and a more extensive analysis is provided in Attachment 3.  Design: The project incorporates a Southwestern Territorial design style with a standing seam metal roof, stucco walls and trim, wooden trellises and stone cladding on both entry ways and porticos. The project also features design cues consistent with the Mercado Del Rio Master Architecture Plan, including desert hues, window fenestration, and architectural detailing.   Scale, height and mass: The proposed 22 foot tall building is compatible with surrounding uses and in accordance with the Mercado Del Rio Master Development Plan. Facade articulation: The proposed architecture creates visual interest through the use of varying window sizes, four-sided window treatments, and entry ways complete with stone cladding and porticos on the front and rear of the building.  Screening: All mechanical equipment is screened through stone clad encasings, which match the entry ways. Refuse is screened through a stucco enclosure painted to match the building, with a rustic steel gate.  Public Participation: A neighborhood meeting is not required by the Zoning Code. Public notice has been provided as follows:  Posting at Town Hall Posting on the Town website All affected HOA's The CDRB recommended approval of this application on June 13, 2017. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve the Oro Valley Adult Medicine Conceptual Architecture based on the finding it is in conformance with the Zoning Code. OR I MOVE to deny the Oro Valley Adult Medicine Conceptual Architecture based on the finding that _____________________________. Attachments ATTACHMENT 1 APPLICANT SUBMITTAL  ATTACHMENT 2 SUBJECT PROPERTY  ATTACHMENT 3 DESIGN PRINCIPLES AND DESIGN STANDARDS ANALYSIS  ATTACHMENT 4 CDRB JUNE MEETING STAFF REPORT  INTRODUCTION: This Concept Design Narrative is submitted along with the other required documentation in fulfillment of the submission requirements for concept level Design Review by the Town of Oro Valley and its Conceptual Design Review Board. The topics addressed in this narrative include those found in the Town of Oro Valley Zoning Code Design Standards - Chapter 2: Non- Residential Design Standards (TOV- ZCDS) and Addendum A thereto (TOV-ZCDS-A); and, the Mercado del Rio Master Architectural Concept Plan (MDR-MACP). The narrative is organized around topics addressed in these forgoing documents and where the requirements are the same or similar, the narrative will address similar topics together. The topic and requirements are presented in underlined italicized text for reference. The source of the requirement will be identified using the parenthetical abbreviations found above plus its item number in the corresponding document. ARCHITECTURAL DESIGN: REQUIREMENTS & RESPONSES: 1. REQUIREMENT(S) & RESPONSES: (TOV-ZCDS - CHAPTER 2, SECTION 2.2 ARCHITECTURAL DESIGN): A.Building Design / 1. General Considerations / a. The scale of development shall be appropriate to the land use type (e.g. commercial office, retail, light industrial) and promote human scale development through the following methods: / (1.) Buildings shall be designed at the ground or pedestrian level to provide human scale. / (2.) Buildings design shall reflect consideration of superior and desirable design elements of adjacent development when applicable and appropriate. / (3.) Buildings shall be designed to be compatible with the natural environment. / b. Project design shall consider and integrate all elements by: / (.1) Provide consistent architectural treatments, articulation, and fenestration to present a coherent design theme for all sides of a building. / (2.) Incorporating accessory structures (screen walls, canopies, carports, parking structures, and signage structures) and shall reflect the character of the primary building(s) in terms of scale, materials, colors and style./ ; and, (MDR- MACP - SECTION 4.0 ARCHITECTURAL STANDARDS): While architectural styles may vary from lot to lot, the use of specific materials, colors, and architectural treatments will be utilized to create a pleasing appearance of unity and continuity.” DESIGN RESPONSE: The Oro Valley Adult Medicine (OVAM) building is a small medical clinic for the treatment of adult patients and seniors. As such, the building design seeks to maximize its presence within the context of the Mercado del Rio development by employing a few carefully scaled elements including a a dominant hipped roof form and a commercial scale entry portico to allow it to hold its own amid larger buildings in the complex. The human scale at ground level is furthered through the use of natural stone cladding of the entry portico walls, fenestration enhancements (projecting window surrounds and selective sun control treillage)consistently and subtle color differentiation on all sides of the building to effect a unified, continuous and ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 1 harmonious composition when viewed from any vantage point in the development or on the bike path. The one accessory structure, the dumpster enclosure, utilizes the same material and color palette as the main building with the addition of a rusty steel finish on the access gates. B.Roofs / 1. Variations in roof lines shall be used to add interest and reduce the scale of larger buildings. Roofs shall consist of one or a combination of the following: / a. Sloping Roofs / b. Parapets /c. Overhanging eaves / Material Variations / 2. Parapets shall contain varied rooflines and/or incorporation of sloped roof elements. Parapets shall incorporate design elements, including pre-cast elements, projecting cornices, lintels and caps / 3. Rooftop mechanical equipment shall be screened or installed in a manner to fully conceal and to prevent obstruction or distraction of other views. Screening shall be consistent with building design. Materials and color shall be of low reflectivity. / 4. Roof Access should be provided with roof hatches, roof ladders and roof drains/downspouts shall be architecturally integrated into the building. / ;and, (MDR-MACP - SECTION 4.4 MASSING): Building masses should be predominantly horizontal and should not include long, unbroken elements. At least two distinct masses shall be visible on the front building elevation...this could be accomplished through the use of overhangs...and varying roof lines.” DESIGN RESPONSE: The Oro Valley Adult Medicine building design utilizes two traditional sloping roof lines found in many examples of Territorial architecture, a hipped form modified pyramidal form, standing-seam metal roof with overhangs for the main body of the building and a gable form standing seam metal roof with overhangs at the entry portico. These two roof treatments serve to define two distinct masses of the building as called for in the requirements.There is to be no exposed rooftop mechanical equipment. The color of the standing seam roof is to be a dark bronze color coated sheet metal utilizing the traditional standing seam jointing found in traditional Territorial architecture. Roof access will be gained by the use of portable ladders provided by workmen needing to access the roof. C.Building Styles and Historic Context / 1. Design shall consider the context and architectural vernacular of the region. The architectural vocabulary shall contain forms or include appropriate elements which draw influences from traditional southwestern styles such as, but not limited to: Southwest Traditional, Territorial, Pueblo, Spanish Colonial or Tuscan. / 2. While a single style or combination of the above styles is not required, the use of or a contemporary interpretation of historic styles is strongly encouraged. / 3. Coordinate the design of retail complexes that involve multiple buildings to achieve visual compatibility. / 4. Prototypical corporate architecture shall be modified to reflect the design and style of the overall project and shall incorporate consistent colors, materials and architectural elements of the overall project. Single use sites shall reflect local design and style influences which moderate corporate influenced design and style / ; and, (MDR-MACP SECTION 4.1 STYLE): While no one specific style is mandated, nor even suggested, the materials lend themselves to an eclectic style borrowing from the influences of Old World, Mediterranean (Italian and Spanish), and locally, Territorial, Southwestern Ranch,and ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 2 Joesler. Use of enhanced architectural detailing, particularly on storefronts and entry- ways, is encouraged.” DESIGN RESPONSE: The design of the Oro Valley Adult Medicine building draws on characteristics found in Southwestern Territorial Architecture; principally the dominant sloping standing seam metal roof forms and the use of stucco as the principal wall finish on the exterior. While utilizing a different roof material, the building to the west of the site in the Mercado del Rio development utilizes similar exterior wall materials. Fenestration is emphasized through the use of projecting stucco elements in a different but compatible hue in a manner frequently found in Territorial architecture. These projections further increase the impact of shade and shadow on the building facade, creating a greater sense of depth and weight found in the older buildings. D.Building Size and Mass / 1. The visual impact of development shall be moderated to reduce the apparent scale and mass of building form. Consistent roof plan variation, wall plane articulation and consistent architectural is required on all exterior facades to reduce scale and mass and provide visual interest the following methods are encouraged: / a. Divide mass of large buildings into basic geometric components to modulate the overall building form. / b. Use of architectural treatment at the base of a building to create visual interest and grounding of the building. / c. Use of wall plane changes, fenestration placement, colonnades, building form recesses, overhangs, and other architectural features to define central portion of building. Increase textures and high level finishes, such as stone, at the pedestrian level. / d. Use of varied roof planes, varied roof forms and well defined architectural treatments such as deep overhangs and cornices at top of building. / e. Break up long continuous building surfaces with off-sets or contrasting forms at regular intervals. Off-sets or vertical elements shall be of sufficient size and depth to effectively mitigate the visual impact of the horizontal line and mass / f. Ground level facades that face public streets and/or primary parking areas shall have one-story” pedestrian scale features on at least 2/3 of the horizontal length of the side of a building. Features may include windows, entry areas, arcades,and/or overhangs (awnings, trellis, etc.). / g. Use of color, textures or materials changes to articulate wall planes. / h. Building entries shall be clearly articulated and a pedestrian scale maintained by the use of low level detail, textures, covered or recessed areas. / i.Multi level buildings should incorporate step(s) in vertical plane to reduce the building scale. / 2. Building scale an mass can be moderated through the use of fenestration and door openings also contribute to the overall proportion of building elements and provide balance to solid wall planes. / a. Windows, doors and other elements shall be designed to complement the overall architectural design in terms of materials, shape and proportion. / b. Windows and doors shall incorporate pronounced framing and other design elements which accentuate the opening. Window surrounds, arches, mullions shall be incorporated as appropriate to create visual interest and reduce the scale of the overall building facade. / c. Building entry points shall be emphasized and defined through incorporation of architectural treatments and elements such as accentuated building forms, porticos, columns, piers and recessed openings. ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 3 Recessed openings should be articulated through the use of decorative casing / d. Glazing shall not dominate the facade area, unless sufficient shading is provided, such as through the use of shade structures or deep set windows with mullions. / ; and, (MDR-MACP SECTION 4.4 MASSING); All four sides of any structure must incorporate architectural enhancements. Building masses should be predominantly horizontal and not include long, unbroken elements. At least two distinct masses shall be visible on the front building elevation...this could be accomplished through the use of overhangs...and varying rooflines.” DESIGN RESPONSE: As the OVAM building is relatively small, it would seem that the massing approach should be one of emphasizing the bold simplicity of the two masses that make up the building composition rather than trying to diminish its size further. As the building is only one story, the building walls are effectively the base for the bold dominant (modified) pyramidal roof form and further definition of base would risk making the composition too “busy.” The building fenestration treatment effectively breaks down the wall planes such that every facade is active and modulated by these elements. The placement of the openings and entry portico mass is asymmetrical in keeping with the Territorial architecture tradition of being based on the needs of the interior rather than an imposed formal order. At the main entrance portico, the level of finish is increased to include natural stone piers with a large welcoming archway. The stone clad mass of the portico is received by matching stone pilasters that tie the two masses together. At the entrance door, the door opening and sidelights are accentuated by projecting stucco framing that lends greater emphasis to the front door. Windows into the break room at the Southeast and Northeast facing facades are protected by the roof overhangs and window surrounds and will offer the occupants great views of the magnificent Pusch Ridge formation. E.Colors and Materials / 1. The colors and materials of the proposed architecture shall reflect consideration of the natural environment and built character of nearby development when applicable and appropriate. Colors and materials should be influenced by and demonstrate consideration of superior and desirable design elements, including adjacent development when applicable and appropriate. / 2. Building colors and materials shall relate to one another and the natural environment on the basis of pigment, color value, and/or intensity. In scenic corridors, earth tone and pastels shall be utilized, especially in areas of high visibility. Desert/mountain colors that blend with the natural background are encouraged. / 3. Primary colors should be used judiciously and typically as accents only. / 4. In locations upslope from the ultimate scenic corridor roadway right-of-way, richer, earth tone or geologic colors and rougher textures are required, especially those which complement bockground views, downslopes, darker earth colors with more landscaping clusters. / 5. Color palettes should establish a diverse range of colors for visual interest and variety. / 6. Color banding is permitted provided the colors are consistent with the overall approved color palette for the center or complex. / 7. In more private areas, away from scenic corridors, homeowners and business owners are permitted more latitude in color selections. / 8. Foreground colors should harmonize and blend with ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 4 existing vegetation, natural rock/earth forms or built background. / 9. Commercial building materials shall be appropriate to the architectural style and vernacular of the development and be of high quality and proven durability in the Sonoran Desert environment. Permitted primary materials include the following: / a. Exterior materials including brick, cement hard coat stucco, brick, adobe, natural stone, textured concrete, textured and split face or ground face concrete masonry units. / b. Pitched roof materials including concrete and clay tile roofs and standing seam metal roofs. / Accent materials such as brick, stone and masonry shall be incorporated in proportionate quantities to the overall building elevation. / 10. The following accent materials are encouraged: a. Mosaic tile / b. Wood / c. Architectural metal, including weathering steel or rust finished metal / 11. The following materials shall only be used as minor accent materials on the building facade and in no case should be the sole facade material: a. Pre-fabricated metal wall panels / b. Un-textured or unarticulated tilt-up concrete panels / 12. At least three (3) substantially different materials shall be utilized on all facades of the building. / (MDR-MACP SECTIONS 4.2 MATERIALS AND 4.3 COLORS) A minimum of three different materials must be used on each building. Approved materials of construction include: Stucco, Stone, Wood Trim. Any material not listed as an approved material will be subject toreview and approval by the Board and Oro Valley DRB on a case-by-case basis. DESIGN RESPONSE: The color and material palette for the OVAM building follows the guidance provided in the Design Standards of both the Town of Oro Valley and the Mercado del Rio Architectural Guidelines. The sloping roof in a medium bronze tone makes up a significant percentage of the exterior of the building and harmonizes with the stucco colors in the burnt sienna body color and burnt ochre accent color family. Wooden brise-soliel sunscreens help to control the western sun on the southwest facing West facade. At the entry portico, a richly colored cladding of drystack limestone/ sandstone with lighter sandstone trim bring a harmonious contrast to the stucco colors and texture of the main building mass. Paving of the entry portico floor will be native Arizona flagstone. All materials and finishes will have less than a 60% reflectance factor. F.Mechanical Equipment / Mechanical equipment shall be screened from public view and ground mounted equipment is encouraged. Screening shall be accomplished through the use of landscaping, walls, parapets, undergrounding and/or concealed placements. / (MDR-MACP SECTION 3.8 SCREENING EXTERIOR EQUIPMENT AND AUTO SERVICE); No exterior roof components (i.e.,heating and cooling and ventilation systems) shall be directly visible from within the lot, from surrounding streets, lots, or buildings. In general, roof-mounted mechanical is discouraged if another option for equipment location is available. Ground level exterior equipment (i.e., heating, cooling, and ventilation systems) and storage tanks must be enclosed by a wall to match the building. Said wall must be of suficient height to completely screen the equipment...” DESIGN RESPONSE: As the site plan and landscape approaches are developed, a screening strategy will be developed that will incorporate landscape elements such as ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 5 stuccoed cmu and/or dry stack walls and plantings to effectively screen any ground mounted mechanical equipment such as hvac condensing and/or heat pump units. G.Energy Conservation / 1. Architectural design should consider the desert climate and energy conservation by utilizing one or more of the following design solutions: / a. Provide shade for exterior walls through the use of roof overhangs, exterior shading devices and inset windows. / b. Design outdoor spaces so they are protected from summer sun exposure. / c. Use materials and colors that minimize heat absorption without reflecting. / 2. Consideration shall be given to passive solar heating and heat gain avoidance. / 3. Shade devices should be provided on all south and west facing elevations. / 4. Active water harvesting elements shall be permitted in less visible areas. Freestanding cisterns shall be designed to complement the building design, materials and color and/or screened from view. DESIGN RESPONSE: The OVAM building design utilizes sloping roofs with deep overhangs in parallel with projecting window surrounds to protect the window and door openings and as well will utilize strategies for minimizing the heat island effect with new and retained existing plantings on the south and west facing facades in particular. As the site development strategy is developed with water conservation in mind, water harvesting, either with passive bio-filtration basins or cisterns, or both, will be examined. 6 ORO VALLEY ADULT MEDICINE CONCEPT DESIGN NARRATIVE - 555 E. VUELTA CAMINATA DEL RIO ARCHITECTURE ORO VALLEY, ARIZONA 85737 APRIL 3, 2017 6 ISSUE2017/04/03DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.0.2SITE PHOTOGRAPHSMM/A P L L C 1 2 3 5 4 6 146 5 3 2 LOT 7 ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.0.1MATERIALSSAMPLESMM/A P L L C STANDING SEAM ROOF “MUSTANG BROWN” LRV = 10 STUCCO COLOR 1 - BODY DRYVIT “ SPICE TAN” LRV = 22 STUCCO COLOR 2 - ACCENT DRYVIT “HOT CHOCOLATE” LRV = 32 WOOD SUNSCREEN DUNN EDWARDS “MESA TAN” LRV = 27 STONE CLADDING NATURAL MATERIAL: RANDOM ASHLAR FIELDSTONE ARIZONA SANDSTONE LRV = 20 ~ 40 STONE TRIM NATURAL MATERIAL: COLD SPRING GRANITE “CARNELIAN” ROCK FACE LRV = 29 ~ 50 WINDOW/DOOR FRAMING DUNN EDWARDS “COCOA” LRV = 13 WINDOW GLASS VITRO “SOLARBAN R100” LRV = 15 RUSTED STEEL FINISH LRV = 18 ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.0Perspective ViewMM/A P L L C ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.01South (Front)Elevation MM/A P L L C STANDING SEAM DARK BRONZE FINISH SHEET METAL ROOFING STUCCO (COLOR 1) BODY OF BUILDING STUCCO (COLOR 2) BUILDING ACCENTSSTONE CLADDING: RANDOM ASHLAR STONE TRIM: CUBIC STOCK SOUTH (FRONT) ELEVATION SCALE: 1/8” = 1’-0” DARK BRONZE FINISH ALUMINUM WINDOW & DOOR FRAMING BRONZE TINTED - LOW ‘E’ COATED, HIGH PER- FORMANCE INSULATING GLASS (TYPICAL) PIN MOUNTED, BRUSHED BRASS BUILDING SIGN ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.01bwSouth (Front)Elevation MM/A P L L C ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.04WestElevation MM/A P L L C WEST ELEVATION SCALE: 1/8” = 1’-0” STONE CLADDING: RANDOM ASHLAR STANDING SEAM SHEET METAL ROOFING STUCCO (COLOR 2) BUILDING ACCENTS STUCCO (COLOR 1) BODY OF BUILDING STONE TRIM: CUBIC STOCKWOOD SUNSCREENS HVAC UNIT SCREEN WALL ENCLOSURE w/ STONE CLADDING ISSUE2017/045/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.04bwWestElevation MM/A P L L C ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.02EastElevation MM/A P L L C EAST ELEVATION SCALE: 1/8” = 1’-0” STANDING SEAM SHEET METAL ROOFING STUCCO (COLOR 1) BODY OF BUILDING STUCCO (COLOR 2) BUILDING ACCENTS STONE TRIM: CUBIC STOCK STONE CLADDING: RANDOM ASHLAR SPRINKLER RISER ROOM DOORS - PAINT TO MATCH STUCCO DARK BRONZE FINISH COATED ALUMINUM WINDOW FRAMING BRONZE TINTED - LOW ‘E’ COATED, HIGH PERFORMANCE INSULATING GLASS (TYPICAL) ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.02bwEastElevation MM/A P L L C ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.03North (Rear)Elevation MM/A P L L C NORTH (REAR) ELEVATION SCALE: 1/8” = 1’-0” STANDING SEAM SHEET METAL ROOFING STUCCO (COLOR 1) BODY OF BUILDING STUCCO (COLOR 2) BUILDING ACCENTS BRONZE TINTED HIGH-PERFORMANCE INSULATING GLASS - TYPICAL DARK BRONZE COATED ALUMINUM WINDOW AND DOOR FRAMING RANDOM ASHLAR FIELDSTONE ON SCREEN WALL FOR A/C EQUIPMENT ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.2.03bwNorth (Rear)Elevation MM/A P L L C ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.1.0FLOOR PLANMM/A P L L C FLOOR PLAN SCALE: 1/8”=1’-0” ISSUE2017/05/01DRAWN BYMLMORO VALLEY ADULT MEDICINE555 E. Vuelta Caminata Del RioOro Valley, Arizona 85737PROJECTORO VALLEY ADULT MEDICINEPROJECT NO.2017.002MILO MEACHAM / Architect - PLLC6602 N. Los Arboles CircleTucson, Arizona 85704Tel. 520.460.6240A.4.1DUMPSTERENCLOSUREMM/A P L L C FRONT RIGHT SIDE REAR LEFT SIDE ELEVATIONS PERSPECTIVE VIEW PLANSCALE: 1/8” = 1’-0”SCALE: 1/8” = 1’ 0” NO SCALE STUCCO COLOR 2 STUCCO COLOR 1 STEEL PLATE GATES WITH RUSTED STEEL FINISH STUCCO COLOR 2 STUCCO COLOR 1 STUCCO FINISH ON CMU STEEL GATES WITH RUST FINISH Oro Valley Adult Medicine Subject Property Map (OV1700845) Attachment 2 Red Line=Boundary of Mercado Del Rio Commercial Center Yellow Line=Boundary of Property TargetThe Place at Rock Ridge Apartments Auto  Repair  Shops Salon Pusch View Lane ATTACHMENT 3 ORO VALLEY ADULT MEDICINE DESIGN PRINCIPLES AND STANDARDS ANALYSIS Conceptual Architectural Design Principles, Section 22.9.D.5.b The Zoning Code establishes Design Principles to evaluate architectural projects. An evaluation of the applicant’s proposal with these Design Principles (in italics) is provided below: Design: Building architectural design shall be appropriate for the climate and characteristics of the Sonoran Desert, including indigenous and traditional textures, colors, and shapes found in and around Oro Valley. All development shall maintain and strengthen the high quality of design exemplified in Oro Valley through project creativity and design excellence. The building utilizes Southwestern Territorial architectural elements, shapes, and textures. The design incorporates a standing seam metal roof, architecturally appropriate windows, stucco walls and trim, wooden trellises and stone cladding on both entry ways and porticos. The project incorporates many design cues which are consistent with the Mercado Del Rio Master Architecture Plan, including desert hues, window fenestration, and architectural detailing. Scale, height and mass: building scale, height and mass shall be consistent with town-approved intensity of the site, designated scenic corridors and valued mountain views. Building shall be designed to respect the scale of adjoining areas and should mitigate the negative and functional impacts that arise from scale, bulk and mass. The height and mass of the proposed building is compatible with surrounding uses and in accordance with the Mercado Del Rio Master Development Plan. The height of the building is twenty (20) feet tall. Visibility of the proposed development from Pusch View Lane is obstructed by an existing landscape buffer and the subject site is not adjacent to residential uses. Facade Articulation: All building facades shall be fully articulated, including variation in building massing, roof planes, wall planes, and surface articulation. Architectural elements including, but not limited to, overhangs, trellises, projections, awnings, insets, material, and texture shall be used to create visual interest that contributes to a building’s character. In Mercado Del Rio, there are no “rears” of buildings as all sides are viewable and must be fully articulated. The proposed architecture creates visual interest through the use of:  Varying window sizes with treatments on all four sides  Entry ways complete with stone cladding and porticos on the front and rear of the building  A variety of materials creating additional visual interest Screening: building design and screening strategies shall be implemented to conceal the view of loading areas, refuse enclosures, mechanical equipment, appurtenances and utilities from adjacent public streets and neighborhoods. All mechanical equipment is screened through stone clad encasings to match the entry ways. Refuse is screened through a stucco enclosure painted to match the building, with a rustic steel gate. The loading zone is screened by an existing landscape buffer yard, located along the northern perimeter of the property. Addendum “A” Design Standards The proposed Conceptual Architecture is in conformance with the Design Standards and Mercado Del Rio’s Master Architecture Plan by providing, a varied materials palette, facade articulation and fenestration, and design elements which are consistent with Southwestern Territorial style architecture.    Town Council Regular Session Item # E. Meeting Date:06/21/2017   Requested by: Bayer Vella  Submitted By:Milini Simms, Community Development & Public Works Department:Community Development & Public Works Information SUBJECT: Request for approval of Conceptual Architecture for One AZ Credit Union, a proposed bank in the San Dorado Commercial Center, located on the northeast corner of 1st Avenue and Oracle Rd. RECOMMENDATION: The Conceptual Design Review Board (CDRB) recommended approval on June 13, 2017. EXECUTIVE SUMMARY: The purpose of this request is to consider Conceptual Architecture for a new bank (see Attachment 1) in the San Dorado Commercial Center, located on the northeast corner of 1 st Avenue and Oracle Road.The proposed bank is located on 1.5 acres of the larger 27.8 acre commercial area (Attachment 2).   The proposed Conceptual Architecture includes the following:  3,424 square foot building with two (2) drive-through lanes under a canopy  Contemporary Southwest style architecture consistent with the Oro Valley Town Centre Planned Area Development (PAD) Facade articulation and fenestration Several colors and materials including fiber cement and metal cladding panels and stucco finished walls The request is in conformance with the Town's Design Principles and applicable Design Standards (Attachment 3). BACKGROUND OR DETAILED INFORMATION: The proposed development is located in the San Dorado Commercial Center, Lot 7. The subject property is surrounded by multi-family residential to the north and east, and commercial uses to the south and west. Surrounding properties on the east side of Oracle Rd. are zoned Oro Valley Town Centre PAD and are either High Density Residential or Neighborhood Commercial/Office. Properties located across Oracle Road, west of the property, are zoned Rooney Ranch PAD and Community/Regional Commercial. Existing Site Conditions: Zoning: Oro Valley Town Centre PAD Lot size: 1.5 acres Approvals to Date: October 2002:   Oro Valley Town Centre PAD approved by Town Council. April 2012:         Revised Oro Valley Town Centre PAD approved by Town Council. May 2013:         San Dorado Final Site Plan approved by Town Council. June 2017:        Alternative Parking Analysis approved by CDRB. The Oro Valley Town Centre PAD regulates development in this area and provides colors, materials and other architectural guidelines to ensure development within the center is harmonious. The applicant’s proposal is compliant with both the Oro Valley Town Centre PAD and the Town's Design Principles. Conceptual Architecture Design Principles and Design Standards review: The Zoning Code establishes Design Principles and Design Standards to evaluate architectural projects. A brief summary of the project's conformance with each is provided below and a more extensive analysis is provided in Attachment 3.  Design: The project incorporates a Contemporary Southwestern design style with a parapet roof, extensive surface articulation, a tower feature and an architecturally compatible drive-through canopy. The project also features design cues consistent with the Oro Valley Town Centre PAD, including desert hues, four-sided window treatments and materials compatible with other developments in the center. Scale, height and mass: The proposed height of the building is compatible with surrounding uses in San Dorado. The proposed drive-through canopy is suitable to the height of the main building. Building mass is broken up by pop-outs, overhangs and a tower, which mirrors the entryway to CVS located directly south of the property.  Facade articulation: The proposed architecture creates visual interest through the use of varying roof lines, overhangs, and pop-outs. Furthermore, the project incorporates extensive surface articulation with a variety of colors, textures and materials.  Screening: Mechanical equipment and refuse areas are screened through textured masonry enclosures. The proposed drive-through lanes are shielded by an existing wall along the eastern perimeter and existing landscape buffers along the southern and western perimeters of the property.  Public Participation: A neighborhood meeting is not required by the Zoning Code. Public Notice has been provided as follows:  Posting at Town Hall Posting on the Town's website All affected HOA's The CDRB recommended approval of the applicant's proposal on June 13, 2017.  FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve the One AZ Credit Union Conceptual Architecture based on the finding it is in conformance with the Zoning Code. OR I MOVE to deny the One AZ Credit Union Conceptual Architecture based on the finding that _____________________________. Attachments ATTACHMENT 1 APPLICANT SUBMITTAL  ATTACHMENT 2 LOCATION MAP  ATTACHMENT 3 DESIGN PRINCIPLES AND DESIGN STANDARDS ANALYSIS  ATTACHMENT 4 CDRB JUNE MEETING STAFF REPORT  June 2, 2017 Proposed New Build Ground Up Credit Union East Corner of Oracle Road and 1st Avenue Statement of Intent/Narrative: OneAZ Credit Union, the Property Owner, intends to develop the Site at the East Corner of Oracle Road and 1st Avenue in the San Dorado Development. The Site is intended to house the Southern Regional Branch Headquarters for OneAZ Credit Union, which will consist of a 3,424 square foot Building, Two Drive-up ATM's with Decorative Canopy and Screening elements, Parking to accommodate the function of the Credit Union, a Trash Enclosure, Desert Landscaping particularly shade trees in the parking lot (Also maintain the majority of the existing landscape), Pedestrian Cross-Site circulation. The Intent is to create an Iconic Building with a sense of arrival at the gateway to the San Dorado development while maintaining views of the Santa Catalina Mountains from Oracle Road. With the use of Desert Landscaping, Massing, Shading elements, Decorative Canopies and Screening, the focus is to create a visually dynamic site that will be cohesive with the surrounding vernacular and create comfortable pathways for pedestrians coupled with framed views of the Santa Catalina Mountains. The Building will be presented to the street with a varied massing and elements of transparency, allowing for visual connection from within the building to the exterior and to Oracle Road. MORGAN ELLIG | Architectural Designer One AZ Credit Union Location Map (OV1700772) Attachment 2 Yellow Line –Subject Property Boundary Red Line-San Dorado Commercial Center Boundary Villas at San Dorado ATTACHMENT 3 ONE AZ CREDIT UNION DESIGN PRINCIPLES AND STANDARDS ANALYSIS Conceptual Architectural Design Principles, Section 22.9.D.5.b The Zoning Code establishes Design Principles to evaluate architectural projects. An evaluation of the applicant’s proposal with these Design Principles (in italics) is provided below: Design: Building architectural design shall be appropriate for the climate and characteristics of the Sonoran Desert, including indigenous and traditional textures, colors, and shapes found in and around Oro Valley. All development shall maintain and strengthen the high quality of design exemplified in Oro Valley through project creativity and design excellence. The building utilizes Contemporary Southwestern elements, shapes, and textures. The design incorporates:  A parapet roof  Architecturally appropriate windows  Overhangs  Fiber cement, metal cladding and stucco finished walls  A tower feature  An architecturally compatible drive-through canopy, which uses the same materials and roof line of the tower feature The project incorporates many design cues consistent with the Oro Valley Town Center PAD including:  Desert hues  Four-sided window treatments  Materials compatible with other developments in the center Scale, height and mass: building scale, height and mass shall be consistent with town-approved intensity of the site, designated scenic corridors and valued mountain views. Building shall be designed to respect the scale of adjoining areas and should mitigate the negative and functional impacts that arise from scale, bulk and mass.  Height: The height of the proposed building is compatible with surrounding uses and in accordance with the Oro Town Centre PAD and San Dorado Final Site Plan. The height of the building is twenty-two (22) feet with a twenty-four (24) foot tower. Additionally, the height of the drive-through canopy is eighteen (18) feet, which is suitable to the height of the main building.  Mass: The building mass is broken up by using different textures and materials, pop-outs and overhangs. A tower feature provides additional relief to the bulk of the building. Furthermore, the shape and location of the tower mirrors the entryway for the CVS Pharmacy, which is located directly south of the property. Facade Articulation: All building facades shall be fully articulated, including variation in building massing, roof planes, wall planes, and surface articulation. Architectural elements including, but not limited to, overhangs, trellises, projections, awnings, insets, material, and texture shall be used to create visual interest that contributes to a building’s character. The proposed architecture creates visual interest through the use of varying roof lines, overhangs, and pop-outs. Furthermore, the project incorporates extensive surface articulation with a variety of colors, textures and materials. Screening: building design and screening strategies shall be implemented to conceal the view of loading areas, refuse enclosures, mechanical equipmen t, appurtenances and utilities from adjacent public streets and neighborhoods. All mechanical equipment and refuse areas are enclosed by textured masonry walls, matching an enclosed employee patio located along the north side of the building. The textured masonry compliments the building’s color and materials The proposed drive-through lanes are shielded by an existing six (6) foot wall along the eastern perimeter of the property. Cars awaiting service face the main building and visibility from Oracle Rd. and 1st Avenue is obstructed by existing landscape buffer yards. Addendum “A” Design Standards The proposed Conceptual Architecture is in conformance with the Design Standards and Oro Valley Town Centre PAD by providing significant facade articulation, a varied colors and materials palette, wall plane articulation and design element s which are consistent with Contemporary Southwestern style architecture.    Town Council Regular Session Item # F. Meeting Date:06/21/2017   Requested by: Mike Standish Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office Information SUBJECT: Resolution No. (R)17-27, authorizing and approving an intergovernmental agreement between the Town of Oro Valley and the Pima County Recorder to provide election services for the November 7, 2017 Special Bond Election RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: The attached resolution authorizes and approves an IGA between the Town and the Pima County Recorder to provide election services for the Town's November 7, 2017 Special Bond Election. BACKGROUND OR DETAILED INFORMATION: Arizona Revised Statutes, section 16-408(D), permits the governing body to enter into an agreement with the County Board of Supervisors and County Recorder for election services. FISCAL IMPACT: The cost for election services from the Pima County Recorder's Office for the November 7, 2017 Special Bond Election is estimated at $78,000. SUGGESTED MOTION: I MOVE to (adopt / deny) Resolution No. (R)17-27, authorizing and approving an intergovernmental agreement between the Town of Oro Valley and the Pima County Recorder to provide election services for the November 7, 2017 Special Bond Election. Attachments (R)17-27 Election Services  IGA  RESOLUTION NO. (R)17-27 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA AUTHORIZING AND APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE TOWN OF ORO VALLEY AND PIMA COUNTY FOR ELECTION SERVICES TO BE EFFECTIVE JULY 1, 2017 THROUGH COMPLETION OF ALL OBLIGATIONS AND ACTIVITIES CONTEMPLATED BY THIS INTERGOVERNMENTAL AGREEMENT, PROVIDED THAT THE TERM SHALL CONTINUE THROUGH FINAL RESOLUTION OF ANY LEGAL CHALLENGE TO THE ELECTION WHEREAS, the Town of Oro Valley, pursuant to Arizona Revised Statutes (A.R.S.) § 11-952, is authorized to enter into or renew agreements for joint and cooperative action with other public agencies; and WHEREAS, Pima County is authorized under A.R.S. §§ 16-205(C), 16-409, 16-450, 11-251(3), 11-951, et. seq. to perform services regarding elections; and WHEREAS, pursuant to A.R.S. Title 9, Title 11 and Title 16, the Town of Oro Valley, Arizona is allowed to call for Elections; and WHEREAS, Pima County and the Town of Oro Valley have determined that the use by the Town of Oro Valley of the services of the Pima County Recorder for the conduct of elections is in the public interest and Pima County has agreed to provide said services. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA: 1. That the Intergovernmental Agreement between the Town of Oro Valley and Pima County for Election Services, attached hereto as Exhibit “A”, is hereby approved. 2. That the Mayor of the Town of Oro Valley and administrative officials are hereby authorized to take such steps as necessary to execute and implement the terms of the Intergovernmental Agreement. PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 21 st day of June, 2017. 2 TOWN OF ORO VALLEY __________ Dr. Satish I. Hiremath, Mayor ATTEST:APPROVED AS TO FORM: __________________________________ Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date: _____________________________ 3 EXHIBIT “A” INTERGOVERNMENTAL AGREEMENT    Town Council Regular Session Item # G. Meeting Date:06/21/2017   Requested by: Gary Bridget Submitted By:Gary Bridget, Human Resources Department:Human Resources Information SUBJECT: Resolution No. (R)17-28, amending Personnel Policy 2 – Definitions, and Personnel Policy 10 - Leaves RECOMMENDATION: Staff recommends that Council adopt the proposed changes to Personnel Policy 2 - Definitions, and Personnel Policy 10 - Leaves. EXECUTIVE SUMMARY: The proposed changes to Personnel Policy 2 - Definitions, and Personnel Policy 10 - Leaves support changes to the Arizona Revised Statutes, Title 23, Article 8.1 regarding employee rights to earn paid sick time. Changes to the law were passed by voters in November 2016 with Proposition 206, which increased the state minimum wage and mandated that all employees earn one-hour of paid sick time for every 30 hours worked. The increase for the minimum wage to $10 dollars per hour took effect January 1, 2017. The mandate for paid sick time takes effect July 1, 2017. The attached documents include the current policy, illustrated in strike through text, followed by the recommended changes to the policies illustrated in red capitalization.   BACKGROUND OR DETAILED INFORMATION: Currently, Personnel Policy 10 – Leaves, provides that full time employees, defined as those who work 32 or more hours per week, earn 3.6923 hours of paid sick leave per pay period. Part time, benefit eligible employees, defined as those working 20-31 hours per week, earn 1.8462 hours of paid sick leave per pay period. There is currently no limit to the amount of sick leave an employee may accrue. Part time employees working 19 hours or less per week, to include temporary and seasonal employees, do not earn paid sick or annual leave.   In order to bring the Town into compliance with the law, staff proposes amending Personnel Policy 10 – Leaves, Section 10.2, paragraphs A & B to allow part time Personnel Policy 10 – Leaves, Section 10.2, paragraphs A & B to allow part time employees, working 19 or less hours per week, who are not benefits eligible, to accrue one-hour of paid sick leave for every 30-hours worked. As allowed by the law, accruals for this group of employees would be capped at 40-hours per calendar year. Unused paid sick leave hours would carry forward to the next calendar year.   Additionally, staff proposes part time, benefit eligible employees, defined as those working 20-31 hours per week, who are hired on or after July 1, 2017, earn one-hour of paid sick leave for every 30-hours worked. Accruals would be capped at 40-hours per calendar year and unused paid sick leave hours would carry forward to the next calendar year. Staff proposes that the 10 employees currently in this category be grandfathered so they continue to earn 1.8462 hours of paid sick leave per pay period.   The full time employee accrual rate of 3.6923 hours per pay period would be unaffected as the rate exceeds the minimum earned sick time mandated under the law.   In addition to mandating paid sick time for all employees, the revisions to the law provides for additional reasons to use of paid sick time and it redefines the term family member.   Staff recommends amending Section 10.2, Paragraph C, Use of Sick Leave, to include language used in the law providing for additional reasons for using paid sick leave for family emergencies to include care for a child whose school or daycare was closed by a public health official and absences necessary to seek services or care due to domestic violence, sexual violence, abuse or stalking of the employee or family member.   Staff recommends amending to Section 10.2, Paragraph D, Sick Leave Requests, where the law provides specific procedures for the request and approval of the use of paid sick leave.   Finally, staff proposes amending Personnel Policy 2 - Definitions, Section 2.1.A, items 17 and 31 to allow for the new definition of family member under the law and changing the definition of sick leave to include all employees and family emergencies.   FISCAL IMPACT: There are 309 benefit-eligible full-time and part-time employees now earning paid sick leave. The proposed changes in support of the law would add another 232 non-benefit eligible employees who would accrue paid sick leave at a rate of one-hour of paid sick leave for every 30-hours worked, capped at 40-hours per calendar year. Per the law, unused paid sick leave carries forward at the end of the calendar year.  There is no requirement under the law to pay out unused paid sick leave upon termination of employment. However, our policy currently allows for the payout, upon termination of employment, of any unused accrued sick leave beyond 480 hours at 50-percent of the value. The law does call for restoration of unused accrued sick leave for employees who resume employment with the Town within nine months of their termination. SUGGESTED MOTION: I MOVE to (approve/deny) Resolution No. (R)17-28, adopting the proposed revisions to Personnel Policy 2 - Definitions, and Personnel Policy 10 - Leaves. Attachments (R)17-28 Sick Leave  Personnel Policy 2  Personnel Policy 10  C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@EC3129C0\@BCL@EC3129C0.doc Town of Oro Valley Attorney’s Office/ca/051011 RESOLUTION NO. (R)17-28 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA AMENDING THE TOWN OF ORO VALLEY PERSONNEL POLICIES AND PROCEDURES MANUAL TO UPDATE POLICY 2, DEFINITIONS AND POLICY 10, LEAVES TO BRING THE ORO VALLEY PERSONNEL POLICIES AND PROCEDURES MANUAL INTO COMPLIANCE WITH ARIZONA REVISED STATUTES, TITLE 23, ARTICLE 8.1 REGARDING EMPLOYEE RIGHTS TO EARN PAID SICK TIME AND DECLARING AND EMERGENCY WHEREAS,pursuant to Section 3-3-1 of the Oro Valley Town Code, the Town Council is empowered to create a personnel system which applies to all Town employees except elected officials; and WHEREAS,Section 3-3-2 of the Oro Valley Town Code provides that the Town Council may adopt rules and regulations pertaining to employment with the Town; and WHEREAS, it has become necessary to update Policy 2, Definitions and Policy 10, Leaves, of the Oro Valley Policies and Procedures Manual in ordered to become compliant with Arizona Revised Statutes Title 23, Article 8.1 regarding employee rights to earn paid sick time as well as defining additional reasons for the use of paid sick time and redefining the term family member; and WHEREAS, it is in the best interest of the Town and its employees to update Policy 2, Definitions and Policy 10, Leaves, of the Town of Oro Valley Personnel Policies and Procedures Manual; and WHEREAS, it is necessary for the preservation of the health and safety of the Town of Oro Valley, Arizona, an emergency is declared to exist, and this Resolution shall become effective, operative and in force from and after the date of July 1, 2017. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona, that: SECTION 1.The amendment to Police 2, Definitions and Policy 10, Leaves, of the Town of Oro Valley Personnel Policies and Procedures Manual, attached hereto as Attachment “A” and incorporated herein by this reference, with additions in all caps and deletions shown in strikethrough text, is hereby adopted. SECTION 2.If any portion of the Personnel Polices and Procedure Manual is found to not be enforceable by a court of competent jurisdiction, that portion shall be declared severable, and the remainder of the manual will remain in full force and effect. C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@EC3129C0\@BCL@EC3129C0.doc Town of Oro Valley Attorney’s Office/ca/051011 PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 21 st dayof June, 2017. TOWN OF ORO VALLEY Dr. Satish I. Hiremath, Mayor ATTEST:APPROVED AS TO FORM: Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date: C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@EC3129C0\@BCL@EC3129C0.doc Town of Oro Valley Attorney’s Office/ca/051011 ATTACHMENT “A” PERSONNEL POLICY 2 Page 1 of 4 DEFINITIONS Effective Date: April 2, 2014 JULY 1, 2017 2.1 DEFINITION OF TERMS A.The following terms, whenever used in these policies, shall be defined as follows: 1.Anniversary Date: The annual recurrence of the date that an individual commenced employment in a position with the Town of Oro Valley. 2.Annual Leave: Time off with pay granted to the employee at the convenience of the Town in recognition of service and the employee’s need for an annual period of rest and recreation. 3.Annual Leave Carry Over: Annual leave carried over from the one fiscal year to the following year, not to exceed the amount an employee would earn in 18 months of services. 4.Appointment: The acceptance of an authorized offer of a position with the Town of Oro Valley pursuant to these Personnel Policies and Procedures. 5.Appointing Authority: The Town Manager or other persons authorized by the Town of Oro Valley to make employment decisions. 6.AWOL: Absent without leave, an unpaid leave, non-approved leave. 7.Benefit Eligible Employee: An employee who holds a regular (not temporary or seasonal) position with the Town, and who is regularly scheduled to work at least 20 hours per week. 8.Bereavement Leave: Leave taken upon the death of an immediate family member. 9.Classification: All positions sufficiently similar in duties, authority, and responsibility to permit grouping under a common title and with the application of common standards of selection, transfer, promotion, and compensation. 10.Compensatory Time: Leave time accrued at one and one-half hours for every hour worked over forty (40) hours during the employee’s work week. Time off given in lieu of monetary payment for overtime worked. 11.Demotion: The movement of an employee from a position in one classification to a position in another classification having a lower maximum rate of pay. 12.Department Head: Those officers or employees who are appointed or employed as the principal employee of a department for the discharge of duties provided by law or of particular delegated functions. 13.Disciplinary Action: Written reprimand, demotion, suspension, reduction in pay/position or discharge imposed for just cause. PERSONNEL POLICY 2 Page 2 of 4 DEFINITIONS Effective Date: April 2, 2014 JULY 1, 2017 14.Employee: Any person employed by the Town for wages and or salary for a particular position as defined in the classification system established by the Town of Oro Valley. 15.Examination: A selection test or test procedure for a particular classification which is open to all persons meeting the qualifications for the position. 16.Exempt Employee: Employees classified as Executive, Administrative or Professional or such other position as may be determined by the tests included in the Fair Labor Standards Act (FLSA). Job Classifications are determined to be exempt or non-exempt according to the FLSA. 17.Immediate family member (non-FMLA): An employee’s spouse, child(ren), adopted child(ren), step child(ren), or child(ren) of a domestic partner, foster child(ren), parent, grandparent, grandchild, current in-laws, brother, sister, domestic partner, or parent surrogate. H.FAMILY MEMBER: A.REGARDLESS OF AGE, A BIOLOGICAL, ADOPTED OR FOSTER CHILD, STEPCHILD OR LEGAL WARD, A CHILD OF A DOMESTIC PARTNER, A CHILD TO WHOM THE EMPLOYEE STANDS IN LOCO PARENTIS, OR AN INDIVIDUAL TO WHOM THE EMPLOYEE STOOD IN LOCO PARENTIS WHEN THE INDIVIDUAL WAS A MINOR; B.A BIOLOGICAL, FOSTER, STEPPARENT OR ADOPTIVE PARENT OR LEGAL GUARDIAN OF AN EMPLOYEE OR AN EMPLOYEE'S SPOUSE OR DOMESTIC PARTNER OR A PERSON WHO STOOD IN LOCO PARENTIS WHEN THE EMPLOYEE OR EMPLOYEE'SSPOUSE OR DOMESTIC PARTNER WAS A MINOR CHILD; C.A PERSON TO WHOM THEEMPLOYEE IS LEGALLY MARRIED UNDER THE LAWS OF ANY STATE, OR A DOMESTIC PARTNER OF AN EMPLOYEE AS REGISTERED UNDER THE LAWS OFANY STATE OR POLITICAL SUBDIVISION; D.A GRANDPARENT, GRANDCHILD OR SIBLING (WHETHER OF A BIOLOGICAL, FOSTER, ADOPTIVE OR STEP RELATIONSHIP) OF THE EMPLOYEE OR THE EMPLOYEE'S SPOUSE OR DOMESTIC PARTNER; OR E.ANY OTHER INDIVIDUALRELATED BY BLOOD OR AFFINITY WHOSE CLOSE ASSOCIATION WITH THE EMPLOYEE IS THE EQUIVALENT OF A FAMILY RELATIONSHIP. 18.Full-Time Employee: An employee who is hired by the Town on the basis of working at least thirty-two (32)hours per week. 19.Grievance Procedures: A procedure which permits employees the right to grieve decisions significantly affecting their employment. PERSONNEL POLICY 2 Page 3 of 4 DEFINITIONS Effective Date: April 2, 2014 JULY 1, 2017 20.Merit Increase: A salary increase which may be granted to an employee based upon past performance over a period of time. 21.Overtime Work: Authorized time worked by a non-exempt employee in excess of 40 hours per work week, as defined by State and Federal law. 22.Part-time benefit eligible employee: An employee who is hired by the Town to work twenty (20) or more hours per week but less than thirty-two (32) hours, although there may be occasional instances in which a part-time employee may work more hours in a given workweek. 23.Part-time, regular, non-benefit eligible employee: An employee who is hired by the Town to work a consistent schedule of nineteen (19) hours or less per week, although there may be occasional instances in which a part-time employee may work more hours in a given workweek. 24.Part-time, at-will non-benefit eligible: An employee who is hired by the Town on the basis of an unpredictable shift schedule of nineteen (19) hours or less per week, although there may be occasional instances in which a part-time employee may work more hours in a given workweek. An employee with this employment status has no guarantee of hours at any time. 25.Performance Appraisal: Written evaluations of an employee’s work given prior to the completion of the introductory period, and annually on or around the anniversary review date. 26.Position: An aggregation of tasks and responsibilities requiring the services of a person. 27.Probationary Evaluation Period: A period of time during which new or promotional employees are required to demonstrate their suitability in their position by actual performance of the duties required. The introductory period will last twelve (12) full calendar months for police officers and six (6) full calendar months for all other full-time employees. The introductory period for part-time employees shall be nine (9) full months. 28.Probationary Period: A period of time, normally due to an inability or unwillingness to meet the conduct or performance expectations of the job, during which employees are required to demonstrate their suitability in their position by actual performance of the duties required. The probationary period will normally be no less than 30-days and no more than 6-months. 29.Promotion: The movement of an employee from a position in one classification to a position in another classification having a higher maximum rate of pay. 30.Rate of Pay: The employee’s hourly rate of pay calculated bydividing his/her annual salary by the number of hours associated with the position. PERSONNEL POLICY 2 Page 4 of 4 DEFINITIONS Effective Date: April 2, 2014 JULY 1, 2017 31.Sick Leave: Time off with pay granted to qualified employees by the Town in the event of FAMILY EMERGENCIES,illness or medical treatment. 32.Suspension: The temporary removal of an employee from their position with or without pay for disciplinary or administrative purposes for a specified period of time. 33.Temporary Employee: An employee hired on a provisional, temporary basis for periods not to exceed three (3) full calendar months or for longer periods of employment such as approved by the Town Council during the budget process, in order to provide necessary public service or when a short-term increase in workload requires additional employees. The appointment may be extended for up to an additional three (3) months upon authorization by the Town Manager. Seasonal employees are considered temporary employees for pay and benefits purposes and their employment is normally terminated at the end of the seasonal assignment, although their status may be reactivated as needed each season. 34.Termination: The separation of an employee from employment by any means other than retirement whether it be voluntary (resignation) or involuntary (dismissal). 35.Transfer: A change of an employee from one position to another position having the same maximum rate of pay. 36.Verbal Reprimand: A verbal warning which personally informs an employee that his/her performance or behavior is unsatisfactory. 37.Working Days: Monday thru Friday, 8 a.m. – 5 p.m. Holidays recognized by the Town of Oro Valley are not considered working days. 38.Work Week: For most non-police employees, the work week shall commence on Monday and shall end on Friday and normal working hours shall consist of 8.0 hour days with a one hour lunch period, unless otherwise approved by the Department Head. For Police Department employees, the work week will remain flexible (and assigned by Department management) to best meet the needs of the Town. 39.Written Reprimand: A written warning giving formal notice to an employee of unsatisfactory performance. 40.Years of Service: Total length of time an employee has been directly employed by the Town of Oro Valley. PERSONNEL POLICY 10 Page 1 of 22 LEAVES Effective Date: July 1, 20167 10.1 ANNUAL LEAVE A.Eligibility 1.All Town employees, except for temporary and part-time, non-benefited employees (see definition in Policy 2) are eligible to accrue annual leave. 2.All Town employees eligible to accrue annual leave are eligible to use their accrued annual leave after 90 calendar days of employment. B.Accrual of Annual Leave 1.Eligible employees start accruing annual leave from their date of hire. 2.Part-time benefit eligible employees accrue annual leave at half the rate of full-time employees. 3.Employees who are on any unpaid leave of absence (except for FMLA or Military leave) for an entire pay period (80 hours) will not accrue annual leave. 4.Annual leave accrual is cumulative, up to the maximum number of hours permitted by this policy. C.Annual Leave Accrual Rates 1.Accrual rates shall be at the rate specified below and are based on years of service and Federal Labor Standards Act (Exempt or Non-Exempt) status: a.Full-time / Non-Exempt Rate: Years of Service Hours Per Pay Period Approximate Hours Per Year Maximum hours to be Accrued 1 –5 3.6923 96 144 6 –10 5.2308 136 204 11 -20 6.7692 176 264 20 & over 6.7692 176 300 b.Full-time / Exempt Rate: Years of Service Hours Per Pay Period Approximate Hours Per Year Maximum hours to be Accrued 1 –5 5.2308 136 204 6 –20 6.7692 176 264 20 & over 6.7692 176 300 PERSONNEL POLICY 10 Page 2 of 22 LEAVES Effective Date: July 1, 20167 c.Full-time / Department Heads Years of Service Hours Per Pay Period Approximate Hours Per Year Maximum hours to be Accrued Upon hire 6.7692 176 264 20 & over 6.7692 176 300 2.For the purpose of determining length of service, the year noted begins on the day after the preceding anniversary. Changes in accrual rates are effective in the following pay period. D.Maximum Number of Accrued Annual Leave Hours 1.An employee’s annual leave balance shall not exceed the number of hours they would accrue in 18 months of service (see charts above). 2.Employees with more than 20 years of credited service may accrue up to 300 hours. 3.Hours accrued in excess of the maximum allowed become void at the end of each pay period. a.Exceptions may be granted at the request of the Department Head, concurrence of the Human Resources Director, and approval of the Town Manager. E.Use of Annual Leave 1.Employees shall submit an annual leave request to their immediate supervisor in accordance with department policy. Requests will be reviewed by their supervisor and/or Department Head. Approval is based on a number of factors, including department need and staffing requirements. 2.Department Heads may require an employee to postpone or change their scheduled annual leave for good cause relating to Town services. 3.Accruals at the end of the current pay period are not available for use until the following pay period. 4.Annual leave should not normally be charged against Exempt employees for partial day absences. 5.Annual leave shall not be charged for Town holidays. F.Annual Leave at Employment Termination 1.Employees will be paid in a lump sum for all unused accrued annual leave as of the effective date of termination. PERSONNEL POLICY 10 Page 3 of 22 LEAVES Effective Date: July 1, 20167 2.Deceased employees will have their lump sum paid to their estate. 10.2 SICK LEAVE A.Eligibility 1.All Town employees, except for temporary and part-time non-benefit eligible employees are eligible to accrue sick leave at the following rates: Full-time (32+ HOURS PER WEEK) 3.6923 per pay period Part-time / Benefit Eligible (HIRED BEFORE JULY 1, 2017) 1.8462 per pay period PART-TIME / NON-BENEFIT ELIGIBLE AND PART-TIME / BENEFIT ELIGIBLE HIRED AFTER JULY 1, 2017 1-HOUR OF PAID SICK LEAVE FOR EVERY 30- HOURS WORKED CAPPED AT 40-HOURS PER CALENDAR YEAR B.Accrual of Sick Leave 1.Eligible employees start accruing sick leave from their date of hire. 2.Part-time benefit eligible employees HIRED BEFORE JULY 1, 2017 accrue sick leave at half the rate of full-time employees.PART-TIME BENEFIT ELIGIBLE EMPLOYEES HIRED AFTER JULY 1, 2017 WILL ACCRUE PAID SICK LEAVE AT A RATE OF ONE HOUR EARNED FOR EVERY THIRTY HOURS WORKED, CAPPED AT 40- HOURS PER CALENDAR YEAR. 3.PART-TIME,NON-BENEFIT ELIGIBLEEMPLOYEES ACCRUE PAID SICK LEAVE AT A RATE OF ONE HOUR EARNED FOR EVERY THIRTY HOURS WORKED, CAPPED AT 40-HOURS PER CALENDAR YEAR. 4.Employees who ACCRUE SICK LEAVE ON A PER PAY PERIOD BASIS AND are on any unpaid leave of absence (except for FMLA or Military leave) for an entire pay period (80 hours) will not accrue sick leave. 5.Sick leave will accrue without limit. C.Use of Sick Leave 1.Sick Leave is offered as a benefit to help minimize employee financial hardship as the result of FAMILY EMERGENCIES, illnesses or medical needs. Sick leave is not to be used as additional paid annual leave or for discretionary purposes.SICK LEAVE, AS PERSONNEL POLICY 10 Page 4 of 22 LEAVES Effective Date: July 1, 20167 PROVIDED BELOW, COMPLIES WITH THE REQUIREMENTS OF ARIZONA REVISED STATUTES, TITLE 23, ARTICLE 8.1 REGARDING EARNED PAID SICK TIME. 2.Accruals at the end of the current pay period are not available for use until the following pay period. 3.Eligible e Employees may be permitted to use sick leave for the following reasons: A.AN EMPLOYEE'S MENTALOR PHYSICAL ILLNESS,INJURY OR HEALTH CONDITION; AN EMPLOYEE'S NEED FOR MEDICAL DIAGNOSIS, CARE, OR TREATMENT OF A MENTAL OR PHYSICAL ILLNESS, INJURY OR HEALTH CONDITION; AN EMPLOYEE'S NEED FOR PREVENTIVE MEDICAL CARE. B.CARE OF A FAMILY MEMBER (SEE PERSONNEL POLICY 2 FOR DEFINITION) WITH A MENTAL OR PHYSICAL ILLNESS, INJURY OR HEALTH CONDITION; CARE OF A FAMILY MEMBER WHO NEEDS MEDICAL DIAGNOSIS, CARE, OR TREATMENT OFA MENTAL OR PHYSICAL ILLNESS, INJURY OR HEALTH CONDITION; CARE OF A FAMILY MEMBER WHO NEEDS PREVENTIVE MEDICAL CARE. C.CLOSURE OF THE EMPLOYEE'S PLACE OF BUSINESS BY ORDER OF A PUBLIC OFFICIAL DUE TO A PUBLIC HEALTH EMERGENCY. D.AN EMPLOYEE'S NEED TO CARE FOR A CHILD WHOSE SCHOOL OR PLACE OF CARE HAS BEEN CLOSED BY ORDER OF A PUBLIC OFFICIAL DUE TO A PUBLIC HEALTH EMERGENCY. E.CARE FOR ONESELF OR A FAMILY MEMBER WHEN IT HAS BEEN DETERMINED BY THE HEALTH AUTHORITIES HAVING JURISDICTION OR BY A HEALTH CARE PROVIDER THAT THE EMPLOYEE'S OR FAMILY MEMBER'S PRESENCE IN THE COMMUNITY MAY JEOPARDIZE THE HEALTH OF OTHERS BECAUSE OF HIS OR HER EXPOSURE TO A COMMUNICABLE DISEASE, WHETHER OR NOT THE EMPLOYEE OR FAMILY MEMBER HAS ACTUALLY CONTRACTED THE COMMUNICABLE DISEASE. F.ABSENCE NECESSARY DUE TO DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING, PROVIDED THE LEAVE IS TO ALLOW THE EMPLOYEE TO OBTAIN FOR THE EMPLOYEE OR THE EMPLOYEE'S FAMILY MEMBER: I.MEDICAL ATTENTION NEEDED TO RECOVER FROMPHYSICAL OR PSYCHOLOGICAL INJURY OR DISABILITY CAUSED BY DOMESTIC VIOLENCE, SEXUAL VIOLENCE, AND ABUSE OR PERSONNEL POLICY 10 Page 5 of 22 LEAVES Effective Date: July 1, 20167 STALKING. II.SERVICES FROM A DOMESTIC VIOLENCE OR SEXUAL VIOLENCE PROGRAM OR VICTIM SERVICES ORGANIZATION. III.PSYCHOLOGICAL OR OTHER COUNSELING. IV.RELOCATION OR TAKINGSTEPS TOSECURE AN EXISTING HOME DUE TO THE DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. V.LEGAL SERVICES, INCLUDING BUT NOT LIMITED TO PREPARING FOR OR PARTICIPATING IN ANY CIVIL OR CRIMINAL LEGAL PROCEEDING RELATED TO OR RESULTING FROM THE DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. g.Personal illness or injury, appointments for surgical, medical, dental, or optical appointments (including regular and preventative care appointments), and the travel time to and from the physician’s office, h.Medical conditions that prevent the employee from performing assigned tasks, and/or i.Immediate family member’s (see Policy 2for definition) illness or injury, and their surgical, medical, dental or optical appointments (including regular and preventative care appointments) and related travel time to and from the physician’s office. 4.Sick leave will not be charged against an employee’s accrued balance for a Town holiday. 5.An employee using annual leave who ENCOUNTERS AN EVENT THAT QUALIFIES FOR SICK LEAVE MAY, becomes ill may, upon verification of illness and supervisor approval, charge the illness-related time-off to accumulated ACCRUED SICK leave. D.Sick Leave Requests 1. SICK LEAVE MAY BE TAKEN WITH APPROVAL FROM THE SUPERVISOR AND/OR DEPARTMENT HEAD. 2. SICK LEAVESHALL BE PROVIDED UPON THE REQUEST OF AN EMPLOYEE. SUCH REQUEST MAY BE MADE ORALLY, IN WRITING, BY ELECTRONIC MEANS OR BY ANY OTHER MEANS THAT PROVIDES SUITABLE NOTICE. WHEN POSSIBLE, THE REQUEST SHALL INCLUDE THE EXPECTED DURATION OFTHE ABSENCE. 3. FOR UNPLANNED ABSENCES, EMPLOYEES WILL NOTIFY THEIR SUPERVISOR PRIOR TO THE START OF THEIR SHIFT OR AS SOON AS POSSIBLE THAT THEY PERSONNEL POLICY 10 Page 6 of 22 LEAVES Effective Date: July 1, 20167 WILL BE ABSENT FROM WORK AND THE REASON FOR THEIR ABSENCE. 4. IF THE ABSENCE IS FOR TWO OR THREEDAYS OR FOR AN UNKNOWN DURATION, THE EMPLOYEE IS REQUIRED TO KEEP THEIR SUPERVISOR INFORMED OF THEIR ANTICIPATED RETURN TO WORK DATE. 5. THE EMPLOYEE OR SUPERVISOR WILL NOTIFY HUMAN RESOURCES OF ABSENCES THAT EXCEED THREE CONSECUTIVE DAYSTO DETERMINE FMLA AND/OR ADA ELIGIBILITY. 6. WHEN THE USE OF SICK LEAVEIS FORESEEABLE, THE EMPLOYEE SHALL MAKE A GOOD FAITH EFFORT TO PROVIDE NOTICE OF THE NEED FOR SUCH TIME IN ADVANCE OF THE USE OF THE SICK LEAVEAND SHALL MAKE A REASONABLE EFFORT TO SCHEDULE THE USE OF SICK LEAVEIN A MANNER THATDOES NOT UNDULY DISRUPT THE OPERATIONS. 7. EMPLOYEES WILL NOT BE RQUIRED TO SEARCH FOR OR FIND A REPLACEMENT WORKER ASCONDITION OF AN EMPLOYEE'S TAKING SICK LEAVE. 8. SICK LEAVEMAY BE USED IN THE SMALLEST INCREMENT THAT THE PAYROLL SYSTEM ALLOWS, WHICH IS CURRENTLY 15 MINUTES. 1.Sick leave may be taken with approval from the supervisor and/or Department Director. 2.Upon return to work, the employee will submit a leave request to their supervisor for the missed time. 3.All sick leave requested in conjunction with certified Family and Medical Leave Act leave will be approved. 4.For unplanned absences, employees will notify their supervisor prior to the start of their shift or as soon as possible that they will be absent from work and the reason for their absence. a.If the absence is going to be for multiple days or for an unknown duration, the employee is required to keep their supervisor informed of their anticipated return to work date. b.The employee or supervisor will notify Human Resources of the extended absence to determine FMLA and/or ADA eligibility. 5.For planned absences, employees will submit a leave request form as soon as the employee becomes aware of the need for the planned absence. a.For prolonged planned absences, employees should contact Human Resources to determine if the leave qualifies for FMLA. 6.Requests for sick leave immediately prior to an employee’s separation from employment, even if for retirement, may not be granted without medical verification. PERSONNEL POLICY 10 Page 7 of 22 LEAVES Effective Date: July 1, 20167 E.Medical Verification OF THE NEED FOR SICK LEAVE 1.SICK LEAVE OF MORE THAN THREE CONSECUTIVE WORK DAYS MAY REQUIRE REASONABLE DOCUMENTATION THAT THE SICK LEAVE HAS BEEN USED FOR AN AUTHORIZED PURPOSE. 2.DOCUMENTATION SIGNED BY A HEATH CARE PROFESSIONAL INDICATING THAT SICK TIME IS NECESSARY SHALL BE CONSIDERED REASONABLE DOCUMENTATION FOR PURPOSES OF THIS SECTION. 3.IN CASES OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING, ONE OF THE FOLLOWING TYPES OF DOCUMENTATION, SELECTED BY THE EMPLOYEE, SHALL BE CONSIDERED REASONABLE DOCUMENTATION: a. A POLICE REPORT INDICATING THAT THE EMPLOYEE OR THE EMPLOYEE'S FAMILY MEMBER WAS A VICTIM OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. b. A PROTECTIVE ORDER; INJUNCTION AGAINST HARASSMENT; A GENERAL COURT ORDER; OR OTHER EVIDENCE FROM A COURT OR PROSECUTING ATTORNEY THAT THE EMPLOYEE OR EMPLOYEE'S FAMILY MEMBER APPEARED, OR IS SCHEDULED TO APPEAR, IN COURT IN CONNECTION WITH AN INCIDENT OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE, OR STALKING. c. A SIGNED STATEMENT FROM A DOMESTIC VIOLENCE OR SEXUAL VIOLENCE PROGRAM OR VICTIM SERVICES ORGANIZATION AFFIRMING THAT THE EMPLOYEE OR EMPLOYEE'S FAMILY MEMBER IS RECEIVING SERVICES RELATED TO DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE, OR STALKING. d. A SIGNED STATEMENT FROM A WITNESS ADVOCATE AFFIRMING THAT THE EMPLOYEE OR EMPLOYEE'S FAMILY MEMBER IS RECEIVING SERVICES FROMA VICTIM SERVICES ORGANIZATION. e. A SIGNED STATEMENT FROM AN ATTORNEY, MEMBER OF THE CLERGY, OR A MEDICAL OR OTHER PROFESSIONAL AFFIRMING THAT THE EMPLOYEE OR EMPLOYEE'S FAMILY MEMBER IS A VICTIM OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. f.AN EMPLOYEE'S WRITTEN STATEMENT AFFIRMING THAT THE EMPLOYEE OR THE EMPLOYEE'S FAMILY MEMBER IS A VICTIM OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE, OR STALKING, AND THAT THE LEAVE WAS TAKEN FOR ONE OF THE PURPOSES STATED IN THIS SECTION. THE EMPLOYEE'S WRITTEN STATEMENT, BY ITSELF, IS REASONABLE DOCUMENTATION FOR ABSENCES UNDER THIS PERSONNEL POLICY 10 Page 8 of 22 LEAVES Effective Date: July 1, 20167 PARAGRAPH. THE WRITTEN STATEMENT DOES NOT NEED TO BE IN AN AFFIDAVIT FORMAT OR NOTARIZED, BUT SHALL BE LEGIBLE IF HANDWRITTEN AND SHALL REASONABLY MAKE CLEAR THE EMPLOYEE'S IDENTITY, AND IF APPLICABLE, THE EMPLOYEE'S RELATIONSHIP TO THE FAMILY MEMBER. g. THE PROVISION OF DOCUMENTATION DOES NOT WAIVE OR DIMINISH ANY CONFIDENTIAL OR PRIVILEGED COMMUNICATIONS FOR A VICTIM OF DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. h. THE PROVISION OF DOCUMENTATION WILL NOT REQUIRE EXPLAINATION OF THE NATURE OF THE HEALTH CONDITION OR THE DETAILS OF THE DOMESTIC VIOLENCE, SEXUAL VIOLENCE, ABUSE OR STALKING. 4.If an employee uses sick leave for three or more consecutive working days, the Department Director or designee may require the employee to submit a medical verification statement from a health care provider verifying the need for the sick leave absence. A medical diagnosis is not required and should not be requested by the supervisor. 5.If an employee exhibits an unusual pattern of sick leave absences, the Department Head OR DESIGNEE may require the employee to submit a medical verification statement. SHOULD CONSULT WITH THE HUMAN RESOURCESDIRECTOR TO DETERMINE WHETHER VERIFICATION OF THE NEED FOR SICK TIME IS REQUIRED. 6.If the employee fails to provide the medical REQUESTED verification statementor if the statement is inadequate (as determined by both the Department Head and Human ResourcesDirector) the absence may be charged to another category of leave or considered leave without pay. 7.All medical verification statements will be forwarded to Human Resources and will be placed in the employee’s Human Resources medical file SEPARATE FROM THE PERSONNEL FILE. F.Return to Work 1.Employees absent from work for more than five consecutive working days or whose absence was the result of an on the job injury will submit a statement from a health care provider releasing them back to work. A medical diagnosis is not required and should not be requested by the supervisor. 2.If the Department Head or Town Manager, in consultation with the Human Resources Director, believes that an employee’s return to work is a health or safety issue to the employee and/or their co-workers, the employee will submit a medical release from a health care provider. PERSONNEL POLICY 10 Page 9 of 22 LEAVES Effective Date: July 1, 20167 3.All physician statements will be forwarded to Human Resources and will only be placed in the employee’s medical file. 4.If the employee is released to return to work with restrictions, the department must follow the Administrative Directive on Transitional/Light Duty. G.Transfer of Unused Sick Leave:(EMPLOYEES ACCRUING ON A PER PAY PERIOD BASIS) 1.On the first day of the pay period following July 1 sick leave may be transferred to annual leave as follows: a.Any unused portion of the first 56 hours of sick leave accrued in the previous fiscal year in excess of 480 hours will be transferred automatically. b.The transfer may not cause the employee to have an annual leave balance greater than their maximum accrual. c.Any employee may request prior to July 1 that their sick leave not be transferred. d.Any sick leave not transferred will remain as sick leave. H.Payment of Sick Leave Upon Termination from Town Employment:(EMPLOYEES ACCRUING ON A PER PAY PERIOD BASIS) 1.One-half of an employee’s accrued sick leave beyond 480 hours will be paid to the employee upon separation from employment. 2.Employees terminated for cause will not receive any payout for unused sick leave. 3.In the event of an employee’s death, one-half of the sick leave balance in excess of the 480 hours shall be paid to the estate of the former employee. If an employee dies as a direct result of performing their duties, 100% of the employee’s sick leave hours that have accrued above 480 hours shall be paid to the estate of the former employee. 4.IF AN EMPLOYEE IS RE-EMPLOYED WITHIN NINE MONTHSOF THEIR TERMINATION DATE, THE EMPLOYEE SHALLHAVE THEIR PREVIOUS ACCUMULATED SICK LEAVE BALANCE RESTORED. 10.3 ADMINISTRATIVE LEAVE A.Up to ten days of leave with pay may be granted to Town employees by the Town Manager. More extended periods with pay require the approval of the Town Council. Examples of situations where leave with pay might be granted include, but are not necessarily limited to the following: 1.Administrative leave for exempt employees due to extenuating conditions of employment. 2.Investigatory leave which is non-punitive in nature. PERSONNEL POLICY 10 Page 10 of 22 LEAVES Effective Date: July 1, 20167 B.In considering whether leave with pay will be granted, the Town Manager shall use the following criteria: 1.The amount of paid and unpaid leave already taken by the employee in the year preceding the request for paid leave. 2.The employee’s overall attendance. 3.The employee’s previous performance ratings. 4.The length of the employee’s tenure with the Town. 5.The amount of other paid leave time which is available to the employee, including consideration of any accrued compensatory time, annual leave or sick leave which may be available. 6.The employee’s previous administrative leave requests. 10.4 LEAVE OF ABSENCE WITHOUT PAY A.The Town Manager may grant an employee a leave of absence without pay in accordance with the following conditions. 1.In no event will a leave of absence without pay be granted for a period of more than one year. 2.Employees who have not returned from any leave of absence after one year will be deemed to have voluntarily resigned from the Town of Oro Valley. 3.Prior to the completion of 12 calendar months of continuous service with the Town such leave will only be granted for significant and extenuating circumstances. Total unpaid leave at this level will generally not exceed two weeks. 4.Subsequent to the completion of one year of continuous service, and prior to the completion of five calendar years of service, an employee may be granted up to 60 calendar days of leave of absence without pay. a.Approval from the Human Resources Director, Department Head and the Town Manager must be obtained. 5.After the completion of five calendar years of continuous service, an employee may be granted up to one year of leave of absence without pay with the approval from the Human Resources Director, Department Head and the Town Manager. 6.Employees may combine paid leave with unpaid leave of absence. However, the use of unpaid leave, accrued annual leave and accrued compensatory time off, or any combination PERSONNEL POLICY 10 Page 11 of 22 LEAVES Effective Date: July 1, 20167 thereof, shall be subject to approval from the Human ResourcesDirector, Department Head and Town Manager. 7.Time on leave of absence without pay shall not be credited as continuous service, and shall not be counted toward eligibility for additional leave of absence time or for seniority or other benefits. 8.During an approved unpaid leave of absence, the employee may continue their coverage for health, dental, or disability plans by continuing to pay full costs of the program including any portions normally paid by the Town. 9.No leave of absence without pay shall be granted without the written request of the employee, setting forth the reason and expected duration of the leave. Upon the expiration of an approved leave the employee shall be reinstated to a like or similar position as that held at the time leave was granted, if available and if the employee returns to work. 10.Failure on the part of an employee on leave to report upon the expiration of the leave shall be voluntary resignation from employment. 10.5 UNAUTHORIZED LEAVE A.An employee who is absent without authorization shall: 1.Be designated as “Absent Without Leave”. 2.For payroll purposes, be recorded as leave without pay for the period of such absence. 3.Be subject to appropriate disciplinary action, up to and including termination. B.An employee who is absent without authorization for three consecutive working days will be considered as having abandoned his/her job and will be terminated without grievance APPEAL rights. 10.6 OBSERVED HOLIDAYS A.The holidays observed by the Town are: New Year’s Eve day Memorial day Thanksgiving day Floating Holiday (Birthday)New Year’s day Independence day Day after Thanksgiving Civil Rights/MLK day Labor day Christmas Eve day President’s day Veteran’s day Christmas day B.Holiday Pay PERSONNEL POLICY 10 Page 12 of 22 LEAVES Effective Date: July 1, 20167 1.Full time employees receive holiday pay at their normal rate of pay for their regular scheduled shift (whether eight or ten hours) in lieu of hours worked. 2.Part-time benefit eligible employees shall receive holiday pay based upon a proration of their budgeted working hours. a.For example, a part-time benefit eligible employee budgeted to work 20 hours per week would be eligible for four hours of holiday pay on observed holidays. 3.Employees whose regularly scheduled day-off falls on an observed Town holiday will receive a different day off during that same week as their holiday. C.Floating Holiday (Birthday) 1.The employee’s floating holiday must be taken during the month in which the employee’s actual birthday occurs. 2.Employees who fail to take the floating holiday during their birth month, forfeit their floating holiday for that year. 3.An employee may not work on the floating holiday for additional compensation. D.Holidays Worked If an eligible employee is required to work on an observedholiday, the employee will receive the employee’s normal rate of pay for their usual shift, plus holiday pay, plus regular overtime pay if required for any hours actually worked over 40 in that workweek. E.Holidays that fall on Saturday or Sunday 1.When an observed holiday falls on a Saturday, the preceding Friday shall be observed. 2.When an observed holiday falls on a Sunday, the following Monday will be observed. 3.When Christmas and New Year’s Day are observed on a Friday, Christmas Eve day and New Year’s Eve day will be observed on the preceding Thursday. When Christmas Eve day and New Year’s Eve day fall on a Sunday, Christmas Eve day and New Year’s Eve day will be observed on Monday and Christmas Day and New Year’s day will be observed on the following Tuesday. 10.7 WORKER’S COMPENSATION A.Purpose 1.Under Arizona law, it is mandatory for employers to secure workers’ compensation insurance for their employees. Workers’ compensation is a “no fault” system in which an PERSONNEL POLICY 10 Page 13 of 22 LEAVES Effective Date: July 1, 20167 injured or ill employee is entitled to receive benefits for a job-related injury or illness, no matter who caused the injury or illness. If an illness or injury is job-related, then the injured employee is eligible to receive medical benefits and may receive temporary compensation, if eligibility requirements are met. In some cases, a claimant may also receive permanent compensation benefits, job retraining, and supportive medical care. 2.The provisions of this policy are not intended to conflict with or supersede state law, nor should they be interpreted or construed to do so. If any provision of this policy conflicts with state law, state law shall control. B.Reporting Requirement 1.Employees will immediately report any job related accident, illness, or injury to his or her immediate supervisor. 2.If the employee’s direct supervisor is not available, the employee shall report the accident, injury or occupational illness to the employee’s Department Head. 3.The employee’s Department Head, supervisor, or designee will ensure that the accident, injury or illness is reported to Human Resources no later than the next work day. 4.Failure to report the accident, injury or illness within 24 hours may result in the denial of a Worker’s Compensation claim 5.Employees will follow the reporting procedures established by Human Resources/Risk Management, to include completing and submitting any required forms. C.Determination of Compensability 1.The Town’s workers’ compensation carrier will determine compensability for job related injuries and illnesses. D.Medical Claims 1.Pursuant to state law, if an employee is off work due to a job-related injury or illness determined to be compensable, the workers’ compensation carrier will pay all of the employee’s medical expenses associated with the job related injury or illness. 2.If an employee’s on the job injury or illness falls within the Family and Medical Leave definition for serious medical condition, the employee shall also be placed on Family and Medical Leave status. During such time, the employee will be afforded the same protections and benefits as described in section 10.12 of this policy. E.Benefits PERSONNEL POLICY 10 Page 14 of 22 LEAVES Effective Date: July 1, 20167 1.All benefits under this plan will be provided while the employee meets all eligibility criteria, for a period of six months from the date the employee receives first payment of workers’ compensation pursuant to A.R.S. 23-1021, 38-961 and related statutes. 2.Payment of the employee’s regular net salary. 3.Accrued leave balanceswill be maintained at pre-injury level, including sick, vacation, and comp time. 4.Continued payment of the employer’s portion of premium for health care benefits, including medical, dental, and vision benefits. Employees remain responsible for paying their portion of any premium. 5.Retirement a.Public Safety Employees (members of PSPRS and CORP) i.The Town will pay both the Employers and Employee’s contribution to the public safety retirement system. ii.The employee will continue to accrue credit for service in the public safety retirement plan. b.Members of ASRS i.Compensation received under the workman’s compensation program is not eligible for credited service. ii.Neither the employee nor the Town will contribute retirement contributions while the employee is on workman’s compensation. 6.To the extent the employee is eligible for and receives salary or benefit changes while eligible and receiving benefits under this section, the benefits under this section will be adjusted accordingly. a.For example, if all employees are provided automatic salary adjustment as part of an annual process, the employee will receive benefits under this plan based on his/her new adjusted salary as he/she would if not injured. b.Such adjustments may or may not benefit the employee. 7.Employees receiving benefits under this section will not accrue additional sick or annual leave. F.Return to Work 1.It is the philosophy of the Town to return injured or ill employees to employment for the Town as soon as they are physically and/or mentally capable of performing functions for the Town and are released to return to work by the designated physician. 2.When an employee with a job-related injury or illness returns to work, either in his or her normal assignment or in an alternative work assignment (Transitional/Light Duty), the employee will not be charged sick leave or any other type of leave for absences due to medical appointments, including physical therapy, for the job-related injury or illness. PERSONNEL POLICY 10 Page 15 of 22 LEAVES Effective Date: July 1, 20167 3.Any employee who has been absent due to a work-related illness or injury may be required to undergo a Return to Work examination or a Fitness for Duty examination through the Town designated physician. 4.Employees released to work with restrictions will be placed on light duty when light duty is available. (See the Town Transitional/Light Duty administrative directive for further details.) 5.If the employee is released to work with restrictions, the Town will comply with the Federal Americans with Disabilities Act. 6.In the event that an employee is approved for and offered light duty assignment and chooses not to accept the assignment, they shall be denied continuation of Worker’s Compensation benefits, and may be subject to disciplinary action, up to and including termination. 10.8 MILITARY LEAVE A.Leaves of absence for military service shall be granted in accordance with the provisions of applicable State and Federal laws. Pursuant to State law, the Town of Oro Valley will provide employees in the military reserves with 30 days of paid military leave every two years. B.Pursuant to applicable federal and state laws, employees requesting a leave of absence for military service must submit copies of valid orders to Human Resources. C.At their option, employees of the Town of Oro Valley who have been called to active duty by Presidential Order will be eligible to receive supplemental pay for a period of up to one year while under active Military Orders. D.The employee under active Military Order will not be required to use accrued annual pay or compensatory time off prior to receiving supplemental pay. E.The employee on active Military Order is eligible to receive their normal pay minus all applicable deductions for benefits, taxes, etc. 1.In order to eliminate tax consequences for the employee on active Military Order, the Town will calculate the difference between their regular pay and their military pay, and pay the difference to the employee. F.During periods of military leave, employees of the Town of Oro Valley who are serving on active duty as members of the Military Reserves will be allowed to continue to maintain their employee benefits with the Town by continuing to make the required employee contributions for each of the plans for which the employee has enrolled prior to the start of their military service leave. G.Retirement contributions for employees called to active military service. . PERSONNEL POLICY 10 Page 16 of 22 LEAVES Effective Date: July 1, 20167 1.Employees who are members of the Arizona State Retirement System a.In accordance with Arizona Revised Statute 38-745, members ofthe Arizona State Retirement System (ASRS) who are on paid leave will continue to pay the employee’s portion of their retirement contribution while the Town continues to pay the employer’s portion. b.If the employee is on unpaid leave, the Town will pay both the employee’s and employer’s portion of the required contribution to ASRS once the employee return’s to Town employment and meets eligibility requirements 2.Employees who are members of the PSPRS or CORP a.In accordance with Arizona Revised Statute 38-858, the Town will make both member and employer contributions for you (up to 48 months) in a lump sum upon your return if: i.You are a member of the Arizona National Guard or a reserve in any branch of the military, or ii.You volunteer into active duty or are called into active duty as a result of a Presidential call-up, and iii.You are honorably separated from active duty and return to Town employment within 90 days after separation. H.The Town will follow the Uniformed Services Employment and Reemployment Rights Act when determining return and reemployment rights upon release from active Military Order. 10.9 BEREAVEMENT LEAVE A.Upon the death of animmediate family member, benefit eligible employees who are on active status (i.e., not on another form of leave of absence) are eligible to receive five working days of paid leave (not charged to sick leave or annual leave). 1.For bereavement involving other family members or friends, the employee may request paid annual leave or unpaid leave. 2.Bereavement leave must be approved by the Department Head, or designee. 10.10 JURY DUTY LEAVE A.All employees of the Town who are called or required to serve as a juror shall be excused for their absence from work and receive their normal pay for such absence. In return for receiving regular pay, the employee shall remit any monies received for the jury duty (except for travel pay) directly to the Town. 10.11 SUBPOENA LEAVE / WITNESS LEAVE PERSONNEL POLICY 10 Page 17 of 22 LEAVES Effective Date: July 1, 20167 A.All employees of the Town required to appear in court as a witness in their official capacity shall be excused from their duties with the Town and shall receive pay and all other benefits during the period of such service. 1.Under such circumstances, the employee shall refund the witness fee, if any, to the Town. B.Employees subpoenaed for matters not related to Town business shall not be paid for their absence unless accrued,approved annual leave, ACCRUED SICK LEAVE,or accrued compensatory time is used. 1.Employees may use unpaid leave for such absences with appropriate approvals. 10.12 FAMILY AND MEDICAL LEAVE A.The Federal Family and Medical Leave Act (FMLA) entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage. B.Eligibility 1.Must be a Town of Oro Valley employee. 2.Must have worked for Oro Valley for at least twelve months, whether or not such time is continuous, and not had a continuous break in service of more than seven years. 3.Must have worked a minimum of 1,250 hours during the 12-month period immediately preceding the commencement of leave. Qualifying hours do not include annual, sick, bereavement, holiday, unpaid leave, etc. but overtime and holidays worked and military leave do qualify. C.Qualifying Events 1.The employee’s own serious health condition that makes the employee unable to perform one or more of the essential functions of his or her job. 2.The birth of a child and to care for the newborn child within one year of birth. 3.The placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement. 4.To care for the employee’s spouse, child, parentor in loco parentis who has a serious health condition. PERSONNEL POLICY 10 Page 18 of 22 LEAVES Effective Date: July 1, 20167 5.A military qualifying exigency while the employee's spouse, son, daughter, or parent (the "military member") is on covered active duty or has been notified of an impending call or order to covered active duty status. 6.To care for a covered service member or qualifying veteranwith a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent, or next of kin (military caregiver leave). D.Amount of Leave 1.Qualifying full-time employees may be eligible for up to a total of 12 weeks of unpaid family leave during the applicable 12 month period. 2.For part-time eligible employees and those who work variable hours, the Family Medical Leave entitlement is calculated on a pro-rata basis. A weekly average of hours worked over the 12 weeks prior to the beginning of the leave should be used for calculating the employee’s normal workweek. 3.A husband and wife who are both employed by the Town are permitted to take only a combined total of 12 weeks of leave during the 12 rolling calendar month period if they are taking leave for the birth or adoption of a child. 4.Except for leave to care for a covered service member with a serious injury or illness, the Town uses a rolling 12 month period to calculate FMLA eligibility. Each time an employee uses FMLA leave, the remaining leave entitlement is the balance of the 12 weeks that has not been used during the immediately preceding 12 months. 5.For leave to care for a covered service member with a serious injury or illness, the benefit provides for up to 26 weeks of leave and the “single 12-month period” begins on the first day the eligible employee takes FMLA leave to care for the covered service member and ends 12 months after that date. E.Serious Health Condition is an illness, injury, impairment, or physical or mental condition that involves: 1.Inpatient care or continuing treatment by a health care provider. 2.Continuing treatment involves a period of incapacity: a.Of more than three consecutive calendar days and any subsequent treatment that also involves treatment at least two or more times by a health care provider; b.Due to pregnancy, or prenatal care; c.Due to a chronic serious health condition requiring periodic treatment by a health care provider over an extended period of time and may cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy); d.Permanent or long-term incapacity due to a condition for which treatment may not be effective; or PERSONNEL POLICY 10 Page 19 of 22 LEAVES Effective Date: July 1, 20167 e.Any period of absence to receive multiple treatments by a health care provider either for restorative surgery after an accident or injury or for a condition such as cancer that would likely result in a period of incapacity of more than three consecutive calendar days without medical treatment. Treatment would not include routine physical examinations. F.Application of Accrued Paid Leave 1.Accrued paid annual and sick leave will be applied when FMLA leave is taken for any reason or any length of time. 2.When an employee has used all their sickor annual paid leave, the employee will be placed on unpaid leave for any part of the 12 week period remaining. G.Intermittent Leave 1.When placed on official FMLA status, an employee may take leave intermittently (a few days or a few hours at a time), or on a reduced leave schedule. An employee should make reasonable efforts to schedule their absences so as not to unduly disrupt work operations. 2.When it is necessaryfor the employee to take FMLA intermittently or on a reduced leave schedule, the employee may be required to transfer temporarily to a position with equivalent pay and benefits that better accommodates recurring periods of leave when the leave is planned based on scheduled medical treatment. a.An employee may take leave intermittently or on a reduced leave schedule for birth or placement for adoption or foster care of a child at the discretion of the Department Head. H.Notice Requirement 1.An employee is required to give 30 calendar days’ notice in the event of a foreseeable leave. 2.In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable. Verbal or written notice within one or two working days of when the need for family medical leave becomes known is usually sufficient. 3.If the employee does not notify the department within five working days of returning to work that the absence was for an FMLA reason, the employee cannot later claim that the absence was for an FMLA reason. 4.A request for FMLA leave should be made to Human Resources, either by the employee, or their supervisor. 5.Eligible employees on Worker’s Compensation should also be evaluated for FMLA leave. However, employees who are released to work on Transitional/Light Duty will not have the modified duty hours counted toward FMLA hours. PERSONNEL POLICY 10 Page 20 of 22 LEAVES Effective Date: July 1, 20167 I.Medical Certification 1.Medical certification must be provided by the employee within 15 calendar days after requested. The certification shall include the condition being treated, the date the serious health condition commenced, and the health care provider’s best medical judgment concerning the probable duration of the condition. 2.For incremental use of leave the certification must indicate medical necessity for a reduced work schedule. 3.The Town reserves the right to request additional medical opinions in accordance with the FMLA. J.Effect on Benefits 1.Subject to the terms, conditions and limitations of the applicable group health insurance plans, the Town shall maintain group health insurance coverage, including family coverage, for an employee on FMLA leave on the same terms as if the employee continued to work. 2.An employee, who is on paid FMLA leave via the use of accrued leave, shall continue to pay his or her share of the insurance premium, if any, through payroll deductions. 3.An employee who is on unpaid FMLA leave shall make arrangements with Human Resources and Finance Department to make payments for their share of the insurance premium, if any. If payment is more than 30 calendar days overdue, coverage will be dropped, after15calendardays written notice is provided to the employee. In this situation, COBRA will be offered. 4.The Town’s obligation to maintain health benefits under this section stops if and when the employee informs the Town of intent not to return to work at the end of the leave period or if the employee fails to return to work when the FMLA leave entitlement is exhausted. In some circumstances, the Town may recover premiums it paid to maintain health insurance coverage for an employee who fails to return to work from FMLA leave. 5.The Town will not maintain other supplemental benefits while an employee is on FMLA leave. To maintain supplemental benefits, the employee must make payment arrangements with Human Resources and Finance Department. 6.Benefit accumulation, such as annual, sick leave or holiday benefits, will be suspended during any full pay period (80 hours) of unpaid leave portion of the FMLA leave period and will resume upon return to active employment. Use of FMLA leave is not considered a break in service when determining eligibility for vesting or for participation in a benefit. K.Return to Work PERSONNEL POLICY 10 Page 21 of 22 LEAVES Effective Date: July 1, 20167 1.An employee on FMLA leave shall provide Human Resources with at least two working days’ advance notice of the date the employee intends to return to work. 2.An employee on FMLA leave for the employee’s own serious health condition shall provide a written release from a health care provider indicating that the employee may resume the full essential functions of his or her position prior to or immediately upon returning to work. 3.Upon return from FMLA leave, the employee shall be restored to the employee’s original position, or to an equivalent position with equivalent pay, benefits and other terms and conditions of employment. 4.If the FMLA leave period is insufficient and the employee is unable to fully perform the essential functions of his or her position at the conclusion of the FMLA leave period, the employee may request additional time off in accordance with the other leave of absence provisions herein. 5.If an employee is released to work with restrictions, the employee may become eligible for light duty. In some circumstances, it will become necessary to begin an interactive accommodation process in accordance with the Americans for Disabilities Act. 6.The Town may require updated medical certifications to support the need for the additional leave. 7.If the employee is unable to return after this time, the Town may initiate separation of employment. L.Retaliation 1.The Town prohibits retaliation toward employees who utilize FMLA leave. 10-13 LEAVE DONATIONS A.Employees are encouraged to manage their paid time off to allow for major life events. In the event that, even with good leave management, an employee exhausts all of their paid time off, the Town allows all employees to donate up to 40 hours of annual leave every 12 months, while maintaining a minimum of 80 annual leave hours. Employees with sick leave balances in excess of 480 hours may donate up to 80 hours of sick leave every 12 months. B.Eligibility to receive donated leave hours 1.EMPLOYEE MUST ACCRUE PAID LEAVE ON A PER PAY PERIOD BASIS; AND 2.Must be on an approved Family Medical Leave Act ABSENCE; and PERSONNEL POLICY 10 Page 22 of 22 LEAVES Effective Date: July 1, 20167 3.Must have exhausted all forms of paid time off, including sick leave, compensatory time and annual leave time; and 4.Must be eligible to earn and use donated hours in order to accept contributions. C.Requesting Donated Leave Time 1.To request donated leave time the requesting employee must complete a Request for Donation form and submit it to Human Resources. In the event the employee is unable to complete the form, the employee’s supervisor may complete and submit the form. Upon receipt of the approved Request for Donation form, Human Resources will send an email to all Town employees informing them of the employee’s need, and requesting donated hours. a.An employee may receive the lesser of 480 donated hours or the amount of leave time needed to bring the employee to the end of the employee’s Family Medical Leave Act time. The paid leave hours the employee had accrued at the time they went on leave, and the donated leave hours cannot continue past the total of 480 hours allowed by the Family and Medical Leave Act. b.Employees using donated time do not accrue annual and/or sick leave hours. c.An employee may not donate leave if that employee has less than a total of 80 hours of annual leave accrued after the donated time is deducted from their annual leave balance. d.An employee may not donate sick leave hours if that employee has less than 480 sick leave hours. An employee with over 480 sick leave hours may donate up to 80 hours of sick leave. e.Hours in an employee’s administrative leave or compensatory time balance may not be transferred to another employee for any reason. f.Employees who return to work on full-time status and have remaining donated leave hours will not be able to keep the hours in their own sick leave or annual leave account. The remaining donated hours will be returned on a pro-rated basis to the employee who donated the time. g.All donations of leave time are treated as confidential and are not shared with the receiving employee.    Town Council Regular Session Item # H. Meeting Date:06/21/2017   Requested by: Bayer Vella  Submitted By:Elisa Hamblin, Community Development & Public Works Department:Community Development & Public Works Information SUBJECT: Review and approval of the Planning Division Two Year Work Plan (Fiscal Years 17/18 and 18/19) RECOMMENDATION: The Planning and Zoning Commission and the Historic Preservation Commission have recommended approval of the Planning Division Work Plan as provided in Attachment 1. EXECUTIVE SUMMARY: The Planning Work Plan is a Town Council approved document that identifies projects to be completed by the Planning Division over a two-year period. The Zoning Code establishes the requirement for the preparation and adoption of the Planning Work Plan. The work plan is used to:  Implement the General Plan, the Strategic Plan and other adopted policies Provide a structure for prioritizing planning staff work and resources Allocate division funds and validate budget requests The new Planning Work Plan covers FY 17/18 and 18/19, and outlines significant work efforts for the Planning Division. The Work Plan was directly derived from the 2017 Strategic Plan and includes 10 projects related to Long Range Planning, Process and Code Improvements and Land Use and Development. The previous Planning Work Plan FY 15/16 – 16/17 was adopted on May 20, 2015 and is due to expire on June 30, 2017. A number of items from the previous work plan have been completed, including the Your Voice, Our Future General Plan and a number of code amendments. Other projects are ongoing, such as Oro Valley Main Streets. Lastly, some have been nested into the new work plan. The Planning Work Plan proposes significant projects for the Planning Division over the next two years. It contains important studies, plans and amendments designed to accomplish community goals and desires. BACKGROUND OR DETAILED INFORMATION: Purpose The Planning Work Plan is typically drafted every two years and identifies projects to be completed outside of development review and customer service. The Zoning Code provides the requirements for the work plan, with the stated purpose of identification and prioritization of the various planning efforts by the Town. Additionally, the Zoning Code specifies the role of the Planning and Zoning Commission as well as the Historic Preservation Commission as recommending bodies regarding the work plan. Both commissions have been briefed on the Planning Work Plan and have forwarded a positive recommendation to the Town Council. The work plan provides multiple purposes, but most importantly the Town has used the work plan as a primary implementation tool of the General Plan. The Your Voice, Our Future General Plan was formed from extensive community participation over a three year period that included thousands of comments, hundreds of survey responses and the active sharing of ideas. Oro Valley’s residents worked hard to build the next community plan.   The Your Voice Plan was ratified on November 8, 2016. This set the stage for the creation of the 2017 Strategic Plan which was adopted on March 15, 2017. Now, the process of developing work plans has started. The Planning Work Plan will be used to make decisions on staff resources and the annual budget process.   The Planning Work Plan serves an important purpose of providing a structure for the busy and often shifting work of the Planning Division. The work of development review and customer service will always be a priority. However, being proactive and forward-thinking is also necessary. The completion of work plan items which ultimately result in smoother processes and better developments. This benefits the community as a whole.   Discussion of Work Plan Items (Attachment 1) The new Planning Work Plan covers FY 17/18 – 18/19 and includes significant work efforts for the Planning Division over the next two years (Attachment 1). The work plan was derived from the 2017 Strategic Plan, which in turn is directly derived from the newly voter-ratified Your Voice, Our Future General Plan. Upon review of the two-year priorities of the Strategic Plan, the Planning Division proposes 10 projects which relate to the Strategic Plan focus areas of Complete Community, Economic Development and Land Use and Design. These projects have been in turn grouped into three categories, which represent the range of tasks typically undertaken by the Planning Division. The categories and projects are identified below.  Long-Range Planning  Main Streets Economic Growth Analysis Annexation Strategy 1. Process and Code Improvements  Development Review 2. Sign Code Zoning Code Maintenance Public Art Maintenance Land Use and Development  Environmentally Sensitive Lands (ESL) Evaluation Infill and Redevelopment Design Standards 3. More detailed information, including the connection to the Your Voice Plan and Strategic Plan can be found in Attachment 1. It should be noted that several of these projects have sub-tasks identified. For instance, Zoning Code Maintenance includes six potential topics that may require amendments.   The completion of all work plan projects is contingent upon the availability of staff and resources and constrained by fluctuations in development review and customer service needs. A primary focus of the work plan is the Main Streets project. Due to the nature of this project, it requires effort by both current and long range planning staff. It is anticipated it will involve a concerted commitment of staff resources.   Report Card on Previous Work Plan Items (Attachment 2) Projects which were included in the previous work plan are derived from various sources: State requirements, the Strategic Implementation Program from the General Plan and the Town’s Strategic Plan. In order to better understand progress to date and potential future items, a Report Card on the status of items from the previous work plan in included as Attachment 2.   A number of items have been completed, including:  Your Voice, Our Future General Plan Senior Care Zoning Code Amendment Zoning Code Amendments on:  Permitted Use Table Conditional Use Permits Minor Plan Amendment A number of items are ongoing, including:  Oro Valley Main Streets Project  Form-based code Complete streets Mixed use zoning Tangerine 550 Annexation Other incomplete items that have been incorporated into the new work plan, include:  Zoning Code Amendments on:  Parking Setback Projections Wireless Facilities Minor Setback Reductions The final work plan item on Arroyo Grande has not been initiated by the State Land Department and is not included in the new work plan. If and when the State shows interest in progressing discussions on this area, this project will be added as a top priority.   Conclusion Staff will provide an overview of each of the work plan items at the upcoming Town Council meeting. It is important to emphasize the significant work effort of the Main Streets project. Additionally, staff would caution that any new work plan items should have policy backing in the Your Voice, Our Future General Plan and the Strategic Plan as these planning documents serve as the guiding policy for future actions by the Town.   The attached draft work plan proposes significant projects for the Planning Division over the next two years. The work plan items have been drawn from a variety of sources including the General Plan, Strategic Plan and incomplete items from the previous work plan. The work plan contains important studies, plans and amendments designed to accomplish community goals and objectives. FISCAL IMPACT: The majority of items on the work plan are proposed to be completed using existing staff resources. The Oro Valley Main Streets project is being completed using existing staff and the use of minimal outside consultant resources, which have been budgeted in the current fiscal year budget. Additional outside services for the Oro Valley Main Streets project are intended to be budgeted in subsequent budget years.  SUGGESTED MOTION: I MOVE to approve the Planning Division Two Year Work Plan (Fiscal Years 17/18 and 18/19) as provided in Attachment 1.                                                                                         OR I MOVE to direct staff to revise/modify the draft for further Town Council consideration, specifically__________________________________. Attachments 1_Planning Work Plan  2_Report Card  3_PZC May 2 Draft Minutes  Planning Division Work Plan Jul 2017 – Jun 2019 [Recommended Draft, June 2017] PROJECT NEEDS POTENTIAL SOLUTIONS PARTNERS ITEM LONG-RANGE PLANNING Main Streets  Create town center in Oro Valley  Integrate economic development and community planning  Enhance Oro Valley’s character and appeal  Respond to anticipated growth pressure and redevelopment  Main Streets Improvement Plan o Implementation tools  Public/private partnerships  Economic development initiatives  Regulations (such as form-based or mixed- use zoning)  Funding methods o Designs and improvements Various YVOF: 10 SP: CC 1, LUD 4 Economic Growth Analysis  Targeted and research based methods to facilitate economic development  Commercial broker roundtable and report  Targeted industry and business study  Commercial/employment to residential ratio study Economic Development YVOF: 3 SP: ED 1 Annexation Strategy  Prepare for future annexation proposals  Proactive relationship with State Lands  Define annexation process and strategy  Evaluate Planning tools and participation  Require Annexation Impact Assessment Economic Development YVOF: 132 SP: ED 4 PROCESS AND CODE IMPROVEMENTS Development Review  Increase efficiency of review process  Review Economic Expansion Zone (EEZ) o Study effectiveness o Identify new locations  Streamline review process  Consolidate CDRB and PZC  Expand EEZ area  Update zoning code Economic Development and Permitting YVOF: 3, 4 SP: ED 1, 2 Sign Code  Increase efficiency  Reevaluate community and business needs  Special allowances for unique districts  Staff approval for code-compliant signs (vs. board)  Revise processes and update zoning code Permitting YVOF: 4, 66 SP: ED 2, LUD 2 Zoning Code Maintenance  Evaluate provisions that may be outdated  Create effective standards  Parking standards  Odor abatement  Tenant exceptions  Communication facilities  Projections into setbacks  Accessory use standards  Residential allowance for small farm animals Economic Development and Permitting YVOF: 4 SP: ED 2 Public Art Maintenance  Review and inspect art within public areas and private development  Art maintenance work plan Various Sources YVOF: 30, 33 SP: ED 3 LAND USE AND DEVELOPMENT ESL Evaluation  Review and evaluate results from ESL  Potentially update zoning code YVOF: 66 SP: LUD 1 Infill and Redevelopment  Anticipate needs for redevelopment  Analyze designated growth areas  Growth area standards  Mixed-use, infill zoning standards  Land use designation changes (HDR, MU) YVOF: 4, 70 SP: ED 2, LUD 1 Design Standards  Study and update various standards: o Site, Arch, colors, compatibility  Revise design standards YVOF: 125, 126 SP: LUD 2, 3 ATTACHMENT 1 PROJECTSTATUSCOMMENTS1. Your Voice, Our Future General PlanCompleteAdopted and ratified November 20162. Senior Care Zoning Code AmendmentCompleteAdopted January 20153. Arroyo Grande / Tangerine 550Not Initiated/Preliminary Work Awaiting future action4. Main StreetsConcept Plan Stage Concept Plan approved April 2017 a. Form Based CodePreliminary Research Included on new Work Plan b. Complete StreetsPreliminary Research Included on new Work Plan c. Mixed UseNot InitiatedIncluded on new Work Plan5. Zoning Code Amendments a. ParkingNot InitiatedIncluded on new Work Plan b. Permitted Use TableCompleteAdopted March 2016 c. Conditional Use PermitsCompleteAdopted March 2016 d. Minor Plat AmendmentCompleteAdopted May 2016 e. Setback ProjectionsNot InitiatedIncluded on new Work Plan f. Wireless FacilitiesNot InitiatedIncluded on new Work Plan g. Minor Setback ReductionsNot InitiatedIncluded on new Work PlanPLANNING WORK PLAN FY 15/16 - 16/17 Progress ReportATTACHMENT 2 MINUTES ORO VALLEY PLANNING AND ZONING COMMISSION *AMENDED (4/26/17 AT 10:30 A.M.) AMENDED AGENDA POSTED: 4/26/17 AT 5:00 P.M. BY MRS May 2, 2017 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE REGULAR SESSION AT OR AFTER 6:00 P.M. CALL TO ORDER Chair Hurt called the meeting to order at 6:00 p.m. ROLL CALL PRESENT: Charlie Hurt, Chair Melanie Barrett, Vice Chair Bob Swope, Commissioner Thomas Gribb, Commissioner Greg Hitt, Commissioner Don Cox, Commissioner EXCUSED: Tom Drzazgowski, Commissioner OTHER STAFF PRESENT: Bayer Vella, Planning Manager Amanda Jacobs, Economic Development Manager Lou Waters, Vice Mayor Bill Rodman, Councilmember Joe Andrews, Chief Civil Deputy Attorney Elisa Hamblin, Long-range Principal Planner PLEDGE OF ALLEGIANCE Chair Hurt led the Commission and audience in the Pledge of Allegiance. CALL TO AUDIENCE No speakers. COUNCIL LIAISON COMMENTS Councilmember Rodman did not have any comments. ATTACHMENT 3 REGULAR SESSION AGENDA 1. REVIEW AND APPROVAL OF THE MARCH 7, 2017 REGULAR SESSION MINUTES AND THE APRIL 4, 2017 JOINT STUDY SESSION MINUTES MOTION: A motion was made by Commissioner Hitt and seconded by Commissioner Swope to approve the March 7 regular session minutes and April 4 study session minutes as written. MOTION carried, 5-0. with Don Cox, Commissioner abstained. *2. PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION ON A PROPOSED CONDITIONAL USE PERMIT FOR AN AUTO REPAIR SERVICE IN MERCADO DEL RIO COMMERCIAL CENTER, LOCATED NEAR THE NORTHWEST CORNER OF PUSCH VIEW LANE AND ORACLE ROAD (OV1700695) - (This item was removed from the agenda on 4/26/17) 3. PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION ON PROPOSED ZONING CODE AMENDMENTS TO CONSOLIDATE THE PLANNING AND ZONING COMMISSION AND THE CONCEPTUAL DESIGN REVIEW BOARD (OV1700509) Bayer Vella, Planning Manager, gave a presentation that including the following: - Powers and duties of the Conceptual Design Review Board and the Planning and Zoning Commission - Background on the Zoning Code Amendment and goals of the consolidation process - Purpose tonight is the Commission to provide recommendation for Town Council - Key issue is effectiveness of resident input - Incentivizes applicant to provide more information for agendas to consolidate meetings - The member requirements of the reviewing bodies and benefit of generalist qualifications - Summarized statistic on cases presented before CDRB since 2011 and changes made - How other Arizona cities operate with design review - Most changes happen at the neighborhood meeting level - Current and future caseload - Your Voice, Our Future direction provides for increased opportunities of meaningful input; easier access and more timely decisions - Next Steps - In summary, Staff recommends approval and change will take effect January 2018 Questions/concerns/comments raised by the Commission and addressed by Staff: - The strong feelings expressed by CDRB regarding areas of expertise and PZC's lack of qualifications - Art Review Committee (ARC) is good idea as a subcommittee of the PZC - What is in the amendment code regarding structure and budget? - What are the specifics of the ARC? - How far can a project go through the process before going through art approval? - Is ARC designed to do what the General Plan outlines? - Questions regarding the minimum number of meetings - Is it very common that neighborhood meeting can significantly impact changes? - Does the General Plan specifically mention efficiency? - The more information we can provide the public, the better off we will be. This will improve the development process. - There is no reason art needs to wait until the end of the process Chair Hurt opened public hearing: Rory Juneman of Lazarus, Silvyn & Bangs, P.C., spoke in support of the zoning code amendment and consolidation. Community feedback will be more efficient and effective. It will benefit clients and residents by providing more information sooner, which will speed up the process and cut the number of meetings. Consolidation into one board is a good thing. Dick Eggerding, Oro Valley resident and CDRB member, spoke in support of the proposed Art Review Committee. Twenty years ago public art was proposed. The town is now known for public art and we need to maintain it. Let's protect our recognition and maintain our culture. Please vote for the committee. Dave Perry, Oro Valley resident and President of the Greater Oro Valley Chamber of Commerce, spoke Item 3. He elaborated on the letter he submitted to the Commission. The consolidation improves governance and protects citizens' time. Citizens get exhausted, grow weary, disillusioned and then cynical. Another benefit is the staff and applicants do not have to keep retelling the same story. We should always be trying to do better. Chair Hurt closed the public meeting. Additional comments/concerns/questions raised by the Commission and addressed by Staff: - If developer does not provide information up front, when will it be reviewed? - Haven't heard reasons why ARC should fall under Town Council versus a Planning & Zoning Commission subcommittee - Clarification of third motion on staff report MOTION: A motion was made by Vice Chair Barrett and seconded by Commissioner Swope to recommend denial of the Zoning Code Amendment related to the consolidation of the Planning and Zoning Commission and the Conceptual Design Review Board, but recommend approval of the Zoning Code Amendment to Section 22.9.D.1.e related to removing redundancy in the development review process for Tentative Development Plans and Conceptual Site Plans. Vice Chair Barrett stated there are compelling arguments on both sides of the issue, but it is a judgment call. We are looking at the zoning code, but not the people. Does feel the neighborhood meetings can work to effect change, but worried about the future impact with this streamlined process. Realizes efficiency is important, but it is not a goal of the General Plan. There are dedicated neighbors that attend meetings and doesn't want to reduce the amount of opportunities. Commissioner Swope stated that is there isn't anything broken that warrants this change, particularly in the area of design. Commissioner Gribb stated the volume is no longer there as Oro Valley is almost built out. It makes sense to consolidate. Commissioner Cox stated that this is not that big of an issues with citizens as there hasn't been citizens present at the meetings on this agenda item. MOTION failed, 2-4 with Chair Hurt, Commissioner Gribb, Commissioner Hitt, and Commissioner Cox opposed. MOTION: A motion was made by Commissioner Hitt and seconded by Commissioner Gribb to recommend approval of the Zoning Code Amendment related to the consolidation of the Planning and Zoning Commission and the Conceptual Design Review Board based on the finding that the proposed code amendment will benefit residents. Commissioner Cox again stated he hasn't heard anything relative to art that can't be done as a subcommittee. MOTION carried, 4-2 with Vice Chair Barrett and Commissioner Swope opposed. The Commission took a recess at 7:42 and reconvened at 7:47 p.m. 4. DISCUSSION AND POSSIBLE ACTION: PLANNING WORK PLAN FY 17/18 - 18/19 Elisa Hamblin, Long-Range Principal Planner, gave a presentation that included the following: - Purpose - Previous work plan progress - Planning work plan process - Strategic Plan - Proposed plan has ten (10) projects - Three (3) categories: (1) Long-Range Planning, (2) Process Improvements and (3) Land Use and Development - Summary Questions/comments/concerns raised by the Commission and addressed by Staff: - Where do other elements get reviewed? - Regarding the Main Streets project, can anything be done in the short-term? - How does the motion just passed affect the Planning Work Plan? - Would like to see involvement of Pima County to clean up the wash - How to foster economic development through Staff and does that fall under the Economic Growth & Analysis category? - Elaborate on Environmentally Sensitive Lands (ESL) evaluation MOTION: A motion was made by Vice Chair Barrett and seconded by Commissioner Hitt to recommend approval of the FY17/18 - 18/19 Planning Work Plan. MOTION carried, 6-0. PLANNING UPDATE (INFORMATIONAL ONLY) Bayer Vella, Planning Manager reported on the following updates: - The three (3) recent neighborhood meetings for Major General Plan Amendments have all filed formal submittals - Reviewed upcoming meeting dates - Thank you to the Commission for the quality of discussion tonight ADJOURNMENT MOTION: A motion was made by Commissioner Swope and seconded by Commissioner Hitt to adjourn meeting. MOTION carried, 6-0. Chair Hurt adjourned the meeting at 8:14 p.m. Prepared by: Jeanna Ancona Senior Office Specialist I hereby certify that the foregoing minutes are a true and correct copy of the regular session Planning and Zoning Commission meeting of Oro Valley, Arizona held on the 2nd day of May, 2017. I further certify that the meeting was duly called and held and that a quorum was present.    Town Council Regular Session Item # 1. Meeting Date:06/21/2017   Requested by: Bayer Vella  Submitted By:Michael Spaeth, Community Development & Public Works Department:Community Development & Public Works Information SUBJECT: PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION REGARDING TWO REQUESTS RELATED TO THE PROPOSED VILLAGES AT SILVERHAWKE RESIDENTIAL SUBDIVISION, LOCATED ON THE SOUTHEAST CORNER OF TANGERINE ROAD AND N. 1ST AVENUE:                A. GRADING EXCEPTION                B. CONCEPTUAL SITE PLAN, LANDSCAPE PLAN AND RECREATION                    AREA PLAN RECOMMENDATION: Item A - Grading Exception The Conceptual Design Review Board (CDRB) recommended conditional approval (Attachment 1) on June 13, 2017.  Item B - Conceptual Site Plan, Landscape Plan and Recreation Area Plan At the same meeting, the CDRB recommended conditional approval (Attachment 2) of the applicant's plans. EXECUTIVE SUMMARY: The applicant’s proposal includes two requests related to the Villages at Silverhawke residential subdivision (formerly known as Kai-north), located on the southeast corner of Tangerine Road and N. 1 st Avenue.   Item A – Grading Exception   The first request (Attachment 3) is for an exception to the Town's grading restrictions. The applicant proposes shaping the land by digging into hills and filling uneven areas beyond the limits permitted by the Zoning Code. The extent entails a range from 6 feet to a maximum of 20.5 feet (Attachment 3, Ex. “A”) with a majority between 6 and 12 feet. a maximum of 20.5 feet (Attachment 3, Ex. “A”) with a majority between 6 and 12 feet.   Staff supports the request due to the hilly nature of the site. Furthermore, the exception is necessary to permit development of the site as represented on the approved Tentative Development Plan. Because a majority of areas impacted are obscured from view by the existing topography, adjacent property owners will not be negatively impacted. The proposed Grading Exception, with the conditions listed in Attachment 1, is in conformance with the evaluative criteria established in the Zoning Code.   Item B – Conceptual Site Plan, Landscape Plan and Recreation Area Plan   The second request is a proposed Conceptual Site Plan, Landscape Plan and Recreation Area Plan (Attachment 4) to develop a 186-lot subdivision on an approximately 122-acre property. Key elements are provided below:  Approximately 60 acres as Environmentally Sensitive Open Space (ESOS) Three points of vehicular access: two from N. 1st Avenue and one from Tangerine Road Future light at the intersection of Kai Drive and N. 1st Avenue to alleviate potential traffic impacts and increase the viability of existing and future commercial in the immediate area. Cultural resources site eligible for listing on the National Register of Historic Places:  Conservation easement to be dedicated to the Town Permanent fencing, with maintenance gate, and signage to restrict access The subdivision design and layout satisfy the General Plan Kai-Capri Special Area Policies and the approved rezoning and Tentative Development Plan.   The Conceptual Site Plan, Landscape Plan and Recreation Area Plan, with the conditions listed in Attachment 2, conform to the Conceptual Design Principles and Design Standards of the Zoning Code. BACKGROUND OR DETAILED INFORMATION: Land Use Context   The subject property is designated as Master Planned Community on the General Plan and is zoned R1-7. The existing land use, general plan and zoning designations for the property and the surrounding area are depicted in Attachment 5.   Existing Site Conditions  Property is currently vacant Characterized by rolling terrain, hillsides and riparian areas Proposed Improvements  186 single-family detached residential lots Approximately 60 acres of Environmentally Sensitive Open Space Four recreation areas and equestrian/pedestrian trails totaling approximately 9.5 Four recreation areas and equestrian/pedestrian trails totaling approximately 9.5 acres Three points of ingress/egress Future traffic signal at the N. 1st Avenue and Kai Drive intersection Approvals to Date  1994: The subject property was annexed into the Town in 1994 with a translational zoning of R1-144. 2005: General Plan with Kai-Capri Special Area Policies formally adopted 2015: A rezoning and Tentative Development Plan was approved for the property from R1-144 to R1-7 2016: The Your Voice, Our Future General Plan was adopted with the Kai-Capri Special Area Policies Conformance with previous approvals   The applicant’s requests satisfy both the General Plan Kai-Capri Special Area Policies and the previously approved rezoning and Tentative Development Plan.   DISCUSSION/ANALYSIS:   The applicant has proposed two requests related to the Villages at Silverhawke residential subdivision.   Item A - Grading Exception   The first request is a grading exception (Attachment 3) to permit cuts (removal of dirt) and fills (addition of dirt) beyond current Zoning Code limitations.   The maximum height of any cut or fill cannot exceed 6 feet (or 12 feet in certain areas for properties subject to the Environmentally Sensitive Lands requirements) unless a grading exception is granted by Town Council. The proposed exception depicts cuts and fills ranging from 6 feet to a maximum of 20.5 feet (Attachment 3, Exhibit “A”) with a majority between 6 and 12 feet.   The request is supported by staff for the following reasons:  The site is characterized by a number of substantial topographical constraints which make the limitations established by the Zoning Code difficult to attain. The existing topography of the site will help minimize the visual impacts of the proposed cuts and fills. The exception is necessary to permit development of the site as represented on the approved Tentative Development Plan which utilized a cluster style development to avoid most of the sensitive areas of the site (e.g. hillsides and washes). A more detailed analysis of the Grading Exceptions is included in Attachment 6.   Item 1B - Conceptual Site Plan, Landscape Plan and Recreation Area Plan   Conceptual Site Plan   The Conceptual Site Plan is for 186 single-family residential lots on approximately 122 acres. The overall design and layout of the subdivision is generally consistent with the Tentative Development Plan approved as part of the prior rezoning application and preserves approximately 60 acres as Environmentally Sensitive Open Space (ESOS).   Key elements of the subdivision are provided below, while a more detailed analysis is provided in Attachment 7:  Significant setback from adjoining neighbors Cluster design primarily avoids hillsides and washes Three points of vehicular ingress/egress Future traffic light at Kai Drive and N. 1st Avenue Cultural resource site eligible for listing on the National Register of Historic Places A new component of the subdivision design is the inclusion of a future traffic light at the intersection of N. 1 st Avenue and Kai Drive. The new light is warranted because access to Palisades Road was not allowed as a condition of the prior rezoning. As a result, the level of service (e.g. wait times) during peak hours at the intersection (the only opportunity for residents to make a left onto N. 1st Avenue), were at an unacceptable level.   The light will help alleviate the impact to the existing roadway network and will increase the viability of both the future commercial north of the subject property and the existing commercial center on the west side of N. 1st Avenue. Additional Engineering information is provided in Attachment 8.   Lastly, archaeological field work identified two pit houses, fire pits and other subsurface cultural resources. A condition has been included in Attachment 2 to require dedication of a conservation easement to the Town and provide permanent fencing around the site to ensure continued protection of the sites resources.   The Conceptual Site Plan, with conditions in Attachment 2, is in conformance with the applicable Zoning Code requirements.   Conceptual Landscape Plan   The Conceptual Landscape Plan (Attachment 9), with conditions in Attachment 2, is in conformance with the applicable Zoning Code requirements. The Conceptual Landscape Plan includes landscaped entries, as well as landscaping in all common areas. The landscape plan preserves a majority of the riparian washes that bisect the property as natural open space.      Recreation Area Plan   The Recreation Area Plan (Attachment 10) includes both passive and active elements. The subdivision includes four recreation areas spread throughout the development to provide convenient access to all lots. Each recreation area provides seating provide convenient access to all lots. Each recreation area provides seating opportunities, shade and tot-lot or playground equipment.   Additionally, a number of equestrian/pedestrian trails are provided that will connect to the region's larger trail networks. Lastly, a multi-use path will be constructed on the north side of Palisades Road providing additional connectivity for the subdivision.  PUBLIC PARTICIPATION   Neighborhood Meeting   The history of the project is lengthy and the neighborhood outreach effort has been extensive. The property has been the subject of numerous applications, each of which included a number of public participation opportunities.   As part of the previous rezoning application, numerous neighborhood meetings were held including:  Three formal neighborhood meetings  August 15, 2013 standard format November 19, 2013 open house/workshop June 16, 2014 open house/workshop Applicant met numerous times with neighborhood residents and constituents. The discussions between the applicant and neighbors has led to a number of accommodations including:  Equestrian trail alignment Single story homes along Palisades Road No vehicle access onto Palisades Road Reconfiguration of lots along Palisades Road The applicant's Conceptual Site Plan adheres to the neighborhood agreements established above and conforms to the previously approved Tentative Development Plan. As such, additional neighborhood meetings for this application were not required. No additional correspondence has been received to date. Public notice has been provided in conformance with all zoning code requirements as well as to all individuals who attended and signed-in at previous neighborhood meetings. The CDRB recommended conditional approval of both proposals on June 13, 2017. The CDRB staff report is provided as Attachment 11. FISCAL IMPACT: N/A SUGGESTED MOTION: Item A - Grading Exception Item A - Grading Exception   I MOVE to recommend approval of the Grading Exception for the Villages at Silverhawke subdivision, subject to the conditions listed in Attachment 1, finding the request to be consistent with the evaluation criteria.   OR   I MOVE to recommend denial of the Grading Exception for the Villages at Silverhawke subdivision, finding __________________________________.   Item B - Conceptual Site Plan, Landscape Plan and Recreation Area Plan   I MOVE to recommend approval of the Conceptual Site Plan, Landscape Plan and Recreation Plan for the Villages at Silverhawke subdivision, subject to the conditions in Attachment 2, finding the request to be in conformance with the Design Principles and applicable Design Standards. OR   I MOVE to recommend denial of the Conceptual Site Plan, Landscape Plan and Recreation Area Plan for the Villages at Silverhawke subdivision finding __________________________________.   Attachments ATTACHMENT 1 - GRADING EXCEPTION CONDITIONS OF APPROVAL  ATTACHMENT 2 - CSP,CLP,RAP CONDITIONS OF APPROVAL  ATTACHMENT 3 - GRADING EXCEPTION  ATTACHMENT 4 - CONCEPTUAL SITE PLAN  ATTACHMENT 5 - LOCATION MAP, GENERAL PLAN MAP AND ZONING MAP  ATTACHMENT 6 - GRADING EXCEPTION ANALYSIS  ATTACHMENT 7 - CSP,CLP,RAP ANALYSIS  ATTACHMENT 8 - ENGINEERING ANALYSIS  ATTACHMENT 9 - CONCEPTUAL LANDSCAPE PLAN  ATTACHMENT 10 - RECREATION AREA PLAN  ATTACHMENT 11 - CDRB STAFF REPORT  Attachment 1 Villages at Silverhawke Grading Exception Conditions of Approval Planning Conditions 1. The Grading Exception is limited as described and depicted in Attachment 3, Exhibit “A”. The site shall conform to all other requirements related to grading provided in the Zoning Code. 2. All exposed cut slopes shall be treated with a restorative agent and revegetated to reflect existing native vegetation and densities in adjacent natural areas. All areas of disturbance shall be recontoured to mimic existing grades. Attachment 2 Villages at Silverhawke Conceptual Site Plan, Landscape Plan and Recreation Area Plan Conditions of Approval Planning Conditions 1. Cultural resource area to be dedicated to the Town as part of the Final Plat for Phase 3. 2. Provide permanent fencing, (minimum 6 feet tall, made of solid, durable material (e.g. masonry, wrought iron, etc)), surrounding the entire cultural resource site. The fence shall include a gate for access and shall be architecturally consistent with the design of the Villages at Silverhawke subdivision. 3. Access and restriction signage is required at 100’ intervals on fence surrounding cultural resource site. Specific language to be approved by the Planning and Zoning Administrator and Parks and Recreation Director. 4. Access easement shall be provided on the Final Plat to Town for access to the Cultural Resource Site. 5. All disturbed Environmentally Sensitive Open Space areas shall be revegetated back to a natural condition using plants on the Town of Oro Valley approved Native Plant list. 6. Address all Planning staff comments in letter dated 5.18.2017. Engineering Conditions 1. Address all Engineering staff comments in letter dated 5.23.2017. LOCATION MAP VILLAGES AT SILVERHAWKE (OV1600017) Attachment 5 GENERAL PLAN MAP VILLAGES AT SILVERHAWKE (OV1600017) Attachment 5 ZONING MAP VILLAGES AT SILVERHAWKE (OV1600017) Attachment 5 Attachment 6 Villages at Silverhawke Grading Exception Analysis Town Council June 21, 2017 The Zoning Code establishes limitations on the heights of cuts (removal of dirt) and fills (addition of dirt) permitted within a development. The maximum height of any cut or fill cannot exceed 6 feet (or 12 feet in certain areas for properties subject to the Environmentally Sensitive Lands requirements) unless a grading exception is granted by Town Council, following a recommendation by the Conceptual Design Review Board. The applicant has submitted a grading exception application (Attachment 3) for the proposed development. The grading exception is necessary for the following reasons:  The subject property is characterized by a variety of topographical constraints, including sloped areas and wash corridors.  The Tentative Development Plan (TDP) utilized a cluster design to avoid the existing natural areas. To develop the site as represented on the TDP, the exception is necessary to avoid this sensitive areas. The majority of areas impacted by the exception will not be visible from nearby properties or adjacent roadways, as they occur in areas obscured from view by the existing topography of the site. A standard condition has been included in Attachment 1 requiring all exposed slopes not intended for future development to be recontoured and revegetated back to a natural condition. The Zoning Code provides evaluative criteria for the review of a grading exception. A summary of the proposals conformance with the criteria is provided below. I. The exception meets the intent and purpose of this code; The intent of the grading ordinance is as follows: The intent of this grading ordinance is to assure that the design and implementation of all grading projects shall: 1. Avoid scarring and other adverse visual impacts resulting from cut, fill and any other type of ground disturbance; and 2. Blend with the natural contours of the land; and 3. Restrict the areas of disturbance and volume of material displaced to the minimum necessary to implement the planned development; and 4. Limit mass grading to residential subdivisions with an average lot size of 15,000 square feet or less; and 5. Employ measures that: a. Ensure that graded hillside, slopes or other areas subject to erosion are stabilized; and b. Reduce the erosion effects of storm water discharge, preserve the flood carrying capacity of natural or constructed waterways by limiting soil loss, and protect drainageways from siltation; and c. Minimize dust pollution and surface water drainage from graded areas during grading development; and d. Ensure that proposed development activity is designed and implemented to avoid adverse impacts and appropriate restorative measures; and e. Encourage phased projects, to preserve n atural contours and vegetative communities until such time as grading must be necessarily occur on-site. Staff Comment: A majority of the site is being designed and constructed within the requirements of the grading ordinance and standards listed above. D ue to the existing topographical constraints discussed earlier, the exception is necessary to provide for reasonable and efficient use of the subject property as approved on the Tentative Development Plan. Conditions have been included in Attachment 1 to require treatment of all impacted areas to minimize any potential visual impacts. The applicant’s proposal is consistent with the intent of the grading ordinance. The purpose of the grading ordinance is as follows: The purpose of the ordinance is to provide for the public health, safety and welfare and to protect and preserve the aesthetics of the natural environment through regulation of all types of excavation and earthwork on private and public land. The grading regulations contained in this ordinance are designed to: 1. Regulate the development of potentially hazardous terrain; and 2. Preserve, where possible, or recreate the natural contours, the native vegetation and the visual character of the site in harmony with the surrounding terrain; and 3. Enhance the quality and value of new development; and 4. Maintain property rights and property values of adjacent developed and undeveloped parcels. Staff Comment: Due to the existing topography, a cluster design was approved for the subdivision during the rezoning in an effort to primarily avoid the sensitive areas. As discussed previously, the exception is necessary to permit development of the property as represented on the approved Tentative Development Plan. Additionally, conditions have been included in Attachment 1 to require revegetation and recontouring of all impacted areas to minimize any potential visual impacts. The applicant’s proposal is consistent with the purpose of this ordinance. II. Granting the exception constitutes the minimum to allow the improvement; Staff Comment: As stated previously, the exception is necessary to help facilitate construction of a residential subdivision which is in conformance with the approved Tentative Development Plan. A condition has been included in Attachment 1, limiting t he impacted areas to those which help achieve this aim, as depicted on Exhibit “A” in Attachment 3. The applicant’s proposal represents the minimum exception necessary to provide safe and efficient access to the subdivision. The applicant’s proposal meets this criteria. III. The conditions on the property are unique such that strict adherence to this section would cause an unnecessary hardship which substantially limits the preservation and enjoyment of property rights; Staff Comment: As discussed previously, the existing topography of the property is characterized by sloped areas and wash corridors. The Tentative Development Plan represented a cluster design intended to avoid these sensitive areas. The grading exception would allow the applicant to construct the subdivision in conformance with the approved Tentative Development Plan. IV. The exception imposes conditions so as to not constitute granting of a special privilege; and Staff Comment: Conditions have been included in Attachment 1 which (1) limit the ar ea where the exception is applicable; and (2) how the impacted areas will be treated to minimize any potential visual impacts. The proposal, with conditions, is consistent with this criteria. V. That the exception will not be materially detrimental to person’s residing in the vicinity, to adjacent property, to the neighborhood or the public welfare in general. Staff Comment: The applicant is required to revegetate all exposed slopes and restore them to mimic natural conditions. The revegetation of the cut slops and recontouring of the graded areas will ensure the engineered slopes have a minimal impact on those residing in the area as well as the greater Oro Valley population. The applicant’s request, with the conditions, meets this criteria. Attachment 7 Villages at Silverhawke Conceptual Site Plan, Landscape Plan and Recreation Area Plan Conceptual Design Principles and Standards Analysis Town Council June 21, 2017 Conceptual Site Plan The Conceptual Site Plan is for 186 single-family residential lots on approximately 122 acres. The overall design and layout of the subdivision is generally consistent with the Tentative Development Plan approved as part of the prior rezoning application and preserves approximately 60 acres as Environmentally Sensitive Open Space (ESOS). The table below provides a summary of the proposed subdivision: Total Lots 186 Density 1.48 du/ac Lot Size Minimum 6,537sq.ft. Maximum 12,304 sq.ft. Max. Building Height 25ft; 20ft for pitched roof homes or 18ft for flat roof homes within 200ft of Palisades Rd. or 1st Ave. Setbacks Front 10ft (min 20ft driveway) Side 5ft Rear 20ft Open Space 49% (approx. 60 acres) Conceptual Site Design Principles, Section 22.9.D.5.a The Conceptual Site Plan is, with the conditions in Attachment 1, in conformance with applicable Conceptual Site Design Principles. Following are applicable Design Principles (in italics), followed by staff evaluation of how the design addresses the principles: Building orientation: the location, orientation and size of structures shall promote a complementary relationship of structures to one another. Staff Commentary: The subject property is near similar residential subdivisions to the east (Catalina Shadows) which is separated by a substantial open space buffer. The subdivision utilizes a cluster design which affords ample open space buffers to other large -lot residential to the south and west. The proposed subdivision incorporates the required landscape buffers along Rancho Vistoso Boulevard and Palisades Road further visually separating the proposed residences from the roadway. The homes will incorporate standard entry and side entry garages that will provide for a varied streetscape. Drainage/grading: site grading shall minimize impacts on natural grade and landforms and provide for subtle transitions of architectural elements to grade. Significant cuts and fills in relation to natural grade shall be avoided or minimized to the extent practical given property constraints. Staff Commentary: The topography of the site is characterized by a number of topographical constraints including washes and slopes. The conservation subdivision design primarily avoids these sensitive areas relatively flat, however cuts or fills in excess of those permitted by the Zoning Code are proposed as part of a formal Grading Exception request. A full drainage report will be required as part of the Final Design review submittal to verify conformance with the Town’s Drainage Criteria Manual. All post-development flow shall be mitigated and released in the same manner and quantity as the existing conditions. Connectivity: strengthen the usability and connectivity of the pedestrian environment internally and externally by enhancing access to the public street system, transit, adjoining development and pedestrian and bicycle transportation routes. Buildings and uses should provide access to adjacent open space and recreational areas where appropriate. Staff Commentary: Sidewalks are proposed throughout the subdivision to improve pedestrian connectivity. Numerous equestrian/pedestrian trails will provide connections to the larger regional trail network north and south of the property. A multi-use path will be constructed on the north side of Palisades Road providing additional connectivity for area residents. Bicycle parking will be provided consistent with Town requirements. Design Standards Analysis The proposed Conceptual Site Plan has been reviewed for conformance with the Conceptual Site Design Standards. Following are key Design Standards (in italics), followed by staff’s commentary. Section 3.1.A.1: Clustering of lots to preserve open space Staff Commentary: The subdivision design represents a true conservation subdivision and protects approximately 49% of the site as open space, primarily focused on preserving the sensitive washes and sloped areas. Section 3.1.B.1: Street character should be diverse. Section 3.1.B.2: Street trees, landscape themes, varied setbacks or architectura l treatments shall be used to provide individual street character. Staff Commentary: The applicant’s proposal incorporates a housing product that will utilize varied setbacks and entries, including side entry garages, which will provide for diversity an d individual street character. Section 3.1.D.4: Pedestrian connections shall be provided between neighborhoods Staff Commentary: The proposed subdivision will incorporate sidewalks throughout and include a multi-use path along Palisades Road. Furthermore, numerous equestrian/pedestrian trail connections to the larger trail network within the area are incorporated. Conceptual Landscape Plan The Conceptual Landscape Plan, with conditions in Attachment 2, is in conformance with the applicable Zoning Code requirements. The Conceptual Landscape Plan includes landscaped entries, as well as landscaping in all common areas. The landscape plan preserves a majority of the riparian washes that bisect the property as natural open space. Recreation Area Plan The Recreation Area Plan includes both passive and active elements. The subdivision includes four recreation areas spread throughout the development to provide convenient access to all lots. Each recreation area provides seating opportunities, shade and tot-lot or playground equipment. Additionally, a number of equestrian/pedestrian trails are provided that will connect to the regions larger trail networks. Lastly, a multi-use path will be constructed on the north side of Palisades Road providing additional connectivity for the subdivision. Attachment 8 Villages at Silverhawke Engineering Analysis Town Council June 21, 2017 Traffic A traffic impact analysis was prepared for this project to determine associated impacts and necessary improvements to mitigate for those impacts. The proposed residential development will include the following traffic related improvements: • Three access points: o Two on N. 1st Avenue as approved on the Tentative Development Plan. • The southern access point will be opposite the existing intersection at Strada Patania; and • The northern access point will be opposite the existing Oro Valley Retail Center’s main entrance o One additional access point to Tangerine Road is planned in conjunction with the future commercial phase of the project. • A new northbound right-turn lane at Kai Drive • A new westbound left-turn lane at the future Tangerine Road access point. • Future traffic signal at the Kai Drive intersection will be constructed and installed by the developer when warranted or at such time that the commercial phase of the development moves forward, whichever comes first. Drainage Existing storm water runoff flows through the site in a southerly direction. The following drainage related improvements will be required: • The subdivisions drainage will be required to meet the Town’s Drainage Criteria Manual and Floodplain Ordinance requirements. • Storm water runoff will be conveyed by drainage channels, storm drains, and culverts throughout the development. • Post-developed discharges will be reduced to pre-developed levels to mimic existing conditions. Grading A Type 2 Grading Permit is required to construct the utilities, streets, and any other improvements requiring grading on the project site. Areas of the grading represented within the Conceptual Site Plan requires that a grading exception be granted for those areas where proposed cuts and fills exceed code allowances. The remaining areas conform to the requirements of the Town’s Zoning Code (Section 27.9) as well as the Town’s Subdivision Street Standards.    Town Council Regular Session Item # 2. Meeting Date:06/21/2017   Requested by: Bayer Vella  Submitted By:Michael Spaeth, Community Development & Public Works Department:Community Development & Public Works Information SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING A PROPOSED CONCEPTUAL SITE PLAN AND LANDSCAPE PLAN FOR THE VIEWPOINTE II AT VISTOSO TRAILS SUBDIVISION, LOCATED ON MOORE ROAD APPROXIMATELY 1/4-MILE EAST OF THE RANCHO VISTOSO BOULEVARD AND MOORE ROAD INTERSECTION RECOMMENDATION: The Conceptual Design Review Board (CDRB) considered the applicant's request on June 13, 2017, and recommends approval. EXECUTIVE SUMMARY: The applicant’s proposal is for a 13.9-acre property located on Moore Road immediately adjacent to the Honey Bee Village Archaeological Preserve, approximately ¼-mile east of the Rancho Vistoso Boulevard and Moore Road intersection (Attachment 1).    The conceptual site plan (Attachment 2) includes the following elements:  45 single-family detached residential lots Approximately 26% of the area is conserved as open space - including steep slopes One point of vehicular access from Moore Road Pedestrian connections to a multi-use path along Moore Road and the larger regional trail network in Big Wash This is a re-plat of a subdivision previously approved for multi-family development The Conceptual Site Plan and Landscape Plan conforms with the Rancho Vistoso Planned Area Development and Conceptual Design Principles and Design Standards of the Zoning Code. BACKGROUND OR DETAILED INFORMATION: Current Site Conditions  Current Site Conditions  The property encompasses approximately 13.9 acres Areas of steep slope and undulating terrain Extensive archaeological work has been completed on the site The General Plan and Zoning maps for the property and the surrounding area are depicted in Attachment 3.   Approvals to Date  1987: The subject property was part of the original Rancho Vistoso PAD 2006: Preliminary plat/development plan approved as the Retreats at Vistoso subdivison, a multi-family townhome development 2006: Final Plat for the Retreats at Vistoso approved by Town Council DISCUSSION / ANALYSIS:   The subject property is a component of the larger Rancho Vistoso PAD designated “Town Center” which allows single-family residential, multi-family and commercial centered on the Preserve.   A detailed analysis of the Conceptual Site Plan’s and Landscape Plan’s conformance is provided in Attachment 4. A brief summary is provided below.   Conceptual Site Plan and Landscape Plan   The subject property was previously approved by the Development Review Board and Town Council as a 124-unit multi-family residential development. As part of that approval, a revision to the open space boundary was approved, which permitted some encroachment into the existing open space and hillside areas. The applicant’s proposal has revised the development envelope to more closely follow the existing topography of the site and reduces the extent of encroachment into both open space and hillside areas.   The applicant’s request (Attachment 2) has the following components: 45 residential lots and private roads One ingress/egress point from Moore Road Pedestrian connections to multi-use path on Moore Road and larger regional trail network in Big Wash Native landscaping and buffer yards The Conceptual Landscape Plan includes landscaped entries, buffer yards, screen walls and landscaping in all common areas throughout the site. Sidewalks will be incorporated throughout the subdivision connecting to a multi-use path along Moore Road as well as the larger regional pedestrian network.   Engineering Comments   Traffic The proposed development will include the following traffic related improvements:  Single point of access from Moore Road, east of the Rancho Vistoso Boulevard intersection. Moore Road will be extended by the developer to provide access to this development. The new public road section will consist of a travel lane in each direction, raised medians, dedicated left-turn lanes, bike lanes and sidewalks. The developer is currently installing a new traffic signal at the Rancho Vistoso Boulevard and Moore Road intersection to mitigate for the additional traffic generated from new developments within the project area. This development is not expected to generate traffic that is uncharacteristic of the area. As such, the existing roadway network within Rancho Vistoso and the surrounding areas has capacity to accommodate the additional traffic volume.   Drainage Existing storm water runoff flows through the site in a southerly direction. The following drainage related improvements will be required:  The subdivisions drainage will be required to meet the Town’s Drainage Criteria Manual and Floodplain Ordinance requirements. Storm water runoff will be conveyed by drainage channels, storm drains, culverts, and basins throughout the development. Post-developed discharges will be reduced to pre-developed discharges to mimic existing conditions. Grading A Type 2 Grading Permit is required to construct the utilities, streets, and any other structures requiring grading on the project site.  The grading represented within the Conceptual Site Plan conforms to the requirements of the Rancho Vistoso PAD and applicable sections of the Town’s Zoning Code (Section 27.9) as well as the Town’s Subdivision Street Standards.    PUBLIC PARTICIPATION:   Neighborhood Meetings   A neighborhood meeting was held on October 24, 2016, regarding the applicant’s proposal. Approximately 7 residents attended the meeting who primarily focused on:  Traffic: Neighbors voiced concern about the increased level of traffic at the intersection of Moore Road and Rancho Vistoso Boulevard. Staff discussed the future signal to be located at the intersection and that it will resolve all current traffic issues. Building Height: Neighbors were concerned about the potential for 2-story homes and impacts on existing views of the Catalina Mountains. Details regarding existing Zoning Code restrictions on 2-story homes was discussed, namely:  No more than 60% of a subdivision can be 2-story; No 2-story homes on corner lots; and No more than two 2-story homes in a row, or across the street from No more than two 2-story homes in a row, or across the street from The Honey Bee Village Preserve: Neighbors were concerned about potential impacts to the Preserve from the new subdivision. Staff explained the Preserve would continue to be protected by the existing walls and fences surrounding the site. A copy of the neighborhood meeting minutes have been provided in Attachment 5. No additional correspondence has been received by staff. The CDRB considered the applicant's proposal on June 13, 2017, and recommends approval. The CDRB staff report is provided in Attachments 6. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve the Conceptual Site Plan and Landscape Plan for the Viewpointe II at Vistoso Trails subdivision based on a finding that the request is consistent with the Conceptual Design Review Principals and Design Standards, as well as the Rancho Vistoso PAD.   OR   I MOVE to deny the Conceptual Site Plan and Landscape Plan for the Viewpointe II at Vistoso Trails subdivision finding that ______________________________.   Attachments ATTACHMENT 1 - LOCATION MAP  ATTACHMENT 2 - APPLICANT'S CSP & CLP  ATTACHMENT 3 - GENERAL PLAN AND ZONING MAPS  ATTACHMENT 4 - CSP & CLP ANALYSIS  ATTACHMENT 5 - NEIGHBORHOOD MEETING SUMMARY  ATTACHMENT 6 - CDRB STAFF REPORT  LOCATION MAP VIEWPOINTE II AT VISTOSO TRAILS (OV1700068) Attachment 1 GENERAL PLAN MAP VIEWPOINTE II AT VISTOSO TRAILS (OV1700068) Attachment 3 ZONING MAP VIEWPOINTE II AT VISTOSO TRAILS (OV1700068) Attachment 3 Attachment 4 Viewpointe II at Vistoso Trais Conceptual Site Plan and Landscape Plan Analysis Town Council June 21, 2017 The table below provides a summary of the proposed subdivision: Total Lots 45 Density 0.33 du/ac Lot Size Minimum 4,500 sq.ft. Maximum 5,896 sq.ft. Max. Building Height 30ft or 2 stories Open Space 26% Rancho Vistoso PAD conformance The applicant’s proposed design is consistent with the development standards of the Town Center zoning district and High Density Residential development standards. Oro Valley Zoning Code Conceptual Site Design Principles, Section 22.9.D.5.a The Conceptual Site Plan is in conformance with all applicable Conceptual Design Principles. Following are the Design Principles (in italics), followed by staff evaluation of how the design addresses the principles: Building orientation: the location, orientation and size of structures shall promote a complementary relationship of structures to one another. Staff Commentary: The subject property is surrounded by similar residential subdivisions. The proposed subdivision incorporates the required landscape buffers along Moore Road further visually separating the proposed residences from adjacent properties. The homes will incorporate standard entry and side entry garages that will provide for a varied streetscape. Drainage/grading: site grading shall minimize impacts on natural grade and landforms and provide for subtle transitions of architectural elements to grade. Significant cuts and fills in relation to natural grade shall be avoided or minimized to the extent practical given property constraints. Staff Commentary: Though the site is characterized by significant hillsides and open space, the overall topography of the developable area of the site is relatively flat. No major cuts or fills are proposed. A full drainage report will be required as part of the Final Design review submittal to verify conformance with the Town’s Drainage Criteria Manual. All post -development flow shall be mitigated and released in the same manner and quantity as the existing conditions. Connectivity: strengthen the usability and connectivity of the pedestrian environment internally and externally by enhancing access to the public street system, transit, adjoining development and pedestrian and bicycle transportation routes. Where appropriate, buildings and uses should provide access to adjacent open space and recreational areas. Staff Commentary: The proposed development will be accessible from Moore Road and incorporates sidewalks throughout. Connections are provided to a future multi-use path along Moore Road providing pedestrian and bicycling opportunities to area residents. Design Standards Analysis The proposed Conceptual Site Plan has been reviewed for conformance with the Conceptual Site Design Standards, where the Rancho Vistoso PAD is silent. Following are key Design Standards (in italics), followed by staff’s commentary. 1. Section 3.1B.1: Street character should be diverse. 2. Section 3.1.B.2: Street trees, landscape themes, varied setbacks or architectural treatments shall be used to provide individual street character. Staff Commentary: The applicant’s proposal incorporates a housing product that will utilize varied setbacks and entries, including side entry garages, which will provide for diversity and individual street character. 3. Section 3.1.D.4: Pedestrian connections shall be provided between neighborhoods Staff Commentary: The proposed subdivision will incorporate sidewalks providing access to the commercial area and external pedestrian connections, including the multi- use path along Moore Road. Recreation Area The Rancho Vistoso Planned Area Development included specific areas where neighborhood parks were to be developed. Subdivisions in neighboring Rancho Vistoso Neighborhood 5 will be contributing to the development of a community park within the immediate vicinity. As such, the proposed subdivision is not required to provide a recreation area. Neighborhood Meeting Summary Rancho Vistoso Neighborhood 6 Parcel 6C Proposed Subdivision (Conceptual Site Plan) October 24, 2016 6:00 – 7:30 PM Rancho Vistoso HOA offices 1. Introductions and Welcome Meeting Facilitator Michael Spaeth, Senior Planner, introduced Town of Oro Valley staff. Approximately 7 residents and interested parties attended the meeting. 2. Staff Presentation Michael Spaeth, Senior Planner, provided a presentation that included:  Subject Property  Applicant’s request  Existing zoning of the property, including development standards  Review tools  Impacts to Honey Bee Village preserve  Traffic impacts and submittal requirements  Review process  Public participation opportunities 3. Applicant Presentation Paul Oland from the planning firm WLB Group Inc., provided a presentation detailing the applicant’s proposal, which included:  Overview of project  Traffic impact on Rancho Vistoso Boulevard  Outstanding questions from first meeting 4. Public Questions & Comments Following is a summary of additional questions and comments:  What will be the proportion of 2-story homes in the subdivision?  What is the proposed density for the subdivision?  What will be the minimum lot size?  What is the Town doing about concerns at the Rancho Vistoso intersection?  What is the anticipated square footage of the homes?  When will the light be constructed at Rancho Vistoso and Moore? Mr. Spaeth and Mr. Oland addressed some of the questions related to the proposed development and the associated traffic impacts. Mr. Spaeth closed the meeting, thanked everyone for their attendance and encouraged everyone to contact the project manager, with any additional thoughts, comments or concerns.    Town Council Regular Session Item # 3. Meeting Date:06/21/2017   Requested by: Stacey Lemos Submitted By:Stacey Lemos, Finance Department:Finance Information SUBJECT: DISCUSSION AND POSSIBLE ACTION TO AMEND THE FY 2016/17 ADOPTED BUDGET TO TRANSFER GENERAL FUND SURPLUS TO TOWN SELF-INSURANCE BENEFIT FUND AND COMMUNITY CENTER FUND, AND AUTHORIZE ADDITIONAL SURPLUS GENERAL FUNDS FOR THE REPAYMENT OF PUBLIC SAFETY PERSONNEL RETIREMENT SYSTEM (PSPRS) EXCESS CONTRIBUTIONS TO MEMBERS RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: In order to close projected year-end deficits in the Town's Self-Insurance Benefit Fund and the Community Center Fund for the current fiscal year, Council approval is requested to amend the FY 2016/17 Adopted Budget to transfer $300,000 from the General Fund to the Self-Insurance Benefit Fund and $350,000 from the General Fund to the Community Center Fund. The estimated year-end General Fund surplus for FY 2016/17 is nearly $2 million based on the April 2017 Financial Status Report, and would be the recommended funding source for these budget transfers. In addition, the Town received notice that the Public Safety Personnel Retirement System (PSPRS) Board of Trustees voted to recommend that employers begin refunding excess employee contributions related to the recent settlement of the Hall and Parker lawsuits. PSPRS has estimated the contribution repayment amount for the Town of Oro Valley at $1,073,051, including interest estimated at 5%. This amount could change upon final determination of the interest rate set by the courts. PSPRS is recommending that if an employer is able to make the payment in a lump sum to their members, this is the preferred method. PSPRS would then allow the employer the ability to utilize contribution credits made available to them to recoup the amounts paid out. Accordingly, staff is requesting Council authorization to utilize FY 2016/17 General Fund surplus funds to provide the lump sum repayments to our PSPRS members and then take the allowable credit against our FY 2017/18 employer contributions up to the point when we recoup the full amount paid out in the lump sum distribution. Once we recoup our lump sum amount, the Town's employer contributions to the PSPRS plan would resume on a per pay period basis. BACKGROUND OR DETAILED INFORMATION: Transfer to Self-Insurance Benefit Fund As mentioned in previous monthly financial reports to Town Council, staff noted the increased medical claim trends in the Self-Insurance Benefit Fund this fiscal year. As the end of the fiscal year approaches, it is estimated that the medical claims costs in this fund will outpace revenues in the fund by approximately $200,000 - $250,000, creating a fund deficit at year-end. Accordingly, it is best practice and a recommended budget control measure to transfer funds from the General Fund into this fund to close the anticipated deficit prior to year-end, June 30. Staff recommends a transfer of $300,000 from the estimated year-end General Fund surplus amount of nearly $2 million into this fund to close the deficit and provide a minimal positive fund balance to begin the 2017/18 fiscal year. As Council is aware, medical premium contributions were increased by 20% for FY 2017/18 as a measure to increase funding to the Self-Insurance Benefit Fund needed to pay our increased claims costs. Transfer to Community Center Fund Based on year-end budget projections presented in the April financial reports, it is estimated that the Community Center Fund will end the year with an estimated deficit of $285,000, including the $120,000 loan repayment transfer to the General Fund. Contributing factors to this deficit are mainly water costs due to unseasonably warm and dry weather conditions this spring and golf member dues revenues trending under budget. Staff is recommending a transfer of $350,000 from the estimated year-end General Fund surplus amount of nearly $2 million into this fund to close the deficit and provide a minimal positive fund balance to begin FY 2017/18. Use of Surplus General Funds to Refund PSPRS Excess Contributions Beginning in 2011, PSPRS employee contributions were increased in statute (via Senate Bill 1609) to help pay off the growing unfunded liability in the PSPRS plan. Contributions were increased annually between 2011 through 2016 from 7.65% to 11.65%. This increase was challenged in court and was ruled unconstitutional. The court decision requires that these excess contributions be repaid to all active and retired members with interest. While a final interest rate has not yet been determined by the courts, PSPRS has estimated the contribution repayment amount for the affected Town of Oro Valley members at $1,073,051, including interest estimated at 5% (subject to change). Per federal tax regulations, these excess contributions must be repaid by the employer, not from the PSPRS Plan directly. PSPRS is encouraging employers who have the available funds on hand to refund these contributions in a lump sum payment to reduce the interest costs. PSPRS will, in turn, provide employers with credit memos in the amount of the refund. Those credit memos can be taken against our FY 2017/18 employer contributions up to the point when we recoup the full amount paid out in the lump sum distribution. Once we recoup our lump sum amount, the Town's employer contributions to the PSPRS plan would resume on a per pay period basis. Accordingly, contributions to the PSPRS plan would resume on a per pay period basis. Accordingly, staff is requesting Council authorization to utilize FY 2016/17 General Fund surplus funds to provide the lump sum refunds to our PSPRS members and subsequently take the allowable credit memos against our FY 2017/18 employer contributions up to that amount. FISCAL IMPACT: The estimated FY 2016/17 year-end General Fund surplus is nearly $2 million as reported in the April financial report. If all of the above amounts are approved by Town Council for the purposes outlined, the estimated remaining surplus in the General Fund at year-end would be approximately $300,000, resulting in an overall ending fund balance in the General Fund of approximately $10.7 million. It is important to note that the amount used to refund the PSPRS contributions will be recouped during the first half of FY 2017/18 through savings achieved by not making employer PSPRS contributions. Once those savings have been recouped, the employer contributions will resume. Another important point to note is that General Fund operations will not be disrupted or affected by transferring these surplus funds to cover the deficits in the other funds noted above.  SUGGESTED MOTION: I MOVE to (approve/deny) the transfer of the following amounts from the FY 2016/17 estimated General Fund surplus funds:  $300,000 to the Self-Insurance Benefit Fund $350,000 to the Community Center Fund and further MOVE to approve the use of General Fund surplus funds for the lump sum refund of excess PSPRS contributions to all affected members, as specified by the PSPRS pension system.   Attachments No file(s) attached.