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Home My WebLink AboutPackets - Council Packets (884) **AMENDED (10/02/07, 12:30 p.m.) *AMENDED (10/01/07, 11:30 a.m.) AGENDA ORO VALLEY TOWN COUNCIL REGULAR SESSION OCTOBER 3, 2007 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER *5:30 PM CALL TO ORDER ROLL CALL EXECUTIVE SESSION AT OR AFTER *5:30 PM 1) Pursuant to ARS §§38-431.03(A)(1), discussion and consideration regarding assignment of an interim Town Attorney until a permanent replacement Town Attorney is selected through the recruitment process, Council may vote to meet in Executive Session with management staff regarding this matter. *2) Pursuant to ARS §§38-431.03(A)(3) and 38-431.03(A)(4), discussion and consultation with the Town Attorney regarding the potential impact of the November 2007 City of Tucson ballot proposition 200 (the Tucson water user's bill of rights) on intergovernmental agreements between the Town and the City of Tucson relating to the delivery of water RESUME REGULAR SESSION AT OR AFTER 7:00 PM CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE UPCOMING MEETING ANNOUNCEMENTS — TOWN MANAGER COUNCIL REPORTS DEPARTMENT REPORTS TOWN MANAGER'S REPORT The Mayor and Council may consider and/or take action on the items listed below: ORDER OF BUSINESS: MAYOR WILL REVIEW THE ORDER OF THE MEETING CALL TO AUDIENCE — At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today's agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during 10/03/07 Agenda, Council Regular Session 2 "Call to Audience." In order to speak during "Call to Audience" please specify what you wish to discuss when completing the blue speaker card. PRESENTATIONS: Presentation of Certificates of Appreciation to the Southern Arizona Homebuilder's Association (SAHBA), Gradybilt, Johnson-Manley, Ralph Hayes Roofing, Lee Hoffman Roofing, Tricon Contracting and Jim Mack, volunteer for their participation in the emergency stabilization of the Steam Pump Ranch Presentation to Town Attorney Melinda Garrahan in appreciation of her service to the Town of Oro Valley from April 25, 2005 to October 5, 2007 1. CONSENT AGENDA (Consideration and/or possible action) A. Minutes — September 12, 2007 B. Building Safety Activity Report - August 2007 C. Police Report - August 2007 D. Coyote Run Monthly Report —August 2007 E. Report on Emergency repairs to the 16-inch main located on Lambert Lane east of La Canada F. Appointment of Dan Rhoads and Sandra Abbey to the Corrections Officer Retirement Plan local board for two-year terms ending June 30, 2009; and Nancy Anderson and Pat Kalahar to the Corrections Officer Retirement Plan local board for four-year terms ending June 30, 2011 G. Resolution No. (R)07- 108 Supporting No Child Left Behind Improvement Act of 2007, H.R. 648 H. OV5-07-10 Approval of public art for the Wingate Inn Hotel, located within the Steam Pump Village development at the intersection of Oracle Road and Hanley Boulevard I. OV5-07-08 Approval of public art for the Vistoso Memorial Chapel, located at 2285 E. Rancho Vistoso Boulevard J. *Resolution No. (R)07-110 Authorizing and directing the Town Manager to enter into an agreement with Alphagraphics to provide printing and mail house services for the Town's newsletter, not to exceed $40,000 2. RESOLUTION NO. (R)07- 109 PROVIDING NOTICE OF INTENT TO ESTABLISH A STORMWATER UTILITY FEE AND SETTING THE PUBLIC HEARING DATE FOR NOVEMBER 7, 2007 3. CONTINUED PUBLIC HEARING - RESOLUTION NO. (R)07-59, OV8-06- 05 REQUEST FOR APPROVAL OF A CONDITIONAL USE PERMIT TO ALLOW FOR THE ABOVE-GROUND REPLACEMENT OF EXISTING OVERHEAD POWER POLES AND ELECTRIC UTILITY WIRES, LOCATED ALONG THE SOUTHSIDE OF TANGERINE ROAD RIGHT- r4.10/03/07 Agenda, Council Regular Session 3 OF-WAY BETWEEN LA CHOLLA BOULEVARD AND LA CANADA DRIVE Explanation: Continued from August 1, 2007 Town Council meeting. APPOINTMENT OF INTERIM TOWN ATTORNEY 5. **CONSIDERATION AND POSSIBLE ACTION TO RECONSIDER THE TOWN COUNCIL'S SEPTEMBER 19, 2007 VOTE APPROVING COUNCIL POLICY #4, UPDATING THE TOWN OF ORO VALLEY MEETING FACILITIES USAGE POLICY Explanation: If the Mayor & Council vote to reconsider this item, the Mayor & Council must continue consideration of this item to the next scheduled Council meeting. 6. **CONSIDERATION AND POSSIBLE ACTION REGARDING COUNCIL POLICY #4 UPDATE - TOWN OF ORO VALLEY MEETING FACILITIES USAGE POLICY 7. FUTURE AGENDA ITEMS (The Council may bring forth general topics for future meeting agendas. Council may not discuss, deliberate or take any action on the topics presented pursuant to ARS 38-431.02H) CALL TO AUDIENCE — At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today's agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during "Call to Audience." In order to speak during "Call to Audience" please specify whatY ou wish to discuss when completing the blue speaker card. ADJOURNMENT POSTED: 09/21/07 AMENDED AGENDA POSTED: 10/01/07 3:30 p.m. 11:30 a.m. cp cp SECOND AMENDED AGENDA POSTED: 10/02/07 12:30 p.m. cp Whenossible, a packet of agenda materials as listed above is available for p public inspection at least 24 hours prior to the Council meeting in the office ofthe p Town Clerk between the hours of 8:00 a.m. — 5:00p.m. 10/03/07 Agenda, Council Regular Session 4 The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk's Office at least five days prior to the Council meeting at 229- 4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Town Council during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Town Council on any item(s) on this agenda, please complete a speaker card located on the Agenda table at the back of the room and give it to the Town Clerk. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during "Call to Audience", please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Mayor announces the item(s) on the agenda which you are interested in addressing. 1. For the record, please state your name and whether or not you are a Town resident. 2. Speak only on the issue currently being discussed by Council. Please organize your speech, you will only be allowed to address the Council once regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During "Call to Audience" you may address the Council on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. Thank you for your cooperation. 09/12/07 Town Council, Study Session 1 DRAFT MINUTES ORO VALLEY TOWN COUNCIL TOWN COUNCIL STUDY SESSION September 12, 2007 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE CALL TO ORDER - At 5:34 p.m. ROLL CALL PRESENT: Mayor Loomis Vice Mayor Dankwerth Council Member Abbott Council Member Carter Council Member Gillaspie Council Member Kunisch Council Member Parish Council Member Gillaspie arrived at 6:10 p.m. Council Member Parish participated by phone until he arrived at 6:53 p.m. lo` 1. DISCUSSION REGARDING THE POSSIBLE IMPLEMENTATION OF A STORMWATER UTILITY SERVICE FEE Council Member Carter introduced Stormwater Utility Commission Member David Parker and Vice Chair James Dunn. Mr. Parker presented the Power Point presentation prepared by the Stormwater Utility Commission: • Brief overview of the Fee Initiative History for Stormwater • Fee Structure o Stormwater service charge/fee related to service provided o Funds raised would be strictly for Stormwater program o Fee would be proportional to property's contribution to stormwater runoff; quality and quantity • Development with high percentage of impervious area • Drains directly to storm drains • Contributes most runoff and contaminants o Based on number of Equivalent Residential Units (ERU) for the parcel • Standard ERU will be for an impervious surface area 5,000 square feet. 09/12/07 Town Council, Study Session 2 • 5,000 square feet is the average impervious area for Oro Valley residences • Residential Fee Structure o Flat Fee • Utilized by majority of Stormwater Utilities in the country • Easy to develop and apply • Hydrologically sound from contamination o Fee Based on Multiple ERU's • Less utilized by Stormwater Utilities overall • More time consuming and costly to establish and maintain • Hydrologically justified from water discharge and erosion • Fee Structure Credits o Parcels with non-profit function and ownership will receive a 25% credit providing that the owner participates in an annual or ongoing storm water education program o Parcels with "First Flush" technology would also receive a 25% credit if the storm water drain system is maintained as designed and approved by the Town of Oro Valley o 25% is the maximum credit that one parcel may receive. o Requirements to obtain reduced rate: • Annual application • One time application fee • Annual inspection • Report of compliance • Fee Start-Up Expenses .._..��....w.,�.�....w»....,rvww..w:..xw........�..k_..�._...wvw..N...w.w..M.viwnw�v�.w�w�.wv.M.�_w..w..ww.....w..w......v...�m.�.�....www.w.._�.....w�.�+w...ww.w�.�+M.....�,w..�mN..w..�,.N...w.�.w�.,..w.m�.www..w.._�.w..�.w:..w.w.�.wMmv�:.�.M..w_M w�.�w�........�.........�.......w._.w...�...v:._.....�..�....._.��wwww�wj:.�.,.....µ.�.,...�.�.....w...:......x�.�. w EXPENSE ITEMS :MULTIPL {FLAT ERU's 3 FEE Revisions to the Water Dept. Computer Billing $15,000 1$15,000 System Program for Non-Oro Valle Water Computer y $10 000 $10,000 Customers ...M.:..._._....�_.__..._.__........__�._.._....�......._.».._�m_._...�._....._.w.. _ _._..._._..�..... .. ._..._....._.w.M,..�.__.�...w_.�..�._.,.�.wM.�.M.._�..:...wM..�.�......�...��_�...�w.,._r_...... .....:... ..._....�.....wr._�.....�w........�..�...,....�...._.��.P�....�M._.......�_....w.....�_�.�.w�..w�. Computation of ERU's $25,000 $ 5,000 Entering data into Water Dept. System ($20,000 $ 5,000 , Mailingand Handling1$ 5,500 � '$40 ;.ww~ . - . . .... . . .. ww �....7 5. wo o00 5TOTAL $ ,5 , • Billing Procedure: o Monthly for Oro Valley Water customers o Quarterly for Customers of other water systems o All bills managed through the Oro Valley Water Department System • Customer queries handled through the Public Works Stormwater Management Staff • Customer changes identified through changes to water bills 09/12/07 Town Council, Study Session 3 Mr. Parker noted that other cities with stormwater utilities, both in-state and nationally were researched. The findings were as follows: • The majority of over 800 towns and cities with Stormwater fees imposed a flat fee. • Average fee per ERU was $3.90 • Stormwater Utility Commission's recommendation was $2.90 per ERU Budget Overview: • Revenue: $482,000 based on the fee of $1.90/ERU/Month o Deliverables: • Arizona Department of Environmental Quality (ADEQ) Regulatory Compliance • Inspection of detention and flow controlling structures • Inspection and cleanup of storm runoff into Town washes • Interaction to ensure Pima County Regional Flood Control District (PCRFCD) and Federal Emergency Management Agency (FEMA) funds • Up-to-date Engineering guidelines o Not Included: • Lower level of Professional Service Funding • No extra funds to complete minor Capital Improvement Projects (CIP) { • Improved road maintenance following storms �*► • Vegetation management in Town washes • Minor damage repairs • Revenue: $608,000 based on the fee of $2.40/ERU/Month o Everything at the $1.90 level plus • Higher level of Professional services • Funds for a preliminary design • Storm road maintenance and minor damage repairs • Funds for 1 Full Time Employee (FTE) during monsoon season • Some minor CIP support • Funds for one project o Not Included: • Funding for significant road maintenance and repairs after storms • Funding for vegetation control in Town washes • Revenue: $735,000 based on the fee of $2.90/ERU/Month o Deliverables: • Everything in the $2.40 level plus • Higher levels of Professional services • Funds for one full design • Significant road maintenance and damage repairs following storms its 09/12/07 Town Council, Study Session 4 • Funds for 2 additional FTE's during monsoon season • Vegetation management and erosion control in Town washes • Funds for 1 FTE for half the year • Additional minor CIP repairs o Not Included: • Funds to complete major CIP projects Proposed Stormwater Staff: • Division Manager (20%) • Stormwater Manager • Stormwater Technician • Temporary Agency Employees • Consultants Fee Timeline: • September 12, 2007 - Final Fee Study Session with Mayor and Town Council • October 3, 2007 - Notice of Intent published • October 1-31, 2007 - Meet with various residential, public and commercial groups • November 7, 2007 - Regular Council Meeting - public hearing/approval • January 1, 2008 - Fee becomes effective • February 1, 2008 - First monthly bill is mailed for January, 2008 Oro Valley Water Department customers • April 1, 2008 - First Quarterly bill is mailed for Non Oro Valley Water Department customers • July 1, 2008 - Fee fully funds fiscal year 2008-2009 Stormwater Management requirements Implementation Timeline: • September 20, 2007 o Purchase Billing Software Development o Begin ERU calculations • November 1, 2007 o Begin entering customer accounts • December 1, 2007 - Begin hiring process for Stormwater Manager • February 1, 2008 - First bills are sent out for the first month Stormwater Utility Commission Recommendations: • Stormwater Fee Structure o $2.90 per ERU o Residential rate - flat fee for 1 ERU o Non-Profit rate - multiple of ERU using standard rounding o Commercial - multiple of ERU using standard rounding o Credits • 25% discount offered to Non-Profit and Commercial properties using First Flush Technology or attending Stormwater Education 09/12/07 Town Council, Study Session 5 • Stormwater Fee Implementation Schedule o Public Works approval to spend funds for software and customer account development today o Notice of Intent for Fee published in October 2007 o Public Hearing scheduled as soon as possible with intent of a Council vote at the end of the Public Hearing Discussion ensued that clarified: • The fee of $2.90 coupled with the Town's annual 5% growth rate would enable the utility to be self sufficient without raising rates. o It was noted that should the growth rate decline, cutbacks in personnel and/or aide from the Contingency Fund would need to be addressed. • Smaller washes in the area are the Town's responsibility to maintain; whereas larger washes are the responsibility of Pima County. • The Water Utility Commission will research working with other entities to ensure that citizens located along the outskirts of Oro Valley would not be billed twice. • Due to the fact that each residential lot differs from the other in size and/or topography, the differences overall are negligible, thus the flat fee would be viable. • The budget for repair and maintenance of equipment rose sharply after the first year to allow for wear and tear. • Savings: 411116. o The $2.40 would save 35 weeks worth of work o The $2.90 would save 80-85 weeks worth of work ■ Would save the Highway Fund $100,000 per year • A fee of $1.90 is the minimum needed to meet the Federal requirements. • Risks o Currently the Stormwater Utility is not fully funded by the Town budget o Under funding would lead to health and safety issues. Council Members thanked the Stormwater Utility Commission for their hard work. Mayor Loomis called for a short recess at 6:37 p.m. The meeting resumed at 6:47 p.m. 2. DISCUSSION REGARDING PERMITTING RELIGIOUS INSTITUTIONS IN ALL ZONING DISTRICTS EXCEPT FOR PARKS AND OPEN SPACE, TO REPLACE CHURCH, SYNAGOGUE, OR TEMPLE WITH RELIGIOUS INSTITUTION IN CHAPTER 31, DEFINITIONS AND THROUGHOUT THE ORO VALLEY ZONING CODE REVISED, AND TO ELIMINATE THE "C" (CHURCH) FROM THE PRIVATE SCHOOLS AND CHURCHES (PS&C) ZONING DISTRICT 09/12/07 Town Council, Study Session 6 Planning and Zoning Director Sarah More presented the item. Conversion of a Single Family Residence (SFR) to a Religious Facility: • Zoning Code o Off-street parking (approximately 300 sq. ft./space) o Landscaping around building/screening o Landscaped buffer yards o Development Review Board (DRB) review of DP and LP. Professional engineering fees o Road capacity issues. Trip generation (ADT) as determined by TIA. • Building Codes o Americans with Disabilities Act (ADA) compliance (parking, access to building [ramps], internal issues [restrooms, etc.]) o Fire sprinklers o Emergency egress • Panic hardware, etc. o Occupancy limit based on size of building • Fire Code o Sprinklers o Access for emergency equipment • Road access • Physical access for equipment • Minimum hydrant fire flows based on occupancy (non- residential uses higher than residential uses) • Occupancy limit based on size of building Code Amendment Options: 1. Add religious institutions to permitted uses for commercial and industrial areas and as a conditional use in all residential zoning districts. 2. Add religious institutions to permitted uses in all zoning districts with no additional regulations. 3. Add religious institutions to permitted uses in all zoning districts with additional special development standards regulating compatibility and nuisance concerns such as traffic, building height and lot size. Discussion followed which clarified: • Other towns such as Marana and Tucson allowed religious facilities/uses in residential zones. • Regardless of a facility's use, whether religious or otherwise, the requirements of the zone must be met. • Religious Land Use and Institutionalized Persons Act (RILUPA) was meant to ensure that a gathering for religious purposes would not be treated any differently than a gathering for any other reason. • Any kind of use that impacts a neighborhood would need to be addressed, such as: o Building capacity 09/12/07 Town Council, Study Session 7 o Blocked driveways and fire hydrants o Noise o Lighting • If a building's use changes, i.e. from a residence to a business, a Certificate of Occupancymust be acquired and the zoning process must be completed. ADJOURNMENT MOTION: A motion was made by Council Member Parish and seconded by Council Member Carter to adjourn at 7:49 p.m. MOTION carried, 7-0. 4 4 Prepared by: Christina Pickering Office Specialist I hereby y certif that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Council of Oro Valley, g Arizona held on the day of 2007. I further certify that the meeting was duly called and held and that a quorum was present. Dated this day of , 2007. Kathryn E. Cuvelier, CMC Town Clerk C 13 • .O,A •_ > _ ._tor ,. . v. O Lf) to W e- ti Cr) 'o Q) l ,� I CN CO CD r Z N p LOLc)0 CO ti OM) 0 0 0 0 0 0 0 0 O O C) 0 -O O O N O 00 r-- lf) Q) < W MEA c� N V>EA 0 Ea EA EA EA EA EA EA ,- EA O) EA EA Co Co Co M LLI► W Eft EA EA EA Ea EAU'l ( !fl EA !f} J Ce � I- ... CO � u- 2 h- p h- N N N 0 0 O 0 0 0 0 0 0 0 r- Lf) O 0) O O CO R CO CD N N. 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La Canada Dr. 4111111Pr N Oro Valley, Arizona 8573 7 \.voiicE . ^3s -'h"- '�- Phone (520) 229-4900 FAX (520) 797-2616 Police 4 ►� www.ovpd.org DANIEL G. SHARP, Chief of o .r1 A A. :, ::: A lb'-LitVDE D ORO VALLEY POLICE DEPARTMENT "FAIRNESS, INTEGRITY, EXCELLENCE" MEMORANDUM TO: Honorable Mayor Paul Loomis & Oro Valley Council Members FROM: Chief Daniel G. Sharp REF: August 2007 Statistics DATE: September 10, 2007 Illior Please find attachedp the captured statistics for the Oro Valley Police Department for August 2007 plus Citation/Warning totals for the previous month. Also included are the g response times for dispatched priority 1-4 calls and a historical review of the past 3 years of statistics for the month captured 0 W 0 > P4 Z ,.......1 . .. . , , _ . 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F—) Q �vcz � I-- . , � o � o � cncnoQoo . . � = �- a � �� c o a) cni o `n ♦'' > c� c� rn •� := a)3 CO o c� > > > ~ �* o � � � � o cn o � — 0o 1--- Q 0 :� o = o% Q 1-- .7t ":(T Ll_ Qv_�_C a- Cr_0 0.4 0 0 0 0M 0 0 0 0 0 0 0 0 0 0 I` co N- LC) LU N- CO N- CO CO N 0) CO r-- CO 0 a) 0) 0) o a) a) oo r- 2 o , LO , c) Q� h_ N. y-- a oo a) N. �- N ti N N r o E_ c o o� * F- It F- ti 0 O Z a) a) a) a) a.c c 5 5 5 5 a - UJ cccco EEEEfx EEEE -. v n o C. 0 0 - oM oM NN N Cfl (0 ,� �- N N CO V A I— ' V n V n O :6-6V AV n FO .o '0 a) E UJE - - To Q' > }' o 0 W Cl)N152o o 0- F-_ F- 0 _1 ,,� - I- O 0 0 ?:)Q0 a, 0 0 C) O CD 0 \ N 0 `4"o 0 < 0 0 - t- G W Cl)J co o o a -4- N a) a)Q wU. r- Q� T Co 4O N ,_ N a, N CO * P * I= CNI O 0 cn cn a) u) cn o a) aG) aQcc � � = _D �•- - N _ •E c c w E E c c c c EEEEW •E W in �r) •E - c E `- � � � V A � LnLn � � V A V AV AZ ++ V AV AZ �L .0 a) 'O a . a) cn a .- a) Cl) I— E _ F- E - ca Ta o f-' U 0 ~ 0 �a. > a n. > ra Cl) o � a) O I- I- 0 I- I- TOWN OF ORO VALLEY Page 1 of 1 _OUNCIL COMMUNICATION MEETING DATE: October 3, 2007 TO: HONORABLE MAYOR AND COUNCIL FROM: Philip C. Saletta, P.E.,Water Utility Director SUBJECT: Report on Emergency repairs to 16-inch main located on Lambert Lane east of La Canada. SUMMARY: On Monday, August 13, 2007, the Water Utility was notified by an area resident that there appeared to be water leaking from a below ground source. Staff responded and found the existing 16-inch water line on the south side of Lambert Lane, outside of existing pavement, leaking. Water Utility Field Staff immediately isolated and shut down the water line. Fifty Four homes within the Autumn Hills subdivision located east of La Canada Drive and on the north side of Lambert Lane were without water service for about an hour until water service could be restored to them. Due to the location and size of the 16-inch water line and the complexity of repairing it, a contractor was brought in to perform the repair. The repairs included replacing approximately 30-feet of 16-inch PVC pipe with ductile iron pipe and replacing a 16-inch gate valve. Surface remediation included replacing approximately 40-feet of the paved walking path as well as restoring and regrading areas that were eroded due to the run-off of the leaking water. she repairs described above were made by Tricon Contracting, Inc. with a final cost of $61,463.90. In accordance with Town Code Section 3-4-4-D (SOP #2), emergency procurement procedures were implemented to complete the necessary repairs. ATTACHMENTS: 1) Memorandum to Mayor Loomis from David Andrews 2) Memorandum to David Andrews from Philip Saletta SUGGESTED MOTION: I move to accept this report. or I move to..... d 11 de-t-4----- A..:. ,g Phili C. S etta, ater Utility Director David Andrews, Town Manager ORO VALLEY WATER UTILITY MEMORANDUM TO: David Andrews, Town Manager FROM: Philip C Saletta,P.E., Water Utility Director t‘, y DATE: September 13, 2007 SUBJECT: Emergency Repairs to Existing 16-inch Water Line in Lambert Lane On Monday, August 13, 2007, the Water Utility was notified by an area resident that there appeared to be water leaking from a below ground source. Staff responded and found the existing 16-inch water line on the south side of Lambert Lane, outside of existing pavement, leaking. Water Utility Field Staff immediately isolated and shut down the water line. Fifty Four homes within the Autumn Hills subdivision located east of La Canada Drive and on the north side of Lambert Lane were without water service for about an hour until water service could be restored to them. Due to the location and size of the 16-inch water line and the complexity of repairing it, a contractor was brought in to perform the repair. The repairs included replacing approximately 30-feet of 16-inch PVC pipe with ductile iron pipe and replacing a 16-inch gate valve. Surface remediation included replacing approximately 40-feet of the paved walking path as well as restoring and regrading areas that were eroded due to the run-off of the leaking water. The repairs described above were made by Tricon Contracting, Inc. with a final cost of $61,463.90. This repair was a major effort due to the depth of the pipe and magnitude of the break. Final costs for the repairs were just submitted by the contractor. In accordance with Town Code Section 3-4-4-D (SOP #2), emergency procurement procedures were implemented to complete the necessary repairs. Please let me know if you have any questions. Thank you. MEMORANDUM TO: PAUL H. LOOMIS,MAYOR FROM: DAVID ANDREWS, TOWN MANAGER DATE: September 14,2007 SUBJECT: Town Code Section 3-4-4-D Emergency Purchases Repair to Existing 16-inch Water Line in Lambert Lane Please see the attached memorandum from the Water Utility Director regarding the existing 16-inch water line leak on Lambert Lane. Town Code Section 3-4-4-D (Emergency Procurement) is as follows: Emergency Procurement. Notwithstanding any other provisions of this article. The Mayor shall be empowered to authorize the procurement agent to make an emergency procurement of materials, services, professional services, or construction items when there exists a threat to public health, welfare, or safety. If a situation exists which makes compliance impracticable, unnecessary, or contrary to the public interest, an emergency procurement shall be made without complying with the procedures of this article though limited to those materials, services, professional services, or construction items necessary to satisfy the emergency need. A full written report of the circumstances of any emergency procurement shall be filed by the procurement agent with the Town Council at its next regularly scheduled meeting. The code allows for emergency procurement without authorization by the Mayor as indicated above. A major break such as this requires immediate action to repair the pipeline and immediately restore water service. The Water Utility made the required repairs immediately under this Emergency Procurement and as indicated in the attached report. A written report in the form of a Council Communication will be submitted to Town Council at their next Council meeting on October 3, 2007. Please let me know if you have any questions. Thank you. Attachment TOWN OF ORO VALLEY CLARIFICATION TO SUGGESTED MOTION Page 1 of 1 COUNCIL COMMUNICATION N MEETING DATE: October 3, 2007 TO: HONORABLE MAYOR AND COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: Appointment to Corrections Officer Retirement Plan (CORP) Local Board SUMMARY: set forth in ARS 38-893, a local board of the Corrections Officer Retirement In accordance with procedures Plan, shall be appointed to include the Mayor as Chair, two elected members and two appointed members. Each • serve staggered four year terms with the initial term of one elected and one elected or appointed member shall gg year term in order to accommodate future staggering. An election by secret appointed members were selected in accordance with State was held and the two ballot of the members C.O.R.P. procedures. for Therefore, the following individuals are recommendedappointment to the C.O.R.P. Local Board: • Paul Loomis, Chair • Da n Rhoads, Elected Member Term ending June 30, 2009 • Na y nc Anderson, Elected Member Term ending June 30, 2011 • raAppointed Member Term ending Abbey, June 30, 2009 • Pat Kalahar, Appointed Member Term ending June 30, 2011 SUGGESTED MOTION: I move to appoint Dan Rhoads and Sandra Abbey bbe to the Corrections Officer Retirement Plan local board for two-year terms ending June 30, 2009; Nancy and Anderson and Pat Kalahar to the Corrections Officer - ear terms ending Plan local board for four-year June 30, 2011, and pursuant to ARS 38-893, Mayor Loomis shall serve as the Chair of the CORP local board.. t _ i CuvelierKathr , Town Clerk 41-441 David Andrews, Town Manager TOWN OF ORO VALLEY Page 1 of 1 ►UNCIL COMMUNICATION MEETING DATE: October 3, 2007 r TO: HONORABLE MAYOR AND COUNCIL FROM: MELINDA GARRAHAN, TOWN ATTORNEY • RESOLUTION NO. (R) 07- 108 OF THE MAYOR AND COUNCIL OF THE TOWN SUBJECT. OF ORO VALLEY, ARIZONA, SUPPORTING NO CHILD LEFT BEHIND IMPROVEMENT ACT OF 2007, H.R. 648. SUMMARY: On September 10, 2007, the Town received a request from Amphitheater Public Schools asking the pp Town Council to support No Child Left Behind Improvement Act of 2007, H.R. 648. Mayor and Left Behind Act of 2001 (NCLB) was signed into law on January 8, 2002 as a means of The No Child Le holding states, school districts, and schools more accountable for improving the academic performance of each student regardless of economic status, race, ethnicity, proficiency in English or disability. Itlsthe position of the Amphitheater Public School Board and administration, as well as the National Association, that fiveyears of operation experience in NCLB implementation has permitted the School Boards p —ratification'on of improvements that could be made to NCLB that would eliminate barriers to full lernentation of the federal law. The Governing Amphitheater Board of Am hitheater Unified School district No. 10 of Pima County Arizona supports . ChildLeft Behind Improvement Act of 2007, H.R. 648, which was introduced in January 2007. the No p FISCAL IMPACT: None ATTACHMENTS: Resolution No. (R) 07- 108 SUGGESTED MOTIONS: p I move to adopt Resolution No. (R) 07- 108 , supporting the No Child =- Behind Improvement Act of 2007, H.R. 648. (141a. inda Gar a :n, Town Attorney ..�.1 David Andrews, Town Manager •avor• ounce •isc``o i• e' :e tn• 11 I or` 'eso uhon.•oc RESOLUTION NO. (R) 07- 108 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, SUPPORTING NO CHILD LEFT BEHIND IMPROVEMENT ACT OF 2007, H.R. 648. WHEREAS, the Town of Oro Valley is a political subdivision of the State of Arizona vested with all associated rights, privileges and benefits granted municipalities and other political subdivisions p g under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, on January 8, 2002, President George W. Bush signed into law the No Child Left Behind Act of 2001 (NCLB), which applies to all school districts and schools within states that accept federal Title I dollars; and WHEREAS, the Town of Oro Valley supports the goals of NCLB to raise student achievement; close the achievementgap; and ensure that each child has highly qualified teachers; and WHEREAS, the National School Boards Association (NSBA) developed draft legislation, based on input from local school boards across the country, that would address the concerns of local school boards, and improve the implementation of NCLB; and WHEREAS, in April 2006 the NSBA Delegate Assembly re-affirmed its support of federal legislation that is consistent with the NSBA draft legislation; and WHEREAS, in January Representative Re resentative Dan Young (R-AK) re-introduced legislation, the No Child Improvements Left Behind Act of 2007, H.R. 648, that is consistent with the NSBA draft legislation; and WHEREAS, thisro osed legislation has been assigned to House Sub Committees for review p p and no legislative action has been taken; and WHEREAS, on August 14, 2007, the Governing Board of Amphitheater Unified School District No. 10 resolved that the District seeks the support of local community and civic leaders to encourage Representatives Gabrielle Giffords and Raul Grijalva to support H.R. 648. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Town Council of the Town of Oro Valley, Arizona: 1. That they encourage Representatives Gabrielle Giffords and Raul Grijalva to support H.R. 648 by becoming co-sponsors of the bill; and 2. That copies of this Resolution be sent to all members of Arizona's United States Congressional delegation, the Governor, local public governing officials and the Arizona State gi' g Superintendent of Public Instruction. F:\Mayor&CounuI'Misc\Re$oluiion re No Child Left Behind.doc Oro Valley Town Attorney's Office/eh/092107 PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Am) Arizona this 21st day of September , 2007. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn Cuvelier, Town Clerk Town Attorney Date Date Nod F:\Mayor&Council\Misc\Re'olution re No Child Lett Beilind.doc Oro Valley Town Attorney'c Office/ch/092107 TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 0: HONORABLE MAYOR AND COUNCIL FROM: David Ronquillo, Senior Planner SUBJECT: OV5-07-10, Matthew Moutafis, representing MSJ Investment Properties LLC., requests approval of public art for the Wingate Inn Hotel, located within the Steam Pump Village development at the intersection of Oracle Road and Hanley Boulevard. PUBLIC ART REVIEW COMMITTEE (PARC) RECOMMENDATION: The Public Art Review Committee (PARC) reviewed the proposal on September 4, 2007. The artwork consists of three components and the committee recommended unanimously(4 - 0) the following: • Approval of the horse sculpture; however, the applicant must provide additional information on the base and how it will be installed and integrated with the landscaping. • Denial of the proposed interior fountain consisting of mosaic tile work. • Continuance of an oilaintin located in the interior lobby until more information is provided (must be p g resubmitted for PARC review). The horse sculpture artwork will only be forwarded to Council for review at this time. The remaining elements will be addressed at a later date. :XECUTIVE SUMMARY: Summary: The artwork consists of a bronze statue measuring 7' tall by 7.5' wide and 3' deep. The sculpture stands on three legs that are welded into tube channels. The art piece is located on the south side of the building adjacent to the main entrance of the hotel. As requested by PARC, the applicant provided additional information depicting how the artwork will be integrated in this area. See attached artwork and elevations. p g � Based on the building construction costs, the applicant has provided a total $50,000 for public art. The artwork for the bronze statue is $48,000. The outstanding balance of$2,000 will be covered by the remaining artwork to be reviewed at a later date. The project meets the 1% requirement as specified in the Code. Current Site Conditions: • The project is located within Phase 2 of the Steam Pump Village Development. • Zoning: Steam Pump Village Planned Area Development. • There are a total of four pads in this phase. Two buildings (Chili's Restaurant and California Design Studio) have already been constructed. • Additional artwork will be required for the remaining phases. Proposed Improvements: • The total building area for Phase 2 of this development is 103,250 square feet. The Wingate Hotel is approximately 57,200 square feet. • Office/Studio lofts are proposed on the last remaining pad south of the Hotel. TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 Approvals to Date: At their regular meeting of September 4, 2005, the Town Council approved the development plan for this project. Surrounding Land Uses North: PAD, Steam Pump Village Development, Phase 3 and 4. South: PAD, Steam Pump Village Development, Phase 1. West: R1-144, Canada Del Oro Wash. East: CPI, Campus Park Industrial, Pima County Designation. STAFF REVIEW: The proposed artwork meets the one percent (1%) of construction cost requirement for the site. As required by Section 27.3, the art work will be available for public viewing more than 40 hours a week. This public art proposal satisfies the requirements for this building. PROS and CONS: Pros: 1. The proposal meets the requirements of the OVZCR. 2. PARC recommended approval. Cons: 1. None. ATTACHMENTS: 1. Site Plan 2. Public Art submittal TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 LUGGESTED MOTIONS: The Town Council may wish to consider one of the following suggested motions: I move to [approve, approve with conditions, OR deny] OV5-07-10, Public Art proposal for the Wingate Hotel, located within the Steam Pump Village Development. I 17 1 it Zakait,i,i ,, arab S. More, Planning and Zoning Director Jere Watson, Assistant Town Manager (9,,,,,,,,,Lam,...„..._ David Andrews, Town Manager cc: Matthew Moutafis ,:. ,I ., • ..4, ,( ,„._,.. .,,, .‘,), Alovai-- ,_ ., .. .• . , i . , . , 2 . ... : .1. ... t „ •, ;. •.,, . • ( .... , . .! ..1:• , • ..! \\\ , P. .. '• I ., • i. 1 - i - f- 1 • ' 1 1: .,:ei .1 .., i ,:.,. , , . ,., 1 1°0 1 • -71111717.\-:. :,,..:14;'..7i- - . . .. .., .t..... . .,.. 1 . , •-•.,!..-.-..i1.-. ...I -.1 . . . ,-,i 1 .1 .• •.-,--,,,,:--- . • ,\ \\ -.”-----------. 1,., . 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' N...,% '\., , , , .:4f."--- ,„,,,,,,,'7 ,,, ., ,, ,, ,, :,' ', :-': ,.....1 ' ',` . i .N441r".84*,,,, ''‘'%Ak \ '',\,\ - .....'''' ,, '' 1 il %"' •ii , ',,\\ \ (Z .7.j.. ,. . '1\ Rs A sz,,,, v) .4* lw�_ 1 JAhh, - ., * N iA ` .39". 4 I mow+ , TOWN OF ORO VALLEY Page 1 of 2 COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 TO: HONORABLE MAYOR AND COUNCIL FROM: Pamela J. Pelletier, Planner SUBJECT: 0V5-07-08, Harpold Real Estate LLC, represented by Wilda Metzdorf, requests approval of public art for the Vistoso Memorial Chapel, located at 2285 E. Rancho Vistoso Boulevard. PUBLIC ART REVIEW COMMITTEE (PARC) RECOMMENDATION: The Public Art Review Committee reviewed the proposal on August 6, 2007 and August 16, 2007. The Committee voted unanimously to recommend approval of the public art. EXECUTIVE SUMMARY Summary: The artwork consists of two designs (please review attached Public Art submittal for further information): 1. One design consists of two individual art pieces of fused glass flowers and leaves mounted on patina copper branches. This design is to be located on the north and south sides of entrance located on the western elevation. This design is approximately seven feet wide by two feet high. 2. The second design is the same concept, but a smaller size and shape, as well as two individual art pieces. These artpieces will be placed on the south sides of the main entrance on the southern elevation. Each piece is approximately four feet wide by four and one-half feet high. The art is proposed to be located on two elevations of the building. A minimum of$9,722.21 is required for this project based on an estimated construction cost for the building shell at $972,221.82. The proposed artwork will cost approximately$10,000.00. Current Site Conditions: • The site has been graded and building has commenced. • The 2.6 acre site is designated Rancho Vistoso PAD C-1, Commercial District. • The site is located at the northeast corner of Rancho Vistoso Boulevard and Vistoso Commerce Loop. To further orient, the site is west of Oracle Road and the Northwest Medical Center Urgent Care Facility and south of the future Vistoso Commerce Plaza. Proposed Improvements: • The proposal entails a memorial chapel with a crematorium—the total square footage is 14,177. Approvals to Date: low • Town Council approved the development plan on November 1, 2006. i TOWN OF ORO VALLEY Page 2 of 2 COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 • A Minor Land Subdivision was approved May 4, 2006. STAFF REVIEW: The proposed art meets the one percent (1%) of construction cost requirement for the site. As required by Section 27.3, the art work will be available for public viewing more than 40 hours a week. PROS and CONS: Pros: 1. The proposal meets the requirements of the OVZCR. 2. PARC recommended conditional approval. Cons: 1. None. ATTACHMENTS: 1. Public Art submittal. SUGGESTED MOTIONS: The Town Council may wish to consider one of the following suggested motions: I move to [approve, approve with conditions, OR deny] OV5-07-08, request for approval of public art for Vistoso Memorial Chapel, as requested by Harpold Real Estate LLC, represented by Wilda Metzdorf. ).--- ..4.( S ah S. More, aiming and Zoning Director )(7--)- _r24,- ---5/2 "thi, Jere atson, Assistant Town Manager n _ !Li _4. David Andrews, Town Manager cc: Beverly R. Harpold, Revocable Trust 825.2322 & Fax: 825.2237 F:\OV\OV5\2007\OV5-07-08 TOWN OF ORO VALLEY PLANNING&ZONING DIVISION 11000 N.LA CANADA DR,ORO VALLEY AZ 85737 Phone:(520)229-4800 Fax:(520)742-1022 APPLICATION FOR PUBLIC ART REVIEW NOTE: 4111Ir PUBLIC ART REVIEW COMMITTEE(PARC)MEETS THE (n 1ST MONDAY OF THE MONTH Sep DATE: June 15, 20077 O 10 // ,1 Gyp 0� ,, : OV CASE NO.: office use only) O/ ( Or 1,r fr PROJECT:Vistoso Memorial Chapel 0// &y LOCATION:2285 E.Rancho Vistoso Blvd,Oro Valley AZ 85755 APPLICANT:Harpold Real Estate,LLC ADDRESS: 65255 E.Emerald Ridge Drive,Tucson AZ 85739-1434 PARCEL NUMBER:223-02-017N TELEPHONE NO.:_520-825-2322 FAX NO.:520-825-2237 PROPERTY OWNER:Harpold Real Estate,LLC ADDRESS:65255 E.Emerald Ridge Drive,Tucson,AZ 85739-1434 PHONE NO.:520-825-2322 PROJECT ARTIST:Wilda Metzdorf—Images in Copper ADDRESS: 63670 E.Squash Blossom Ln.,Tucson,AZ 85739 kiissy PHONE:520-825-1639 fir` SIGNATURE: ,7 / C‘/ Lt/ NOTE:This application must be accompanied by the following to be deemed complete: • Eight(10)copies of the Development and Landscape Plans, 11"x 17"in size,each to include the exact location of the public art • Eight(10)copies of colored renderings or photographs,8.5"x 11"in size,with discernable dimensions.Each side of the public art must be depicted.. • Eight(10)copies of the Artist's Biography • One(2)copy of the Building Construction Bid • One(2)copy of the Artist contract that specifies total cost of the finished piece. • One(2)copy of Structural Engineering Specifications,if necessary. • Fees • Please note:A re-submittal will be due for Town Council meeting and we will need 28 copies of the Development Plan, Landscape Plan,colored renderings,artist biography,construction bid,artist contract.See calendar for submittal dates. 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' .--,,, 1 11". 12111 t — ,•-:-- .45 -, ' . r.' .' ;.‘'l''': ” ::-' --..`-- -• , .': ,• 3 •,•,. A It""li 7., . • ., ., . . . Z f., ., , : :• , - . - ...t: ' , . i - it i g • r . , 1 : ., _,- 1 • 1; 1 LS i -I_,....,_,....- 0 CV 2 i014, -.i. 4ftdt -* , ,-— ,,,,.,-,c,,---., i . a 4 7:, . ,° ii,.—- 4- _ _ i --tiliaw - -- Y ox , '! 4 r- _-..•...a _.__- _ _.- _ .s sem_ it 1 i\ill ilir .1 tt NI 6 5 I i 44,:i t Additional Public Art Proposal Information for Vistoso Memorial Chapel Description and cost breakdown: Design # 1 consists of fused glass flowers and leaves mounted on patina copper branches. This design is to be placed on the North and South side of the West Entrance arch. The design is approximately 7 ft. wide and 2 ft. high. Each piece is priced at $3,300 for a total of $6,600. Design # 1A is the same concept as design #1 in a different shape and a smaller version. There are to be two pieces placed on the South side of the South entrance. Each piece will be approximately 4 ft. by 2% ft. Each piece is priced at $1,700 for a total of $3,400. Total cost of artwork for two pieces of Design #1 and two pieces of Design #1A would be $10,000. Prototype selected by owner: The following is a photo of a prototype prepared for the owner. The medium is fusedg lass for the flowers and leaves and patina copper tubing and wire for the branches. s.• • App,„,k Apo , - - 41000111* .Yam Installation and code requirements: Each of the four works will be constructed in sections and installed using custom brackets attached to the hollow wall construction using industrial grade hollow wall anchors. Both fused glass and coated patina copper are impervious to weather and sun making them ideal materials for desert area public art. Material, fabrication and installation meet the requirements of related sections of the 2003 International Residential Code currently used by the Town of Oro Valley. WILDA METZDORF After 33 years as a professional in the field of education and as a businesswoman, Wilda turned her creative talent to developing a line of art objects and items used for home decorating. During the past 13 years Wilda has produced items using various methods of chemically colored copper, fused glass and copper enamel. Many of the items created combine more than one media such as a fused glass picture framed in a copper patina frame. Some items are functional such as fused glass salad plates or hors d'oeuvres sets. Since 1995, Wilda has participated in art festivals in Southern Arizona. These have included Tucson Museum of Art, Tempe Arts Festival, Fountain Hills Arts Festival, Oro Valley Art Festival, and the Art Fair in SaddleBrooke. In 2004, Wilda was honored to receive a commission for a piece of art for the Northwest Medical Center of Oro Valley. This piece is fused glass framed with enameled copper. Wilda works in her home and accepts customer orders. Orders have ranged from a small copper cross to an 18-foot window valance. In May of 2007, Wilda and her husband, Jim, attended a four-day workshop in Corning, New York. Both attended classes taught by the leading glass fusion artist in the United States. Both are now experimenting and applying new ideas and techniques. Jim assists with the assembly and installation of the products. PROJECT SUMMARY BFL CONSTRUCTION CO.INC. 700 E.BROADWAY#200 TUCSON,ARIZONA 85719 JOB NAME: Vistoso Memorial Chapel ARCHITECT: Advantech Facility D, LOCATION: 2285 E.Rancho Vistoso Blvd. PROPOSAL# PO 05149 JOB DESCRIPTION Memorial Chapel DATE: 09-Mar-07 ESTIMATOR: Greg Thompson JOB# DESCRIPTION SITE SHELL T.I. UPGRADES ESTIMATE 01500 BARRICADES 02050 DEMOLITION 02051 ASBESTOS 02102 BUILDING LAYOUT $10,989.00 $10,989.00 02110 SITE TESTING $3,000.00 $3,000.00 02120 SPECIAL INSPECTION $3,500.00 $3,500.00 02200 EARTHWORK $70,360.75 $70,360.75 • 02251 TERMITE TREATMENT $4,961.95 $4,961.95 02480 LANDSCAPING $53,355.00 $53,355.00 02500 PAVING $87,000.00 $87,000.00 02560 STRIPES&BUMPS $2,500.00 $2,500.00 02700 PIPED UTILITIES $174,938.00 $174,938.00 03300 CONCRETE $192,826.00 $192,826.00 03361 EXTRUDED CURB $21,250.00 $21,250.00 03363 VERTICAL CURB 03400 PRECAST CONCRETE 03700 CONCRETE RESTORATION/CLE 03800 SAW CUT&CORE DRILLING $2,500.00 $2,500.00 04100 STUCCO $70,560.00 $70,560.00 04200 MASONRY $200,000.00 $200,000.00 05050 ANCHOR BOLTS/FASTENORS $1,200.00 $1,200.00 05100 STRUCTURAL STEEL $64,834.40 $64,834.40 05200 PERMANENT FENCING 05300 METAL BUILDING 05400 STEEL ERECTION 06100 ROUGH CARPENTRY TRUSSES $54,484.78 $54,484.78 06100 ROUGH CARPENTRY TX TRUS: $22,453.20 $22,453.20 06100 ROUGH CARPENTRY $30,972.00 $30,972.00 06200 FINISH CARPENTRY $6,480.00 $6,480.00 06400 MILLWORK $16,575.00 $16,575.00 07100 WATERPROOFING 07150 ENKAMAT(VISQUINE) 07200 INSULATION $27,000.00 $27,000.00 07250 FIREPROOFING $2,600.00 $2,600.00 07500 ROOFING $75,000.00 $75,000.00 07600 FLASHING&SHEET METAL $4,635.00 $4,635.00 08100 HOLLOW METAL 08210 DOORS/FRAMES/HARDWARE $58,721.00 $58,721.00 08300 SPECIAL DOORS $6,600.00 $6,600.00 08500 WINDOWS $14,520.00 $14,520.00 08800 GLASS&GLAZING $3,080.00 $3,080.00 08900 DOOR INSTALL 09250 DRYWALL $175,971.00 $175,971.00 09300 CERAMIC TILE $40,000.00 $40,000.00 09500 CEILINGS/ACOUSTICAL $14,700.00 $14,700.00 09550 FLOORCOVERING $38,370.00 $38,370.00 09560 POURED FLOORS 09600 STONE FLOORING 09900 PAINTING $12,002.00 $22,398.00 $34,400.00 09920 Sealants $2,500.00 $2,500.00 09960 MARBLE 10100 MAILBOX $200.00 $200.00 10101 LOCKERS 10103 PROJECTION SCREEN 10104 FOLDING PARTITION $23,360.00 $23,360.00 10105 ROOF HATCH $2,800.00 $2,800.00 10106 NARCOTIC LOCKERS i i I 10107 WALL PROTECTION 10108 CORNER GUARDS 10109 GUARD RAILS 10114 INTERIOR WATER FEATURE 10520 FIRE EXTINGUISHERS $1,320.00 $1,320.00 10700 AWNINGS 10800 TOILET&BATH ACCESS. $9,632.00 $9,832.00 10900 SIGNS $5,500.00 $5,500.00 11020 SECURITY SYSTEMS $3,544.25 $3,544.25 11400 FOOD SERV.EQUIPJAPPLIANC 11444 FUNERAL HOME CREAMAT1ON $27,700.00 $27,700.00 .12500 WINDOW TREATMENT 12600 FURNITURE 14200 ELEVATORS { 14250 AIR TUBE SYSTEM 14302 BODY LIFT $2,500.00 $2,500.00 14400 HOOKS&CRANES 15200 CENTRAL VACUUM 15400 PLUMBING $32,854.00 $32,854.00 15400 PLUMBING 15500 SPRINKLERS/FIRE PROTECTIO $22,465.50 $22,465.50 15500 SEWER FIXTURES $9,452.80 $9,452.80 15510 FIRE SPRINKLER ENGINEERING 15600 H.V.A.C. $118,760.00 $118,760.00 15700 AIR BALANCE $3,588.00 $3,588.00 16100 ELECTRICAL $27,877.00 $148,832.00 $176,709.00 16300 FIRE ALARM $14,984.00 $14,984.00 16100 PARKING LOT POLE LIGHTS 17001 PRINTS $1,000.00 $1,000.00 17002 ARCHITECTS FEES 17100 CONTINGENCY 17200 ALLOWANCES 17600 INSURANCE&BONDS $3,960.47 $6,534.01 $7,137.38 $17,631.86 17805 JOBSITE OFFICE SUPPLIES $112.19 $185.09 $202.18 $499.45 17900 SUPERVISION $17,018.85 $28,077.78 $30,670.61 $75,767.24 17901 SAFETY SUPERVISION $4,139.72 $6,829.73 $7,460.42 $18,429.87 17910 BFL LABOR/TEMP LABOR $3,913.10 $6,455.85 $7,052.02 $17,420.97 17930 PROJECT MANAGER $15,706.26 $25,912.26 $28,305.11 $69,923.62 17950 PERMITS 17970 TEMPORARY UTILITIES $3,563.08 $5,878.38 $6,421.22 $15,862.67 17980 EXTRA EXPENSE 17991 CLEAN UP MATERIALS $78.53 $129.56 $141.53 $349.62 17992 SUBS CLEAN UP $954.27 $1,574.35 $1,719.74 $4,248.36 17994 PROJECT FENCEING TEMP. 17995 PROJECT TRAILER $1,121.88 $1,850.88 $2,021.79 $4,994.54 17996 DUMPSTERS $2,827.13 $4,66421 $5,094.92 $12,586.25 17997 PORTA-TOILETS $448.75 $740.35 $808.72 $1,997.82 17998 JOBSITE TELEPHONE $538.50 $888.42 $970.46 $2,397.38 COST SUB T L 614.42 $848,188.24 $92651363 $516, , . $2,291,316.30 OVERHEAD 4.00% $20,664.58 $33,927.53 $37,060.55 $91,652.65 FEE 2.50% $12,915.36 $21,204.71 $23,162.84 $57,282.91 SUB TOTAL $550,194.35 $903,320.48 $986,737.02 $2,440,251.85 TAX 6.57% $36,147.77 $59,348.16 $64,828.62 $160,324.55 SUB TOTAL $586,342.12 $962,668.64 $1,051,565.64 $2,600,576.40 BOND $5,748.93 $10,360.47 -$25,594.Q2 .Th TOTAL COST OF JOB $592,091.06 $972,153.25 ^_; $1,061,926.11 $2,626,170.43 TOTAL BUILD.SF 14177 $41.76 $68.57 $74.90 $185.24 "-tt ci 72) 2I ,Vkt Cie-T. t, c,,]2 2 f 2� I Agreement Between Owner and Artist .:.....:..... This agreement is made by and between Harpold Real Estate,(Owner) and Wilda Metzdorf, Images in Copper, hereinafter referred to as the "Artist". The parties mutually agree as follows: 1. Description of work: The Artist shall design, fabricate and install the following works of art: Four pieces of fused glass and copper branches to be attached to the entrances of the building. (See Designs#1 and#1A. The above work(s) of art shall hereinafter be called the "Work". 2. The artist agrees to create a preliminary design for the work in the form of studies, sketches, models, and the like. The design must be submitted to the Owner, Architect and the Town of Oro Valley for approval before the work can continue. 3. Price and payment schedule: As payment for the services of the Artist and the completed Work the Owner Shall pay the Artist the sum not to exceed $ 10,000 as follows: a) 1/3 upon the signing of this agreement. b) 1/3 upon completion of the work. c) 1/3 after installation of the work. 4. Installation Date: The Artist shall complete the Work and its installation as directed by the owner upon completion of the building. 5. Review: the Owner shall have the right at reasonable times to review the Work while in the process of execution and installation provided, however, that no such review shall be conducted in such a manner as to interrupt the Artist's work. 6. Inspection of site: It is agreed that the Artist will have access to the site at which the Work will be installed at any time prior to completion of the installation provided, however, that such access will not unreasonably delay the Owner in its preparation o the site. 7. Compliance with the Laws: The Artist shall comply with all City and State laws and regulations in the execution and installation of the Work. 8. Repairs: All repairs and restorations that are made during the lifetime of the Artist shall have the Artist's approval. To the extent practicable, the Artist shall be given the opportunity to accomplish said repairs and restoration at a reasonable fee. 9. Maintenance: The Artist's responsibility for the design, structural or fabrications flaws should end no later than one year after acceptance of the Work by Owner, after which time the Owner shall hold the Artist harmless against all claims. 10. Future Site: Any relocation of the work is the discretion of the Owner. r' a a 11. Artist's address: The Artist shall notify the Owner of any change of address. 12. Liability and insurance: All risks and liabilities whatsoever during the execution and prior to the beginning of installation of the Work are the responsibilities of the Artist. All risks and liabilities, once the Work is installed will be the responsibilities of the Owner. 13. Reproduction: The Artist hereby reserves all rights to copy or photographically reproduce the Work, but the Owner shall have the right to photograph the Work for brochures, media, publicity or other form of non-commercial use. Any reproduction shall include mention of both the Artist and Owner. 14: Length of Agreement: All Artist's rights under this agreement shall terminate upon death of the Artist or twenty years after signing of this agreement, whichever is later. 15: Any changes of this agreement must be in writing and signed by the Artist and the Owner. Authorization: \V) - 7, / Owner Artist . • " - ,► In 1je Date Date P w ' TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: Oct. 3, 2007 TO: HONORABLE MAYOR& TOWN COUNCIL FROM: Mary Davis, Communications Administrator SUBJ: Approval of Printer for Town's Newsletter, the Oro Valley Vista SUMMARY: Previously the Town has published a bi-monthly, black and white newsletter highlighting Town events and news. To improve outreach efforts, expand Town news in the community and provide a forum to highlight events in the community, Council and the Town administration approved a budget to produce the newsletter monthly, and to revise the format to allow for better layout and more information. On Aug. 30, the Town advertised a"Request for Proposal" for printing and mailing services. A pre-bid meeting was held Sept. 14, 2007, with one firm in attendance Alphagraphics. On Sept. 28, 2007 the following two vendors submitted: • Alphagraphics • R. Hooper Print Services R. Hooper was nonresponsive to the RFP, failing to submit all of the information requested. Based on the information submitted by Alphagraphics and reviewed with the Town's Procurement Administrator, we have selected Alphagraphics. Not only was their package complete with all items requested, we were impressed with their efforts to go "above and beyond"by making additional cost-saving recommendations, should we choose to adopt them in our final production of the newsletter. While we did not consider these suggestions beyond the Scope presented, we liked that they took the time to review the project in great detail and assess how we could save resources. TERMS OF CONTRACT: Because we are redesigning the newsletter, we have asked for a four-month contract only, to be re- evaluated at that time based on content, size, mailing list adjustments, etc. The Town will evaluate Alphagraphics performance and the project Scope to ensure communications goal and budget are being met. FISCAL IMPACT: If Alphagraphics is approved by Town Council and the Town Manager is authorized to enter into a contract with this firm, Alphagraphics will agree to provide printing and mailing services not to exceed i4ity. $40,000 for the remainder of this fiscal year. SUGGESTED MOTION: The Council may wish to consider one of the following motions: I move to approve Resolution No. (R)07-110 authorizing and directing the Town Manager to enter into an agreement with Alphagraphics to provide printing and mail house services for the Town's newsletter, not to exceed $40,000. / J _di.i%I\ _.�I_,141 ary K. ►.V , it ' Inications Administrator Ar Y' - •-4/ke.( 7,_) Jerre Watson, Assistant Town Manager 9--itj . , 0/0a,ifas Da 4d Andrews, Town Manager ATTACHMENTS: Resolution No. (R) 07 - 110 Project Specifications RESOLUTION NO. (R) 07- 110 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, APPROVING ALPHAGRAPHICS PRINTING AND MAILHOUSE SERVICES AS VENDOR FOR THE TOWN NEWSLETTER, AND AUTHORIZING THE TOWN MANAGER TO ENTER INTO A CONTRACT WITH ALPHAGRAPHICS FOR AN AMOUNT NOT TO EXCEED $40,000 WHEREAS,the Town of Oro Valley is a MUNICIPAL CORPORATION within the State of Arizona and is vested with all the rights, privileges and benefits and is entitled to the immunities and exemptions granted to municipalities and political subdivisions under the laws of the State of Arizona; and WHEREAS,the Town of Oro Valley sent out a Request for Proposal regarding the printing and mail house services for the Town newsletter; and WHEREAS, the town followed State and Town Procurement Procedures and selected Alphagraphics based upon a number of factors, to include project understanding, approach, project team qualifications, and capabilities; and shall include, but is not limited WHEREAS, the Contract to, document preparation, proofs, review and printing as well as mail house preparation for delivery to the Post Office; and WHEREAS, it has been determined that it is in the best interest of the town to enter into a contract with Alphagraphics for the printing and mail house services for the Town's newsletter. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA THAT THE FOLLOWING RESOLUTION FOR PRINTING AND MAIL HOUSE SERVICES IS HEREBY ADOPTED: 1 The Town Manager is hereby authorized to negotiate and execute a Contract with Alphagraphics as the vendor for the printing and mail house services in an amount not to exceed $40,000. 2 The Mayor, Town manager and other administrative officials are hereby authorized to take such steps as necessary to execute and implement the contract. ,wod PASSED AND ADOPTED this 3rd day of Oc tober , 2007 by the Mayor and Town Council of the Town of Oro Valley. Mayor ATTEST: APPROVED AS TO FORM: Town Clerk Town Attorney ATTACHMENT #2 Project Specifications 1. Overview of Request for Proposal The Town of Oro Valley (Town) seeks services related to Newsletter Printing and Mailing Services for the Communications Division. The Town intends to contract for these services based on its evaluation of proposals received. 2. Specifications: To provide a monthly printed output and/or mailing to the residents of the Town of Oro Valley. The Town newsletter will be printed in full CYMK color on both sides with bleeds and mailed to specific zip codes and/or supplied list. Monthly distribution, to be mail by the first of each month. When the first falls on a weekend or holiday, the newsletter shall mail on the Friday prior. Copy and artwork supplied by the Town of Oro Valley staff. Paper Size: 11" x 17" Single folded will be the average issue size, with the exception addition of an 11" x 25" size paper with two folds for special issues. . Printing: CYMK, 4/4 with bleeds Stock: 80# matte finish or similar Quantity: 22,000 Proof: Supply two rounds of proofing per issue Services: Folding (single or double fold) with adhesive tab Mailing Packaging: Box for non-mailed items TOWN OF ORO VALLEY 2 Page 1 of 2 COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 TO: HONORABLE MAYOR and COUNCIL FROM: Craig Civalier, P.E., Town Engineer SUBJECT: Resolution (R) 07- 1o9 Providing Notice of Intent to Establish a Stormwater Utility Fee and Designating a Public Hearing Date for November 7, 2007 SUMMARY: On June 20, 2001, the Oro Valley Town Council adopted the Stormwater Utility Ordinance, which defined stormwater as an enterprise utility, as Article 15-24 of the Oro Valley Town Code. This action was taken pursuant to ARS 9-511, which provides the Town the authority to form a utility for the purpose of providing specific services and to establish fees that will ensure that the utility is self-supporting in providing for the expenses for services and mandated regulatory requirements that must be provided. As a part of the Stormwater Utility Ordinance a Stormwater Utility Commission (SWUC) was appointed by the Mayor and Council. The SWUC is comprised of five (5) Oro Valley residents and was first seated in October 2001. The initial effort of the SWUC was to develop a comprehensive Stormwater Management Plan in conformance with the Environmental Protection Agency's Clean Water Act (33 United States Code 1251 et seq.) and the National Pollutant Discharge Elimination System (NPDES) Phase II guidelines (40 C.F.R. 122-125.) The Stormwater Management Plan was adopted by Town Council in February of 2003. The current SWUC, with input from Town Staff, has analyzed the expectations of the Stormwater Utility by reviewing the present status of meeting commitments of required stormwater quality and quantity programs as well as providing services to the community. Based on this analysis of program needs a five year budget has been developed for the Stormwater Management Program. A proposed fee structure has been developed to cover these costs. This proposed fee structure was presented to Town Council at a Study Session on September 12, 2007.The Proposed Stormwater Utility Fee Report is attached as Exhibit A. The purpose of this action tonight is to give a Notice of Intent to establish a Stormwater Utility Fee as is required by ARS 9-511.01. The proposed schedule for the implementation of the Stormwater Utility Fee is as follows: 1. October 3, 2007: Town Council approves the Notice of Intent to establish a Stormwater Utility Fee ?. October 1-31, 2007: Stormwater Utility Commission members and Town staff meet with various residential, public, and commercial groups TOWN OF ORO VALLEY Page 2 of 2 COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 3. November 7, 2007: Public Hearing for this issue at the regularly scheduled Town Council meeting. 4. January 1, 2008: The Stormwater Utility Fee becomes effective if approved by Town Council. 5. February1, 2008: First monthlybill is mailed to Town of Oro Valley Water Department customers for January 2008. 6. April 1, 2008: First 2008 quarterly bill is mailed to non-Oro Valley Water Department customers. ATTACHMENTS: 1. Resolution (R) 07- 109 2. Exhibit "A", Proposed Stormwater Utility Fee Report FISCAL IMPACT: If the Stormwater Utility Fee is adopted the reliance to fund the Stormwater Utility from the Town's General and Highway Funds will be greatly reduced or eliminated depending on the adopted equivalent residential unit (ERU) monthly fee rate. SUGGESTED MOTION: The Council may wish to consider one of the following motions: I move to approve Resolution (R) 07- 109 authorizing the publishing of the Notice of Intent to establish a Stormwater Utility Fee and to hold a public hearing of the matter on November 7, 2007. OR I move to deny Resolution (R) 07- 109 . OR move to -` z bt I //- Crai. Civ. r, Town Engineer l , J.,ifiL itca.../ev Je a Watson, Asst. Town Manager aita David Andrews, Town Manager RESOLUTION NO. (R) 07- 109 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, PROVIDING NOTICE OF INTENT TO ESTABLISH A STORMWATER UTILITY FEE WHEREAS Oro Valley is a political subdivision of the State of Arizona, is vested with , privileges,all ri hts rivile es and benefits, and entitled to the immunities and exemptions granted g municipalities andpolitical olitical subdivisions under the Constitution and laws of the State of Arizona and the United States; and WHEREAS, P ursuant to A.R.S. 9-511, et seq., the Town has the requisite statutory authority acquire,to ire, own and maintain a stormwater utility for the benefit of the q landowners within and without the Town's corporate boundaries; and WHEREAS, pursuant to 40 CFR §§ 122-125, the Town of Oro Valley is required to develop a comprehensive Stormwater Management Plan; and WHEREAS, on June 20, 2001 the Council adopted Ordinance No. (0) 01-15, Article 15- 23, Stormwater Utility Ordinance which serves as the Comprehensive Stormwater Management Plan; and WHEREAS, in order to fund the Comprehensive Stormwater Management Plan, the Town has determined that adoption of a Stormwater Utility Fee is necessary; and WHEREAS it is in the best interest of the Town to establish a Stormwater Utility Fee to fund the Comprehensive Stormwater Utility Plan through the Stormwater Utility; and WHEREAS, pursuant to A.R.S. § 9-511.01, the Town is required to give a Notice of Intent at a regular Town Council meeting to establish a Stormwater Utility Fee. NOW THEREFORE, BE IT RESOLVED, BY THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA: 1. This Resolution serves as a notice of Intent which is hereby publicly given for the Town of Oro Valley to establish a Storrnwater Utility Fee. 2. To hold aP ublic hearing at the regular meeting of the Mayor and Council on November 7, 2007 in the Town Council Chambers, 11000 N. La Canada Drive, Oro Valley, Arizona to deliberate on the proposed fee. 3. That the Proposed Stormwater Utility Fee, attached hereto as Exhibit "A", be . made available to the public in the Office of the Town Clerk for review and comment prior to the public hearing. Town of Oro C:\Documents and Settings\ccivalierlLocal Settings\Temporary Internet Filesl0L.K8\Storn water votive of intent RESOLUT1ON.doc PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona this 21st day of September 2007. TOWN OF ORO VALLEY Paul H. Loomis, Mayor ATTEST: APPROVED AS TO FORM: Kathryn E. 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''1.7..;'-'.'''l ij/4 ,f,...,-Il ' J --,:-----,,-- --.,-0 `c 4 .4 Stormwater Fund 5 Year Forecast Revised: 9/10/2007 Assumes $1.90 fee/ERU FY 2007/08 FY 2007108 FY 2008/09 _ FY 2009/10 _ FY 2010/11 FY 2011/12 Budget _ Estimate 1 C forward Fund Balance $ 19,208- $ 19,208 $ 24,174 $ 24,350 $ 108,149 $ 179,634 Revenue: Monthly Stormwater Utility Fee/Unit $ 1.90 $ 1.90 $ 1.90 $ 1.90 $ 1.90 $ 1.90 Gross Revenues $ 473,510 $ 236.755 $ 482,032 $ 495,769 $ 504,341 $ 519,516 FEMA/PCRFC/Grant Funding 147,344 147,344 275,000 275,000 300,000 300,000 General Fund Subsidy 100,000 $ 620,854 $ 484,099 $ 757,032 $ 770,769 $ 804,341 $ 819,516 Expenses: Personnel p 0.2 Operations Division Manager - - 22,346 23,955 25,662 27,476 1.0 Stormwater Program Manager 96,130 40,054 103,808 111,294 119,238 127,671 1.0 Civil Engineering Tech 56,338 56.338 67,024 71,936 77,125 82,610 Total Personnel: $ 152,468 $ 96,392 $ 193,178 $ 207,185 $ 222,025 $ 237,756 Contracts/Services Outside Professional Services 60,000 97,500 100,000 135,000 140,000 150,000 Temp. Labor(vegetation&erosion work) - - Vehicle Repair&Maintenance 200 200 400 420 441 463 Equipment Repair&Maintenance 700 700 700 700 700 700 Telecommunications 300 300 600 600 600 600 Advertising 2,000 2,000 2,100 2,205 2,315 2,431 Printing&Binding 1,500 1,500 10,000 15,000 15,000 15,000 Travel&Training/Memberships 8,200 8,200 13,920 13,920 13,920 13,920 Non-Capitalized Equipment - - - Bad Debt Expense 2,326 4,651 4,651 4,651 4,651 Office Lease 4,090 4,295 4,510 4,735 Amortization-Equipment Revenue Credits - 9,641 9,915 10,087 10,390 Total Contracts/Services: $ 72,900 $ 112,726 $ 146,102 $ 186,706 $ 192,224 $ 202,891 Supplies Postage 300 300 5,000 5,250 5,513 5,788 Office Supplies 1,500 1,500 3,500 3,675 3,859 4,052 Miscellaneous Other Operating 1,000 75,500 5,000 5,000 5,000 5,000 Field Supplies 1,500 1,500 ' 1,575 1,654 1,736 1,823 Total Supplies: $ 4,300 $ 78,800 $ 15,075 $ 15,579 $ 16,108 $ 16,663 Capital Outlay Minor Assets 2,500 2,500 2,500 2,500 2,500 2,500 Vehicles 25,000 25,000 25,000 - - - Equipment - Minor CIP Projects ects�tmaJJ Pro Drainage jjor CIP) 163,715 163,715 275,000 275,000 300,000 300,000 Total Capital Outlay $ 191,215 $ 191.215 $ 302,500 $ 277,500 $ 302,500 $ 302,500 Transfer to General Fund 100,000 Total Expenses: $ 420,883 $ 479,133 $ 756,855 $ 686,970 $ 732,856 $ 759,809 Ending Balance/Contingency Reserve I $ 219,179 I $ 24,174 I $ 24,350 $ 108,149 $ 179,634 $ 239,341 I 1 Assumes likely budget scenario if utility fee not implemented until mid-year As umptions: )racle Crossing, Steampump Village&O.V.Town Center sq feet based on a 40%developed area est. based on stats from O.V. Marketplace EmprAssumes Growth in Benefits&Wages b Drainage projects 100%funded through outside sources b Cost Escalation 5% c). Machinery Repair Cost Escalation: 10% C:\Documents and Settings\garcia\Local Settings\Temporary Internet Files\OLK3FD2\Stormwater 5 Yr Analysis(4)(for sept 12 ws).xls Stormwater Fund 5 Year Forecast Revised:9/10/2007 Assumes $2.40 fee/ERU FY 2007/08 FY 2007/08 FY 2008/09 _ FY 2009/10 FY 2010/11 FY 2011/12 Budget - Estimate i C onward Fund Balance $ 19,208 $ 19,208 $ 26,797 $ 87,442 $ 174,083 $ 231,389 Revenue: 'Monthly Stormwater Utility Fee/Unit 1 $ 1.90 $ 2.40 $ 2.40 $ 2.40 $ 2.40 $ 2.40 Gross Revenues $ 473,510 $ 297.756 $ 608,883 $ 626,234 $ 637,063 $ 656,231 FEMA/PCRFC/Grant Funding 147,344 147.344 400,000 400,000 450,000 450,000 General Fund Subsidy 50,000 $ 620,854 $ 495,100 $ 1,008,883 $ 1,026,234 $ 1,087,063 $ 1,106,231 Expenses: Personnel 0.2 Operations Division Manager - - 22,346 23,955 25,662 27,4761.0 Stormwater Program Manager 96,130 48.065 103,808 111,294 119,238 127,671 1.0 Civil Engineering Tech 56,338 56.338 67,024 71,936 77,125 82,610 Total Personnel: $ 152,468 $ 104,403 $ 193,178 $ 207,185 $ 222,025 $ 237,756 Contracts/Services Outside Professional Services 60,000 97,500 126,110 153,279 154,633 157,029 Temp. Labor(vegetation&erosion work) - 5,000 10,000 15,000 20,000 Vehicle Repair&Maintenance 200 200 400 420 420 463 Equipment Repair&Maintenance 700 700 700 4,700 5,100 5,540 Telecommunications 300 300 600 600 600 600 Advertising 2,000 2,000 2,100 2,205 2,315 2,431 Printing& Binding 1,500 1.500 15,000 15,000 15,000 15,000 Travel&Training/Memberships 8,200 8,200 13,920 13,920 13,920 13,920 Non-Capitalized Equipment - - 5,000 5,000 10,000 10,000 Bad Debt Expense 2.693 5,386 5,386 5,386 5,386 Office Lease 4,090 4,295 4,510 4,735 Amortization-Equipment 62,000 62,000 62,000 62,000 Revenue Credits - 12,178 12,525 12,741 13,125 "otal Contracts/Services: $ 72,900 $ 113.093 $ 252,484 $ 289,329 $ 301,624 $ 310,228 Supplies Postage 300 300 5,000 5,250 5,513 5,788 Office Supplies 1,500 1.500 3,500 3,675 3,859 4,052 Miscellaneous Other Operating 1,000 75,500 5,000 5,000 7,500 7,500 Field Supplies 1,500 1.500 1,575 1,654 1,736 1,823 Total Supplies: $ 4,300 $ 78.800 $ 15,075 $ 15,579 $ 18,608 $ 19,163 Capital Outlay Minor Assets 2,500 2.500 2,500 2,500 2,500 2,500 Vehicles 25,000 25.000 25,000 - - - Equipment Minor CIP Projects 10,000 25,000 35,000 40,000 Drainage Projects(major C1P) 163,715 163.715 400,000 400,000 450,000 450,000 Total Capital Outlay $ 191,215 $ 191,215 $ 437,500 $ 427,500 $ 487,500 $ 492,500 Transfer to General Fund 50,000 Total Expenses: $ 420,883 $ 487,511 $ 948,237 $ 939,593 $ 1,029,757 $ 1,059,647 Ending Balance/Contingency Reserve I $ 219,179 I $ 26,797 I $ 87,442 $ 174,083 $ 231,389 $ 277,974) 1 Assumes likely budget scenario if utility fee not implemented until mid-year Assumptions: c-k Oracle Crossing, Steampump Village&O.V.Town Center sq feet based on a 40%developed area est. based on stats from O.V. Marketplace ,ssumes Growth in Benefits&Wages L., Amortization of equipment over 5 year period b Drainage projects 100%funded through outside sources cz Cost Escalation 5% b Machinery Repair Cost Escalation: 10% C:\Documents and Settings\Igarcia\Local Settings\Temporary Internet Files\OLK3FD2\Stormwater 5 Yr Analysis(4)(for sept 12 ws).xls Stormwater Fund 5 Year Forecast Revised: 9/10/2007 Assumes $2.90 fee/ERU , FY 2007/08 FY 2007/08 I FY 2008/09 1 FY 2009/10 1 FY 2010/11 I FY 2011/12 Budget - Estimate 1 C onward Fund Balance I $ 19,208 $ 19,208 ` I $ 37,973 $ 146,218 $ 219,002 $ 227,140 Revenue: 'Monthly Stormwater Utility Fee/Unit I $ 1.90 $ 2.90 ' $ 2.90 $ 2.90 $ 2.90 $ 2.90 Gross Revenues $ 473,510 $ 359,789 $ 735,733 $ 756,699 $ 769,784 $ 792,946 F EMA/PCRFC/Grant Funding 147,344 147,344 : 450,000 450,000 500,000 500,000 General Fund Subsidy $ 620,854 $ 507,133 $ 1,185,733 $ 1,206,699 $ 1,269,784 $ 1,292,946 Expenses: Personnel 0.2 Operations Division Manager - - 22,346 23,955 25,662 27,476 1.0 Stormwater Program Manager 96,130 48,065 103,808 111,294 119,238 127,671 1.0 Civil Engineering Tech 56,338 56,338 67,024 71,936 77,125 82,610 9 9 Total Personnel: $ 152,468 $ 104,403 $ 193,178 $ 207,185 $ 222,025 $ 237,756 Contracts/Services Outside Professional Services 60,000 97,500 151,110 178,279 179,633 182,029 Temp. Labor(vegetation&erosion work) - 40,000 50,000 50,000 50,000 Vehicle Repair&Maintenance 200 200 400 420 441 463 Equipment Repair& Maintenance 700 700 700 4,700 5,100 5,540 Telecommunications 300 300 : 600 600 600 600 Advertising 2,000 2,000 2,100 2,205 2,315 2,431 Printing&Binding 1,500 1,500 15,000 15,000 15,000 15,000 Travel&Training/Memberships 8,200 8,200 13,920 13,920 13,920 13,920 Non-Capitalized Equipment - - 5,000 5,000 10,000 10,000 Bad Debt Expense 3,550 7,099 7,099 7,099 7,099 Office Lease 4,090 4,295 4,510 4,735 Amortization-Equipment 62,000 62,000 62,000 62,000 Revenue Credits - 14,715 15,134 15,396 15,859 Total Contracts/Services: $ 72,900 $ 113,950 $ 316,735 $ 358,652 $ 366,014 $ 369,676 Supplies Postage 300 300 5,000 5,250 5,513 5,788 Office Supplies 1,500 1,500 3,500 3,675 3,859 4,052 Miscellaneous Other Operating 1,000 75,500 5,000 5,000 10,000 10,000 Field Supplies 1,500 1,500 °'`' 1,575 1,654 1,736 1,823 Total Supplies: $ 4,300 $ 78,800 i $ 15,075 $ 15,579 $ 21,108 $ 21,663 Capital Outlay Minor Assets 2,500 2,500 2,500 2,500 2,500 2,500 Vehicles 25,000 25,000 25,000 - - - Equipment - Minor CIP Projects 75,000 100,000 150,000 150,000 Drainage Projects(major CIP) 163,715 163,715 450,000 450,000 500,000 500,000 Total Capital Outlay $ 191,215 $ 191,215 $ 552,500 $ 552,500 $ 652,500 $ 652,500 p Total Expenses: $ 420,883 $ 488,368 $ 1,077,488 $ 1,133,916 $ 1,261,646 $ 1,281,595 Ending Balance/Contingency Reserve I $ 219,179 I $ 37,973 $ 146,218 $ 219,002 $ 227,140 $ 238,491 I 1 Assumes likely budget scenario if utility fee not implemented until mid-year Assumptions: ")racle Crossing, Steampump Village&O.V.Town Center sq feet based on a 40%developed area est. based on stats from O.V. Marketplace L Assumes Growth in Benefits&Wages �> Amortization of equipment over 5 year period c Drainage projects 100%funded through outside sources c::. Cost Escalation 5% b Ma043SattRiah4Ftri-1010 (kocal Settings\Tem4 Internet Files\OLK3FD2\Stormwater 5 Yr Analysis(4)(for sept 12 ws).xis TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: October 3, 2007 TO: HONORABLE MAYOR& COUNCIL FROM: Matt Michels, Senior Planner Hearing: Resolution No. (R) 07 - 59, The Planning Center, representing, Tucson SUBJECT: Public g approval of a conditional use permit (CUP) to allow for the Electric Power (TEP), requests pp . of new power poles and electric utility wires, located along the south side of Tangerine addition Road between La Cholla Boulevard and La Canada Drive, OV8-06-05. EXECUTIVE SUMMARY OF APPLICATION: TEP's proposal involvesa request uest for a CUP to allow for the addition of twenty-one (21) above-ground electric q utility poles with utilitywires alongthe south side of Tangerine Road. According to the applicant: ut y Currently there is one single circuit 138kV transmission wood pole line and wires on the south side of the -oht Road right-of-way Tangerine -way between La Canada and La Cholla Blvd. The Tangerine Project g g f would add a line of 13.8 kV feeder class distribution poles and wire approximately 8 feet from the south right-of-wayofTangerine Road between La Canada and La Cholla Boulevard. The .f consists o Tangerine Projecttwo phases and is considered Option A (TEP's preferred option) in g the Table 1.2 and Exhibits ii.4-ii.7. This CUP application is for Tangerine Project Option A Phase 1 but TEP also wants to describe the other options and cost estimates so the Town of Oro Valley can evaluate all options. The other options, which are not part of this application, (Option "A", Phase 2 and Options "B" and "C") were p � described on Page 3 of the CUP application. Planning and Zoning Commission Recommendation: their meetingon April 3rd 2007, the Planning and Zoning Commission recommended conditional approval Atp � to the undergrounding oundin of the new 13.8kV lines when Tangerine Road is widened to four lanes. The motion passed by a 4-1 vote. The primary issues addressed by the Commission were: • The need for the improvements • The aesthetics of adding new shorter poles versus using fewer taller poles or locating the new lines on the existing poles • The timing of future undergrounding and cost sharing. Staff had recommended a condition that TEP pay "fair share" of undergrounding cost when Tangerine Road is widened. The Commission agreed to include a condition that the new lines be undergrounded when Tangerine ,stlipi.oad is widened, but did not specify the method of funding for the undergrounding. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 2 of" Previous Town Council Action: This case was heard at the May 16, 2007 Council meeting and was continued to the June 20, 2007 meeting in order for the applicant to evaluate the Council's recommendation that TEP pay fifty percent (50%) of the cost of undergrounding the power lines when Tangerine Road is widened. The case was heard at the August 1, 2007 Council meeting and continued to allow for further discussion regarding the approach to solving the power pole issue. BACKGROUND: Reason for the CUP Request: According to the applicant, the pole and wire addition is needed to help alleviate an existing system overload on Rancho Vistoso Circuit 24 (RVS-24) and Rancho Vistoso Circuit 45 (RVS-45). Surrounding Land Uses: The area is characterized by larger-lot (one-half acre plus) single-family development to the north and smaller- lot (one-quarter acre and smaller) single-family residential development to the south. The smaller-lot subdivisions to the south include Copper Ridge (1-49), Mira Vista (1-60), and Verde Ranch (1-158) are located to the south of Tangerine Road. Direction Predominant Zoning Predominant Land Use North R1-144 Single residence zone East R1-7 Single residence zone West R1-144 Single residence zone South R1-7 to R1-144 Single residence zones OVZCR COMPLIANCE ANALYSIS: A. Analysis of Section 22.5, OVZCR, Use Permits: As provided in OVZCR Section 22.5, Use Permits, CUPs may be granted based on consideration of the following criteria: A. That the granting of such conditional use permit will not be materially detrimental to the public health, safety, or welfare. In arriving at this determination, the factors which shall be considered shall include the following: 1. Damage or nuisance arising from noise, smoke, odor, dust, vibration or illumination. There will be none of the aforementioned damage or nuisances from the proposed pole and wire additions. 2. Hazard to persons and property from possible explosion, contamination,fire or flood. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 3 of 7 Staff is not aware of any hazard to persons or property in excess of that which may already exist with existing electric utility facilities. 3. Hazard occasioned by unusual volume or character of traffic. The project will have no impacts on the volume or character of traffic. B. That the characteristics of the use proposed in such use permit are reasonably compatible with types of uses permitted in the surrounding area. The proposed power poles and transmission lines will have the similar visual impacts of the existing poles and lines. The new poles will be 38.5-foot in height and will be located further to the south than the existing poles within the existing Tangerine Road right-of-way. In summary, the proposal will result in some visible change from the existing conditions, primarily due to the addition of the new 38.5-foot poles to carry the 13.8kV power lines. The poles will be smaller diameter poles and similar in appearance and color to existing poles. B. Section 25.I.N, Requirements for Specific Uses, New Utility Poles and Wires: i addition to the standards of Section 22.5, Conditional Use Permits for new utility poles and wires may be granted based on consideration of the following criteria: 2. b. In addition, the primary consideration shall be aesthetics with the following factors also considered: i. The location and height of such poles and wire and the relation to the present or potential roads. The location and height of the poles and wires will be located in same general location of the Tangerine Road right-of-way as the existing poles. ii. The crossing of such lines over much traveled highways and streets. None of the new proposed power poles or lines will cross any street or highway. iii. Proximity of such lines to schools, churches and other places where people may congregate. The power lines will be closer to the existing residential subdivisions to the south, but will remain within the Tangerine Road right-of-way. iv. Fire or other accidental hazards from the presence of such poles and wires and the effect, if any, of the same upon the effectiveness of fire fighting equipment. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 4 of Staff is not aware of any additional fire hazard occasioned by the new poles and wires. The Golder Ranch Fire Department requires that there be 13'-6" of clearance under the poles in order to move equipment underneath them in case of emergency. v. The availability of a suitable right-of-way for the installation. The new poles and wires will be in the public right-of-way. vi. Future conditions which may be reasonably anticipated in the area in view of a normal course of development. While the immediate plan is to locate the poles and wires above-ground, staff recommends that approval of the proposal be conditioned on the future undergrounding of the new power lines concurrent with the widening of Tangerine Road. The project to widen of Tangerine Road to four (4) lanes is scheduled for the second quarter of the Regional Transportation Authority plan(2011-2016). The current proposed Option A (Refer to page 4 of the application), which entails the temporary above-ground placement of poles, will be paid for entirely by TEP with no cost incurred by the Town. Any future undergrounding of the facilities temporarily above-ground will require an agreement between the Town and TEP regarding the funding of the undergrounding. Staff has been directed by the Town Council to pursue franchise agreement with TEP for their consideration, whereby TEP would colic additional fees from Oro Valley customers that the Town can dedicate to undergrounding lines within the Town limits. The applicant has also considered other options, B and C, for this project. Option B would put the new 13.8 kV distribution line on the existing taller poles for the 138 kV transmission line that is also on the south side of the Tangerine. This option would require a doubling of the number of the existing poles and raising the height of the poles to allow for separation between the lines. TEP indicates option would increase the cost by 4 times to over$1 million, and that it is not practical due to the pending future roadway widening. Option C would not require a conditional use permit, the line would be undergrounded now, then moved later. TEP is not willing to pay for these alternate options, due to the high cost and the necessity of moving the lines twice. Therefore, both of these options were rejected. Should the Town Council approve Option A, the conditional use permit, TEP outlines two options for the distribution lines after the roadway is widened. The Town Council can decide at that time to underground the 13.8 kV line, or not. The differential cost of undergrounding would not be covered by TEP. In all scenarios the 138 kV lines will always remain aboveground. TOWN OF ORO VALLEY 7OUNCIL COMMUNICATION Page 5 of 7 vii. The type of terrain The terrain is gently rolling, sloping generally to the south and slightly to the east. There are no obstacles presented by the terrain that would affect the proposed new poles and lines. viii. The practicality and feasibility of underground installation of such poles and wires with due regard for the comparative costs between underground and overground installations (provided, however, that a mere showing that an underground installation shall cost more than an overground installation shall not, in itself necessarily require issuance of a permit). General Plan Policy 11.3.2 encourages the Town to work with utility providers to place utilities underground; As discussed, the Town is working with TEP to assure undergrounding of the electric lines when Tangerine Road is widened. Staff is not aware of any technical issues related to the practicality or feasibility of underground installation that would preclude such installation. The only known issue is the differential cost (the additional cost of undergrounding versus above-ground placement) of undergrounding the lines. Tangerine Road Corridor Overlay District (TRCOD) Conformance: The applicant's proposed Option A to place the poles and lines above-ground temporarily is not consistent with the current TRCOD requirement that requires the undergrounding of new lines. OVZCR Section 24.1.D.5, states that: Future power lines carrying 45kV or less shall be installed underground. In order to be consistent with the treatment of power lines in other parts of the Town, staff has proposed the following text amendment to Section 24.1.D.5. The code amendment is being presented on the same agenda as the CUP request (strikethrough is deleted text, bold is new text) : Future above-ground power lines carrying 45kV or less - . :- '- . -: - -:- _ = • -: are subject to Conditional Use Permit (CUP) approval and the criteria specified in Section 23.3, OVZCR A CUP may be conditioned to require undergrounding of power lines with a specified time frame. This provision would allow the Town Council to permit above-ground pole placement or replacement subject to conditional use permit approval, which is what TEP is requesting. GENERAL PLAN CONFORMANCE: General Plan Policy 11.3.2 encourages the Town to work with utility providers to place utilities underground; and discourage visually intrusive structures. This CUP is an attempt to work with TEP to address the ""ndergrounding of the new 13.8kV lines concurrent with the widening of Tangerine Road. Currently there is no to set for this project, although it is a project in the second phase (2011-2016) on the Regional Transportation Authority plan and Tangerine Road is anticipated to be widened to four(4) lanes. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 6 o' PUBLIC NOTIFICATION AND COMMENT: All property owners within 600 feet of the poles and lines have been notified of the public hearing in accordance with the Town notification requirements. One letter of opposition has been received and is attached for your reference. SUMMARY OF FACTORS: Factors For: 1. Meets all the OVZCR criteria for CUPs. 2. The applicant states that the new poles and wires will help to alleviate a circuit overload situation in the area. 3. An amendment to the TRCOD is proposed to allow for placement of above-ground power lines, subject to a conditional use permit. 4. The Planning&Zoning Commission recommended approval. 5. General Plan Policy 11.3.2 encourages the Town to work with utility providers to place utilities underground. TEP intends to work with the Town to ensure that the poles being placed with the accompanying CUP will be undergrounded when Tangerine Road is widened. Factors Against: 1. General Plan Policy 11.3.2 states that the Town should discourage visually intrusive structures. The nE poles and electric wires will be placed above-ground for a period of years. 2. The proposed CUP entails the addition of twenty-one new poles which may be visually intrusive. 3. The proposal does not meet the intent of the TRCOD to preserve the visual aesthetic of the Tangerine Road Corridor. SUGGESTED MOTIONS: I move to [approve, approve with conditions, OR deny] Resolution No. (R) 07-59, OV8-06-05, Conditional Use Permit to allow for the addition of new power poles and electric utility wires, located along the south side of Tangerine Road between La Cholla Boulevard and La Canada Drive. Attachments: 1. Resolution (R) 07-59 cc: Shirley Gay, OV Planning and Zoning F:\OV\OV8\2006\8-06-05\reports\TC.RPT.OV8-06-05.doc - ' TOWN OF ORO VALLEY UNCIL COMMUNICATION Page 7 of 7 ;ThL/ Si S. More, "Inning nd Zoning Director Craig Civpilier, Town Engineer z/At-7,(4— J ne Watson, Assistant Town Manager avid David Andrews, Town Manager t RESOLUTION NO. (R) 07 - 59 %or A RESOLUTION OF THE TOWN OF ORO VALLEY, ARIZONA, FOR A CONDITIONAL USE PERMIT TO ALLOW FOR THE ADDITION OF NEW POWER POLES AND ELECTRIC UTILITY WIRES, LOCATED ALONG THE SOUTH SIDE OF TANGERINE ROAD BETWEEN LA CHOLLA BOULEVARD AND LA CANADA DRIVE. g Plannin Center, representing Tucson Electric Power, requests approval of a WHEREAS, The p conditional use permit to allow for the addition of new power poles and electric utility wires, g located along the south side of Tangerine Road between La Cholla Boulevard and La Canada Drive; and and WHEREAS, the Planning Zoning Commission reviewed said conditional use permit request at th made dulynoticed Public on April 4 , 2007 in accordance with State Statutes, and having aHearing its recommendation of approval by a 4:1 vote to the Town Council; and WHEREAS, the Oro ValleyTown Council has duly considered the conditional use permit request and the Planning ZoningCommission's recommendation at a Public Hearing and finds that it is in the interest of the community; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO VALLEY: klopy That the conditional use permit to allow for the addition of new power poles and SECTION 1. electric utility wires, located along the south side of Tangerine Road between La Cholla Boulevard and La Canada Drive, be granted per Section 9-471 (L) of the Arizona Revised Statutes and that all applicable standards in the OVZCR shall apply thereto said property; SECTION 2. That this resolution and the various parts thereof are hereby declared to be revocable. If any section, sub-section, sentence, clause, word or phrase of this resolution is, for any reason, held to be unconstitutional, such holdings shall not affect the validity of the remaining portion of this Resolution. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley, Arizona this 3rd day of October,2007. Paul H. Loomis,Mayor ATTEST: Kathryn Cuvelier, Town Clerk APPROVED AS TO FORM Melinda Garrahan,Town Attorney TOWN OF ORO VALLEY 4 Pagel of 1 ipaiorjUNCIL COMMUNICATION MEETING DATE: October 3, 2007 TO. HONORABLE MAYOR AND COUNCIL FROM: David Andrews, Town Manager SUBJECT: pp Appointment of Interim Town Attorney SUMMARY: ' Garrahan effective October 5, 2007, the Town Council is With the retirement of Town Attorney Melinda • • • • • • Knowingthat the recruiting process is long, staff requests the actively recruiting for her replacement. . affairs. Town Attorneyto ensure uninterrupted operations of the Town's legal appointment of an Interim SUGGESTED MOTIONS: Staff recommends the appointment of as Interim Town Attorney, until the new Town Attorney is appointed. c David Andrews, Town Manager TOWN OF ORO VALLEY —OUNCIL COMMUNICATION MEETING DATE: October 03, 2007 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: CONSIDERATION AND POSSIBLE ACTION TO RECONSIDER THE TOWN COUNCIL'S SEPTEMBER 19, 2007, VOTE APPROVING COUNCIL POLICY #4, UPDATING THE TOWN OF ORO VALLEY MEETING FACILITIES USAGE POLICY SUMMARY: This reconsiderationrequestedby has been Council Member Gillaspie and seconded by Council Member Carter. Section 11.1 of the Council Parliamentary Rules & Procedures regarding Reconsideration of Motions states: Once an item is discussed at a meetingand the Council has gone on to another agenda item, the A. item considered cannot be again considered at that same meeting unless it can be positively determined that all persons who were present when the item was first considered are still present. B. Said reconsideration of any action taken by Council must be by motion by a Council Member on the prevailingside of the vote. Such motion must be filed with the Council (Town Clerk's Office) to was .N d the Town Clerk shall place that item on the agenda prior to the next regularly scheduled Council meeting. At the time of that meetingbefore the matter may be considered, there must be a second to the Motion to Reconsider. C. If the motion to reconsider failed, the Council will skip the next agenda item, which will be the discussion and vote of the original issue. D. If the motion to reconsider was successful, the Council will continue that item to a specific date in the future." ATTACHMENT: 1. Council Communication dated September 19, 2007. 2. Meeting Facilities Usage Policy. SUGGESTED MOTION: I MOVE to RECONSIDER or If the motion to reconsider fails - No further action is taken. TOWN OF ORO VALLEY 1 COUNCIL COMMUNICATION Page ? ,(1-ra A-- Katt at n Cuvelier, Department Head (- )C_ttir_c_Ilitr.Avu ?,-, Andrews, Town Manager(yStavid r K TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: September 19, 2007 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: Council Policy #4 Update—Town of Oro Valley Meeting Facilities Usage Policy SUMMARY: request of staff has researched and updated Council Policy#4 - Town Our Town Attorney's Office, at the for the • Facilities olicprovides updated guidelines and sets procedures Meeting Usage Policy. This amendedpolicy g meetin facilities. The amendment to the Policy combines the guidelines use and reservation of available Town Library procedures for the Oro Valley Public L ry and the Town Hall complex (Council Chambers and Magistrate Court) into one policy. • Town Hall complex: 1) Adds a $300 security deposit to cover any damages. ')l Increases the hourly usage fee from $10.00 to $20.00 per hour. Adds a $5.00p rocessing fee upon a 5 day notice of cancellation. No refund of rental fee for less than 5 days notice of cancellation. 5) Due to room availability, the usage of Town Hall • • Facilities remains at no more than two consecutive months in a twelve month period. Public Library: 1) Adds the Library to the Policy. 2) Adds a $300 security deposit to cover any damages. 3) No hourly fee required. 4) Yearly use agreementsbe mayapproved at the discretion of the Library Administrator. pp ATTACHMENTS: 1. Amended Council Policy#4 2. Current Council Policy #4 SUGGESTED MOTION: r , I MOVE to Amend Council Policy #4 effective October 4, 2007. . f, Jmay' , -�-. K a n Cuvelier, TowntClerk David Andrews, Town Manager Town of Oro Valley Meeting Facilities Usage Policy This usage policy is intended to provide guidelines and set procedures for use and reservation of available Town meeting facilities at the Town of Oro Valley Town Hall Complex, 11000 North La Canada Drive ("Town Hall") and the Oro Valley Public Library, 1305 W. Naranja Drive (the "Library"). The Town Hall and Library meeting facilities addressed in this policy are collectively referred to as the "Facilities". General Usage Policy and Rules A. Allowed Groups/Users. Because Town Hall and the Library are primarily designed for municipal office purposes, the Facilities are not available to private businesses. However, the Facilities are available for meetings sponsored or hosted by: • The Town of Oro Valley. • Federal, state, county, or tribal government agencies. • School districts. • Town of Oro Valley civic organizations, non-profit organizations, fraternal organizations and community service organizations. Examples include the VFW, Girl and Boy Scouts, Lions Club, Greater Oro Valley Arts Council, and homeowners' associations. • Any other uses or groups not mentioned subject to approval by the Town Manager, or designee. B. Priority for Use of Facilities (in the following order). 1. Town Council meetings* 2. Town Board and Commission meetings* 3. Town staff and Town sponsored or hosted meetings* 4. Town co-sponsored meetings* 5. Federal, state, county, tribal government agency, and school district meetings 6. Meetings of Town of Oro Valley civic organizations, non-profit organizations, fraternal organizations and community service organizations *These categories are collectively referred to in this Policy as "Town-Managed Meetings". C. Facility Availability. The Facilities are generally available for use during "Regular Business Hours" (defined for purposes of this Polic as 8:00 AM to 5 PM Monday through Friday, excluding Town-recognized holidays ) and "Evenings and Weekends" (defined for purposes of this Policy as 5 PM to 10 PM Monday through Friday and weekends 8:00 AM to 10 PM). Meetings shall conclude by 10 PM, and the I Town-recognized holidays are New Years Day(January 1), Martin Luther King, Jr./Civil Rights Day (third Monday in January), Washington's/Presidents' Day(third Monday in February), Memorial Day(last Monday in May), Independence Day(July 4), Labor Day(first Monday in September), Veteran's Day (November 11), Thanksgiving Day(fourth Thursday in November), Day after Thanksgiving(fourth Friday in November), and Christmas Day(December 25) Facility shall be vacated no later than 10:30 PM. Town-Managed Meetings are exempt from the requirements of this paragraph. Town-Managed Meetings shall be given preference at all times in scheduling use of the g Facilities. Other meetings will be scheduled on a first-come, first-served basis. Because of high demand for the Facilities for Town-Managed Meetings, availability of the Facilities during Regular ular Business Hours is extremely limited and subject to change. If an unforeseen circumstance requires the use of any Facilities to be needed for Town- Managed Meetings, a group or agency may be required to reschedule or relocate their meeting. D. Deposits. Unless waived by the Town Manager or designee, or as provided in a formal written agreement between the user and the Town, a $300 deposit is required for g use of all Facilities payable by check or money order. The deposit will cover damage to the walls and furniture repair at contractor cost. Carpet stains will require the entire room to be cleaned at an additional fee. Any excessive cleaning will be charged at an additional feep er hour. The security deposit may be increased if the Town believes a amount is warranted based on past experience with the applicant or the proposed higher If there is no damage to the Facilities, the deposit will be returned within activity. g fourteen working days after the completion of the meeting or event. If there is damage to the Facilities, the deposit will be returned within fourteen working days, minus the cost to repair the damage. E. Rules of Conduct. The following rules apply to all meetings in the Facilities (rules marked with an asterisk [*] do not apply to Town-Managed Meetings): • Any group usingthe Facilities shall not discriminate on the basis of race, color, p national origin, sex, religion, age or disability. • Any group usingthe Facilities shall conduct their meetings and themselves in a p professional and courteous manner. • All activities must be under adult supervision, eighteen years of age or older. • The responsible partymust restore the Facilities to their original condition. No p custodial services are provided with the use of the Facilities. The user will be responsible for cleaning up the room and removing any trash. • The Town will not be responsible for any furniture or equipment brought by the user, and such equipment must be removed at the conclusion of the event. • Town furniture shall not be moved between rooms.* • The Town will not store p eq ui ment, supplies, materials, etc., for organizations using the rooms.* • Signs or notices shall not be posted upon the premises. Nothing that may injure, mar, or in any waydeface the premises shall be used. Nails, hooks, adhesive fasteners, scotch tape, tacks or screws are prohibited on any part of the building or premises.* - 2 - • Open flames are prohibited in the Facilities. • No animals shall be allowed upon the premises except dogs assisting disabled individuals. • Firearms and weapons of any kind are prohibited. • Pursuant to A.R.S. § 36-601.01, smoking is prohibited in all Town Facilities. Persons desiring to smoke during their use of Town Facilities may do so provided they are at least 20 feet from any building entrance. • Parking is available in designated areas only. Any person parking illegally or in a manner that blocks emergency entrances/exits may have their vehicle ticketed and/or towed. • The total number of people shall not exceed the posted capacity of any of the meeting rooms. • The event shall be confined to the reserved area and shall not interfere with the general public or any other ongoing activities within the Facilities.* • At the discretion of the Chief of Police, users may be required to hire off-duty police officers depending on the type of event or anticipated occupancy load. The cost of the off-duty police officers shall be the sole responsibility of the user. • The use of the Town of Oro Valley name is strictly prohibited by any organization or person for any purpose in connection with the use of the meeting rooms for publicity or otherwise except to identify the location of the event. Unapproved use of the Town of Oro Valley name or logo shall be grounds for termination of the use agreement and may be subject to other legal action.* • The permitted use of the Facilities by a group does not, in any way, constitute an endorsement by the Town of Oro Valley of the user's policies or beliefs. • Except as otherwise provided in a formal written meeting facility use agreement entered into between the Town and a user, a signed and notarized "Release, Hold Harmless, and Indemnity Agreement" form provided by the Town is required to use the Facilities. In some instances, a certificate of insurance may be required naming the Town as an additional insured. Such determinations shall be at the discretion of the Town Clerk, or designee. • Food and beverages are permitted in the Facilities upon prior notice to the Town. The meeting organizer is responsible for providing all food and beverages and any necessary equipment and supplies. No coffee service equipment or supplies are available. Red punch is prohibited. Any damage due to food or beverages will be assessed and billed to the sponsoring department or organization. • Alcoholic beverages are prohibited. - 3 - • Groups utilizing any of the Facilities must comply with the provisions in Title IIA of the Americans with Disabilities Act. • Violation of any of the rules contained in this policy may result in the loss of future privileges to use Town Facilities. 1111 - 4 - Rules and Use Policies for Specific Facilities TOWN HALL FACILITIES The following meeting rooms are available for reservation and use: • Council Chambers (158 person capacity) • Town Magistrate Courtroom (60 person capacity) The Town Clerk's Office at (520) 229-4700 is responsible for scheduling and availability of the Facilities at Town Hall. Town staff will not be available to provide technical assistance. A given group or organization may reserve Town Hall Facilities for no more than two (2) consecutive months per twelve (12) month period. Organizations or groups wanting to schedule use of the Town Hall Facilities must schedule at least seven working days prior to the event or meeting unless waived by the Town Manager's Office, but may reserve Town Hall Facilities up to three months in advance. A use agreement must be completed and include the necessary information and a certificate of insurance. The person scheduling and signing the use agreement must be at least 18 years of age. Tentative reservations can be taken over the telephone. Use agreements, deposits, and indemnity agreements or certificates of insurance must be submitted to the Town Clerk's Office no later than five days after the tentative reservation has been made. If the agreement, deposit, and indemnity agreement or certificate of insurance are not received, the tentative reservation will be cancelled. Unless waived by the Town Manager or designee, or as provided in a formal written agreement between the user and the Town, the rental fees for use of Town Hall Facilities are $20 per hour. All fees shall be paid in full at the time the room is reserved, along with a completed use agreement including a check or money order. Fees must be paid to cover use in hourly increments. Rental fees shall be refunded, minus a $5 processing fee, upon five (5) days notice of cancellation. There shall be no rental fee refund for less than five (5) days notice of cancellation. The user will pay an additional hourly fee if an activity goes over the reserved time. Said additional fee will be deducted from the deposit. - 5 - LIBRARY FACILITIES The following meeting rooms are available for reservation and use: • Library Room 1 (100 person capacity) • Library Room 2 (6 person capacity; food and drink prohibited) Library facilities are available during normal library business hours (MWFSat 9AM to 5PM, TThur 11AM to 8PM). Rooms may be available outside of normal business hours within the discretion of the Library Administrator. The Library Meeting Room Coordinator at (520) 229-5300 is responsible for scheduling and availability of Library Facilities. Kitchen facilities are available with reservation of Library Room 1; however the user is responsible for providing all food and beverage and any necessary cooking utensils and/or equipment. Organizations or groups wanting to schedule use of the Library Facilities must schedule at least seven working days prior to the event or meeting unless waived by the Town Manager or designee, but may reserve Library Facilities up to three months in advance. A use agreement must be completed and include the necessary information and an indemnification agreement or certificate of insurance. The person scheduling and signing the use agreement must be at least 18 years of age. lib` Yearly use agreements may be requested for meetings or events that occur on a monthly basis. Approval of such agreements is at the Discretion of the Library Administrator. Groups or organizations that obtain approval for such an agreement will be required to pay a $300 deposit at the beginning of the year to cover any expense incurred by the Town for repair or clean-up required by the usage. At the conclusion of the year, any funds remaining from the deposit shall be returned to the user. There is no hourly fee required for the use of Library Facilities. - 6 - TOWN OF ORO VALLEY MEETING ROOM APPLICATION Name of Organization: Mailing Address: Person Responsible: Telephone: Email: Fax: Town Facility Requested: ❑ Council Chambers (150 person capacity) ❑ Town Magistrate Courtroom (60 person capacity) o Library Room 1 (Meeting Room— 100 person capacity) o Library Room 2 (Groups Study Room—6 person capacity) Date(s) requested: Time requested: Type of Event: Estimated number of participants: Have you used Town facilities within the past 12 months? When? Food/beverage service? o Yes o No If yes, please specify: Signature below acknowledges that the authorized representative has read and agrees to abide by the rules and regulations outlined in the Town's Meeting Room Policy. Payment of deposit and rental fees should be attached and submitted at the time of application. Make checks payable to Town of Oro Valley. 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'.,:.:.''„ ,L' L„:L:L L.,'',.,„.,,..,,, '.‘..''..,L1L;:. .„rr,,,..,.'.,, ,.,'.L:..1 L..''2,',',:,,,.,,,, y. a ' rV'Mer. + v :, R �< ��`t ar ate".+^nuA . ^n5 h't i Y� .. 4 r .., 5vaq, - s 3 .,s•* tea.w' �. .: ...,..--�.- _ .Y -Li,. . si > } r;' M•R p x: �� . -,T ..:..,..-. ..�ra. , �� 4 � '..� -.1': L,,::.4.-';''ii:''' S' '.e„r'yp 'i',.'!• :•.. -"fir .^ ----- .. ...>- it ';4 ''' - - r " I ,.. - I: ........- • , ... e p Melinda Garrahan Presentation Oct. 3, 2007 Council Meeting Tonight, we'd like to recognize our Town Attorney, Melinda Garrahan. Melinda will be retiring this month, after 30 years in the legal profession. A graduate of the Arizona State University College of Law in 1977, Melinda has worked in both the public and private sectors, joining the Town of Oro Valley in 2004. Melinda has been a true professional, always providing clear and precise guidance to the Town staff and Council on a wide range of issues. Most recently, she and her staff worked diligently to help the Town secure the Steam Pump Ranch site, a jewel in the Town's cultural preservation initiatives. Melinda will be pursuing her artistic interests and traveling with her husband, Mike. On behalf of the Town of Oro Valley, we would like to present Melinda with this small token of our appreciation, an original piece painted by local artist Chris Bubany. Melinda, we wish you and Mike well and thank you for your years of dedicated service on behalf of our citizens. ,Nv_LEY R/ (/moo �o"/w/ z`< y ay • x > tv YF OVND Office of the Town Attorney MEMORANDUM To: Mayor and Council Copy: David Andrews, Town Manager; Jerene Watson, Assistant Town Manager; Kathryn Py Cuvelier, Town Clerk; Mary Hartz-Musgrave, Library Administrator From: Lex Mack, Civil Attorney; Joseph Andrews, Chief Civil Deput 0. Date: October 3, 2007 Re: Council Policy #4 - Meeting Rooms The Town Manager's office has requested that Legal provide the Council with some additional information to assist with the discussion regarding the reconsideration of the newly adopted Meeting Room Policy. Specifically, should the Council decide to reconsider the item, staff would request that the discussion be postponed until the October 17, 2007 Regular Council Meeting to allow time for staff to develop amendments to the policy and present them to Council for approval. Doing so would be consistent with the Council's Parliamentary Rules and Procedures which state an item that is approved for reconsideration is continued until future meeting. (Section 11.1(D)) However, the Council may suspend the rule relating to reconsideration as discuss/take action on the item should it so choose. In that event, staff wanted the Council to be aware of the following information. Either way, as of September 28, 2007, application of the new policy has been suspended by the Manager's office until the Council has resolved the matter. In developing the new meeting room policy, extensive research was compiled regarding how other similar jurisdictions make their facilities available to the public. That research l \Clerk\Misc\Meeting Room Policy\Memo-council meeting room policy.doc • included examining costs for rental fees and deposits. The committee that updated the policy felt, at the time, that the $300 deposit was reasonable to cover any damage or clean up costs, and not excessive as to beP rohibitive. Additionally, the policy allows for the possibility of the deposit fee to be waived by the Manager's office or through contractual agreement. However, since the adoption of the policy, there have been concerns expressed by the community, staff and the Council members that the deposit amount is too high. Staff has scheduled a meeting for October 4, 2007 to look at the deposit issue, with proposals on the table to possibly reduce the fee to $150 or $75. Some additional concerns have been raised regarding what types of groups are included or excluded by the policy and whether groups renting Town facilities may exclude members of theP ublic from meetings during the rental period. The policy does not exclude political groups or other types of community organizations or require them to obtain prior approval before renting Town facilities. The policy contains a hierarchy of uses to outline the priority the Town willg ive to each proposed use. Civic organizations are included in that hierarchy, which would include P olitical groups and other types of community organizations. Provided an organization is willing pay to a the deposit and rental fees, and space is available, they may use Town facilities. The matter of whether groups may exclude members of the public from their use of Town facilities is one that staff has not had adequate time to examine. Town facilities remain public property and it would be inappropriate to adopt a position that groups may routinely exclude all P Y other members of the public. However, there may be some circumstances where it is entirely appropriate ro riate to restrict access to an event due to the group's intended use of the facility. • entitle groups to exclude thegeneral public from Moreover, the payment of the rental fee may g p their events; Legal would need to research this issue to determine the Town's responsibilities. This particular question is one that staff would request some time to discuss and develop a solution topresent to the Council at the October 17th meeting. It's important to note that the new meeting room policy is not all that different from the oldolic . The deposit is a new addition, as well as an increase in rental fees, but the majority of P Y changes were format rather than substance. Notwithstanding that fact, there has been sufficient concern from the public regarding the new policy to warrant additional staff time to address the issues presented. Once again, staff would request the Council postpone taking any action /4-)cr'jc:12. 921)A?)1 1-9)te 1)4°0° Page 2 of 3 1>e4P-r J A • l regarding the policy until the October 17, 2007 Regular Meeting at which time staff will present amendments to the policy language. Page 3 of 3 /Ltd - - 300 eftLi64,62 22 b civh,,Lj • cld)/Liu3 rfi;u0