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,.,«a-.nom...-..�' AGENDA ORO VALLEY TOWN COUNCIL STUDY SESSION NOVEMBER 12, 2008 ORO VALLEY TOWN COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE STUDY SESSION - AT OR AFTER 5:30p.m. CALL TO ORDER ROLL CALL 1. FY 2008/09 Capital Improvement PlanUpdate through p October, 2008 2. Long-term Financial Sustainability Discussion for Fiscal Year 2009-10 through Fiscal Year 2018/19 3. Discussion of Administrative Procedures & Policies for Town Board & Commission Member Appointments ADJOURNMENT POSTED: 11/05/08 3:00 p.m. cp The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If with a disabilityneeds anytype of ac ( ) any person yp accommodation, please notify the Town Clerk's Office at (520)229-4700. TOWN OF ORO VALLEY COUNCIL COMMUNICATION STUDY SESSIONDATE: November 12, 2008 TO: HONORABLE MAYOR & COUNCIL FROM: Stacey Lemos, Finance Director SUBJECT: FY 2008/09 Capital Improvement Plan (CIP) Updatethrough October, 2008 SUMMARY: The purpose of this agenda item is to provide the Town Council with an update on the adopted Capital Improvement Plan (CIP) progress for FY 2008/09 as of the end of October, 2008. Staff will present information as shown in the attached FY 2008/09 YTD CIP Summary (Attachment A), which is organized by fund and shows the project adopted ect bud et total p ) g project costs to date, project percentage completion, and the projected year-endJroject cost. p Also attached is a map indicating the location of the planned CIP projects throughout the Town (Attachment B) and the excerpt from the CIP document with more detailed project descriptions (Attachment C). ATTACHMENT: 1. Attachment A - FY 2008/09 Year-To-Date CIP Summary 2. Attachment B — Map of CIP Projects 3. Attachment C — Detailed CIP Project Descriptions Z-(4446 St cey Lemo Finance Dir or Oemij David L. Andrews Town Manager G:\STACEY\Council Communic\FY0809 CIP UPDATE 11-12-08.DOC a 03 N o'o 0 o C ^, O O O O W N N O 4..+ C O Z` (.-O o_0 O co n ° (150 0 0 C) L. a) Ea w a .. 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C 42- , �' � J N O�� ) J 4. �+ L 0- C.)U..1 c: a a:> a)o 3ao O0 , P O Wcn Om Q_ c = t v N co O ~ ami E v c3 O� QA,, ? o o 5 a 8 Q 5 0( - o c U FO- s 75 ATTACHMENT B MAP OF FY 08/09 CIP PROJECTS \iP_LEY gR�� Q-OoZ O -7 Y:::ji--' A'%NOE()'\'3‘ Map of Projects The Town of Oro Valley map below identifies the location of the major projects scheduled for completion in FY 2009: ,..---"11\_, T jwiriail I ow. II ( "*.rrr.nw ''‘ '6)1 7. * f T at . .411 . Wit ,.� ; vv 17 tar :-.t) c, UNIT11 I t-PA.....01 1( p Honey E.ee 14113 cp? .,. Municip , Operati s W MOO'E RD IV cc. j Center T W TANGERI E RD -.r -- ,E TANGERINE RD ' °MAW RJ` • E \y" / ' .. ie. CI) A �' //0,,,,,,,`�Ite+... o .. i. ;1.r'''\!1�'�'5 +'It t-:t��r;t','f',j`!N�}'�'-V4�`t Sft'u' .0 NORTE _.. . .....•_,7.AW NARANJA DR a 4.;•NJA D' a 2 Will)� Ranch '. 17 • i,t' COO .. 4 ,,, i,„,_ z KW . ,. e ..... ( z 46.:,-,. ,: I: Immo I • r\ NDA VISTA�3L 2riii nil 0 FY 2008-2009 4 . ; ., :I . . ,�. a .-a -A GIP PROJECTS .'l , R r, = - ,_f,j FUNDING SOURCE HURF -~ HURF- Multi-Use Paths .Zr u PAG- Design Only ,4111/4- +: LE RA , -�..: ».... PAG- Construction Only -1:.i.: E jr, * 0 _, Niii, cz iiiii Impact Fee Fund ;-- J. • RTA S� z 2008-2009 Annual Budget Capital Improvement Program ATTACHMENT C DETAILED CIP PROJECT DESCRIPTIONS Q`O�P�LE6)Y A,?�c)/L o' y r 4 } 4 A A "UNDEC) Project Descriptions The following are detailed descriptions of all of the projects identified for Fiscal Year 2009 above. They include the operating impact to the Town as well as indicating any additional funding the Town will receive to complete the project. PROJECT TITLE: Employee/Facility Security Phase II DEPARTMENT: General Administration PROJECT COST: $168,000 PRIMARY FUNDING: General Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: To enhance the safety and security of all Town employees PROJECT JUS 11FICATION: The System will provide safety and security to Town staff OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Vestar Tenant Improvements DEPARTMENT: Police PROJECT COST: $373,000 PRIMARY FUNDING: General Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Tenant improvements made to leased space located in the OV Marketplace PROJECT JUSTIFICATION: Project will house Motor& Bicycle Units and provide needed additonal space OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 18,000 18,456 18,917 19,390 19,875 Operating Savings 83,550 83,550 83,550 83,550 83,550 PROJECT TITLE: Digital Information Management System (DIMS) DEPARTMENT: Police PROJECT COST: $53,000 PRIMARY FUNDING: General Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: The system will allow officers to store digital photos, audio and video PROJECT JUS11FICATION: Allows for more accurate documentation in criminal/civil court proceedings OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 2,500 2,500 2,500 2,500 2,500 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 179 ,LLE Y 9/1'7 yy O .r VAA-- e'MJ `Y 3618) y. '40 .'«.. P..,aha` Project Descriptions PROJECT TITLE: Spillman Mapping Upgrade DEPARTMENT: Police PROJECT COST: $89,000 PRIMARY FUNDING: General Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Purchase of 65 mapping module software licenses and 60 GPS antenna's PROJECT JUS1IFICATION: Enhances public safety by providing instant access to locations of 911 calls OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 3,000 3,075 3,152 3,231 3,311 Operating Savings - - - - - PROJECT TITLE: Content Management System DEPARTMENT: Information Technology PROJECT COST: $68,000 PRIMARY FUNDING: General Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Implementation of a Content Management System to be utilized town wide PROJECT JUS 11FICATION: Will enable the Town to provide current and accurate information to the public OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 7,000 7,000 7,000 7,000 7,000 Operating Savings - - - - - PROJECT TITLE: Coyote Run Replacement Vehicle DEPARTMENT: Public Works,Transit Services Division PROJECT COST: $64,000 PRIMARY FUNDING: Federal Transit Administration (FTA) Funds($60,000) ADDITIONAL FUNDING: General Fund ($4,000) PROJECT DESCRIPTION: Replacement of existing Coyote Run vehicle PROJECT JUS t 1FICATION: Current vehicle has reached its useful life and needs to be replaced OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 7,700 7,893 8,090 8,292 8,499 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 180 CIP��.EYq,Q1,'O 0 yof p if 4 4 A. Project Descriptions PROJECT TITLE: Stress Absorbant Membrane(SAM) Project DEPARTMENT: Public Works, Street Division PROJECT COST: $876,002 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Pavement preservation and surface treatments of Oro Valley streets and roads PROJECT JUS 11FICATION: Preserves the exisiting Town infrastructure and extends street/road lifespan OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings 820,000 1,640,000 2,460,000 3,280,000 4,100,000 PROJECT TITLE: Fog Seal Project- FY 08/09 ($128,396) and FY 07/08 Rollover($114,487) DEPARTMENT: Public Works, Street Division PROJECT COST: $242,883 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Pavement preservation and surface treatments of Oro Valley streets and roads PROJECT JUS11FICATION: Preserves the exisiting Town infrastructure and extends street/road lifespan OPERATING IMPACT: Fiscal Years 08/09 09/10 10111 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings - 70,000 70,000 70,000 - PROJECT TITLE: Suffolk Hills Street Rehabilitation - Rollover Project DEPARTMENT: Public Works, Street Division PROJECT COST: $150,000 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Replace existing pavement, place headers and drainage improvements PROJECT JUSTIFICATION: Improvements will provide safer surface for residents and prolong road life OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings 4,000 4,000 4,000 4,000 - 2008-2009 Annual Budget Capital Improvement Program 181 o�PLI.EY A'4'/� c akM ksyx +QQf •9"9 F �:. IyFW HYyk?�NDED�9 Project Descriptions PROJECT TITLE: Linda Vista Blvd Street Rehabilitation - Rollover Project DEPARTMENT: Public Works, Street Division PROJECT COST: $50,000 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Surface treatment on Linda Vista Blvd PROJECT JUSTIFICATION: Prolongs the life span of pavement and improves safety for drivers OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings 4,000 4,000 5,000 5,000 - PROJECT TITLE: Calle Buena Vista Street Rehabilitation - Rollover Project DEPARTMENT: Public Works, Street Division PROJECT COST: $100,000 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Remove and replace asphalt on Calle Buena Vista PROJECT JUSTIFICATION: Prolongs the life span of pavement and improves safety for drivers OPERATING IMPACT: Fiscal Years 08/09 09/10 10111 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings 4,000 5,000 5,000 5,000 - PROJECT TITLE: Purchase 4000 Gallon Water Truck DEPARTMENT: Public Works, Street Division PROJECT COST: $100,000 PRIMARY FUNDING: Highway Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Replacement of current water truck PROJECT JUSTIFICATION: Current truck is undersized and is becoming to costly to operate OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 15,000 15,660 16,224 16,873 17,550 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 182 Oa P��.EY q'Qi eF V f •D~ ^T "•._s, a g'32 .\41' Project Descriptions PROJECT TITLE: New Circulator Expansion Vehicles DEPARTMENT: Public Works,Transit Services Division PROJECT COST: $665,000 PRIMARY FUNDING: Regional Transportation Authority Funds($665,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Purchase of 3 new circulator vehicles to be used in the new ciculator service PROJECT JUS I IFICATION: New service is funded entirely by the RTA and is identified in their RTA Plan OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue 665,000 365,000 365,000 365,000 665,000 Operating Costs 665,000 365,000 365,000 365,000 665,000 Operating Savings - - - - - PROJECT TITLE: Construction of a Park and Ride DEPARTMENT: Public Works,Transit Services Division PROJECT COST: $675,000 PRIMARY FUNDING: Regional Transportation Authority Funds($675,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Construction of a Park and Ride facility in Oro Valley PROJECT JUSTIFICATION: Project is outlined in RTA Plan and is funded entirely by the RTA OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - 52,353 52,353 52,353 52,353 Operating Savings - - - - - PROJECT TITLE: Street Sweeper DEPARTMENT: Public Works, Street Division PROJECT COST: $57,579 PRIMARY FUNDING: Stormwater Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Purchase of additional street sweeper PROJECT JUS 11FICATION: Additional sweeper will allow for regular, routine sweeping of all Town streets OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 20,000 20,800 21,635 22,176 22,730 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 183 ,iP►1.1.EY <o 2� "1 6) A A, A. /bUNDEDProject Descriptions PROJECT Ill LE: Purchase an 80 Horsepower Tractor with Attachments DEPARTMENT: Public Works, Street Division PROJECT COST: $80,000 PRIMARY FUNDING: Stormwater Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Purchase new tractor with loader and brush hog PROJECT JUS I IFICATION: New equipment will aide in controlling vegetation in washes and draining system OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 4,500 4,680 4,867 5,062 5,265 Operating Savings - - - - - PROJECT TITLE: Oro Valley Country Club Drainage DEPARTMENT: Public Works, Street Division PROJECT COST: $200,000 PRIMARY FUNDING: Pima County Flood Contol District ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Drainage improvements at the Oro Valley Country Club PROJECT JUS I IFICATION: Improvements will provide increased safety to country club residents OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Lomas de Oro Construction DEPARTMENT: Public Works, Street Division PROJECT COST: $1,000,000 PRIMARY FUNDING: FEMA ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Repair wash to meet flood control standards PROJECT JUST 1FICATION: Needed repair due to damage from 2006 Summer Monsoons OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 184 Q�O : owl { s._ Project Descriptions PROJECT TITLE: La Canada Widening (Naranja to Tangerine) - Rollover Project DEPARTMENT: Public Works PROJECT COST: $6,100,000 PRIMARY FUNDING: Highway Expansion and Extension Loan Program($6,100,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Widen La Canada between Naranja and Tangerine to 4 lanes PROJECT JUSTIFICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - -Operating Savings - - - - - PROJECT TITLE: Lambert Lane Widening (La Cholla to Autumn Hills) DEPARTMENT: Public Works PROJECT COST: $10,200,000 PRIMARY FUNDING: Highway Expansion and Extension Loan Program ($9,200,000) ADDITIONAL FUNDING: Impact Fee Fund ($200,000), PAG($800,000) PROJECT DESCRIPTION: Widen Lambert Lane between La Cholla and Autumn Hills to 4 lanes PROJECT JUS I IFICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - -Operating Savings - - - - - PROJECT TITLE: Magee Road (Oracle to N. 1st Avenue)- Design Only DEPARTMENT: Public Works PROJECT COST: $225,000 PRIMARY FUNDING: Pima Association of Government Regional Funds($225,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Reconstruction of Magee between Oracle and 1st Avenue PROJECT JUS I IFICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - -Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 185 EY Ads,/ /(t);-/4Dw*1' Project Descriptions PROJECT TITLE: Tangerine(Shannon to La Canada)- Design Only DEPARTMENT: Public Works PROJECT COST: $225,000 PRIMARY FUNDING: Pima Association of Government Regional Funds($225,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Widen Tangerine from Shannon to La Canada to 4 lanes PROJECT JUST 1FICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings 1,000 1,000 1,000 1,000 1,000 PROJECT TITLE: CDO Shared Use Path - Rollover Project DEPARTMENT: Public Works PROJECT COST: $1,310,000 PRIMARY FUNDING: Federal Grant($500,000) ADDITIONAL FUNDING: Impact Fee Fund ($810,000) PROJECT DESCRIPTION: Construct new 12' linear trail PROJECT JUS I IFICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT I 1 I LE: Glover/La Cholla Intersection Traffic Signal - Rollover Project DEPARTMENT: Public Works PROJECT COST: $580,000 PRIMARY FUNDING: Regional Transportation Authority($580,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Installation of traffic signal at Glover/La Cholla intersection PROJECT JUS 11FICATION: Increases public safety OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 1,500 1,500 1,500 1,500 1,500 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 186 Jpa t.EY A,91 ° oy Acar;.,-- 'A *, NDEDA91t Project Descriptions PROJECT TITLE: Pedestrian Bridge over CDO Wash- Rollover Project DEPARTMENT: Public Works PROJECT COST: $700,000 PRIMARY FUNDING: Impact Fee Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Construction of pedestrian bridge of CDO wash PROJECT JUS 11FICATION: Increases public safety; provides users access to both sides of wash OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Hardy Road @ Northern Intersection DEPARTMENT: Public Works PROJECT COST: $810,000 PRIMARY FUNDING: Pima Association of Government Regional Funds($810,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Install modern round-about at the intersection PROJECT JUS 11FICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Naranja (Shannon to La Canada)- Design Only DEPARTMENT: Public Works PROJECT COST: $300,000 PRIMARY FUNDING: Pima Association of Government Regional Funds($300,000) ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Road reconstruction with sidewalks and shoulders installed PROJECT JUS I iFICATION: Per Transportation Improvement Program as set by PAG OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - -Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 187 C2 4 { � 3 , 3 g, :.$‘4,1, ouNDED,9 Project Descriptions PROJECT TITLE: Pusch View Well - Rollover Project DEPARTMENT: Water PROJECT COST: $800,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: New well in the vicinity of Oracle and Pusch View Lane PROJECT JUS I IFICATION: Require additional well capacity to maintain current level of service OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 30,000 30,000 30,000 30,000 30,000 Operating Savings - - - - - PROJECT TITLE: Well Drill -Steam Pump Ranch DEPARTMENT: Water PROJECT COST: $400,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Well spacing analysis to acquire well drilling permit to drill well at Steam Pump PROJECT JUS 11FICATION: Project is being complete in anticipation of further development at the site OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Well Equipping -Steam Pump Ranch DEPARTMENT: Water PROJECT COST: $750,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Design and construct well at the site PROJECT JUS 11FICATION: Project is being complete in anticipation of further development at the site OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - 30,000 30,000 30,000 30,000 Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 188 044':/-/y q(.0 nr "' Project Descriptions PROJECT TITLE: West Lambert Lane 12 inch Main DEPARTMENT: Water PROJECT COST: $900,000 PRIMARY FUNDING: Potable Water Impact Fees($500,000) ADDITIONAL FUNDING: Water Utility Fund ($400,000) PROJECT DESCRIPTION: Design and construct new 12 inch main on Lambert Lane PROJECT JUSTIFICATION: Due to widening of Lambert Lane existing main needs to be extended OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Highlands Main Replacement- Rollover Project DEPARTMENT: Water PROJECT COST: $1,368,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Construction to replace undersized mains PROJECT JUS1 IFICATION: Existing system is deficient and does not meet Water Utility standards OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Innovation Way 16 inch Main Replacment DEPARTMENT: Water PROJECT COST: $400,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Install new 16 inch ductile iron pipe to replace original main PROJECT JUS 1 IFICATION: Existing pipe material not reliable; new pipe will improve existing facilities OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 189 ovp,0LEY 7% CJ4" � 6' X' +sR� F' p°qo Project Descriptions PROJECT TITLE: RTA Utility Relocation DEPARTMENT: Water PROJECT COST: $50,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Allowance in budget to relocate existing water infrastructure if needed PROJECT JUS I IFICATION: Allowance will accommodate unknown road improvements OPERATING IMPACT: Fiscal Years 08/09 09/10 10111 11/12 12/13 Operating Revenue - - - -Operating Costs - - - -Operating Savings - - - - - PROJECT TITLE: Access Road High Mesa DEPARTMENT: Water PROJECT COST: $30,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Grade,compact&place hardened surface on access road to High Mesa Res. PROJECT JUS I IFICATION: Existing access has poor drainage&erosion; not safe as an access route OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: La Canada Reservoir Design - Rollover Project DEPARTMENT: Water PROJECT COST: $50,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Design from Moore Road/La Canada to future reservoir at N. La Canada PROJECT JUS I IFICATION: Improve existing facilities and help Utility keep pace with Town growth OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - -Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 190 o o off; y�.y, LL, T' "uNDE�r\9-1b Project Descriptions PROJECT TITLE: El Con Booster Drainage- Rollover Project DEPARTMENT: Water PROJECT COST: $81,326 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Install drainage structure under access road designed by consultant PROJECT JUS I IFICATION: Improve existing facilities and help Utility keep pace with Town growth OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Moore Road Main Over-sizing - Rollover Project DEPARTMENT: Water PROJECT COST: $70,000 PRIMARY FUNDING: Oro Valley Water Connection Fees Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Upsizing of a developer driven installation of an "F" zone main PROJECT JUSTIFICATION: Improve existing facilities and help Utility keep pace with Town growth OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - -Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: La Canada Drive Reclaimed Water Pipe Line- Rollover Project DEPARTMENT: Water PROJECT COST: $707,000 PRIMARY FUNDING: Alternative Water Resource Development Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Irrigation of golf courses to be converted from potable to reclaimed water PROJECT JUS I1FICATION: Construction of project expected to be complete in October 2008 OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - -Operating Savings - - - - - 2008-2009 Annual Budget Capital Improvement Program 191 y P,-LEY q,4i,,' 0Q-9--- , - c)-1-, ,::`,91 .- ,'", x ..„ ..t., ,,,,,,,,,,,,' ..,,t'. Project Descriptions PROJECT TITLE: Well D-8 Electrical Upgrades- Rollover Project DEPARTMENT: Water PROJECT COST: $30,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Replace existing starter and miscellaneous electrical components PROJECT JUSTIFICATION: Preservation of well OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs - - - - - Operating Savings - - - - - PROJECT TITLE: Sheraton D-Zone Booster- Rollover Project DEPARTMENT: Water PROJECT COST: $10,000 PRIMARY FUNDING: Water Utility Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Re-design existing booster station; upgrade facility with new electrical PROJECT JUSTIFICATION: Existing pumps are undersized and in need of replacement OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - - - - Operating Costs 10,000 10,000 10,000 10,000 - Operating Savings - _ _ _ _ PROJECT TITLE: Painted Sky Booster- Rollover Project DEPARTMENT: Water PROJECT COST: $30,000 PRIMARY FUNDING: Alternative Water Resource Development Fund ADDITIONAL FUNDING: None PROJECT DESCRIPTION: Convert school playground from potable to reclaimed water PROJECT JUSTIFICATION: Improve existing facilities and help Utility keep pace with Town growth OPERATING IMPACT: Fiscal Years 08/09 09/10 10/11 11/12 12/13 Operating Revenue - - _ _ - Operating Costs 2,400 2,400 2,400 2,400 - Operating Savings - _ _ _ _ 2008-2009 Annual Budget Capital Improvement Program 192 TOWN OF ORO VALLEY Page 1 of 3 COUNCIL COMMUNICATION STUDY SESSION DATE: NOVEMBER 12, 2008 TO: HONORABLE MAYOR AND COUNCIL FROM: STACEY LEMOS, FINANCE DIRECTOR SUBJECT: LONG-TERM FINANCIAL SUSTAINABILITY DISCUSSION FOR FY 2009/10 THROUGH FY 2018/19 SUMMARY: As a precursor to the budget preparation process for FY 2009/10, Finance staff have updated the Town's 10- year Financial Sustainability Plan to reflect current and projected economic conditions and future anticipated growth in the Town. This plan is intended to provide a first glimpse for the Town Council and Town management staff into the budget challenges that face the Town in the upcoming fiscal year, 2009/10, and beyond. Staff utilized the Economic Vitality (EV) Model - the Excel, land-use based model that was created for the purpose of long-term forecasting two years ago. This model has served as a valuable tool in this process due to its ability to project future revenues and expenditures based on the mix of land use development that is projected to occur in future fiscal years. The funds reflected in the forecast presented this evening are the General Fund, the Highway Fund and the Bed Tax Fund. GENERAL FUND Attachment A to this communication outlines the assumptions that were used to program the outputs from the EV Model in the General Fund forecast. Essentially, local sales tax projections reflect a continued downward trend into FY 2009/10 for existing base businesses, with no growth projected for fiscal years 2011 and 2012, and conservative growth of 3% annually beginning in FY 2013 and beyond. Sales tax increases from the new development at Oro Valley Marketplace have been forecasted in FY 2010 as that development sees its first full year of operation next year. The forecast also assumes that the 2% utility sales tax sunsets in April of 2009, resulting in a full year revenue loss of approximately $1.3 million in FY 2010. Residential development is expected to remain flat with an estimated 250 single-family permits issued in FY 2010, with a peak occurring at 300 permits per year in FY 2011 and FY 2012, and then tapering off in the out years as the Town approaches build out. Commercial development is expected to slow considerably in FY 2010, with slight peaks in activity in FY 2011 and FY 2014 due to the anticipated expansion of the Ventana Medical Systems campus, further build out of the Venture West medical office area, and the construction of several new mid-sized hotels that are currently in the planning stages. The General Fund expenditure assumptions include no new personnel, no new program additions or expansions, an annual 5% combined cost of living adjustment and merit/step increase for existing Town staff, a 10% annual increase in Town benefits costs, annual funding for the Capital Asset Replacement Fund and annual debt service payments for the Municipal Operations Center. The expenditure forecast also projects growing retail sales tax rebate expenditures in each year until about FY 2017, when the 10-year sales tax rebate agreements with Oracle Crossings and the early phases of Steam Pump Village begin to expire. The existence of these sales tax rebates during this timeframe represents a significant drain on valuable Town resources and severely limits the Town's ability to preserve its fund balance and enhance service levels. TOWN OF ORO VALLEY Page 2 of 3 COUNCIL COMMUNICATION STUDY SESSION DATE: NOVEMBER 12, 2008 The forecast also does not include any new growth protections from the Arroyo Grande State Land planning area, nor does it include any annexation activity outside of the Town's current boundaries. The General Fund forecast projects annual deficits until FY 2013 when it is expected that a full economic recovery occurs both locally and state-wide. During this time, the General Fund's ending fund balance, or contingency reserves, closely approach the Town's adopted threshold of 25% of adopted expenditures for the year. A variety of options are offered below for Council consideration that may help offset these projected future deficits: • Annexations (Westward Look Resort, Foothills Mall, Arroyo Grande) • Library Operations • Implement a 1/4 cent or 1/2 cent additional local sales tax within existing taxable categories (may be adopted with a sunset clause) • Implement a local sales tax on categories that are currently non-taxed (i.e. food, residential and commercial real property rentals) • Service level/program reductions • Primary property tax (may be earmarked to fund specific areas of service) While some of the above options offer a permanent cost savings or revenue source to mitigate the deficits, others provide a bridge to close this gap between revenues and expenditures until the expiration of the retail sales tax rebate agreements. HIGHWAY FUND The two main revenue sources in this fund are local construction sales taxes and the State-shared highway user revenues (gas tax). Both of these revenues are highly volatile and subject to economic fluctuation. The state's gas tax rate has been a flat $0.18 per gallon for many years and is not indexed to inflationary increases. The local construction sales tax collections are projected to decline to significantly lower levels than what the Town has collected in the past, with a significant portion of future construction sales taxes tied to the expansion of Ventana Medical Systems. In light of the poor revenue structure of this fund, the annual roadway maintenance budget has been capped at $1.2 million per year, no new personnel have been added, and annual debt service for the Municipal Operations Center has been included. The forecast for the Highway Fund (Attachment B) indicates annual deficits resulting in a negative ending fund balance in FY 2013. Several options are offered below for Council consideration that may help offset these projected future deficits: • Redirection of 6% bed tax revenues if the Naranja Town Site ballot question fails • Gas and/or electric franchise taxes earmarked for roadway maintenance • Additional increase in local sales tax earmarked for roadway maintenance TOWN OF ORO VALLEY Page 3 of 3 COUNCIL COMMUNICATION STUDY SESSION DATE: NOVEMBER 12, 2008 Finance and Public Works staff are also working together to evaluate the use of bond funds as a source of upfront funding to address the roads that are in most need of repair based on the roadway rating system developed through the Pavement Preservation Program maintained by Public Works staff. BED TAX FUND This fund was established to collect the Town's 6% bed (lodging) tax on local hotel/motels and the fund forecast is included as Attachment C. The revenue assumptions include a 2% decline in bed tax collections in FY 2010 for existing hotels, no growth in revenues for existing hotels in FY 2011 and FY 2012, and 3% revenue growth in FY 2013 and beyond. Three (3) new hotels are included in the forecast, with one opening in the El Corredor development at Linda Vista and Oracle Roads in 2011, another opening in that same development in 2013, and a third hotel opening projected for 2013 in the Oro Valley Marketplace. The expenditure assumptions show 2% of the 6% tax collections (1/3 of total revenues) allocated to economic development marketing efforts, with contributions to TREO and the Metropolitan Tucson Convention and Visitors Bureau (MTCVB). The forecast also shows the 2% bed tax rebate back to the Hilton El Conquistador expiring in 2010. The remaining fund surplus amounts each year are currently earmarked for the operations and maintenance costs of the Naranja Town Site, should that ballot measure pass on November 4th This is the one fund that boasts a healthy surplus in the budget in future years. If the ballot measure on the Naranja Town Site fails at the November 4th election, the Town Council may consider redirecting those bed tax revenues (4% of the 6%, or 2/3 of total revenues collected) to the Highway Fund for roadway maintenance needs. Otherwise if the ballot measure passes, the Town Council may consider redirecting a portion of these bed tax funds to the Highway Fund for FY 2010 only since the anticipated opening date for the Naranja Town Site is December of 2010. This would serve to defer the projected deficits in the Highway Fund for one more year until a more permanent solution could be implemented. Staff is seeking Council feedback on the information and gap-closing measures discussed above in an effort to plan for the upcoming budget season and provide for the future financial sustainability of the Town. ATTACHMENTS: 1. Attachment A—Assumptions and 10-Year Financial Sustainability Plan for General Fund 2. Attachment B —Assumptions and 10-Year Financial Sustainability Plan for Highway Fund 3. Attachment C —Assumptions and 10-Year Financial Sustainability Plan for Bed Tax Fund 2-1,14a.3S acey Lemo , Finance Director t7,T David Andrews, Town Manager Attachment A General Fund Assumptions (2%) cannibalization rate on existing businesses factored in FY 2010 to account for new commercial development O No growth in retail activity anticipated in FY 2011 & FY 2012 Retail activity begins to recover in FY 2013; 3% growth forecasted for Local Sales Tax O FY 2013- FY 2019 ______ W O Utility sales tax sunsets in April 2009 O Oro Valley Marketplace is fully operational by FY 2012 O An average of 25,000 square feet of new retail commercial added each year . State Shared O Forecast assumes modest growth based on population growth , CD : O Single family residential (SFR) permits forecasted as follows: - FY2010 250 FY 2015 280 t FY2011 300 FY 2016 250 Residential Building 4FY2012 300 FY 2017 240 CD.„..„ Permits FY2013 280 FY 2018 220 FY2014 280 FY 2019 175 <Q13) , __,.Average value per permit is $3,200 0 Includes 1.2 million square feet expansion at Ventana Medical Systems to be Commercial Building O Permits phase in over a 10-year time frame O An average of 25,000 square feet of new development added each year Other O 4% inflation included in FY 2010 with inflation averaging 2% for FY 2011 - 2019 FY 2010 Est. Potential Revenue c Local Sales Tax increase of.25% = $1.4 million Franchise Tax of 5% = $2.4 million Sources Leasing Tax of 2% = $1.8 million b Primary Property Tax of$0.5/100 AV = $2.9 million O FY 2010 on forward does not include expenses relating to Arroyo Grande _r. Administration O $140,000 for cost of elections factored in every other year beginning in FY 2010 O Departmental budgets for 10 year forecast remain flat to FY 2009 levels f FY 2010 on forward does not include expenses relating to Arroyo Grande, .- Planning &Zoning O ESLD, or historic inventory :, may} '-- . & Recreation O Departmental budget for 10 year forecast remains flat to FY 2009 level and Parksdoes not contain costs for Naranja Town Site i; P-11 Ittr s O Rebates reflect increase and growth in retail activity ___ Sales Tax Rebates O Re: C'' _ . bate for Oracle Crossings ends mid FY 2016 O Rebate for Steam Pump Village ends mid FY 2017 Municipal Operations O Debt service payments for construction would begin FY 2010 Cr.,' p p Center O O&M costs factored in beginning mid FY 2011 - X — O Subsidy to Transit division remains flat to FY 2009 level � � Fund Transfers . - -- -~- __,� — ;{ _ O Annual contribution of$500K to Capital Asset Replacement Fund O Assumes a benefit escalation rate of 10% each year O A 2.5% cost of living adjustment is factored in for each year Employee Costs O A 2.5% Merit is factored in for each year 0 Assumes no new personnel from FY 2010 on forward Attachment A CO 0 0 N Z1- 0 0 r- O O) I` v LC)Iola 0) V I Ln N CO CO M c N a)1 Ln#O O O Ln O in N.I CA O Co N- N- co N- o CO Cp to CO N Lo N CO CO O O IC) r M ,- d• co N- O co 1 rn#0 O O e- CO N N.' 0 e- CO 00 CO CO co O N Ln 0 �-- CA N L(),O d' CO N. 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J Cb i 0 � M U U I-•- c C < C� W Cn w o Attachment B Highway Fund Assumptions Includes 1.2 million square feet expansion at Ventana Medical Systems to be Construction Sales phased in over a 10-year time frame , n Tax 0 An average of 25,000 square __ � feet of new development added each year 4 a Highway User Tax 0 Forecast assumes modest growth based on population growth 0 4% FY 2010 with inflation averaging 2% for FY 2011 - 2019 Other inflation included in g g FY 2010 Est. tie°i Potential Revenue (=> Franchise Tax of 5% = $2.4 million Sources LeasingTax of 2% = $1.8 million b b Primary Property Tax of$0.5/1 00 AV = $2.9 million 0 3.5 lane miles are added each year to existing lane miles within Town Q Operations boundaries Roadway 0 Annual maintenance equals $1.2 million per year , 0 . ' i,f ) i ...... Maintenance 0 OCI index will continue to decline as roadway projects are kept minimal 2_ it= ` Municipal Operations 0 Debt service payments for construction would begin FY 2010 a Center 0 O&M costs factored in beginning mid FY 2011 0escalation rate of 10% each year N � Assumes a benefit — p, 0 A 2.5% cost of living adjustment is factored in for each year p14 ,,,` Employee Costs 0 _-�r- ._... . A 2.5% Merit is factored in for each year � _ 0 Assumes no new personnel from FY 2010 on forward Attachment B co O O N O 1 C) 1` Ln C7 C) ti j N CO C3) Nr o CO CO O N 100 N Co j Ln Co Ln O CO CO C) coi Co :C)° CO CO N CO CO f` r- O 1 N-I M N Nt I N C) Cr) ) - N N G) 0) O C3) CO ' M i Co 1 O Ln C) (.6 O O O i r!N- C) Lr)j!- LA 6 CO N. r r C3) N 1 CoCo LLU CO- O CO O 0 0 Co 1 M � tt CO000 CO L N C0 0 1.......1 1 M CO ,' r co O O;r- 't r-1 M O co CO r d) Ln N COI M 1 r- N ,- Co O Lt) " r N N N CO Co - r r 0 N >.. L{. 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N C3) C3) N. r - N 0 0)-1 d' Co 0 r Ln CO ' 0 C3):0 1 N CO N- CO- N-1,-r1- N O 00 NCO00 r CO r CO',-- N- O) t0 r- 00 I O'O N f` ti CO r• 0 r Coc0 CO N- CO C3)1 N j CO 1 N O r N d' N >1. r" N 1 1 `1 CO 1,-- I CO CO r• LL 1 I to i to d9 4d4 H? tn4 ,j C N- CO C) co N N'0) O r 'e,-,9 O O i 0.00'•ct Co ,-i CO r o CO O CO n 03 C) CO 1 Ln Co 1 CO N- CO Co CO ,t ,1-1011.0100 Co f` O CO 0 N CO Co LL N (0 N CO Ln 1` O O N CO O M CO CO N M N C3) r CO- CO, Lf) CO O CO- Co CO ' 0 r-i O ti I ti CO r•I O CO N N N O �(') r CO N I1,--1(.0,,-- O C3) 0 N- N 10 t O 1 N 0 Co 1` Co r• CO CO 03 �y V. CO- Cr)'CO i C3) 0 00 N;COIN O) v-1 r - CO >.. r ,- N , Ln C.1-1,-- L.6 1 CO _C LI. CD 6R ._ _.. ,_ d4 69- id, Lt7 CO 0M CO;CO CO CO in o CO CO 10 1 r 0) N- r•'i CO CO o CO N CO .4' N CO 1 1N'00!0 r• CO O Co ,- O'O'CO CO co O N Ln N- f` Ln C) 1` c1' co CO O Co Co (3) Co CO 1 O N.;M C)) I` 0 N- M M N r O Ln Ln r• Ln CO'O C3) C) C) r• MIO N. O O O 1 C3) O N r• `' G - N N 100 1 r Ito 1 r• C)) C)) C) r• Ln'O 10 N a) Ln 1 CO r r- (N �- ti ‘-11` C3) O N.1 N CO;N I` r•. O 0) CO �,, N N I N 1 Lt) CO 1,-- Ln CO U. . I i . 1 6o d) d9 d4 to 09 0) •o o - O CO r O•O r r CO;Co CO 1- C) C3) Ln 10;0) N CO r•;Ln N N Co CO CN r C3) N !to.C)'CO 0) d' Co Co 0) N.10 1 r'1` CO Co'1.0 O N. N CO d' 0 N 1 ' 10 Ln 1,- 0 CO C) 0) 4 0)10.1e- N CO 0 r CO Co co CO N. O O N Co co- N.I 1(.6 N'O CO Lf) ' 0 Ln 10 1 - Co Ln co- C) N I` Ln O N N ID N Co N- Co 1 r- `r CO Co r• COCO Ln r- N N Nr N. 00 11` CO 't-- 00 CO 1 N 0 1 N N Co00 V'Ln N Lf) r• r CO O N- >- a >.. M r-IN v- Coir Ln Ln r- n j LL_ ca I D_ to 11 I d9 d9 d4 d9 to To U C (T3 . 1 I 1 `� 1 .�� ^ C M CO O?.qt i 0 N,O O O N Ln Ln N N N Ln CO r +•+ 1� CO O'f�+O O O N N co ti 00 co 0 O C7 co r W (C. ti d' O N;O M{O r• r c)) 00 ' CD �t 4 Tr (.6 M Nr m - Cfl ,- O 1`1 '10-1C)- r• r- L) CO ,O 4 N COM Co C0 r co O CC) L N I N'ti l r- N N r- M r-:: N CO 00 r• n Ca O d" O N ti 1 r• r CO L) N CO M N 1` O LL N d' N,N L1) Ln co r LC') 1 Ln M �, I 4- LCL 15 ca do � I 1 do to CA- 6H d9 c o 1 I U) tte 0 coc 0 u) U C co I-- c'o; U u) N i N v 0 cis (6 Ca _ ! co C Ca .� (a Q C N LL = � > > U) a) E a. Q v 10 Lu �- Q �- c_1„, 1 01-tN N L 'Ca a., D W X X U O CO L 0 C) N O D o O>> a) - � = u O.c a, c W LU ,_ U LL a N > 'a .C- a) = F >' CO CO O- -a c �_ a U. ty(13 = I co o� a�', ct ,a; O i Q FL W a; _c -� n O m .a) > C I Ca a,i, a3 CLS --. O > t3-CD (1) cc:c' c M L.. co •. Q a) a) O .2 . I_c I—i— O 7 s- N x a1 O.=: = O o 73 O x = _ Ca Ce 0 a2IU) U I- 0 F. - < 0 o W O. !2 Lam. 1- - - < 0 W o w Attachment C Bed Tax Fund Assumptions 0 2% decline in existing hotel revenues factored in FY 2010 cu b 0 No growth in existing hotel revenues anticipated in FY 2011 & FY 2012 j N Local Sales Tax o Retail activity begins to recover in FY 2013; 3% growth forecasted for ' N: FY 2013 - FY 2019 0 Includes the development of 1 new hotel opening in 2011 and 2 hotels in 2013 „y Other 0 4% inflation included in FY 2010 with inflation averaging 2% for FY 2011 -2019 Econ. Development 0 2% bed tax revenue allocation for marketing efforts g ' Bed Tax Rebate 0 2% bed tax rebate agreement to Hilton ends 2010 tj 4% of 6% (or 2/3) bed tax revenue allocated for operations and maintenance Other 0 costs of Park once construction is completed (if ballotquestion tt Naranjap passes) 0 Includes 0.7 FTE of Parks personnel to maintain Naranja Town Site CU 0 Assumes a benefit escalation rate of 10% each year Employee Costs 0 A 2.5% cost of living adjustment is factored in for each year 0 A 2.5% Merit is factored in for each year l _ `- 0 Assumes no new personnel from FY 2010 on forward Attachment C ...___ ______ ...._, , . ....._ WI WNW/ ,..........• • L() CO 00 i CO N- N C3) o co CO 1 'In r- 00'O) CO o CO r- Co Tr CO;LO g IU N- CO 0 O LU N 1 '- d' Lf)i OO d 0 C) O • 00 CA .. 100 1 LC) LO CO C3) CO d' ' C3) d• d' (3) CO N Oi v- LU o N N (0 N- CO 1- M i!) LO '0) LU CO j N d' r- C3) 0 0 0) CO C3)'LU CO CO M 1 100 4 C3) in N- to 01 - ' N O CO N CO d' CO N. CO CO o CO co- Ch d'1 'd• 00 CO ti) e- O N i LCL. Eft Eft Eft EA Eft EA N-- CO C010)1,- CO 0) o CO ,(0' CO 0) CO N- N o_ N_ a) LU ~ O lf) co 00 LI) N 00 ' 1 a) 00 CO,'O L) t� 06 0) d' 'd' O r- CO N-1M d' co- M In d- N (N1N IN- N O 01- 0 O CO CO O V. 0) r- 'CO LO N. N co N co CO ,.1 v. .ct o0 a) 00 CO >. LU N N '+ r- h.- U. ; 1 LI- 1 EA CO Eft (A Eft Eft M co N- LC) N N. o d' LO CO CO O d- N o CO LU Co 00 O CO'O; - a) O ti M O O M N- 00;N CO N r- a) 0) M O CO d' In d' O CO d) r- ' O d' O �1414 M CO d' CO co- d' O N 00 CO N jLU '� N r- 16 r LO 0) N-' N- N LO CO O) , e- O CO Nr M N a); N M N N- CO LU CO Tr- r-i N N ,- is LL i EA EA Ef} EA ff} CO C N. CO 0) CO LO = CO c CO ya) co r- 00!O Cn o N N- M N 10 1 I�-- N a) 0 CO N O CO O ,-- N N d' 07 N- 0 N LL e- a) O 00 C3) O ' O) C3) CO s O CO CO 00 O T-- - ti CO CO{co- d' C) co 00 N- I() N N ,- ,-- M CD >< N LO N. IC) CO C3) CO N 0) CO CO r- to ' N- Ln Co e- N LC) 00 CO CO ,- M LL CD EA EA E Ef} Eft Eft CO LO N 0),II) d' CO 0 o N a)10) CO O N- 0) CO r- d" CO CA Lf) d";r- ,- d" CO In I() CO N'a) CO O N C O O CO N CO O CO CO N. O O d'{`O O d' N CO N O N v-- T.' r.. M CO CO CO 1- CO- e- - CO N!O ti O N LU N ,- - CO. ti O NI' Cl N d' a) co N CO 1 CO I CO CO ' N. ' d' N. N CD - - N. ., N N. O) e- >- N r- a e- M LL EA EA Eft Eft Eig Ef} - C3) CO e- N- O o N. N I C O CO CO CO j CO eLnc CD OD N 0 0) LO N. d- O M O IC) a)I Ln a) N N 00 M N- O Cf) C) © N01 O N. N O M O(O a C3) '- O 1 CO Co Co CA � Co U CO CO 1` CO co C3) O N- 1- N'd- C) N r- d' C'7 c o 7...4; '' Tr N N' LN CO CO O (N CO CO CO 0 00 M N �• _ CO M O) CO N c o � ,- r- T- , I N O N LLL 4 .CO E ca EA ! 1 EA Eft Ef} 69- EA D_ �. --- -o C Tz CC U �► W CO r ) CO CO M O CO 'I`'i CO O 0 Cb CO e- (I) 0 +-+ r- e- - C3T- a) d' t d• LU O I CO a) N- N. N- COO 0 (I) Lf) e- CO CO op oo Co O j LU C3) LU L N M LL 0) ce, co M co- C3) C3i co L I C3) co a) cohco Q) L oi m CZ C 0 N- CO N r-! d' �!' N I CO CO CO N- LI) Q > Ocsi V. O Q � ' ; u. 1 >% Eft EA Eft EA Eft EA C la = y � 1 ca •_ .sa _ _ ' 0 C Ca Fii O N 1--,; = O O , •— I I •C cn 3 4=co CD ca = cn z cn O Z C cu U) C w o o CZ as0 L 0) o a�co Li: a) 0 •o O m G) a) as E a)1 .3 C Q as0 as am 13 i5 •C ca C a) 0 a) 0 a) co CO D O- a) C a_ - m � LL LL. as ~ 0 c 0 a) N 0 a)!CU N W X x cn 4 1-- "c3 L p N a) 2 D Cr W W }, C� _ > .«r Cv ctsx Q o c LL C 0 1' _ (U — - N O i cn _ - N C __ ■_ Q) L «� a) C) C -1= Q U .. O 0 O > 0 . a) +3 C6 ._. O > Q, O i N N Ca O Q L-- 'a C� CD 0 0 --' O `}' -0 L a) X O,C6• CIO O U. -0 - X C C N- H CO Ce J 1'- 1--- '- < C� C W c'c < C) W Cf) W Q r, r L, 4: - , ,,,--4416.. , ,e , , ''."- - ,....- /ilikiN,,,, Iltfik. r F f sii, e I ... rai, .••-- .:----,,, , _ -- , ,., _. _ . ",A f`� ! f ialei► ii a . r �r :lt :-�, A- " `: ,C,4-,-.,_."'f u 7,4'..1„:„:4,---:','. i, eii���Y 5!! _" '''''.-•;:4-'!'"P':"' ;.:,,.4.4*-' b w 3� Financial �ww *• , . . Sustainability _ t,vtEY qq�o FY 2009 — 2019 O 29 ,.:i:,-0,,,,,,-*:-, -4,.... _.._ate °``"���,,,1a November 12, 2008 Financial .; Refers to the Town's ability to maintain service levels into th f i e uture balanced with the projected future availability of revenues while maintaining sufficient contingency reserve balances. ,,,. a ,' 1 Cost Saving Potential Opportunities ,.: $150.000 Retail Sales Tax Rebates • $100.000 Insurance Premiums $150.000 Vacancy Savings/Hiring Freeze $200.000 Annexation Expenses EBILO Consultant $175.000 Services $833.000 MOC Debt Serice $500.000 CARF Cash Reserve $360,000 sanofi-aventis Rebate $- $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 $900,000 Savings = $23 468I 000 Economic Vitality Model An interactive land-use •,, • m roe.ma sex sew we • '17 based model designed A- EIF G .4 I 2, Ore VW.Growth Projection Assumptions to project future 6 RESIDENTIAL revenue and 7 Number of Omitting Units 400 400 400 4.. Oaxelopmette Rural Low Oen., 10. 10% 10% 10% expenditures 12 Low Denney Restdenlial 041/AC 20% 20% 20% 20% 13 20. 20% 2016 20% 14 nIVenOtar=ellia:121Ci:UA/CAC 30. 30% 30% 30% Ron Dens,...Mail 5.DU/AC 20. 20% 20. 20 16 Master Planned Commun., 17 Tow 10: 10: 10: 100% 19 Rural Low Den•XY 40 40 40 40 22 Low Density Res,dential 0 4-1 2 DU/AC Low Den“y Recieential 1 3-2 0 DU/AC 80 BO 80 BO BO 80 BO BO 22 Med..Density Renee/Mai 2 1-3 DU/AC .81.Density A...Min 5.DU/AC 120 120 .20 120 80 80 90 BO 22: MK 2007 20011 Mt 2010 2011 2012 2013 2014 227 Cu'rnutra'el 40 90 t 20 160 Bow Yam f9j Low Density Reseentel 0 Al 2 DU/AC Leer Demmi RendeMel 1,3-2.0 DU/AC BO 160 240 320 80 160 240 320 t=7."'",:o Zee 2337 2003 21309 2013 101. .2012 2013 2014 30 Mereuin Density Residential 2.1-5 DU/AC 120 240 380 480 Pr a 64,100 ..144 46,103 41.022 40,026 4a. SIM 50,441 31,1C4 T Com, .976079 2 233 379 2.379 3.073 3826079 3.379 3.379 3,426079 3,661079 Pr rope, O. 7 187 7.3 6 0301 9373 9 544 1,016 10, .3:74:1F,p,m6c. .,436 16. 172. 17.676 17. 19.7 10.367 16037 13,07 ,17 AM 48 738 49337 51137 52337 523,M2 54 490 50.449 %,533 6:4.47.,3F 200 C130 363E00 .003 200.. 203. 2134330 X0.0 2C4.1300 .1.26.0C.0 et,,44,Co 37 , 1 9CO. 1 92E.1 525.•326.17317303 1.MO 1..0 1,13.0 DU 4X 403 . 400 399 od,natara 1 1 I 1 1 1 1 1 el,.Total Sect Tax Ca.SluJe Laces1 0 0 0000600 714,4,14 342 372 kt .2 602 602 . 562 C4,444,darter 4-1.2 MAC 2.130 2 250 2,340 2.420 2,600 2. 2 740 2.0 2, 1C17479 10:7 10'6:7 1074 10: 477 111477 11':477 .4=sZtittlt G1174,c 4 09G 4:130 4:210 4:290 4:373 ago 4 4:40t1 4,410 • - - • • 43 100 220 340 etineo-rinfoorte,,ea, 1 114 1 114 1,114 1 114 1,114 1,114 1 114 1.114 1,114 C en,SF 376 879 222O 879 2 428179 7 379 20261,71 1023,971 3 2X.079 3.076 3.ssi.en Cite.F 7613 946 El.146 943.948 Efie 940 E13,949 91,30 .43 0. 593,943 .;e4 417 4. 117 4. 417.4. 417 4. 417,4. 417,448 417 446 417,4. 417,446 2 _............... ...„........... .......... . _ . .. vp, :4:T... ., . ,_ ....„.,..., . ..... ,3, ,..,, At r.'a r ‘ ii 3/41 '...i,-. -- --H - ip,„ l ' 1-'- 404 _i 1.: 1 _, _,, . .;-... -, , F , . 1 - - - „ i , ,- Genera ,,,,. . _ .,,,. ., , , _. _ , , ,..........._ ,..... ,, :.....„,,,...„.„ii.,..,:,...,.,,,...„ ,:.z.,„,, ,,,,.„ ...._ , ..._, ,, „,,,„1,,T,..,„iiiia.,, ...._,,, . ., .....__., ...,....,... ,... .,... ....... ._,,..,„ .. . , i. ,,r k t n a k, -a. a �F .„ i ,,,,. k �.,,... , ` • .‘ ,.. ; ,....,,, ,.k .::),,,,..„, -,,,, i • L. p� _( -►' . r General Fund Assumptions ,,, Revenue Expenditures • Zero growth in Local Sales Tax for • No new personnel FY 2011 & FY 2012 • No new program additions or • FY 2013 begins recovery period expansions with 3% growth annually • 5% combined cost of living and • 2% Utility Sales Tax sunsets April merit/step increase for staff 2009 • 10% annual increase in benefit • Residential development remains costs flat with peaks in FY 2011 & FY • Annual funding of Capital Asset 2012 Replacement Fund • Commercial development slows • Annual debt service payments for considerably in FY 2010 with slight Municipal Operations Center peaks in FY 2011 & FY 2014 3 General 40.0 �_ ------ 35.0 Expenditures 30.0 - Revenue 25.0 - I 20.0 $23.8 • 15.0 - Fund Balance $14.5 10.0 - $12.1 $10.8 $9.4 $9.4 $10.7 5.0 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015- 2019 Potential Revenue Sources General Fund 4 Annexations 4 Primary Property Tax ■ Westward Look Resort ■ Foothills Mall •Arroyo Grande 1/4 cent or 1/2 cent .# Library Operations additional local sales tax to Implement a local sales Service level/ tax on current non- Program Reductions taxed categories 4 • /12,, *84 - �,;yteiW., , un r,„1, bt � Highway Fund Assum tions p Revenue Expenditures :.3 • 1.2 million square feet of expansion._. • No new personnel at Ventana Medical Systems phased • Annual roadwaymaintenance in over a 10-year timeframe equals $1.2 million per year • Assumes modest population • OCI index continues to decline as growth roadway projects are kept minimal •Commercial development slows • 5% combined cost of living and considerably in FY 2010 with slight merit/step increase for staff peaks in FY 2011 & FY 2014 • 10% annual increase in benefit costs • Annual debt service payments for Municipal Operations Center 5 M r Highway 8.0 --- 6.0 Expenditures 4.0 - Revenue- 2 0 evenue2.0 pormi $0.7 Irmem $(1.8j 3 (2.0) Fund Balance i7) $(1O.7) (4.0) (6.0) - (8.0) - (10.0) - (12.0) FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015- 2019 Potential Revenue Sources HighwayFund Redirection of 6% bed tax revenues Gas/Electric franchise tax Additional increase in local sales tax earmarked specifically for roadway maintenance 6 a - ,-i{ yz ;4 rte.darn-«.ntr 4�'4�t�..:�Mr''''"a! t s'•.7 �. �n ;d 3'M.:V 4' Vim_• f„5 • (T----7\-V, jam.._` .r--'�\1 \ 6 ( ' 17, sg Fv+tia E 4 iY x�'y�'_t` �.ai'S 3-�lcr �rq a'{v�xs�Y��• ��c4s_,p�'�, '`."`/�''g BedTax Fund assumptions PP Revenue Expenditures • 2% decline in bed tax revenue in FY. • Current sales tax rebate expires 2010 in FY 2010 • No growth in revenue in FY 2011 • 2% of bed tax revenue allocated S. FY 2012 for marketing efforts • FY 2013 begins recovery period • 4% of 6%tax allocated for 0&M with 3% growth annually for Naranja Town Site (if ballot measure passed) •New hotel facility forecasted in FY 2011 and two new facilities in FY • 5% combined cost of living and 2013 merit/step increase for staff • 10% annual increase in benefit costs 7 r Bed Fund 18.0 -- 16.0 - 14.0 $16.4 12.0 -- 10.0 - 3 8.0 - 6.0 - Fund Balance 4.0 - $5.9 1111 - Revenue $4.4 2.0 $3.2 Expenditures FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015- 2019 Questions/Feedback 8 TOWN OF ORO VALLEY Page 1 of 6 COUNCIL COMMUNICATION MEETING DATE: 11/12/08 TO: HONORABLE MAYOR AND COUNCIL FROM: KATHRYN CUVELIER, TOWN CLERK TORY SCHLIEVERT,MANAGEMENT ASSISTANT SUBJECT: DISCUSSION OF ADMINISTRATIVE PROCEDURES AND POLICIES FOR TOWN OF ORO VALLEY BOARD AND COMMISSION MEMBER APPOINTMENTS SUMMARY: The Council has expressed an interest in moving away from the current Board and Commission member appointment process toward a process that will allow each individual Council Member to appoint a representative to each of the ten boards and commissions. To provide for this change the Town Council would need to make changes to the Town Code, Zoning Code and supporting policies. • Planning & Zoning Commission • Art Review Commission • Development Review Board • Oro Valley Water Utility Commission • Board of Adjustment • Historic Preservation Commission • Finance & Bond Commission • Storm Water Utility Commission • Parks and Recreation Advisory Board • *Municipal Property Corporation *Please note: The tenth board - Municipal Property Corporation consists of a three (3) member Board of Directors. The MPC Articles of Incorporation allow up to seven (7) members, however, staff recommends leaving this board at three members since they typically do not meet more than once a year. Currently, there are three boards or commissions that are set up for only five (5) members; Finance and Bond, Storm Water Utility, and Board of Adjustment. In order to accommodate the process change each of these boards or commissions would need to be expanded to seven (7) people. In addition, the policies and procedures that are attached as an addendum to the Town's parliamentary rules and procedures would need to be altered to reflect the change. In creating the draft code changes and policy changes for this request, staff has determined several decision points that require Council input before moving forward to a regular agenda. The items are called out under specific headings below and should help to facilitate the discussion about this potential process change. TIMING OF COUNCIL MEMBER APPOINTMENTS Given that the proposed changes to the appointment process allow each Council Member to select their own representatives to serve on their behalf throughout their term, the question of appointment timing is raised. Staff has assumed that the new appointments are intended to be coterminous with the Council Member who appointed them, the question becomes should the board or commission member be appointed during the TOWN OF ORO VALLEY Page 2'of 6 COUNCIL COMMUNICATION MEETING DATE:• 11/12/08 ' second meeting in June with a term to run July 1st through June 30th like the fiscalear? Or should y the appointments be made in July with the board and commission member terms to run August 1st to Jul 30th9 y In the first scenario, the General Election results would be known the third week of Mayand the . Council Members would be seated at the first meeting in June. This would allow for a two week timeperiod for . newly elected Council Members to determine their nominees to be appointed at the Council's second regular g meeting in June. This time frame is feasible however it would require work on the candidate'sartprior to the p General Election to identify who they would potentially want on each board and commission. This version of the process would allow for the terms to run concurrent with the Town's fiscal year. (Please note that if. any candidates are elected at the March Primary, this would allow them more time to identify citizens they want). may Alternatively, the newly elected Council Members may appoint their nominees during the second meeting in July, as the first meeting is typically canceled due to the Independence Day holiday. This puts the board and commission appointments on the same agenda as final adoption of the Town Budget and would allow appointees' terms to run from August 1st to July 30th. This option allows more time for newly seated Council Members to determine their appointees. Staff is requesting Council feedback on their preference given that Council Members will be making the appointment decisions. TERM LENGTH AND LIMITS The next issue that is raised is term limits. The current Town Council parliamentary rules and procedures state that: "No volunteer shall serve more than 2 consecutive terms, either 2-year (4 consecutivemaximum)terms year maximum) or 3-year terms (6 consecutive years maximum) depending upon the board. Once a volunteer has completed the maximum number of terms on a board the volunteer may not be eligible for appointment to that board for a period of 1 year following completion of their term." Under the proposed new process terms could be changed to four (4)years to run coterminous with the elected official or remain at two (2)years before requiring volunteers to take a year off, this would to allow more residents to participate. The options are listed below. A. 2 - Four-year terms for a total of eight (8) consecutive years of service B. 2—Two year terms for a total of four (4) consecutive years of service C. No term limits TOWN OF ORO VALLEY Page 3 of 6 ' COUNCIL COMMUNICATION MEETING DATE: 11/12/08 COUNCIL LIAISONS Thero osed process change would allow each Council Member to directly appoint a representative that p p represents their interests to each board and commission. Given this change, it is unclear whether Council liaisons will still be required. It is assumed that the Council Member's appointee would report back to them with any information that they deem relevant, therefore staff is seeking Council guidance as to whether Council liaison assignments to boards and commissions would need to be kept intact. REQUIREMENTS FOR BOARD AND COMMISSION ELIGIBILITY Currently, all Board and Commission members are required to complete the Citizen's Planning Institute course (CPI) prior to their appointment or during their first term of office. In addition, board and commission members are required to undertake 16 hours of additional training during their term. Given that the new process would appoint board and commission members rather than having them apply, the issue of time commitment is raised. When considering the new process Council direction is requested on maintaining the current eligibility requirements. ADDITIONAL CITIZEN APPOINTMENTS In addition to appointments for board and commission members, the Town Council also makes the following citizen appointments. In the future, a decision on how these representatives will be identified and appointed needs to be determined. Oro Valley Citizen Corp Council(OVCCC) After September 11, 2001, Tucson Mayor Walkup established Operation Safe Tucson which Oro Valley participated in and formed OVCCC. The primary purpose of the OVCCC was to set up programs that Oro Valley needed to protect our community. The OVCCC embraced five different programs: Volunteers in Police Service (VIPS), Neighborhood Watch, Medical Reserve Corp (MRC), Community Emergency Response Teams (CERT), Terrorist Information and Prevention Systems (TIPS). The ten volunteers serving on this committee are chosen representing the five programs, the school system and media. Mayor Loomis serves as the Chair of the OVCCC. Pima County Bond Advisory Subcommittee The Pima County Bond Advisory Subcommittee is tasked with overseeing the implementation of the County's current bond programs, as well as making recommendations on projects for future bond elections. The Committee is obligated to meet a minimum of twice a year. The Committee is made up of 25 members, which include 3 appointments from each of the County Supervisors and the County Administrator, and one appointment from each jurisdiction including the two tribes. Oro Valley's citizen member is John Neis. Regional Transportation Authority's Citizens Accountability for Regional Transportation Committee This committee was assigned by the RTA Board. The role of this committee is to provide oversight to the improvements of the RTA Plan. Oro Valley's citizen member is General John Wickham. TOWN OF ORO VALLEY Page 4'of 6 COUNCIL COMMUNICATION MEETING DATE: 11/12/08 Tucson/Pima County Bicycle Advisory Committee. The Oro Valley representative to the Tucson-Pima County Bicycle Advisory Committee (BAC) works in conjunction with Oro Valley staff to provide input on local and regional bicycling issues. In addition, the OV representative serves on one or more BAC subcommittees, depending on their interests. The OV representative and other BAC members, are also responsible for providing support for local and regional events in which bicycling and the work of the BAC may be promoted, such as the 4`h Avenue Street Fair, the Bicycle Swap Meet, and Clean Air Fest, among others. Oro Valley's citizen member is Donna Aversa. Environmental Planning Advisory Committee (EPAC)for Pima Association of Governments (PAG) The EPAC provides information to and coordinates among other jurisdictions and members in order to advise the PAG Regional Council Management Committee and executive director on regional environmental issues. One citizen from each jurisdiction in Pima County may be appointed to this Committee. This position is vacant and is being advertised at this time. COUNCIL LIAISON POSITIONS TO OUTSIDE AGENCIES In addition to volunteer appointments to boards and commission, Council Members also serve as representatives on the boards of outside agencies. A process for making these appointments needs to be developed to assure equal representation amongst all seven Council Members. Council direction on this type of policy is requested at this time. Amphitheater School District Governing Board Town Council Policy 9 was adopted to maintain and improve communication between the Oro Valley Town Council and the Amphitheater School District Governing Board, thereby establishing the position of Council Member Liaison to the Amphitheater School District Governing Board. Council Member Abbott serves as Council Liaison with Council Member Gillaspie as alternate. Metropolitan Tucson Convention and Visitor's Bureau (MTCVB) The MTCVB initiates, implements and administers comprehensive sales promotion and advertising programs to attract an increasing number of convention delegates and vacationing tourists to the Town. A position on the Board of Directors shall be maintained for an elected official from the Town. Vice Mayor Kunisch serves as Council Liaison. Pima Association of Governments/Regional Transportation Authority (PAG/RTA) PAG's mission is to help promote good decision making for the region by providing accurate data and encouraging consensus among its members and the public. One elected official is appointed to represent city/town in Pima County - protocol -Mayor of jurisdiction serves on PAG & RTA. Tucson Regional Economic Opportunities (TREO) Agency oversees the implementation of the Economic Blueprint for the region to ensure and improve the vitality of the larger community, including Oro Valley, by complementing the community's economic TOWN OF ORO VALLEY Page 5 of 6 COUNCIL COMMUNICATION MEETING DATE: 11/12/08 development resources. The recently adopted Financial Participation Agreement no longer provides for a Town Liaison to TREO. However, Mayor Loomis is serving as the PAG liaison to TREO. Northern Pima County Chamber of Commerce (NPCCC) The Northern Pima County Chamber of Commerce is a business and economic development organization that was formed to serve, promote and protect its members and the business community of Northern Pima County. Vice Mayor Kunisch currently serves as the liaison to NPCCC. Legislative District 26 The liaison to Legislative District 26 is responsible for keeping our legislators informed of issues within the town and answering any questions that our representatives may have. In addition, the liaison attends any meetings held by representatives of Legislative District 26. Council Member Latas is currently the liaison. PROCESS CHANGE Elections in Oro Valley are held in even numbered years and so too will be the appointment process, however due to the timing of this issue, staff suggests that those members who are eligible for re-election in 2010 appoint board and commission members for the term of one (1) year. Those who were recently elected in 2008 will appoint board and commission members for a period of three (3) years. This will allow for the appointment process to fall in line with the staggered terms of our elected officials. Following the election in 2010, the appointments will be for 4 years and follow the Town's general election cycle. All board and commission appointment nominations will be placed on a regular Council agenda for ratification by a majority of the Council. Council Members may change or replace any individual that they appointed to a board or commission; however any change must go back to the Council for ratification. No Council Member may remove or change the appointee of another Council Member unless the appointing Council Member has left office in which case, the succeeding Council Member will make the appointment. BOARD/COMMISSION RULES AND PROCEDURES The Board and Commission Rules and Procedures will be amended to reflect the increase in membership to 7 members for the Finance and Bond Committee, Storm Water Utility Commission and the Board of Adjustment. ATTACHMENTS: 1. Draft Town Council Parliamentary Rules and Procedures Appendices based on new process 2. Council Liaison Assignments approved by Mayor and Council September 3, 2008 TOWN OF ORO VALLEY Page 6 of 6 COUNCIL COMMUNICATION MEETING DATE: 11/12/08 • Y .. ; .-1,ti - Li-tAi K t yn E. Cuvelier, Town Clerk i ' 1 IWO Tory ct►lievert, Management Assistant 0,,,ei-v?,;( a--141, 4, ._,..A.A.A--- David Andrews, Town Manager APPENDIX "B"—amended APPOINTMENT PROCESS OF TOWN OF ORO VALLEY VOLUNTEERS TO BOARDS, COMMISSIONS, COMMITTEES ADVISORY BOARDS AND TASK FORCES In accordance with Oro Valley Town Code Section 2-4-8, the Mayor and Council may create any Town Board, Commission, Committee, Advisory Boards, or Task Force ("Board"), standing or special, as it deems necessary. Therefore, the process surrounding appointments to a Board should be streamlined in order to facilitate a quick and courteous appointment as follows: Application: Volunteers who have been identified by a Council Member as a nominee must complete an application to be considered for appointment to a Board, which is submitted to the Town Clerk. Notification: New or Current Volunteers Recommended for Appointment: Prospective appointee is forwarded a copy of the Council Communication naming those volunteers recommended for appointment along with a personal letter notifying the prospective appointee of the Council meeting date at which they shall be recommended for appointment. Criteria for Appointment: 1) Availability 2) Residency of 1 year, and 3) Completion or commitment to complete the Citizen Planning Institute (if applicable) and other Board training workshops offered throughout term. Criteria for Reappointment: 1) Minimum Performance and Attendance 2) Personal Relations and Participation, and 3) Growth and Improvement, including Board training in addition to the completion of the Citizen Planning Institute (if applicable) within the volunteer's first term. Terms: (a) The terms of members of a body shall be coterminous with the terms of office of the Town Council who appointed them, or until their successors on the body are appointed, except such members may be removed with or without cause prior to the expiration of their term by the member of the Town Council who appointed them or by such a member of the Town Council's successor in office. (b) Members of such bodies shall be eligible for reappointment; but in no event may any individual serve more than a total of eight(8) continuous years on the same body. Once a member has served eight (8) years on a body, he/she may not be reappointed to that body until he/she has had a break in service of at least one (1) continuous year. Whenever a body is dissolved and reconstituted, time previously spent in office shall count towards the eight-year limitation. (c) Except as provided in subsection (d), should the appointment of a member of a body authorized to be appointed by the mayor, a member of the council, or the town manager (hereafter referred to as the "appointing authority") fail to be made within thirty (30) days after the expiration of the term of the member or thirty (30) days after a vacancy occurs, the appointment may be made by the Town Council. (d) Prior to the expiration of the term of members of bodies referred to in subsection (c), or within thirty (30) days after a vacancy on such a body occurs, the appointing authority may request an extension of time from the mayor and council to make the appointment. Term Limits: No volunteer shall serve more than 2 consecutive terms of 4 years. Once a volunteer has completed the maximum number of terms on a Board the volunteer may not be eligible for appointment to that Board for a period of 1 year following completion of their term. Concurrent Office: No volunteer shall serve on more than one Standing Board at any time. A standing Board is that Board appointed by the Council for an unspecified duration and has regularly scheduled meetings. Town Employee: Town Employees shall not serve on any standing Board with the exception of the Grievance Review Board. Attendance: A vacancy shall be deemed to have occurred upon three (3) consecutive unexcused absences, or as determined by the individual Board Bylaws. Training: Training is mandated for all new volunteers and those seeking reappointment. These individuals shall commit to the completion of a total of sixteen (16) hours of training per term (in addition to the Citizen Planning Institute) offered by the Town of Oro Valley onsite and/or through outside sources, while the Town shall commit to providing the logistics and payment of any and all training workshops. Both Chairs and Vice-Chairs are encouraged to attend an "advanced training" workshop focusing on meeting management, conflict/dispute resolution, parliamentary procedures, and Board member coordination offered by the Town. The "advanced training" is open to all volunteers. Four hour training seminars will be offered bi-annually (at a minimum). Every effort will be made to conduct the training seminars in August and in February. . APPENDIX "C" APPOINTMENT PROCESS IN RELATION TO TERM LIMITS OF TOWN OF ORO VALLEY VOLUNTEERS TO BOARDS, COMMISSIONS, COMMITTEES, ADVISORY BOARD AND TASK FORCES In accordance with Oro Valley Town Code Section 2-4-8, the Mayor and Council may create any Town Board, Commission, Committee, or Task Force ("Board"), standing or special, as it deems necessary. Therefore, Appendix "B" was appended to the Town Council Parliamentary Rules and Code of Conduct to clarify the appointment policy and Appendix "C" is appended to further clarify or delineate term limits for all current Board volunteers. In relation to "term limits," appointments shall be made for four-year terms, and a volunteer may continue service until reappointed or replaced, and no volunteer may serve more than two consecutive four-year terms (eight consecutive years maximum). Once a volunteer has completed the maximum number of terms on a Board, the volunteer may not be eligible for appointment to that Board for a period of one year following completion of their current term. Scenario 1: If a current Board volunteer was initially appointed to a Board, and has already served on that Board for more than eight consecutive years, the Board volunteer will have already served the maximum number of years on that Board. The volunteer's term limit will expire at the conclusion of their current appointed term. Scenario 2: If a current Board volunteer is serving a four-year term on a Board, the volunteer may request reappointment and may expect to serve another four years with that Board for up to eight consecutive years. Scenario 3: If a current board volunteer was appointed to a Board to fill a vacancy, then the volunteer completes the term of that vacancy without penalty. If the Board volunteer chooses to apply for service to that Board, then the term limit of two consecutive four-year terms (eight consecutive years maximum) does not include any time served while completing the term due to a vacancy. Adopted 11/20/02 • • APPENDIX D CONSIDERATIONS FOR SERVICE ON TOWN OF ORO VALLEY BOARDS, COMMISSIONS, COMMITTEES AND OTHER VOLUNTEER PUBLIC BODIES Introduction: Members of Town boards, commissions, committees and other volunteer public bodies ("appointed public bodies") are appointed by the Town Council. Council Members are the constituents of the members of the various appointed public bodies in that such members have been authorized to act as the agents of the Council for the limited purposes relating to each such appointed public body. With the exception of the members of the Board of Adjustment, these members serve at the pleasure of the Council. Board of Adjustment members are appointed for four-year terms, and may be removed by Council for "neglect of duty, inefficiency, or misconduct in office." OVZCR 21.6.D. 1. The general purpose of the appointed public bodies is to serve the interests of the Town, as a whole, in accordance with the overall direction established by the Council. It is expected that appointed members will act consistently with this general principle. Each appointee is also expected to act within the scope of his or her authority, and act consistently with the Town Codes, ordinances, resolutions, policies and procedures and applicable federal and state law including specifically the Open Meeting Law, Public Records Law and the laws concerning conflicts of interest and financial disclosure. 2. Certain boards, commissions, committees and other volunteer public bodies primarily advise the Council concerning general matters of interest to the community at large. An example of this type of appointed public body is the Parks and Recreation Advisory Board. Other boards, commissions, committees and other volunteer public bodies regularly handle contested cases. A "contested case" is a matter or proceeding before a Town board, commission or boards, commissions, committees and other volunteer public bodies in which legal interests, rights, duties or privileges of one or more specific parties are addressed by a decision or recommendation of that appointed public body. An example of this is the Planning and Zoning Commission. In certain instances appointed public bodies are part of the Town proceedings for the establishment or setting rates and fees. Appointees involved in contested cases or participating in rate or fee setting proceedings, in particular, are expected to act in careful regard of their responsibilities and these guidelines. 3. It is expected that an appointee will avoid the appearance of partiality or unfairness as a decision-maker in any matter before the public body of which he or she is a member. Among the actions that may assist an appointee in avoiding the appearance of partiality or unfairness are: • Treating all public participants with the same degree of politeness and formality before and during a meeting, including breaks, to avoid the impression that some participants may expect special treatment. • Not meeting with a party or a particular side concerning a"contested case" outside of the meeting of the public body to avoid the impression that certain parties have the privilege of special access to promote their particular interests before the public body. Generally, public meetings are the proper venue for members of a public body to gather information upon which to base a decision. • Waiting until all the facts are presented to the appointed public body before passing public judgment as an individual member. The official record upon which a decision or recommendation may appropriately be based is the record of public proceedings, not simply one's personal back-ground knowledge. • An appointee removing himself or herself from any particular proceeding of the appointed public body relating to a matter in which the appearance of impartiality and fairness has been compromised by activities and/or public statements of the appointee. 4. It is expected that an appointee who disagrees with fellow public officials, decisions of the Town Council, Town administration, the decisions of his or her own public body or the decisions of other boards, commissions, committees and other volunteer public bodies will do so constructively, based on facts, consistent with applicable law, and avoiding personal attacks, misleading statements or unsupported accusations. 5. It is expected that an appointee will respect the proceedings of other appointed public bodies by: • Addressing members and staff during the meeting through the person who is chairing the meeting, avoiding the use of first names. • First identifying whether he or she is appearing as a private citizen or is appearing officially on behalf of the public body of which he or she is a member. • Avoiding lecturing members of a sister board, commission, committee or other volunteer public body on their responsibilities and authority as members of that public body. • Not disrupting the proceedings of another public body by approaching the dais or staff desk area while the public body is in session, unless invited to do so by the person chairing the meeting. • First raising any questions or concerns about the decisions or proceedings of another public body with staff or the chairperson. 6. It is expected that an appointee will be considerate of the fact that the elected Council Members are ultimately responsible for setting Town policy and directing its implementation. An appointee may be opposed to a course of action or decision by Council, or implementation of the same, and still continue to serve as a member of his or her public body. In the event, however, that an appointee wishes to actively and publicly oppose a course of action or decision by Council, or the implementation of the same, then it is expected that the appointee will resign rather than act in public opposition to the administration he or she has been appointed to serve. Adopted by(R)05-119, 12-7-05. Council Liaison Assignments Effective September 3, 2008 - June 30, 2009 (Assignments to be re-evaluated June 2009) Arts Review Commission(ARC) Al Kunisch Board of Adjustment Barry Gillaspie Development Review Board Al Kunisch Finance & Bond Committee Bill Garner Historic Preservation Commission Salette Latas Oro Valley Citizen Corps Council Paul Loomis Oro Valley Citizen Corps Council (alternate)Bill Garner Parks & Recreation Advisory Board Paula Abbott Planning &Zoning Commission KC Carter Stormwater Utility Commission KC Carter Water Utility Commission Barry Gillaspie Outside Agencies Amphitheater School District Paula Abbott Amphitheater School District(alternate) Barry Gillaspie Legislature; District 26 Salette Latas MTCVB Al Kunisch TREO Paul Loomis Northern Pima County Chamber Al Kunisch Pima Association of Governments Paul Loomis Pima Association of Governments (alternate)KC Carter Regional Transportation Authority Paul Loomis (PAG Representative is required to serve. No alternates allowed.) Approved by Mayor and Council September 3,2008