HomeMy WebLinkAboutPackets - Council Packets (763) AGENDA
ORO VALLEY TOWN COUNCIL
BUDGET STUDY SESSION
APRIL 13, 2009
ORO VALLEY TOWN COUNCIL CHAMBERS
11000 N. LA CANADA DRIVE
BUDGET STUDY SESSION - AT OR AFTER 5:30 p.m.
CALL TO ORDER
ROLL CALL
1. Review Budget Issues Memo from 4/6/09 and 4/8/09 Budget Review
Sessions
2. Recommendation on Out of State Travel Recommendations for FY 09/10
3. A. Discussion of Police Substation Tenant Improvements at
Oro Valley Marketplace
B. Police Department FY 09/10 Budget
4. A. Discussion of 2009 Summer Camp Program Staffing Needs
B. Parks & Recreation FY 09/10 Budget
5. Public Works FY 09/10 Budget
6. Library FY 09/10 Budget
ADJOURNMENT
POSTED: 04/08/09
4:00 p.m.
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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
(520)229-4700.
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MEMORANDUM
DATE: April 13, 2009
TO: Honorable Mayor and Council
FROM: David Andrews, Town Manager
Stacey Lemos, Finance Director
RE: Follow-up Issues from April 6th and 8th Budget Review Session
A number of issues were raised during the Mayor and Council's Budget Review Session on
April 6th and April 8th. This memorandum serves as staff follow-up to these issues.
1.) Issue: A request was made for the number of Single Family Residential (SFR) building
permits issued over the last six months.
Response:
FY 2009
Sep Oct Nov Dec Jan Feb Total to Date
49 4 4 7 8 2 100
Also included, is a two-year history on total SFR permits issued and the amount of
revenue all Residential permits generated annually.
4
400 $1,400,000
350 - - $1,200,000
300 -
335 - $1,000,000
w 250
-- $800,000
d 200 -
a - $600,000
150 -
OW150 - $400,000
100 -
100
50 -
- $200,000
i i t $-
FY 2007 FY 2008 FY 2009 Est FY 2010 Est
#SFR Permits Residential Revenue
Consequently, the below table represents the impact to revenues if SFR permits
were below budgeted expectations.
Loss in Revenue
SFR Permits Residential Construction Total
Issued Permits Tax
75 $(78,850) $(173,997) $(252,847)
50 (157,700) (347,994) (505,694)
1
2.) Issue: Council requested an understanding on the re-organization of personnel in the
Public Works Division.
Response: The Town Engineer will discuss and answer questions pertaining to the
Public Works division in his presentation scheduled for Monday, April 13th
3.) Issue: Council expressed an interest in Town employees eligible for early retirement.
Response: There are eight employees who are eligible for early retirement.
Conversations have occurred with 3 employees and Sandra Abbey, HR Director, as their
positions are part of the potential reduction-in-force list. The individuals in the remaining
positions have not expressed an interest in early retirement, possibly due to their own
financial situations. These positions are key positions that would need to be filled upon
retirement.
4.) Issue: What would be the financial impact if the Town implemented a 1°/0 across the
board pay-cut for all employees, or required employees to take 1 day per pay period
without pay.
Response: Attachment A provides a break-down by department, by fund, the financial
impact of every 1% pay decrease, and/or 1 day per pay period without pay (equivalent to
a 10% pay cut). The 1 day per pay period without pay calculation excludes Police
personnel with APSRS and CORP retirement plans. Both retirement plans require a
minimum workweek of 40 hours in order to be members.
5.) Issue: Information was requested on the portion the Town contributes towards
employee healthcare premiums and what the financial impact would be if the percentage
portion was reduced.
Response: The Town pays 100% for the employee-only premiums and pays 75% of
dependent coverage. The below table represents the current amounts paid by the
Town, and scenarios reflecting the savings realized if the percentage portion was
changed.
Current Coverage Total
100% Em.lo ee/75% De•endent $2,163,358
Scenario A Total
100% Employee/50% Dependent $1,865,531
Savings $(297,827)
Scenario B Total
100% Employee/25% Dependent $1,553,339
Savings $(610,019)
2
•
Scenario C Total
90% Employee/50% Dependent $1,741,820
Savings $(421,539)
Scenario D Total
90% Employee/75% Dependent $2,039,649
Savings $(123,709)
6.) Issue: A question was raised if the COPS grant was not received until later in FY 09/10,
if the funding could be applied to previous month's personnel expenditures.
Response: Staff in the Police Department has contacted the appropriate individual
within the Department of Justice and confirmed the funding would be retroactive to the
beginning of the fiscal year, July 1, 2009.
7.) Issue: Council requested information on the potential of partnering with an outside
agency, such as the Y.M.C.A., to run Parks & Recreation programs.
I
Response: If the Town Council wished to investigate the feasibility of utilizing an
outside Contractor to operate Parks & Recreation programs, the first step would be to
complete a cost-benefit analysis. The analysis would determine if the cost savings for
the Town would be greater by implementing this format for operations, or if it is more
cost effective to continue providing the services in house. Additionally, the examination
would determine whether or not there is an opportunity for the Contractor to be profitable
while still providing a cost savings for the Town.
Following a determination of potential cost savings for the Town and profitability for an
outside Contractor, the Town would need to conduct a competitive process for selecting
the private operator. The Procurement Code and applicable regulations apply where
there may be no expenditure of public monies, but there is an offer of value to the
business community. This process would seek an operator that would best be able to
mitigate the risks inherent in operating programs while enhancing the value of service
provided to the Town and the community.
Public meetings to gain citizen input and feedback from user groups, as well as provide
transparency to the process, are recommended should the Town Council move forward
with this concept. The time table for implementation of this process is estimated at one
year, including the cost-benefit analysis, public outreach, the selection process,
transition and implementation.
8.) Issue: Council has requested a date for the sub-committee of the Community Funding
Process to meet to review applications and hear presentations.
Response: The sub-committee is scheduled to meet on Thursday, April 30th
3
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9.) Issue: Clarification was requested on the status of the M.T.C.V.B. funding.
Response: This issue will be discussed by the Community Funding sub-committee at
its April 30th meeting.
10.) Issue: Information was requested on the capital projects reflected on page 1 of the
Town Manager Recommended Budget and which of the project funds are restricted.
Response: Please refer to Attachment B for a listing of projects.
•
s f ''', '��waw Log.
Stacey Lemos
Finance Director
David Andrews
Town Manager
cc: All Department Heads
4
'' Attachment A
SALARY BENEFITS TOTAL SALARY BENEFITS I TOTAL
GENERAL FUND
it
71
u 3
Council (5
6)
(769)
6
9
J2c .lerk (2,41-3--)1 (416) (2..,.8_30)-... .......y....y..::.'i da.n i�' ..•. .. __..bl.W..M_L•.whl t:J t..�,
(24,134 (4,161) (28,295)
Town Manager (6,247)f (1, 75)0
(7,322) (61,865) (10,469)
(72,335}
Human Resources (2,340)1 (403) (2,743) (23,04_0)1 (3,973) (2 3)
.._.�...,.,._.._.,..._..�.:�.q,..,�._,:._ 7,01
Economic Development
(532){ .�. �._....�. �. .,�._ _..�
92} ` (624) (5,066) (874)
(5,940)
Finance (5,78 (997) (6,777) (57,474)1 (9,910) 67, Y.,
._.�:,.x,.�.n...__..�.._...�. r.,,,.�........ ( 384)_
IT (4,865)1 (839) (5,704) u (48,648)1 (8,388) (57,036)
Legal (6,702)1 (1,145)
(67,024)1 (10,737)
Planning &Zoning (9,314 (1,618) (10, 32) (93,454) (16,236) __. (109,690)
)
Building Safety (11,232); (1,978) (13,210) (111,048)1_09,564)
�1 30,612
Libra 6,i3-65)1--- 983) j )j
ry ( ( (7,848) (6 67 (9 9) _
8 ,74�..
Parks& Recreation (9,188) (1,619) ( 1
( 0,807) (74,396)L (13,798) (88,193)
Magistrate Court (5,029); (861) (5,8 0) j89)9 (8,487)
(57,177)
Police** (76,10511__(21,474) 97 579 _017,394)1_ (20,243) (137,637)
Development Review (3,766)a -(66-1) 4,44 (37,661)16,8
.___.-......_ _ . . . _.��..�..�... (44,472)
��.v
Facilities (793)1 (164) (957) (7,931)1 (1,635) (9,566)
(151,884) (34,400) $ (186,285) (845,993) (145,034) $ (991,028)
HIGHWAY FUND (17,243) (3,466) $ (20,709), (172,431) (34,655) $ (207,086)
TRANSIT FUND (3,747) (738) $ (4,485) (37,468) (7,260) $ (44,728)
STORMWATER FUND (1,523) (268) $ (1,791) (15,229) (2,039) $ (17,268)
WATER UTILITY FUND (18,791) (3,405) $ (22,197) (184,954) (32,805) $ (217,759)
TOTAL 1 (193,189) (42,277) $ (235,466) (1,256,075) (221,794)1 $ (1,477,869)
Note: Includes positions considered for reduction in force
**Calculation for 1 Day/Pay Period excludes Police personnel with APSRS and CORP retirement plans. Both
retirement plans require a minimum workweek of 40 hours in order to be members.
G:\BUDGET\FY 09-10\Personnel\Pers.onnel Model FY 09_I0 T.M. Recommended
Attachment B
Capital Projects
BUDGET
Special Revenue Funds
Highway Fund:
Federal Economic Stimulus Funding 3,000,000
Pavement Preservation 1,200,000
Public Transit Fund:
Coyote Run Replacement Vehicle* 13,200
4,213,200
Enterprise Funds_
Stormwater Fund:
Stormwater Drainage Projects 2,001,600
Water Utility Fund:
Water Existing System Improvement Projects 6,677,000
8,678,600
Capital Projects Funds Mak. Ai..
Steam Pump Ranch Fund:
Steam Pump Ranch 534,000
Municipal Operations Center Fund:
Municipal Operations Center 2,625,000
Alternative Water Resource Fund:
CAP Water Improvement Projects 3,000,000
Potable Water System Impact Fee Fund:
Water Expansion System Improvement Projects 1,920,000
Townwide Roadway Impact Fee Fund:
Roadway Improvement Projects 5,671,486
13,750,486
TOTAL CAPITAL PROJECTS 26,642,286
100% Secured Through Outside Funding
Financed with WIFA Loan Proceeds and Carry-
Forward Bond Proceeds of$1.7M
* represents Town's portion of outlay
TOWN OF ORO VALLEY 2
Page 1 of 2
COUNCIL COMMUNICATION MEETING DATE: 04/13/09
TO: HONORABLE MAYOR AND COUNCIL
FROM: JERENE WATSON, ASSISTANT TOWN MANAGER
SUBJECT: Out of State Travel Recommendations for FY 09/10
SUMMARY: During prior budget information provided to Council, the initial recommendation was to
remove out-of-state travel for the FY 09/10 in order to come up with savings to help cover the deficit in next
year's projected budget. In later discussions with the management team, it became apparent that limiting
training and travel to in-state opportunities would potentially hamper necessary certifications and job
performance. This discussion item is brought forward for Council consideration as you move through the
budget process.
DISCUSSION: During the rounds of discussion with the Department Directors on the budget, travel and
training was cut back in every department, with cuts ranging from 15% up to 35% and an overall travel and
training budget cut of 32% due to departments eliminating out of state travel and reducing in-state training and
travel. This was done in the overall effort to scrub the budget numbers as closely as possible to garner
additional budgetary savings. While some years the impact on certifications and training may not be felt by all
Departments if out of state travel is not used, that may not be the case for every Department.
In discussions with Directors and some Councilmembers, it became apparent this proposal should be explored
in more depth to understand the ramifications if out-of-state travel is totally eliminated for the next fiscal year.
Examples of some of the needs that are only found through out-of-state training include: (1)training on our
Water Utility billing system upgrades which is offered only in Cincinnati, Ohio; (2) essential training for police
executive level management components only offered out of state and required as minimum training to maintain
AZ POST certifications. There are other instances where police training is critical to either obtain or maintain
certifications, such as Crime Prevention Through Environmental Design (CPTED), which is part of the
department's established goals and performance measures; (3) planner training is needed for continuing
education (CE)requirements for licensure and certifications (i.e., AICP, American Institute of Certified
Planners and AACE, American Association of Code Enforcement). Many state programs are not eligible; (4)
GIS technology training is offered only in the nearby state of California, and although typically there is no cost
for the training, travel is necessary to take advantage of it. A full listing of Director comments is found in
Attachment 1.
With the reasons provided from many of our departments, and in learning from our recent trip to Washington,
DC the immense value of meeting with our congressional delegation Members and Federal Agency personnel to
discuss real needs and requests for viable financial assistance, the Town Manager is recommending the Council
allow the Departments to continue to look for value of the training and requirements to maintain certifications
and systems, therefore not restricting the travel and training to in-state programs only. Upon closer reflection,
and in an effort to provide a better service to this organization and the community, the recommendation would
S
TOWN OF ORO VALLEY
Page 2 of 2
COUNCIL COMMUNICATION MEETING DATE: 04/13/09
be to allow discretion by the Directors and Town Manager on how to use the reduced travel and training dollars
and have the latitude to manage the dollars to the need.
FISCAL IMPACT: Due to the fact that all Departments were asked to take out-of-state training and travel out
of their budgets, the cost saving to the budget at this point would be neutral.
erene Watson, Assistant Town Manager
,fit -.-
avid Andrews, Town :nager
w •
Town of Oro Valley Staff
Inventory Out-of-State Travel & Training Needs
In polling the Department Directors on the reasons employees attend training and
conferences out of state, the following information was provided:
Building Safety
• The international codes conference is a combination of course work for
certifications, adoption of all revisions on codes in a three-year cycle, and the
annual business meeting for code officials. This is conference rotates to states
around the country therefore would require out of state travel most of the time.
Clerk
• The Clerk's Office training opportunities meet the educational requirements of the
International Institute of Municipal Clerk's (IIMC) Association and therefore, we are
able to meet our continuing education and professional development requirements
for certification as a Municipal Clerk and up to the Master Municipal Clerk level.
Often the IIMC Annual Conference is held in different locations around the world
such as the one held in 2000 in The Netherlands. This 6 day conference is jam
packed with four general sessions, 42 concurrent educational sessions, 12 Master.
Municipal Clerk Academies, and one Athenian Leadership Society Dialogue. Many
of the practices used in my office today can be attributed to what I have learned
through attending IIMC International Conferences.
• The Granicus User Conference in San Francisco has been invaluable and is
broken into three segments — use by the Clerk's Office, Public Relations/
Communications personnel and IT staff. There are so many ways that the Granicus
streaming system can be utilized that having the opportunity to attend this
conference provides the necessary training to more fully utilize the system we have
already invested in. Also, networking with other users helps to problem solve
issues that arise with the program as is typical of most technology.
Court
• National Association of Court Management (NACM) Conference is the only place
where the Court Administrator can get information from courts all over the nation on
current trends in court programs etc. The AOC has programs, but it is taught by the
same people and focuses only on what is already going on in Arizona. There is little
innovation going on in AZ now, and the only way to truly get new ideas and training
is to go to this annual conference.
Information Technology
• GIS International User Conference — San Diego. GIS technology is constantly
changing and evolving and as a GIS Professional one has to stay up with the new
technology. The FREE conference (just pay for travel/hotel- no conference
fee
registration provides information on:future releases of GIS products, an endless
9' )
list of FREE training sessions that would normally be very expensive and
unavailable in AZ. Attendees have direct access to ESRI employees and staff that
provide expert information on problem solving and technical support
• Additionally, the networking opportunities with other GIS professionals from around
the region/country/world help ensure that the Town is plugged into the team-building
process that makes the GIS community so strong.
ATTACHMENT 1
Library
The Public Libraries Association meetingis held around the count almost always
• country, y
out of state and if we want to take part, we have to travel. The Friends of the Oro
Valley Public Library have sponsored two employees for several years to ensure
this training can be taken as a cost saving measure to the Town.
• The Internet Librarian Conference is held in California every year. We usually send
a librarian or two and last year an IT staff member also attended. Nothing
comparable is held in Arizona. This conference provides technical information to
the changes and development in the arena of internet presentation and the benefits
on distributing information to the public in different technical formats that directly
benefit the Town. Advantages include: opportunities to hear from some of the
more experienced and influential practitioners and developers in internet
technology; network with colleagues from around the world and learn from their
experiences -good and bad; learn tips, tricks and share resources for keeping up to
date on a constantly-evolving information arena; and lastly bring back practical and
proven how-to advice that we can put to work right away in our own environment.
Parks & Recreation
• The National Recreation and Park Association national institutes, such as the
Executive Development Program I attended, are all out of state. There would not
be any opportunity for continuing education in these schools if out of state travel is
.... prohibited long term.
• Long-term elimination of out-of-state travel would seriously hamper the Parks
Department's ability to seek out innovative, cutting edge training that is not readily
available when limited to in-state training.
Planning
• Planning training is needed for continuing education requirements for licensure and
certifications (i.e., AICP, American Institute of Certified Planners and AACE,
American Association of Code Enforcement). Many state programs are not
eligible.
• Out of state conferences typically offer in-depth sessions with national experts on
issues/programs important to OV and not offered at the state level (green building
economics, street standards, smart development standards and codes, etc).
• Affords an opportunity to make contacts and network with people beyond your
home state, particularly in federal agencies like EPA or DOE
• Offers an opportunity to `compare notes' with other professionals on your respective
communities for `lessons learned' to bring back to our local area to incorporate
where beneficial.
• Gives a greater ability to focus on the conference and not be caught up with work in
a learning setting.
Police Department
• Police management would not be able to send members to training completely
funded by outside sources such as Az POST, NHTSA, and a wide variety of grants
and other sources.
• We would not be able to take advantage of training offered in such cities as Las
Vegas and Laughlin NV, where training and travel costs for identical training are
often less that offered in state.
ATTACHMENT 1
• We would not be able to send members to essential training only offered out of
state, some of this training may be critical to maintain certifications or obtain critical
certifications related to members leaving or being reassigned. There are
certifications in areas such as OPTED that are critical to maintain to support
established goals and performance measures. There are also requirements for
minimum executive level management training to maintain AZ POST certifications
and most of the executive level training generally occurs out of state.
Public Works
• In the areas of stormwater and pavement management, national conferences or
national association training sessions are offered in specific areas that you cannot
get anywhere else. An example is the American Asphalt Rubber Association
training sessions in California. Technology in asphalt rubber is constantly being
updated. My staff must keep up with the technology to provide the best service for
our citizens.
• On the stormwater side it is important to for our Stormwater Engineer to attend
conventions and training sessions out of state to keep up with changes in the
environmental laws as it affects our stormwater ordinance and MS4 EPA permit.
Failure to provide the opportunity to attend these sessions may leave the
Town open to violations with our permit.
Water Utility
• A Water Field Operator training conference is held annually in Primm, NV. This is
excellent training and 2 (to 3) staff attend and carpool in a Town Water Utility
vehicle to save mileage costs. This training is very inexpensive in part due to low
lodging rates at this location.
• Customer Service Representatives have annual training on our billing system
upgrades which is held in Cincinnati, OH. This training is specific to our billing
system and is only offered by DR Frey in Cincinnati.
• The Water Utility Director usually attends only one professional conference per
year. This is to keep current on utility issues on a national and regional basis.
These include either the American Water Works Association (AVVWA) Conference
or the National Water Resources Association (NWRA) Conference. Direct contact
with the U.S. Bureau of Reclamation leadership is scheduled at the NWRA
conference.
ATTACHMENT 1
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TOWN OF ORO VALLEY
Page 1 of 5
—OUNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
TO: HONORABLE MAYOR AND COUNCIL
FROM: Chief Daniel G. Sharp
SUBJECT: Police Department Recommended Budget FY 2009-2010
SUMMARY:
While preparing our departmental budget, our department analyzed the budgetary line items to
determine where appropriate reductions could be made while still ensuring our ability to deliver
programs and services. Also, there are unavoidable increases in some areas of the budget. Please note
these as listed below:
Significant Police Department Budget Cuts = $55,000.00
Elimination of Subject Matter Expert Consultant/Trainer: $20,000.00
Elimination of Employee Awards Program: $5,000.00
Elimination of Investigate OVPD: $5,000.00
Renegotiation of telecommunication services: $25,000.00 (not reflected in 2009/2010 request as change
occurred after department budgets were due)
►significant necessary costs to budget= $122,500.00
Mandated purchase of gas masks: $44,000.00
Ammunition: $40,000.00
Replacement hand guns: $4,600.00
Critical Incident Management Service: $6,000.00
OVMP Substation utilities: $16,700.00
Outside Professional Services—Business Continuity Plan —IT Support: $10,000.00
Kenneling fees: $1,200.00
Capital items which would have been requested in better economy = $380,706.00
In car cameras: $230,706.00
Mobile command post: $150,000.00
Programmatic changes to budget
School Resource Officer—this significant project was removed from Community Relations and
established as a new program area.
DUI and SWAT projects were moved to properly reflect supervisory alignment.
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TOWN OF ORO VALLEY
Page 2 of 5
COUNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
During the implementation phase of MUNIS,we attempted to create a true history of the actual costs of
program areas, and to accomplish this we used a `pro-rata system' to distribute large costs across the
various program areas. Examples would include ammunition, telecommunication, modems, and various
field supplies. However, the practical application of this method proved to be both cumbersome, as well
as a hindrance to program managers; as they were not able to plan on exact amounts of large dollar
items or predict the timing of those charges being applied. (Ammunition is a significant part of our
budget, but
is g is shipped incrementally as it is manufactured.) The Police Department worked with Finance
to solve this problem by budgeting for the entire Department's cost under the most appropriate ro ram
area.
program
To establish consistency in coding invoices, the department defined common objects codes
6044—Field Supplies—are items that need to be replaced frequently. Examples are batteries,
ammunition, taser cartridges,DUI testing equipment, training and safety equipment, etc.
6040—Non-Capitalized Equipment—an item that needs to be replaced less frequently, three to five
q Y� eve r3'
years. Examples are ballistic vests, digital recorders, guns, cameras, small hand tools, air conditioner
units, etc.
6045 —Miscellaneous Other Operating—items which cannot be properly categorized in other object ect code
areas. Examples include, but are not exclusive to, towing charges for non-police vehicles, public relatior
items, dump access charges, MVD title work, break room supplies, Shred It service, K-9 supplies
(collars, brushes, dog food), K-9 kenneling, supplies for training, bottled water for extended outdoors
events, card reader security label project, recognition programs for our volunteers, etc.
Contingency/Reserve
This is the program approach which allows the Police Department to create the expenditure capacity and
P P �'
accept potential grant revenue,which is unknown prior to the fiscal year,without
negatively affecting the
departmental budget.
Examples are DUI Task Force grants,ACJC DUI Abatement grant, Department of Justice Ballistic Vest
grant,Homeland Security, and 100 Club.
Supplementing vs. Supplanting—RICO Seizure Funds
As you are aware, there are strict guidelines governing the use of seizure funds,which are on deposit
under the control of the Pima County Attorney's Office.
We create the capacity to spend these funds as a part of the budget process; however, due to the
uncertainty of the revenue it is impossible to accurately predict the fund balance.
The process is such that we must pay for the purchases initially, and thenP rovide detailed
documentation, proving the legitimacy of use,when we request reimbursement.
•� J
• TOWN OF ORO VALLEY
Page 3 of 5
`'OUNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
This fiscal year to date, the following are examples of purchases made utilizing seizure funds:
Rifles to deploy to address the heightened threat to the community = $7,220.00
Emergency replacement of 100 gallon boiler unit for PD Main Station = $13,818.00
Required air conditioning unit in data room = $7,042.22
Accident investigation GPS system = $12,641.91
Child Safety electronic ID system = $6,030.00
Bicycle officer deployment= $8,222.07
SWAT body armor=$6,681.90
OVPD Video Production = $22,421.25
Repeater to provide radio coverage for Oro Valley Hospital
and Oro Valley Market Place =$14,848.50
Quetel system (Quartermaster tracking/evidence and inventory control) = $34,993.66
Tow charges for seized vehicles = $999.00
Proximity security system completed for PD = $7,992.00
CVAP Members Value and Services
ORO
VALLEY PD *VALUE OF
YEAR VOLUNTEER TIME TOTAL
HOURS
13,071 18.77 $245,342.67
2006 $
15,126 19.51 $295,108.26
2007 $
15,144 20.25 $306,666.00
2008 $
THREE
YEAR 43,341 = $847,116.93
TOTAL
*Source of information: http://www.independentsecto.r.org/programs/research/volunteer time.html
TOWN OF ORO VALLEY
Page 4 of 5
COUNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
Current Events and Programs Provided by Volunteers
Darkhouse Program
You Are Not Alone (Y.A.N.A.)
Video I.D. (videoing of personal property in home)
V.I.N. Etching
New Business List Checks
Neighborhood Watch Presentations and Events
Resulting in the formation of
51 Neighborhood Watch Groups
Community Safety Fairs
Town wide events: El Tour de Tucson,Valley of the Gold
Half Marathon, Easter Egg Hunt, Holiday Parade,
Fourth of July Celebration, Safe Treats
Bicycle Safety Fairs
Home Security Inspections
Citizens Academy
Charlie Check First
Patrol (abandoned vehicles, public assists, tow truck
assistance, business, and neighborhood patrol)
Reception (answering phone calls and questions from
community,walk-in questions and concerns) at the Main
Station and North Substation
Crime Free Multi-Housing
License Plate Reader Patrol
Citizen Survey's (hand out and tabulate monthly)
Community Safety Presentations
Watch Your Car Program
Public Fingerprinting
Fleet Assistance
Chair on various committees such as Employee Awards
and Video Production
Collaborate with the Police Department in formulating
the Strategic Plan and budgeting process
FY 2009/2010 budget request for the CVAP volunteers totals $13,800.00.
Proposal to allow retention of six officers scheduled for layoff in absence of COPS grant being awarded
In the event we are not successful in obtaining the COPS grant, we recommend that expenditures of
funds be restricted and/or frozen as outlined in "Attachment A". This will prevent the layoff of any
y
certified police officers. We would begin the fiscal year with this assumption until notice related to the
grant is received. This will allow us to maintain current programs and services.
� 1
TOWN OF ORO VALLEY
Page 5 of 5
',40UNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
Recruitment and Retention
On August 6, 2008, Lt. Chris Olson and Ms. Tory Schlievert offered a detailed presentation on Police
Recruitment and Retention to the Mayor and Council. The presentation was in accordance with the
Town Manager's Performance Goal toward enhancing police recruitment and retention. The
information contained in the white paper and PowerPoint emphasized the difficulties agencies around the
nation are having recruiting and retaining qualified police officers.
Moreover, the Council Communication for August 6, 2008 stated, "Throughout the process of creating
this whiteP a er it became clear that the Oro Valley Police Department has a sound foundation for
P
recruiting and retaining officers. The goal of this report was to further identify alternatives that the
OVPD could employ to improve their processes. Their willingness to participate in this effort and
evaluate themselves to improve shows a strong commitment to providing police protection to the
community."
The Police Department is absolutely committed to providing services and protecting this community,
which is why it has great concerns about laying off police officers. In this modern era of government, a
majority of Police Departments are recruiting police officers away from each other. This is substantiated
t3'
in the white paper that was presented in August 6, 2008. If the Town of Oro Valley lay off police officers,
those officers will likely find positions with other Police Departments in need of qualified personnel.
)ther olice organizations will capitalize on our layoffs and continue to recruit less senior, but highly
P
qualified police officers,well into the next fiscal years. This action will have a snowball effect and the
Police Department will likely see a much higher attrition rate in the years to come. Our ability to fill
open positions may be compromised.
We believe potential impacts are as follows:
• Slower response times to calls for service (less officers on the street).
■ Police administration would have to focus more resources toward recruitment and retention.
• Field operations personnel will have to spend more time training new personnel, less time pro-
actively patrolling neighborhoods, roads, businesses, and parks.
ATTACHMENTS:
Attachment A- Oro Valley Police Department FY 2009/2010 Budget Strategy, dated April 10, 2009.
3B
4,
Oro Valley Police Department
-r V---
Change to FY 2009/2010 Budget Request ,'' ' •+
8 10
April 13,2009
(.,, Operations&Maintenance Budget Object _ _ FY 2009/2010 Reduce by Amount _FY 2009/2010
Program Area Code Project Current Request (Savings to Budget) New Request
00055010 Chiefs Administrative 6028 Telecommunications $ 92,500.00 $ 25,000.00 $ 67,500.00
00055010 Chiefs Administrative 6034 Travel&Training $ 8,000.00 $ 4,000.00 $ 4,000.00
00055074 SRO 6034 ,Travel&Training $ 5,600.00 $ 2,500.00 $ 3,100.00
00055090 Communications 6034 ,Travel&Training $ 4,200.00 $ 4,000.00 _$ 200.00
00055130 Records 6034 Travel&Training $ 1,000.00 _$ 800.00 $ 200.00
00055170 Investigations 6034 Travel&Training , $ 5,000.00 $ 3,000.00 $ 2,000.00
00055210 IT 6019 Equipment R&M $ 15,000.00 $ 5,000.00 $ 10,000.00
00055210 IT 6034 Travel&Training $ 3,000.00 $ 2,000.00 $ 1,000.00
00055210 IT 6097 Software Mtce&Renewals $ 29,000.00 $ 23,000.00 $ 6,000.00
00055250 Fleet Maintenance 6018 Vehicle Repair&Mtce $ 160,000.00 $ 30,000.00 $ 130,000.00
00055250 Fleet Maintenance 6039 Gas/Oil/Tires $ 300,000.00 $ 50,000.00 $ 250,000.00
00055290 Community Relations 6045 52601 Miscellaneous Other Op. $ 10,000.00 $ 5,000.00 $ 5,000.00
00055290 Community Relations 6045 52603 Miscellaneous Other Op. , $ - 5,000.00 $ 5,000.00 , $ -
00055370 Patrol Bureau A 6034 53101 Travel&Training , $ 3,900.00 $ 1,900.00 $ 2,000.00
00055370 Patrol Bureau A 6034 53102 Travel&Training $ 4,500.00 $ 2,000.00 $ 2,500.00
00055370 Patrol Bureau A 6034 53103 Travel&Training $ 3,400.00 $ 1,400.00 $ 2,000.00
00055370 Non-Capitalized Equip. 6040 53102 Defer full deployment-DIMS $ 10,400.00 $ 10,400.00 $ -
00055410 Patrol Bureau B 6034 53202 Travel&Training $ 2,500.00 $ 1,000.00 $ 1,500.00
00055410 Patrol Bureau B 6034 53202 Travel&Training $ 4,000.00 $ 1,500.00 $ 2,500.00
00055450 Professional Development 6005 Professional Services $ 4,000.00 $ 4,000.00 $ -
00055450 Professional Development 6034 Travel&Training $ 5,000.00 $ 2,500.00 $ 2,500.00
00055490 Professional Standards 6005 Professional Services $ 5,000.00 $ 5,000.00 $ -
00055490 Professional Standards 6034 Travel&Training $ 2,700.00 $ 2,700.00 $ -
00055530 Task Force 6035 Memberships&Subscriptions $ 250.00 $ 250.00 $ -
00055530 Task Force 6040 Non-Cap.Equipment $ 250.00 $ 250.00 $ -
00055530 Task Force 6044 _ Field Supplies $ 2,000.00 $ _ 2,000.00 $ -
00055550 Property/ID 6034 Travel&Training $ 3,000.00 $ 1,000.00 $ 2,000.00
Sub Total Savings $ 195,200.00
Personnel Services ,
Program Area
00055080 Communications Dispatcher $ 54,396.00 $ 54,396.00 $ -
00055440 Professional Development Reserve $ 23,064.00 $ 23,064.00 $ -
00055360 Patrol Officer $ 88,914.00 $ 88,914.00 $ -
00055400 Patrol Officer $ 75,124.00 $ 75,124.00 $ -
00055120 Records 0.50 Records Specialist $ 18,814.00 $ 14,110.50 $ 4,703.50
Special Events O.T. $ -29,000.00
Sub Total Savings $ 284,608.50
Grand Total of
Potential Reductions= $ 479,808.50
Town Manager's Plan= $ 415,789.00
Difference=T$ (64,019.50)
kair.,
�4
TOWN OF ORO VALLEY 4A
COUNCIL COMMUNICATION MEETING DATE: APRIL 13, 2009
TO: HONORABLE MAYOR & COUNCIL
FROM: AINSLEY LEGNER, PARKS AND RECREATION DIRECTOR
SUBJECT: DISCUSSION OF 2009 SUMMER CAMP PROGRAM STAFFING NEEDS
SUMMARY:
Inre aration for summer camp, it is imperative that the recruitment and hiring process begin on April 20 for
p p
new Recreation Aids/Leaders. Fifteen new seasonal staff will need to be hired to operate the summer camps
which begin on June 1 and continue through July 24. These fifteen new staff, in combination with existing
seasonal staff currently on payroll, would work at this program.
The fifteen new staff will work an average of 35 hours per week from the end of May through the end of July.
The estimated cost to add these staff for the summer season at 35 hours per week would be $63,000.
The total summer camp program cost is projected at $254,000, including staffing. The "Cost Recovery
Pyramid" approved by Town Council identifies the target cost recovery level at 35-60% for Fun Camp
rograms. Cost recovery is projected at 45%, or $114,000 in revenue. This estimate includes an average
increase of 17.5% for the Parks and Recreation Department Fun Camp fees.
Summer camp, which serves children between 5 -13 years of age, will host an average of 200 children per week
for eight weeks.
Your approval is requested to begin the hiring process on April 20 for fifteen seasonal recreation staff to work
an average of 35 hours per week for summer camps.
TOWN OF ORO VALLEY 4B
COUNCIL COMMUNICATION
MEETING DATE: APRIL 13, 2009
TO: HONORABLE MAYOR & COUNCIL
FROM: AINSLEY LEGNER, PARKS AND RECREATION DIRECTOR
SUBJECT: PARKS AND RECREATION DEPARTMENT FY 09/10 BUDGET
SUMMARY:
PROGRAM AREAS
The Parks and Recreation Department consists of five functional areas, including Administration, Parks,
Recreation, Trails and Aquatics.
The Administrative Division is responsible for program registration, processing fees, deposits, facility
reservations, and g all responding to phone, walk-in and e-mail inquiries. Additionally, these staff members
p
provide clerical and organizational support to the entire Department, as well to as the Parks and Recreation
Advisory Board.
,he Parks Division is responsible for landscape maintenance and property upkeep for all parks, natural trails,
bicycle/pedestrian oasis locations and the Town Hall Campus, including the Police Department and Library.
This Division oversees allp arks construction projects, including new construction, renovations and repairs.
The Recreation Divisionrovides recreational programs, activities, classes, hikes and special events for all ages.
p '
Pro rams are held at Town parks, in Amphitheater public school facilities, at the Library, the Rec Room, and
Programs
most recently, at Catalina State Park. This Division also manages ball field reservations, coordination with
sports leagues, and field contracts.
The Trails Division is currently responsible for all bicycle, pedestrian and trails issues, including the
implementation of the Town's associated plans. This Division handles trail issues, manages the Adopt-A-Trail
program, and provides public information programs and special events. Additionally, this Division provides
representation to regional bike/ped/trails meetings and is responsible for writing and tracking all grant
p
applications.
The Aquatics Division is responsible for the safe operation, maintenance and management of the Oro Valley
q
MunicipalAquatics Pool. The A uatics Staff also provides instructional programs, such as swimming lessons and aqua-
aerobics. Thep
ool is open from mid-January until mid-November and hosts over 112,000 visitors per year.
p
DECREASES IN BUDGET
Overall, the recommended Parks and Recreation Department Budget for FY 09-10 reflects a decrease of 13.9%,
r $304,976. Much of that decrease is a result of a diligent effort to make reductions where appropriate while
still ensuring Department's De artment's ability to deliver services. Significant reductions in the budget include:
• Outside Professional Services decreased by $74,000 for contract landscaping services to be performed by
Town staff;
• Office Lease decreased by $18,000 by finding alternative locations besides Amphitheater schools for spring
and summer fun camp programs;
• Field Supplies decreased by $21,000 by converting from use of bromine to chlorine at the Oro Valley
,lunicipal Pool; and
• Water and Sewage decreased by $12,000 with the replacement of the irrigation system at
James D. Kriegh Park last fiscal year.
INPACTS OF A REDUCTION-IN-FORCE
As part of the reduction-in-force plan, the Multimodal Planner position, which is part of the Trails Division, is
recommended for elimination. This position is currently responsible for representing the Town on twelve
regional committees, such as the RTA Bike/Ped Working Group and the Tucson-Pima County Bicycle
Advisory Committee. This position also participates with and supports six regional events, including the PAG
Regional Bicycle Counting Project, Clean Air Events, and the El Tour Event. The Multimodal Planner also
serves as the Department's grant writer, handles trail issues and provides special events.
If this position is eliminated, all calls and requests regarding trail issues — such as unauthorized trail closures,
possible safety concerns and hazardous conditions, and requests for tail information - will see a delayed
response, as this service will have to be completed by staff in other Divisions with competing responsibilities.
Additionally, the Town's participation in regional committees and events will be evaluated and substantially
scaled back, eliminating attendance or participation at all except those that are deemed essential. Grant writing
and associated duties - including application development and submittal, mandatory review meetings, and any
related implementation tasks - will also need to be absorbed by the remaining staff. However, the extensive
grant writing experience of the current Multimodal planner, in combination with her related education and
training makes these skill sets impossible to replace in the short term.
5
TOWN OF ORO VALLEY
DEPARTMENT OF PUBLIC WORKS
INTEROFFICE MEMORANDUM
To: Honorable Mayor and Town Council
Cc: David Andrews, Town Manager and Jerene Watson, Assistant Town
Manager •�-
6
From: Craig Cavalier, Town Engineer Z2-7
Subject: Department of Public Works Recommended Budget FY 2009/2010
Date: April 9, 2009
The budget presented by the Department of Public Works was prepared with a long
range view for the sustainability of services and programs provided by the
Department. The funds that comprise the Department's budget are Highway, Town
Wide Impact Fees, Custodial Maintenance, Stormwater and Public Transit.
The Highway Fund is programmed with a 21.8% reduction as compared to the
current fiscal year which has been caused by lower Highway User Revenue Funds
(RUBE) and construction sales tax collected. To balance this fund in the short and
long term staff reduction of 5 FTE's and cuts in operations and maintenance were
programmed. This excludes the $3,000,000 in Federal Economic Stimulus funds.
These funds will be managed by ADOT's consultant AECOM for the benefit of the
Town as defined in the Economic Stimulus Guidelines.
Because their will be no major roadway widening project scheduled FY 2009/2010
the expenditures in the Town Wide Impact Fee Fund will be reduced 72.6% from
the current fiscal year. This is due to the timing of regional funding. Minor projects
will occur as well as the annual surface treatment program.
The Stormwater Fund will realize a 41.8% increase over fiscal year 2008/2009.
This increase is caused. by State and Federal funding for flood control projects.
Following are the key impacts to the operation of the Department of Public Works
from the proposed budget:
1. Department Reorganization is necessary because of staff reductions and the
transfer of the Development Review Division to the proposed Department of
Development Services. Two organization charts are attached for review; the
existing and the proposed.
2. The body of the reorganization is to combine the pavement management
staff with the Engineering Division.and to move the highway permitting
function from Development Review Division to Engineering Division. This
will bring together the road building, surface treatment and highway permit
programs.
3. Because of the reduction of staff the number of roadway building projects
will be reduced from 3 to 4 to 1 or 2 and the annual surface treatment
program per year.
4. Because of the work load and staffing level of the Engineering Division in
item 3 this will delay the pavement management program reaching 100% for
two or three years. It is currently at 85% implemented.
5. Less in house designs in highways and stormwater will be done because of
staff reduction.
6. Less in house traffic engineering studieswill be done.
7. Street Operations personnel will need to divide their time between normal
duties and inspecting the annual surface treatment project.
8. The administration duties of the clerical support staff will be reorganized
because of staff reduction.
9. Response times will increase for both external and internal customers and
operations.
lO.The reduction of budget and frozen part time driver positions in Coyote Run
will cause service reductions. We will limit the number passengers to 60 per
day, no same day service, no guaranteed reservations, no reservations after
3:00 PM, because the dispatcher will be needed as a driver, and trips may be
canceled due to driver availability.
1 l.Adjustments to the Custodial Maintenance Fund will increase the allocation
in the budget by 9.5%. This is due to shifting 1 FTE from the highway fund
to this fund.
12.The Public Transit Fund is programmed with a reduction of 11.3% from this
fiscal year. Staff reduction of 1 PTE and the termination of IGA's with the
City of Tucson for an under performing express route service and FTA
certification assistance are the sources of the reduction.
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TOWN OF ORO VALLEY 6
Page 1 of 3
COUNCIL COMMUNICATION MEETING DATE:
TO: HONORABLE MAYOR AND COUNCIL
FROM: Jane Q. Peterson, Library Administrator
SUBJECT: Oro Valley Public Library's 2009\10 Budget
SUMMARY: The media has
made all of us aware of the increase in library use nationwide. The
Public Libraryispart of this trend. A look at our performance and
Oro Valley
indicators tells the story. We have more visitors to the library, an 11%
workload r`Y
year, items
lastmore circulation transactions, and a greater number of
rise from . .
checked out than in previous years. Our attendance at programs just keeps rising
' than last year). The Library serves 650-1,000 people a day. People
(25% higher y )
are canceling newspaper and magazine subscriptions and reading ours; people
are getting
free email accounts and accessing the internet at the library; and
bought who formerlybou ht or rented their books, CD's and DVD's are
borrowing ours. In spite of these increases, The Oro Valley Public Library's
budget is $1,252,406.00, a reduction of 4.5%. (Page 128). We hope to be
reimbursed
$601,783.00 byPima County which leaves the town's share
$649,623.00.
The librarywas scrutinized and reorganized at the end of calendar
year 2008.. Because of this, staffing in the different service areas looks different
g
than it did
in the 2008\09 budget. This better reflects the supervision and
responsibilities. The librarycosts are 5% of general fund expenditures. The 4
program
areas in the libraryare: Administration, Technology, Youth Services,
and Adult Services.
O&M Savings: In
order to reduce our O&M, the library has given up the use and maintenance
of the town car—wejust will reimburse for mileage as necessary. We also
eliminated our storage unit, our coffee service, our refills for the first aid cabinets
(we
will buythe items and stock them), some subscriptions and memberships,
and waste management services. Also eliminated was our volunteer recognition
dinner which will be paid for by the Friends. We will also save by installing our
new check-out and check-in system. We should also receive greater
reimbursement from the county when we make this switch. Altogether we have
trimmed $16,000.00 from what was originally requested.
Staffing: We have trimmed 3 staff members, 2 from attrition (pages) and 1 a proposed
layoff. We went from 19.35 FTE's to 18.28 FTE's, this despite an increase in
circulation transactions, gate count and program attendance. We hope the new
technology
will enable us to live with the page staff reductions. Also, I have
' staff on all levels to helpthe paging staff so we can continue to give what
enlisted
the library likes to call "outrageously good customer service."
TOWN OF ORO VALLEY
Page 2 of 3
COUNCIL COMMUNICATION MEETING DATE:
Miscellaneous other Operating expenses: Covers fire extinguishers, Hepatitis shots if necessary
(OSHA requirement for first responders) and repair of machinerysuch as our
air handler. visit
Last year one visit was $800.00.
Collection Materials: I increased this slightly because our collection is now 7years old and we have
items
to
replace items as well as keep abreast of new publications and AV items. Thep art
of the budget under Administration includes standing orders for magazines,
newspapers, and reference material updates. It also includes databases and
express books. Adult collection materials include books, movies, audio books, and
CD's aimed at an adult audience. Youth services collection includes the same
items for children and teens.
Technology: Outside Professional Services: This line item was moved from administration to
Technology. This reflects the cost of Circulation and TechnologyServices
provided
p ed by Pima County. It includes: Courier service between town and district
libraries, circulation services such as sending out automated holds and fines
notices, collection agency issues, public & staff copiers and computerrinting
services
P
Y M
TOWN OF ORO VALLEY
Page 3 of 3
COUNCIL COMMUNICATION
MEETING DATE:
IMPACT OF REDUCTION IN FORCE TO SERVICE LEVELS IN THE ORO VALLEY PUBLIC
LIBRARY
' recommended budget, theposition of Customer Service Representative for
In the Town Manager's g Youth Services has been identifiedpartorganizational as of the or anizational reduction in force plan. The loss of
this 17 hour position will mean:
• Adult Services staff will have to cover more hours in the teen zone and children's room.
• Customers may have a longer wait to get library cards, reference questions answered, and
readers' advisory.
• Materials will not be shelved as quickly.
• Summer Reading Program will be impacted from sign-up to finish.
• Summer Programming will run less smoothly.
• Loss of back-up help for teen zone.
• Less flexibility for vacations and sick leave.
• Outreach opportunities cut back.
position) were lost through attrition and not replaced because of the hiring
Two pages (entry level p ) g
freeze. The impact of this has been:
• Takes longer for delivered books to get on the hold shelf for patrons.
• Shelving is often not flnishaat the en
• Shelf reading(making surethings are in correct alphabetical or Dewey number order) is often
not done.
• Less flexibility for vacations and sick leave.
• Greater reliance on volunteers.
• New check-out and check-in system will make many of the page duties more streamlined.
That concludes my presentation. Any questions?
4Y: .
RPR 13,13..s:',.. 5-,zii7r.otir
There is a concern that has come to our attention in these economic hard timesf3PMWASOTAV
Valley is going to be laying of some of its employees,which can affect our police, library, water,
transportation and Parks and Recreation.All of these areas are important but I would like to focus on
the Parks and recreation part which effects our classes the most. We need to inform the Town council
how important it is to keep our programs and not cut any programs like our exercise,children's
programs and the building. If you feel strongly about keeping the Parks and Recreation building and all
our wonderful programs please sign this petition to let our councils know we need these programs in
our town.
ThaVou
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There is a concern that has come to our attention in these economic hard times. The Town of Oro
Valley is going to be laying offsome of its employees, which can affect our police, library,water,
transportation and Parks and Recreation.All of these areas are important but I would like to focus on
the Parks and recreation part which effects our classes the most. We need to inform the Town council
how important it is to keep our programs and not cut any programs like our exercise,children's
programs and the building. If you feel strongly about keeping the Parks and Recreation building and all
our wonderful programs please sign this petition to let our councils know we need these programs in
our town.
Thank you
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'Mere is a concern that has come to our attention in these encomic hard times. The Town of Oro Valley
is going to be laying of some of its employees, which can affect our police, library,water,
transportation and Parks and Recreation.All of these areas are important but I would like to focus on
the Parks and recreation part which effects our classes the most. We need to inform the Town council
how important it is to keep our programs and not cut any programs like our exercise,children's
pro ams and the building. If you feel strongly about keeping the Parks and Recreation building and all
our wonderful programs please sign this petition to let our councils know we need these programs in
our town.
Thank you
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There is a concern that has come to our attention in these economic hard times. The Town of Oro
Valley is going to be laying of some of its employees,which can affect our police, library,water,
transportation and Parks and Recreation.All of these areas are important but I would like to focus on
the Parks and recreation part which effects our classes the most. We need to inform the Town council
how important it is to keep our programs and not cut any programs like our exercise, children's
programs and the building. If you feel strongly about keeping the Parks and Recreation building and all
our wonderful programs please sign this petition to let our councils know we need these programs in
our town.
Thank you
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