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**SECOND AMENDED AGENDA 09/11/09, 4:00 p.m. tor **AMENDED 09/10/09, 4:00 p.m. AGENDA ORO VALLEY TOWN COUNCIL REGULAR SESSION SEPTEMBER 16, 2009 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER 5:00 PM CALL TO ORDER ROLL CALL EXECUTIVE SESSION AT OR AFTER 5:00 PM Pursuant to A.R.S. X38-431 .03(A)(1) Town Manager's Annual Performance Review RESUME REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE UPCOMING MEETING ANNOUNCEMENTS — TOWN MANAGER COUNCIL REPORTS DEPARTMENT REPORTS TOWN MANAGER'S REPORT - Informational Items 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 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 Y 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 whatY ou wish to discuss when completing the blue speaker card. PRESENTATIONS: PAUSE FOR PAWS 09/16/09 Agenda, Council Regular Session 2 **PRESENTATION BY THE ANIMAL WELFARE ALLIANCE OF SOUTHERN ARIZONA (AWASA) ANNOUNCING THE ORO VALLEY ANIMAL FAIR TO BE HELD ON OCTOBER 10, 2009 1 . CONSENT AGENDA (Consideration and/or possible action) A. Minutes - 08-05-09; 08-19-09 B. Coyote Run Transit Report - July 2009 C. Economic Development Division Monthly Report —August 2009 D. Police Report - July 2009 E. Town of Oro Valley FY 2008/09 Year-End Financial Status Review F. Resolution No. (R)09 - 57 Authorizing and Approving an Intergovernmental Agreement between the Town of Oro Valley and Pima County for Election Services - March 9, 2010 Primary Election and May 18, 2010 General Election G. Resolution No. (R)09 - 58 Designating the Election Dates; Designating the deadline for voter registration; and designating the place and the last date for candidates to file nomination papers for the March 9, 2010 Primary Election and May 18, 2010 General Election H. Resolution No. (R)09 - 59 Authorizing the Town Clerk to conduct the Primary Election on March 9, 2010 and the General Election on May 18, 2010 as Ballot-By-Mail Elections pursuant to A.R.S. §16- 409 Resolution No. (R)09 - 60 Authorizing the execution of a grant contract between the Town of Oro Valley and the Governor's Office of Highway Safety for funding to participate in a Demonstration Project for Seat Belt Enforcement J. Update regarding potential formation of a Sustainability Technical Advisory Team K. **Resolution No. (R)09-62 Authorizing and approving a Task Force Agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley (Town) for the participation of two Oro Valley Officers in the Tucson Task Force and One Police Officer in the Pima County High Intensity Drug Trafficking Area (HIDTA) Financial Task Force 2. PUBLIC HEARING — APPROVAL OF AN APPLICATION FOR A SERIES 7 (BEER AND WINE BAR) LIQUOR LICENSE FOR TRADER JOE'S #96 LOCATED AT 7912 N. ORACLE ROAD Explanation: Allows a beer and wine bar retailer to sell and serve beer and wine, primarily by individual portions, to be consumed on the premises and in the original container for consumption on or off the premises 09/16/09 Agenda, Council Regular Session 3 3. DISCUSSION AND POSSIBLE ACTION REGARDING FISCAL YEAR 2009/10 FINANCIAL UPDATE THROUGH JULY WITH GENERAL FUND PROJECTIONS THROUGH FISCAL YEAR 2010/11 4. RESOLUTION NO. (R) 09 - 61 REQUESTING THE TRANSFER OF 2004 PIMA COUNTY VOTER-APPROVED BOND FUNDS IN THE AMOUNT OF $2.5 MILLION FROM THE KELLY RANCH PROJECT TO THE ACQUISITION OF PROPERTY ALONG THE ORACLE ROAD CORRIDOR TO BE USED FOR WILDLIFE CROSSING LINKAGES FROM THE CATALINA MOUNTAINS INTO THE STATE LAND PROPERTY KNOWN AS ARROYO GRANDE 5. DISCUSSION AND POSSIBLE ACTION REGARDING THE POLICE SUBSTATION TENANT IMPROVEMENTS AT ORO VALLEY MARKETPLACE 6. 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 whatY ou wish to discuss when completing the blue speaker card. ADJOURNMENT POSTED: 09 03 09 AMENDED AGENDA POSTED: 09 10 09 4:00 p.m. 4:00 p.m. cp cp SECOND AMENDED AGENDA POSTED: 09 11 09 4:00 p.m. cp Whenp ossible, 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. DRAFT MINUTES ORO VALLEY TOWN COUNCIL REGULAR SESSION August 5, 2009 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER - 6:00 p.m. ROLL CALL PRESENT: Paul Loomis, Mayor K.C. Carter, Vice Mayor Paula Abbott, Council Member Bill Garner, Council Member Barry Gillaspie, Council Member Al Kunisch, Council Member Salette Latas, Council Member PLEDGE OF ALLEGIANCE Mayor Loomis led the audience in the Pledge of Allegiance. UPCOMING MEETING ANNOUNCEMENTS lbw Town Manager David Andrews reviewed the upcoming meetings and events. COUNCIL REPORTS Council Member Latas noted that the Town's Department Directors held a mini- retreat and she hoped that the event went well. She then thanked the Directors for all of their work. Vice Mayor Carter reported that the Holiday Parade would be held on December Y 10, 2009. DEPARTMENT REPORTS Town Engineer Craig Civalier reported that Town staff is working with the Arizona Department of Transportation (ADOT) on signage at El Conquistador Way (no right turn on red when headed north on Oracle Road). Economic Development Manager Amanda Jacobs announced that the Town was in the running to host the 2010 Governor's Regional and Rural Development Conference. 08 05 09 Minutes, Town Council Regular Session 2 Building Safety Director Suzanne Smith reported that during the month of August, the Building Safety Department will be offering free inspections for swimming pool barrier enclosures. TOWN MANAGER'S REPORT - No report. CALL TO AUDIENCE - No speakers. PRESENTATIONS - a. PAUSE FOR PAWS Karen, a volunteer from Casas de los Gatos, presented Malcolm, a rescued kitten. She stated that they have 500 cats and kittens in need of homes. They are also in need of donations, volunteers and supplies. b. PLAQUES OF APPRECIATION TO OUTGOING ORO VALLEY BOARD AND COMMISSION MEMBERS Mayor Loomis presented Plaques of Appreciation to: John Buette, Development Review Board (DRB) George Glos, Stormwater Utility Commission (SWUC) Dennis Ottley, Parks and Recreation Advisory Board (PRAB) Mike Zinkin, Development Review Board (DRB) (Plaques of Appreciation will also be mailed to Teree Bergman, Planning and 44111) Zoning Commission and Patrick Foley, Historic Preservation Commission) c. RECOGNITION OF ORO VALLEY STUDENT RECIPIENTS OF COMCAST LEADERS AND ACHIEVERS SCHOLARSHIPS TO LINDSAY WELDEN, 2009 CANYON DEL ORO HIGH SCHOOL GRADUATE AND JUSTIN HALEY 2009 IRONWOOD RIDGE HIGH SCHOOL GRADUATE kA • Oen._ • ' _- . '. ow 0.a_ • •• • - . .A, - : : . - • •- • - , recognition of their receiving the Comcast Leaders and Achievers Scholarships. d. PROCLAMATION FOR "DROWNING IMPACT AWARENESS MONTH" - AUGUST 2009 Town Clerk Kathryn Cuvelier read a proclamation for "Drowning Awareness Month, August 2009". e. PROCLAMATION HONORING THE 100TH BIRTHDAY OF E. JAMES MULLIGAN, M.D. Mayor Loomis presented a Proclamation honoring Oro Valley resident Dr. James Mulligan's 100th birthday naming August 11, 2009 as Dr. E. James Mulligan Day. 08 05 09 Minutes, Town Council Regular Session 3 f. REGIONAL TRANSPORTATION AUTHORITY PRESENTATION: UPDATE ON SUN SHUTTLE TRANSIT SERVICE, SCHEDULE CHANGES AND AUGUST 1ST FARE RATE INCREASE Jim Degrood, Regional Transportation Authority (RTA) Director of Transit Services, presented an update on Sun Shuttle Transit Services and highlighted the following: - Ridership - System performance - Service overview - Planned Improvements: - Reduce travel times - Increased frequency of buses - Coordinate transfers w/Sun Tran and Sun Express - Fare increase from $1 .00 to $1 .25 - Route changes and improvements - Opportunities for the future g. PRESENTATION BY THE CENSUS 2010 PARTNERS 1 Magdalena Barajas, Census 2010 Partnership Specialist, thanked the Town for g partneringwith the Census 2010 Partners. She stated that Oro Valley was Arizona's leader in census responses for Census 2000 and she encouraged the ths, Town to organize a local Complete Count Committee for the upcoming Census. Sonny Suvia, Census 2010 Partner Specialist Team Leader, congratulated the Town for being the leading city/town in Arizona by achieving the highest number of respondents for the 2000 Census. He encouraged the Council to continue their efforts to get everyone in the community counted. 1. CONSENT AGENDA MOTION: A motion was made by Vice Mayor Carter and seconded by Council Member Kunisch to approve the Consent Agenda with the exception of Item C. MOTION carried, 7-0. Minutes - June 3, 24, July Y 8, 2009 4 B. Police Report - June 2009 C. Resolution No. (R)09 - 45 Authorizing and Approving the Execution of an Agreement between the Town of Oro Valley and the Oro Valley Historical Society for Donation of the Sculpture known as "Steam Pump Pony"" to the Town of Oro Valley (PULLED FOR DISCUSSION) lr• 08 05 09 Minutes, Town Council Regular Session 4 MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Abbott to TABLE Resolution (R)09-45. MOTION carried, 7-0. D. Resolution No. (R)09 - 46 Authorizing and approving the amendment to the deeds of trust relating to water service between the Town of Oro Valley, Stone Canyon, LLC and the Robert A. Hansen family trust E. Resolution No. (R)09 - 47 Authorizing and approving Financial Participation Agreements between the Town of Oro Valley and Amphi Foundation, M3S Sports, LLC, Arizona Chapter Paralyzed Wheelchair Veterans of America, Inc., Catalina Community Services, Perimeter Bicycling Association, Project Graduation, Greater Oro Valley Arts Council, Pima Council on Aging, Interfaith Community Services, Trisports Racing, Greater Southwest Chapter of the Arthritis Foundation, Critical Path Institute (C-Path), Metropolitan Convention and Visitors Bureau, Oro Valley Parade Committee, and Tucson Regional Economic Opportunities, Inc. and Community Food Bank F. Reappointment of Jimmy Fields to the Board of Adjustment with term effective August 5, 2009 to June 30, 2011 G. Mayor and Council Trip Reports 2. DISCUSSION AND UPDATE BY THE CRITICAL PATH INSTITUTE (C- PATH) AND BASIS CHARTER SCHOOL Dr. Raymond Woosley, President and CEO of Critical Path Institute presented an update regarding C-Path highlighting the following: - Provide safe drugs for serious diseases - Consortia Model - Predictive Safety Testing Consortium (PSTC) - Patient Reported Outcomes (PRO) - Coalition Against Major Diseases (CAMD) (Patients, Government, Industry) - 28 major pharmaceutical companies, 500 scientists - Value to community (8-fold return on public investment in 4 years, growing employer with 28 bioscience jobs, $30 million in federal grants to Arizona, University of Arizona Partner) - Role in Oro Valley - Help bring Oro Valley to the attention of global pharmaceutical and bio-tech companies - Help develop Bioscience Plan for Southern Arizona with focus on Oro Valley - Create innovative environment - Help develop the workforce 08 05 09 Minutes, Town Council Regular Session 5 Dr. Michael Block, Chairman of Basis Charter School, presented an overview of Basis Charter Schools: College Preparatory, grades 5-12 Charter School - Theme: Excellence - High academic standards - BASIS Schoolsp rovide: a tool for recruitment, successful model for education reform, asset to the community. - Model for educational reform BASIS committed to opening a school in Oro Valley and received a new charter on June 8, 2009. - Challenge: Recent budget shortfall to education funding, need assistance with g g funding a site and facilities. - Plans: - Facilities: Modular buildings on site in or near Innovation Park; possibly share site at Innovation Park or Municipal Operations Center; hope to open school in Oro Valley in August 2010. - Financing: Form a committee of potential stakeholders to help raise funds; apply for State Charter School Start-up Funds. In questions response to from Council, Mr. Block explained that they are not be in close necessarily locked into the Innovation Park area but they would like to ne Y proximityto major employers. He also explained that the average size of middle school classes was 25 students with the high school classroom size being approximately 8-12 students. Mr. Block further explained that they would start the new campus utilizingmodular units. He also reported that the Scottsdale school site has 600 students and sits on a 5 acre site with 3 acres being open space. Mayor Loomis recessed the meetingat 7:33 p.m. The meeting resumed at 7:43 p.m. 3. PUBLIC HEARING - APPROVAL OF AN APPLICATION FOR A LOCATION TRANSFER OF A SERIES 09 (LIQUOR STORE) LIQUOR LICENSE FOR WALGREENS #6411 LOCATED AT 11951 N. FIRST AVENUE Mayor Loomisopenedpublic the hearing. There being no speakers, the public hearing was closed. MOTION: A motion was made by Council Member Abbott and seconded by Council Member Kunisch to recommend approval of the request for a Location Transfer to the Arizona State Liquor Board for a Series 09 Liquor License at Walgreens #6411 located at 11951 N. First Avenue. MOTION carried, 7-0. 08 05 09 Minutes, Town Council Regular Session 6 4. PUBLIC HEARING - RESOLUTION NO. (R) 09 - 48 OV8-09-002 GRANTING APPROVAL OF A CONDITIONAL USE PERMIT TO IN-N- OUT BURGER, LOCATED WITHIN LOT 28 OF THE ORO VALLEY MARKETPLACE NEAR THE SOUTHWEST CORNER OF ORACLE ROAD AND WATER HARVEST WAY Assistant Planning and Zoning Director Paul Popelka introduced the request for a conditional use permit (CUP) for In-N-Out Burger restaurant. He explained that a CUP was required due to the request for a drive-through. He reported that staff finds that the request is in conformance with the Zoning Code requirements. Keith Gilbert representing In-N-Out Burger presented a brief background on the restaurant and stated that they currently have 232 restaurant facilities. He explained that they have worked with staff and Vestar to design a restaurant that would fit well into the Oro Valley Marketplace and the Town. Mayor Loomis opened the public hearing. Lois Marinaro, Oro Valley resident, stated that she did not object to the restaurant but she objected to the proposed location. She stated that they would be affected by lights from the restaurant and she was somewhat concerned about smells that might come from the restaurant. She asked that the In-N-Out Burger restaurant be placed near the other restaurants in the Oro Valley Marketplace. Mayor Loomis closed the public hearing. In response to questions from Council: Mr. Popelka explained that all restaurants are required to have an odor abatement plan and Mr. Gilbert stated that the hours of operation for the restaurant would be from 10:00 a.m. to 1 :00 a.m. MOTION: A motion was made by Council Member Abbott and seconded by Council Member Kunisch to approve with conditions Resolution (R)09-48 In-N- Out Burger represented by GreenbergFarrow, request for approval of a conditional use permit for a restaurant with a drive-through located within the Oro Valley Marketplace in proximity to the southwest corner of Oracle Road and Water Harvest Way, OV8-09-002 to include that (friendly amendment requested by Council Member Gillaspie): 1) wall mounted signs facing Catalina Shadows subdivision to the west will not be permitted; 2) the height of the restaurant be limited to 28 feet, and finding that the development meets the standards of the conditional use permit. MOTION carried, 6-1 with Council Member Latas opposed. 5. OV12-09-01 REQUEST FOR APPROVAL OF A DEVELOPMENT PLAN FOR A RESTAURANT WITH DRIVE-THROUGH FROM IN-N-OUT 08 05 09 Minutes, Town Council Regular Session 7 BURGER, REPRESENTED BY GREENBERGFARROW, LOCATED WITHIN THE ORO VALLEY MARKETPLACE NEAR THE SOUTHWEST CORNER OF ORACLE ROAD AND WATER HARVEST WAY Assistant Planning and Zoning Director Paul Popelka reviewed the development plan for the In-N-Out Burger restaurant to be located on the southern tip of the Oro Valley Marketplace (OVM) site. He reported that the restaurant use was approved as part of the Master Plan for the OVM. Mr. Popelka explained that staff worked with the applicant on traffic issues, architectural elements and outdoor seating and parking and they feel that the plan meets the requirements of the Zoning Code. He further explained that the signage faces east and south and the west side is screened by landscape and the placement of signs. He reported that the Development Review Board (DRB) has recommended approval. Keith Gilbert representing the In-N-Out Burger restaurant reviewed the architectural elevations of the restaurant. In response to a question from Council Member Garner, Mr. Popelka explained that the landscape plan was approved by the DRB; however, it has since been realized that palm trees are not permitted in the Oracle Road Scenic Corridor Overlay District (ORSCOD). MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Abbott to approve with conditions in Exhibit "A" In-N-Out Burger development plan for a restaurant with drive-through located within the Oro p Valley Marketplace lace in close proximity to the southwest corner of Oracle Road and Water Harvest Way with the additional condition (friendly amendment requested by Council Member Latas) that no palm trees are allowed (within Oracle Road Scenic Corridor Overlay District (ORSCOD). Exhibit "A": 1) Address all red-lined comments within the Development Plans. Please return all redlined originals back to the Town of Oro Valley. 2) Revise the Development Plan's General Note 5 to indicate the correct number ofarkin spaces provided for Lot 28. Also, indicate that three "Universal" p g p spaces parkings aces are provided for this project. In accordance with American with Disabilities Act Accessibility Guidelines (ADAAG), "Universal" parking spaces are an acceptable alternative to providing van accessible parking. 3) Building Safety Plan Review will ensure the proper Finished Floor Elevation (FFE) to achieve positive drainage away from the building structure. 4) Additional condition per motion: No palm trees are allowed (within the Oracle Road Scenic Corridor Overlay District (ORSCOD). MOTION carried, 7-0. 08 05 09 Minutes, Town Council Regular Session 8 6. DISCUSSION AND POSSIBLE ACTION FOR THE INTERIM FACILITIES AT THE RANCHO VISTOSO MUNICIPAL COMPLEX Building Safety Director Suzanne Smith, presented an overview of possible interim plans for the Rancho Vistoso Municipal Complex (RVMC) and the Calle Concordia site. She explained that staff has reviewed the existing facilities and has recommended the following options: - Option X — Calle Concordia site - provides minimal improvements which would include: 1) Remediation of all code violations, 2) Relocation of a storage module and extending the existing maintenance building by one 800 square foot bay for storage in the Operations yard; and 3) Provide ADA accessible paved parking, landscape buffers and a six foot high masonry wall and gate for security between the Parks and Recreation public access area and the Operations Yard. Scope of Work: $340,000 construction costs, $45,000 design and other services, $5,000 data/telecom equipment, $18,000 Town costs and $41,000 owner contingency for a total of $449,000. - Option Y RVMC site: 1) Provide two temporary modular buildings and associated parking for Public Works staff that are currently at Calle Concordia; 2) Provide a prefabricated metal maintenance building; 3) Provide a fueling station; 4) Relocate storage buildings; and 5) Provide materials storage and associated site improvements. Includes Calle Concordia site demolition and clean up of the existing operations yard upon completion of the RVMC work, remediation of remaining code violations, parking, landscape buffers and security wall. Scope of Work: $2,296,000 construction cost, $245,000 design and other services, $96,000 equipment, $304,000 Town costs, $294,000 owner contingency for a total of $3,235,000. Funding Sources (fiscal year 2007/08 - Town funds contributed to the RVMC construction fund to assist with construction): - General Fund $3,702,000 - Highway Fund $ 450,000 - Water Utility Fund $1 ,600,000 Total $5,752,000 Ms. Smith further noted that all options included in Option Y would remain in place at the RVMC. She then reviewed the benefits and concerns for each option: ........�..M.. ...w............ . ..V,.._._......_ .._.V.. _._.....�.w ..n..�........�....�. �.._.................M..._...�.....�..,,�..M. ... .� .ww... ....H..µ._M......�........_.H,...�._.....w_....w..ww...�.�. MM...r.....u...._µ.w.. BENEFITS CONCERNS OPTION X . ....�..... ........�..... ......w.m.._......_.-.. .w....wN...w... ................. .w�....._.._..�.,...w.._. �._ .�.........�...M.Mw..........-.........M_. w.k.w.H.... ....._M.A nv...., v......._N.M....w. Invests in facilities that will - Lowest initial cost be demolished in the near `future . 08 05 09 Minutes, Town Council Regular Session 9 `- Retains facilities that are 111. - Provides necessary space for fleet maintenance `below current Town standards Inconsistent with Town's Y O erations and is near current road projects commitment to the p neighborhood Public Works operations and staff is divided �:•.....:................•.......•,....,.:,;.,,:.,....•...w....,....,.+,:H..•.+.::.-:+«•.++....•n,•...•,...w,.,•..:•..•..,,,w....w.....•.•::.....:..+o.,,.-...w..,..•:,..,w,w...•.H,.•...,+,w.,wn..w•w..w.«..w•....•...•.....w.x.,,•..•..+.ww+.,w•...•.w,..,:•..::.+w.ww,:.vw.w+..,.w..w.w+.w...,.ww.:,+ww•.ww.,..w++...H....n.+,....++,.,.+,..+e+,+.wkw,w...•.•..w..ww..w+w,.:...+ww.w,H.,vww..::,..,...,,:..::::.w,.++w.:..m•:..-.•.:nw::.a++•,..:,...:..r...Mw:..:.•.,,.w.,.:,w-....+.,,:+v.:.v.:w..:wu..H.w.•x,a•.:xw.wv...:w,.,...•..:.N:w+t :OPTION Y i Provides necessary space for fleet maintenance Higher Cost that will be retained in future RVMC development - Operations yard is further i- Provides facilities that meet Town standards from current road projects Moves operations to a non-residential area; , `consistent with Town's commitment to Calle Concordia neighborhood i „ _ ._...,. .._..m. m.._.......,+-._..._..._......._ - Public Works staff is in one location i Operations yard is positioned for future Town 1 growthprovides and a second location for vehicle 1 • refueling 411 . ,. ., , .„ •..... .........,.. ,,•. .„.._,•,,...,•......• ....„„...,„„,..,...„..„.............__ Discussion followed regarding: commitment to neighborhood, Town has right to operate the Calle Concordia site, need to move magnesium chloride tanks to an industrial site, cost to correct code violations would be approximately $25,000, fleet maintenance plan, parking lot paving, fleet maintenance needs and getting financial1 rojections for next year before moving forward (with the exception p of OSHA issues). MOTION: A motion was made by Council Member Abbott and seconded by Council Member Kunisch to authorize staff to spend up to $25,000 from the Contingency Fund to remediate all code violations. MOTION carried, 7-0. MOTION: A motion was made by Council Member Abbott and seconded by Council Member Kunisch to direct staff to bring forward a fleet maintenance plan in time to support the mid-year budget review (in November). MOTION carried, 5-2 with Council Member Garner and Council Member Gillaspie opposed. MOTION: A motion was made by Council Member Garner and seconded by Council Member Abbott to have the Chief of Police or his designee evaluate 08 05 09 Minutes, Town Council Regular Session 10 current needs for an impound yard and whether or not he would like to continue to keep it at Calle Concordia or relocate the impound yard to the Ranch Vistoso Municipal Complex and to include costs associated with moving it or securing the current site. MOTION carried, 7-0. 7. FUTURE AGENDA ITEMS Council Member Kunisch/ Council Member Abbott second - Staff to provide an update on the Emergency Command Center/Substation at the Oro Valley Marketplace. CALL TO AUDIENCE -No speakers. ADJOURNMENT MOTION: A motion was made by Vice Mayor Carter and seconded by Council Member Kunisch to adjourn at 9:15 p.m. MOTION carried, 7-0. Prepared by: Roxana Garrity, 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 5th day of August 2009. I further certify that the meeting was duly called and held and that a quorum was present. Dated this day of , 2009. Kathryn E. Cuvelier, CMC Town Clerk DRAFT MINUTES ORO VALLEY TOWN COUNCIL REGULAR SESSION August 19, 2009 ORO VALLEY COUNCIL. CHAMBERS 11000 N. LA CANADA DRIVE REGULAR SESSION CALL TO ORDER - 6:00 p.m. ROLL CALL PRESENT: Paul Loomis, Mayor K.C. Carter, Vice Mayor Bill Garner, Council Member Barry Gillaspie, Council Member Al Kunisch, Council Member Salette Latas, Council Member EXCUSED: Paula Abbott, Council Member PLEDGE OF ALLEGIANCE Mayor Loomis led the audience in the Pledge of Allegiance. UPCOMING MEETING ANNOUNCEMENTS Town Manager David Andrews reviewed the upcoming meeting and events. COUNCIL REPORTS - No reports. DEPARTMENT REPORTS - No reports. TOWN MANAGER'S REPORT - No report. ORDER OF BUSINESS: MAYOR WILL REVIEW THE ORDER OF THE MEETING There being no objections, Mayor Loomis moved Item 6 up on the agenda before J Item 5. Pause for Paws Lane Davidson, representing Foundation for Animals in Risk (FAIR), introduced kittens, Moo and May. She reported that the kittens would be available for adoption at the Oro Valley PetSmart. Ms. Davidson also noted that besides adoptions, foster homes are needed for the animals. CALL TO AUDIENCE 08 19 09 Minutes, Town Council Regular Session 2 Chris Palic, Oro Valley Police Department and president of Arizona Police Officers Association (AZCOPS) presented a background letter to the Council regarding AZCOPS. Carolyn Campbell, non Oro Valley resident and Executive Director of the Coalition for Sonoran Desert Protection and a member of the Pima County Bond Advisory Committee requested that the Council consider a future agenda item to approve an amendment regarding bond monies that were set aside for the acquisition of Kelly Ranch. She requested that the monies be used for open space acquisition along Oracle Road. She stated that she would be willing to give a more comprehensive presentation on the subject if the Council wished to consider a possible amendment. PRESENTATIONS: a. PLAQUES OF APPRECIATION TO OUTGOING ORO VALLEY BOARD AND COMMISSION MEMBERS Mayor Loomis presented plaques of appreciation to: Bill Adler, Planning and Zoning Commission Teree Bergman, Planning and Zoning Commission (not present, plaque to be mailed). b. PRESENTATION OF THE CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING FROM THE GOVERNMENT FINANCE OFFICER'S ASSOCIATION FOR THE FISCAL YEAR ENDED JUNE 30, 2008 Mayor Loomis presented the Certificate of Achievement for Excellence in Financial Reporting to Finance Director Stacey Lemos, Accounting Supervisor Mary Rallis and Senior Accountant Linda Ragsdale. He also reported that this was the 15th consecutive year the Town has received the award from the Government Finance Officer's Association. 1 . CONSENT AGENDA At the request of Council, Mayor Loomis pulled items B and D from the Consent Agenda. MOTION: A motion was made by Council Member Kunisch and seconded by Vice Mayor Carter to approve the Consent Agenda with the exception of Items B and D. MOTION carried, 6-0. A. Minutes: 07/15/09 • 08 19 09 Minutes, Town Council Regular Session 3 B. Coyote Run Transit Monthly Report - Year End Report FY 08-09 (PULLED FOR DISCUSSION) MOTION: A motion was made by Vice Mayor Carter and seconded by Council Member Kunisch to approve Item B, Coyote Run Transit Monthly Report. MOTION carried, 6-0. C. Economic Development Division Monthly Report - July 2009 D. Public Safety Fire and Emergency Medical Service Providers Quarterly Report - April 1, 2009 - June 30, 2009 (PULLED FOR DISCUSSION) MOTION: A motion was made by Council Member Garner and seconded by Council Member Gillaspie to approve Item D, Public Safety Fire and Emergency Medical Service Providers Quarterly Report. MOTION carried, 6-0. E. Resolution No. (R)09 - 49 Amending the Town of Oro Valley Personnel Policies and Procedures Manual to update Policy 10, Attendance and Leaves F. Resolution No. (R)09 - 50 Authorizing and approving a new lease for the Parks and Recreation Department Recreational Facility located at 11133 N. La Canada Drive G. Resolution No. (R)09 - 51 Authorizing and approving a new sublease for the Oro Valley Police Department substation located at 8001 N. Oracle Road H. Resolution No. (R)09 - 52 Declaring as a public record that certain document filed with the Town Clerk and entitled "The 2009 Amendments to the Tax Code of the Town of Oro Valley" I. Resolution No. (R)09 - 53 Authorizing and approving a Memorandum of Understanding between the Town of Oro Valley, City of Tucson, Pima County, City of South Tucson, Town of Sahuarita and Town of Marana for the Recovery Act: Edward Byrne Memorial Justice Assistance Grant to fund the Proximity Reader Security System for the Oro Valley Marketplace Substation J. Resolution Number (R)09 - 54 Authorizing and approving an Intergovernmental Agreement ("IGA") between the Town of Oro Valley and 08 19 09 Minutes, Town Council Regular Session 4 the Arizona Department of Transportation (ADOT) for the State to oversee and administer the Town of Oro Valley's projects receiving funds under the Federal Government's American Recovery and Reinvestment Act K. Resolution Number (R)09 - 55 Authorizing and approving the Town of Oro Valley to enter into an Intergovernmental Agreement ("IGA") between the Town of Oro Valley and the Town of Marana for the purpose of contracting with the Arizona Game and Fish Department to complete a Regional Transportation Authority Wildlife Linkage Crossing Study for a section of Tangerine Road between Interstate 10 and La Canada Drive and La Cholla Boulevard between Tangerine and Overton Roads L. Resolution Number (R)09 - 56 Supporting the Regional Transportation Authority Wildlife Linkages Project Funding Proposal for the SR-77, Oracle Road, Wildlife Crossing Structures M. 0V12-05-28C Approval of a one year extension to July 15, 2010 of the preliminary plat approval for the Lofts at Vistoso condominiums at Vistoso Town Center, located at the southeast corner of Rancho Vistoso Boulevard and Moore Road N. Appointment of Ali C. Boelts to the Parks and Recreation Advisory Board for a term to expire on June 30, 2011 O. Appointment of Kit Thomas Donley as Oro p Valley's representative to the Pima County Bond Advisory Committee for a term to expire on September 30, 2015 2. PUBLIC HEARING - APPROVAL OF AN APPLICATION FOR A SERIES 14 (CLUB) LIQUOR LICENSE FOR STONE CANYON CLUB LOCATED AT 14200 N. HOHOKAM VILLAGE PLACE Explanation: Series 14 Liquor License allows the holder of a club license to sell and serve spirituous liquor for consumption only on the premises owned, leased or occupied by the club, and only to bona fide members of the club and their guests. Mayor Loomis opened the public hearing. There being no speakers, the public hearing was closed. MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Kunisch to recommend approval of the issuance of the Series 14 Liquor License to the Arizona State Liquor Board for Mr. Todd Huizinga and principals at Stone Canyon Club located at 14200 N. Hohokam Village Place. MOTION carried, 6-0. 3. PUBLIC HEARING - APPROVAL OF AN APPLICATION FOR A SERIES 10 (BEER AND WINE STORE) LIQUOR LICENSE FOR COST PLUS 08 19 09 Minutes, Town Council Regular Session 5 WORLD MARKET TO BE LOCATED AT 11975 N. ORACLE ROAD IN THE ORO VALLEY MARKETPLACE Explanation: Series 10 Liquor License allows a retail store to sell beer and wine (no other spirituous liquors) only in the original unbroken package, to be taken away from the premises of the retailer and consumed off the premises. Chief of Police Danny Sharp reported that Cost Plus World Market had installed a software system in their store that would require the customer's date of birth be entered or the sale could not be completed. Chief Sharp stated that he wanted to recognize this type of responsible corporate sponsorship that would prevent sale of liquor to under-aged customers. Mr. Lewkowitz, agent/applicant, thanked the Town for their help and stated that they were proud to be part of the Oro Valley Marketplace. Mayor Loomis opened the public hearing. There being no speakers, the public hearing was closed. MOTION: A motion was made by Council Member Kunisch and seconded by Vice Mayor Carter to recommend approval of the issuance of the Series 10 Liquor License to the Arizona State Liquor Board for Mr. H. Lewkowitz and principals als at Cost Plus World Market to be located at 11975 N. Oracle Road. fir MOTION carried, 6-0. 4. PUBLIC HEARING - ORDINANCE NO. (0)09 - 16 ADOPTING THE "2009 AMENDMENTS TO THE TAX CODE OF THE TOWN OF ORO VALLEY" BY REFERENCE; PROVIDING FOR SEVERABILITY AND PENALTIES FOR VIOLATIONS Finance Director Stacey Lemos reported that the League of Arizona Cities and Towns coordinates proposed statewide tax code amendments to promote uniformityand tax code compliance. She explained that these amendments would have little, if any, impact on the Town's sales tax base and if approved, would be incorporated into the Town's Tax Code. p Mayor Loomis opened the public hearing. There being no speakers, the public Y hearing was closed. MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Kunisch to approve Ordinance (0)09-16, adopting "The 2009 Amendments to the Tax Code of the Town of Oro Valley, Arizona". MOTION carried, 6-0. 08 19 09 Minutes, Town Council Regular Session 6 6. PUBLIC HEARING - ORDINANCE NO. (0)09 - 18 OV7-09-005 AMENDING SECTION 28.3 REQUIREMENTS, AND SECTION 28.5, PERMANENT SIGNS, OF THE ORO VALLEY ZONING CODE REVISED Explanation: The zoning code amendment would permit wall signs to be illuminated until 10 P.M. or to be turned off immediately after closing, whichever is later. Acting Planning and Zoning Director Paul Popelka presented the item and stated that the proposed amendment only refers to illuminated wall signs. He then highlighted the following: Background: - Sign Code was revised in 2003 - Master Sign Programs have been approved for Oro Valley Marketplace and other commercial centers - Zoning Enforcement letter sent out in April 2009 regarding enforcement of Sign Code - Draft Code changes were approved by the Planning and Zoning Commission in June 2009 Issues: - Community values and policies - Business identification - Hours of illumination - Security (by design, illuminated wall signs do not add to security of site) - Dark sky effects - Energy - Enforcement - Relation of Code to Planned Area Developments (PADS) (Rancho Vistoso and Oro Valley Marketplace are not subject to proposed changes) Code Requirements - - Current Code - Illuminated wall signs shall be turned off one hour after closing. - Proposed Code Change - Turn off at 10 p.m. or when the business closes, whichever is later. Other Jurisdictions - - Town of Marana and Pima County - sign lights off at 10 p.m. or when the business closes - Tucson - sign lights off at 11 p.m. Summary: - A balance of business and community - Provide businesses with better visible signage (improvement for many businesses) - Better directional ability at night • 08 19 09 Minutes, Town Council Regular Session 7 - Matches Pima County's and Marana's policy - Minimal intrusion and impact to dark skies - Energy savings - Consistent enforcement Mayor Loomis opened the public hearing. Lyra Done, Oro Valley resident, thanked the Council and prior councils and departments that started the Dark Sky ordinance. Zev Cywan, Oro Valley resident, commented that businesses are hurting but sign Y lighting htin is not a way to bring in more business. He stated that he was opposed to the dusk til dawn proposal. Jeff Jones, Oro Valley resident, asked that Council show local businesses their support and he urged Council to approve a dusk to dawn proposal. Maurice McCarty, Oro Valley resident, suggested requiring that all signs that are lit after 10p.m. are back-lit as many are near residential areas and are high intensity signs. He stated that the Town should consider who is affected by the lighting. Paul Parisi, Oro Valley resident, representing Tucson Metropolitan Chamber of Commerce commented that businesses should be allowed to determine when they should turn off lights. He also suggested that wall lights aid in public safety and that better signs mean better business and better tax revenues. Don Bristow, Oro Valley resident, supported the ordinance as presented and stated that it was critical to have a balance between residences and businesses. Jim Skalisky, Oro Valley resident, stated that he was not anti-business but felt that lights should be turned off when the stores closed. He commented that it saves energy and signals people that the business is closed. Phil Richardson, Oro Valley resident, stated that he had mixed emotions as he was interested in astrology but also supported businesses. He stated that he has visited witheo le from Kitt Peak and any increase in lighting adds to the loss of p p dark skies. He also commented that $150 million was spent in Pima County by astronomers. Edward Beshore, non Oro Valley resident and scientist at the University of Arizona spoke regarding the threat of lights to astronomy. He stated that astronomywas a thriving industry in our area and we needed to keep our skies as dark as possible. He stated that astronomers from around the world come to the Tucson area to study under our dark skies and astronomy provided jobs and enriched students in southern Arizona. 08 19 09 Minutes, Town Council Regular Session 8 Ramon Gaanderse, non Oro Valley resident and representing Northern Pima County Chamber of Commerce encouraged the Council's consideration of dusk to dawn lighting. He also encouraged creating dialogues that went beyond illumination regarding signage in Oro Valley. Matthew Moutafis, Oro Valley resident, encouraged finding creative solutions to help the businesses. He stated that illumination was not the only answer to increasing sales and the Town needed to keep the visual integrity of the community. Jerry Anderson, Oro Valley resident, commented that he was opposed to any lengthening of hours for illumination of signs. He stated that he moved to Oro Valley because it was advertised as a dark sky area. He stated that did not enjoy having signs illuminating his house when businesses were closed. He also commented that he supports businesses but good customer service would help bring in customers. Elizabeth Alvarez, non resident and representing Kitt Peak National Observatory commented that there are over 20 telescopes from over 40 institutions on the mountain top. She stated that 150 sites were studied and the Tucson area was picked as the best site. She commented that the Kitt Peak Observatory was celebrating its fiftieth year. She encouraged Council to keep lit sign hours at a minimum and stated that observations from the observatory were conducted from dusk to dawn. John Stebbins, non Oro Valley resident but business owner in Oro Valley commented that this was a very complex issue and that he was learning many things. He commented that he originally felt this was a safety issue for first responders during the night if businesses were not lit, but there were many good reasons to support or oppose the proposed recommendation. He recommended that Council bring the item back for further discussion. Don Milliken, Oro Valley resident, commented that Planned Area Developments (PAD) may not be affected. He stated that the Oro Valley Marketplace master sign plan provides that only the theater be lit until 11 p.m. and the Rancho Vistoso PAD provides that signs are turned off when the businesses closed. He stated that a balance between businesses and residences needs to be made and he recommended that the dark skies are respected and that people think "green". Doug McKee, Oro Valley resident, commented that he has looked at other communities and many are doing what is being proposed by Oro Valley staff. He stated that the International Dark Sky Association recommended 10:30 or 11:00 p.m. and the Model Outdoor Lighting ordinance created by Harvard Law prohibited lights on after 11 p.m. He stated that the Town should keep unnecessary lights from shining onto residences. He urged approval of the 08 19 09 Minutes, Town Council Regular Session 9 staff's recommendation and recommended that the Town continue to study this item. Barry Kitay, non Oro Valley resident and developer of Mercado del Rio Shopping Center commented that they were recruiting tenants for the center. He asked that Council consider everything from dark skies to the shopping centers that provide sales taxes to the community. He stated that they try to be a good neighbor and the businesses in the center have appropriate lighting that did not intrude on neighboring residences. He stated that the Town needed to strike a balance for dark skies and businesses and asked that that signs be lit until 11 :00 p.m. as he felt that the signs do work as advertising. Wendy Hesse, non Oro Valley resident and local business owner stated that balance was the key. She commented that she learned a lot tonight but she felt that lighting works and helps advertise businesses. Lynn Taylor, non Oro Valley resident and developer commented that businesses Y Y are looking to develop a market force in today's economy. He commented that lit signs provided advertisement. He stated that there was a happy medium, a solution, and there was better way to do it than what was being recommended. Art Segal, Oro Valley resident commented that Council has heard from citizens, the business community and the scientific community. He stated that no citizens Ctieargued to keep business lights on from dusk to dawn. He commented that the scientific community has asked sked for dark skies and he also felt that most residents did not want to see lights on throughout the night. Bill Adler, Oro Valley resident, commented that Sign Code changes should be on the Planning and Zoning Department's work plan and he could not understand why pg lannin staff was doing something that was not authorized during the budget. He also expressed concerns about the disconnect between the Sign Code and the Town's General plan as adding obtrusiveness to the Sign Code was a contradiction to the General Plan. Michael Quinn, Oro Valley resident and business owner recommended that thero osal be approved. He stated that setback restrictions keep businesses p p from being seen from roads and signs are advertising. He stated that he felt that the current proposal created a balance. Mayor Loomis closed the public hearing. Discussion followed regarding ATM signage lighting; businesses that are currently out of compliance with the Sign Code (approx. 80%); efforts that began with complaints received by citizens regarding lit signs; businesses are not required to have lit signs; and inconsistencies between the Sign Code and the General Plan. 08 19 09 Minutes, Town Council Regular Session 10 MOTION: A motion was made by Council Member Kunisch and seconded by Vice Mayor Carter to adopt Ordinance (0)09-18, OV7-09-005, amendments to the Oro Valley Zoning Code Revised, Chapter 28 with additional direction to staff to complete a comprehensive review and update of the Sign Code to be completed by September 2010. MOTION failed, 3-3 with Council Member Garner, Council Member Gillaspie, and Council Member Latas opposed. Council Members Garner, Gillaspie and Latas did not support the motion due to non-compliance with the General Plan, protection of dark skies, quality of life in Oro Valley and current non-compliance with the Sign Code. MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Latas to direct staff to return by November with a comprehensive assessment and proposal as it relates to the existing Planning Work Plan and the Sign Code that will provide a recommendation for comprehensive amendment involving all stakeholders and that also gives staff direction to look at it in context of the other elements of the General Plan that we made need to change to start the full Sign Code amendment and work on this and to invite the stakeholder community. MOTION carried, 5-2 with Vice Mayor Carter and Council Member Kunisch opposed. Council Member Kunisch did not support the motion as he felt that businesses needed some relief and Vice Mayor Carter expressed concerns regarding what he perceived as discrepancies in the General Plan (maintenance of dark skies vs. safety of residents). Mayor Loomis recessed the meeting at 8:15 p.m. The meeting resumed at 8:25 p.m. 5. PUBLIC HEARING - ORDINANCE NO. (0)09 - 17 OV7-09-06 AMENDING THE ORO VALLEY ZONING CODE REVISED, APPROVING A TEXT AMENDMENT TO CHAPTER 22, TO ADD SECTION 22.15, PUBLIC PARTICIPATION Explanation: The primary intent of this text amendment is to: 1) provide a useful template for effective public participation in the planning and development process, 2) codify requirements for public outreach and participation for various planning and zoning actions, and 3) ensure a consistent approach to public outreach and participation for all applicable development projects within the Town Senior Planner Matt Michels presented the item and highlighted the following: Goals -Improve participation process and outcomes for all stakeholders: . - 08 19 09 Minutes, Town Council Regular Session 11 - Applicants - encourage quality development and investment in the community - Citizens - engage earlier and work toward solutions and consensus - Decision makers - solve problems prior to public hearing - Objectives - Provide a uniform template for effective public participation in the development process - Codify requirements for public outreach and participation for various actions a - Ensure a consistent approach to public outreach and participation for projects - Code elements: - Public outreach Plan (POP) and Report - Neighborhood meetings - Educational element - Applicant presentation -Issue identification - Consensus for solutions - Standard Operating Procedure (SOP) - Specific implementation policies - Tier system for facilitation - Neighborhood meeting process - Summary: - Unanimous recommendation of approval by Planning and Zoning • Commission - Consistent set of policies and guidelines - Improved neighborhood outreach process - Public outreachp lan and report go above and beyond written notification and formal neighborhood meetings - Tier system rather than a one size fits all approach - SOP can be updated and amended - Period of adjustment and refinement Discussion followed regarding notification areas, pros and cons regarding 4 combining neighborhood two nei hborhood meetings, major and minor amendments, discretion of the Planningand Zoning Director and being careful not to add a lot of additional time to projects. Mayor Loomis opened the public hearing. Bill Adler, Oro Valley resident, referenced the General Plan policy regarding new development protecting evelo ment rotectin existing development. He also commented on the benefits of holding two meetings, one for the education of the residents/neighbors hbors and one with the applicants. He encouraged the Council to think this text amendment through as it was important and he did not want to see the educational component undermined. Mayor Loomis closed the public hearing. 08 19 09 Minutes, Town Council Regular Session 12 Further discussion followed regarding the need to provide more flexibility for the Planning and Zoning Director; walking through the process to figure out what amount of time and costs might be added to the applicant's project; and looking at "hot button" issues that have occurred. MOTION: A motion was made by Council Member Gillaspie and seconded by Council Member Garner to continue Ordinance (0)09-17, OV7-09-06 until the first meeting in November with direction to staff to return with more specific recommendations on applicability and with suggestions for flexibility in those instances where judgment would be appropriate for a particular project. MOTION carried, 6-0. 7. FUTURE AGENDA ITEMS Council Member Latas (second by Council Member Gillaspie) - September 16th meeting- Resolution to amend the bond ordinance to allow the use of Pima County open space bonds earmarked for purchase of Kelly Ranch to instead be used for purchase of parcels on Oracle Road adjacent to the wildlife linkage near milepost 84.8 (and to investigate the legalities of such an amendment). Vice Mayor Carter (second by Council Member Kunisch) - Agenda in October for discussion on spending money for a traffic study and the cost of putting a left turn lane in by Holiday Inn Express (San Jose Plaza). CALL TO AUDIENCE Paul Parisi, Oro Valley resident, commented on the speed limit on the portion of La Canada between Naranja Road and Lambert Lane and requested that the Town consider increasing the speed limit to 45 mph since the road has been widened stating that this would then be a consistent speed limit along La Canada. He also offered Tucson Metropolitan Chamber of Commerce's resources to help do anything positive for the Town. ADJOURNMENT MOTION: A motion was made by Vice Mayor Carter and seconded by Council Member Kunisch to adjourn at 9:20 p.m. MOTION carried, 6-0. Prepared by: Roxana Garrity, CMC Deputy Town Clerk 08 19 09 Minutes, Town Council Regular Session 13 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 19th day of August 2009. I further certify that the meeting was duly called and held and that a quorum was present. Dated this day of , 2009. Kathryn E. Cuvelier, CMC Town Clerk 13 OO - .... C• I 1 I 1 1 = I 1 I 1 I 1.,,,, i , . r,,.....________ ,,,„ -, .., ,4__ • , r__________._ ‘,,,,-I. EA- EA- 69- EA. 69- 0 O C O ▪ I I I I i (6 I1 1 I I KS (/) (T3 Ry +� Fr O „s U i `_ EA- EA- EA- E EA- r �'+ w I a4 ca ^ 1 I 1 1 - i Q I I i I C2. Q 1 O - Q i C C i O f O o Nvs- EA- EA Eft I 44 Q ! ' ._ ca I Q 0 I Q I Q O O- I >, e f L. I I 1 I I (T5L I I 1 I I - f '- - RS E a) 2 C Oi O o (3 Ef3 Eft ff} 6A- EA k4 C ca cn 1 CII 2 O ca 0 i 1 • i 1 I I � a) i al I I I I I - f LL Np V- O F O U) . 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't 1/"11. .�"51..v.-'.,...; L+ .-�� H co�; cz U 0 U s;�''�ti CCS — CCS CCS CCS E-- H Q H TOWN OF ORO VALLEY Page 1 of 5 -,OUNCIL COMMUNICATION MEETING DATE: September 16, 2009 TO: HONORABLE MAYOR AND COUNCIL FROM: STACEY LEMOS, FINANCE DIRECTOR SUBJECT: FY 2008/09 YEAR-END FINANCIAL STATUS REVIEW SUMMARY: The purpose of this communication is to provide the Town Council with the preliminary, unaudited totals for FY 2008/09 actual vs. budgeted revenues and expenditures/expenses for all of the major Town funds (General, Highway, Bed Tax, Public Transportation, Townwide Development Impact Fee, Water Utility and Stormwater Utility). More detailed explanations by fund are provided below: General Fund Attachment A-1 shows General Fund revenues and expenditures for FY 2008/09 compared with budgeted amounts. Attachment A-2 shows the summary of General Fund expenditures by program area for FY 2008/09. he year-end totals in the General Fund are as follows: Revenues $ 28,084,484 Expenditures 28,810,022 Operating Deficit (Fund Balance Decrease) ($ 725,538) Several expenditures for one-time and unbudgeted items are included in the expenditure total above and outlined below: CIP Capital Project Expenditures $ 476,055 Loss due to Lehman Bros. Bankruptcy 231,808 Arroyo Grande Legal Fees 37,149 November Election Cost 33,000 Partial Completion of ESLD & Historic Cultural Resources Inventory 75,500 Total One-Time/Unbudgeted Expenditures $ 853,512 General Fund Revenues Actual revenues in the General Fund for FY 08/09 totaled $28.1 million, which is $2.5 million, or 8.3%, less than the budget amount of $30.6 million. More detail by category is provided below: Local Sales Tax —Actual local sales tax revenues totaled almost $13.0 million, or $1.1 million less than the budget amount of$14.1 million. This is largely due to retail sales tax collections coming in approximately g 26%, the delayin retail establishments $1.7 million, or under budget due to the economic recession and TOWN OF ORO VALLEY Page 2 of 5 COUNCIL COMMUNICATION MEETING DATE: 16, 200 September ' .001 opening in the Oro Valley Marketplace or not opening at all. This decline in retail sales tax was somewhat offset by utility sales tax receipts coming in approximately $500,000 over budget due to the renewal of the utility tax in March by Council and new commercial growth. Licenses & Permits —Actual Licenses & Permits revenue totaled almost $1.5 million, or360 000 less s than the budget amount of$1.8 million due the fact that only 120 single family residential building permits were issued for the year, compared with the budget amount of 250. Federal & State Grants —Actual grants revenue totaled almost $526,000, or $478,000 less than the budget amount of$1.0 million. This is due in large part to the budget capacity included to receive and spend grant funds that may be applied for duringtheyear, therefore p p e ore there is also an offsetting expenditure savings in the budget tied to these grant funds that were not received. State/County Shared Revenues —Actual state/county shared revenues totaled almost10.7 $ million, or $300,000 less than the budget amount of$11.0 million. This is due primarily to State Sales Taxes coming in approximately $400,000 under budget due to the economic recession. Interest Income —Actual interest income received on our invested funds at the State Treasurer's e s Office Local Government Investment Pool (LGIP) totaled almost $230,000, or $370,000 less than the budget amount of $600,000 due to the drop in interest rates at the Pool. The averageyield on our investedfunds at LGIP for FY 2008/09 was 1.3%, which is significantly below the averageyield of 4.1% for FY 2007/08. General Fund Expenditures Actual expenditures in the General Fund totaled $28.8 million, which is $3.6 million, or 11.0°/°, less than the budget amount of $32.4 million. Each of the departments in the General Fund came in under budget by closely monitoring expenditures, carrying the completion of some projects forward to FY 2009/10 and achieving some vacancy savings through the hiring freeze implemented last November. Other significant areas of budgetary savings in the General Fund are outlined below: g y No MOC (RVMC) Debt Service payment $ 833,000 No Tax Rebate for Sanofi Aventis 360,000 Liability Insurance Premium cost savings 243,000 Vacancy Savings (hiring freeze) 271,835 Annexation Expenses (Arroyo Grande) 262,851 Sales Tax Rebate savings 578,025 Dept. O&M savings 695,000 Total $3,243,711 The FY 2008/09 budgeted transfer of$500,000 from the General Fund to the Capital p Asset Replacement Fund was also made to provide funds for vehicle and computer replacements in FY 2010/11, as we did not budget for these replacements in the current FY 2009/10. General Fund — Fund Balance The FY 2008/09 budget was adopted with a budgeted use of cash reservesor decrease ease of fund balance) in the amount of $1,730,535 for one-time expenditures such as capital improvementects ro (CIP),p � State Land TOWN OF ORO VALLEY Page 3 of 5 COUNCIL COMMUNICATION MEETING DATE: September 16, 2009 and miscellaneous annexation expenditures, update of the Environmentally Sensitive Land Ordinance (ESLO), the November election costs and costs for the cultural and historic resources inventory. Because of the significant cost savings realized during the fiscal year as outlined above and the carryforward of several projects into FY 2009/10, the fund balance in the General Fund decreased by slightly over $700,000 and went from a beginning of the year total of $15.3 million to $14.6 million at the end of the year. Highway Fund Attachment B shows Highway Fund revenues and expenditures for FY 2008/09 compared with budgeted amounts. The year-end totals in the Highway Fund are as follows: Revenues $ 5,001,321 Expenditures 4,797,777 Operating Surplus (Fund Balance Increase) $ 203,544 Highway Fund Revenues Actual revenues in the Highway Fund for FY 08/09 totaled $5.0 million, which is $600,000, or 10.8%, less than .tie budget amount of $5.6 million. Local Sales Tax —Actual construction tax revenues totaled $1.9 million, or $300,000 less than the budget amount of $2.2 million due to the slowdown in commercial and residential construction. State/County Shared —Actual HURF gas tax revenues totaled almost $2.9 million, or $300,000 less than the budget amount of $3.2 million. Interest Income — Interest income totaled $65,000, or $115,000 less than the budget amount of $180,000 again due to the lower interest rates on our invested funds. Highway Fund Expenditures Actual expenditures for the Highway Fund totaled $4.8 million, which is almost $1.1 million, or 18.3%, less than the budget amount of $5.9 million. Almost $490,000 in budgetary savings is from the debt service payment budgeted, but not paid, for the Rancho Vistoso Municipal Center (RVMC). An additional $360,000 in budget savings is derived from receiving favorable construction bids on the roadway surface treatment program during the year. Highway Fund — Fund Balance The FY 2008/09 budget was adopted with a budgeted use of cash reserves (or decrease of fund balance) in +he amount of $263,756, but because of the cost savings mentioned above, the fund balance increased during le year by slightly over $200,000. The ending fund balance is $4.1 million, compared to the beginning of the year balance of $3.9 million. TOWN OF ORO VALLEY Page 4 of 5 COUNCIL COMMUNICATION MEETING DATE: September 16, 200r Bed Tax Fund In the Bed Tax Fund (Attachment C), actual bed tax revenues for the year totaled almost $1.0 million and were almost 40% below the budget amount of $1.6 million due to the economic recession and the delayed opening of the Wingate Hotel. Bed tax fund expenditures totaled slightly over $500,000 compared with the budget amount of$685,000. This resulted in an increase in the bed tax fund balance of $485,000, bringing the ending fund balance to almost $1.3 million at year-end. g g Public Transportation Fund In the Public Transportation Fund (Attachment D), both revenues and expenditures came in slightly over g Y budget due to the construction of bus pull-outs that were fully reimbursed by the Regional Transportation Authority (RTA). The fund balance decreased by slightly over $37,000 during the year, resulting in a year-end fund balance of$67,000 in this fund. Town-Wide Roadway Impact Fee Fund In the Town-Wide Roadway Impact Fee Fund (Attachment E), actual revenues totaled just over $1.9 million, , while expenditures totaled $8.2 million due to the completion of several major roadwayprojectsthat were J carried forward from FY 2007/08. As such, the fund balance decreased by $6.3 million during year, ear, resulting in a year-end fund balance total of$2.3 million. Stormwater Utility Fund In the Stormwater Utility Fund (Attachment F), actual revenues totaled almost $750,000, while expenses totaled $645,000. Both revenues and expenses were significantly under budget since the Oro ValleyCountry rY Club Drainage project was paid for directly by the Pima County Flood Control District, and the Lomas De Oro Drainage project was carried forward to FY 2009/10, and will be reimbursed with FEMA funding. The fund balance increased by $105 000 resultinginyear-endg a fund balance of$1.5 million. Water Utility Fund In the Water Utility Fund (Attachment G), actual operating revenues totaled $12.4 million, or 2.3% over the adopted budget amount of $12.1 million, while operating expenses (excluding capital outlay) totaled $10.5 million for the year, or 2.6% over the adopted budget amount of $10.3 million. The FY 2008/09 Water Utility Fund budget was adopted with a planned use of cash reserves of almost $3.9 million to fund various capital projects relating to main replacement and construction of new wells and reservoirs. Because severalj roect p s were carried forward to the FY 2009/10 budget, cash reserves only decreased by $917,000, resultingin a year- end cash balance of $10.4 million. Capital Improvement Program (CIP) Attachment H provides information outlining the progress of the FY 2008/09 Oro ValleyCapitalImprovement Im rovement Program through June 30, 2009. ATTACHMENTS: 1. ATTACHMENT A-1 & A-2 — General Fund Year-End Financial Status Report & Summaryby Program Area p TOWN OF ORO VALLEY Page 5 of 5 COUNCIL COMMUNICATION MEETING DATE: September 16, 2009 2. ATTACHMENT B — Highway Fund Year-End Financial Status Report 3. ATTACHMENT C — Bed Tax Fund Year-End Financial Status Report 4. ATTACHMENT D — Public Transportation Fund Year-End Financial Status Report 5. ATTACHMENT E —Town-Wide Roadway Impact Fee Fund Year-End Financial Status Report 6. ATTACHMENT F — Stormwater Utility Year-End Financial Status Report 7. ATTACHMENT G —Water Utility Income Statement and Statement of Cash Flows 8. ATTACHMENT H — FY 2008/09 CIP Summary Report C) , fejJ ,,s Stacey Lemos, finance Director r oeutv4 6.0!.‘444,,,,,,,....- David Andrews, Town Manager ,,`-r,1�-- ATTACHMENT A-1 : h „may t=xb ` . FY 2008/2009 Year-End Financial Status U!VL FD General Fund Niti. BUDGETED DECREASE IN FUND BALANCE 1,730,535 FINANCING SOURCES - Fiscal Year % Budget Actuals to Budget LOCAL SALES TAX 12,969,426 14,112,072 -8.1% LICENSES& PERMITS 1,482,735 1,842,250 -19.5% FEDERAL GRANTS 368,738 717,503 -48.6% STATE GRANTS 156,971 285,744 -45.1% STATE/COUNTY SHARED 10,676,796 10,991,773 -2.9% OTHER INTERGOVERNMENTAL 656,262 650,083 1.0% CHARGES FOR SERVICES 1,066,992 1,059,961 0.7% FINES 285,628 250,000 14.3% INTEREST INCOME 226,271 600,000 -62.3% MISCELLANEOUS 194,665 125,000 55.7% TOTAL FINANCING SOURCES 28,084,484 30,634,386 -8.3% T NAI!tJ !J1I!!LL 4 Ott; ATTACHMENT A-2 Budgeted Expenditures vs Actuals Fiscal Year 2008 - 2009 , .'mmary by Program Area GENERAL FUND 2008/2009 FY 2008/09 Actuals to Budget Actuals Budget Town Council 242,051 205,183 (36,868) 84.8% Town Clerk Administration 326,160 277,184 (48,976) 85.0% Meeting Management 78,598 66,899 (11,699) 85.1% License Management 59,033 53,932 (5,101) 91.4% 463,791 398,015 (65,776) 85.8% Town Manager Administration 567,705 577,465 9,760 101.7% Constituent Services 81,569 68,940 (12,629) 84.5% Communications 313,688 297,550 (16,138) 94.9% 962,962 943,956 (19,006) 98.0% Human Resources Administration 193,902 181,065 (12,837) 93.4% Recruitment&Employment 133,970 107,051 (26,919) 79.9% Benefits&Safety 64,787 63,590 (1,197) 98.2% 392,659 351,705 (40,954) 89.6%, _ 1 Economic Development 188,747 77,432 (111,315) 41.0% 'ce Administration 221,314 207,130 (14,184) 93.6% Accounting Services 364,262 361,613 (2,649) 99.3% Budgeting 159,405 164,634 5,229 103.3% Procurement 119,430 118,792 (638) 99.5% 864,411 852,169 (12,242) 98.6% il Information Services Administration 241,969 249,590 7,621 103.1% GIS 262,676 216,792 (45,884) 82.5% Technical Services 203,795 233,983 30,188 114.8% Business Application&Development 237,926 232,096 (5,830) 97.5% Telecommunications 128,285 122,788 (5,497) 95.7% 1,074,651 1,055,249 (19,402) 98.2% General Administration 5,143,962 3,440,289 (1,703,673) 66.9% Legal Civil 602,288 527,118 (75,170) 87.5% Criminal 392,379 342,515 (49,864) 87.3% 994,667 869,633 (125,034) 87.4% Planning &Zoning Administration 460,255 422,386 (37,869) 91.8% Plan Review 754,365 500,905 (253,460) 66.4% Zoning Enforcement 381,438 371,981 (9,457) 97.5% Work Plan 18,400 16,006 (2,394) 87.0% 1,614,458 1,311,277 (303,181) 81.2% G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_General Fund.xls 9/1/2009 ATTACHMENT A-2 Budgeted Expenditures vs Actuals Fiscal Year 2008 - 2009 4 citmmary by Program Area .. GENERAL FUND 2008/2009 FY 2008/09 Actuals to Budget Actuals Budget Building Safety Administration 359,328 346,490 (12,838) 96.4% Inspection 568,539 556,142 (12,397) 97.8% Plans Examination 491,253 378,369 (112,884) 77.0% Intake&Permitting 154,256 124,402 (29,854) 80.6% Implementation Plan 31,240 13,666 (17,574) 43.7% 1,604,616 1,419,068 (185,548) 88.4% Library Services Administration 469,346 414,066 (55,280) 88.2% Youth Services 222,321 218,817 (3,504) 98.4% Technology 343,399 299,905 (43,494) 87.3% Adult Services 274,917 296,487 21,570 107.8% 1,309,983 1,229,275 (80,708) 93.8% Parks& Recreation Administration 393,895 379,389 (14,506) 96.3% Parks 763,605 763,453 (152) 100.0% Recreation 432,720 372,338 (60,382) 86.0% Trails 72,769 73,000 231 100.3% cu Aquatics 529,291 582,570 53,279 110.1% 2,192,280 2,170,751 (21,529) 99.0% u ric Safety Administration 1,990,059 1,316,205 (673,854) 66.1% Support Services 531,931 447,278 (84,653) 84.1% Communications 825,557 832,012 6,455 100.8% Records 451,736 469,653 17,917 104.0% Investigations 641,575 647,372 5,797 100.9% Information Technology 291,564 224,414 (67,150) 77.0% Fleet Services 424,408 417,075 (7,333) 98.3% Community Relations 1,016,643 986,370 (30,273) 97.0% Grants 700,515 747,843 47,328 106.8% Property/I.D. 220,935 238,692 17,757 108.0% Field Services 645,985 640,602 (5,383) 99.2% Patrol Bureau A 2,924,223 2,992,564 68,341 102.3% Patrol Bureau B 2,414,522 2,466,107 51,585 102.1% Professional Development 471,573 444,845 (26,728) 94.3% Professional Standards 122,874 117,880 (4,994) 95.9% 13,674,100 12,988,912 (685,188) 95.0% Court Administration 131,171 141,258 10,087 107.7% Adjudication 313,671 315,157 1,486 100.5% Case Processing 305,148 218,682 (86,466) 71.7% Security 65,089 43,423 (21,666) 66.7% 815,079 718,520 (96,559) 88.2% Public Works Development Review 523,225 512,831 (10,394) 98.0% Custodial&Facilities 303,279 265,758 (37,521) 87.6% 826,504 778,589 (47,915) 94.2% 2 22 $ , 99) 89.E _�N �0 3 5�4 Excludes contingency G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_General Fund.xls 9/1/2009 JPLI.EY,;,z ATTACHMENT B ' 4.1° 0 71; Year-End Financial Status FY 2008/2009 ‘, ..,-,A NDEDA a Highway Fund ,,, BUDGETED DECREASE IN FUND BALANCE 263,756 FINANCING SOURCES Fiscal Year Budget % Totals to Budget LOCAL SALES TAX 1,928,546 2,231,463 -13.6% LICENSES&PERMITS 25,195 32,000 -21.3% STATE GRANTS 114,829 - 100.0% STATE/COUNTY SHARED 2,855,668 3,160,116 -9.6% INTEREST INCOME 65,479 180,000 -63.6% MISCELLANEOUS 11,603 5,000 132.1% TOTAL FINANCING SOURCES 5,001,321 5,608,579 -10.8% laidartat;Z:.. $ 71: _i=_:1 ., N:* Q :��'Zi;'om';r: � '''''''''''w4'''''''':'"'''''''' Fiscal Year % Budget Totals to Budget ADMINISTRATION 784,303 1,418,123 -44.7% CONSTRUCTION DESIGN & MANAGEMENT 1,801,079 2,161,079 -16.7% HIGHWAY PERMITTING 70,265 74,698 -5.9% PAVEMENT MANAGEMENT 297,032 288,687 2.9% STREET MAINTENANCE 1,489,468 1,570,454 -5.2% TRAFFIC ENGINEERING 355,630 359,294 -1.0% I TOTAL FINANCING USES 4,797,777 5,872,335 -18.3% 1 YEAR END ESTIMATED INCREASE IN FUND BALANCE 203,544 I I G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_Highway Fund.xls 8/31/2009 ,PLLEX,gR,, ATTACHMENT C , 6,-7A ' 1,, 4, wir , Y. �. \��� Year-End F1' 2008/2009 Financial Status k°UNDED,9°4 Bed Tax Fund BUDGETED INCREASE IN FUND BALANCE 974,501 FINANCING SOURCES Fiscal Year 0/0 Budget Actuals to Budget LOCAL SALES TAX 985,122 1,639,071 -39.9% INTEREST INCOME 14,561 20,000 -27.2% TOTAL FINANCING SOURCES 999,683 1,659,071 -39.7% F''°x s FINSNC1x�� =E S t � ' Fiscal Year 0/0 Budget Actuals to Budget ECONOMIC DEVELOPMENT 468,311 646,587 -27.6% GENERAL ADMINISTRATION 12,069 - PARKS & RECREATION 34,282 37,983 -9.7% TOTAL FINANCING USES 514,661 684,570 -24.8% YEAR-END ESTIMATED INCREASE IN FUND BALANCE 485,021 G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_Bed Tax Fund.xls 8/31/2009 Jp1-I-EY Vq A. ATTACHMENT D OHO .7/<,-0,,,1 6) r Yea FY 2008/2009 r-End F�nanc�al Status � 44 ',°�noEo'a1-. Public Transportation Fund BUDGETED DECREASE IN FUND BALANCE 59,180 FINANCI wgiActuRCES ii.',,S10,:,APIA Fiscal Year Budget Actuals to Budget FEDERAL GRANTS 60,000 60,000 0.0% STATE GRANTS 1,107,918 975,321 13.6% CHARGES FOR SERVICES 55,194 62,830 -12.2% INTEREST INCOME 1,716 20,000 -91.4% MISCELLANEOUS 9,855 10,000 -1.5% OTHER FINANCING SOURCES 198,598 198,598 0.0% TOTAL FINANCING SOURCES 1,433,281 1,326,749 8.0% rA.n M-_ x tf Fiscal Year , ,� Budget Actuals to Budget ADMINISTRATION 98,285 104,220 -5.7% FLEET MAINTENANCE 65,372 69,926 -6.5% OPERATIONS 503,852 536,783 -6.1% RTA SERVICES 802,861 675,000 18.9% tir TOTAL FINANCING USES 1,470,370 1,385,929 6.1% YEAR END ESTIMATED DECREASE IN FUND BALANCE 37,089 I 4 Vir G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_Transit Fund.xls 8/31/2009 Jp,L1-EY AATTACHMENT E Q. „ , . . 0 .6), :_,,,, 1 P- /Year-End t Financial Status FY 2008/2009 %AIDED All- Roadway Impact Fee Fund BUDGETED DECREASE IN FUND BALANCE 7,312,750 ,.•”,L},G,,`,'fth.,t, ;iwi.ce:&,.•,_ tsk....,t¢,csitE ". , 3 1 ; v7 EIRMay 7I Fiscal Year Budget Actuals to Budget FEDERAL GRANTS - 500,000 -100.0% STATE GRANTS 1,598,006 3,561,500 -55.1% MISCELLANEOUS 12,880 227,000 -94.3% OTHER FINANCING SOURCES - 9,300,000 -100.0% IMPACT FEES 316,954 843,750 -62.4% TOTAL FINANCING SOURCES 1,927,840 14,432,250 -86.6% _ z:t ' yy7 55 _Ea1n :7 1< •? Hd}a rIT Fiscal Year O/ Budget Actuals to Budget ADMINISTRATION 101,557 - 100.0% DEBT SERVICE 287,260 225,000 27.7% DESIGN 692,438 1,315,000 -47.3% CONSTRUCTION 7,163,545 20,205,000 -64.5% TOTAL FINANCING USES 8,244,799 21,745,000 -62.1% _ YEAR-END ESTIMATED DECREASE IN FUND BALANCE 6,316,959 VW G:\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_Impact Fee Fund.xls 8/31/2009 0,, o N\,:- '''5,,,, ATTACHMENT F s , ., _, ',..- (":1 ', ', '�Fr9 �R �-� �� FY2008/2009 ':,,,,: -,, Year-End Financial Status CijNDFD„-i ,..... Stormwater Utility Fund BUDGETED SURPLUS/(DEFICIT) 75,489 FINANCING SOURCES ..v::„,.„ . Fiscal Year Budget % g Actuals to Budget FEDERAL GRANTS 10,985 900,000 -98.8% STATE GRANTS 1,071 300,000 -99.6% INTEREST INCOME 2,624 - MISCELLANEOUS 294 - CHARGES FOR SERVICES 734,599 735,000 -0.1% TOTAL FINANCING SOURCES 749,573 1,935,000 -61.3% 14, FIN,,�', �',:,4 C,',�.��,t`) '��i i; �'a. t r � A441� d t Fiscal Year 0/0 Budget Actuals to Budget PERSONNEL 159,649 159,982 -0.2% OPERATIONS & MAINTENANCE 280,918 304,950 -7.9% CAPITAL 199,156 154,579 28.8% DRAINAGE PROJECTS 5,145 1,200,000 -99.6% N OTHER FINANCING USES - 40,000 -100.0% 0 TOTAL FINANCING USES 644,869 1,859,511 -65.3% YEAR-END ESTIMATED SURPLUS/(DEFICIT) 104,704 Excludes depreciation 4 IIIIIW G.\BUDGET ANALYST\Financial Reports 2008-2009\4Q\FY09 YE Fund Update_Stormwater Fund.xls 8/31/2009 ATTACHMENT G Town of Oro Valley Oro Valley Water Utility Estimated Income Statement Budget Actuals OPERATING REVENUES FY 2008/09 FY 2008/2009 Water Sales: Residential $ 7,652,600 $ 7,573,960 Commercial 612,100 749,019 Irrigation 1,130,900 1,093,852 Irrigation-Reclaimed 900 9,007 Turf Related 235,100 265,413 Reclaimed Water-Turf 1,637,900 1,389,783 Construction 275,700 349,994 Subtotal Water Sales $ 11,545,200 $ 11,431,030 Other Revenue: Engineer Plan Review Fees $ 5,000 $ 8,983 Construction Inspection Fees 50,000 31,050 Miscellaneous Service 20,000 354,941 Backflow-Install Fee 2,500 5,350 Served by Tucson 11,900 11,139 Served by Metro 8,300 9,114 Sewer Fees 138,000 164,622 Late Fees 75,000 98,264 NSF Fees 5,000 7,346 Rain Sensors 300 220 Meter Income 75,000 60,503 New Service Establish Fees 40,000 48,757 Reconnect Fees 20,000 42,443 Recharge-Kai Farms 42,000 38,400 Reclaimed Construction 2,700 3,757 Stormwater Fees 60,000 57,795 Total Other Revenue 555,700 942,684 Total Operating Revenues $ 12,100,900 $ 12,373,714 OPERATING EXPENSES: . Personnel $ 2,470,040 $ 2,435,461 Operations& Maintenance 5,303,545 5,446,542 Depreciation 2,350,000 2,493,975 Amortization 154,000 168,150 Total Operating Expenses 10,277,585 10,544,128 Operating Income $ 1,823,315 $ 1,829,586 NONOPERATING REVENUES (EXPENSES): Interest Revenue $ 275,000 $ 138,333 Interest Expense (2,040,458) (2,160,904) Total Nonoperating revenues(expense $ (1,765,458) $ (2,022,570) Net Income(Loss) $ 57,857 $ (192,984) Retained Earnings, beginning of year 17,353,767 Retained Earnings, end of year $ 57,857 $ 17,160,783 ATTACHMENT G Town of Oro Valley Oro Valley Water Utility Estimated Statement of Cash Flows Actuals INCREASE(DECREASE) IN CASH: FY 2008/2009 Cash flows from operating activities: Cash received from water revenues $ 11,431,030 Cash received from other revenues 951,135 Cash payments for operating expenses (7,882,003) Net cash provided(used) by operating activities 4,500,162 Cash flows from capital and financing activities: Improvements (2,496,280) Equipment (229,139) Vehicles (175,798) Transfer from PWSDIF 879,668 Transfer from AWRDIF 637,645 Interest expense (2,160,904) Principal payments (2,011,100) Net cash used/provided from capital and financing activities (5,555,909) 1111 Cash flows from investing activities: Interest 138,333 Net cash provided by investing activities 138,333 Net increase/decrease in cash (917,414) Cash at beginning of year 11,334,651 Cash at end ofY ear $ 10,417,238 000Z r0cn nn n <C , C. _ � J 67 f'€ • � v7 k. _ cDv O oc v < S a m o Fp' D g D) O n (D v D aa) v 3 j tril (I) ,-,,x;'.•:A. 0 0 O c (D < c 3 Co c k y A.7. p T 2 R ai aa, r � �: _� v O � I 3 °) cin n (D o c — a) ci)w a p o. f11 a cn (3D cn 3 'l < cn o . o? -I (, - ' --I (D 3 ' cD 0 (D a) () 5 w o v N o (D 3 x N o _ (n CD ' O O T cn o �—' o _ S—' ,-' o O < g cD O di O x � ( 0 CO G) (D (D -, O LB' 9 CD < CD N Fi = O o ' 3 c� o Z-7 g (Co : FD- (n , * (D () < a, O -n cn cfl su r. 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Expenses for the Ballot-By-Mail Elections have been budgeted under Town Clerk Election Services category of the General Fund for FY 2009/2010. Town Attorney Tobin Rosen has reviewed the attached IGA and finds it to be in order. FISCAL IMPACT: $140,000 has been included in the FY 2009/2010 Town Clerk Election Services budget. GGESTED MOTION: I MOVE to adopt Resolution No. (R)09- 57 ATTACHMENTS: 1. Resolution No. (R)09- 57 2. intergovernmental Agreement 3. Pima County Ordinance No. 2009-32 establishing fees for election-related services Kath n Cuvelier, Town Clerk A Je e Watson ssistant Town Manager 44/14 - David Andrews, Town Manager 0_,LEY qR% OCV > 4 \(a ,;,. ":„ 44;444 hG °UND ED'° Office of the Town Attorney Memo To: Kathryn E. Cuvelier,To • " erk From: Carol Acheson,Paral•_al I Date: August 25, 2009 Re: IGA and Resolution for Election Services Perour request, Legal reviewed the IGA for Election Services and it is approved as y q to form. In addition, attached is the resolution for your use when you send this IGA is sent to Itar, Council for approval. Please call if you have any questions. CA/ Attachments I I tor F:\ClaldEIections\E-iewons 2010\082509 mm Cuveher.doc RESOLUTION NO. (R) 09-57 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 WHEREAS, the Town of Oro Valley is a political subdivision of the State of Arizona vested with all associated rights, privileges and benefits and is entitled to the immunities and exemptions granted municipalities and political subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, Pima County is authorized under Arizona Revised Statutes, Sections 16- 205(C), 6- 205 C , 16-408(D), 16-450, 11-251(3) and 11-951 et. seq. to perform services for any political subdivision regarding elections; and WHEREAS, the Town of Oro Valley, Arizona is authorized under Arizona Revised Statutes, Title 9, Title 11 and Title 16 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 thep ublic interest and Pima County has agreed to provide said services. NOW, THEREFORE, BE IT RESOLVED bythe Mayor and Council of the Town of Oro Valley, Arizona that: 1. The Intergovernmental Agreement, attached hereto as Exhibit "A", between g the Town of Oro Valley, Arizona and Pima County for Election Services is hereby approved. 2. The Mayor of the Town of Oro Valley and other administrative officials are y 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 Council of the Town of Oro Valley, Arizona this 16day of September , 2009. TOWN OF ORO VALLEY Paul H. Loomis, Mayor (111, F\Clerk\Elections\Elections 2010\Res 1GA.doc Town of Oro Valley Attorney's Office/ca/082509 -god ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: void ,alsO F\Clerk\Elections\Elections 2010\Res IGA.doc Town of Oro Valley Attorney's Office/ca/082509 r + EXHIBIT "A" F:\Clerk\Elections\Elections 2010\Res IGA.doc Town of Oro Valley Attorney's Office/ca/082509 • (160, INTERGOVERNMENTAL AGREEMENT For Election Services Among The Town of Oro Valley and Pima County This Intergovernmental Agreement(IGA)is by and among THE TOWN OF ORO VALLEY OF PIMA COUNTY,ARIZONA,a municipal subdivision of the State of Arizona("the Town") and PIMA COUNTY, apolitical subdivision of the State of Arizona ("the County"), on behalf of the PIMA COUNTY RECORDER ("the Recorder"). RECITALS 1. The Town,pursuant to A.R.S.§§9-231(A)and 16-409 will prepare for and conduct two All Ballot- by-Mail only elections: a Primary Election to be held on March 9,2010; and a General Election to be held on May 18,2010 if necessary for members of its common council. (OW 2. A.R.S.§,516-205(C),16-172,11-251(3),16-450,and 16-405 et seq.authorize the County to perform services for any political subdivision regarding elections. 3. A.R.S. §16-172 authorizes any political subdivision conducting elections to utilize the County registration rolls upon reimbursement to the Recorder for actual expenses in furnishing voter registration data to the subdivision. 4. A.R.S. §16-408(D) permits the governing body of any election district authorized to conduct an election to contract with the Board of Supervisors and Recorder for election services, with the contracted cost being a charge against the election district. 5. The parties are authorized to enter into an intergovernmental agreement pursuant to A.R.S. §11- 952 et seq. 6. The Town desires to utilize the Pima County registration rolls and other election-related services provided by the Recorder for the Primary Election to be held on March 9, 2010 and a General Election to be held on May 18,2010 for members of its common council. 7. The Town, the County and the Recorder have determined that it is in the best interest of the public for the Town to use the services of the Recorder in conducting the All Ballot-by-Mail elections called for March 9,2010 and May 18,2010. Now,therefore,the parties agree,as follows: 1 AGREEMENT 1. Purpose. The purpose of this IGA is to set forth the duties and responsibilities of the Recorder and the Town with respect to the March 9,2010 and May 18,2010 All Ballot-By-Mail elections to be held by the Town of Oro Valley. The All Ballot-By-Mail elections will be held in accordance with the provisions of A.R.S. '§16-558 et seq. 2. Term.The term of this IGA shall be from February1,2010 through completion of all obligations . g p g ons and activities associated with the March 9, 2010 and May 18, 2010 All Ballot-By-Mail elections contemplated by this IGA,provided that the term shall continue through final resolution of any legal challenge to the election. Any modifications or time extension of this IGA shall be by formal written amendment and executed by the parties. 3. County Recorder Obligations. The County Recorder shall: (1) Mail ballots on February 11,2010 for the March 9,2010 Primary Election; and on April 22,2010 for the May 18,2010 General Election to all actively registered voters within the Town in compliance with A.R.S. §16-558.01. The Town will pay return postage for all voted ballots. Any materials to be included with the mailed ballots shall be provided to the Recorder's office no later than February 4,2010 for the March 9,2010 Primary Election; and no later than April 15, 2010 for the May 18, 2010 General Election. (2) Provide replacement ballots as required after February 12, 2010 for the March 9, 2010 Primary Election and after April 23,2010 for the May 18,2010 General Election until 7:00 10) p.m. on the actual election days,pursuant to the16-558.02.rovisions of A.R.S. p (3) Provide sufficient ballots,equipment,materials and training to the Town staff to utilize an online voter computer system to allow the Town Clerk to issue replacement ballots and accept voted ballots at the Town Clerk's office located at 11000 North La Canada Drive in Oro Valley,AZ. (4) Provide Deputy County Recorders for team early voting when necessary at $60.00p er request and give the Town notice of each request for team early voting. (5) Prepare and deliver a single invoice to the Town no later than 21 days after the final election date,containing a detailed breakdown of all Recorder costs for these elections. 4. Town Obligations. Town shall: (1) Notify the Recorder in writing,at least 120 days or at such other time as thearties may Y agree before any consolidated election date on which the Town wants services pursuant to this IGA, detailing the election-related services pursuant to this IGA. (2) Make all submissions required under Section 5 of the Voting Rights Act to the Department of Justice and provide timely notice to County of any pre-clearances required under Section 5 of the Voting Rights Act. (3) Prepare and distribute any requisite translation, printing, and mailing of allp ublicitY pamphlets. Nod 2 Intergovernmental Agreement (lay (4) Should the election be challenged or questioned for any reason whatsoever,then the Town shall be solely responsible for defending,legally or otherwise,said elections.This duty shall survive the expiration of the IGA, provided that the County shall cooperate with the Town in making relevant information and witnesses available upon reasonable request. (5) Within 30 days of the date of each invoice,the Town shall reimburse County,in full,for invoiced costs of election materials, supplies and equipment, and personnel required in direct support of the Town election. (6) Be responsible for the security of all ballots tabulated by officials and vendors other than Pima County's agents or employees and ensure that any functions performed by Town or its outside vendors comply with applicable law and procedures of the Secretary of State. (7) Furnish office space and staff to issue replacements ballots at the Town Offices and to accept voted ballots until 7:00 p.m. on the election days. The Town staff will notify the Recorder prior to delivery of any replacement ballots to any voter. (8) Arrange for and publish any and all notices of this election as required by law. (9) Prepare and timely submit the report required by A.R.S. § 16-409(B). 5. Financing/Payment. Within thirty (30) days of the date of invoice, Town will pay the Pima County Recorder: (1) $1.95 for each ballot mailed. (2) $0.75 for signature checking on each returned ballot. (3) $3.00 for each replacement ballot issued by mail, $1.25 for each replacement ballot issued at a satellite voting location. (4) Special Ballot Inserts: 2 cents per ballot for single page or 5 cents per ballot for multiple pages.es. Inserts may be no larger than 81/2 inches by 41/2 inches in size. Larger materials may be used,but must be folded prior to delivery to the Recorder's Office so that the final size does not exceed 81/2 by 41/2 inches. The Town shall be responsible for any additional postage costs resulting from including a special insert. (5) $60.00 per request for Team Voting. (6) Computer programming as required for additional voter data at$50.00 per hour,one hour minimum. (7) Any other costs associated with services provided for the conduct of the Election(s),as set forth in Pima County Fee Ordinance 2009-32,which is attached hereto as Exhibit A. 41Ior (8) Invoices not paid within 30 days of billing date will accrue interest at the rate of 10%per annum. 3 Intergovernmental Agreement 6. Indemnification. The Town shall indemnify, defend, and hold harmless, the County, the Recorder, their officers, employees and agents from and against any and all suits, actions, legal administrative proceedings,claims or demands or damages of any kind or nature arising out of this IGA which are attributed to any action or omission of the Town,its agents,employees,or anyone acting under its direction, control or on its behalf, unless such actions are due solely to the negligence of the County or County Recorder. The Town's obligations pursuant to this section shall survive the termination, cancellation or expiration of this IGA. 7. Compliance with Laws. The parties shall comply with all federal, state and local laws, rules, regulations, standards and Executive Orders,without limitation to those designated within this Agreement. The laws and regulations of the State of Arizona shall govern the rights of thep arties, the performance of this Agreement and any disputes hereunder. Any action relating to this Agreement shall be brought in an Arizona court in Pima County. Any changes in theovernin g g laws,rules and regulations during the terms of this Agreement shall apply but do not require an amendment. 8. Non-Discrimination.The Town shall not discriminate against any County Y emP to ee, client or any other individual in any way because of that person's age, race, creed, color, religion, sex, disability or national origin in the course of carrying out duties pursuant to this IGA. The Town shall comply with the provisions of Executive Order 75-5,as amended by Executive Order 99-4 which is incorporated into this Agreement by reference, as if set forth in full herein. 9. Americans With Disabilities Act.The parties shall comply with all applicable provisions of the Nod Americans with Disabilities Act(Public Law 101-336,42 U.S.C. 12101-12213) and all applicable federal regulations under the Act,including 28 CFR Parts 35 and 36. 10. Severability. If any provision of this IGA is held to be invalid or unenforceable,the remaining provisions shall continue to be valid and enforceable to the full extent permitted by law. 11. Conflict of Interest. This contract is subject to cancellation for conflict of interestP ursuant to A.R.S. 38-511, the pertinent provisions of which are incorporated herein by reference. 12. Non-Appropriation. Notwithstanding any other provision in this IGA, this IGA may be terminated if for any reason the County Board of Supervisors does not appropriate sufficient monies for the purpose of maintaining this IGA. In the event of such cancellation, neither the County,nor the County Recorder shall have any further obligation to Town. 13. Legal Authority.No party warrants to any other party its legal authority to enter into this IGA. If a court, at the request of a third person, should declare that any party lacks authority to enter into this IGA, or any part of it, then the IGA, or parts of it affected by such order, shall be null and void,and no recovery may be had by any party against the other for lack ofp erformance or otherwise. 14. Worker's Compensation.Each party shall comply with the notice of A.R.S. §23-1022(E). For purposes of A.R.S. 23-1022,each party shall be considered the primary employer of allp ersonnel currently or hereafter employed by that party,irrespective of the operations of P rotocol in place, 4 Intergovernmental Agreement (IV and suchp arty shall have the sole responsibility of the payment of Worker's Compensation benefits or other fringe benefits of said employees. this No Joint Venture.This IGA is not intended to,and this IGA shall not be construed to,create any partnership, joint venture or employment relationship between the parties or create any employer-employee relationship between County or Recorder and any Town employees, or between the Town and any County employees. No party shall be liable for any debts,accounts, obligations nor other liabilities whatsoever of any other party,including(without limitation) any otherp arty's obligation to withhold Social Security and income taxes for itself or any of its employees. 16. No Third Party Beneficiaries.Nothing in the provisions of this IGA is intended to create duties or obligations to or rights in third parties not parties to this IGA,or affect the legal liability of any party to the IGA by imposing any standard of care different from the standard of care imposed by law. 17. Notice. Any notice required pursuant to this IGA shall be given to: Recorder Town F.Ann Rodriguez Kathryn Cuvelier,Town Clerk County Recorder Town of Oro Valley Cr 115 N. Church Avenue 11000 N. La Canada Drive Tucson,AZ 85701 Oro Valley,AZ 85737-7015 (520) 740-4350 (520) 229-4700 Fax: (520) 623-1785 Fax: (520) 297-0428 18. Termination. Either party may terminate this IGA at any time by giving written notice of such termination and specifying the effective date thereof,at least thirty (30) days before the effective date of such termination. In the event of termination,any real or personal property belonging to eitherp arty and furnished pursuant to this IGA, shall be returned to the furnishing party. Any funds of Town paid to County in accordance with this IGA and not encumbered at the time of termination shall be refunded to Town. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 5 Intergovernmental Agreement Nei) 19. Entire IGA.This document constitutes the entire agreement between the partiesertainin to the p g subject matter hereof,and all prior or contemporaneous agreements and understandings,oral or written, are hereby superseded and merged herein. This IGA shall not be modified, amended, altered or extended except through a written amendment signed by the parties and recorded with the Pima County Recorder. IN WITNESS WHEREOF,the parties hereby have executed this Agreement on this day of , 2009. PIMA COUNTY BOARD OF TOWN OF ORO VALLEY SUPERVISORS By: By. Mayor Chair ATTEST: ATTEST: By: By: Town Clerk Clerk of the Board of Supervisors APPROVED AS TO CONTENT: By: 7&/ F.Ann Rodriguez,Pima County Recorde The foregoing Intergovernmental Agreement between The Town of Oro Valley,Pima County and the Pima County Recorder has been reviewed pursuant to A.R.S. 11-952 by the undersigned,who have determined that it is in the proper form and is within the powers and authority granted under the laws of the State of Arizona to those parties to the Intergovernmental Agreement representedby the undersigned. Pima County and Pima County Recorder Town of Oro Valley Deputy County Attorney Attorneyfor the Town of Oro Valley 3 6 F. ANN RODRIGUEZ, RECORDER DOCKET: 13537 ' RECORDED BY: K O E. 3860 �� of PI DEPUTY RECORDER v NO. OF FAGE S: 9 • 1861 AS2 I rr�� SEQUENCE: 20090720940 P0230 w. : , :1:vz 04/l5/2009 CLERK OF THE BOARD �� I u� AP;i ORD IN 18:00 PIMA CO � PICKUP `.41Z014P PICKUP AMOUNT PAID $ 0.00 if-', ,oc 11.4„.-N 4/ tie-„,--,---------,----</e,.,,,,, i 41/' . i 14 40 Id), W1c t ''f' 1.i i 1 .. .\‘,4.4 LLI,1)4 i Nani ' ORDINANCE NO. 2009- 3 2 AN ORDINANCE OF TI-1-.E BOARD OF SUPERVISORS OF PIMA COUNTY, ARIZONA ESTABLISHING FEES FOR ELECTION-RELATED ECTION-RELATED SERV ICES, VOTER REGISTRATION RATION DATA AND RECORDED DOCUMENT SERVICES PROVIDED BY THE PIMA COUNTY RECORDER. WHEREAS, the 'Pima P' Recorder is authorized pursuant to A.R.S. §§ 16-172, 16- County charge for election-related services,voter registration data, and 168(1,), 11-475, and 11-251..08 to a recorded document services; and, Rilillr WHEREAS, the Pima County Board of Supervisors has determined that the charges are appropriate and necessary to cover the costs incurred by the Pitna County Recorder in providing these services;and, : , _ County Board of Supervisors has the authority under A.R.S. §11- 251.05 1 1- WII)✓RL.AS, the Pima Co � the functions of the County. 5 to adopt all ordinances necessary or proper to carry out 251.0 I NOW THEREFORE,IrRLrOKr _ , J3IJ IT. ORDAINED BY THE BOARD OF SUPERVISORS OF PIMA COUNTY,ARIZONA: 3 IC p r� �T � the intent of this Ordinance to establish fees for election-related SECTION 1: It is r.., . recorded document services provided by the Pima County '�� services, voter registration data, and Recorder in an toili ',, a mount sufficient tI o defray costs. 1. 13 SECTION lON chargedbyees Fees Fthe Pima County Recorder shall be as follows: E' , SEE ATTACHMENT. SECTION 3: This Ordinance shall take effect thirty-one (31) days from the date of adoption. a ranyprovision of this Ordinance, or the application thereof to any person SECTION 4: If � or circumstance is invalid, the invalidity lidit shall not affect other provisions or applications of this Ordinance, which can be given meaning without the invalid provision. tle r r . PASSED AND ADOPTED THIS 7th day of April , 2009. PIMA CO TTY BOAD OF SUPERVISORS Nil / ":" c/-ii,xv—itstie..1. ..„.. ..-- 444r.-1, Chair, Board of Supervisors 4/7/09 ATTEST: i -- APPROVED AS TO FORM: Ard'_, - 4,-4-0,._.A....t..i _..o. . Lori Godoshi;an Clerk o-the-Board Dai ur ovitz Deputy County Attorney REVIEWD BY: - G o-",( 2/ / -- ,.- 1 ' r--//.1/1/4.. --)f, ,, F. Ann Rodriguez, Pima County/ gorier ( / \‘'i ..) .11 1 :,„ 1 Iwllr 1(Wa, •ifl t1�1R T r P a i.N.l Nf1� IIW1/� 4+ 311/ r )_ �; I� +r . Christopher J. Roads P: 0. Box`3145 \\4"----,7-----4• ,- ii.-, Chie#'Deputy Recorder Tucson,AZ 85702-3145 F. Ann Rodriguez Registrar of Voters1 ncated in the Old Courthouse at: kow, North Church Avenue,Tucson, AZPima County Recorder Document Recording: (520)740-4350 Voter Registration: (520)740-4330 httPRecording://www.recorder.pima.gov history one document at a time. Fax: (520)623-1785 PIMA COUNTY RECORDER'S C For Conducting Jurisdictional Elections i.e., Cities, Towns, School Districts, Fire Districts, etc.) ELECTION COSTS POLLING PLACE ELECTIONS Ballot Processing g $5.75 Each* Permanent Early (PEVL) Ballots $3.00 Each* Voti �ng List Early Ballot Signature Verification $0.75 Each Replacement Ballots— Satellite Location $1.50 Each 41160, Replacement Ballots—By Mail $3.00 Each Signature Roster Printing (per precinct) $18.00 Each Provisional Ballots $16.00 Each Conditional Provisional Ballots $5.00 Each Regular Hours $18.13 Per Hour Overtime Hours $27.20 Per Hour Remote Site Computer Linked $400.00 Flat Fee Remote VotingSite Not Computer Linked $200.00 Flat Fee om P ALL BALLOT-1Y-MML ELECTIONS 1'"ll 111 I:nui, LL1IMIT �IIIIi� I(11Y1 Mailing of Ballots to Every Active Voter 1`.Y'' �1a. I�I,1.,� 11111 1 al Jurisdiction Under 30,000 Voters $1.95 Each* §11, $2.50 Each* ,1, I,N' Jurisdiction Over 30,000 Voters "'Y'!1 '1111 ��,111' 11{{.I:,y I!MYII $1.2 5 Each Y`� Ballots— Satellite Location ,'.nu Replacement °°'N" Replacement Ballots—By Mail $3.00 Each Signature Verification Cost $0.75 Per Signature PIMA COUNTY RECORDER'S CHAR GES Paget ELECTION COSTS (Continued) FEES APPLICABLE TO ALL ELECTIONS Voter Registration Maintenance Fee++ 21/20 Per Voter Team Voting j $60.00 Per Request Special Inserts: Single Page - 81% x 4/2" $0.02 Per Ballot (20 lb. paper minimum) Multiple Pages or larger than 81/2x 41/" $0.05 Per Ballot (May also result in additional postage cost for mailed ballot package due to increased weight) Mileage will be charged at actual cost based on Pima CountyAutomotive Services Department nt Motor Pool charges. * Includes postage fees for both the mailing of the ballot package and the return mail of the voted ballot. Postage rate hikes imposed by the United States Postal Service which take effect after the effective date of this Ordinance and Fee Schedule may result in a fee increase in the same amount. 4+ Active and Inactive voters. NomIli t Emergency voting in hospitals, rest homes, care facilities, etc., for homebound voters, voters unable to vote in polling location, and those who need assistance voting their ballot due to medical reasons. JURISDICTIONAL BOUNDARY CHANGES MAPPING Computer coding $50.00 Per Annexation Map Geocoding (1 Hour Minimum) $20.00 Per Hour .I! VOTER REGISTRATION DATA tl In addition to the statutoryfees for voter data provided p lded in A.R.S. the following fees will be r�l charged per voter record: ,Illftt Additional District Assignment Information $ .01 Voting History .02 Voter Change History .02 3 PIMA COUNTY RECORDER'S CHARGES Page 3 ELECTION COSTS (Continued) Age Of Voter $ .02 _ �30 Mailing Labels (F' X 2.63" Per Page) .20 Per Label Computer Programming For Additional Information Per Hour, 1 Hour Minimum 50.00 Copying Fee—includes Redaction Of Confidential Data 1.00 Per Page � Certification Of Voter Registration 10.00 Per Certification Replacement of Voter ID Card 5.00 Each RECORDER'S WEB SITE SUBSCRIPTION FEES For accessing images of recorded documents on the Pima County Recorder's secure web site, the following subscription fees will apply: Affidavits of Value Images $60.0041110, per month paid 3 months in advance for unlimited number of images. Recorded Documents Images Includes Affidavits of Value A. $100.00p aid in advance for a six-month period for 200 images. B. Additional increments of 200 documents at $45.00 per increment. Maps Images $3.00p er map page payable at least $200.00 in advance. ADDITIONAL FEES FOR RECORDED DOCUMENTS Reference* d Inex Direct download of daily indexing $ .01 per f dail docket of imaes Direct download o y g u .„ or Affidavits of Value .02 per image CD format of daily docket of images or Affidavits of Value .03 per image ;!, � per document Fee to return documents improperly submitted for recordation 3.00 vine * Index Reference consists of the document type, grantor and grantee listing as separate Minimum fee of $.03 per document for one grantor, one grantee and 4111, Index references. document type references. Additional fee charged for additional grantors and grantees. PIMA COUNTY RECORDER'S CHARGES Page 4 CANDIDATE EARLY BALLOT LISTS FEE SCHEDULE PRIIIIARY ELECTIONS-State and Federal Elections, countywide S ectal Elections Nod � 1. Early Ballot request data for State and Federal Primary Elections. 2. Number of Registered Voters determined on the 60th' day preceding the Primary Election. . Prices shown in Columns 2 and 3 are per Party Affiliation: Democrat, Republican and/or Others. 4. Fees will be calculated in the following manner: a. Determine which Party data are desired (Democrats, Republicans and/or Others). b. Determine how many Voters of each Party are registered in the desired District using the figures from v „ the Recorder's website. c. Find the row containing that number in Column 1. Use the Price Per PartyAffiliation figures in Column2 figures 3-� `' for the Early Ballot List, and the in Column for the Returned Ballot List. d. EXAMPLE: Candidate John Doe subscribes to the list of all Democrats and Independents who request p an Early Ballot in his District. There are 173,280 Democrats and 92,621 Independents. Usingthe p schedule below, Mr. Doe will pay $360.00 for Democrats plus $200.00 for Others for the Early Ballot List. If he decides he wants to also purchase the Returned Ballot List, he will add an additional $190.00 for Democrats plus $110.00 for Others. His total for the subscription will be $860.00. 5. If the request is for all political parties and Others, and all such ballot returns, then the maximum charge shall be 51,020.00. 1. NUMBER OF REGISTERED 2. EARLY BALLOT LIST 3. RETURNED BALLOT LIST ' VOTERS IN DISTRICT PRICE PER PARTYAFFILIA TION PRICE PER PARTY.AFFILIATION 1 0- 10.000 5 20.00 $ 20.00 10,001 -20,000 40.00 30.00 20,001 -30,000 60.00 40.00 kJ 30,001 -40,000 80.00 50.00 40,001 -50,000 100.00 60.00 5 0,001 -60,000 120.00 70.00 60,001 -70,000 140.00 80.00 70.001 - 80,000 160.00 90.00 80,001 -90,000 180.00 100.00 90,001 - 100,000 200.00 110.00 100,001 - 110,000 _ 220.00 120.00 110,001 - 120,000 240.00 130.00 120,001 - 130,000 260.00 140.00 130,001 - 140,000 280.00 150.00 140,001 - 150,000 300.00 160.00 150,001 - 160,000 320.00 170.00 �, : 160,001 - 170,000 340.00 .118 0.0 0 .,,;:$ 6 170,001 -- 180,000 360.00 190.00 :'°INII.'', L L 180,001 - 190,000 380.00 200.00 Ii'I;I 190,001 -200.000 400.00 210.00 °q 200,001 -210.000 420.00 22 .:�! 0.00 „,„I,, 46,tiin 210,001 220,000 440.00 230.00 ,1,5 220,001 -230,000 460.00 240.00 ....,:ii 230.001 -240.000 480.00 250.00 240.001 -250,000 5 00.00 260.00 250,001 -260.000 520.00 270.00 260,001 -270,000 540.00 280.00 270,001 -280,000 560.00 290.00 PIMA COUNTY RECORDER'S CHARGES Page'5 + tor CANIDA TE EARLY BALLOT LISTS FEE SCHED ULE �R - ELECT'ONS-State and Federal Elections, countywide Special cial Electi ons 1. Early Ballot request data for State and Federal General Elections. 2. Number of Registered Voters determined on the 60th day preceding the General Election. Columns 2 and 3 are per Party Affiliation: Democrat, Republican and/or Others. 3. Prices shown in 4. Fees will be calculated in the following manner: a. Determine _ which Party data are desired (Democrats,Republicans and/or Others). Partyare registered in the desired District using the figures from b. Determine how many Voters of each the Recorder's website. c. Find the row containing that number in Column 1. Use the Price Per Party Affiliation figures in Column 2 for the EarlyBallot List, and the figures in Column 3 for the Returned Ballot List. d. EXAMPLE: Candidate John Doe subscribes to the list of all Democrats and Independents who request an Early Ballot in his District. There are 173,280 Democrats and 92,621 Independents. Using the a $380.00 for Democrats plus $220.00 Others for the Early Ballot schedule below, Mr. Doe will pay for decides he wants to alsopurchase the Returned Ballot List, he will add an additional List. If he $360.00 for Democrats plus $200.00 for Others. His total for the subscription will be $1,160.00. 5. If the request is for all politicalparties arties and Others, and all such ballot returns, then the maximum charge shall be $1,380.00. 2. EAR�,YBALLOT LIST 3. RETURNED BALLOT LIST 1. NUMBER' OF REGISTERED VOTERS IN DISTRICT I PRICE PER PARTY AFFILIATION PRICE PER PARTY AFFILIATION 0 10.000 $ 40.00 $ 20.00 2 0,000 60.00 40.00 10,001 - -3 0,000 80.00 60.00 20,001411111, _ 80.00 30,001 -40,000 100.00 40,001 - 50,000 120.00 100.00 60,000 140.00 120.00 50.001 - 60,001 70,000 160.00 140.00 70,001 80. 000180.00 160.00 90,000 200.00 180.00 80,001 - 90,001 100.000 220.00 200.00 100,001 - 110,000 240.00 I 220.00 ` X60.00 240.00 110,001 - 120,000 120.001 0,00 - 0 280.00 1 260.00 , 1� � 130,001 - 140.000 3 00. ?80.00 � 00 - _ X0 140,001 1 .0 320.00 300.00 00 340.00 320.00 �I„ 150,001 160,0 „1•,►1 "I 360.00 340.00 160,001 170,000 ""' 360.00 3 80.00 i1:,1: 170,001 - 180,000 �4"�' 150,001 - 190,000 400.00 380.00 .,,fir,, 000 42 0.00 400.00 �p�` 190.001 -X00. '`"`u 200,001 -210,000 420.00 - / / 440.00 �10,001 _�o;o li? Q 0 460.00 1 .00 1101M1 le 220,001 -230.000 480.00 460.00 :1:':: 230.001 -240.000 500.00 480.00 tior 240.001 -250.000 520.00 500.00 250.001 -260,000 540.00 520.00 260,001 -270,000 560.00 540.00 270.001 -2580.00 1 560.00 80,000 PIMA COUNTY RECORDER'S CHARGES Page 6 r y CANDIDATE EARLY BALLOT LISTS FEE S CHED ULE FOR PR MAR Y(March) « GENERAL (limy) ELECTIONS Niii0 Non-State and Non-Federal Elections WW1 INC PI,A CV F,T,'CTTUN,S I NUMBER OF REGISTERED VOTERS LIST OF EARLY LIST OF VOTERS IN DISTRICT BALLOT REQUESTS RETURNED BALLOTS 0- 10,000 $ 10.00 $ 10.00 10,001 -20,000 20.00 10.00 20.001 -30,000 30.00 20.00 30,001 -40,000 40.00 30.00 40,001 -50,000 50.00 40.00 50.001 -60,000 60.00 50.00 60,001 -70,000 70.00 60.00 70,001 - 80.000 80.00 70.00 80,001 -90,000 90.00 80.00 90,001 - 100.000 100.00 90.00 100,001 - 110.000 110.00 100.00 110,001 - 120,000 120.00 110.00 .011 120.001 - 130,000 130.00 120.00 130,001 - 140.000 140.00 130.00 140,001 - 150,000 150.00 140.00 150,001 - 160,000 160.00 150.00 160,001 - 170.000170.00 160.00 . 170,001 - 180,000 180.00 170.00 180.001 - 190,000 190.00 t 180,00 190,001 -200,000 200.00 190.00 • 200,001 -210.000 210.00 200.00 210,001 -220,000 220.00 210.00 220.001 -230,000 230.00 220.00 230,001 -240,000 240.00 230.00 240,001 -250,000 250.00 240.00 1. 250,001 -260,000 260.00 250.00 Ir 260,001 -270,000 270.00 260.00 4n 270.001 -2 80.000 2 80.00 2 X7 `�j . 0.00 IR ;uuN:,!, 'ik;al� jl 11a fl,l,! VIII/1�'� dj� PLMM4 CO LINT Y RECORDER'S CHARGES .Page 7- CANDIDATE EARLY BALLOT LISTS (111w FEE SCHEDULE ULE FOR PRIMARY(Marc/i) & GENERAL (May) ELECTIONS Non-State and Non-Federal Elections ALL BALLOT-BY-MAIL ELECTIONS , I NUMBER OF LIST OF REGISTERED VOTERS LIST OF EARLY VOTERS IN DISTRICT BALLOT REQUESTS RETURNED BALLOTS 0- 10,000 $ 40.00 1 $ 20.00 10,001 -20,000 60.00 40.00 20,001 -30,000 _ 80.00 60.00 30,001 -40,000 100.00 80.00 40.001 - 50.000 120.00 100.00 50,001 -60.000 140.00 120.00 60.001 -70,000 160.00 140.00 70,001 - 80,000 180.00 160.00 80.001 -90,000 200.00 180.00 90,001 - 100,000 220.00 200.00 100,001 - 110,000 240.00 220.00 (iv , 110,001 - 120,000 260.00 240.00 00 280.00 260.00 120,001 - 10.0 130,001 - 140,000 300.00 280.00 140,001 - 150,000 320.00 300.00 150,001 - 160.000 340.00 320.00 160,001 - 170,000 360.00 340.00 170,001 - 180,000 380.00 360.00 180,001 - 190,000 400.00 380.00 190,001 -200,000 420.00 400.00 200,001 -210,000 440.00 420.00 , 210,001 -220,000 460.00 440.00 220,001 -230,000 480.00 460.00 230,001 -240,000 500.00 480.00 5 00.00 ��� 240,001 -250,000 520.00 '""� 520.00 '��' 250,001 -260,000 540.00 ,,,�,` dunll 540.00 260,001 -270,000 560.00 ''"'M" 270,001 -280.000 1 580.00 560.00 ,sun, m„F uuu! ,_____ il I t 4. 4,\- -11-11=1--.-1, (Gt7 .--„.;, '‘,,ce, c.':‘\ 4::::r,,)74 °��j%� ,° // - Q.Box 3145 Christopher J.Roads ��� � Chief Deputy Recorder Villfucson,AZ 85702-3145 Registrar of Voters F.Ann Rodriguez Located in the Old Courthouse at: Document Recording: (520)740-4350 h Church Avenue,Tucson,AZ Pima County Recorder i 115 NortVoter Registration: 520 740-4330 o ( ) ' Recordinghistoryone document at a time. Fax: (520)623-1785 http://www.recorder.pima.gov MEMORANDUM TO: Kathi Cuvelier, Town Clerk Town of Oro Valley 11000 North La Canada Oro Valley, AZ 85737 FROM: Debra Mulvey Pima County Recorder's Offic \ \ -----' SUBJECT: INTERGOVERNMENTA AGREEMENT WITH TOWN OF ORO VALLEY DATE: August 20, 2009 C: F. Ann Rodriguez, Pima County Recorder Christopher J. Roads, Registrar of Voters ****************************************************************************** Attached are two original copies of the Intergovernmental Agreement between Pima County, the Recorder's office, and the Town of Oro Valley for the Primary Election on March 09, 2010 and the General Election on May 18, 2010. Please sign as the Town Clerk, and have the Mayor of Oro Valley and your legal counsel sign both originals. When the Agreement has been signed by all parties, please mail back both originals, and attach the Town's Resolution. They will then be submitted to the Pima County Board of Supervisors for the ratificationp rocess. When the process is completed, a fully executed, signed original will be returned to the Town of Oro Valley. Thank you for your assistance. If questions arise, please feel free to call me at 740-4357. /dim 09MEM075 Attachments i • TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: September 16, 2009 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: Resolution No. (R)09- 58 Desi natin the Town of Oro Valley regular spring election Designating dates; Designating in the deadline for voter registration; and designating the place and the last date for candidates to file nomination papers SUMMARY: The attached resolution calls March 9, 2010 as the date to conduct the Primary Election for the purpose of nominating candidates for Mayor and three Council Member seats whose names shall appear on the ballot at the May 18, 2010. Anycandidate receiving a majority of all the votes cast at the General Election to be held on M y Primary Election will be declared elected without running at the General Election. In addition, one proposition —Alternative Expenditure Limitation (Home Rule Option) will be placed on the March 9, 2010 ballot. the March 9, 2010 Primary Registration deadline for Election is 5:00 p.m. on Monday, February 8, 2010 and April 19, 2010 for the May 18, 2010 General Election. tndidates must file nominationpapers a ers and other nomination forms by 5:00 p.m. on Wednesday, December 9, " 009 in order for their names to appear on the Primary Election Ballot. ATTACHMENTS: 1. Resolution No. (R)09- 58 FISCAL IMPACT: $140,000 has been budgeted under the General Fund in the Clerk's Departmental Election category for the March 9, 2010 Primary Election and the May 18, 2010 General Election. SUGGESTED MOTION: I MOVE to adopt Resolution No. (R)09- 58 � gdesignating March 9, 2010 as the Primary Election date and May 18, 2010 as the General Election date. CC'" CUM/a-IL Kathryn E. Cuvelier, Town Clerk J rene Watson, Assistant Town Manager 1014_ 0.,,44,1A4,4„, 411W David Andrews, Town Manager • r RESOLUTION NO. (R) 09- CALL OF ELECTION A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, DESIGNATING THE ELECTION DATES; DESIGNATING THE DEADLINE FOR VOTER REGISTRATION; AND DESIGNATING THE PLACE AND THE LAST DATE FOR CANDIDATES TO FILE NOMINATION PAPERS Valleyis a municipal corporation within the State of Arizona and WHEREAS, the Town of Oro p rp privileges rights,vested with all the ri htsand benefits and is entitled to the immunities and exemptionsgranted to municipalities and political subdivisions under the Constitution and laws p of the State of Arizona and the United States; and NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley,Arizona as follows: SECTION 1. Designation of Election Dates; Purpose March 9, 2010 has been set as the time for holding the Primary Election in the Town of Oro Valley, Arizona for the purpose of nominating candidates for Mayor and three (3) Council p � Member seats whose names shall appear on the ballot at the General Election to be held on May Any candidate receivinga majority of all the votes cast at the Primary Election will be 18, 2010. A y � y declared elected without running at the General Election. In addition, one proposition, "Alternative Expenditure Limitation" (Home Rule Option) will be placed on the ballot. SECTION 2. Designating Deadline for Voter Registration Pima County registration and voting lists shall be used for the municipal election. In order to be g qualified to vote, you must be registered by Monday, February 8, 2010 for the March 9, 2010 Primary Election and by Monday, April 19, 2010 for the May 18, 2010 General Election. SECTION 3. Designating Date and Place to file Candidate Nomination Form Candidates must file nomination papers and other nomination forms by 5:00 p.m. on Wednesday, December 9, 2010 at the Town of Oro Valley Clerk's Office in order for their names to appear on the Primary Election ballot. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley, Arizona, this 16 day of September 2009. TOWN OF ORO VALLEY 411iv Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: F:\Clerk\Elections\Elections 20 I 01Resolution call of Election.doe 2 Town of Oro Valley Attorney's Office/ca/082609 M f RESOLUCION NO. (R) 09- 58 1111101, LLAMADO A ELECCIONES UNA RESOLUCION DEL ALCALDE Y EL CONSEJO DEL PUEBLO DE ORO VALLEY, ARIZONA DESIGNANDO EL DIA DE LA ELECION; DESIGNANDO LA FECHA LIMITE PARA EL REGISTRO DEL VOTANTE; Y DESIGNANDO EL LUGAR Y LA FECHA LIMITE PARA QUE LOS CANDIDATOS PRESENTAR LOS DOCUMENTOS DE NOMINACION SEAR RESUELTO, por el Alcalde y el Consejo del pueblo de Oro Valley, Arizona, como s i gue: Seccion 1. Designacion del dia de Eleccion y proposito Que el dia 9 de marzo del 2010 fue designado como la fecha para la Eleccion Primaria en el pueblo de Oro Valley, Arizona, con el proposito de nominar candidatos para Alcalde y tres miembros deljcuyos consejo cu os nombres apareceran en la balota en la Eleccion General que se lle vara a cabo el dia 18 de mayo del 2010. Cualquier candidato que reciba la mayoria de los votos en la eleccion primaria sera declarado elegido sin tener que postularse en la Eleccion General. Ademas, una propuesta—Limitacion Gastos Alternativos de Gobernacion Casera) sera puesta en la balota. (Opción ‘116., Seccion 2. Designacion de la fecha limite para registro de votantes Las listas del Condado de Pima registro y de los votantes seran usados para las elecciones les. Para oder cualificar para votar debe estar registrado para el Lunes, 8 de municipa p Febrero del 2010 para la eleccion Primaria del 9 de marzo del 2010 y para el Lunes, 19 de abril del 2010p ara la eleccion General del 18 de mayo del 2010. 3. Designacion del dialugar para presentar el formulario Nominando Seccion g y el Candidato Los candidatos deben presentar las nominaciones y otras formas antes de las 5:00 de la tarde del mlerc oles 9 de diciembre del 2010 para que sus nombres puedan aparecer en la balota de las Elecciones Primarias. APROBADO Y ADOPTADO or el Alcalde y Consejo del pueblo de Oro Valley, por este 16 de Septiembre del 2009. Paul H. Loomis, Alcalde ATESTADO: APROBADO: Kathryn E. Cuvelier, Secretaria Tobin Rosen, Abogada • TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: September 16, 2009 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk • Resolution No. (R)09- 59 the Town Clerk to conduct the 2010 Spring Elections SUBJECT. Authorizing By Mail pursuant to ARS 16-409 on March 9, 2010 and May 18, 2010 SUMMARY: Oro Valley began conductingBy Ballot Mail Elections in Spring 2002. Our goal was to increase voter turn-out byour voters would represent the highest number of citizens voting in our elections. so that decisions made p Since that time, nine ballot bymail elections have been conducted and an increase in voter participation did occur. Below is a list of voter turn-out for these elections: Ballot by Mail Election Date Voter Turnout % (Mail Ballot) Voter Turnout % (Polling Place) 3/12/02 Primary 42% Primary Election 24% (03/00) 5/21/02 General 38% General Election 31% (05/00) 11/04/03 Special 44% (General Plan) )-04 Primary 35% 1-9-05 Special 36% (General Plan) 3-4-06 Primary 54% 5-16-06 Consolidated General Election 33% 3-11-08 Primary 33% 5-20-08 General 35% In November 2006, voters in the State of Arizona voted no on the initiative to make Arizona a "Ballot By Mail" r a majority of Oro Valleyvoters in all precincts voted yes to the "Ballot By Mail" Statewide state. However, � y initiative. In addition, more than 80% of Oro Valley voters vote early during major statewide elections. preference Valley voters a show towards voting by mail. This trend may be attributed to the busy lifestyles of our citizens. Voting by mail provides convenience to the voter in the following ways: • *26 days to review sample ballots • Voting in the privacy of their homes • Mailingtheir ballot or dropping them off at Town Hall up to 7:00 p.m. on the day of the election. pp g ATTACHMENTS: Mail Election Report sent to the State Senate and State Legislature listing the following 1) Ballot By P Formation from our March 11, 2008 & May 20, 2008 Ballot By Mail Elections: • Relat ive Costs of Mail Ballot Elections compared to traditional elections. • Suggestions for Improvement or refinements in the Mail Ballot Program. • Frequency and severity of Mail Ballot Irregularities. • Voter Satisfaction with the Election Process. • Number of nondeliverable ballots. RECOMMENDATION: Oro Valley voters appear to be comfortable with voting by mail and have done so for theast nine e Oro Valley elections. Therefore, I recommend that the Council approve conductingthe 2010 Primary . and General election by mail and that the ballots be mailed to the voters on the first day that Early Voting begins which is *26 days prior to the Election. Federal law requires that ballots must be mailed to those voters serving in the military 33 days prior to an election. At this time, no consolidated elections are scheduled that would affect Oro primary or generalr Valley's ima election. Therefore, I recommend conducting both elections by mail. *Amended by SB 1074, renumbered to Chapter 149 A.R.S. §16-558 FISCAL IMPACT: $140,000 has been budgeted for our spring elections: March 9, 2010 Primary Election and the May 18, 2010 General Election. SUGGESTED MOTION: I move to adopt Resolution No. (R)09-59 authorizing the Town Clerk to conduct the 2010 Spring Elections By Mail pursuant to ARS 16-409 on March 9, 2010 and May 18, 2010. or..... I move to conduct the March 9, 2010 Primary Election and the May18, 2010 General Election as "polling place elections." . p g ATTACHMENTS: 1. Ballot by Mail Election Report. 2. Resolution No. (R)09- 59 6lteoa-4-e K. ryn E. Cuvelier, Town Clerk ,-F J ne Watson, Assistant Town Manager 0.4,44,d David Andrews, Town Manager OP`LEY AR/<> OQ- P. 71. ka, . b, UNDED Town of Oro Valley Town Clerk's Office December 31, 2008 The Honorable Bob Burns President of the Senate 1700 W. Washington Phoenix, Arizona 85007 The Honorable Kirk Adams Speaker of the House of Representatives 1700 W. Washington Phoenix, Arizona 85007 RE: Town of Oro Valley, Arizona Ballot by Mail Election held March 11, 2008 & May 20, 2008 4111, Gentlemen: Pursuant to ARS 16-409 B, the Town of Oro Valley, Arizona hereby submits its Mail Ballot Election Report for the Ballot by Mail Primary Election held on March 11, 2008 and for the General Election held on May 20, 2008. These were the seventh and eighth ballot by mail elections conducted by the Town of Oro Valley. The first election was the Town's regular primary election placing candidates before the voters and the second was the Town's general run-off election to elect council members who did not receive a majority vote in the primary election. 1. CHANGES IN VOTER TURNOUT: March 11, 2008 Primary Election: According to the Pima County Recorder, Oro Valley registered voters totaled 26,294. A total of 8,571 voters returned their voted ballots on time. The turnout for this election was 32.50%. May 20, 2008 General (Run off) Election: Oro Valley registered voters totaled 26,230. A total of 9,044 returned their voted ballots on time. The turnout for this election was 34.50%. www.orovalleyaz.gov 11000 N.La Canada Drive Oro Valley,Arizona 85737 phone: (520) 229-4700 • fax:(520)297-0428 12/31/08 Ballot by Mail Election Report 2 2. RELATIVE COSTS OF MAIL BALLOT ELECTIONS COMPARED TO TRADITIONAL ELECTIONS. 03/11/08 Regular Primary Election — Conducted by Mail (Note: Stand alone Election. Cost of election paid entirely by Oro Valley): U.S. Postmaster $ 20,000.00 Pima County Recorder $ 39,782.88 Pima County Division of Elections $ 8,122.42 Total Cost $ 67,905.30 05/20/08 General Election — Conducted by Mail (Note; Stand alone Election. Cost of election paid entirely by Oro Valley): U.S. Postmaster $ 20,000.00 Pima County Recorder $ 38,486,10 Pima County Division of Elections $ 7,772.61 Total Cost $ 62,547.31 3. SUGGESTIONS FOR IMPROVEMENT OR REFINEMENTS IN THE MAIL BALLOT PROGRAM. We have discussed the issue of the mailing date for the ballots. Currently, the Oro Valley Town Council, with agreement by the Pima County Recorder, has determined in each ,„„) election to mail the ballots on the earliest possible date, 33 days .rior to the Election Day. y Ballots for the March 11, 2008 Regular Primary Election and the May 20, 2008 General Election were mailed out 33 days prior to the election. 4. FREQUENCY AND SEVERITY OF MAIL BALLOT IRREGULARTIES. No specific irregularities or problems were determined or reported duringthis election. p Of the ballots returned for the March 11, 2008 Primary Election: • 69 returned with no forward address. • 24 returned with an indication that the voters were temporarily awayand placed a hold on their mail. • 407 were returned with forwarding addresses in Oro Valley and new ballots were sent to those voters. • 33 were returned with a forwarding address outside Pima County. A total of 407 new Residence Ballots were issued. These ballots include voter registration forms and require the voter to update their registration before their ballot is counted. Some of them had contacted the Pima County Recorder's Office or the Oro Valley Town Clerk's Office before the ballots were sent so we were able to send the new residence ballots without waiting for the original ballots to be returned. 12/31/08 Ballot by Mail Election Report 3 Of the ballots returned for the May 20, 2008 General Election: • 132 returned with no forward address. • 71 returned with an indication that the voters were temporarily away and placed a hold on their mail. • 313 were returned with forwarding addresses in Oro Valley and new ballots were sent to those voters. • 627 were returned with a forwarding address outside Pima County. A total of 313 New Residence Ballots were issued. These ballots include voter registration forms and require the voter to update their registration before their ballot is g counted. Some of them had contacted the Pima County Recorder's Office or the Oro Valley Town Clerk's Office before the ballots were sent so we were able to send the new residence ballots without waiting for the original ballots to be returned. 5. VOTER SATISFACTION WITH THE ELECTION PROCESS. We received no complaints or comments from voters during this election cycle. Overall, Oro Valley voters seem to like the convenience of voting by mail and prefer this type of an election rather than a traditional polling place election. I would like to add the fact that even though the Ballot By Mail Statewide Initiative was thir not approved by a majority of Arizona voters, a majority of voters in Oro Valley did vote in favor of approving this Initiative. 6. NUMBER OF UNDELIVERABLE BALLOTS: See information in part 4 above. Please note that of the 8571 ballots voted in the 3-11-08 Primary Election, 5702 (67%) were returned in the first two weeks of the election. 1820 (21%) were returned in the last 7 prior s to the election. On the day of the Primary and General Election 17 hand carried their voted ballot to the ballot box located at the Oro Valley Town Hall. (17 for the Primary and 0 for the General). If you have further questions, please contact Pima County Chief Deputy Recorder/Registrar of Voters Chris Roads at (520)740-4340 for more details on this process. SUMMARY: As the Election Official for the Town of Oro Valley, I find that "stand-alone" ballot by mail elections are more expensive than"polling place" elections that are combined with a Pima County Election. However, the cost is about the same if the ballot by mail election and theP olling place election is only for Oro Valley and not combined with a Pima County Election. We traditionally have a higher voter turn-out when the election is 12/31/08 Ballot by Mai] Election Report 4 • conducted by mail and our voters like the convenience of voting by mail. The receipt of the Oro Valley Election results was timely, with the Pima County Division of Elections vii) providing the Town with unofficial results at 8:01 .m. Election evening. The final P g certified tabulation of the Returns of the Primary Election was received by Pima County Elections Director Brad R. Nelson on Thursday, March 13, 2008 and on Friday, May 23, 2008 for the General Election. With the assistance of the Pima County Recorder and Division of Elections, I am committed to making the voting process in Oro Valley as convenient and easy as possible for our voters and my goal is to see our voter turn-out rise above 50%, which we achieved during our March 14, 2006 Primary Election with a turn-out of 53.60%. However, for our 2008 Primary and General Elections, our turn-out was well below 50%. 32.50% for the Primary Election and 34.50% for the General Election. However, when comparing our turnout with other local jurisdictions in Pima County, our turnout is considered to be above average. Sincerely, 1 /-\i'j C‘ b( -11-4-1-2--btz Ka yn E. Cuvelier, CMC Town Clerk Town of Oro Valley, Arizona C. Mayor & Town Council 3 Town Manager i • RESOLUTION NO. (R) 09- 5 9 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AUTHORIZING THE TOWN CLERK TO CONDUCT THE PRIMARY ELECTION ON MARCH 9, 2010 AND THE GENERAL ELECTION ON MAY 18, 2010 AS "BALLOT BY MAIL" ELECTIONS PURSUANT TO A.R.S. § 16-409 WHEREAS, the Town of Oro Valley is a municipal corporation within the State of Arizona and is vested with all the rights, privileges and benefits and is entitled to the immunities and exemptions granted to municipalities and political subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, p ursuant to A.R.S. § 16-409(A), cities and towns have the option to conduct any election with Mail Ballots on the approved consolidated election dates; and WHEREAS, evidence shows that mail balloting yields higher voter participation; and WHEREAS, evidence shows that mail ballots delivered by the United States Postal Service remain secure and confidential; and p WHEREAS, to against a ainst voter fraud, the Pima County Recorder's Office individually matches every voter signature affixed to each returned ballot envelope against the voter's signature on file from his or her voter registration form; and WHEREAS, the database maintained by the Pima County Recorder's Office makes it impossible for a voter to vote more than one ballot. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona as follows: SECTION 1. The Town Clerk is authorized to conduct "Ballot By Mail" elections for the PrimaryElection to be held on March 9, 2010 and the General Election to be held on May18, 2010 in accordance with A.R.S. Title 16. The ballots shall be mailed to each registered voter in the Town of Oro Valley on the 26th day prior to the Election. SECTION 2. The Town of Oro Valley, Arizona through adoption of this resolution agrees that the Town will pay postage for return of voted ballots by U.S. Mail during the "Ballot By Mail" elections. F:\Clerk\Elections\Elections 2010\Resolution Ballot-by-Mail 2010.doc Town of Oro Valley Attorney's Office/ea/082609 PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valleythis 16th da f y o September , 2009. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: 3 „aid FAClcrklElcctions\Elcctions 2010\Resolution Ballot-by-Mail 2010.doc Town of Oro Valley Attorney's Office/ca/082609 RESOLUCION NO. (R) 09- 59 UNA RESOLUCION DEL CONSEJO DEL PUEBLO DE ORO VALLEY, CONDADO itibr, DE PIMA ARIZONA, AUTHORIZANDO A LA SECRETARIA DEL PUEBLO A CONDUCIR LAS ELECCIONES PRIMARIAS EN MARZO 9, 2010 Y DEL 18 DE MAYO DEL 2010 COMO UNA ELECCION DE BALOTA POR CORREO DE ACUERDO AL ESTATUTO 16-409 (B) VISTOp e l ueblo de Oro Valley es una corporacion municipal del Estado de Arizona QUE, con todos sus derechos, privilegios y beneficios y tiene derechos a la immunidades y excepciones otorgadas a las municipalidades y subdivisions bajo la Constitucion y las leyes del p g Estado de Arizona y los Estados Unidos; y VISTOQ UE, Pueblos tienen la opcion, de acuerdo al estatuto 16-409 (A) de conducir Elecciones con Balotas por correo en los dias de elecciones consolidadas aprobaas; y VISTOQ UE, evidencia demuestra que balotas por correo resulta en una participacion mayor de votantes; y VISTOQ UE, evidencia demuestra que balotas enviadas a traves del servicio postal de los Estados Unidos se mantiene seguro y confidencial; y VISTOp para roteger contra fraude, la oficina del Registro de Votante del Condado de QUE, Pima individualmente compara cada firma del votante afijada a cada balota regresada contra la firma del votante en archivo del formulario del registro del votante; y base de datos mantenidapor la oficina del Registro del Votante del Condado VISTO QUE, la g de Pima hace imposible que un votante vote mas de una balota. AHORA, SEA RESUELTO por el Alcalde y Consejo del Pueblo de Oro Valley, Arizona, como segue: SECTION 1. La Secretaria del Pueblo esta authorizada para conducir elecciones "Balota por Correo" p ar alas Elecciones Primarias que seran llevadas a cabo en Marzo 9 del 2010 y del 18 de Mayo del 2010, en acuerdo con Estatuto Titulo 16. Las balotas deben ser enviadas a cada votante registrado en el pueblo de Oro Valley en el dia 26 antes de las Elecciones. SECTION 2. El Pueblo de Oro Valley, Arizona a traves de la implementacion de esta resolucion acuerda que el Pueblo va a pagar el costo del envoi de las balotas por correo durante las elecciones a traves del servicio postal de los Estados Unidos. APROBADO Y ADOPTADO por el Alcalde y Consejo del Pueblo de Oro Valley, Arizona este dia 16 de Septiembre del 2009. Paul H. Loomis, Alcalde ATESTADO: APROBADO: Kathryn E. Cuvelier, Secretaria Tobin Rosen, Abogado TOWN OF ORO VALLEY 'OUNCIL COMMUNICATION MEETING DATE: SEPTEMBER 16,2009 TO: HONORABLE MAYOR AND COUNCIL FROM: Daniel G. Sharp, Chief of Police SUBJECT: Resolution (R) 09- 60 authorizing the Town of Oro Valley to accept GOHS Contract Number 2009-NG-023,406-CIOT Next Generation Demonstration Grant for the benefit of the Police Department and the community. SUMMARY: On August 3, 2009 the Governor's Office of Highway Safety (G.O.H.S.) notified the police department of an award for over time funding to allow participation in a federally funded demonstration project for seat belt enforcement. TheThepurpose of this effort is to implement a demonstration project in Maricopa and Pima Counties to test the effects of mobilizationperiods. The goal is to sustain and increase conducting multiple, interim 'Click It or Ticket Next Generation' the seat belt usage rates in both counties. FISCAL IMPACT: Grant related spending capacity is currently budgeted in the police department's approved contingency budget. ATTACHMENTS: klir. Resolution No. (R) 09-60 2. Copy of G.O.H.S. Highway Safety Contract Number 2009-NG-023. RECOMMENDATIONS: Acceptance is recommended. SUGGESTED MOTION: I move that Resolution No. (R) 09-60 be adopted. • Daniel G. Sharp, ' of olice fi David L. Andrews,Town Manager RESOLUTION NO. (R) 09- 60 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AUTHORIZING THE EXECUTION OF A GRANT CONTRACT BETWEEN THE TOWN OF ORO VALLEY AND THE GOVERNOR'S OFFICE OF HIGHWAY SAFETY FOR FUNDING TO PARTICIPATE IN A DEMONSTRATION PROJECT FOR SEAT BELT ENFORCEMENT WHEREAS, the Town of Oro Valley is a political subdivision of the State of Arizona vested with all associated rights, privileges and benefits and is entitled to the immunities and exemptions granted municipalities and political subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, Highway Safety Funds are used to support state and community programs to reduce deaths and injuries on the highways. 23 USC §§ 401 - 404 of the Highway Safety Act provides funds to the State of Arizona for approved highway safety projects; and WHEREAS, the Oro Valley Police Department applied for and received a grant from the State of Arizona Governor's Office of Highway Safety (GOHS) in the amount of$9,000 to implement a demonstration project to test the effects of conducting multiple, interim "Click It or Ticket Next Generation" mobilization periods; and WHEREAS, the goal of this Contract is to sustain and increase seat belt usage rates; and WHEREAS, it is in the interest of the Town of Oro Valley to enter into the Highway Safety Contract, attached hereto as Exhibit "A", with GOHS for furthering public safety. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona, that: 1. The Highway Safety Contract, attached hereto as Exhibit "A", between the Town of Oro Valley and the Governor's Office of Highway Safety for funding to implement a demonstration project to test the effects of conducting multiple, interim "Click It or Ticket Next Generation" mobilization periods is hereby approved. 2. The Police Chief and any other administrative officials of the Town of Oro Valley are hereby authorized to take steps as necessary to execute and implement the terms of the Contract. F:\Police\Grant Agreements\GOHS\Resolution 2009 Highway Safety Seat Belts.doe Town of Oro Valley Atty's Office/ca/111008 PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 16th day of September , 2009. TOWN OF ORO VALLEY, ARIZONA Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: F.\Aolice\Grant Agreements\GOHS\Resolution 2(0)9 Highway Safety Seat Belts.doc Town of Oro Valley Attorney's Office/ca/080709 r r EXHIBIT "A" F:\Police\Grant Agreements\GOHS\Resolution 2009 Highway Safety Seat Belts doc Town of Oro Valley Attorney's Office/ca/080709 &sow GOVERNOR'S OFFICE OF STATE OF ARIZONA HIGHWAY SAFETY HIGHWAY SAFETY CONTRACT This page, 'the Project Director's Manual, and the Schedules A, B, and C, attached hereto and incorporated � herein by reference, constitute the entire contract between the parties hereto unless deviation is authorized in writing by the Governor's Highway Safety Representative. PAR.h I. CFDA#20.614 1. APPLICANT AGENCY GOHS CONTRACT NUMBER Oro Valley Police Department 2009-NG-023 ADDRESS PROGRAM AREA 406-CIOT 11000 North La Canada Drive, Oro Valley,AZ 85737 TASK 23 2. GOVERNMENTAL UNIT 2A. STATUTORY Town of Oro Valley AUTHORITY ARS §9-281; §9-499.01 ADDRESS • { 3. PROJECT TITLE 11000 North La Canada Drive, Oro Valley,AZ 85737 CIOT--Next Generation-- 4. GUIDELINES Pima County 406 —CLOT Next Generation Demonstration Grant 5. BRIEFLY STATE PURPOSE OF PROJECT: Thep pur ose of this effort is to implement a demonstration project in Maricopa and Pima Counties to test the effects of conducting multiple, interim Click It or Ticket Next Generation mobilization (tir periods. goal The is to sustain and increase the seat belt usage rates in Maricopa and Pima Counties. The overtime identified in this contract is to be used for enforcement conducted in Pima County only. 6. BUDGET Project Period COST CATEGORY FY2009/2010 1 I. Personnel Services $5,850.00 IL Employee Related Expenses $3,150.00 .00 III. Professional and Outside Services IV. Travel In-State .00 V. Travel Out-of-State .00 u VI. Materials and Supplies .00 VII. Other Expenses : .Q0. VIII. Capital Outlay .00 TOTAL ESTIMATED COSTS $9,000.00 PLANNED PROJECT PERIOD FROM: 07-01-09 TO: 10-02-10 CURRENT GRANT PERIOD FROM: Authorization to Proceed Date TO: 10-02-10 TOTAL FEDERAL FUNDS OBLIGATED THIS FY: $9,000.00 A political subdivision agency governedby i 'on or State a enc a board or commission must provide a certified otaly resolution or ordinance authorizing entry into this contract. 1 Oro Valley Police SCHEDULE A Department SCOPE OF WORK Contract Number 2009-NG-023 PROBLEM: The summary of the 2004 through 2008 Arizona Seat Belt Use Survey results are presented in the following table: i�,I� jY`-•� �[ �`'� �:. �` ;�l �A� Qr���t�+- �I� �• 1��'.f J.�' 1.'•.�l�• • .,�Z�S�l��. �'f # •/4•x<7� � 1:,',41� ^'�:(r'(;f""i;�`� .xQ• 4 .(.�.,�:�UVi5t t1 � ��)r:�" e!!.��:`l 4r 1T.�1�1� r� � � .}y'. '� �jaN�'� �Jt 1� {, p�#YY..0• j1�t;,f• ', 07,C4' F.,. �'�•aF 1.' t2 Y.i.••�•' c•. Vit. LrL ' f;' .t:i t r '•. •C--;'' i-," •i ,' , "!•. L "'t.t t:C:.•"1', • 1 !}';;.j `li.l- J:J+1'. `f t'3' 1 :;�:(rhe ?y,i I�.F`�.f * `. .1F.4 All Drivers Seat Belt Use 95.12% 94.42% 79.4%" 82.5% 81.4% Front Seat Occupants o Seat Belt Use 95.28/0 94.22% 76.4% 80.9% 79.9% Children Safety Restraint o 0 0u Use 97.57/0 96.66/0 88.4/0 86.2% 80.1/0 Motorcycles Helmet Use 35.93% 5 7.52% 59.0% 74.6% 67.3% Cell Phone Use*** - - - 14.6% 8.1% *post"Click It or Ticket"Survey-Source: CSI Santa Rita Research Center **Post"Click It or Ticket"Survey—Source: Behavioral Research Center ***2007 Survey is the first one that included cell phone use. Seat belts, when properly used, are 45 percent effective in preventing deaths in potentially fatal crashes and 50 percent effective in preventing serious injuries. No other safety device has as much potential for immediately preventing deaths and injuries in motor vehicle crashes. There are several barriers that must be overcome to make this occupant protection enforcement program successful: 1. Arizona presently has a secondary seat belt use law. 2. Arizona needs to continue to develop and expand a highly visible Occupant Protection Enforcement Program. 3. Funding directed towards occupant protection is just beginning to significantly impact the enforcement level of occupant protection laws. 4. There is a deficiency of language- and cultural-specific public information and education materials targeting the Spanish speaking population. 5. Key community leaders are generally unaware of the life saving benefit of occupant protection enforcement and restraint use. OBJECTIVE: The purpose of this effort is to implement a demonstration project in Maricopa and Pima Counties to test the effects of conducting multiple, interim Click It or Ticket Next Generation -mod 2a Oro Valley Police SCHEDULE A Department SCOPE OF WORK Contract Number 2009-NO-023 mobilization periods. The goal is to sustain and increase the seat belt usage rates in Maricopa and Pima Counties. METHOD OF PROCEDURE: 1. The Oro Valley Police Department,artment, in Pima County, will participate in three (3), one (1) week long enforcement waves. When conducting the enforcement waves, agencies are encouraged to conductsporadically these s oradithroughout the enforcement week and schedule Y when traffic violations are most prolific. For example: • .,.1{��.`?T�"r.��•;i�{.�'t�I.,N mT1-�;artr=�7..y �'SL_t�'�.i��.. _-1:._a��n-~ �_l�..�.�:'�r.itr ..*,s•.0 C 'f.''�i a' •'.tf. '• h -..W C.C•� S i•t'41 S1�J; �;i i h : �E�}+ �-•��., t �;r' • • �� rl:'�l'1� U'. S'. S,• �F �•/t.'�� �� ��"fi.�`^l "7� SYS{ ` �•}i`.,l 1j�rt�o r+`1j� A�.8 tihlu'.t1'Ltljtt �1i�t..41nt, 1 .1 ✓ttir if'' .�:•..:+.`'J1.:�,:,�..2;�,.>;i�1t'�".•�s�. f�':�._..�.���in..i�' (iSi'r��.��i�l:::c"•Ycfl.�4...t'!'.3�3.:_ Saturday 1800 to 2200 Sunday No enforcement Monday 0600 to 0900 and 1500 to 1800 Tuesday 0600 to 0900 and 1500 to 1800 Wednesday0600 to 0900 and 1500 to 1800 Y Thursda 0600 to 0900 and 1500 to 1800 Friday 4600 to 0900 and 1500 to 1800 ‘lior The enforcement campaign will occur immediately following one (1) week of public information and education activities. The schedule is listed in the table below. 2. When Conducting Enforcement Waves: • Maintain a high profile when enforcing vehicle occupant protection laws during g all traffic stops. • Make your efforts visible. • Use signs or message sign light bars to announce enforcement. • Invite the media. MEDIA AND ENFORCEMENT WAVE SCHEDULE ` .r 'SIC L .+ .,• �T. �•!!• ? _..� .•.. 'G�..'J'�,'zua:i�lr'.' i t�2r-�.�sVtR'-`� `Slr. :';�..< "�'- ,,,�. s p-. �,��.. w-+7+''77>r. 7'�^r 3•tf.r + rte' t� ,a::.�Y { Li:'�L ,r• Z}:ki. .�{, 2.�!'.�s`�•' ��^�'"M�5:. ",�'T:C f't;.:�,t.�,T'•'�,p,�t 1-�RTPL Ss1�1 ":1.•,i' �3��t. ,i.:, (`'z-. r:'�''S`C. -r;., c fit'7! C4� ��.'�.r" �.7� l�� 'r< �.': Z fi 'U�" J'.'Y>.:••1:... ! Ft.t�:� \ctj .;'ice t •.a^ `l���:,,{,r ..1{'�'y2t'ia. �3�..1+3. i. '?f••.fi' • • .. !t� %��ry 4'�. y.•....r.:,,��ySL.F•�`J'Lj.�t•'f't'"^'�`�,�;'7;��r.:�{1'�, ,�i=�9 �.sr�iattiva. 'i}''`�:rJc�li:t'ilLs rie�:'fi.', •��.L`.::RE%T..:�obt"f:•,y,!_ .,m .. 11�T�A .r• .. 09-19-09 to 09-25-09 09-26-09 to 10-02-09 1 02-20-10 to 02-26-10 02-27-10 to 03-05-10 09-18-10 to 09-24-10 09-25-10 to 10-01-10 3. The National Highway Traffic Safety Administration (NHTSA) will hire a contractor to pre-wave and post-wave usage observation surveys to determine seat belt usage. tho conduct 411111., not utilize funds from this contract to support overtime activities dedicated to conducting surveys. 2b 4. Oro Valley Police SCHEDULE A - Department SCOPE OF WORK Contract Number 2o09-NG-023 ➢ Communicate the Program's Goals with Local Media Contact your local media and advise them of the upcoming enforcementp eriod. Invite the media on ride-alongs or to visit a checkpoint during the enforcement waves. Use a combination of educational materials, press releases, and/or news articles to stress enforcement of the occupant protection laws. The goal is to alert the public that an enforcement blitz will be taking place. ➢ Complete Wave Summary Report The Wave Summary Report is completed to document the activities generated in your community during the wave period. The Report will include the following information: The number of citations issued for seat belt violations, child safety seat violations, moving violations and non-moving violations. The number and description of press releases, press events and media stories generated by the Oro Valley Police Department at the community level. The number and description of activities involving networking and coalition Nii10 building related to seat belts and child safety seats by the Oro Valley Police Department at the community level. Without this important data, the efforts of your demeasured and will result in the Oro Valley Police Department not being reimbursed for the overtime worked. It is also agreed and understood that performance standards for law enforcement personnel is to make a sufficient number of self-initiated contacts per overtime shift to justify the overtime. This enforcement activity is intended to apprehend errant drivers. It is expected that a citation (s)(s) or documented traffic stops will be completed. It is understood that violator contacts will result in related, time-consuming activity. This includes traffic-related arrests. Such activity qualifies for reimbursement. Activity other than that initiated through emphasis patrol contact (investigating crashes, emergency responses, etc.) will be the responsibility of the contracting Oro Valley Police Department and may not be considered for reimbursement. Sworn personnel are expected to issue citations for seat belt and child safety seat violations during these enforcement programs. *111 2c Oro Valley Police SCHEDULE A Department - SCOPE OF WORK Contract Number 2009-NG-023 ‘Iir* _ It is imperative that the officers participating in this program and who are receiving overtime pay p p p funded through a contract from GOHS, document all enforcement activity. The GOHS Project Coordinator assigned to this contract will conduct audits to ensure that the level of enforcement is equal to the level of overtime worked. Each RCI that is submitted will include copies of recaps/worksheets for each individual who works the overtime. The recaps/worksheets will P include the officer's/deputy's name and all activity for the overtime time period. This will include, but not be limited to documenting each traffic stop, arrest, citation, impound, warrant, etc. PRESS RELEASE are required to developand distribute a press release announcing this grant award. A Agencies q copy of this press release will be sent via email to the GOHS Director (agutierazgohs.gov) and GOBS Project Coordinator (clermaazgohs.gov) at the same time it is sent to the media. This press release will include the objective and specify that the funding is from the Governor's Office of Highway Safety. PURSUIT POLICY All law enforcement agencies receiving federal funds are encouraged to follow the guidelines established for vehicular pursuits issued by the International Association of Chiefs of Police that are currently in effect. PROJECT/CONTRACT EXTENSION Contracts will be effective through 02 October 2010. This is a demonstration grant which is not subject to extensions. LIMITED ENGLISH PROFICIENCY (LEP) EXECUTIVE ORDER 13166 The certifying applicant will take reasonable steps to ensure meaningful access by persons with limited English proficiency to the information and services provided through federal financial assistance. Additional information on the "Improving Access to Services for Persons with Limited English Proficiency" is available at www.lep.gov. PROJECT EVALUATION: This project will have an impact evaluation to ensure that the objectives have been met; therefore it is necessary that all reporting requirements be met. The Wave Summary Report requirement is part of the "Method of Procedure" in this Contract. It is imperative that the Wave Summary Report be FAXED to the Governor's Office of wa Hi h [(602) 2554265j ON TIME according to the schedule below. Highway Safety 2d Oro Valley Police SCHEDULE A Department SCOPE OF WORK Contract Number 2009-NG-023 REPORT SCHEDULE Eal4ManktinataialnangainagagitinfiragataniNiarIpi .'�'�b�fltr+.,Ci 't1. ;��.".Yys-::�`��'-',�,t�_ ... z��:��� yam:�.»� '' ".'�..��..� s t���..s�. ���'in�'.�i r.'-�.� :'�,. ��i<c.:y;::}•7:��:L:.t;,s:,r.':�:;.i��^.'^c :�:::.rl:; -,::_ „,..,i f�� �� .'t.,....1. �.i .� iS4'. ��;;����,_I�t�'li..�i}..., t'J[`4'^'�h`a.•r�•. ':t�,���:� 'f..t 1'�t ,.},;�.::�. •cr-:'::::�Q�::.,�”'»"1:,......,.r^.�.�'� �Q�� ,�n•. ..�>' Y .�. �:. �;<<-- ,,.:4�.�� •w.su:.t:t�] � �s,:;'�•...,.� v :. .r,�-.'�•uu� .'.�'?F: �..��-, .ta.r f-1l,� ;F�,t,.�, x J: sir:�w � 1'j t' x. ! '.:;t..;.. �r; 2 Y.� 4'�S �-•fir ,j'ltt�.s:�. �:S:;h.'ii �.�y, C ,'Sl[`i ..}i,1 ..t"' #';'�::'<V:.G�r...��f�. ..�iC �t"SY;�:Ff:...k�!1`Cry 2t,.)cV.:.l:'�-7i.: ,�+�'y;Y:�7•,t d�%••�1-.::tt:�.,,���:5.`A.:.Y;'•, tS..�l�,..� . , 1•' v ..-.1..Wit.....-.... I'r,1::=•. •�3f��......`!., 09-26-09 to 10-02-09 1046-09 02-27-10 to 03-05-10 034940 09-25-10 to 10-01-10 10-15-10 Following the faxing of the Wave Summary Report, the hard copy will be mailed to G O HS. News articles and any unique stories or survival incidents experienced by our officers should be included in the mailing. At select times during the project period, specific information may be requested byState and q Federal officials. The information requested may include, but not be limited to: ➢ Status of fiscal expenditures ➢ Specific problem areas encountered and solutions identified applicable) (if pp ) Public information and education activities Electronic and printed media activitiesinclude newspaper cli in ( clippings) Presentations: local schools, clubs, fairs, etc. ➢ Multi agency task force activities The Project Director will submit a Final Statement of Accomplishment at completion of the contract to include all financial, performance, and other reports as required by 1 November 2010. Note: Failure to comply with the reporting requirements may result in withholding of federal funds or termination of the contract. PROFESSIONAL AND TECHNICAL PERSONNEL: Daniel G. Sharp Chief, Oro Valley Police Department , will serve as Project Director. Colleen Muhr, Administrative Services Manager, Oro Valley Police Department, will serve as Project Administrator. p Officer Cecilia Lerma, Arizona Occupant Protection Coordinator, Governor's Office of Highway g y Safety, will serve as Project Coordinator. Nail0 2e Oro Valley Police SCHEDULE A Department SCOPE OF WORK Contract Number 2009-NG-023 REPORT OF COSTS INCURRED R.CI}: The Project Director will submit a Report of Costs Incurred (RCI) form, with supporting payroll documentation attached within thirty (30) days of each enforcement period to the Governor's Office of Highway Safety. Failure to meet this requirement may be cause to terminate the project under Schedule C, II B. The 10 percent retention, Schedule C, IIA., is waived. PROJECT MONITORING: Representatives of the Governor's Office of Highway Safety may monitor the project either on-site or by telephone during the life of the contract. FORMS ATTACHED: • Enforcement Report forms. These forms are available in Microsoft Word format. If you would like them emailed, please make a request to clerma@azgohs.gov. %iv 2f SCHEDULE B Oro Valle Police lie artment BUDGET Contract Number 2009-NG-023 r ,agid ESTIMATED COSTS: I. Personnel Services $5850.00 Occupant Protection Enforcement Waves 09-26-09 to 10-02-09 1,950.00 02-27-10 to 03-05-10 1,950.00 09-25-10 to 10-01-10 1,95 0.00 II. Employee Related Expenses $3,150.00 09-26-09 to 10-02-09 1,050.00 02-27-10 to 03-05-10 1,050.00 09-25-10 to 10-01-10 1,050.00 III, Professional and Outside Services .00 IV. Travel In-State .00 V. Travel Out-of-State .00 VI. Materials and Supplies .00 VII. Other Expenses .00 VIII. Capital Outlay _ .00 TOTAL ESTIMATED COSTS $9,000.00* 'lid *This is the maximum amount to be reimbursed. It is agreed and understood that Oro Valley Police Department will absorb expenditures in excess of$9,000.00. 3 • . ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Oro Valley Police Department Daily Citation Activity During Event Week: CIOT Next Generation 9-26-09 to 10-02-09 Day 1 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other Day 2 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other Day 3 CPS(ARS§28-907 SB(ARS §28-909,A1,A2) Moving Citations Other Day 4 CPS(ARS §28-907) SB(ARS §28-909,A1,A2)_ Moving Citations - Other Day 5 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other Day 6 CPS(ARS §28-907) SB(ARS §28-909,A 1,A2) Moving Citations Other Day 7 CPS(ARS§28-907) SB(ARS X28-909,A1,A2) Moving Citations Other ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Oro Valley Police Department Daily Citation Activity During Event Week: CIOT Next Generation 02-27-10 to 03-OS-10 Day 1 CPS(ARS §28-907) SB (ARS §28-909,A1,A2) Moving Citations Other Day 2 CPS(ARS §28-907) SB (ARS §28-909,A1,A2) Moving Citations Other Day 3 CPS(ARS§28-907 SB(ARS §28-909,A1,A2) Moving Citations Other Day 4 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other Day S CPS(ARS §28-907) SB(ARS §28-909,AI,A2). Moving Citations Other Day 6 CPS(ARS §28-907) SB (ARS §28-909,A1,A2) Moving Citations Other I Day 7 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Oro Valley PoliceDepartment Daily Citation Activity During Event Week: CIOT Next Generation 09-25-10 to 10-01-10 Day 1 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other. Day 2 CPS(ARS §28-907) SB (ARS §28-909,AI,A2) Moving Citations Other Day 3 CPS(ARS §28-907 SB(ARS §28-909,A1,A2) Moving Citations Other Day 4 CPS(ARS §28-907) SB(ARS §28-909,A1,A2). Moving Citations Other Day 5 CPS(ARS §28-907) SB (ARS §28-909,AI,A2)_ Moving Citations Other Day 6 CPS(ARS§28-907) SB(ARS §28-909,A1,A2) Moving Citations Other Day 7 CPS(ARS §28-907) SB(ARS §28-909,A1,A2) Moving Citations Other ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Summary - CIOT Next Generation -- Pima County iqui0 09-26-09 to 10-02-09 Agency: Date: Officer: Phone: 1. Citation Activity During Event Week CPS(ARS §28-907) SB (ARS §28-909,A7,A2) Safety Belt Child Safety Felony Recovered Fugitives DUI Arrests Citations Citations Arrests Stolen Vehicles Apprehended Suspended Uninsured Reckless Other Licenses motorists SpeedingDrivin Dru Arrests s ecif 2. Press & Media Events, Interviews, & Other Public Information Activity (List each activity briefly and attach print material if available.) Date Activity 3. Networking and Coalition Building Activity (List each activity briefly and attach print material if available.) Date Activity ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Summary - CIOT Next Generation —Pima County 02-27-10 to 03-05-10 Agency: Date: Officer: Phone: 1. Citation Activity During Event Week CPS(ARS §28-907) SB (ARS §28-909,A1,A2) Safety Belt Child Safety Felony Recovered Fugitives DUI Arrests Citations Citations Arrests Stolen Vehicles Apprehended Suspended Uninsured Reckless Other Licenses Motorists Speeding Driving Drub Arrests (specify) 2. Press & Media Events, Interviews, & Other Public Information Activity (List each activity briefly and attach print material if available.) Date Activity 3. Networking and Coalition Building Activity (List each activity briefly and attach print material if available.) Date Activity ARIZONA GOVERNOR'S OFFICE OF HIGHWAY SAFETY ENFORCEMENT WAVE REPORT Summary - CIOT Next Generation — Pima County 09-25-10 to 10--01x-10 Agency: Date: Officer: Phone: 1. Citation Activity During Event Week CPS(ARS §28-907) SB (ARS §28-909,A1,A2) Safety Belt Child Safety Felony Recovered Fugitives DUI Arrests Citations Citations Arrests Stolen Vehicles Apprehended Suspended Uninsured Reckless Other Licenses Motorists Speeding Driving Drug Arrests (specify) 2. Press & Media Events, Interviews, & Other Public Information Activity (List each activity briefly and attach print material if available.) Date Activity 3. Networking and Coalition Building Activity (List each activity briefly and attach print material if available.) Date Activity CONTRACT NUMBER 2009-NG-023 HIGHWAY SAFETY CONTRACT SCHEDULE C TABLE OF CONTENTS 6 I, Project Monitoring, Reports, and Inspections 11. Reimbursement of Eligible Expenses III. Property Agreement 7 IV. Travel .7 V. Standard of Performance 7 VI. Hold Harmless Agreement 8 VII Non-Assignment and Sub-Contracts 8 VIII, Work Products and Title to Commodities and Equipment 8 IX. Copyrights hts and Patents 8 X. Common Rule and OMB Circular No. A-102 (Revised) 8 %Pr Xl. Equal Opportunity 9 X11. Executive Order 99-4 9 XIII. Application of Hatch Act 10 XIV. Minority Business Enterprises Policy and Obligation 10 XV. Arbitration Clause, 518 10 ARS and Audit, ,. 10 XVi. inspection ARS s XVII. Appropriation of Funds by Congress 10 XVIII. Continuation of Highway Safety Program '10 XIX. Termination and Abandonment 11 XX. Cancellation Sta tute 11 '1111110 r pit HIGHWAY SAFETY CONTRACT Ned SCHEDULE C TABLE OF CONTENTS (continued) Reimbursement Instructions 12 Agreement of Understanding & Certification of Compliance 13 Acceptance of Condition. 13 Certificate of Compliance 13 Certification of Non-Duplication of Grant Funds Expenditure 13 Single Audit Act 13 Lobbying Restrictions 13 Authority and Funds 15 5 CONTRACT NUMBER 2009-NG-023 SCHEDULE C This CONTRACT,is made and entered into by and between the STATE OF ARIZONA,by and through the Governor's Office of Highway Say(GOHS) fethereinafter referred to as"STATE",and the agency named in this Contract,hereinafter referred to as"AGENCY". WHEREAS, the HighwaySafety National Hi hwa Act of 1966, as amended (23 USC §§401-404), provides Federal funds to STATE for approved highway safety projects; and WHEREAS,STATE maymake said funds available to various state,county,tribal,or municipal agencies,governments, or political subdivisionsupon application and approval by STATE and the United States Department of Transportation pp (USDOT); and WHEREAS, AGENCY must complywith the requirements listed herein to be eligible for Federal funds for approved highway safety projects; and WHEREAS, AGENCY has submitted an application for Federal funds for highway safety projects; NOW, THEREFORE, IN CONSIDERATION OF MUTUAL PROMISES AND OTHER GOODS AND VALUABLE CONSIDERATION, agreed it is mutuallya reed that AGENCY will strictly comply with the following terms and conditions and the following Federal and State Statutes, Rules, and Regulations: 1, Project Monitoring, Reports, and Inspections A. AGENCYagrees to fullycooperate with representatives of STATE monitoring the project,either on-site or by telephone,during the life of the Contract. B. AGENCY will submit Quarterly Reports(one for each three-month period of the project year)to STATE in the form and manner prescribed by STATE. Notice of the specific requirements for each report will be given in this Contract or at any time thereafter by giving thirty(30) days written notice to AGENCY by ordinary mail at the address listed on the Contract. Failure to comply with Quarterly Report requirements may result in withholding of Federal funds or termination of this Contract. C. AGENCY will submit a Final Report/Statement of Accomplishment at completion of the Contract to include iaf performance,and other reports required as a condition of the grant to STATE within thirty(30) all financial,p days of the completion of the Contract. D. Representatives authorized bySTATE and the National Highway Traffic Safety Administration(NI-ITSA)will have the right to visit the site and inspect the work under this Contract whenever such representatives may determine such inspection is necessary. II, Reimbursement of Eligible Expenses A. Ten percent(10%)of the claim amount can be maintained by STATE until satisfactory conclusion of the Contract. 11 6 B. AGENCY'S Project Director, or Finance Personnel, will submit a Report of Costs Incurred Form (RCI)to STATE each time there have been funds expended for which reimbursement is being requested. Failure to meet this requirement may be cause to terminate the project under section XIX herein, "Termination and Abandonment". C. AGENCY will reimburse STATE for any ineligible or unauthorized expenses for which Federal funds have been claimed and reimbursement received, as may have been determined by a State or Federal audit. D. STATE will have the right to withhold any installments equal to the reimbursement received by AGENCY for prior installments which have been subsequently determined to be ineligible or unauthorized. III. Property Agreement A. AGENCY will immediately notify STATE if any equipment purchased under this Contract ceases to be used in the manner as set forth by this Contract. In such event,AGENCY further agrees to either give credit to the project cost or to another active highway safety project for the residual value of such equipment in an amount to be determined by STATE or to transfer or otherwise dispose of such equipment as directed by STATE. B. No equipment will be conveyed, sold, salvaged, transferred, etc., without the express written approval of STATE, or unless otherwise provided elsewhere in this Contract. C. AGENCY will maintain or cause to be maintained for its useful life, any equipment purchased under this Contract. D. AGENCY will incorporate any equipment purchased under this Contract into its inventory records. E. AGENCY will insure any equipment purchased under this Contract for the duration of its useful life. Self- insurance meets the requirements of this section. IV. Travel In-State and Out-of-State Travel In-state and out-of-state travel claims will be reimbursed at rates provided by AGENCY'S regulations, provided that such regulations are as restrictive as those of STATE. Where they are less restrictive, ARS §38-624 and any checklist attached to Schedule B will apply. All out-of-state travel must be approved in writing in advance by STATE. V. Standard of Performance AGENCY hereby agrees to perform all work and services herein required or set forth, and to furnish all labor, materials, and equipment, except that labor, material,and equipment as STATE agrees to furnish pursuant to this Contract. 7 VI. Hold Harmless Agreement partyto this agreement agrees to indemnify the other party or hold harmless the other party from Neither g 9 liability hereunder. However, if the common law or a statute provides for either a right to indemnify and/or a right to contribution toparty to this agreement then the right to pursue one or both of these remedies is g any preserved. VII. Non-Assignment and Sub-Contracts This Contract is not assignable nor may any portion of the work to be performed be sub-contracted unless specifically agreedwriting to in by STATE. No equipment purchased hereunder may be assigned or operated by other than AGENCY unless agreed to in writing by STATE. VIII, Work Products and Title to Commodities and Equipment A. The workp roduct and results of the project are the property of STATE, unless otherwise specified elsewhere in this Contract. All property, instruments, non-consumable materials, supplies, and the like, which are furnished orp aid for by STATE under the terms of this Contract, unless otherwise provided for elsewhere in this Contract,are and remain the property of STATE and will be returned at the completion of this upon ect j rorequest of STATE.The work product and results of the project will be furnished to STATE p upon request, if no provision is otherwise made by this Contract. B. Thep rovisions of subparagraph A apply whether or not the project contracted for herein is completed. IX. Copyrights and Patents Any copyrightable co ri htable materials, patentable discovery,or invention produced in the course of this project may be claimed bySTATE and a copyright or patent obtained by it at its expense. In the event STATE does not wish to obtain such copyright ht or patent,AGENCY may do so, but in any event, provision will be made by AGENCY for royalty-free,nonexclusive,nontransferable,and irrevocable licenses to be given the United States Government and STATE and its political subdivisions to use such copyrightable material, patented discoveries,or inventions in any manner theysee fit. The STATE reserves the right to impose such other terms and conditions upon the use of such copyrights ri hts or patents as may be deemed in the best interest of STATE in the event AGENCY is allowed to obtain a copyright or patent. X. "Common Rule" and OMB Circular No. A-102 (Revised) "Common Rule" (49 CFR, Part 18): Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments OMB Circular No.A-102 (Revised): Grants and Cooperative Agreements with State and Local Governments 110 8 The application of USDOT"Common Rule"and Circular A-102 requires that: AGENCY and sub-grantees will use their own procurement procedures,which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable Federal law. The most stringent purchasing requirement at each level must be met. The Arizona Procurement Code(ARS,§41-2501,et.seq.)and promulgated rules(A.A.C.Title 2,Chapter 7)are a part of this Contract as if fully set forth herein and AGENCY agrees to fully comply with these requirements for any procurement using grant monies from this Contract. XL Equal Opportunity A. Pursuant to the requirements of the Federal-Aid Highway Act of 1968(U.S.C.§103 et.seq.),AGENCY,as a condition to receiving approval of this Contract submitted under the Highway Safety Act of 1966, as amended, hereby gives its assurance that employment in connection with the subject Highway Safety Project will be provided without regard to race,color,creed,sex, or national origin,and that any contract it enters into with any private agency pursuant hereto will include provisions in compliance with this paragraph (XI). As a condition of receiving approval of this Contract,AGENCY will be subject to and will comply with Title VI of the Civil Rights Act of 1964 and all applicable requirements of the Department of Commerce regulations as adopted by the USDOT,providing that no person in the United States shall on the ground of race,color,creed,sex,or national origin be excluded from participation in,be denied the benefits of,or be otherwise subjected to discrimination under the subject Highway Safety Project. B. if AGENCY fails or refuses to comply with its undertaking as set forth in these provisions, STATE or the USDOT may take any or all of the following actions. 1. Cancel,terminate,or suspend,in whole or in part,the agreement,contract,or other arrangement with respect to which the failure or refusal occurred; and 2. Refrain from extending any further Federal financial assistance to AGENCY under the Highway Safety Program with respect to which the failure or refusal occurred until satisfactory assurance of future compliance has been received from AGENCY. C. Pursuant to the requirement of Section 504 of the Rehabilitation Act of 1973(29 U.S.C. §794),AGENCY must operate this Highway Safety Project so that it is accessible and otherwise non-discriminatory to handicapped persons. XII. Executive Order 99-4 It is mutually agreed that AGENCY will comply with the terms and conditions of Executive Order 99-4, Non- Discrimination in Employment by Government Contractors and Subcontractors.Executive Order 99-4 is located in Part II of the Project Director's Manual. 9 XIII. Application of Hatch Act AGENCY will notify all of its employees whose principal employment is in connection with any highway safety project,financed in whole or in part by loans or grants under the Highway Safety Act of 1966, as amended,of the provisions of the Hatch Act(5 U.S.C. §7321 et. seq.). XIV. Minority Business Enterprises (MBE) Policy and Obligation A. Policy: It is the policy of the USDOT that minority business enterprises as defined in 49 CFR, Part 23,will have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds under this Contract. Consequently,the minority business enterprises requirements of 49 CFR, Part 23 apply to this Contract. B. Obligation:, The recipient or its contractor agrees to ensure that minority business enterprises as defined in 49 CFR, Part 23 have the subcontracts financed in whole or in part with Federal funds provided under this Contract. In this regard, all recipients or contractors will take all necessary and reasonable steps in accordance with 49 CFR, Part 23 to ensure that minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors will not discriminate on the basis of race, color, creed, sex,or national origin in the award and performance of USDOT-assigned contracts. XV. Arbitration Clause, ARS §12-1518 Pursuant to ARS §12-1518, the parties agree to use arbitration, after exhausting applicable administrative reviews,to resolve disputes arising out of this Contract where the provisions of mandatory arbitration apply. XVI. Inspection and Audit, ARS§35-214 Pursuant to ARS§35-214,all books,accounts,reports,files, and other records relating to this Contract will be subject at all reasonable times to inspection and audit by STATE for five (5) years after completion of this Contract. The records will be produced at the Governor's Office of Highway Safety. XVII. Appropriation of Funds by U.S. Congress It is agreed that in no event will this Contract be binding on any party hereto unless and until such time as funds are appropriated and authorized by the U.S.Congress and specifically allocated to the project submitted herein and then only for the fiscal year for which such allocation is made. In the event no funds are appropriated by the U.S. Congress or no funds are allocated for the project proposed herein for subsequent fiscal years, this Contract will be null and void,except as to that portion for which funds have then been appropriated or allocated to this project,and no right of action or damages will accrue to the benefit of the parties hereto as to that portion of the Contract or project that may so become null and void. XVIII. Continuation of Highway Safety Program It is the intention of AGENCY to continue the Highway Safety Program identified in this Contract once Federal funding is completed. This intended continuation will.be based upon cost effectiveness and an evaluation by AGENCY of the program's impact on highway safety. 10 XIX. Termination and Abandonment A. The STATE and AGENCY hereby agree to the full performance of the covenants contained herein,except that STATE reserves the right,at its discretion,to terminate or abandon any portion of the project for which services have not been already performed by AGENCY. B. In the event STATE abandons the services or any part of the services as herein provided,STATE will notify AGENCY in writing and within twenty-four(24)hours after receiving such notice,AGENCY will discontinue advancing the work under this Contract and proceed to close said operations under the Contract. C. The appraisal value of work performed by AGENCY to the date of such termination or abandonment shall be made by STATE on a basis equitable to STATE and AGENCY and a final reimbursement made to AGENCY on the basis of costs incurred.Upon termination or abandonment,AGENCY will deliver to STATE all documents, completely or partially completed, together with all unused materials supplied by STATE. D. AGENCY may terminate or abandon this Contract upon thirty(30)days written notice to STATE,provided there is subsequent concurrence by STATE. Termination or abandonment by AGENCY will provide that costs can be incurred against the project up to and including sixty(60)days after notice is given to STATE. E. Any equipment or commodities which have been purchased as a part of this Contract and which have not been consumed or reached the end of its useful life will be returned to STATE upon its written request. XX. Cancellation Statute All parties are hereby put on notice that this Contract is subject to cancellation pursuant to ARS §38-511,the provisions of which are stated below. In accordance with ARS §38-511, this Contract may be cancelled without penalty or further obligation if any person significantly involved in initiating,negotiating,securing,drafting,or creating the Contract on behalf of the STATE, its political subdivisions or any department or agency of either,is at any time while the Contract or any extension of the Contract is in effect, an employee of any other party to the Contract in any capacity or a consultant to any other party of the Contract with respect to the subject matter or the Contract, The cancellation shall be effective when written notice from the Governor or chief executive officer or governing body of the political subdivision is received by all other parties to the Contract unless the notice specifies a later time. 11 REIMBURSEMENT INSTRUCTIONS 1. Agency Official authorized by Project Director to certify and sign Reports of Costs Incurred (RCTs): Name: Title: Telephone Number: _ _ Fax Number: E-mail Address: 2. Agency's Fiscal Contact: Name: Title: Telephone Number: Fax Number: E-mail Address: Federal Identification Number: 3. REIMBURSEMENT INFORMATION: Warrant/Check to be made payable to: Warrant/Check to be mailed to: (Agency) (Address) (City, State, Zip Code) 12 AGREEMENT OF UNDERSTANDING AND CERTIFICATION OF COMPLIANCE Acceptance of Condition It is understood and agreed by the undersigned that a grant received as a result of this Contract is subject the Highway Safety Act of 1966, as amended (23 U.S.C.A. §§401-404), ARS §28-602, and all administrative regulations governing grants established by the USDOT and STATE. it is expressly agreed that this Highway Safety Project constitutes an official part of the STATE's Highway Safety Program and that AGENCY will meet the requirements as set forth in Schedules A,B,and C and the accompanying Project Director's Manual,which are incorporated herein and made a part of this Contract.All State and Federal Statutes, Rules, Regulations, and Circulars referenced in this Contract are a part of this document as if fully set forth herein. It is also agreed that no work will be performed nor any obligation incurred until AGENCY is notified in writing that this project has been approved by the Governor's Highway Safety Representative. Certificate of Compliance This is to certify that AGENCY will comply with all of the State and Federal Statutes, Rules and Regulations identified in this Contract. Certification of Non-Duplication of Grant Funds Expenditure This is to certify that AGENCY has no ongoing nor completed projects under contract with other Federal fund sources which duplicate or overlap any work contemplated or described in this Contract. It is further certified that any pending or proposed request for other Federal grant funds which would duplicate or overlap work described in the Contract will be revised to exclude any such duplication of grant fund expenditures. It is understood that any such duplication of Federal funds expenditures subsequently determined by audit will be subject to recovery by STATE. Single Audit Act If your political subdivision has had an independent audit meeting the requirements of the Single Audit Act of 1984, (31 U.S.C.A.§7501 et.seq.), please forward a copy to GOHS,Attention:Fiscal Services Officer,within thirty (30) days of the effective date of this Contract. If such audit has not been performed, please advise when it is being scheduled. Lobbying Restrictions Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief,that: A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan,the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. j • 13 B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress,or an employee of a Member of Congress in connection with this Federal contract,grant, loan,or cooperative agreement,the undersigned will complete and submit Standard Form- LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. C. The undersigned will require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients will certify and disclose accordingly. D. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 USC§1352. Any person who fails to file the required certification will be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Signature of Project Director: Signature of Authorized Official of Governmental Unit: Chief Daniel G. Sharp David Andrews, Manager Oro Valley Police Department Town of Oro Valley Date Telephone Date Telephone 14 AUTHORITY& FUNDS I. This Project is authorized by 23 U.S,C. §402, and regulations promulgated 102, and if State � p g ed thereunder, more particularly Volume funds are involved, this project is authorized by ARS §28-602. The funds authorized for this Project have been appropriated and budgeted Transportation.The expenses 9 by the U.S, Department of p p are reimbursable under Arizona's Highway Safety Plan Program Area 406-CLOT Task 23, 2. A. EFFECTIVE DATE: S. FEDERAL FUNDS: Authorization to Proceed Date • $9_,000.00 3. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official responsible to Governor for the administration of the State Highway Safety Agency Alberto Gutier, Director Approval Date pp Governor's Office of Highway Safety Governor's Highway Safety Representative J 15 ATTEST: APPROVED AS TO FORM: 04101, Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: TOWN OF ORO VALLEY Page 1 of 2 ;OUNCIL COMMUNICATION MEETING DATE: 9/16/09 TO: HONORABLE MAYOR AND COUNCIL FROM: Bayer Vella, AICP, Conservation & Sustainability Manager SUBJECT: UPDATE REGARDING POTENTIAL FORMATION OF A SUSTAINABILITY TECHNICAL ADVISORY TEAM PURPOSE The purpose of this item is to update the Town Council regarding formation of a task force that would help address environmental sustainability issues. Consideration to establish an Environmental Sustainability Commission was provided at the July 15, 2009 Town Council meeting. Due to concerns by the majority, it was not approved. As part of the Future Agenda Items discussion, Council accepted a request to consider forming such a task force. Additional background information is provided on the following page. SUMMARY Staff has assembled a variety of separate task forces to assist with past and current projects such as rainwater harvesting, landscape code, solar ready measures, and greywater plumbing. Efficiency may be gained by developing one team that includes Board/Commission representation and specific areas 'f technical expertise. Such a composition would be helpful for the following reasons: • Projects reviewed by this team may be eventually considered and/or implemented by a particular Board or Commission. An update to a zoning code, for example, would be considered by the Planning & Zoning Commission and administered by the Development Review Board. There are other projects, however, that would not follow such a track (building code change, recycling plan, etc). • Many such projects require specialized expertise in one or more disciplines. The Landscape Code update is a prime example as its Task Force includes a Landscape Architect, Irrigation Specialist, and Water Conservation Specialist. A Team could include the following representatives/members: • Planning & Zoning Commissioner • Development Review Board Member • Water Utility Commission Member • Professional Architect with green building design experience • Residential/Commercial Builder with green experience • Transportation/Transit planning experience • Expert in renewable energy application • Expert in recycling • Economic/Finance expertise This is the same model utilized to update the Landscape Code. In creating an on-going team, Board & Commission members could be considered "core" participants to insure )ntinuity of projects. Staff would need to retain discretion to add or replace technical experts relative to specific project needs. TOWN OF ORO VALLEY . Page 2 of 2 COUNCIL COMMUNICATION MEETING1 DATE: 9/16/0. If development of such a team is acceptable, staff will seek approval of a sustainabilityproject list. � t. Potential projects range from an action plan to address the U.S. Mayors Climate Agreement e A g g nt to development of a General Plan Energy Element. Input regarding formation of a Sustainability Technical Advisory Team would be helpful. This item will I be scheduled for a regular session in October. BACKGROUND On July 15, 2009, the Town Council considered establishing an Environmental Sustainability Commission and adopting associated Rules and Procedures. A motion in support failed, 3-4 with pp Mayor Loomis, Vice Mayor Carter, Council Member Abbott, and Council Member Kunisch opposed. The following are excerpts from the meeting minutes: Mayor Loomis, Vice Mayor Carter and Council Members Abbott and Kunisch did not support the motion citing such reasons as concerns for staffing levels, data not complete regarding g g creating a task force or ad-hoc group verses a technical advisory committee, levels of expertise required for the volunteers and how this commission/task force would relate to the other Town's Boards and Commissions. Council Member Gillaspie/Council Member Kunisch - Direct staff to work on a recommendation for specific actions for an Environmental Sustainability Task Force. For additional background information, the staff report for the July 15, 2009 meeting is attached. ATTACHMENT July 15, 2009 Town Council Staff Report / (i, "/ 0 , A; I ,,/ 4 Ail ) /( ‘‘:2'41 Al 1 Paul Popelka, Actin( Tanning & Zoning Director ,2A,,,, _._ il12764v, 4 J- -- Watson, ssistant Town Manager •' 4 1 David Andrews, Town Manager F.\PROJECTS\Green Projects\Sustainability Commission\Update Sustainability Task Force TC September.doc - ----------------------------- TOWN OF ORO VALLEY Page 1 of 3 COUNCIL COMMUNICATION MEETING DATE: 7/15/09 TO: HONORABLE MAYOR AND COUNCIL FROM: Bayer Vella, AICP, Principal Planner SUBJECT: PUBLIC HEARING: ORDINANCE NO. (0) 09 - 15 , AMENDING CHAPTER 3 OF THE ORO VALLEY TOWN CODE BY ADDING SECTION 3-6-10, ENVIRONMENTAL SUSTAINABILITY COMMISSION AND ADOPTING RULES AND PROCEDURES FOR AN ENVIRONMENTAL SUSTAINABILITY COMMISSION SUMMARY At the regular session held February 18, 2009, Council Member Latas requested that staff develop recommendations for the creation of a sustainability commission. Based on that direction, staff researched similar efforts in other Arizona jurisdictions (Flagstaff, Scottsdale, Wickenberg, City of Tucson, etc.) and provided several options for Council that were discussed at a June 10, 2009, Study Session. Council members expressed interest in the Environmental Sustainability Commission option presented. At the June 17 Town Council meeting, Council member Latas requested a future agenda item to consider creating an Environmental Sustainability Commission. Proposed Environmentally Sustainable Commission duties and parameters are as follows: • Develop a specific work plan for Town Council review and approval on an annual basis. • Act as a policy advisory body to the Council and Town Manager in the development or initiation of programs or actions that will enhance, develop and create sustainable practices within the community. • Advise on policy matters related to 1) environmentally sustainable practices, 2) promotion of businesses that utilize and produce sustainable products and services, 3) town building design and infrastructure, and d) related issues that directly affect sustainability efforts considered by the Town Council. • Range of specific responsibilities include review of Green Team proposals, grant applications, public outreach and education, energy saving building code revisions, and a plan to address the U.S. Mayors Climate Protection Agreement. A list of potential projects is provided in the next section of this report. • Consists of seven (7) members that shall be appointed by and serve at the pleasure of the Council for two (2) year terms. • Utilize the existing boards and commission appointment and liaison designation process, • Shall be residents of the Town of Oro Valley and shall, preferably, include a broad range of expertise such as green building and design, renewable energy resources, alternative transportation, environmental planning, engineering, land development, recycling, and/or economic development. Flexibility is recommended rather than requiring specific credentials. • Does not have purview regarding individual general plan amendment, rezoning or development review applications. • Serve as a technical review committee for drafting relevant General Plan amendments regarding energy conservation, etc., or development of sustainable zoning practices in lieu of forming specialized ad hoc task forces. By state law and Town code, the Planning & Zoning Commission is the formal recommending body for such initiatives. TOWN OF ORO VALLEY Page 2 of 3 COUNCIL COMMUNICATION MEETING DATE: 7/15/' OVERVIEW Typical Projects The following are potential long and short termrojec p � ts. ® Development of a Plan and Implementation measures regarding U.S. Mayors Climate Protection Agreement (if adopted). • Implementation of internal measures regarding the g Energy Star Challengeand romotin the Challenge by schools and businesses in the community. p g use of • Funding sources such asran g t opportunities and implementation. ® Development of General Plan Energy Conservation Element for PZ Commission review — in lieu of using an ad hoc task force. ® Local Green Building and Site Design Awards. ® Oro Valley Green Marketing/Awareness Campaign. Outreach to businesses, schools, neighborhood groups, and other organizations in order to strategically identify ways to make a more sustainable community. • Transit Programming and Grant Projects such asotential p s for electric recharge stations. • Review and promotion of LEED Site Design elements. • Town Green Building Program. • Model Energy Saving Building Codes. • Development of Solar Installation Design Guidelines for Planning and Zoning Commission consideration — in lieu of using an ad hoc task force. • Promotion and assistance to businesses interested inreen Recyclingg building, design, and production. ® Program development and events. • Recommended stipulations regarding location and design of g wind turbines. Relation to the Planning & Zoning Commission, Development� t Review Board, and Water Utility Commission At the June 10 Town Council Study Session, arimar p y concern was the potential for overlapping responsibilities with regard to the Planning & Zoning Commission, Development Review Board, and Water Utility Commission. The specific charges of each are g detailed in attachments. The aim is to define an Environmental Sustainability Commission with a distinct focus on developing and maintaining a Sustainability Program. Such a commission should not create an additional layer of review to functions served by other advisory bodies. "Sustainability" typically entails a short and longterm perspective spective to address the mutually dependent relationships of environmental, economic, and social issues. The name "Environmental Sustainability Commission" provides focus to develop internal and external green programs. To do that effectively, a broad multi-disciplinary approach is required into areas not addressed or coordinated by existing boards and commissions. The Planning & Zoning Commission addresses one particular — based in state law, this _ facet planning policy and land use. As means General Plan, zoning, conditional use permit, and planning review. This is a clear boundary — neighborhood and the Environmental Sustainability Commission could recommend action for land use relatedreen initiativ111es es that fit into a broader context. As specified in Town Code, the Water Utility's primaryfocus is on planning for capital improvements, rates, operations, and water sources. There is a water conservationsub-committee sub committee that provides direction regarding water conservation measures — which is a facet of environmentally sustainability. TOWN OF ORO VALLEY Page 3 of 3 COUNCIL COMMUNICATION MEETING DATE: 7/15/09 This is another area where an Environmentally Sustainability Commission could develop initiatives that fit into a broader context - and pass them onto the Water Utility. There is little or no potential for overlapping responsibility with the Development Review Board - which is charged to review and recommend specific components of site design, landscaping, signage, and architecture for a subject site. The Town does not currently have a recommending body/commission to address and coordinate non- land use/zoning environmental initiatives and make recommendations. As previously mentioned, detailed descriptions of exiting board/commission duties and responsibilities are attached. Composition An Environmental Sustainability Commission would be best served by residents who have a broad range of professional expertise. Key areas include green building and design, renewable energy resources, alternative transportation, environmental planning, engineering, land development, recycling, and/or economic development. Flexibility is recommended rather than requiring specific credentials. Forming a commission that includes technical expertise -- opposed to only including generalists who are merely interested in the topic at hand - would be helpful p p to staff in development of realistic initiatives. ',ONCLUSION ..,n Environmental Sustainability Commission, Ad Hoc Committee or Task Force would be beneficial if the Town wishes to make a green program a priority. MOTION Town Council may wish to consider the following suggested motion: I move to adopt Ordinance (0)09- 15 amending Chapter 3 of the Oro Valley Town Code by adding Section 3-6-10, Environmental Sustainability Commission and adopting Rules and Procedures for the Environmental Sustainability Commission. ATTACHMENT Ordinance No. (0) 09-15 . OV Town Code: Planning & Zoning Commission OV Town Code: Water Utility Commission OV Town Code: Development Review Board 1 C2 L A' . le 1 Sara S. More, Planning & Zoning Director f.ed ( , - ''.. A:4 -\,--/K.) J arl e Wats° Assistant Town Manager . A-vtiA4AL-1. David Andrews, Town Manager ,r'ROJECTS\Green Projects\Sustainability Commission\ES Commission TC July 15 Report doc 1 TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: SEPTEMBER 16, 2009 Illtior TO: HONORABLE MAYOR & COUNCIL FROM: DANIEL G. SHARP, CHIEF OF POLICE SUBJECT: RESOLUTION (R) 09- 62 SUMMARY: Request is beingmade to enter into an Intergovernmental Agreement with the U.S. Department of Justice Drug q Enforcement Administration ("DEA") and the Town of Oro Valley ("Town"). This Agreement would provide for thep c artii ation of two Oro Valley Police Officers in the DEA Tucson Task Force and one Police Officer in p the Pima County High Intensity Drug Trafficking area HIDTA Financial Task Force. All law enforcement officer positions were previously approved by Resolution Nos. (R) 09-27 authorizing HIDTA Grant No. HT 19-09-1610, and (R) 09-26 authorizing HIDTA Grant No. HT 19-09-1712. FISCAL IMPACT: FY 2009/2010 budget= $-0- COMMENDATION: Acceptance is recommended. SUGGESTED MOTION: I move that Resolution No. (R)09- 62 be adopted. ATTACHMENTS: 1. Resolution No. (R) 62 . 2. Task Force Agreement (Exhibit"A") r A -__'\ ' I - -(1-'''---- Daniel G. Sharp,-thief'1 f Police 4°4>!:7-41 erene Watson, Assistant Town Manager 411111w / Manager • RESOLUTION NO. (R) 09- 62 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, AUTHORIZING AND APPROVING A TASK FORCE AGREEMENT BETWEEN THE DRUG ENFORCEMENT ADMINISTRATION ("DEA") AND THE TOWN OF ORO VALLEY ("TOWN") FOR THE PARTICIPATION OF TWO ORO VALLEY POLICE OFFICERS IN THE TUCSON TASK FORCE AND ONE POLICE OFFICER IN THE PIMA COUNTY HIGH INTENSITY DRUG TRAFFICKING AREA ("HIDTA") FINANCIAL TASK FORCE WHEREAS, the Town of Oro Valley is a political subdivision of the State of Arizona vested with all associated rights, privileges and benefits and is entitled to the immunities and exemptions granted municipalities and political subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, pursuant to A.R.S. § 11-952, the Town is authorized to enter into agreements for joint and cooperative action to include the Agreement, attached hereto as Exhibit "A", with the DEA; and WHEREAS, the Town is authorized to establish and maintain the Oro Valley Police Department, pursuant to A.R.S. § 9-240 (B)(12); and WHEREAS, the Town wishes to enter into a Task Force Agreement with the DEA to assist the DEA in controlling unlawful pharmaceuticals and/or listed chemicals and related illegal activity detrimental to the health and general welfare of the residents of the Town and the State of Arizona; and WHEREAS, it is in the best interest of the Town to enter into the Task Force Agreement, attached hereto as Exhibit "A" and incorporated herein by reference, in order to set forth the terms and conditions to provide for the health, safety and welfare of the residents of the Town of Oro Valley and the State of Arizona. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, that: SECTION 1. The Task Force Agreement, attached hereto as Exhibit "A", between the Drug Enforcement Administration and the Town of Oro Valley for participation of two Oro Valley Police Officers in the Tucson Task Force and one Oro Valley Police Officer in the Pima County HIDTA Financial Task Force is hereby approved. SECTION 2. The Chief of Police and other administrative officials of the Town of Oro ‘lier Valley are hereby authorized to take such steps as necessary to execute and implement the terms of the Agreement. F:\Police\Contracts\Task Force Agreement-DEA\resolution.doc Town of Oro Valley Attorney's Office/ca/091009 PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Y Arizona this 16 dayof SEPTEMBER �„ , 2009. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: • F:\Police\Contracts\Task Force Agreement-DEA\resolution.don Town of Oro Valley Attorney's Office/ca/091009 • EXHIBIT 44A/, Loy coir F:\Police\Contracts\Task Force Agreement-DEA\resolution.doc Town of Oro Valley Attorney's Office/ca/091009 TASK FORCE AGREEMENT BETWEEN DRUG ENFORCEMENT ADMINISTRATION AND ORO VALLEY POLICE DEPARTMENT This agreement is made this 30th day of September 2009, between the United States Department of Justice, Drug Enforcement Administration (hereinafter"DEA"), and Oro Valley Police Department (hereinafter "OVPD"). WHEREAS there is evidence that trafficking in narcotics and dangerous drugs exists in the area and that such illegal activity has a substantial and detrimental effect on the health and general welfare of the people of the State of Arizona, the parties hereto agree to the following: 1. The DEA Tucson Task Forces will perform the activities and duties described below: a. disrupt the illicit drug traffic in the State of Arizona by immobilizing targeted violators and trafficking organizations; b. gather and report intelligence data relating to trafficking in narcotics and dangerous drugs; and, Lir c. conduct undercover operations where appropriate and engage in other traditional methods of investigation in order that the Task Force's activities will result in effective prosecution before the courts of the United States and the State of Arizona. 2. The Pima County HIDTA Financial Task Force (PCHFTF) will perform the activities and duties described above in additional to those duties listed below as designated in the PCHFTF's HIDTA Initiative: a. Identify, target and investigate Consolidated Priority Organization Targets and Regional Priority Organization Targets that operate on a national, and/or international scale, which have direct impact on Pima County, Arizona; and, b. Target and investigate major drug trafficking and money laundering organizations. 3. To accomplish the objectives of the DEA Tucson Task Force and the PCHFTF, the OVPD agrees to detail two experienced Officers to the Tucson Task Force, and one experienced officer to the PCHFTF, for a period of not less than two years. During this period of assignment, the OVPD Officers will be under the direct supervision and control of DEA supervisory personnel assigned to the Task Forces. 4111/0 2010 Oro Valley Police Department Task Force Agreement 1 4. The OVPD Officers assigned to the Task Forces shall adhere to DEA policies and procedures. Failure to adhere to DEA policies and procedures shall beg rounds for Nsii0 dismissal from the Task Force. 5. The OVPD Officers assigned to the Task Forces shall be deputized as Task Force Officers of DEA pursuant to 21 U.S.C. 878. 6. To accomplish the objectives of the DEA Tucson Task Force and the PCHFTF, DEA will assign a significant number of Special Agents to the Tucson and PCHFTF Task Forces. DEA will also, subject to the availability of annually appropriated DEA and HIDTA funds or any continuing resolution thereof, provide necessary funds and equipment to support the activities of the DEA Special Agents and the OVPD Officers assigned to these Task Forces. This support will include: office space, office supplies, travel funds, funds for the purchase of evidence and information, investigative equipment, training, and other support items. 7. During the period of assignment to the DEA Tucson Task Force and the PCHFTF, the OVPD will remain responsible for establishing the salary and benefits, including overtime, of the Officers assigned to the Task Forces, and for making all payments due them. DEA and HIDTA will, subject to availability of funds, reimburse the OVPD for overtime payments made by it to the OVPD Officers assigned to the DEA Tucson Task Force and PCHFTF for overtime, up to a sum equivalent to 25 percent of the salary of a GS-12, Step 1, (RUS) Federal employee (currently $16,903.25), per Officer. 8. In no event will the OVPD charge any indirect cost rate to DEA for the administration or implementation of this agreement. 9. The OVPD shall maintain on a current basis complete and accurate records and accounts of all obligations and expenditures of funds under this agreement in accordance with generally accepted accounting principles and instructions provided by DEA to facilitate on-site inspection and auditing of such records and accounts. 10. The OVPD shall permit and have readily available for examination and auditing by DEA, the United States Department of Justice, the Comptroller General of the United States, and any of their duly authorized agents and representatives, any and all records, documents, accounts, invoices, receipts or expenditures relating to this agreement. The OVPD shall maintain all such reports and records until all audits and examinations are completed and resolved, or for a period of three years after termination of this agreement, whichever is sooner. 11. The OVPD shall comply with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, as amended, and all requirements imposed by or pursuant to the regulations of the United States Department of Justice implementing those laws, 28 C.F.R. Part 42, Subparts C, F, G, H, and I. 3 2010 Oro Valley Police Department Task Force Agreement 2 12. The OVPD agrees that an authorized officer or employee will execute and return to DEA Lir the attached OJP Form 4061/6, Certification Regarding Lobbying: Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements. The OVPD acknowledges that this agreement will not take effect and no Federal funds will be awarded to the OVPD by DEA until the completed certification is received. 13. When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money, the OVPD shall clearly state: (1) the percentage of the total cost of the program orp roj ect which will be financed with Federal money; and, (2) the dollar amount of Federal funds for the project or program. 14. The OVPD understands and agrees that HIDTA will provide the OVPD Officers with vehicles suitable for surveillance. HIDTA, through DEA, will furnish mobile radios for installation in the HIDTA Task Force vehicles and HIDTA will assume the cost of installation and removal. HIDTA will be financially responsible for the purchase of fuel for the leased vehicles and for providing routine maintenance; i.e., oil changes, lubes, and minor tune-ups, via the HIDTA lease contractor. DEA and HIDTA procedures for reporting and investigating automobile accidents involving Official Government Vehicles (OGVs)-HIDTA lease vehicles shall apply to accidents involving the leased vehicles furnished to the OVPD personnel, in addition to whatever accident reporting requirements the OVPD may have. 15. While on duty and acting on task force business, the OVPD Officers assigned to the HIDTA Task Force shall be subject to all DEA and federal government rules, regulations, and procedures governing the use of OGVs for home-to-work transportation and personal business. The HIDTA Executive Committee acknowledges that the United States is liable for the actions of Task Force Officers while on duty and acting within the scope of their federal employment, to the extent permitted by the Federal Torts Claim Act, 28 U.S.C. 2401 (b) 2671-2680. 16. The term of this agreement shall be from the date of signature by representatives of both parties to September 30, 2010. This agreement may be terminated by either party on thirty days' advance written notice. Billings for all outstanding obligations must be received by DEA within 90 days of the date of termination of this agreement. DEA will be responsible only for obligations incurred by OVPD during the term of this agreement. 2010 Oro Valley Police Department Task Force Agreement 3 For the Drug Enforcement Administration: Date ELIZABETH W. KEMPSHALL Special Agent in Charge For the Oro Valley Police Department: Date DANIEL G. SHARP Chief of Police Attachment j 2010 Oro Valley Police Department Task Force Agreement 4 s..;�-•; U.S. DEPARTMENT OF JUSTICE OFFICE OF JUSTICE PROGRAMS OFFICE OF THE COMPTROLLER CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this from. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR Part 67, "Government-wide Department and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free Workplace (Grants)." The certifications shall be treated as a material representation of fact upon reliance will be placed when the Department of Justice determines to award the covered transaction, grant, or cooperative agreement. 1. LOBBYING public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust As required by Section 1352, Title 31 of the U.S. Code, and statutes or commission of embezzlement, theft forgery, implemented at 28 CFR Part 69, for oersons entering into a bribery, falsification or destruction of records, making false grant or cooperative agreement over 5100,000, as defined at statements,or receiving stolen property; 28 CFR Part 69,the applicant certifies that: (c) Are not presently indicted for or otherwise criminally or (a) No Federal appropriate funds have been paid or will be civilly charged by a governmental entity (Federal, State, or paid, by or on behalf of the undersigned, to any person for in- local) with commission of any of the offenses enumerated in fluencing or attempting to influence an officer or employee of paragraph(1)(b)of this certification;and any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in con- (d) Have not within a three-year period preceding this applica- nection with the making of any Federal grant, the entering into tion had one or more public transactions (Federal, State, or of any cooperative agreement, and extension, continuation, local)terminated for cause or default; and renewal, amendment, or modification of any Federal grant or cooperative agreement; B. Where the applicant is unable to certify to anyof the statements in this certification, he or she shall atach an (b) If any funds other than Federal appropriated funds have explanation to this application. been paid or will be paid to any person for influencing or at- tempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or 3. DRUG-FREE WORKPLACE an employee of a Member of Congress in connection with this (GRANTEES OTHER THAN INDIVIDUALS) Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of As required by the Drug Free Workplace Act of 1988, and Lobbying Activities,"in accordance with its instructions; implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620- (c) The undersigned shall require that the language of this cer- tification be included in the award documents for all subawards A. The applicant certifies that it will or will continue to provide at all tiers (including subgrants, contracts under grants and a drug-free workplace by: cooperative agreements, and subcontracts) and that all sub- recipients shall certify and disclose accordingly. (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's 2. DEBARMENT, SUSPENSION,AND OTHER workplace and specifying the actions that will be taken against RESPONSIBILITY MATTERS employees for violation of such prohibition; (DIRECT RECIPIENT) (b) Establishing an on-going drug-free awareness program to As required by Executive Order 12549, Debarment and inform employees about- Suspension, and implemented at 28 CFR Prt 67, for prospec- tive participants in primary covered transactions, as defined at (1) The dangers of drugs abuse in the workplace; 28 CFR Part 67, Section 67.510- (2) The grantee's policy of maintaining a drug-free workplace; A. The applicant certifies that it and its principals: (3) Any available drug counseling, rehabilitation, and employee (a) Are not presently debarred, suspended, proposed for debar- assistance programs;and ment, declared ineligible sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded (4) The penalties that may be imposed upon employees for from covered transactions by any Federal department drug abuse violations occurring in the workplace; or agency; (c) Making it a requirement that each employee to be engaged (b) Have not within a three-year period preceding this applica- in the performance of the grant be given a copy of the state- tion been convicted of or had a civil judgment rendered against ment required by paragraph(a); them for commission of fraud or a criminal offense in connec- tion with obtaining,attempting to obtain,or performing a (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant,the employee will- OJP FORM 4061/6(3-91)REPLACES OJP FORMS 4061/2,4062/3 AND 4061/4 WHICH ARE OBSOLETE. (1) Abide by the terms of the statement; and DEA Offices in Tucson, Arizona (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (e) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) from an Check ❑ if there are workplace on file that are not identified employee or otherwise receiving actual notice of such convic- here. tion. Employers of convicted employees must provide notice, including position title, to: Department of Justice, Office of Section 67, 630 of the regulations provides that a grantee that Justice Programs, ATTN: Control Desk, 633 Indiana Avenue, is a State may elect to make one certification in each Federal N.W. Washington, D.C. 20531. Notice shall include the Iden- fiscal year. A copy of which should be included with each ap- tification number(s)of each affected grant; plication for Department of Justice funding. States and State agencies may elect to use OJP Form 4061/7. (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with Check ❑ if the State has elected to complete OJP Form respect to any employee who is so convicted- 4061/7. (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the DRUG-FREE WORKPLACE requirements of the Rehabilitation Act of 1973, as amended; or (GRANTEES WHO ARE INDIVIDUALS) (2) Requiring such employee to participate satisfactorily in a As required by the Drug-Free Workplace Act of 1988, and drug abuse assistance or rehabilitation program approved for implemented at 28 CFR Part 67, Subpart F, for grantees, as Sections 67.615 and 67.620- such purposes by a Federal, State, or local health, law enforce- defined at 28 CFR Part 67; ment, or other appropriate agency; A. As a condition of the grant I certify that I will not engage (g) Making a good faith effort to continue to maintain a drug- in the unlawful manufacture, distribution, dispensing, posses- free workplace through implementation of paragraphs (a), (b), sion, or use of a controlled substance in condition any (c), (d), (e),and(f). activitywith the grant;and B. The grantee may insert in the space provided below the B. If convinced of a criminal drug offense resulting from a site(s) for the performance of work done in connection with violation occurring during the conduct of any grant activity, I the specific grant: will report the conviction, in writing, within 10 calendar days of the conviction, to: Department of Justice, Office of Justice Place of Performance (Street address, city, country, state, zip Programs, ATTN: Control Desk, 633 Indiana Avenue, N.W., code) Washington, D.C. 20531. As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications. 1. Grantee Name and Address: ORO VALLEY POLICE DEPARTMENT 11000 North LaCanada Drive Oro Valley, Arizona 85737 2. Application Number and/or Project Name 3. Grantee IRSNendor Number DANIEL SHARP, CHIEF 4. Typed Name and Title of Authorized Representative 5. Signature 6. Date 2 TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: September 16, 2009 4.4tar TO: HONORABLE MAYOR & COUNCIL FROM: Roxana Garrity, Deputy Town Clerk SUBJECT: PUBL IC HEARING — APPROVAL OF AN APPLICATION FOR A SERIES 07 (Beer & Wine Bar) LIQUOR LICENSE FOR TRADER JOE'S #96 LOCATED AT 7912 N. ORACLE ROAD. SUMMARY: An application for a Series 07 (Beer & Wine Bar) Liquor License for Mr. H.J. Lewkowitz and principals has been submitted for Trader Joe's #96 located at 7912 N. Oracle Road. In accordance with Section 4-201 of the Arizona Revised Statutes, the application was posted for 20 days 009 the premises of theapp licants' property. No protests were received during that commencing July 28, 2 on time. g Chief Sharp has conducted a background investigation on the applicants. He has found no derogatory information on the applicants;; therefore he has no objections to the approval of the Person Transfer of the Series 07 Liquor License. DRIES 07 LIQUOR LICENSE DESCRIPTION: Beer and Wine Bar (Beer & Wine only.) The purpose of a eves 07 Liquor License is to allow a beer and wine retailer to sell and serve beer and wine, primarily by be consumed on the premises and in the original container for consumption on or off the individual portions to s 07 Liquor License is aQUOTA LICENSE which means there are no "new" Series 07 premuses. A Serte q available. It must bepurchased privately and the price is based on availability in the county. Once a licenses has been purchased, the buyer must apply for a transfer to have the license put in his or her name Series 0 7 a J' at the same or another location.) ATTACHMENTS: 1. Memorandum from Police Department 2. Liquor License Application (first page only) 3. License Description from Arizona Department of Liquor Licenses approval of the request SUGGESTED MOTION: I move to recommendpp q by H. J. Lewkowitz and principals to the Arizona State Liquor Board for a Series 07 Liquor License at Trader Joe's #96 located at 7912 N. Oracle Road. K ryn Cuvelier, Town Clerk e Watson, Assistant Town Manager David Andrews, Town Manager .'- '1 O S ? � 11000 N.La Canada Dr. .0 e,.hi . ♦. �, 85737 t^. Oro Valley,Arizona te -- /i}' opY Phone(520)229-4900 FAX(520)797-2616 %taw DANIEL G.SHARP,Chief of Policer. 4 www.oV dP .or 9 A frA'-,,,--.-,.‘ ,, , 4b7 VNDED:3 ORO VALLEY POLICE DEPARTMENT "FAIRNESS, INTEGRITY, EXCELLENCE" TO: Kathryn Cuvelier FROM: ( ^ : Daniel G. Sharp RE: Background Investigation, Application for Liquor License Trader Joe's #96 7912 N. Oracle Road On August 14, 2009, the Oro Valley Police Department completed the standard background check on Trader Joe's #96 Agent H.J. Lewkowitz and principals Bryan Palbaum, Daniel Bane, Mary Genest, Berthold Albrecht and Theo Albrecht. Lar The Oro Valley Police Department has no objection for the issuance of a liquor license to Trader Joe's #96 located at 7912 N. Oracle Road. aPitiftgrititP.,. . . - - - ARIZONA DEPARTMENT OF LIQUOR LICENSES & CONTROL co . t-t' 800 W Washington 5th Floor - _ _ :.,--y.::. f..� c t l i t 1 :i:. ' --=• Phoenix AZ 85007-2934 ..... (602) 542-5141 '' '. � ... ,...:.,...• APPLICATIONFQR L!QUOR LICENSE !...:..A ,,:: 7.,--- AIL 24'13gAtl 8'46 jny ' --, :..‘ z___, ---... - .--- ...,....,:.: :._...., c.,) '-, c..,, :_ YPE'OR.PRINT WITH BLACK INK Notice: Effective Nov.1,1997,All Owners,Agents,Partners,Stockholders,:Officers,or Managers actively involved in the day to day operations of the business must attend a Department approved liquor law:.training.c'ourse or.provide proof of attendance within the last five years. See page 5 of the Liquor Licensing requirements. This application is for a: . - •`SECTION 2 Type of ownership: SECTION 1 pp INTERIM PERMIT Complete Section 5 0 J.T.W R O.S. Complete Section 6 NEW LICENSE Complete Sections 2, 3, 4, 13, 14, 15, 16 :10 INDIVIDUAL Complete Section 6 aS PERSON TRANSFER (Bars & Liquor Stores ONLY) 0 PARTNERSHIP Complete Section 6 Complete Sections 2, 3, 4, 11, 13, 15, 16 C] CORPORATION Complete Section 7 01, -ffl LOCATION TRANSFER (Bars and Liquor Stores ONLY) 0 LIMITED LIABILITY CO. Complete Section 7 Complete Sections 2, 3, 4, 12, 13, 15, 16 ❑ CLUB Complete Section 8 0 PROBATENVILL ASSIGNMENT/DIVORCE DECREE 0 GOVERNMENT Complete Section 10 Complete Sections 2, 3, 4, 9, 13, 16 (fee not required) ❑ TRUST Complete Section 6 ❑ GOVERNMENT Complete Sections 2, 3, 4, 10, 13, 15, 16 0 OTHER Explain SECTION 3 Type of license and fees LICENSE#: 6 /? /0 00 S--- Department Use Only 1. Type of License: 07 - Beer & Wine Bar 2. Total fees attached: $ APPLICATION FEE AND INTERIM PERMIT FEES (IF APPLICABLE) ARE NOT REFUNDABLE. The fees allowed under A.R.S. 44-6852 will be charged for all dishonored checks. SECTION 4 Applicant /"le.Z=PiL?A Mr. 1. Owner/Agent's Name: Ms. Lewkowitz H. J. (Insert one name ONLY to appear on license) Last First Middle 2. Corp./Partnership/L.L.C.. Trader Joe's Company 6woV` 6 (Exactly as it appears on Articles of Inc.or Articles of Org.) 3. Business Name: Trader Joe's #96 /2/0/(,9 7 3 (Exactly as it appears on the exterior of premises) 4. Principal Street Location 7912 N Oracle Tucson Pima 85704 (Do not use PO Box Number) City County Zip 5. Business Phone. (520) 797-4207 Daytime Contact: (602) 667-6767 6. Is the business located within the incorporated limits of the above city or town? yiYES ONO 7. Mailing Address. 2600 N Central Ave, Suite 1775 Phoenix AZ 85004 City State Zip 8. Enter the amount paid for a bar, beer and wine, or liquor store license$ (Price of License only) DEPARTMENT USE ONLY Fees: - 71 Application Interim Permit Agent Change Club Finger Prints $ TOTAL OF ALL FEES Is Arizona Statement of Citizenship &Alien Status For State Benefits complete? XYES ❑ NO AcceptedDfl 10(/ OD J y b If - t Date: 1 Lc LIC 0100 1/9/2009 *Disabled individuals requiring special accommodation, please call (602) 542-9027. 1 AZ Dept Liquor License & Control Page 1 of 1 q I . ? �,Cpl�\��aw,T\\,,\ - • "�'�•. � .• .„,„:717.1i1 �y��4 i .:,,''": Ari:„zona.D.„ „epatt.,,:mie- ot,6:-.•',i'''':::,.::'''',."(4'''twit' ,,,Lte.:,,,...„--,.. eifts'•"'''''e.dit.„...:Id,:!!.:'''''..:E'i,i''..".',':'..'7;..',77'.:::',..;.2,4::,',::.:''..r,":::'''':.:-'''''''''''',:',":*-7:'''''''.7166,'"*"';1.F.,,,,redf:::''''' -7. - , '. . ... , . ..,s .;,.-:„ :.„;...',...-..;::„., :,.,. n.,.,":,,,...:-:.,....„-:„..„.„:, - ,..,,,, . . , :,,,,, .: „..„,„,.. ,.. „,,,,.„)„..t,• ...... .. , F �'�'`x� ,�n.4<,'� ��`.���.. � \ .��C\.�„„ >kik„°' ,9�-,, < ��^' y �ii�i��.. �' �4, �„� -..--- C� , � +EIDE .N � F E'C •o �. 1k:\ \ :��'k'.., Q Yi5<: q\\ ;4l) �',C U �EI✓ `''ry: J AO ' ::�:\ -_ `..�.. ,..kiir ,, .. ,� Co;. q m.;Y3`.�` .: :`Q�ow•n` �.M�,M, `2 c:.,"i RK•+ ��\,�{¢� ,A,� �>.�A pY w .°�� ��` . "'r"". "�: 55 ,. .R Y k' : :— 7,.'417:',. ti;:? Ef r t1u :'.`v, M•W`.w \ �'h... .rte �� '�M.. �t i� s'-'it''' C tY<.o F:<� wQa� m�w�a m y .:qty.. „;.:. t o c I n You Are Here:Home > licensin > renes > 7 F`M 'E''' � License Types: Series 07 Beer and Wine Bar License E ` t About 1: .... location to location within the same county only) . :tenlit,.?:'.4):..1..se.:.:::-:•...H....1:5...L0:4,:i„,i. Transferable(From person to person and/or : History \� On&off-sale retail privileges : Leadership-learn -,illikirt,--,::'-'....'s, :,.,...14 Note:Terms in BOLD CAPITALS are defined in the glossary. '.�,, Information )Ytr'... Y'�'S<{i.AN>i:/jAV✓..I(�titil'.\;`/y�h� fir? `' .. Licensing PURPOSE: ^' Training Allows a beer and wine bar retailer to sell and serve beer and wine, primarily by individual Laws portions,to be consumed on the premises and in the original container for consumption on or off 2009 Results the premises. : Renewals Random Selection : Query ADDITIONAL RIGHTS AND RESPONSIBILITIES: Drawing Results 2009 : License Lottery A retailer with off-sale privileges may deliver spirituous liquor off of the licensed premises in 2009 Random Selection : Liquor fir)artl connection with a retail sale.Payment must be made no later than the time of DELIVERY.The Drawing Rules retailer must complete a Department approved"Record of Delivery"form for each spirituous liquor : F,A,Q, retail delivery. 2009 Lottery Calendar : Glossary of Terms On any original applications, new managers and/or the person responsible for the day-to-day • : Forms operations must attend a basic and management training class. 'a mp : f:.,mploytTient enS eio A licensee acting as a RETAIL AGENT,authorized to purchase and accept delivery of spirituous ... : Contact liquor by other licensees, must receive a certificate of registration from the Department. :-f> �> :° `: A PREGNANCY WARNING SIGN for pregnant women consuming spirituous liquor must be posted within twenty(20)feet of the cash register or behind the bar. 2008. Results 0 A log must be kept by the licensee of all persons employed at the premises including each employee's name,date and place of birth,address and responsibilities. Random Selection Drawing Results 2008 Off-sale("To Go") package sales can be made on the bar premises as long as the area of off-sale operation does not utilize a separate entrance and exit from the one provided for the bar. Bar, beer and wine bar and restaurant licensees must pay an annual surcharge of$20.00.The money collected from these licensees will be used by the Department for an auditor to review compliance by restaurants with the restaurant licensing provisions of ARS 4-205.02. AVERAGE APPROVAL TIME: Sixty-five(65)to one-hundred five(105)days. PERIOD OF ISSUANCE: One(1)year with option to renew. FEES: This is a QUOTA LICENSE,which means there are no"new"Series 07 licenses available.It must be purchased privately and the price is based on availability in the county.Once a Series 07 has been purchased,the buyer must apply for a transfer to have the license put in his or her name, at the same or another location. Non-refundable person (ownership)transfer fee: $100.00 Non-refundable location transfer fee: $100.00 Fingerprint fee per card: Contact Department Interim Permit fee(not allowed on location transfer): $100.00 Upon approval: Final fees for a person(ownership)transfer: $300.00 Final fees for a location transfer: $100.00 Final fees for a person/location transfer: $400.00 , Annual renewal fee(includes SURCHARGE): $175.00 ARIZONA STATUTES AND REGULATIONS: er ARS 4-119,4-201,4-202,4-203,4-206.01,4-207,4-207.01,4-209(B)(7),4-209(D)(7),4-209 (3),4-222,4-261; Rule R19-1-206, R19-1-214. Copyright 2007-Arizona Department of Liquor License&Control-Privacy Policy-Accessibility 800 W.Washington 5th floor;Phoenix,AZ 85007-400 W.Congress#521;Tucson,AZ 85701 http://www.azliquor.govilicensing/series/7.asp 07/27/2009 TOWN OF ORO VALLEY Page 1 of 4 .OUN CIL COMMUNICATION MEETING DATE: September 16, 2009 *411110. TO: HONORABLE MAYOR AND COUNCIL FROM: STACEY LEMOS, FINANCE DIRECTOR SUBJECT: FY 2009/10 FINANCIAL UPDATE THROUGH JULY WITH GENERAL FUND PROJECTIONS THROUGH FY 2010/11 SUMMARY: The attachments provided capture total revenues earned and departmental expenditures through the end of July, 2009 for the major funds in the budget that are tax-based (General, Highway, Bed Tax, and Transit). A projected year-end total revenue estimate is provided for each fund and compared to the budgeted revenue for J theyear. A projected year-end expenditure estimate is also provided for each fund and compared to the budgeted expenditures for the year. Comparing the projected year-end revenue amount to total estimated year-end expenditures in each fund will show the anticipated operating deficit/surplus resulting in respective increases or decreases to the fund balance at year-end. A more detailed explanation by fund is provided as follows: General Fund Attachment A shows General Fund revenues and expenditures-to-date through July, as well as year-end estimates for each. Through July, revenue collections totaled $ 2,189,325 and expenditures totaled 2,232,728. The year-end projections in the General Fund are as follows: Revenues $ 27,734,298 Expenditures 28,936,629 Estimated Operating Deficit ($ 1,202,331) Local sales tax revenue estimates were adjusted down by about 1.5%, or by about $212,000 to reflect the continued slowdown in retail sales and more align with the year-end actual retail tax revenues from FY 2008/09. Due to the inability of the State to adopt its budget for FY 2009/10, there is still the possibility that we could see further cuts to our Vehicle License Tax (VLT) revenue this fiscal year as the current budget bill under consideration includes a $22 million sweep of VLT revenues to fund schools. If this is approved, the resulting reduction to our VLT revenues would be approximately $180,000. The adopted FY 2009/10 General Fund budget was balanced with the use of almost $1.6 million in cash reserves. Of that amount, $1.2 million was to pay for one-time, non-recurring expenditures as outlined below: Carry forward costs for Historic Inventory and ESLO $ 150,000 1 lib Carry forward costs for Police Substation at OV Marketplace 350,000 Arroyo Grande Annexation Legal/Consulting Expense 300,000 Temporary Clerical and Training Costs in HR 10,000 Transfer of cash reserves to Steam Pump Ranch Fund 410,000 Animal Licensing Feasibility Study 10,000 Total One-Time/Unbudgeted Expenditures $1,230,000 TOWN OF ORO VALLEY Page 2 of 4 COUNCIL COMMUNICATION MEETING DATE: September p er 16, 2009 The remaining use of cash reserves, $337,000, was to fund FY 2009/10 operational costs. Year-end expenditures are estimated to come in under budget by approximately $570,000, or 1.9% mainly due to the expected vacancy savings derived from the voluntary severance plan that was offered to employees at the beginning of the fiscal year. In an August 6, 2009 memo to the Town Council, the Town Manager outlined a plan to rehire 6.75 full-time equivalent (FTE) positions out of the 20.33 FTEs that became vacant as a result of the voluntary severance plan. Several of those positions have already been filled by internal candidates, and the internal recruitment process is underway for most of the remaining rehires. It was further proposed in the August 6th memo that the remaining vacantositions remain unfilled at least until til January, 2010, to allow time to evaluate the Town's financial position and the necessity to refill thosep ositions based on workload and affordability. However, it is more likely that those remaining vacancies will need to remain unfilled through FY 2010/11 and the hiring freeze will need to continue due to the significant reduction in state shared income taxes and state sales taxes that is anticipated next fiscal year. Due to this vacancy savings, it is anticipated that the FY 2009/10 actual recurring revenues and expenditures will be balanced, and that the use of cash reserves will only be limited to paying for one-time, non-recurring expenditures as required by the Town's contingency reserve policy. Highway Fund In the Highway Fund (Attachment B), revenues collected through July total $317,236, while expenditures through July total $370,058. The year-end projections in the Highway Fund are as follows: Revenues $ 4,668,404 Expenditures 4,703,414 Estimated Operating Deficit ($ 35,010) At this point, revenues are expected to come in on budget, while expenditures are anticipated to be under budget by approximately $168,000 due to the 4 vacant positions in the Highway Fund due to the hiring freeze and the voluntary severance plan. The FY 2009/10 Highway Fund budget was adopted with a planned use of cash reserves in the amount of $203,000 to fund salaries and benefits of positions originally recommended for elimination. Bed Tax Fund In the Bed Tax Fund (Attachment C), revenues collected through July total $57,293, while expenditures total $349. The year-end projections in the Bed Tax fund are as follows: Revenues $ 318,012 Expenditures 418,496 Estimated Operating Deficit ($ 100,484) • TOWN OF ORO VALLEY Page 3 of 4 -:OUNCIL COMMUNICATION MEETING DATE: September 16, 2009 Bed tax revenues were adjusted down by approximately $250,000 to more align with the prior year 08/09 actuals, which experienced a 22% decline from the 2007/08 fiscal year. Accordingly, the projected bed tax rebate to the Hilton has been adjusted down by approximately $80,000. Public Transportation Fund In the Public Transportation Fund (Attachment D), revenues collected through July total $308,314, while expenditures total $30,318. Year-end projections in this fund indicate both revenues and expenditures coming in on budget. GENERAL FUND FORECAST FOR FY 2010/11 Attachment E provides three fiscal years of budgetary information in the General Fund. The first column shows FY 2008/09 actual revenues and expenditures; the second column shows the adopted FY 2009/10 budget; the third column shows the FY 2009/10 year-end estimated totals; and the fourth column provides very preliminaryrevenue and expenditure estimates for FY 2010/11. The following summarizes estimated revenues and expenditures for FY 2010/11: Estimated Revenues $ 26,564,691 Estimated Expenditures 28,004,049 Estimated Operating Deficit ($ 1,439,358) Revenue Assumptions General Fund revenue estimates for FY 2010/11 assume slight growth of approximately 2% in local sales taxes due to some anticipated retail and restaurant growth (Cost Plus, In N' Out Burger, etc.) and a slight increase in construction sales taxes due to the continued expansion of Ventana Medical Systems and the construction of several new hotels. It is also assumed that the Town will see a slight increase in single family residential building permits from 60 this fiscal year to 75 in FY 2010/11. Also included is $700,000 transferred in from the Bed Tax fund as was done this fiscal year. The significant concern and unknown at this point is the amount of funding we will receive from state shared revenues in FY 2010/11. With all three sources (income taxes, sales taxes and vehicle license taxes) expected to be down next year, the forecasted amount of $8.2 million is about a 15% reduction overall from the current year budget. Overall, General Fund revenues are forecasted to be approximately $1.2 million less than current year estimated revenues. Expenditure Assumptions General Fund expenditure estimates total approximately $930,000 less than the current year estimated year- end actuals. The projection assumes that all vacant positions in the current year remained unfilled into next year, and all one-time capital expenditures, consultant studies, and election costs have been removed. An flation rate of 2.2% (based on University of Arizona Economic Research Forecast) has been applied to all operations and maintenance budgets. In addition, a 2.5% increase has been factored in to cover personnel TOWN OF ORO VALLEY Page 4 of 4 COUNCIL COMMUNICATION MEETING DATE: September p 16, 200.O and benefit increases, resulting in an estimated budgetary cost of $450,000. A one-time CIP budget of $100,000 has also been included in the General Administration budget. Given this preliminary forecast, it is likely that the current hiring freeze will need to continue into FY 2010/11, and possibly beyond, due to the uncertainty of our state shared revenue flow over the next fewY ears. Staff anticipates bringing a more comprehensive 5-year financial forecast to an upcoming Town Council study session, currently scheduled for November 9, 2009, to further evaluate the Town's financial future and explore options for remaining fiscally stable into the future. ATTACHMENTS: 1. ATTACHMENT A — General Fund Financial Status Report through July, 2009 Y 2. ATTACHMENT B — Highway Fund Financial Status Report through July, 2009 Y 3. ATTACHMENT C — Bed Tax Fund Financial Status Report through July, 2009 4. ATTACHMENT D — Public Transportation Fund Financial Status Report through Jul 2009 Y� 5. ATTACHMENT E — General Fund Forecast through FY 2010/11 Stacey Lem%:, Finance Director A/id - David Andrews, Town Manager ..__._.__... JPS-��Akz ATTACHMENT A } , ;ie p 1 4. .. ,.,�.:T11,,,, July YTD Financial Status FY 2009/2010 ,16.41.0:67Deo ot General Fund BUDGETED DECREASE IN FUND BALANCE 1,567,270 s''''''''''''''' FINANCING SOURCES Actuals thru 7/2009 Year End Budget Estimate to Budget 1 REVENUE: LOCAL SALES TAX 1,148,062 13,893,740 13,681,832 -1.5% LICENSES& PERMITS 51,034 1,313,890 1,313,890 0.0% FEDERAL GRANTS 31,317 627,165 627,165 0.0% STATE GRANTS 4,364 106,000 106,000 0.0% STATE/COUNTY SHARED 815,144 9,687,608 9,687,608 0.0% OTHER INTERGOVERNMENTAL - 626,783 626,783 0.0% CHARGES FOR SERVICES 81,121 1,039,137 1,046,687 0.7% FINES 22,041 286,603 286,603 0.0% INTEREST INCOME 33,300 232,730 232,730 0 0% MISCELLANEOUS 2,941 125,000 125,000 0.0% TOTAL FINANCING SOURCES 2,189,325 27,938,656 27,734,298 -0.7% iY��� � � ',,, V Actuals Year End 0/0 w� ,� ,4,4 r..,.� W Budget thru 7/2009 Estimate to Budget EXPENDITURES: TOWN COUNCIL 53,947 237,012 237,012 0.0% Vow TOWN CLERK 16,852 524,020 502,299 -4.1% TOWN MANAGER 34,081 910,736 855,243 -6.1% HUMAN RESOURCES 13,862 488,000 426,973 -12.5% ECONOMIC DEVELOPMENT 3,819 75,649 75,649 0.0% FINANCE 31,929 841,141 816,485 -2.9% INFORMATION TECHNOLOGY 85,642 1,097,298 1,097,298. 0.0% GENERAL ADMINISTRATION 1,162,698 4,195,701 4,145,701 -1.2% LEGAL 29,576 920,971 920,971 0.0% COURT 29,021 769,183 769,183 0.0% FACILITIES MAINTENANCE 14,712 326,948 326,948 0.0% PLANNING&ZONING 67,081 1,794,040 1,708,065 -4.8% BUILDING SAFETY 49,831 1,411,625 1,373,409 -2.7% DEVELOPMENT REVIEW 19,320 522,613 395,421 -24.3% LIBRARY 47,519 1,237,433 1,237,433 0.0% PARKS& RECREATION 118,100 1,925,447 1,930,298 0.3% PUBLIC SAFETY 454,738 12,228,109 12,118,241 -0.9% TOTAL FINANCING USES 2,232,728 29,505,926 28,936,629 -1.9% ESTIMATED DECREASE IN FUND BALANCE 1,202,331 illikto G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_General Fund.xls 9/1/20095:21 PM Fiscal Year 2009 - 2010 ,, Budgeted Expenditures vs Actuals \g,. p . �. SummarybyProgram Area a. . � ,.w. 'NERAL FUND 2009/2010 Actuals Estimate to oho Budget through July Estimate Budget Town Council 237,012 53,947 237,012 100.0% Town Clerk Administration 392,906 11,320 378,787 (14,119) 96.4% Meeting Management 77,897 3,694 77,897 - 100.0% License Management 53,217 1,838 (7,602) 85.7% 524,020 16,852 502,299 (21,721) 95.9% Town Manager Administration 517,368 19,138 461,875 (55,493) 89.3% Constituent Services 110,377 4,147 110,377 - 100.0% Communications 282,991 10,797 282,991 - 100.0% 910,736 34,081 855,243 (55,493) 93.9% Human Resources Administration 249,502 9,207 188,475 (61,027) 75.5% Recruitment& Employment 70,671 2,142 70,671 - 100.0% Benefits&Safety 167,827 2,513167,827 - 100.0% 488,000 13,862 , 426,973 (61,027) 87.5% Economic Development 75,649 3,819 75,649 - 100.0% Finance Administration 199,568 7,829 164,419 (35,149) 82.4% Accounting Services 362,678 10,440 362,678 - 100.0% Budgeting 161,396 9,308 171,889 10,493 106.5% 9 9 Procurement 117,499 4,353 117,499 - 100.0% 841,141 31,929 816,485 (24,656) 97.1% Information Services Administration 270,122 24,800 270,122 - 100.0% GIS 187,728 43,583 187,728 - 100.0% Technical Services 360,402 8,545 360,402 - 100.0% Business Application &Development 160,421 5,984 160,421 - 100.0% Telecommunications 118,625 2,730 118,625 - 100.0% 1,097,298 85,642 1,097,298 - 100.0% General Administration 4,195,701 1,162,698 4,145,701 (50,000) 98.8% Legal Civil 519,653 17,027 519,653 - 100.0% Criminal 401,318 12,549 401,318 - 100.0% 920,971 29,576 920,971 - 100.0% Planning&Zoning Administration 639,739 34,161 628,361 (11,378) 98.2% Plan Review 500,182 12,913 500,182 - 100.0% Zoning Enforcement 365,288 15,993 290,691 (74,597) 79.6% Work Plan 17,500 - 17,500 - 100.0% Conservation&Sustainability 271,331 4,014 ` 271,331 - 100.0% 1,794,040 67,081 1,708,065 (85,975) 95.2% G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_General Fund.xls 9/2/2009 Budgeted Expenditures vs Actuals Fiscal Year 2009 - 2010 d Summary by Program Area •NERAL FUND 2009/2010 Actuals Estimate to Budget through July Estimate Budget Building Safety Administration 360,241 12,972 322,025 (38,216) 89.4% Inspection 546,531 20,719 546,531 100.0% Plans Examination 385,428 12,551 385,428 - 100.0% Intake& Permitting 95,585 3,589 95,585. - 100.0% Implementation Plan 23,840 23,840 - 100 0% 1,411,625 49,831 1,373,409 (38,216) 97.3% Library Services Administration 335,882 21,981 335,882 - 100.0% Youth Services 230,867 7,598 230,867 - 100.0% Technology 307,360 6,120 307,360 - 100.0% Adult Services 363,324 11,819 363,324 - 100.0% , 1,237,433 47,519 1,237,433 - 100.0% Parks& Recreation Administration 333,185 9,991 333,185 - 100.0% Parks 648,995 55,243 648,394 (601) 99.9% Recreation 398,896 20,590 398,896 - 100.0% Trails 72,514 3,018 72,514 - 100.0% Aquatics 471,857 29,257 477,309 5,452 101.2% 1,925,447 118,100 1,930,298 4,851 100.3% c Safety Administration 1,632,018 45,958 1,632,018 - 100.0% Support Services 699,045 14,612 699,045 - 100.0% School Resource 639,930 5,842 639,930 - 100.0% Communications 833,815 30,725 738,838 (94,977) 88.6% Records 334,477 17,565 334,477 - 100.0% Investigations 623,854 27,484 623,854 - 100.0% Information Technology - 1,838 - - 100.0% Fleet Services - 48 - - 100.0% Community Relations 302,525 31,153 302,525 - 100.0% Grants 659,684 27,992 659,684 - 100.0% Property/I.D. 255,314 9,881 255,314 - 100.0% Field Services 864,809 24,397 864,809 - 100.0% Patrol Bureau A 2,773,108 102,732 2,773,108 - 100.0% Patrol Bureau B 2,181,532 88,849 2,185,889 4,357 100.2% Professional Development 321,656 21,886 302,408 (19,248) 94.0% Professional Standards 106,342 3,774 106,342 - 100.0% 12,228,109 454,738 12,118,241 (109,868) 99.1% Court Administration 140,977 6,022 140,977 - 100.0% Adjudication 326,178 10,783 326,178 - 100.0% Case Processing 247,085 10,797 247,085 - 100.0% Security 54,943 1,419 54,943 - 100.0% 769,183 29,021 769,183 - 100.0% Public Works Development Review 522,613 19,320 395,421 (127,192) 75.7% Custodial& Facilities 326,948 14,712 326,948 - 100.0% 849,561 34,032 722,369 (127,192) 85.0% . i.9 :ffw.wx .h .$ d`t< . a:s , <, u1;:t ? .:>'., x ,<:i> x•.r ..: ^,# >.wwW9IFa .. .. .. � s..�*.. e. <.<ti.. 28,938,829 t Excludes contingency G:\BUDGET ANALYST\Financial Reports 2009-2010\1Q\July FY10 Fund Update_General Fund.xls 9/2/2009 ,!,:.,,,,;. ATTACHMENT B „,,,,„:,,,,:. :.: .0,,,,,, ,, S L.c YtA,,. ; R 2009/2010 7?, July YTD Financial Status --40x0,-,:, °UNDED Highway Fund BUDGETED DECREASE IN FUND BALANCE 203,246 s;m .t , ;.,kk3 .P4ANCINGActuals Budget Year End % thru 7/2009 Estimate to Budget REVENUE: LOCAL SALES TAX 89,367 1,899,884 1,899,884 0.0% LICENSES&PERMITS 1,828 24,892 24,892 0.0% STATE GRANTS - - - 100 0% STATE/COUNTY SHARED 216,622 2,656,128 2,656,128 0.0% INTEREST INCOME 8,080 75,223 75,223 0.0% MISCELLANEOUS 1,339 12,277 12,277 0.0% TOTAL FINANCING SOURCES 317,236 4,668,404 4,668,404 I 0.0% > 1 ,11 ICn:!5Z VM Actuals Year End / Bt thru 7/2009 Estimate to Budget EXPENDITURES: ADMINISTRATION 265,923 995,807 995,807 0.0% CONSTRUCTION DESIGN &MANAGEMENT 31,310 1,895,165 1,797,906 -5.1% HIGHWAY PERMITTING 2,648 69,862 69,862 0.0% PAVEMENT MANAGEMENT 10,664 294,273 263,823 -10.3% -New STREET MAINTENANCE 30,436 1,010,254 941,925 -6.8% TRAFFIC ENGINEERING 29,076 606,289 634,091 4.6% TOTAL FINANCING USES 370,058 4,871,650 4,703,414 -3.5% ESTIMATED DECREASE IN FUND BALANCE 35,010 G:\BUDGET ANALYST\Financial Reports 2009-2010\1Q\July FY10 Fund Update_Highway Fund.xls P LE. ao, 04",,,� ATTACHMENT C -.,,,,, .-N, .v.,,,,- .,, , F'(2009/2010�� ���� f` JulYTD Financial Status Y . ,-,' h°UVDFL,,Q'1 Bed Tax Fund BUDGETED INCREASE IN FUND BALANCE 63,439 iT ?'>'7 s :z z"Li;*Fc '.?-4„JrH 17 7 k. g1: 1k Actuals Year E n d Budget thru 7/2009 Estimate to Budget REVENUE: LOCAL SALES TAX 54,198 550,181 304,500 -44.7% INTEREST INCOME 3,095 13,512 13,512 0.0% MISCELLANEOUS 0.0% TOTAL FINANCING SOURCES 57,293 563,693 318,012 -43.6% t. 1 � Actuals Year End Budget Estimate to thru 7/2009Budget EXPENDITURES: ECONOMIC DEVELOPMENT 349 500,254 418,496 -16.3% TOTAL FINANCING USES 349 500,254 418496 -16.3% ESTIMATED DECREASE IN FUND BALANCE (100,484) G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_Bed Tax Fund.xls 0,- JP,,,,,.,„ ATTACHMENT D,:r8,/ s.-kv r----61 7 YTD Financial Status�uiYFY 2009/2010 �bUNDED 4, Public Transportation Fund BUDGETED INCREASE IN FUND BALANCE 27,244 CING SOUR£ett Actuals /° '° Year End ° Budget thru 7/2009 Estimateto Budget a REVENUE: STATE GRANTS - 313,544 313,544 0.0% CHARGES FOR SERVICES 5,594 60,900 60,900 0.0% INTEREST INCOME 720 2,469 2,469 0.0% MISCELLANEOUS - 6,531 6,531 0.0% OTHER FINANCING SOURCES 302,000 302,000 302,000 0.0% TOTAL FINANCING SOURCES 308,314 685,444 685,444 0.0% -f,,,,/1., ,/-'`7'§ ,y ,r9 t , ',{ &-.:: q ,0 ,-i • �F'�"k� Actuals - Year End. � j s+ a�+ 5-if y ��y.u � P' h7 b Z s, q 0+r `mb. .:6. "t.4Fi idk�a Lj }: n`Fn,,.-�1:. «;,,,,..! rt i3 t,s,t."ikk tfaa &wt,,,t �m£.x W.<z. as (- l ,x '"`?7:;P.>.. Budget Estimate to thru 7/2009Budget EXPENDITURES: ADMINISTRATION 12,682 191,400 191,400 0.0% FLEET MAINTENANCE 1,535 41,006 41,006 0.0% OPERATIONS 16,101 375,794 375,794 0.0% RTA SERVICES - 50,000 50,000 0.0% TOTAL FINANCING USES 30,318 658,200 658,200 0.0% ESTIMATED INCREASE IN FUND BALANCE 27,244 G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_Transit Fund.xis TOWN OF ORO VALLEY FORECAST THROUGH FY 2010/11 General Fund ATTACHMENT E ''''', 77,-,1,77,77.77'-'31At oPTED:. .: ..:.,_:.. Fv ti .,,.:>;.._.•.. `IMATED FY;010 Yk kaTi14AT is d hg FundBlan .',.-,. ,;. 11 :v r 7 c 4t`.f:,7-1:5:77:71L.3 407x77C s .s�U?4177.:':: �Yu._.. _Revers le*, : Local Sales Taxes 12,969,426 13,193740 12,981,832 13,230,691 1 Licenses&Permits 1,482,735 1,313,890 1,313,890 _ 1,389,000 State-&Federal Grants 525,709 733,165 4 733,165 700,-O-6-5-1 State Shared Revenues, _ 10,676,796 9,687,608 9,687,608 ; 8,200,000 _Other Inter overnmental Revs 656,262 626,783 626,783 650,000 1 Charges for Services 1,066,992 - 1,039,137 1,046,687 1,050,000 Fines __ �_ 285,628 286,603 -M - 286,603 , _290,000 : Interest Income 226,271 232,730 232,730 . 230,000_ Miscellaneous Revenue 194,665 125,000- - 125,000 - 125,000 1 Subtotal Revenues 27,238,656 27,034,298 25,864,691 ADD BED TAX REVENUES 700,000 700,000 700,000 Total Revenue 28,084,484 27,938,656 1 27,734,298 I 26,564,691 Town Council -Personnel 78,069 76,896 76.___ i 78,896 4 -Operations&Maintenance 127,114 160,116 ` 160,116 163,000 -Capital - - 205,183 237,012 237,012 241,896 Town Clerk -Personnel 307,394 314,473 292,752 ' 297,942 l -._• Operations&Maintenance 90,621 209,547 209,547 71,077 398,015 524,020 502,299 369,019 1 Manager personnel 769,702 842,398 786,905 ` 806,895 �_-Operations&Maintenance 174,254 68,338 i 68,338 69,841 943,956 910,736 855,243 876,736 Human Resources -Personnelns __ enance _ 295,579 385,915 1 324,888 I 311,459 -Operations&Maints M`M__ 56,126 __ 102,085 102, 085 104,330 -Capital - 351,705 488,000 426,973 415,789 Economic Development -Personnel 66,021 63,494 63,494 64,979 -Operations&Maintenance 1 11,411 12,155 12,155 M 12,422 1 -Capital - - I 77,432 75,649 75,649 77,401 1 i S Finance -Personnel _ 729,457 732,591 707,935 702,477 -Operations&Maintenances 122,712 108,550 108,550-1-- 110,938-1 -Capital - - 852,169 841,141 f 816,485 813,415 Information Technology -Personnel591,139 661,198 661,198 J 676,449 -Operations&Maintenance 344,804 �_-__. 392,100 392,100 400,726 -Capital 119,306 44,000 44,000 - 1,055,249 1,097,298 l 1,097,298 l 1,077,175 General Administration -Operations&Maintenance 632,501 701,250 ` 651,250 ' 565,577 -Capital 221,578 215,000 215,000 100,000 854,079 916,250 866,250 665,577 Legal__ �� -Personnel 822,496 756,402 756,402 , 774,081 erations&Maintenance 47,137 149,069 149,069 150,0001 .� ipital 15,500 ��• 15,500 - 1 vis- 869,633 920,971 920,971 924,081 G:\BUDGET\FY 09-10\Economic Resiliency Plan\ForecastThru FY1011_9-16-09Mtg.xls 1 FORECAST THROUGH FY 2010/11 General Fund ATTACHMENT E ADOOTED Fly 2010 ESTWO ...;;..�,. F'Y 9; ct atz.„ 1 FY 2010 YE ESTIMATED FY 2011 I - -ening&Zoning 3rsonnel1,144,674 1,198,510 I 1,112,535 i• ...�....._.. 1,073,355 Aeratiote ns&Mainnncea _.___�--.- _166-766T 430,330 430,330 286,500 -Continency Reserve(Grant) _ 164,200 164,200 1507000 1 -Capital - 1,000 1,000 - 1,311,277 1,794,040 1,708,065 1,509,855 Building Safety _ -Personnel ____ 1,295,080 1,277,415 1,239,199 1,268,103 -_Operations&Maintenances_ 118,888 128,710 128,710 131,541 -Capital 5,100 5,500 5,500 5,0001 1,419,068 1,411,625 _ 1,373,409 ( 1,404,644 Library -Personnels 814,771 808,333 808,333 ` 827,257 -Operations&Maintenance 399,462 417,100 . 417,100 ? 426,276 -Capital _ 15,042 12,000 12,000 - 1,229,275 1,237,433 1,237,433 1,253,533 Parks&Recreation w_ 1 -Personnel 1,225,010 1,162,807 1,167,658 1,184,627 -Operations&Maintenance 926,334 762,640 762,640 729,418 -Capital 19,407 - 2,170,751 1,925,447 _ 1,930,298 ; 1,914,045 Police -Personnel 11,337,581 10,432,903 ' 10,323,035 10,532,863 -Operations&Maintenance 1,435,308 1,025,903 1,025,903 I 998,473 -Capital 202,274 354,000 354,000 i - -Contingency Reserve 13,749 415,303 415,303 400,000 12,988,912 12,228,109 12,118,241 , 11,931,336 Magistrate Court , -Personnel _ 586,517 617,033 I 617,033 630,729 -Operations&Maintenance 132,003 _ _ 152,150 152,150 155,497 _. w_ "_ -Capital - - 718,520 769,183 769,183 ; 786,226 lopment Review ersonnel 498,505 502,763 375,571 384,571 -Operations&Maintenance ----------14,32.6- 19,850 86 19,850 20,2 -Capital - 512,831 522,613 395,421 404,857 Facilities_Maintenance -Personnel 60,274 112,683 112,683 115,075 -Operations&Maintenance 190,484 213590 , 213,590 218,288 -Capital 15,000 675 1 675 - 265,758 326,948 326,948 333,363 Sales Tax Re _____ 1,132,722..+�_�� ._ 116,092 1116 2 � Community Funding 155,773 116,092 - ._..._..6,09.._2.. Capital Asset Replacement Fund 500,000 - i - Fund Transfer to Debt Service 982,668 806,025 1 806,025 _853,440 f Fund Tra-ns_fer to Transit.....<.�.�...<--..--.-...�-'..- -.�.�.�....a�-._238'S98 a.......n.w---,..w..o.-..302,000 w.-�..-<... ..�<... ..-302,0�.6....-..--.<....�.,.F....-...w 310,000-.< Fund Transfer to SteamFPump µ _ mmw 470,000 470,000 : 60,000 1 Fund Transfer to Fleet Maint. 452,612 452,612 465,569 Subtotal 2,586,209 3,279,451 3,279,451 3,005,101 I Total Expenditures [ $ 28,810,022 I I $ 29,505,926 I $ 28,936,629 I$ 28,004,049 I Surplus/(Deficit) (725,538) (1,567,270) (1,202,331) (1,439,358) Yk 1.' 891$ "'� N .. a':: :�.,:...�<...:::ak>il,-w�3-.h'�"vs.<s:^ti:�'.. i;'`:7F���A�l :s.:�:k;.,����A!��#�.y .,, +.� .. �.t�i'Ti/ ,� y.f. .7. Contingency Reserve 50.5% 44.0% 45.2% 42.5% G\BUDGET\FY 09-10\Economic Resiliency Plan\ForecastThru FY1011_9-16-09Mtg.xls 2 TOWN COUNCIL REPORT DATE: September 15, 2009 TO: Mayor and Town Council FROM: Jerene Watson, Assistant Town Manager CC: David Andrews, Town Manager; Department Directors SUBJECT: Response to Requests from Council The attached information reports respond to requests from members of the Town Council for the September 16, 2009, Council agenda: Mayor Paul Loomis • Police Substation redesign costs Councilmember Paula Abbott • Police Substation floor plan changes and costs saved with each change Councilmember Bill Garner • How many officers are involved in special duty assignments that take them away from patrol duties for the Town Councilmember Al Kunisch • Police Substation costs — initial costs and redesign costs — expanded information from Mayor's request TOWN COUNCIL REPORT DATE: September 11, 2009 TO: Mayor Paul Loomis FROM: Stacey Lemos, Finance Director SUBJECT: RESPONSE TO MAYOR LOOMIS REGARDING THE POLICE SUBSTATION REDESIGN, AGENDA ITEM #5 This report is in response to Mayor Loomis' request for information concerning p the Police Substation redesign costs in the most recent effort to remove the EOC items and further reduce construction costs. DISCUSSION As confirmed with the Procurement Administrator and Building Safety Director, total redesign costs were $11,881 broken down as follows: Per the amendment, the following fees are applicable: • Redesign fees per proposal dated June 8, 2009 - $9,500.00 • Revisions to fire sprinkler drawings - $1,250.00 • Revisions to fire alarm drawings - $631.00 • Estimated reimbursables for redesign - $500.00 RECOMMENDATION / CONCLUSION This report is for information only. TOWN COUNCIL REPORT DATE: September 15, 2009 TO: Councilmember Paula Abbott FROM:Suzanne Smith, Building Safety Director SUBJECT: RESPONSE TO COUNCILMEMBER ABBOTT REGARDING THE POLICE DIMENSIONS AND SAVINGS, AGENDA ITEM #5 This report is in response to Councilmember Paula Abbott's request for more details on the police substation dimensions before and after the redesign and how much we saved with each specific change element. DISCUSSION Floor Plans: Attached are the Original and New Substation Floor Plans (11" x 17"), fully dimensioned and at the same scale. As you can see, the room sizes are essentially the same and some walls moved only inches from the original design. Costs: The original contract with the design firm did not include estimating services. The costs were based on actual bids. Because the bid for the original design was not awarded, we do not have a breakdown of the costs from that bidder. In order to determine the actual costs for the redesigned substation, the project will need to be put out to bid. We do anticipate savings due to the value engineering changes made and the EOC space being shelled. RECOMMENDATION / CONCLUSION This report is for information only. TOWN COUNCIL REPORT DATE: September 15, 2009 TO: Councilmember Bill Garner FROM: Daniel G. Sharp, Chief of Police SUBJECT: RESPONSE TO COUNCILMEMBER GARNER REGARDING THE H I DTA IGA, CONSENT AGENDA, ITEM K This report is in response to Councilmember Bill Garner's request for information on how many police officers are currently assigned to special duty assignments which take them away from actual patrol duties for the Town. Specifically, how many total number of officers are assigned to special assignments, what agency and or job role each officer currently supports, the duration of time each officer will be away from duties directly supporting the Town, and the criteria for officers to qualify for special assignments. DISCUSSION The Oro Valley Police Department has seven (7) officers and one (1) Sergeant assigned to special assignments. One (1) Sergeant and two (2) Officers are assigned to the Counter Narcotics Alliance also known as C.N.A. The Counter Narcotics Alliance is a multi- jurisdictional drug task force that consists of 18 participating agencies, including law enforcement and prosecution agencies, the Arizona High Intensity Drug Trafficking Area (AZHIDTA), and the Davis-Monthan Air Force Base (DMAFB) operating in the Pima County metropolitan area. Each agency compliments the p g task force through staffing, assisting with facilities or administrative processes, such as record keeping. The organizations committed to the Counter Narcotics Alliance each have an active role in the collective success of the task force. Three (3) Officers are assigned to the Drug Enforcement Agency task force also known as D.E.A. The D.E.A. task force was established to conduct comprehensive, multi-level attacks on major drug trafficking and money laundering organizations. D.E.A. combines the resources and expertise of its member federal agencies and the state and local law enforcement agencies. The principal mission of the DEA Task force is to identify, disrupt, and dismantle the most serious drug trafficking and money laundering organizations and those primarily responsible for the nation's drug supply. One (1) Officer is assigned to the Gang & Immigration Intelligence Team Enforcement Mission also known as G.I.I.T.E.M. G.I.I.T.E.M. is a statewide multi-agency task force consisting of five districts that provide gang and illegal g Y immigration enforcement and intelligence services. They strive to accomplish their mission through a task force concept involving personnel from tribal, federal, g state, county and city law enforcement agencies. Their efforts are structured to fit the needs of individual communities for maximum efficiency and effectiveness. Theytrain criminal justice personnel regarding identification and interdiction of gangs and collect and disseminate gang and human smuggling intelligence to other law enforcement agencies. One (1) Officer is assigned to the Joint Terrorism Task Force also know as J.T.T.F. J.T.T.F. is our nation's front line on terrorism that consist of small cells of highly trained, locally based, passionately committed investigators, analysts, g Y linguists, SWAT experts, and other specialists from dozens of U.S. law enforcement and intelligence agencies. When it comes to investigating terrorism, they chase down leads, gather evidence, make arrests, provide security for special events, conduct training, collect and share intelligence, and respond to threats and incidents at a moment's notice. Officers are assigned to the special assignments for a period of three (3) years. There is a general philosophy not to allow extensions past that time frame. We also feel an officer should return to the department for a minimum of oneear before being considered for another out side special assignments. y However, if no officers either express an interest in an assignment or the officers who do express an interest are deemed by the department or the outside agency as unacceptable at the time for a variety of reasons, we may still need to fill the position. At that point we would then evaluate extending the currently assigned officer, making probationary officers eligible or recruiting an officer internally or from another outside assignment. To date, eligibility to be considered for an outside special assignment has generallybeen restricted to officers with one year of service with the Oro Valley Police Department per SOP 91-04. By practice we have updated that to non- probationaryofficers. The final decision for selecting officers to fill special assignments is that of the Chief of Police. There is generally an interview process where representatives from the special unit of assignment are included. After the interview an executive review process is held and the officer is chosen. It is the Police Department's goal to expose our officers to different law enforcement opportunities to allow them to gain knowledge and experience that will benefit the individual and department upon the officer's return to patrol or assignment within the department. RECOMMENDATION / CONCLUSION This report is for information only. TOWN COUNCIL REPORT DATE: September 15, 2009 TO: Councilmember Al Kunisch FROM: Stacey Lemos, Finance Director SUBJECT: RESPONSE TO COUNCILMEMBER AL KUNISCH REGARDING THE POLICE SUBSTATION COSTS, INITIAL & REDESIGN, AGENDA ITEM #5 This report is in response to the question from Councilmember Al Kunisch asking p that the original design costs be provided along with the additional costs of the redesign of the police substation. DISCUSSION Brian Garrity, Procurement Administrator, provided the following chronology of events regarding the police substation project and at what stage design costs were incurred: August, 2008 - Town signs contract with Burlini Silberschlag Architects for substation design in the amount of $26,460.86. January, 2009 — Bid opening for construction contract results in all bids coming in over budget. Town cancels solicitation due to bids exceeding available funds. Feb. — Mar., 2009 —Architect revises plans with direction from OVPD and Procurement to reduce scope and itemize alternates with intent of lowering base bid and selecting alternates per available funding. Increased design costs = $3,951.81. March, 2009 — Bid opening for revised solicitation. April, 2009 —Town issues Notice of Intent to Award to Hickam Construction in the amount of $264,392 for base bid plus all alternates. - Town issues notice to Hickam Construction that project is put on hold pending review by the Town Council. May, 2009 — Town issues notice to Hickam Construction that project is being cancelled and will be re-solicited at a future date following Council direction to modify plans to reduce scope and overall construction budget. May —Aug, 2009 —Town works with Architect to revise plans per Council's direction to value engineer project in order to reduce construction costs even further. Increased design costs = $11,881. Aug. 2009 — Town ready to solicit 3rd time for project. Put on hold pending Council review. TOTAL DESIGN COSTS INCURRED: $42,293.67 RECOMMENDATION / CONCLUSION This report is for information only. Page 1 of 2 Garrity, Roxana From: Cuvelier, Kathryn Sent: Wednesday, September 16, 2009 3:03 PM To: Garrity, Roxana Subject: FW: Council Agenda Responses re: Councilmember Garner's Query on Special Assignments Please print for our file! Thanks, Kathi K n E. Cu/veb.:er, CHIC Oro Valley Town Clerk 11000 N. La Canada Drive Oro Valley, AZ 85737 1-520-229-4740 KCuvel ierGorova I leyaz.gov From: Watson, Jerene Sent: Wednesday, September 16, 2009 3:00 PM To: Council; 'rpkkabbott@aol.com' Cc: Andrews, David; Department Directors; Davis, Mary; Garrity, Brian; Jacobs, Amanda; Miller, Carol; Asper, Arinda Subject: Council Agenda Responses re: Councilmember Garner's Query on Special Assignments From: Sharp, Daniel Sent: Wednesday, September 16, 2009 1:24 PM To: Asper, Arinda Subject: Council Agenda Responses / special assignments Mayor and Council- This is additional information related to the request for information on outside special assignments. Mayor Loomis suggested that this additional information would be helpful. SPECIAL FUNDING PAID BY AGENCY ASSIGNMENT ASSIGNMENT (not the Town) CNA /HIDTA Full Time Salary & Benefits CNA Officer O.T. FFY 09 = $11,390 OV REGULAR HOURS Full Time JTTF FOR OVERTIME JTTF Officer ($16,328.75 max. O.T.) OV REGULAR HOURS Full Time DEA FOR OVERTIME DEA Officer ($16,328.75 max. O.T.) Full Time CNA /HIDTA CNA Officer Salary & Benefits 09/16/2009 Page 2 of 2 O.T. FFY 09 = $11,390 GIITEM Full Time 75% Salary & Benefits GIITEM Officer (No more than 8 hrs. O.T. per month) CNA / BYRNE Full Time Salary & Benefits CNA Sergeant (Re_gular CNA) D EA/H I DTA Full Time (PCHITF) Salary & Benefits DEA Officer O.T. FFY 08 = $10K O.T. FFY 09 = $12,214 OV REGULAR HOURS Full Time *DEA FOR OVERTIME DEA Officer (O.T. $16,328.75 max.) Daniel G. Sharp Chief of Police Oro Valley 09/16/2009 419%, 4.4 q` +�.w 5.�• 4 FY 2009/2010 Budget Update through July and General FundFY 2010/11 Forecas September 16, 2009 General Fund Budget-- FY2009/10 FY09110 FY09110 Adopted YE Estimate Difference Revenues 27.9M 27.7M (200K) Expenditures 29.5M 28.9M (570K) Decrease in Fund Balance ($1.6M) ($1.2M) General Fund Revenues through July „ 12% 10% g°� J 1%budget year through July 0%revenue earned through 4°6 -- July dT ti �y Single Family ResidentialArp Building Permits (Annual Est. = 60) 10 ------ ------- --_._ 8 a o q "°�r , it 5 5 2 p , 0 Budget Actual General Fund Department Expenditures through July 25% 20% i%budget year through July 15% - O%spent through July 10% % Oahe Pa0c V`F\� 5a ash �� ��e tc�c�yya`\ c, aces Q� P� d` *Administrative Depts include Town Council,Town Clerk, Town Manager,HR,Econ Dev,Finance,IT,Legal,Court and Facilities Maint Voluntary Severance Plan Impacts • Annual Estimated FUND FTE's Salary&Benefits Severance Pmts Net Savings General Fund 14.33 774K (186K) 588K Highway Fund 4.00 249K (81K) 168K Fleet Maint Fund 2.00 117K (35K) 82K TOTAL ALL FUNDS 20.33 S1.14M (S302K) S838K API Hi hwa Fund Bud et-- FY2009/10 9 Y. FY09/10 FY09/10 ;-- Adopted YE Estimate Difference Revenues 4.7M 4.7M - Expenditures 4.9M 4.7M (168K) Decrease in Fund Balance ($203K) ($35K) Highway Fund Revenues through July.; . "'£A 12% — 10% r' 8% ,_ f■%budget year through July 6% ©%revenue earned • through July 4%- 2% — — Local Sales Licenses& State Shared Miscellaneous Tax Pern is Highway Fund Expenditures * through J : . 30% 25% 20% -- ■%budget year 15% through July 10% 0%spent through July 5% 1 • iUiUUU 0% a`o„ °c� ���°� s . Local Sales Tax by Categ �� *^ ~ ~ -- -~.OV~~ i ~ - Retail Trade - SPA = . | Bar~-~-^ mm � _� _ lities ' ~~ ~~ ~~ ~~ ~~ ~4310.d Fiscal Year State Shared Revenues by Fiscal Year 'r- - ----- -� -State ��� . ^ SM ......Highway ': : ����� , � - - Vehicle License Tax .____-� "= = 2006 2007 2008 = 2010 Fiscal Year (Budgeted) SFR Permits by Fiscal Year „ | = -- - ---- -- -- =| ^ =| ��- --- - / = u " 2004 2005 °= 2007 2008 2009 2010 (BudFiscal �- • General Fund Unreserved 4,4 Fund Balance by Fiscal Year 20 18 16 $M 14 _ 12 10 L - — —2005 2006 2007 2008 2009 2010 (Budgeted) Fiscal Year General Fund Forecast— FY2010/11 e- . Revenue Assumptions: —Slight 2%growth in local sales taxes —Increase in SFR permits to 75(from 60 this FY) —Continued use of$700,000 in Bed Tax funds —15%overall reduction in State shared revenues • 26%reduction in income taxes(collections from 08/09) • 3%reduction in sales taxes • 11%reduction in vehicle license taxes —Total revenues$1.4M less than current year adopted revenues General Fund Forecast— FY2010/11 o y, Expenditure Assumptions: —Continued hiring freeze and keep current# ; vacant positions unfilled —Only$100,000 included for CIP; all other one-time costs removed —Inflation rate of 2.2%applied to O&M budgets —2.5%increase factored into personnel budgets —Total expenditures$1.5M less than current year adopted expenditures • General Fund Forecast— FY2010/11 35 r i ....—Expenditures 25— $M i—Revenues 20 Fund Balance 15— 10 FY09 Actual FY10 Budgeted FY10 Projected FY11 Projected General Fund Forecast— FY2010/11 Summary Estimated Revenues $26.6M Estimated Expenditures $28.0M Estimated Deficit* ($1AM) *Ties to anticipated drop in state shared revenues General Fund FY2010/11 Budget Deficit Closing Options.. 6) Continue hiring freeze where feasible Service level evaluation 6) Program prioritization 6) Evaluate contingency reserve policy • Use of Bed Tax revenues • Early defeasance of outstanding bonds • Unknown outcome of Tirken v. Gordon sales tax rebate decision ° k5 e1' �i B. • Questions? OPOV A,►.EY.r ARZG r � r Mr EP Fili9PM i TuJ 4 MEMORANDU F�/NDED 1yT4 DATE: September 9, 2009 TO: Honorable Mayor and Town Council FROM: Stacey Lemos, Finance Director 1/ RE: Updated Budget Attachments for September 16, 2009 Council Agenda Item #3 Attached please find updated Attachments A through D for the September 16th Council communication entitled FY 2009/10 Financial Update Through July with General Fund Projections Through FY 2010/11. Staff has inserted a comment on the top of each attachment to show the percentage of budget completion through July as well as a column in the center of each attachment showing the percentage of actual totals through July compared with the adopted budget amounts. This allows for a clearer comparison of actual totals versus budget amounts. All other dollar amounts are the same as the original packet material attachments. Please feel free to contact me with any questions regarding this information. Attachments cc: David Andrews, Town Manager Jerene Watson, Assistant Town Manager Kathryn Cuvelier, Town Clerk Tobin Rosen, Town Attorney 1 • 1 ,PY q,,,-- . ' -',G� ATTACHMENT A 4 a, k: , 7,0" -;- ,, July YTD Financial Status FY 2009/2010 A',,,,,z1,10,, `'°UNDER 1g1A General Fund % Budget Completion through July --- 8% BUDGETED DECREASE IN FUND BALANCE 1,567,270 •';;,„6:ft nSj , wir � i ,i,1 , ebet e t`�; ,, � = , Actuals Budget °/°Actuals Year End / %Variance thru 7/2009 to Budget Estimate to Budget REVENUE: LOCAL SALES TAX 1,148,062 13,893,740 8.3% 13,681,832 -1.5% LICENSES& PERMITS 51,034 1,313,890 3.9% 1,313,890 0.0% FEDERAL GRANTS 31,317 627,165 5.0% 627,165 0.0% STATE GRANTS 4,364 106,000 4.1% 106,000 0.0% STATE/COUNTY SHARED 815,144 9,687,608 8.4% 9,687,608 0.0% OTHER INTERGOVERNMENTAL - 626,783 0.0% 626,783 0.0% CHARGES FOR SERVICES 81,121 1,039,137 7.8% 1,046,687 0.7% FINES 22,041 286,603 7.7% 286,603 0.0% INTEREST INCOME 33,300 232,730 14.3% 232,730 0.0% MISCELLANEOUS 2,941 125,000 2.4% 125,000 0.0% TOTAL FINANCING SOURCES 2,189,325 27,938,656 7.8% 27,734,298 -0.7% ,.� * r�K, 2 1C11, u 7-Y...,1'''.! -- -t,'.Y4* Actuals %ActualsYear End % Variance Budget thru 7/2009 to Budget Estimate to Budget EXPENDITURES: TOWN COUNCIL 53,947 237,012 22.8% 237,012 0.0% TOWN CLERK 16,852 524,020 3.2% 502,299 -4.1% TOWN MANAGER 34,081 910,736 3.7% 855,243 -6.1% HUMAN RESOURCES 13,862 488,000 2.8% 426,973 -12.5% ECONOMIC DEVELOPMENT 3,819 75,649 5.0% 75,649 0.0% FINANCE 31,929 841,141 3.8% 816,485 -2.9% INFORMATION TECHNOLOGY 85,642 1,097,298 7.8% 1,097,298 0.0% GENERAL ADMINISTRATION 1,162,698 4,195,701 27.7% 4,145,701 -1.2% LEGAL 29,576 920,971 3.2% 920,971 0.0% COURT 29,021 769,183 3.8% 769,183 0.0% FACILITIES MAINTENANCE 14,712 326,948 4.5% 326,948 0.0% PLANNING&ZONING 67,081 1,794,040 3.7% 1,708,065 -4.8% BUILDING SAFETY 49,831 1,411,625 3.5% 1,373,409 -2.7% DEVELOPMENT REVIEW 19,320 522,613 3.7% 395,421 -24.3% LIBRARY 47,519 1,237,433 3.8% 1,237,433 0.0% PARKS&RECREATION 118,100 1,925,447 6.1% 1,930,298 0.3% PUBLIC SAFETY 454,738 12,228,109 3.7% 12,118,241 -0.9% TOTAL FINANCING USES 2,232,728 29,505,926 7.6% 28,9.36,629'' -1.9% ESTIMATED DECREASE IN FUND BALANCE 1,202,331 G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_General Fund.xls 9/9/20094:03 PM Budgeted Expenditures vs Actuals Fiscal Year 2009 -2010 ,�: .} Summary by Program Area .,}, GENERAL FUND %Budget Completion through July --- 8% 2009/2010 Actuals %Actuals Year-End Estimate to 0/0 Budget through July to Budget Estimate Budget Town Council 237,012 53,947 22.8% 237,012 - 100.0% Town Clerk Administration 392,906 11,320 2.9% 378,787 (14,119) 96.4% Meeting Management 77,897 3,694 4.7% 77,897 - 100.0% License Management 53,217 1,838 3.5% 45,615 (7,602) 85.7% 524,020 16,852 3.2% 502,299` (21,721) 95.9% Town Manager Administration 517,368 19,138 3.7% 461,875 (55,493) 89.3% Constituent Services 110,377 4,147 3.8% 110,377 - 100.0% Communications 282,991 10,797 3.8% 282,991 - 100.0% I 910,736 34,081 3.7% 855,243 (55,493) 93.9% Human Resources Administration 249,502 9,207 3.7% 188,475 (61,027) 75.5% Recruitment&Employment 70,671 2,142 3.0% 70,671 - 100.0% Benefits&Safety 167,827 2,513 1.5% 167,827 - 100.0% 488,000 13,862 2.8% 426,973 (61,027) 87.5%I Economic Development 75,649 3,819 5.0% 75,649 - 100.0% Finance Administration 199,568 7,829 3.9% 164,419 (35,149) 82.4% Accounting Services 362,678 10,440 2.9% 362,678 - 100.0% Budgeting 161,396 9,308 5.8% 171,889 10,493 106.5% Procurement 117,499 4,353 • 3.7% 117,499 - 100.0% I 841,141 31,929 3.8% 816,485 (24,656) 97.1% Information Services Administration 270,122 24,800 9.2% 270,122 - 100.0% GIS 187,728 43,583 23.2% 187,728 - 100.0% Technical Services 360,402 8,545 2.4% 360,402 - 100.0% Business Application&Development 160,421 5,984 3.7% 160,421 - 100.0% Telecommunications 118,625 2,730 2.3% 118,625 - 100.0% I 1,097,298 85,642 7.8% 1,097,298 - 100.0% General Administration 4,195,701 1,162,698 27.7% 4,145,701 (50,000) 98.8% Legal Civil 519,653 17,027 3.3% 519,653 - 100.0% Criminal 401,318 12,549 3.1% 401,318 - 100.0% I 920,971 29,576 3.2% 920,971 - 100.0% Planning&Zoning Administration 639,739 34,161 5.3% 628,361 (11,378) 98.2% Plan Review 500,182 12,913 2.6% 500,182 - 100.0% Zoning Enforcement 365,288 15,993 4.4% 290,691 (74,597) 79.6% Work Plan 17,500 - 0.0% 17,500 - 100.0% Conservation&Sustainability 271,331 4,014 1.5% 271,331 - 100.0% I 1,794,040 67,081 3.7% 1,708,065 (85,975) 95.2% Building Safety Administration 360,241 12,972 3.6% 322,025 (38,216) 89.4% Inspection 546,531 20,719 3.8% 546,531 - 100.0% Plans Examination 385,428 12,551 3.3% 385,428 - 100.0% Intake&Permitting 95,585 3,589 3.8% 95,585 - 100.0% Implementation Plan 23,840 - 0.0% 23,840 - 100.0% I 1,411,625 49,831 3.5% 1,373,409 (38,216) 97.3% Library Services Administration 335,882 21,981 6.5% 335,882 - 100.0% Youth Services 230,867 •7,598 3.3% 230,867 - 100.0% Technology 307,360 6,120 2.0% 307,360 - 100.0% Adult Services 363,324 11,819 3.3% 363,324 - 100.0% G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_General Fund.xls 9/9/2009 Budgeted Expenditures vs Actuals Fiscal Year 2009 -2010 Summary by Program Area L '. GENERAL FUND %Budget Completion through July --- 8% 2009/2010 Actuals %Actuals Year-End Estimate to Budget through July to Budget Estimate Budget I 1,237,433 47,519 3.8% 1,237,433 - 100.0% Parks&Recreation Administration 333,185 9,991 3.0% 333,185 - 100.0% Parks 648,995 55,243 8.5% 648,394 (601) 99.9% Recreation 398,896 20,590 5.2% 398,896 - 100.0% Trails 72,514 3,018 4.2% 72,514 - 100.0% Aquatics 471,857 29,257 6.2% 477,309 5,452 101.2% 1,925,447 118,100 6.1% 1,930,298 4,851 100.3% Public Safety Administration 1,632,018 45,958 2.8% 1,632,018 - 100.0% Support Services 699,045 14,612 2.1% 699,045 - 100.0% School Resource 639,930 5,842 0.9% 639,930 - 100.0% Communications 833,815 30,725 3.7% 738,838 (94,977) 88.6% Records 334,477 17,565 5.3% 334,477 - 100.0% Investigations 623,854 27,484 4.4% 623,854 - 100.0% Information Technology - 1,838 - - 100.0% Fleet Services - 48 - - 100.0% Community Relations 302,525 31,153 10.3% 302,525 - 100.0% Grants 659,684 27,992 4.2% 659,684 - 100.0% Property/I.D. 255,314 9,881 3.9% 255,314 - 100.0% Field Services 864,809 24,397 2.8% 864,809 - 100.0% Patrol Bureau A 2,773,108 102,732 3.7% 2,773,108 - 100.0% Patrol Bureau B 2,181,532 88,849 4.1% 2,185,889 4,357 100.2% Professional Development 321,656 21,886 6.8% 302,408 (19,248) 94.0% Professional Standards 106,342 3,774 3.5% 106,342 - 100.0% 12,228,109 454,738 3.7% 12,118,241 (109,868) 99.1% Court Administration 140,977 6,022 4.3% 140,977 - 100.0% Adjudication 326,178 10,783 3.3% 326,178 - 100.0% Case Processing 247,085 10,797 4.4% 247,085 - 100.0% Security 54,943 1,419 2.6% 54,943 - 100.0% 769,183 29,021 3.8% 769,183 - 100.0%1 Public Works Development Review 522,613 19,320 3.7% 395,421 (127,192) 75.7% Custodial&Facilities 326,948 14,712 4.5% 326,948 - 100.0% 849,561 34,032 4.0% 722,369 (127,192) 85.0% �{ r . 3 ... 'r>.-:,:.a.o...-... ��;. 's,.,.n,� ....,..,. ;i� �. .�' .w�u�.,4n. .'+ .' »i;..c. 3..� �.}� f��e 3,).. 's`i.^� 3:<; e .,a1 r. a� :+r.. E.,, s:'•�..,.Y'+,t a > i aX4'`.4:: f. W � r '�` 4 a 4 i,�r:.I. , sh x, 1 a r?^--- e�, ..<,-t^ ',+ l,s ,x,,hs i sk e 5 sf� ,� ' .,,� ,.�.�,� ,. M.. 'v, x, .p... . �: �t - ��, x,,. t. .� f� �< $ 2$936 6?9 ,,y�.�� �� .�,... '�� lR+i�'�i.lXRellit'fAGp6t£P•(3•�e li'Ff3A`3slPpt,•,,,.,,.,•, 1:�.ehr ,? �,,.4...,.tom,.,,.,y�a6�.,,,':,,...0,:S, il+..'N;i; �4tf�76�tfSF,J�dfhCli�� .._.�Y�.".($�`�:.. �a� �'Y^;.a31"��.vSf�T��.>.s3".�ya �,:... � � .3td�1.:i,�1:1.u5:1�',:�.,u..13 .,. it T.'L�i,..ra,:,,1 Excludes contingency G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_General Fund.xls 9/9/2009 O�p,,,,LEYq„,,,,O ATTACHMENT B 0,-,: -,',‘i,i ,,:„4-_-, E . ..*..1„,, .���¢.�, FY 2009/2010 Jul YTD Financial Status FENDED,,,,a Highway Fund %Budget Completion through July --- 8% BUDGETED DECREASE IN FUND BALANCE 203,246 FINANCING SOURCES E h �° s � Actuals °A)Actuals Year End %Variance -w.: , , . . , , , Budget thru 7/2009 to Budget Estimate to Budget REVENUE: LOCAL SALES TAX 89,367 1,899,884 4.7% 1,899,884 0.0% LICENSES& PERMITS 1,828 24,892 7.3% 24,892 0.0% STATE/COUNTY SHARED 216,622 2,656,128 8.2% 2,656,128 0.0% INTEREST INCOME 8,080 75,223 10.7% 75,223 0.0% MISCELLANEOUS 1,339 12,277 10.9% 12,277 0.0% I TOTAL FINANCING SOURCES 317,236 4,668,404 6.8% 4,668,404 0.0% V' ,, 30 1: .,�z j '1... I ',":--.7----,, Actuals %Actuals Year End %Variance Budget thru 7/2009 to Budget Estimate to Budget EXPENDITURES: ADMINISTRATION 265,923 995,807 26.7% 995,807 0.0% CONSTRUCTION DESIGN &MANAGEMENT 31,310 1,895,165 1.7% 1,797,906 -5.1% HIGHWAY PERMITTING 2,648 69,862 3.8% 69,862 0.0% PAVEMENT MANAGEMENT 10,664 294,273 3.6% 263,823 -10.3% STREET MAINTENANCE 30,436 1,010,254 3.0% 941,925 -6.8% TRAFFIC ENGINEERING 29,076 606,289 4.8% 634,091 4.6% L TOTAL FINANCING USES 370,058 4,871,650 7.6% 4,703,414 -3.5% ESTIMATED DECREASE IN FUND BALANCE 35,010 G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_Highway Fund.xls v"`E q ATTACHMENT C 0,,, :,A tial 9 if?>kK yi',i . . ;::. `,\. vii July YTD Financial Status FY 2009/2010 '- °11NDED 19� Bed Tax Fund %Budget Completion through July --- 8% BUDGETED INCREASE IN FUND BALANCE 63,439 Kgnlzt..;112T21M=ILMOVOActuals %Actuals Year End % Variance Budget thru 7/2009 to Budget Estimate to Budget REVENUE: LOCAL SALES TAX 54,198 550,181 9.9% 304,500 -44.7% INTEREST INCOME 3,095 13,512 22.9% 13,512 0.0% MISCELLANEOUS 0.0% I TOTAL FINANCING SOURCES 57,293 563,693 10.2% 318,012 -43.6% F. ' ° Year %Variance Y�: Actuals /°Actuals End n .� �fj� :�. ,� .thy ��;:-¢�� .;3 ...... Bud et thru 7/2009 g to Budget Estimate to Budget EXPENDITURES: ECONOMIC DEVELOPMENT 349 500,254 0.1% 418,496 -16.3% TOTAL FINANCING USES 349 500,254 0.1% 418,4 -16.3% ESTIMATED DECREASE IN FUND BALANCE (100,484) G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_Bed Tax Fund.xls O,P�I.EYq,,,,,O ATTACHMENTD .od,(e'''' ,44 .6),,, ,, . -.-; , ,:- t:,„.,,,.;4,, .-‘,' July YTD Financial Status FY 2009/2010 -'46t.imitt- --' Public Transportation Fund %Budget Completion through July --- 8% BUDGETED INCREASE IN FUND BALANCE 27,244 r�`t; iMT ,'.4 y,:7.'a,,,f':- 396m Actuals %Actuals Year End % Variance Budget thru 7/2009 to Budget Estimate to Budget REVENUE: STATE GRANTS - 313,544 0.0% 313,544 0.0% CHARGES FOR SERVICES 5,594 60,900 9.2% 60,900. 0.0% INTEREST INCOME 720 2,469 29.2% 2,469 0.0% MISCELLANEOUS - 6,531 0.0% 6,531 , 0.0% OTHER FINANCING SOURCES 302,000 302,000 100.0% 302,000 0.0% TOTAL FINANCING SOURCES 308,314 685,444 45.0% 685,444 0.0% ,; , M' - i:.1 .n ���, ,k I liil ,a,.,,,,r r, Actuals %Actuals�. .. Budget Year End %Variance thru 7/2009 to Budget Estimate to Budget EXPENDITURES: ADMINISTRATION 12,682 191,400 6.6% 191,400 0.0% FLEET MAINTENANCE 1,535 41,006 3.7% 41,006 0.0% OPERATIONS 16,101 375,794 4.3% 375,794 0.0% RTA SERVICES - 50,000 0.0% 50,000 0.0% TOTAL FINANCING USES 30,318 658,200 4.6% 658,200 0.0% ESTIMATED INCREASE IN FUND BALANCE 27,244 G:\BUDGET ANALYST\Financial Reports 2009-2010\1 Q\July FY10 Fund Update_Transit Fund.xls * . TOWN OF ORO VALLEY 4 Page 1 of 2 ' COMMUNICATION MEETING DATE: 09/16/09 LOUNCIL TO: HONORABLE MAYOR AND COUNCIL FROM: DAVID ANDREWS, TOWN MANAGER SUBJECT: Resolution No. (R) 09 - 61 ; Consideration and Possible Approval of a Request to the Pima County Board of Supervisors to amend the County Bond Ordinance to transfer an allocation of the remaining 2004 Pima County bond funds of approximately$2.5 million from the Kelly Ranch Project for acquisition of property along the Oracle Road corridor to be used for a wildlife linkage from the Catalina Mountains into the state land property aka Arroyo Grande. SUMMARY: On May 18, 2004, voters in Pima County approved a multi-million dollar bond issue that included five Oro Valley projects totaling $9.6 million. One of the projects identified within the Urban Open Spaces funding category was $2.5 million designated for the acquisition of property known as Kelly Ranch (Attachment 2). Recently the Town was made aware of two parcels of approximately 13 acres for sale along Oracle Road that could be used to complete the land connection for the wildlife crossing linkage that has been studied between the Catalina and Tortolita mountains through the state land area known as Arroyo Grande. The proposal for discussion tonight provides an opportunity to facilitate the purchase of this property with Pima County bond funds approved by voters for open space acquisition. HISTORY: The work of the Pima County Bond Committee involves each jurisdiction ranking projects within ategories. The Kelly Ranch project and State Land (aka Arroyo Grande) north of the Town was ranked Priority #1 and #2 respectively within the Urban Open Space funding category as part of the May 2006 Town bond project submittal (Attachment 3). In the intervening years since the 2004 bond election where funding for Kelly Ranch was approved, the owners of the Kelly Ranch property have stayed on top of real estate values and indicated that the initial $2.5 million would buy only a portion of the property due to its value. However, the partners have not been interested in dividing up the property and have stated they would only consider the transfer and use of the property as a whole. (Attachment 4). DISCUSSION: The Pima County Administrator's office has been made aware of the interest in this property now on the market through the facilitation of the Coalition for Sonoran Desert Preservation and has provided information on the process that would allow for this transfer of funds to be considered. The County does bond ordinance amendments every six months and suggests that the meeting scheduled for March. 2010 would be good for consideration of this issue. In the interim, the County real estate staff would have time to conduct an appraisal, assess the market value of the land and prepare a review by the bond oversight committee, which makes recommendations to the bond committee. From the bond committee a recommendation on action would move to the County Board of Supervisors. Precedence for similar action was approved by the Town Council in September 2005 relating to the transfer of money from Naranja Town Park Site to the Steam Pump Ranch Project (Attachment 5). TOWN OF ORO VALLEY Page 2 of 2 COUNCIL COMMUNICATION MEETING DATE: 09/16/0' The resolution before you would make a formal request by the Town of Oro Valley to the Pima County Board of Supervisors to approve the funding transfer, pending the outcome of the Pima County Bond Committee consideration and recommendation. If the County makes this transfer, it would alter the percentage of funds from the Pima County Bond package that had been allocated and approved for Town projects. Council may wish to consider requesting that the County allow this open space to be annexed into the Town limits as part of the acquisition process with these bond proceeds. FISCAL IMPACT: This action would be administrative in nature without any expected direct financial impact. SUGGESTED MOTION: I move to approve Resolution No. (R) 09- 61 , a request to the Pima County Board of Supervisors to transfer the remaining bond funds from the Kelly Ranch Project for the acquisition of property along the Oracle Road corridor, to be used for a wildlife linkage from the Catalina Mountains into the state land property aka Arroyo Grande. ATTACHMENTS: 1. Resolution No. (R) 09 - 61 Request for Funding Transfer to the Pima County Board of Supervisors 2. 2004 Pima County Bond Implementation Plan 3. January 21, 2009 Council Update on 2008 Pima County Bond Program, Attachment A project list 4. November 2006 email correspondence on Kelly Ranch 5. September 29, 2005 Council Communication on Bond Transfer Request from Naranja Town Park Site to Steam Pump Ranch '-rene Watson, Assistant Town Manager 1 David Andrews, Town Manager t 1 • RESOLUTION NO. (R) 09- 61 1/41110, A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, REQUESTING THE TRANSFER OF 2004 PIMA COUNTY VOTER APPROVED BOND FUNDS IN THE AMOUNT OF $2.5 MILLION FROM THE KELLY RANCH PROJECT TO THE ACQUISITION OF PROPERTY ALONG THE ORACLE ROAD CORRIDOR TO BE USED FOR WILDLIFE CROSSING LINKAGES FROM THE CATALINA MOUNTAINS INTO THE STATE LAND PROPERTY KNOWN AS ARROYO GRANDE WHEREAS, the Town of Oro Valley is a municipal corporation within the State of Arizona and is vested with all the rights, privileges and benefits and is entitled to the immunities and exemptions granted to municipalities and political subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, on May 18, 2004, voters in Pima County approved a multi-million dollar bond issue for projects identified within the Urban Open Spaces funding category; and WHEREAS, one of the 2004 voter approved funding projects is the Kelly Ranch Project in the amount of$2.5 million dollars; and WHEREAS, since the 2004 bond election, the owners of Kelly Ranch have indicated that the $2.5 million allocated for the purchase of the Property would buy only a portion of the Property and that the owners would only consider the transfer of the Property as a whole; and WHEREAS, there is property for sale along the Oracle Road corridor which can be used for wildlife crossing linkages from the Catalina Mountains into the state land area known as Arroyo Grande ("the Property"); and WHEREAS, the Property was ranked Priority No. 2 within the Urban Open Space funding category as part of the Town's May 2006 bond project submittal; and WHEREAS, the Town desires to facilitate the purchase of the Property with the $2.5 million dollar 2004 Pima County bond funds currently allocated for the Kelly Ranch Project for use of the Property as wildlife crossing linkages; and WHEREAS, project funds may be transferred from one listed project to another listed project upon a formal request to the Pima County Board of Supervisors. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, that the Town formally requests the Pima County Board of Supervisors to transfer 2004 Pima County bond funds in the amount of$2.5 million dollars allocated F:\Pubbc Works\Agrcemcnts\S77 Wildlife Linkages Project\Resolution Transfering Funds.doc Town of Oro Valley Attorneys Office/ca/090109 e for the Kelly Ranch Project to the acquisition of land along the Oracle Road corridor to be used for wildlife crossing linkages from the Catalina Mountains into the state land property known as Arroyo Grande. Nod PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona this 16th day of September , 2009. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. Cuvelier, Town Clerk Tobin Rosen, Town Attorney Date: Date: 4 4 F:\Public Works\Agreements\S77 Wildlife Linkages Projeci\Resolution Transfering Funds.doc Town of Oro Valley Attorney's Office/ca/090109 Bond Implementation Plan May 18, 2004 Special Election ORDINANCE NO. 2004 - 18 AN ORDINANCE OF THE BOARD OF SUPERVISORS OF PIMA COUNTY, ARIZONA ADOPTING THE OND IMPLEMENTATION PLAN;FOR THE MAY 18, 2004 SPECIAL BOND ELECTION. TABLE OF CONTENTS I. Purpose 1 II. Secondary Property Tax Impact and Wastewater Management Fee Impact of Issuing New General Obligation and Revenue Bond Debt 1 A. General Obligation Bond Debt Service 2 1 . Secondary Property Tax Rate Not to Exceed $0.8150 per $100 Assessed Value 2 2. Management of Debt and Secondary Property Taxes 3 a. Debt Service on Existing General Obligation Bonds 3 b. Municipal Bond Market Interest Rates 4 c. Growth in Secondary Assessed Value of All Property in Pima County 4 • 3. Scheduling of Sales of General Obligation Bonds Approved at the May 18, 2004 Special Bond Election 5 4. Cost Implications of Selling General Obligation Bonds Approved by Voters at the May 181 2004 Bond Election 6 B. Sewer Revenue Bond Debt . 8 C. Bonds Also Paid Back by New Residents 14 D. Cost Estimates, Bond Funding, and Other Funding 10 III. General Schedule of Implementation of the County's 2004 Bond Project Development 13 A. Schedule of Bond Sales 13 B. Capital Programming 13 C. Funding Competition from Large Projects 15 D. Coordinating Implementation Among Several Jurisdictions 15 E. Funding New Annual Operating and Maintenance Costs 15 I V. Intergovernmental Coordination and Cooperation 16 A. General Intergovernmental Agreement Requirement Relating to Design, Construction and Equipping of County Bond Projects by Other Jurisdictions 16 B. No Modification of Jurisdictional Bond Projects Unless Requested by Jurisdiction 18 ATTACHMENT 2 ID) Urban Open Spaces Requested by Jurisdictions 36 City of Tucson Priorities 36 1 .15 Agua Caliente 36 1 .16 36th Street Corridor 37 1 .1 7 Habitat at 36th and Kino 38 Town of Oro Valley Priorities 38 1 .18 (Kelly R ) 38 Town of Sahuarita Priorities 39 1 .19 Santa Cruz River Open Space and Environmental Protection . 39 c. Urban Open Spaces to Prevent Encroachment on Davis-Monthan Air Force Base 40 n • 1 .20 Urban Open Spaces to Prevent Encroachment on Davis-Monthan Air Force Base 40 d. Habitat Protection Priorities 41 1 .21 Southeast Project Area 42 1 .22 Santa Cruz Basin Project Area 43 1 .23 Altar Valley Project Area 44 1 .24 Avra Valley Project Area 44 1 .25 Tortolita Mountains Project Area 45 1 .26 Tucson Basin Project Area 46 • 1 .27 San Pedro Project Area 47 B. Question No. 2 - Public Health and Community Facilities 48 1 . Specific Project Description, Scope of Work, and Location 49 a. _ Public Health Facilities 49 2.1 Kino Public Health Center 49 2.2 New Psychiatric Hospital 49 2.3 Teresa Lee Health Clinic 50 b. Other Public Facilities 51 2.4 Animal Care Center 51 2.5 Roy Place Commercial Building Restoration 52 2.6 Green Valley Performing Arts Center Phase 2 53 2.7 Mt. Lemmon Community Center 54 2.8 Amado Food Bank Kitchen 55 c. Neighborhood and Housing Reinvestment 55 2.9 Pima County Neighborhood Reinvestment Projects 57 1=' 2.10 Neighborhood Reinvestment Affordable Housing Programs 58 d. Ina Road Tire Relocation 59 2.1 1 Ina Road Tire Facility Relocation 59 e. County-Owned Museums 60 2.12 Arizona Sonora Desert Museum - Auditorium 60 2.13 Arizona Sonora Desert Museum - Gray Water 60 2.14 Pima Air and Space Museum - Hangar #1 Center 61 C. Question No. 3 - Public Safety and Justice Facilities 63 1 . Specific Project Description, Scope of Work, and Location 63 3.1 Pima County Regional Public Safety Communications System 63 3.2 New Pima County Justice Court/City of Tucson Municipal Court Complex 69 3.3 Rehabilitation of Old Courthouse 71 id. . 0 ,, Implementation Period: 1 , 2, 3 Project Management: Pima County Natural Resources, Parks and Recreation will manage this project, in close consultation with the City of Tucson. Future Operating and Maintenance Costs: Based on the average cost to operate and maintain the existing open space parks system of Pima County, it is anticipated that future operating and maintenance costs of community open spaces which are added to the existing natural open space system operated and maintained by Pima County will cost, on average, approximately $60 per year per acre of added open space park. 1 .17 Habitat at 36th and Kino Location: Parcel is located at the southeast corner of 36th Street and Kino Parkway. Scope: Purchase the 26-acre parcel in fee simple. ;I ii Benefit: The 26-acre parcel comprises four different vegetative communities and is classified • as a floodplain. A preliminary survey showed a total of 32 plant species and 22 bird species. A. The property is walking distance from six schools, the Holmes-Tuttle Boys and Girls Club, and 11 the Quincie Douglas Recreation Center, all of which could benefit from nearby habitat ,l. preservation and environmental protection. ., ;, 1 Cost: $1,000,000 Bond Funding: $1 ,000,000 �1 Other Funding: None identified at this time. If additional funding becomes necessary, options include federal and state grants and Flood Control District appropriations; if necessary, however, acquisition cost is limited to the cost guidelines in the Ordinance. Implementation Period: 1, 2, 3 1 Project Management: Pima County Natural Resources, Parks and Recreation and Flood il ll Control District will manage this acquisition, in close consultation with the City of Tucson. Future Operating and Maintenance Costs: There should be minimal costs, which will be I funded through either Natural Resources, Parks and Recreation or the Flood Control District. i4 ..1 1,1 Town of Oro Valley Priorities ii 1 1 .18 Kelly Ranch .1 ilii ,1, Location: The parcels are located at the intersection of Tangerine and Oracle, on the east l side of Oracle. 1 i I 38 i; ; , 1 :1 • o Scope: Purchase in fee simple or acquire conservation easements on 5 parcels totaiin 103 acres, which would be added to the boundaries of Catalina State Park. Pima County, Town of Oro Valley and Arizona State Parks would arrange for a land exchange. Benefit: Preservation of these parcels will prevent urban encroachment on the sensitive natural resources of Catalina State Park, which surrounds these parcels on the north, east and south. Significant _cultural and archeological resources that exist on the site will also be protected, and recreational and educational opportunities for the public will be created. Cost: $5,000,000 Bond Funding: $2,500,000 Other Funding: $2,500,000 - The Town of Oro Valley, with the close cooperation of Pima County, will seek this additional funding from Arizona State Parks. Implementation Period: 1 , 2, 3 Project Management: the Town of Oro Valley will negotiate with the property owner and acquire the property with County bond funds, in accordance with all provisions of this ordinance and pursuant to an intergovernmental agreement between Pima County and the - Town. • Future Operating and Maintenance Costs: Operating and maintenance costs associated wi • P 9 P 9 this acquisition will be minimal and will be absorbed in the annual State Parks Operating Budget. Town of Sahuarita Priorities , tr 1 .19 Santa Cruz River Open Space and Environmental Protection Location: Various locations along and within the Santa Cruz River floodplain and significant tributary washes within the Town boundaries. Scope: In accordance with the Town of Sahuarita General Plan, the scope of this project focuses on land acquisition and open space preservation within the Santa Cruz River floodplain and other major washes leading to the river within the Town. Preservation of this area would serve as a focal point for the open space system within the Town. Benefit: A main objective included in the Recreation and Open Space element of the Town F .; of Sahuarita General Plan is to build on the presence of the Santa Cruz River and other major `1- washes in that area as a focal point for the open space system within the Town. An important factor in this project scope is the recognition that washes, tributaries and other riparian areas along the Santa Cruz River floodplain serve as important interconnections between open space corridors within the Town's sphere of influence as identified in t' General Plan document. 39 1..fry. • ATTACHMENT A Town of Oro Valley Projec County Administra#or's • Par .. .:. Recommendations.: Naranja Town Site Improv, Big Wash Linear Park - N $3,000,000 Linear Park- SW of La $0.00 James D. Kriegh Park Upg $1,000,000 Overton Arts Center Area - Area at La Canada & C Acquire Access & Develop West Lambert Lane Park Ii "Other Funding" for Linear from TE Funding for CC County Administrator's Recommendations • Kelly Ranch -Additional FL State Lane- North of Oro Hardy Road/Overton Road $0.00 Cowity;:Admin,strator's: }r Recom endations Steam Pump Ranch Rehab $2,000,000.00 Honeybee Village $0.00 Steam Pump Ranch - MUSE r,ti County.. Administrator s Recommendations,•; Chalk Wash $0.00 Saddle Valley/Logan Crossi Shadow Mountain Lomas de Oro Roadway Drainage InfrastrL Big Wash Flood Water HaR CDO Wash Floodplain and $0.00 County Administrator's::. r .Recommendations Transportation Safety Progr $0.00 $6,000,0001 ATTACHMENT 3 Andrews, David From: Andrews, David Sent: Wednesday, November 29, 2006 1:11 PM To: Loomis, Paul Cc: 'chh@pima.gov' Subject: Kelly Ranch Mayor and Chuck, I had placed a call with Steve Reneckar a couple of weeks ago to see what his thoughts are with respect to Kelly Ranch. He called me back today to give me his read on it. He indicated that they (he and his associates)frequently receive calls from developers that want to buy or help sell the property. He and his partners are not really interested in anything like that at this point. He indicated that they could be interested in preserving the site through some type of land swap with the Arizona State Land Department or the Bureau of Land Management, perhaps even Pima County. Steve stressed several points including the fact that they are not interested in donating the property and that they would want to get the full value of the property out of any potential trade. He also indicated that we could buy some portion of the property with bond money ($10M being a much more accurate range than the existing $2.5M) but that they would not want to sell a portion of the property as a stand-alone deal. Any sale would need to be in conjunction with the transfer and use of the property as a whole. Lastly, Steve did mention that he was telling me what his thoughts are in regard the property but that it actually belongs to another shareholder in their firm. I'm not positive if that ownership holding is 100% or less. Things may be premature at this point since $8M of the bond funds is included in the potential 2008 bond election. However, Steve said they are currently open to discussions with us in regard to preservation via land trades. If either of you is interested in further discussion, please let me know. David Andrews ATTACHMENT 4 11/29/2006 • TOWN OF ORO VALLEY 3 MEETING DATE: September 29, 2005 ' OUNCIL COMMUNICATION p TO: HONORABLE MAYOR & COUNCIL FROM: Chuck Sweet, Town Manager SUBJECT: Resolution No. (R) 05 - 88 ; Consideration and Possible Approval of a Request to the Pima County Board of Supervisors to Transfer an Allocation of $3M in 2004 Pima County Bond Funds from the Naranja Town Park Site Project to the Steam Pump Ranch Rehabilitation Project SUMMARY: On May 18, 2004 voters in Pima County approved a multi-million dollar bond issue. Included in the bond issue were five Oro Valley projects that total $9.6M in funding. Two of those projects are Steam Pump Ranch ($2.OM) and Naranja Town Park Site ($3.OM). Due to a very high land acquisition cost as evidenced by an appraisal, the Town is no longer pursuing acquisition of the Naranja Town Park Site. It is the Town's desire to transfer these funds to another project. However, written authorization from the County is necessary. Based on various issues regarding the Steam Pump Ranch Rehabilitation Project, the Town Manager .scussed with the Pima County Administrator the concept of transferring some Naranja funding to pie Steam Pump Ranch Project. Mr. Huckleberry suggested closing out the Naranja Town Park Site and transferring the $3M in funding to Steam Pump Ranch. The Town will likely need some of the $3M funding to acquire the land and pay for costs associated with rehabilitation of the buildings and improvements on the site. On Friday, September 23, the Assistant Town Manager discussed this request to transfer funds with the Pima County Bond Advisory Committee. The Pima County Bond Advisory Committee voted unanimously to recommend that the Pima County Board of Supervisors transfer the $3M in funding from the Naranja Town Park Site to the Steam Pump Ranch Project. The resolution you have before you would make a formal request by the Town of Oro Valley to the Pima County Board of Supervisors to approve the funding transfer. ATTACHMENTS: 1. Resolution No (R) 05- 88 Request for Funding Transfer to the Pima County Board of Supervisors 2. September 16, 2005 Letter Regarding Steam Pump Ranch from the Pima County Administrator ATTACHMENT 5 G:\COUNCIL\9-29-05 Naranja-Steam Pump Transfer.doc TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 2 of 2 SUGGESTED MOTION: I move to approve Resolution No. (R) 05- 88 ; A Request to the Pima County Board of Supervisors to Transfer $3M in funding from the Naranja Town Park Site Project to the Steam Pump Ranch Rehabilitation Project or I move to . . . Chuck Sweet rF{• Town Manager G:\COUNCIL\9-29-05 Naranja-Steam Pump Transfer.doc . II RESOLUTION NO. (R) 05- 88 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, REQUESTING AND AUTHORIZING TRANSFER OF 2004 PIMA COUNTY BOND FUNDS FROM NARANJA TOWN SITE PARK ACQUISITION TO STEAM PUMP RANCH WHEREAS, Pima County Board of Supervisors approved Ordinance No. 2004 — 18 adopting the 2004 Bond Implementation Plan for the May 18, 2004 Bond Election; and, WHEREAS, one of the projects listed in the Bond Implementation Plan under Question Number 4 was the Naranja Town Site Acquisition within the Town of Oro Valley; and WHEREAS, the Town has determined the acquisition of the Naranja land is no longer feasible due to the high cost of the land; and WHEREAS, the Steam Pump Ranch Acquisition and Rehabilitation project is also located within the Town of Oro Valley and is listed in the Bond Implementation Plan under Question Number 4 and is in need of additional funds; and WHEREAS, project funds may be transferred from one listed project to another upon a formal request to the Pima County Board of Supervisors; Lw NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA: The Town formally requests the transfer of funds in the amount of $3,000,000 from the Naranja Park Acquisition project to the Steam Pump Ranch project. PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona this 29thday of September , 2005. Paul H. Loomis, Mayor ATTEST: Kathryn E. Cuvelier, Town Clerk APPROVED AS TO FORM: Melinda Garrahan, Town Attorney • - COUNTY ADMINISTRATOR'S OFFICE PIMA COUNTY GOVERNMENTAL CENTER 130 W. CONGRESS,TUCSON, AZ 85701-1317 (520) 740-8661 FAX (520) 740-8171 C.H.HUCKELBERRY County Administrator September 16, 2005 Chuck Sweet, Manager Town of Oro Valley 11000 North La Canada Drive Oro Valley, Arizona 85737 Re: Your September 15, 2005 Letter Regarding Steam Pump Ranch Dear Mr. Sweet: Thank youcopy for your letter and of the appraisal from Sanders K. Solot and Associates. Isle I appreciate receiving this information. I have transmitted the final appraisal to Christina Biggs of our staff, as well as the request for final payment and the payment for additional services. I have asked that she process appropriate payments for reimbursement directly to the Town if the Town has advanced these fees to Sanders K. Solot and Associates. Regarding your request to begin the process to transfer bond funds from the Naranja Town Site Park to the Steam Pump Ranch rehabilitation, County staff and I concur with your request and would suggest that the process be implemented as soon as possible with the Bond Advisory Committee. They have a meeting scheduled for September 23. I would suggest that we bring this matter up at that time and request their concurrence subject to a formal request being forwarded from the Oro Valley Mayor and Town Council. They can then formally consider the transfer and make a recommendation to the Board for same. As County Administrator, my view is that it may be appropriate to consider a transfer of all Naranja Town Site Park funds to Steam Pump Ranch rehabilitation since property value escalation has effectively precluded the Naranja Town Site Park acquisition, and it would be beneficial to invest those funds necessary to not only acquire Steam Pump Ranch and rehabilitate the existing historic buildings, but also to build new structures as a museum. This would in effect allow for the timely opening of an historic Steam Pump Ranch Park. • Chuck Sweet Your September 15, 2005 Letter Regarding Steam Pump Ranch September 16, 2005 Page 2 Thank you for providing the information to me regarding this matter. f have provided a copy of your material, as well as this letter, to the Board for their review. We look forward to helping historic Steam Pump Ranch Park become a reality sooner rather than later. Sincerely, • t C.H. Huckelberry County Administrator CHH/jj c: The Honorable Chair and Members, Pima County Board of Supervisors The Honorable Mayor and Council, Town of Oro Valley John Bernal, Deputy County Administrator - Public Works Nanette Jenkins, Assistant County Administrator for Policy - Public Works Christina Biggs, Real Property Services Manager Linda Mayro, Cultural Resources Manager Nicole Fyffe, Executive Assistant to the County Administrator TOWN OF ORO VALLEY Page 1 of 2 COUNCIL COMMUNICATION MEETING DATE: SEPTEMBER 16, 2009 TO: HONORABLE MAYOR AND COUNCIL FROM: BRIAN GARRITY, PROCUREMENT ADMINISTRATOR AARON LESUER, COMMANDER DANIEL SHARP, CHIEF OF POLICE SUZANNE SMITH, BUILDING SAFETY DIRECTOR SUBJECT: DISCUSSION AND POSSIBLE ACTION - POLICE SUBSTATION TENANT IMPROVEMENTS ORO VALLEY MARKETPLACE SUMMARY: At the May 6, 2009 Council Meeting, Council directed staff to proceed with the development of the Oro Valley Police Substation in the Oro Valley Marketplace with the exception that the Emergency Operation Center (EOC) be excluded and that staff work with the Police Chief to define the minimum requirements to have the facility meet contract requirements. Staff proceeded based on the May 6, 2009 6-1 motion. The redesign and permitting of the substation is complete and the project is ready for bid. The overall facility layout and functionality of the original substation design has not been reduced, with the exception of shelling the EOC, and contains the same square footage and number of work stations for the Bike (4 desk stations) and Motor (6 desk stations) units. The changes made to the original design were value engineering types of changes which included items such s a reduction of bathroom fixtures (while still above Code requirements for full build-out which includes all '"'"'the occupant load of the future EOC), realigning the plumbing locations to reduce lengths of plumbing pipe runs, revising finish materials to reduce costs, reducing the overall amount of built-in casework (cabinets), and replacement of 1 interior full height wall with a partial low height wall. The specific revisions are enumerated below: 1) The EOC room is shell space only. 2) Interior area: a) The south interior masonry wall is not furred out and will be painted to match the other walls. b) Carpet has been replaced with resilient flooring. c) The full height interior north wall was replaced with partial height wall returns at the Bike and Motor Unit areas. This included deleting the built-in storage cabinets (to be replaced with furniture cabinets as needed), 2 doors with associated future card readers, and the drywall dropped ceiling soffit area with accent lights which is replaced with the acoustical tile ceiling used through out the rest of the space. 3) Plumbing areas: a) The Kitchen and IT Rm. have traded locations to reduce the amount of waste and water supply piping by creating a common plumbing wall/area. b) Restroom area fixtures were reduced, while still above Code requirements for full build-out which includes all the occupant load of the future EOC, and is comprised of: i) Women's = 2 toilets (1 h/c stall) and 1 sink (deleted 1 toilet, 1 sink) ii) Men's = 1 toilet (h/c stall), 1 urinal, and 1 sink (deleted 1 toilet, 1 urinal and 1 sink) iii) Shower = 1 unisex shower that is h/c accessible (deleted 1 shower) iv) Janitor Closet = 1 mop sink and 1 relocated water heater from the Sally port area to reduce the amount of plumbing run and increase energy efficiency. 4) IT Room: a) The revised location allowed the cable tray to be deleted with no functionality loss. TOWN OF ORO VALLEY Page 2 of 2 COUNCIL COMMUNICATION MEETING DATE: SEPTEMBER 16, 2009 5) Sally port: a) Relocated sink and hose bib to opposite wall to reduce lengths of waste pipe runs. b) Relocated bicycle lockers to south wall to reduce length of electrical run for the wall outlets and provided 8 bicycle lockers (reduced by 2). c) Each motorcycle is provided with a dedicated area of storage cabinets above each parking space (overall linear footage reduced by 50%). Nine (9) motorcycle spaces are provided (reduced by 1 space). 6) Exterior/Site area: a) Deleted awning and associated light fixtures (it was not a part of the original bid value, it was an additive bid alternate in original plans). b) Deleted work associated with a future generator (the future generator was not included in original plans). FINANCIAL IMPACT: Due to the revisions enumerated above it is anticipated that the bid will be lower than the previous bid, however, no cost information is available until after the project is bid. The FY 2009/10 budget has carried forward the full amount of the original project funding, $350,000. ATTACHMENTS: 1. Original Floor Plan 2. Revised Floor Plan SUGGESTED MOTION: I move to... 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