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HomeMy WebLinkAboutPackets - Council Packets (1069) AGENDA ORO VALLEY TOWN COUNCIL BUDGET WORK SESSION MAY 16, 2005 ORO VALLEY COMMUNITY DEVELOPMENT BUILDING - HOPI ROOM 11,000 N. LA CANADA DRIVE CALL TO ORDER: 5:30 P.M. ROLL CALL 1. REVIEW OF MAY 10, 2005 BUDGET SESSION — FOLLOW-UP MEMORANDUM 2. REVIEW OF LEGAL/MAGISTRATE COURT/POLICE DEPARTMENTS A. Legal Department Page 446 B. Magistrate Court Page 459 C. Police Department Page 473 D. Seizure & Forfeitures State Funds Page 580 E. Seizure & Forfeitures Justice Funds Page 585 ADJOURNMENT 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 Oro Valley Town Clerk, at 229-4700 POSTED: 05/13/05 4:30 p.m. Ih IVEMORANDUN1 TO: Mayor and Council FROM: Chuck Sweet, Town Manager David Andrews, Finance Director/Assistant Town Manager Joseph Meyer, Management and Budget Analyst DATE: May 16, 2005 SUBJ: Follow-up Issues from May 10 Budget Review Session A number of issues were raised during the Mayor and Council's Budget Review Session on May 10. This memorandum serves as staff follow-up to these issues. 1) Issue: Pie charts for proposed departmental expenditures Response: At the request of the Mayor, these charts will be distributed for each department/division at the scheduled budget study session. 2) Issue: Town Council Fax Lines Response: Staff is waiting for an opinion from the legal department regarding this issue. 3) Issue: Funding for the Economic Vitality Plan/Procurement Analysis Response: $65,000 has been included in the Finance Department budget for an Economic Vitality Plan and $35,000 has been included in General Administration for procurement. 4) Issue: Greater Oro Valley Arts Council (GOVAC) business plan Response: Awaiting a response from GOVAC and the Community Development Administrator, Brent Sinclair. 5) Issue: Estimated number of single family residential lots available for construction under currently approved zoning Response: Attached please find a response from the Planning and Zoning Administrator, Bryant Nodine. GABUDGETTY 05-06\Issue-Response 5-16-05.doc 6) Issue: Cost analysis comparison between one (1) FTE Librarian and three (3) .48 FTE (19/hours week) Library Associates Response: The Finance Department staff has reviewed the proposed changes to staffing and has determined the position exchanges will have no negative fiscal impact. The overall expenses related to a FTE librarian total $50,597 while the total expenses for 1.43 FTE Library Associates total $49,682 7) Issue: Prioritized list and budgeted start date of new hires for the Library Division Response: Attached please find a response from the Library Administrator, Mary Hartz-Mustgrave regarding staff prioritization. All new positions were budgeted with a July 1, 2005 hire date. An October 1, 2005 hire date will provide a positive variance of approximately $45,000 between all new positions within the Library Services Division which are currently included in the Town Manager's Recommended Budget. 8) Issue: Gift certificates for Library volunteers. Response: Due to concerns over the legality of issuing gift certificates, the budgeted dollar amount for certificates will be reallocated to purchase plaques or similar awards. 9) Issue: Prioritized list of Parks and Recreation requested personnel changes. Response: Attached please find a response from the Parks and Recreation Administrator, Ainsley Reeder. 10) Issue: Parks and Recreation supplemental detail sheets Response: Attached please find a response from the Parks and Recreation Administrator, Ainsley Reeder. 11) Issue: Comprehensive list of Special Events Response: Staff has compiled a list of special events for the Town and related expenses. Attached please find a comprehensive list of costs by department related to Town special events. 12) Issue: Gasoline and Oil costs Response: Attached please find a comprehensive list of Gasoline and Oil budgeted per department within the Town. 13) Issue: Playground Shade Structure Response: The playground shade structure for James D. Kriegh Park has been added to the Parks and Recreation Budget in the amount of$20,000. G:\BUDGEITY 05-06\Issue-Response 5-16-05.doc 14) Issue: Building Safety Capital Outlay supplemental detail Response: Attached please find a response from the Town's Building Safety Administrator, Mr. Terry Vosler. 15) Issue: Vehicle quotes for the Building Safety Division Response: Please see aforementioned response from the Building Safety Administrator, Mr. Terry Vosler. 16) Issue: Reallocation of funding for the Naranja Town Site Project Fund. Response: A study session will scheduled to discuss this issue further. Jeph Meyer Management and Budget Analyst (Th David Andrews Finance Director (X,,/ Ch ck weet Town Manager CC: All Department Heads Bob Kovitz, Public Information Officer G:\BUDGETTY 05-06\Issue-Response 5-16-05.doc TOWN OF ORO VALLEY FY 2005/06 BUDGET Council Line Item Changes Through May 10,2005 Department/Division Line Item Manager's Council's Increase/(Decrease) General Fund: Town Council NLC&Other Travel and Training _ $ 22,280 $ 33,280 $ 11,000 Town Council Project Graduation 5,000_ 10,000 5,000 General Administration Project Graduation 10,000 - (10,000) Town Clerk Recording Fees 1,0001,500 500 Town Manager Public Information Services Carryforward -+ 12,000 12,000 Town Manager Assistant Town Manager - 71,718 71,718 Finance Assistant Town Mnager -_ (18,683) (18,683) Finance Economic Vitality Plan - 65,000 65,000 G&A _Procurement Analysis - 35,000 35,000 Parks and Recreation Playground Shade Structure(JDK Park) - 20,000 20,000 Subtotal 38,280 229,815 191,535 G&A General Fund Contingency $ 8,985,555 $ 8,794,020 $ (191,535) Highway Fund: HIGHWAY FUND TOTAL $ - $ - $ - TWDIF: TWDIF TOTAL - Water Utility TOTAL WATER UTILITY - Legal Department Manager's Recommended 2004/2005 Budget Estimated Actuals Budget Personnel $ 436,204 $ 390,171 $ 557,320 Outside Professional Services $ 85,000 $ 88,000 $ 100,000 Memberships & Subscriptions $ 22,000 $ 23,000 $ 28,000 Travel & Training $ 6,300 $ 4,555 $ 8,300 Office Supplies $ 3,500 $ 2,400 $ 4,500 Non-Capitalized Equipment $ - $ - $ 2,600 All Other $ 16,500 $ 13,250 $ 29,500 TOTAL: $ 569,504 $ 521,376 $ 730,220 Non-Capitalized Office Supplies Equipment $4,500 $2,600 All Other Travel & Training (1%) 0% $29,500 $8,300 (4%) (1%) Memberships & ''‘\ Subscriptions $28,000 (4%) Outside Professional Services Personnel $100,000 o $557,320 (14/0) o (76/o) G:\Danielle\For Joseph\Budget Spreadsheet III Police Department Manager's Recommended 2004/2005 Budget Estimated Actuals Budget Personnel $ 7,515,694 $ 7,328,584 $ 7,998,955 Insurance $ 246,782 $ 246,782 $ 271,460 Gasoline & Oil $ 50,000 $ 50,000 $ 175,000 Custody of Prisoners $ 100,000 $ 100,000 $ 130,000 Vehicle Repair & Maintenance $ 77,000 $ 99,500 $ 120,200 Office Lease $ 20,500 $ 31,000 $ 73,209 Patrol Vehicles $ 137,200 $ 38,988 $ 364,985 All Other $ 857,360 $ 731,247 $ 1,143,010 • TOTAL: $ 9,004,536 $ 8,626,101 $ 10,276,819 Patrol Vehicles Office Lease 64 $3 , 859 $73,209 Vehicle Repair & (1o/0) (4%) Maintenance All Other $120,200 $1,143,010 (1%) (11%) Custody of Prisoners $130000 (1%) Gasoline & Oil $175,000 (2%) Personnel Insurance $7,998,955 $271,460 (77%) (3%) G:\Danielle\For Joseph\Budget Spreadsheet III Magistrate Court Manager's Recommended 2004/2005 Budget Estimated Actuals Budget Personnel $ 428,875 $ 402,955 $ 479,679 Court Appointed Attorney Fees $ 50,000 $ 51,000 $ 51,000 Insurance $ 25,950 $ 25,950 $ 24,255 Rentals $ 8,700 $ 8,700 $ 12,250 Outside Professional Services $ 9,000 $ 7,600 $ 8,000 Contract Personnel Services $ 5,800 $ 5,000 $ 5,800 All Other $ 23,710 $ 18,719 $ 37,375 TOTAL: $ 552,035 $ 519,924 $ 618,359 Contract Outside Personnel Professional Services Services All Other $5,800 $37375 $8,000 (1%)(1%) Ili (6%) Rentals $12,250 (2%) Insurance Personnel $24,255 $479,679 (4%) (78%) Court Appointed Attorney Fees $51,000 (8%) G:\Danielle\For Joseph\Budget Spreadsheet III ir :0,i l'i'::'''-' 4e,444 -w- lfr PLANIVING& ZONING DIVISION 4 \:\''. t ' ':''''-: : ALI/ f{ ( A '-LI -- A TO: Joseph Meyer FROM: Bryant Nodine DATE: May 11, 2005 RE: Housing Projections Per the Council request preliminary lot counts are: Developing 2,500 lots Vacant 7,500 lots These are lots within the existing Town boundaries. "Developing" includes any project the has applied for development review from plats that are being built out to rezonings that have submitted tentative development plans. "Vacant" is the remaining undeveloped areas and the estimates within the vacant areas based on build out using the General Plan designation. The database is dated June 2004, with a quick update to provide the November 2004 estimates. To fully update the database and convert the vacant areas to their zoning versus the General Plan designation will take another day of work. I anticipate that I will not be able to get to that until late next week. cc: Brent Sinclair C:\Documents and Settings\jmeyer\Local Settings\Temporary Internet Fiies\OLKE\Lot Counts May 05.doc MEMORANDUM To: Mayor and Council Members From: Mary Hartz-Musgrave, Library Administrator Date: 5/12/2005 RE: Library Staff Priorities &Justification As requested during the Budget Study Session on May 10, 2005, the following is the library staff priorities and justifications for the coming fiscal year. Two options are being proposed. Proposed Option#1 Priority#1: Change the request for Librarian 4.0 FTE to 3.0 FTE and put the equivalent of 1.43 FTE in the Library Associate position as was discussed in the Study Session. Budget impact:There will be no negative fiscal impact to the Library Division Budget. Justification: Library Associate position permits staff the ability to field questions, determine what the customer needs, and lead the customer to the correct solution. The one-stop desk service requires staff to be able to offer this full service. Priority #2: Eliminate the 3.5 FTE Customer Services Representatives and redistribute the FTE to the Library Associate positions and Library Page positions. Budget impact: There will be no negative fiscal impact to the Library Division Budget. Justification: Library Page position performs the bulk of the behind-the-scenes library work of checking in materials, shelving materials or preparing them for the courier, process customer hold requests, and process damaged materials. The library can no longer rely on volunteer shelvers to provide 100% of the shelving since we will be increasing actually library use space by 66%. Proposed Option#2 Eliminate 1 FTE Librarian and the 3.5 FTE Customer Services Representatives and increase the number of Library Associates and Library Pages. Budget impact: To be determined Justification: Staff is researching the number of Library Associates and Library Pages needed to maintain the current hours of operation. Because of the proposed positions swap, staff is performing a detailed analysis in order to request only the minimum number of positions in an effort to maintain fiscal responsibility. May 11,2005 1 MEMORANDUM TO: Mayor and Council FROM: Ainsley Anne Reeder Parks and Recreation Administrator DATE: May 12,2005 RE: Personnel Requests—Priority List At the May 10,2005 Budget Meeting, you requested that the Parks and Recreation Division staffing requests be prioritized. The list, beginning with the highest priority, is provided below. Priority#1 —Recreation Leader$17,265 ($14,554 salary, $2,711 Other/Benefits) It is recommended that this permanent part time position be reclassified as a permanent full time position. The additional 20 hours per week would support the coordination of several new programs, including the Dare Rec & Roll Program, a Youth Basketball League, Art Classes, and contracted classes currently in development. All programs will be fee based and structured to recapture programs costs. Priority#2—Senior Office Assistant $28,116 ($21,320 salary, $6,796 Other/Benefits) It is recommended that a full time Senior Office Assistant be budgeted for the Parks and Recreation Division. The Division's growth has increased customer calls, e-mails, and walk- ins with questions, suggestions, ideas, issues to be resolved,payment, reservations, and recommendations. The position will provide for substantial assistance with frontline customer service, deposits,phones, and support services for the Division. Priority #3 —Assistant Pool Manager$17,456 ($12,032, $5,424 Other/Benefits) It is recommended that this permanent part time position be reclassified as a permanent full time position. The additional 20 hours per week would support the coordination of several programs, including the Adult Swim for Fitness Program, special events (the Spring Egg Dive, 4th of July Pool Celebration, the Summer Duathlon Series, the"Dive-In" Teen Night), and would provide support in the oversight of all pool maintenance projects. Priority#4—Parks Maintenance Worker$28,580 ($21,008 Salary, $7,572 Other/Benefits) Priority#5—Park Monitor$26,405 ($19,198 salary, $7,207 Other/Benefits) These positions are recommended for hire when possession of the Honeybee Park is assumed from Pima County. These positions will be critical for the maintenance and management of this 60 acre park. MEMORANDUM TO: Mayor and Council FROM: Ainsley Anne Reeder �? Parks and Recreation Administrator DATE: May 12, 2005 RE: Budget Detail Attached you will find the Fiscal Year 2005-2006 supplemental detail for the Parks and Recreation Budget. As you requested at the May 10, 2005 meeting, the current year budget and estimated actuals for each line item have been included. TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST , CONTRACTED EMPLOYEE(601) $ 70,400 $ 50,000 80%of Revenue Collected Paid to Instructors for: _ 70,400 Dog Obedience,Jazzercise,Yoga,Pilates,Show Handling, Tai Chi,Tennis,Baby Boot Camp,Personal Training,Body Sculpting,Dare Cheer,Guitar,and Recreational Programs. Revenue estimated at$88,000 for RY05-06. TOTAL $ 70,400 $ 50,000 $ 70,400 OUTSIDE PROFESSIONAL SERVICES(605) $ 126,050 $ 135,000 $ - Trail Work 2,000 Mapping 200 Plumbing 3,500 Fence Work - Field&Rec Room Light Bulb Replacement 5,500 Pest Control 2,700 Electrical Work 6,000 Sign Replacement/New 500 Mowing/Tree Trimming Contract 98,000 Locksmith 800 Owl Surveys-Nara*Town Site/West Lambert Lane Park 3,600 Ozone Maintenance-Pool5,000 _ Painting Buildings at Riverfront Park 10,000 Miscellaneous 250 TOTAL $ 126,050 $ 135,000 $ 142,050 WATER&SEWER(614) $ 107,000 $ 80,000 $ - , Water&Sewer fees for James D.Kriegh Park,Riverfront Park, 110,000 including backflow testing and maintenance 3%increase in water rates anticipated per Water Dept Bottled Water for buildings without water fountains 1,000 TOTAL $ 107,000 $ 80,000 $ 111,000 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST WASTE DISPOSAL FEES(615) $ 8,000 $ 14,000 $ - Riverfront Park Waste Disposal Fees 1,500 James D.Kriegh Park Waste Disposal Fee 6,400 Office @ Calle Concordia Waste Disposal Fee(1/2-Split w/PW) 1,200 Storm Clean-up/Emergencies 900 TOTAL $ 8,000 $ 14,000 $ 10,000 RECREATION PROGRAMS(617) 49,285 49,000 Day Camps Small Play Equipment&Miscellaneous Supplies 1,000 Arts&Crafts(150 children x.25 x 50 days) 1,875 Sporting Equipment(150 children x$5) 750 General Euipment(150 children x$5) 750 Snacks(150 children x.75 x 50 days) 5,625 Special Events/Activities(150 children x$1 x 10 weeks) 1,500 Field Trips for Summer Camps(100%cost recovered for trips) Bus Rental(26 buses x$350 rental fee) 9,100 Breakers Water Park Admission(150 children x$7.50) 1,125 Game Works(150 children x$7) 1,050 Rocks&Ropes(150 children x$12) 1,800 Funtastics(150 children x$12.00) 1,800 Arizona Skate Center(150 children x$4) 600 Water World(150 children x$7) 1,050 Colossal Cave(150 children x$4) 600 Sunshine Jeep Tours(150 children x$20) 3,000 Flandrau Planetarium(150 children x$4.25) 638 Cosmic Bowling(150 children x$4) 600 Lunch(150 children x$5 x 10 trips) 7,500 Junior Golf Program T-shirts,trophies,awards,program supplies 6,000 Fall&Winter Hiking Series 25 hikers x 15 hikes x$1 375 Parent&Tots Classes Pee Wee PE 800 Water Safety Instructor/Lifeguard Classes Supplies 5,000 National Trails Day Program Supplies 200 Bicycle/Pedestrian/Trails Outreach Supplies 200 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST Summer Environmental Educational Program Supplies _ 200 4th of July Pool Program Supplies 500 Duathlons 1,000 Spring Egg Dive 300 Teen Night"Dive In"at the Pool 1,500 TOTAL $ 49,285 $ 49,000 $ 56,438 VEHICLE REPAIR&MAINTENANCE(618) $ 2,500_$ 6,000 $ - Maintenance for three(3)division vehicles 4,000 TOTAL $ 2,500 $ 6,000 $ 4,000 EQUIPMENT REPAIR&MAINTENANCE(619) $ 4,500 $ 7,500 $ - Equipment Repair&Maintenance 1,500 Tires&Batteries 1,000 Pool Room Repair&Maintenance 4,000 TOTAL $ 4,500 $ 7,500 $ 6,500 GROUNDS REPAIR&MAINTENENANCE(621) $ 16,600 $ 16,600 $ - Playground Repairs 2,000 Welding Supplies 200 Cutting Tourches 400 Paint&Supplies 1,500 Lumber/Hardware 500 Miscellaneous Supplies 1,000 TOTAL $ 16,600 $ 16,600 $ 5,600 EQUIPMENT RENTAL(625) $ 2,000 $ 2,000 $ - Photocopier 1,500 Propane Tank for Parks Office Heat 100 TOTAL $ 2,000 $ 2,000 $ 1,600 INSURANCE(626) $ 42,373 $ 42,373 $ - Insurance 46,610 TOTAL $ 42,373_$ 42,373 $ 46,610 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST TELECOMMUNICATIONS(628) $ 9,000 $ 12,534 $ - Telephones 11,500 TOTAL $ 9,000, $ 12,534 $ 11,500 . POSTAGE(629) $ 1,000 $ 2,500 $ - Postage for all Division business,including programs, 2,000 - reservations,and Advisory Board mailings, TOTAL $ 1,000 $ 2,500 $ 2,000 ADVERTISING(630) _$ 2,500 $ 1,000 $ - Advertising for Programs 5,000 TOTAL_$ 2,500 $ 1,000 $ 5,000 PRINTING AND BINDING(631) .$ 4,000 $ 6,000 $ - Pool and Recreation 5,000 Bike/Pedestrian/Trails 200, TOTAL $ 4,000 $ 6,000 $ 5,200 TRAVEL AND TRAINING(634) $ 6,200 $ 6,200 $ - Parks&Recreation Administrator National Recreation&Parks Assn Conference - 1,300 Arizona Parks&Recreation Assn State Conference 600 Emerging Leaders Workshop 225 Legislative Forum 900 Secretary III Emerging Leaders Workshop 75 Arizona Parks&Recreation Assn State Conference 300 Parks Supervisor Emerging Leaders Workshop 225 CEU's for Certified Pest Control Applicator License 150 CEU's for Certified Arborist License 150 National Recreation&Parks Assn Conference 1,300 Arborist Conference 650 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST Parks Workers(5) CEO's for Certified Pest Control Applicator License 300 CEU's for Certified Landscape Irrigation Auditor 150 Emerging Leaders Workshop 375 Parks Maintenance Workshops 700 Pool Manager National Aquatic Conference&Management School 1,500 Pool Staff Certified Pool Operator;Workshops 500 • Recreation Coordinator National Recreation&Parks Assn Conference 650 Arizona Parks&Recreation Assn State Conference 250 Emerging Leaders Workshop 150 Recreation Leaders/Aids Emerging Leaders Workshop 75 Summer Leader's Workshop 300 1st Aid/CPR Certification 500 Bike/Ped/Trails Coordinator Arizona Parks&Recreation Assn Trails Workshop 100 League of American Bicyclist Educator Training 100 TOTAL $ 6,200 $ 6,200 $ 11,525 MEMBERSHIPS AND SUBSCRIPTIONS(635) $ 1,240 $ 2,200 $ - Arizona Parks and Recreation Association 250 Agency Membership(includes Parks&Recreation Administrator,Recreation Coordinator,Pool Manager, Parks Supervisor,Secretary III,and PRAB) National Recreation and Parks Association 590 Agency Membership(includes Parks&Recreation Administrator,Pool Manager,Recreation Coordinator, and PRAB) Pima Trails Association 70 (includes Bike/Ped/Trails Coordinator and Parks& Recreation Administrator) Association of Bike/Ped Professionals 55 (Bike/Ped/Trails Coordinator) International Society of Arborist(Parks Supervisor) 235 Bike/Ped Documents&Books 80 Toastmasters/Service Clubs(includes Parks&Recreation 350 Administrator and Recreation Coordinator) TOTAL $ 1,240 $ 2,200 $ 1,630 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget _ Actuals REQUEST OFFICE SUPPLIES(637) $ 4,000 $ 6,500 $ - Calendar Refills 200 Meeting Supplies 500 Copier Supplies 1,500 Printer/Fax Supplies 1,000 Office Equipment 800 Office Supplies _ 3,000 Paper 500 TOTAL $ 4,000 $ 6,500 $ 7,500 NATURAL GAS&ELECTRICITY(638) $ 99,500 $ 126,000 $ - Natural Gas&Electricity $ 110,000 TOTAL $ 99,500 $ 126,000 $ 110,000 GASOLINE&OIL(639) $ 7,100_$ 6,000 Park Maintenance Equipment and Vehicles $ 5,600 1 TOTAL $ 7,100 $ 6,000 $ 5,600 NON CAPITALIZED EQUIPMENT(640) $ 5,000, $ 5,500 $ - Miscellaneous Hand Tools 800 Color Printer 800 Sod Cutter 2,600 Miscellaneous Pool Equipment 4,000 Portable oxy Anetylene Torch 600 Office Furniture 1,000 TOTAL $ 5,000 $ 5,500 $ 9,800 UNIFORMS(641) _$ 9,000_$ 9,000 $ -_ Recreation Staff Uniforms $ 1,500 Aquatic Staff Uniforms $ 3,000 Parks Stall Uniforms $ 4,000 Safety Equipment _ $ 1,500 TOTAL $ 9,000 $ 9,000 $ 10,000 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST FIELD SUPPLIES(644) $ 59,700_$ 65,000 $ - Fertilizers $ 8,000 Irrigation Parts $ 4,000 Sand $ 4,000 Infield Mix(DG) $ 4,000 Stone/Gravel $ 4,000 Pool Chemicals Oxygen _ $ 300 Bromine $ 25,000 Co2 $ 3,500 Poly A $ 2,600 Soda Ash $ 4,200 Chem Out $ 100 Park Cleaning Supplies $ 7,000 1st Aid Supplies $ 2,200 Miscellaneous Supplies _ $ 3,000 TOTAL $ 59,700 $ 65,000 $ 71,900 OFFICE LEASE-(647) $ 44,000 $ 36,000 $ - Lease for Recreation Room-La Canada Drive 27,000 Fees for Amphitheater School District School Facilities 17,000 TOTAL $ 44,000 $ 36,000 $ 44,000 PARKS AND RECREATION ADVISORY BOARD(653) _$ 500 $ 1,500 $ - Arizona Parks&Recreation Association Conference 600 Printed Materials100 Meeting Supplies 400 TOTAL $ 500 $ 1,500 $ 1,100 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 200412005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST SPECIAL EVENTS(689) $ 13,000 $ 10,000 $ - Total cost for ALL events =$55,662 Total cost for ALL events for Parks and Rec=$16,755 Total cost for ALL events for Public Works=$10,815 Total cost for ALL events for Police=$28,092 Breakdown by event: 4th of July Celebration=$6,600 Parks&Recreation=$3,580 Dumpsters $ 300 Electrician $ 2,330 Irrigation Repair $ 100 General Supplies $ 100 Staff $ 750 Public Works=$800 Message Board=$200 Signage&Miscellaneous Traffic Control=$600 Police Department Traffic Control=$2,220 Fall Jazz Festival=$5,040 Parks&Recreation=$4,840 Dumpsters $ 300 Electrician $ 2,500 Irrigation Repair $ 500 General Supplies $ 100 Staff $ 1,440 Public Works-Staff for Sign Placement=$200 Police Department Traffic Control by Volunteers=$0 Amphi Foundation Road Race=$1,800 Public Works=$900 Staff for Sign Placement=$200 Street Sweeping=$700 Police Department Traffic Control=$900 El Tour de Tucson=$7,887 Public Works=$1,280 Message Board=$200 Street Sweeping=$1,080 Police Department=$6,607 Traffic Control=$6,457 Supplies=$150 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST Cactus Classic In-Line Skate Race=$5,350 Parks&Recreation=$3,590 Van for volunteers $ 200 Porta Potties $ 390 Traffic Control Devices $ 3,000 Public Works=$760 Message Board=$200 Street Sweeping=$560 Police Department Traffic Control=$1000 Tree Lighting Ceremony=$2,173 Parks&Recreation=$1,965 Supplies $ 1,000 Staff $ 815 Sound Staff and Equipment $ 150 Public Works=$208 PREP Crew=$80 PW Staff=$128 Holiday Parade=$1,300(Estimated-New Event in Planning) Public Works=$600 Message Board=$200 Street Sweeping=$200 Litter Pick-Up=$200 Police Department Traffic Control=$700 Tucson Marathon=$1,700 Public Works Message Board=$200 Police Department Traffic Control=$1,500 Christmas Tree Recycling @ Naranja Town Site=$4,000 Public Works=$4000 Staff=$500 Mulcher=$3,000 Disposal=500 88 Crime Road Race and Festival @ Town Hall=$1,000 Public Works=$550 Staff for Sign Placement=$200 Street Sweeping=$350 Police Department Traffic Control=$450 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST - Arizona Distance Classic=$7,717 Public Works=$1,117 Staff for Sign Placement=$200 Street Sweeping=$917 Police Department Traffic Control=$6,600 Easter Egg Hunt @ Riverfront Park=$2,090 Parks&Recreation=$340 Staff $ 270 Supplies $ 70 Police Department=$1,750 Staff Overtime=$750 Supplies=$1,000 Spring Arts&Music Festival @ Riverfront Park=$2,540 Parks&Recreation=$2,340 Dumpsters $ 300 Irrigation Repair $ 500 General Supplies $ 100 Staff $ 1,440 Public Works-Staff for Sign Placement=$200 Police Department Traffic Control by Volunteers=$0 Sunday Afternoon Concerts in the Park=$100 Four concerts planned for April/May of 2006 Parks&Recreation=$100 General Supplies $ 100 Copper Creek Carnival=$1,550 Police Department=$1,550 Staff Overtime=$750 Supplies=$800 Wilson Carnival=$1,725 Police Department=$1,725 Staff Overtime=$925 Supplies=$800 Painted Sky Carnival=$1,550 Police Department=$1,550 Staff Overtime=$750 Supplies=$800 TOWN OF ORO VALLEY DEPARTMENT FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES OPERATIONS AND MAINTENANCE CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST Home Depot Safety Days=790 Police Department=$790 Staff Overtime=$590 Supplies=$200 Household Hazardous waste clean up=$400 Public Works=$400 Staff=$100 , Dumpster=$300 Neighborhool Clean Ups=$9,000 Public Works=$9,000 , Telephone Book Recycling=$400 Public Works=$400 Staff=$100 Dumpster=$300 Walk for Diabetes=$750 Police Department=$750 TOTAL $ 13,000 $ 10,000 $ 16,755 HONEY BEE PARK $ 10,000 $ - $ - Parks Maintenance Worker(See Staffing) Park Monitor(See Staffing) Outside Professional Services $ 600 Minor Assets Gator $ 12,000 Field Supplies $ 3,000 Water&Sewer $ 2,000 Grounds Repair&Maintenance $ 2,000 Gas&Oil $ 1,500 Electricity - $ 2,500 Non Capitalized Equipment-Miscellaneous Tools $ 500 TOTAL_$ 10,000 $ - $ 24,100 TOTAL OPERATIONS AND MAINTENANCE ^Increased TOWN OF ORO VALLEY DEPARTMENT SUPLEMENTARY DETAIL FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES CAPITAL OUTLAY CURRENT YEAR BUDGET YEAR 2004/2005 Estimated DEPARTMENT DESCRIPTION Budget Actuals REQUEST CAPITAL OUTLAY-MINOR ASSETS(902) $ 13,000 $ 11,500 $ - Pool Vacuum 4,000 Pool Inflatable Play Structure _ Computer(Pool Manager,Recreation Leader,Secretary I, 8,000 and Parks Supervisor) TOTAL $ - $ - $ 20,000 VEHICLES(905) $ - $ - $ - Parks Truck 20,000 TOTAL $ - $ - $ 20,000 BUILDINGS&IMPROVEMENTS(923) $ 114,480 $ 114,000 $ - Playgound Surfacing @ James D.Kriegh Park $ 45,000 - Playground Shade Structure a@ James D.Krigh Park $ 20,000 Rec Room HVAC Improvements $ 20,000 TOTAL $ 114,480 $ 114,000 $ 105,000 TOTAL CAPITAL OUTLAY $ 145,000 TOTAL EXPENDITURES ^Increased /f%f��,rrrii r. vr„ r „ './ ,/,/':, A?ti, /. x� ;%< ti • ./ rifd, i7ot tsrer �. r;. .� ,.,,z G.f..,+�.i�yy;..�..�q ply y/ �. �,��y{�5��,,.,,/,.t-..;...i :/ /"5�,'Y/�i',..�.'�'�i .. " s "� gyp {���i rye;,�p�(y(y/ ,/.i.�i.i.//..://..fYH/ ✓H/�.�_,",h��i,`/! ��/i....,1�:/.G.........:...'Y.'Y1.,.,...5.//�,.,_.�/#/.. �/lY' ����I �, /.._ ���,..�� ...i�. /, .�..���:7s/Y' ./7f.).,.. �%�T1J.'i"XH,M.� sN ��/,Y.6/�N,N::S:�! ,� .:� e ..-0...p,', x Town of Oro Valley Budget FY 2005/06 ii Comprehensive List of Special Events Parks & Special Event Recreation Police Public Works Grand Totals 4th of July Celebration $ 3,580 2,220 800 $ 6,600 Fall Jazz Festival $ 4,840 - 200 $ 5,040 Amphi Foundation Road Race - 900 900 $ 1,800 El Tour de Tucson - 6,607 1,280 $ 7,887 Cactus Classic In-Line Skate Race $ 3,590 1,000 760 $ 5,350 Tree Lighting Ceremony $ 1,965 - 208 $ 2,173 Holiday Parade $ - 700 600 $ 1,300 Tucson Marathon - 1,500 _ 200 $ 1,700 Christmas Tree Recycling @ Naranja Town Site $ - - 4,000 $ 4,000 88 Crime Road Race/Festival @ Town Hall $ - 450 550 $ 1,000 Arizona Distance Classic $ - 6,600 1,117 $ 7,717 . Easter Egg Hunt © Riverfront Park $ 340 1,750 - $ 2,090 Spring Arts/Music Festival © Riverfront Park $ 2,340 - 200 $ 2,540 Sunday Afternoon Concerts in the Park $ 100 - - $ 100 Copper Creek Carnival - $ 1,550 - $ 1,550 Wilson Carnival - 1,725 - $ 1,725 Painted Sky Carnival - 1,550 - $ 1,550 Home Depot Safety Days - 790 - $ 790 Household Hazardous Waste Clean UP - - 400 $ 400 Neighborhood Clean Ups - - 9,000 $ 9,000 Telephone Book Recycling - - 400 $ 400 Walk for Diabetes - 750 - $ 750 Totals: $ 16,755 $ 28,092 $ 20,615 $ 65,462 G:\Danielle\For Joseph\Special Events-Both 2005/06 BUDGET FOR GASOLINE & OIL Department Budget Amount Page Number General Administration $1,800 129 Planning & Zoning $1,955 195 Parks & Recreation $5,600 208 Building Safety $8,050 248 PW Highway Fund $25,000 345 Public Transportation $36,000 361 Magistrate Court $1 ,380 464 Police $175,000 479 Water Utility $40,100, 599 TOTAL $294,885 $3,028 The budget figures for gasoline and oil account for increased fuel prices anticipated in FY 2005/06 of 30%. G:\Danielle\For Joseph\Gas&Oil TOWN OF ORO VALLEY BUILDING SAFETY DIVISION GENERAL FUND FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES CAPITAL OUTLAY DETAIL CURRENT YEAR BUDGET YEAR 2004-2005 ESTIMATED DEPARTMENT MANAGER 2005-2006 COUNCIL DESCRIPTION BUDGET ACTUAL REQUEST REVIEW APPROVAL Minor Assets: $ 2,000 $ 2,000 $ 25,500 Computer Hardware(2 computers for new staff) $ 4,000.00 Ulrich Plan Filing Systems(5 @ 3500 ea) $ 17,000.00 New Printers(if necessary) $ 2,000 New Door and Side light-Town Hall Basement(per SPTED Requirements for Security) _ $ 2,500 Vehicles Building Inspectors 42,000 2 Replacements-Inspector's Vehicles Buildings and Improvements 47,239 49,739 TOTAL CAPITAL OUTLAY $ 49,239 $ 51,739 $ 67,500 $ - $ Building Safety Division Telephone: (520)229-4800 Fax: (520)742-1022 E-mail:tvoslerorovalley.net MEMORANDUM May 11, 2005 TO: Mayor and Council Members FROM: Terry Vosler, Building Safety Administrator/Chief Building Official CC: Chuck Sweet RE: FY 2005-2006 Building Safety Division Budget Request Clarifications and Response During the review of the Building Safety Division's FY 2005-2006 Budget request the Mayor and Council asked for the costs of the Ulrich Plan Filing Systems the Division needs to store active plans in. The Division requested $17,000 for the purchase of 5 storage units. This cost includes taxes and delivery costs. Mayor and Council also asked for current costs to purchase two pickup trucks to replace the trucks used by the building inspectors that are over 10 years old. The quotes received are: Ford Ranger extended cab $14,500, regular cab $14,000 Chevrolet Colorado extended cab $14,193, regular cab $11,408; Nissan Frontier $19,451 (do not manufacture regular cabs) and a Toyota Tacoma $19,485, regular cab $15,710. Faxed copies of quotes were received except for the Ford and are attached. Mazda regular cab is $16,727. It should be noted that the inspectors have several code books, many informational handouts and tools that must be kept in their trucks. Having the books, tools and handouts in front portion of the cab of the truck creates an unsafe work environment. The best way to store these materials and tools to maintain a safe work environment, for efficiency, to be adequately protected from the heat &weather and to secure it, would be to store it in the extended cab behind the truck's seat. Estimates were obtained to purchase and have the tool boxes installed. The cost of the tool boxes from Home Depot are $216 each and the installation cost is $70.00 per tool box for a total of$286 per tool box. •Page 1 There was a discrepancy in the capital outlay detail between the amount published in the Managers recommended budget and the amount requested by the Building Safety Division Administrator of$6,000. The $6,000 discrepancy will be removed from the Capital Outlay portion of the Building Safety Division budget. A copy of the supplementary Capital Outlay Detail request is attached. •Page 2 MAY-11-05 04:58PM FROM- T-666 P.001/005 F-556 �•'� ti SEE WHAT .'��'���� .fir••• r:• �r,�•��'•��•t,.�.iir•.���.�•Ir 1 tip• COURTESY CAN ®O .� e *Ow: 1 MEDIUM DLflY Courtesy Chevro'et w., 1233 E Camelback Road Phoenix, AZ 85014 PHONE (602) 6044040 FAX 602264-9230 JMBE O� AGES s ONICt�uolNg cou�R QYAM IQW! OF 2QLL p NTACT J aS C Dmit si-__JAvvN SIA S D.� , 201E PHASE II PRICING • COURTESY... SINCE 1955 TwE w�USE DF - 230 Phone (602) 604-3040 1233 E.Camelback,Phoenix, AZ 85014 Fax(b02) 264 MAY-11-05 04:58PM FROM- T-666 P.002/005 F-556 STATE CONTRACT VEHICLE QUOTE CONTRACTE 2005 CHEVROLET COLORADO VEH CI-� 2WD, REG CAB,WORK TRUCK LINE# 14 CONTRAST_PRIG PER ATTACHED SPECS $ 10,645.29 UNIT IN STOCK SUBJECT TO AVAILABILITY $ 10,548.29 is 9 T _ � 5.00 METAX 854.41 MIDICIED_VVARRARTY OANC_TOTAL $ 11,407,70 MAY-11-05 04:58PM FROM- T-666 P.003/005 F-556 BARS Document Display �-� CHEVROLET MOTOR DIVISION2005 COLORADO 2WD REG CAB Z85 W1 GENERAL MOTORS CORPORATION 50U SUMMIT WHITE jI,4G 100 RENAISSANCE CENTER 92D MEDIUM DARK PEWTER DETROIT MI 48293-1.114 ORDER NO. �tvBK2 Z/TRS STOCK NO. VEHICLE INVOICE lAD57997078 VIN 1GC CS1�1 9X 58226522 �3 39088S + ,�k�kx�rlk-k,��r�r 1: ** �+ ***#rbc �,k* *�+e�kx+-jr�ta�k�k*w* �kycycyr�k �*,�*��w��+�k���* MSRP INV AMT RETAIL - STOCK MODEL • & FACTORY OPTIONS .00 14264.78 INVOICE 01/20/05 3 COLORADO 2WD REG CAB Z85 15095SHIPPED 01/20/05CS15g0 N/C N/C C6I GVW RATING - 4850 LB N/C N/C EXPY1T 02/03/05 FE9 50--STATE EMISSIONS GU6 REAR AXLE 3.42N/C N/C INT COM 02/03/05 RATION/C PRC EFF 01/20/05 VORTEC 2600 14 ENGINE N/C KEYS 71928 71928 LK5 N/C N/C MAS 5-SPEED MANUAL TRANSMISSION N/C WET-S QTR OPT-1 LEADER APPEARANCE PKG 650.00 NK: GMAC - 061 PCL VALUE8A * COLOR KEYED CARPET FLOORINGBA 39-088 w COLOR KEYED APPEARANCE PKG * CAST ALUMINUM WHEELS SHIP WT: 3261 * (4) TIRES, P225/75R1.5 HP� 21.4 ALL SEASON BW 0.00 0.00 ov�R: 4850 �,S,p, PEG O.SA INCLUDES: GA.WR.FT: 2533 165 STANDARD SUSPENSIONGAWR.RR: 2896 BASE DECOR 300.x0'- 258.00- GMS: 14812.43 1S1 OPTION PKG DISCOUNT SUPPLR: 15475. 61 MRM: 16380.00 NTR: 1/2 DAN: PROMO MEMO 697.25 MODEL & OPTIONS 15445.00 14565.78 ACT 237 14737.43 TOTAL 635,00 635.00 H/B 261 463.35 DESTINATION CHARGE193.05 ADV 261 193.06 LAM DEALER CONTRIBUTION 1,51.45 EXP 65A 154.45 LAM GROUP CONTRIBUTION 1.6080.00 15548.29 PAY 310 15548 .29 TOTAL MEMO: TOTAL LESS HOLDBACK AND 14858.51 APPROX WHOLESALE FINANCE CREDIT *vc*,***++***ww++***+fir k-k* ***,kw**++,k*****+***++**mow*++*w*4-******x*w k..***+ COST BECAUSE OF MANUFACTURER ULTIMATE INVOICE DOES NOT REFLECT DEALER'S CREDIT AND RETURN TO ALLOWANCES, INCENTIVES, HOLDBACK, FINANCEVEHICLE. REBATES, � ES ALL OF WHICH MAY APPLY TO DEALER OF ADVERTISING MONIES, k*,k'k tic**,M k*,ir*T**'k++,t+r**,M*w* ok+***+***-Kww+*yc***ik**actk,E+wtic*+w k*,kNk**,rr**..yr*-lr,Itik* THIS MOTOR VEHICLE IS SUBJECT TO A SECURITY INTEREST HELD BY GMAC. REMIT TO GMAC NO. 061 VIN 1GCCS148�C5 622 6522 COURTESY CHEVROLETS 15548.29 INV 1AD5 7 9 4 7 0 7 8 DUE 02/03/05 DEALER 39-088 5111/201 . 4 -,-,-r-i_......1...I Ann n 40%, MAY-11-05 04:56PM FROM- T-666 P.004/005 F-556 STATE CONTRACT VEHICLE QUOTE 2005 CHEVROLET COLORADO COST CT�/�� ICL_ 2WD, NDED CAB,WORK TRUCK 14 NE# PER ATTACHED SPECS $ 13,125.23 CO TJQIfJCE UNIT IN STOCK SUBJECT TO AVAILABILITY $ 13,125.23 IIAL $ 5,00 TIR TAX $ 1,063.14 TAX EXTENDMORMADE $ 14,193.37 ORA TO'TAI= MAY-11-05 04:59PM FROM- T-666 P.005/005 F-556 ,��a vocuzn.Cn�,v�5piay 2005 COLQR.ADO 2WD EXT CAE Z85 WT CHEVROLET MOTOR DIVISIONR,p,I, MOTORS CORPORATION WHITE /LOG GENERAL 50U SUMMIT WHITE RENAISSANCE CENTER 920 MEDIUM DARK PEWTER DETROIT MI 4823-17.14 ORDER NO. JBBKVN/`�.E STOCK NO. VEHICLE INVOICE 1AD63949903 VIN 1GC CS19 84 58266798 *,-****+*******************w*lr**-,44,***+****.*+*********7,3* 390885 *�*�`***'��`�` MSRP INV AMT RETAIL - STOCK MODEL & FACTORY OPTIONS pp 15783.20 INVOICE 04/22/05 2 W D EXT CAB 285 17 4 4 0. 5 GSI5653 COLORADON/C N/C SHIPPED 04122/0 C5C GVW RATING � 5000 LBS N/C EXP T/T 05/06/05 50-STATE EMISSIONS FE9 N/CC N/C INT COM 05/06/05 GT4 3.73 REAR AXLE RATIO N/ N/C PRC EFF 04/21/05 VORTEC 2800 14 LK5 ENGINE N/C�,pg5.00 941.70 KEYS 71085 71085 M30 4-SPD AUTOMATIC TRANSMISSION 1095.00 WFP-S QTR OPT-1 VALUE LEADER APPEARANCE PKG 695.00 �{: GMAC - 061 PCLBAN * COLOR KEYED CARPET FLOORING CHG-TO 39--088 * COLOR KEYED APPEARANCE PKG 4 CAST ALUMINUM WHEELS SHzP WT: 3470 * (4) TIRES, P225/75R15 EP: 21.4 ALL SEASON BW 5000 INCLUDES: 0.00 0.00 GVWR: iSA PEG ISA GAWR.FT: 2533 285 STANDARD SUSPENSION GAWR.RR: 2896 BASE DECOR 17206.70 DISCOUNT 300.00- 258.00- GMS: 1SZ OPTION PKGSUPPLR: 17977.63 i MRM: 19865.00 NTR: 1/2 DAN: BSAJ2 MEMO 871.50 18930.00 17064.60 ACT 237 171.31.70 TOTAL MODEL & OPTIONS 635.00 635.00 H/}3261 567 .90 DESTINATION CHARGE 236.63 ADV 267. 236.63 LAM DEALER CONTRIBUTION 189.30 EX? 65A 1.89.30 LAM GROUP CONTRIBUTION x,9565,00 18125.53 PAY 310 18125.53 TOTAL I MEMO: TOTAL LESS HOLDBACK AND 17296.03 APPROX WHOLESALE FINANCE CREDIT - -*+****+****..***************w*****.*w*+********fir#**-fir** DEALER'S ULTIMATE COST BECAUSE OF MANUFACTURER ZNVOzCE DOES NOT REFLECTTBACK FINANCE CREDIT AND RETURN TO REBATES, ALLOWANCES, INCENTIVES, HOLD r DEALER OF ADVERTISING MONIES, ALL OF WHICH MAY APPLY TO VEHICLE*** *** *ww+******** ** *****ic*******w*++ww*+****ww*+*** THIS MOTOR VEHICLE IS SUBJECT TO A SECURITY INTEREST HELD BY GMAC. REMIT TO GMAC NO. 061 VIN 1Gccs19e45826674e COURTESY CHEVROLET 18125.53 INV 1AD63944903 DUE 05/06/05 DEALER 39-088 ... n.e.•o h4;ot11 ail r 1¢T1 5/11/20 FROM : JIM CLICK COMMERCIAL ACCTS SPR FAX NO. : May. 13 2005 10:09AM P1 JIM CLICK AUTOMOTIVE TEAM MEMORANDUM TO: JOSEPH MEYER FROM: JASON NELSON I STEVE RICHARDSON M 4Z)/f 7R0c-/c RE: 20o QUOTE DATE: MAY 13,2005 Joseph, here is the break down for a 2005 Mazda B2300 Regular cab, automatic, four cylinder,white, with air conditioning. We do not have an automatic in stock right now. Auto Manual Sticker: $77779'7 $16,860.00 Your pri►.ce: $16,571.00 $15,971.00 Plates: $ 511.46 $ 511.46 Tax: $ 1,145.40 $ 1,099.80 Rebate: -1 500.00 $ -L500.00 Total: $16,727.86 $16,082.26 Please let me know if you have any questions 800 W AUTO MALL DRIVE,TUCSON,ARIZONA 85705 520/292-3841, FAX 520/292-3878, CELL 520/444-7895 EMAIL: JNELSON@JIMCLICK.COM FROM JIM CLICK COMMERCIAL ACCTS SPR FAX NO. May. 11 2005 03:44PM P1 JIM CLICK AUTOMOTIVE TEAM MEMORANDUM TO: JOSEPH MEYER FROM: JASON NELSON/ STEVE RICHARDSQN RB: 2005 NISSAN QUOTE DATE: MAY 11,2005 Joseph,here is the break down for a 2005 Nissan Frontier King Cab, automatic, four cylinder,white, with air conditioning. Right now this truck only comes in a manual. • Auto Manual ' Sticker: $799777? $18,090.00 Your price: $17,600.00 $17,010.00 . Plates: $ 514.15 $ 514.15 Tax: $ 1,337.60 5 L292.76 Total: $19,451.75 $18,816.91 Please let me know if you have any questions efrk de_ ( 60 6 Pr/rc.,e_ (e- (ef4 /I 61— actf ' t .6/e 800 W AUTO MALL DRIVE,TUCSON,ARIZONA 85705 520/292-3841,FAX 520/292-3878, CELL 520/444-7895 EMAIL: JNELSON@JIMCLYCK.COM P. 1 Mai 13 05 10: 44a Lam Miller Toyota Fleet 623-876-3494 4/110.4 LARRY MILLER -:::a.:•:.t . liom TaY�TA S C N !E!5tZICr 3 ri %ow FLEET/INTERNET/ DEPARTMENT FAX COVER SHEET ,e/ et% DATE: 5 h r I`J : ._._•�.:.......:. -����.• � .. •. AUMA SX‘Well -saw Da:4' Vt9r 6 -•�.. y' ti . 4 TO: •lob, FROM: QAC0._xy)&- (17\ c„c..,e.\./ RE: V .‘k_ NUMBER OF PAGES TO FOLLOW: 3 COMMENTS: Cot IF TRANSMITTAL IS INCOMPLETE CALL: 602876-3490� ) OUR FAX NUMBER IS: (602) 876-3494 YOUR INTERNET TEAM TOMMY OH • SAM SANCHEZ • CHRIS FLETCHER • MIKE CAMERON RICK ZAMORA • CHRISSY LITTERMAN • LLOYD STIKES May 13 05 10: 44a Larr Miller Toyota Fleet 623-876-3494 p. 2 Inquiry Report Detail Page 1 of 2 18186 VEHICLE INQUIRY REPORT DATE: 05/11/05 DCV920 TIME: 16:39 Model Number: 7104A SERIAL 1) :5Z086850 Check Code: 9 Model Description: REGULAR CAB 4X2 Category G Year 2005 Current Dealer ....: 150-02031 Interior Color ..: FR13 FR13 Wholesale Dealer ..: 02031 Exterior Color ..: 0040 WHITE Previous Dealer ...: 00150 Body REGULAR CAB 4X2 Invoice Date 05/09/05 N t inbs.r. of C v i.. 4 Retail Dealer Vehicle Base Model • $14315.00 $12838.00 Total Accessories • $ 1205.00 $ 943.00 MECHANICAL & PERFORMANCE 164HP 2.7L 4-Cyl DOHC 16V Engine w/VVT-i 4-Speed ECT-i Automatic Transmission Coil Over Shock Double A-Arm Fr Susp Multi-Leaf Rr Suspension w/Staggered Outboard Mounted Shocks Front Stabilizer Bar Pwr Assisted Rack & Pinion Steering D \L\c- s3-00 i • Pwr Assisted Fr Disc/Rr Drum Brakes 15" Steel Wheels w/P215/70R15 Tires SAFETY \'3( ,L 6 4 Wheel ABS w/Electronic Brake Force Distribution (EBD) & Brake Assist (BA) Dr & Fr Pass Dual Stage Airhags Pass Airbag Cutoff Switch Dr & Fr Pass 3pt Seatbelts w/Pretensioner & Force Limiters CRS Lower (ISOEjIX) & Top Tether Anchors. \ L\ O Side Door Impact Beams ' EXTERIOR SMC Composite Inner Bed w/Steel Outer Panels,Rail Caps & Removable Tailgate Deck Rail System w/4 Adj Tie-Down Cleats ,Black Grille,Bumpers,Handles & Outside Mirrors Argent Grille Surround Rear Mudguards l • COMFORT AND CONEOIEN,CE Cloth Faced Tilt Forward Bench Seat w/Adj Headrests' AM/FM/CD w/4 Speakers Tilt/Telescoping Steering Wheel Digital Clock Two Speed Windshield Wipers Cig Lighter+Aux Power Point Two Fr Console Cup Holders Sunvisors w/Pass-side Mirror LED-Illuminated:Gauges Retail Dealer Total Vehicle Base Model • $14315.00 $12838.00 $14315.00 50 State Emissions Enhancement Pada e Includes: {� 91095.00 876.00 Air Conditioner,15" Styled Steel Wheels .., w/P215/70R15 Tires Carpet Floor Mats (2pc) & Door Sill 110.00 67.00 Total Accessories i • $ 1205.00 $ 943.00 $ 1205.00 Destination Charge • $ 565.00 $ 565.00 TDA ... - Gasoline • • T7tal _ - $14999.00 $16085.00 Mai 11 6S 05: 47p Larr Miller To ota Fleet 623-676-3J464 p. 1 4,,I,14.-,.i, i.1L_or"'."..',-: . r". '\ • "*4 ' 71.1"61 „ . ,) „g...... .r.),...: ,,,,„ , 141, , -,,, ,- 0'0 TLOAyRoRTYAMisi Lcii:NR TT: •::: FLEET/INTERNET DEPARTMENT HET ,....,,,,,,A„.„,.. ., /:, ,. ,i, ,, 4.. )fir .„ Nra-:k:� .. � . ;J . : .c 3,. iT _..........,..,........„..„.„,„,....„4„,::„..,....,,,4„,,.,,i,.„..,,..,,, • c r DATE: \ c. ,A.:-.-ogig Ikto' � TT"_` ; yy'' °tor Saks. Al l�*�I. 1�;, :10 ;.<.'8'1, TO. qh . . 1 FROM: L ki c.,,, (1771-0„ClyE d) _______ RE. \-bi_6 , k_AC C(' 3 NUMBER OF PAGES TO FOLLOW: cA 6 COMMENTS. .r,,,c+--e, at tai IF TRANSMITTAL IS INCOMPLETE CALL: (602) 376-3490 OUR FAX NUMBER IS: (602) 676-3494 YOUR INTERNET TEAM TOMMY OH ® SAM SANCHEZ • CHRIS FLETCHER • MIKE CAMERON RICK ZAMORA • CHRISSY LITTERMAN • LLOYD STIKES Ma 11 05 05: 47p Larr Miller Toyota Fleet 623-376-3434 p. 2 Inquiry Report Detail� ., Pagel of 2 ��,�� 18186 VEHICLE INQUIRY REPORT DATE: 05/11/05 DCv920 TIME: 16:51 Model Number: 7114A SERIAL $ :5Z082989 Check Code; 7 Model Description: ACCESS CAB 4X2 Category G Year .005 Current Dealer ' 150-02048 Interior Color ..: FF13 FF13 Wholesale Dealer ..: 02048 Exterior Color ,.: 0040 WHITE Previous. Dealer . ..: 00150 Body ACCESS CAB 4X2 Invoice Date • 05/01/05 Number of Cyl ...: 4 . Ship Date 05/03/05 Retail Dealer Vehicle Base Model $17755,00 $15757.00 Total Accessories $ 1749.00 $ 1349.00 MECHANICAL & PERFORMANCE 164HP 2.7L 4--C}u DOHC 16V Engine w/VVT-i 4-Speed ECT-i Automatic Transmission Coil Over Shock Double A-Arm Fr Susp Multi-Leaf Rear Suspension w/Staggered Outboard Mounted Shocks Front Stabilizer Bar c:‘ \ o \ cD�C' .(� Pwr Assisted Rack and Pinion Steering Pwr Assisted Fr Disc/Rr Drum Brakes ,,.��, 15" Styld Steel Whls w/P215/70R15 Tires L\1.�"�.4(. 1 SAFETY 4 Wheel ABS w/Electronic Brake Force Distribution (EBD) & Brake Assist (BA) I C�.- Dr & Fr Pass Dual Stage Airbagss _ w/Occupant Classification System Pass Airbag Cutoff Switch C., ‘L Dr & Fr Pass 3pt Seatbelts ,1) w/Pretensioners & Force Limiters , Rr Outboard 3pt Seatbelts CRS Lower (ISOFIX) & Top Tether Anchors Side Door Impact Beams EXTERIOR SMC Composite Inner Bed w/Steed, Outer Panels,Rail Caps & Removable Tailgate Deck Rail System w/9 Adj Tie-Down Cleats Dual Access Doors Black Grille,Bumpers,Handles & Outside Mirrors Argent Grille Surround Rear Mudguards COMFORT AND CONVENIENCE Cloth Bucket Seats w/Pass-Side Fold-Flat Tumble-Flat Rr Seats w/Underseat Storage Air Conditioner AM/FM/CD w/6 Speakers Tilt/Telescoping Steering Wheel Two Speed Windshield Wipers Cig Lighter+Aux Power Point 2 Fr/1 Ctr/2 Rr Console Cup Holders LED-Illuminated Gauges Retail Dealer Total Vehicle Base Model • $17755.00 $15757.00 .$17755.00 50 State Emissions Convenience Package Includes: 1460.00 1168.00 Pwr Windows/Door Locks/Mirrors,Remote Keyless Entry,Cruise Control,Sliding Rr Window w/Privacy Glass Carpet Floor Mats (4pc) & Door Sill 170.00 104.00 Bed Mat 119.00 77.00 Total Accessories . $ 1749.00 $ 1349.00 $ 1749.00 Destination Charge $ 565.00 $ 565.00 • TDA . Gasoline ... .: Total $18603.00 $20069.00 Residual Value ...: 24 36 48 60 STD 11,608 10,720 9,125 7,705 LOW 11,075 9,480 8,060 Mei 11 05 05: 48p L.rrMiller Toyota Fleet 623-570-3494 10. 3 • Page 1 of 2 Inquiry Report D etai 1 18186 VEHICLE INQUIRY REPORT DATE: 05/11/05 TIME: 16:39 DCV920 SERIAL # :5Z086850 Check Code: 9 Model Number: 71048 Model Description: REGULAR CAB 4X2 Category • 150-02031 • 2005 Current Dealer Year Interior Color ..: FR13wt�oleWholesale Dealer ,.: 02031 FR13 050 05/09/050/ 0 Exterior Color 0040WHITE 4X2 Invoice Date IPrevious Dealer ••': 01 CAB Body ... R . Number. of Cvl ...: 4. ._ Retail Dealer Vehicle Base Model . .. ................. : $14315.00 $12838.00 Total Accessories .. . ..... „•; $ 1205.00 $ 943.00 MECHANICAL & PERFORMANCE , 164HP 2.7L 4-Cyl DOHC 16V Engine w/VVT-i 4-Speed ECT-i AuLomatic Transmission Coil Over Shock Double A--Arm Fr Susp Multi-Leaf Rr Suspension w/Staggered Outboard Mounted Shocks VA G-1 Front Stabilizer Bar P � �.‘00 ' � ��„��. Pwr Assisted Rack & Pinion Steering � Pwr Assisted Fr Disc/Rr Drum Brakes f 15 Steel Wheels w/P215/70R15 Tires %0 SAFETY 4 Wheel ABS w/Electronic Brake Forcer � Distribution (EBD) & Brake Assist (BA) ;�.� �,C `� Dr & Fr Pass Dual StageAirbags --\— \ Pass Airbag Cutoff Switch Dr & Fr Pass 3pt Seatbelts --:----"'"------------."-------"------------.--------"--- w/Pretensioners & Force Limiters CRS Lower (ISOFIX) & Top Tether Pule—hors. G-1-1ML\ I �. ; Side Door Impact Beams EXTERIOR SMC Composite Inner Bed w/Steel Outer Panels,Rail Caps & Removable Tailgate Deck Rail System w/4 Adj Tie-Down Cleats Black Grille,Bumpers,Handles & Outside Mirrors Argent Grille Surround Rear Mudguards COMFORT AND CONvcRIENcE Cloth Faced Tilt Forward Bench Seat w/Adj Headrests AM/FM/CD w/4 Speakers Tilt/Telescoping Steering Wheel Digital Clock Two Speed Windshield Wipers Cig Lighter+Aux Power Point Two Fr Conso?.e Cup Holders Sunvisors w/Pass'side Mirror LEO_Illuminated;Gauges Retail Dealer Total ' - $14315.00 $12838.00 $19315.00 Vehicle Base Model • 50 State Emissions 1095.00 876.00 Enhancement Package Includes: Air Conditioner,15" Styled Steel Wheels w/P215/70R15 Tires .•••••• 110.00 67.00 Carpet Floor Mats (2pc) & Door Sill --_-_ .• $ 1205.00 $ 943.00 $ 1205.00 Total Accessories ... •-•• - $ 565.00 $ 565,00 Destination Charge • TDA .••-• Gasoline • $14999.00 $16085.00 Total ,j • I \ ♦e, - _,Dos LEY Q/ c>o o ti E ,0f- °NDED 19 Office of the Town Attorney Memo To: The Honorable Mayor and Council From: Melinda Garrahan, Town Attorney C: Chuck Sweet,Town Manager David Andrews,Finance Director Jeff Grant,Human Resources Director Joseph Meyer,Management&Budget Analyst Date: May 12,2005 Re: Proposed Amendment to the Town Manager's FY 2005-2006 Recommended Budget for the Legal Department SUMMARY In the run up to the FY 2006-2007 budget proceedings I will be working with the Human Resources Department to assess the staffing needs and the appropriate salary ranges for the Legal Department to present to the Council and Town Manager. As an initial step in developing a Department with the resources necessary to meet the demand for civil legal services I propose that: • Civil Attorney Joseph Andrews' annual salary be increased by $7,500 from $57,553 to $65,053,beginning July 1,2005. • I work with the Human Resources Department to reclassify/retitle the existing Civil Attorney position to that of Chief Civil Deputy, and fill it internally by January 1, 2006. This reclassification will reflect the heightened level of responsibility involved in directly providing services to various boards/commissions, and in assuming primary responsibility for projects suitable to an experienced municipal attorney, and in taking on a degree of organizational and supervisory responsibilities associated with the Town's civil legal work. • An additional Civil Attorney position be created, and the Legal Department be authorized to hire an attorney of 0-2 years experience at an annual salary of$50,000,effective January 1,2006. Based on this salary, for half the fiscal year, the expense of an additional, entry-level Civil Attorney will be approximately$34, 836 depending on the health care option chosen. For FY 2006-07 the expense of that additional employee will be approximately $66,868 including COLA and merit adjustments. It is estimated that the additional attorney will result in added expenses of$3,500 in the second half of FY 2005-06 and $7,200 in FY 2006-07, relating to such things as additional office supplies and equipment usage, continuing legal education, access to the WestLaw legal research program, State Bar and other membership dues and legal publications. It is estimated that there will be an initial expense of $6,000 in FY 2005-06 for a computer, telephone, and modular office furniture/cubical set-up. DISCUSSION Introduction As you know, the Legal Department budget submitted to you through the Town Manager requests the addition of an assistant prosecutor and a file clerk for prosecution cases. I fully support this request. The prosecution side of the Legal •Page 2 Department does not have the resources necessary to handle the volume of cases generated by the Police Department in a manner which best serves the needs of the OVPD and town residents in general. The addition of an assistant prosecutor and clerical assistance will address the serious imbalance between law enforcement and prosecution resources. The budget, as submitted, also includes a request for additional funding for outside legal counsel and notes the lack of adequate personnel to timely handle the volume of civil legal matters arising from Town operations. It is this aspect of the Legal Department that I address in this memorandum. Essentially it is a continuation of the discussion that began during the Town Attorney hiring process, touching on the points that: (1) the Legal Department is undersized given the size, activity and expectations of the Town;and(2)the change to the Town Attorney directly reporting to Council inevitably will lead to a greater demand for civil legal services. The Town of Oro Valley Legal Department has suffered through a great deal of turmoil in the past several years. This turmoil was accompanied by extended periods of time in which the already understaffed office was short an attorney. One of my goals is to work with Council and Town administration over the next several years to stabilize and build up the Legal Department so that it can timely deliver quality legal services at the level necessary to support Oro Valley as a community of excellence. This would include handling more litigation in-house, thereby minimizing the expense of outside counsel. At this time, however, not only is there not enough "attorney time" to handle more than the occasional minor case in-house, but the Department lacks the necessary support structure of additional legal staff, available work space to dedicate to litigation files and litigation management software. Investment in the resources necessary to handle more litigation in-house will, ultimately, be cost effective in that salaried legal staff and attorneys working directly with Town personnel can handle litigation at a lower cost than outside counsel. •Page 3 Request for a Salary Increase Retaining and appropriately compensating the current personnel is a critical factor in reaching the goal of quality legal services at the level expected by the Town. Based on my experience in hiring and retaining attorneys, I believe that a substantial salary increase for Joseph Andrews should be part of the FY 2005-06 budget cycle. He has been with the Town since December 4, 2000, and has been a key factor in the Legal Department serving the Town well despite the turmoil in the Department. Mr. Andrews' knowledge of Town regulations, issues and projects is invaluable. He has been regularly called upon to work at a level of responsibility that would normally be expected of a more seasoned attorney. Joseph Andrews' current salary of $57,5S3 is not commensurate with the commitment to the Town that he has demonstrated, his four and one-half years of experience, the quality of his work, and the level of responsibility he has assumed under difficult circumstances. As an example, in my experience public lawyer salaries for northern Arizona, in general, are substantially less than those in the metro-Phoenix and Tucson areas. The range for a City of Flagstaff, Civil Attorney I is: $53,800 - $78, 500. Mr. Andrews' salary is in the bottom third of the salary range for the least experienced level of attorney handling City of Flagstaff civil matters. More telling is that Tucson Unified School District recently advertised for an attorney with five years or more experience, at a salary range of $72,000 to $79,497. For all these reasons I recommend that Joseph Andrews' annual salary be increased to$65,053, effective July 1,2005. Proposed Reclassification As noted above, I plan to work with the H.R. Department to evaluate the organization, staffing and salary levels of the Legal Department in relation to the need and demands of the Town for legal services. I anticipate that I will return to the Council and Town Manager with further recommendations regarding personnel, •Page 4 salaries and organization of the Department. In the interim, however, I believe it is appropriate to reclassify/retitle the existing Civil Attorney position to a Chief Civil Deputy position and fill it internally. No salary increase will be associated with this action. Based on the results of the departmental assessment,however,there may be a recommended salary increase for the Chief Civil Deputy position for FY 2006-07. The reclassification will be an initial step in building a civil law section in the Legal Department that has sufficient staff with experience not just in municipal law, but with the Town of Oro Valley to provide an enhanced quality of legal services. Request for an Additional Civil Position Assuming a reasonable level of intelligence, training and experience, quality and quantity of legal services is primarily a function of time. To be blunt, it takes time, including time to simply think without interruption, to provide the level of legal services that will best serve the interests of the Town of Oro Valley. Without a greater investment in attorneys and legal staff over the next few years,the quality and quantity of legal services provided by this department simply will not be commensurate with Town demands and expectations. Additional resources will enable the Legal Department to: be more responsive to staff requests for assistance, thus enhancing the quality and timeliness of their work; address Council requests on a more timely and in-depth basis; identify and address problems at an earlier stage when the necessary investment of Town resources is less; engage in preventative law work such as training and revising existing codes; and hold down the expense related to the use of outside counsel. Funding the request for an additional prosecutor and clerical staff is the first step in addressing the need for additional prosecution resources. Funding this supplementary request for an entry-level attorney position is the first step in addressing the need for additional resources to handle the Town's civil legal work. Despite what I perceive to be an urgent need for an additional civil attorney, I am requesting authorization for an entry-level attorney to be hired mid-fiscal year •Page 5 because I recognize the many other important budget requests now before you. An entry-level attorney will, in time, develop an expertise in municipal law while gaining in-depth knowledge about Oro Valley and its town government. It appears that the space outside of the Mayor and Council Member offices is the one area that may be reconfigured for a cubical workspace for an entry-level civil attorney. For the near future that is a workable situation in that Joseph Andrews and I will be the direct "customers" for that attorney's services. Any significant client contact will be in the company of Mr. Andrews or me for quite some time. A practical consideration that will need to be addressed in the context of over-all planning of Town facilities, however, is the need for additional space for the Legal Department. Considerations of efficient workspace for additional personnel, confidentiality, security of files and the space necessary for working on major litigation files cannot be adequately addressed in the space currently available to the Legal Department. Conclusion At this time the Legal Department does not have the resources necessary to timely meet existing Town demands for legal services and also engage in the sort of "preventative law" activities that are ultimately in the best interests of Oro Valley. There is no reason to think that, for the foreseeable future, the demand for quality legal services will do anything other than grow. The above proposals are a modest first step towards developing a level of legal resources commensurate with the Town's needs and expectations. •Page 6 May 16,2005 TOWN ATTORNEY PROPOSAL TOWN OF ORO VALLEY LEGAL GENERAL FUND FISCAL YEAR 2005-2006 BUDGETED EXPENDITURES AUTHORIZED POSITIONS&SALARIES CURRENT YR. BUDGET YEAR 2005-2006 No.of DEPT.REQUEST MANAGER REVIEW COUNCIL APPROVAL POSITIONS No.of $ No.of $ No.of $ AUTHORIZED POSITIONS AMOUNT POSITIONS AMOUNT POSITIONS AMOUNT Town Attorney 1.0 1.0 $ 91,062 1.0 $ 91,062 1.0 $ 105,000 Town Prosecutor 1.0 1.0 85,280 1.0 85,280 1.0 85,280 Legal Assistant 1.0 1.0 36,712 1.0 36,712 1.0 36,712 •Assistant Prosecutor 0.0 1.0 45,240 1.0 45,240 1.0 45,240 Paralegal 1.0 1.0 46,635 1.0 46,635 1.0 46,635 Chief Civil Deputy Attorney* 0.0 1.0 65,053 Civil Attorney** 1.0 2.0 82,533 1.0 57,553 1.0 25,000 Legal Secretary 1.0 1.0 33,280 1.0 33,280 1.0 33,280 Law Clerk-Civil* 0.25 0.25 5,980 0.25 5,980 0.25 5,980 File Clerk(Criminal) 0.00 1.0 22,880 1.0 22,880 1.0 22,880 Victims Rights Coordinator 0.00 1.0 24,960 0.0 - 0.0 - SUBTOTALS 6.25 10.25 $ 474,562 8.25 $ 424,622 9.25 471,060 ss s sgsni s is s s £ sr SALARY&WAGE ADJUSTMENTS t E� .� via . a.attt. .av 15,546 giiiiniiiiinilipowitliiiiiiv 14,971 _ sS . 15,144 TOTAL-SALARIES&WAGES 6.25 10.25 $ 490,108 8.25 $ 439,593 9.25 7 486,204 *Reclassification date proposed as 1/1/2006 **Hire date of 1/1/06 for civil attorney Proposed Civil Attorney Salary Adjustment Salary $ 7,500 Increase for related expenses 1,415 Total Salary and Related Expenses $ 8,915 Proposed Salary Adjustment&Additional Civil Attorney (Effective 1/1/2006) Salaries $ 32,500 Related Expenses&Benefits 11,251 Total Salary and Related Expeneses w/Benefits $ 43,751 Town of Oro Valley Legal Department FY 2005/06 Amended Request Proposed Increases for New Personnel OPERATIONS AND MAINTENANCE Telecommunications Cell phone plan for new Civil Attorney $ 600 Total 600 Travel and Training Basic CLE for new Civil Attorney 800 Total 800 Memberships and Subscriptions Prosecutor/Judicial Dialogue Licenses New Civil Attorney(1/2 Year) 600 State and Local Bar Memberships and Dues for New Civil Attorney 500 Total 1,100 Office Supplies Setup and Miscellaneous Office Supplies for new Civil Attorney 1,000 Total 1,000 Non-Capitalized Equipment Cell phone for New Civil Attorney 400 Chair For New Civil Attorney 500 Total 900 TOTAL O&M $ 4,400 CAPITAL OUTLAY Minor Assets Computer& Office Phone for new Civil Attorney $ 2,500 Cubical and Shelving for New Civil Attorney 3,500 Total 6,000 TOTAL CAPITAL OUTLAY $ 6,000 (TOTAL O&M and CAPITAL OUTLAY $ 10,400