HomeMy WebLinkAboutPackets - Council Packets (1147) AGENDA
ORO VALLEY TOWN COUNCIL
SPECIAL SESSION
JULY 14, 2004
ORO VALLEY COUNCIL CHAMBERS
M
11,000 N. LA CANADA DRIVE
SPECIAL SESSION: AT OR AFTER 6:00 PM
CALL TO ORDER
ROLL CALL
The Mayor and Council may consider and/or take action on the items listed
below:
1. DISCUSSION AND POSSIBLE ACTION RELATING TO DIRECTION OF
MODIFICATIONS TO THE 2004/2005 TENTATIVE BUDGET
Explanation: The 2004/2005 Tentative Budget and Expenditure
Limitation for 2004/2005 was adopted by the Mayor & Council on July 7,
2004. The Town Council will give direction to staff on line items to be
included in the Final Budget that will be adopted on August 4, 2004.
ADJOURNMENT
POSTED: 07/09/04
1:00 p.m.
Ih
When possible, a packet of agenda materials as listed above is available for
public inspection at least 24 hours prior to the Council meeting in the office of the
Town Clerk between the hours of 8:00 a.m. — 5:00 p.m.
The Town of Oro Valley complies with the Americans with Disabilities Act (ADA).
If any person with a disability needs any type of accommodation, please notify
the Town Clerk's Office at 229-4700.
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION MEETING DATE: July 14, 2004
TO: HONORABLE MAYOR & COUNCIL
FROM: Chuck Sweet, Town Manager
David L. Andrews, Finance Director
SUBJECT: Consideration and Possible Revisions and Direction to Town Staff in Regards to Town
Tentative Budget
SUMMARY:
On July 7, the Town Council considered Resolution No. (R)04-64 regarding the adoption of the
Tentative Budget and setting the local alternative expenditure limitation for fiscal year 2004/2005. The
motion passed as follows:
"Mayor Loomis moved to approve resolution (R)04-64 adopting the Tentative Budget for Fiscal Year
2004-2005 and setting the Local Alternative Expenditure Limitation for Fiscal Year 2004-2005 in the
amount of $117,842,886 and including the recommended CIP items for the Police Department (Public
Weapons Storage/Records Expansion) and Building Safety Division improvements (Remodeling)
and to hold a Special Session on July 14, 2004 to talk about any other additional changes to the Tentative
Budget and possibly take action on those changes to the Tentative Budget. The motion was
seconded by Council Member Culver for discussion.
Amendment to Motion: Mayor Loomis amended the motion by adding that any personnel changes for
the Police Department will not impact the 8 COPS Grant positions. "
Motion Carried 6-1
Theur ose of the meeting this evening is for the discussion and review of possible changes to the
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Tentative Budget and to direct staff per Council's instructions.
Attached to this communication, please find copies of questions and answers between Council and
town staff. Also, p lease find a copy of the complete council communication regarding the adoption of
the Tentative Budget initially presented to Council on July 7, 2004. Please note that the amounts of$160,000 for Police CIP items and $47,239 for Building Safety Division Building Improvements have
been added back into the tentative budget and are reflected on page one of Schedule E located in
Attachment G.
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION PAGE 2 OF 2
ATTACHMENTS:
A. (07/07/04) Email from Chuck Sweet to Council Member Gillaspie (Clerk's Office)
B. (07/06/04) Email from Chuck Sweet to Council Member Parish (Police LT.'s)
C. (07/06/04) Memorandum from Chuck Sweet to Council Member Parish (Police LT.'s)
D. (07/06/04) Memorandum from Chuck Sweet to Council Member Carter (GRFD-IGA)
E. (07/07/04) Memorandum From Chuck Sweet to Council Member Parish (COLA)
F. (07/06/04) Memorandum From Chuck Sweet to Council Member Gillaspie (Budget
Questions)
G. Council Communication from the July 8, 2004 Town Council Meeting Regarding the
Adoption of the Tentative Budget for Fiscal Year 2004-2005.
SUGGESTED MOTION:
I move to approve direct staff to in regards to the Tentative Budget
for Fiscal Year 2004-2005.
David L. Andrews
Finance Director
r ,ror- // 4 ,
Chuck Sweet
Town Manager
Sweet, Charles
To: Gillaspie,Barry
Cc: Abbott, Paula; Carter, Kenneth; Culver, Conny; Dankwerth, Helen; Loomis, Paul; Parish, Terry
Subject: Budget Follow-up Question & Response: Clerk's Office
Council Member Gillaspie:
The following is a response to your budget question relating to the Clerk's office
and .5 position requested in the 2004/05 budget:
Question: Clerk's Office - This position is cited with a role in support of a
disaster recovery plan. What is the current disaster recovery plan or methodology
that is in p lace or planned? Can it be provided?
Response:
The Town of Oro Valley currently does not have a disaster recovery plan. However,
the Oro Valley Police Department is working in conjunction with the State of
Arizona and Pima County on a specific Oro Valley Emergency Plan. Sgt. Jason
Larter of the OVPD is heading up the town committee to complet, this Emergency
Plan. The Town Clerk is working to preserve vital records of the Town as part of
theecific Oro ValleyEmergency Plan.
P
We currently follow the State of Arizona Records Management Manual for Arizona
Municipalities and follow the standards for permanent records media and storage.
The Clerk's Office microfilms the Town's permanent documents every 6 months.
However, as explained in the Clerk's memorandum, vital documents for the Town
that are not considered permanent, but are necessary in the daily operations of the
Town would be scanned onto CD's and kept off-site.
Thank you.
Chuck
7/7/2004
Attachment A
. , Page 1 of 1
Sweet, Charles
To: Parish,Terry
Cc: Abbott, Paula; Carter, Kenneth; Culver, Conny; Dankwerth, Helen; Gillaspie,Barry; Loomis, Paul
Subject: Lt. positions -staggering of hiring dates
Council Member Parish:
The following is the calculation regarding your earlier question about staggering
the hiring Lt. position of the over several months:
Original Message
From: Andrews, David
Sent:Tuesday, July 06, 2004 2:28 PM
To: Sweet, Charles
Subject: Budget Questions - Council Member Parish
Chuck,
The amount of money that would be saved by staggering the hiring of the police lieutenants is approximately
$8,300 per officer per month. This figure includes Employee Related Expenses (ERE) such as social security and
retirement.
411) If one hiring was delayed to March 2005, two months of savings or$16,600 would occur.
If another hiring was delayed to May 2005, four months of savings or an additional $33,200 would occur.
The total savings if hiring were to be delayed as outlined, would be $49,800.
Please give me a call if you have any questions.
Thanks,
David Andrews
•
7/6/2004 Attachment B
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'4474' TOWN OF ORO VALLEY
"'tititi , 11000 N. LA CANADA DRIVE
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4-1 ORO VALLEY,ARIZONA 85737
Offices 229-4700 Fax(520)297-0428
noas..; Administrative O ices(520)
A www.ci.oro-valley.az.us
°UNDEDV°
MEMORANDUM
To: Councilmember Parish
From: Chuck Sweet 0)44,1/
Town Manager
Date: July 6, 2004
Re: Staggered Starting Dates for New Lieutenants
is a copyof Chief Sharp's response to your question about staggering
Attached P
the startingdates for the new lieutenants in the Police Department. One area
you mentioned was to determine if there would be a benefit to training only one
at a time. I believe Chief Sharp has addressed the areas that you apked about in
your voice mail message.
After reviewing response,onse, I concur with the approach and conclusion he has
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articulated. Please let me know if I can provide further assistance.
Attachment
cc: Mayor Loomis
Vice Mayor Abbott
Councilmember Carter
Councilmember Culver
Councilmember Dankwerth
Councilmember Gillaspie
411,
Attachment C
LEY
fti‘ 0/ ,,2 11000 N. La Canada Dr.
;1/4,,„,,„,
♦y sy: e >,t Oro Valley, Arizona 85737
CRY ' Phone (520) 229-4900 FAX (520) 797-2616
DANIEL G. SHARP, Chief of Police :> �. *`
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'! www.ovpd.org
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f tom: `• ...
A
—tiNDE-DA9'
ORO VALLEY POLICE DEPARTMENT
"INTEGRITY, PRIDE, EXCELLENCE"
MEMORANDUM
To: Chuck Sweet
Town Manager
From: c.. ,Daniel G. Sharp
Chief of Police
Date: July 6, 2004
Re: Staggered Starting Dates for New Lieutenants
It
has been our intent to fill the three lieutenant positions simultaneously in order
to efficiently evaluate and distribute the workload with their input and
participation.ation. Though we have a strategic plan outlining areas of middle
management responsibility, we anticipate conducting a selection process that will
identify candidates with managerial skills and insight that will benefit the
organization and community immediately. We believe the lieutenants will be able to work together much more effectively if they understand each others'
responsibilities and they have taken an active part in the work distribution and
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management process. The benefit of training and acclimatizing these lieutenants
in their areas of responsibility, as a group, is recognized and desired.
The need for managerial over site that will be provided by each lieutenant
position is immediate and long standing. The service delivered by the Police
Department has been a source of pride in this community since its inception.
The consistent management and direction of the organization must continue to
be the catalyst for continued excellence. Addressing immediate management
issues as a group with all of the Police Department's middle managers is of great
benefit to ensure consistent direction. Completing a staggered hiring scheme
would triple the time spent by all those responsible to participate in the training
and acclimation process. We would also lose the benefit of the new lieutenants'
insight and experience as it pertains to an efficient group process at the
implementation stage.
•
•
The need for these positions has only increased in the last four years.
0 recognized that delaying the hire date from October 1, 2004 to January 1, 2005
served to exacerbate the issues to be addressed by these middle management
positions. Anyfurther delays in bringing on all of these positions will inevitably
result in lost efficiency and degradation of service to the community.
If y an
ou have questions or need additional information, please let me know.
Y
MEMORANDUM
•
TO: COUNCIL MEMBER K.C. CARTER
FROM: CHUCK SWEET, TOWN MANAGER
DATE: July 6th 2004
SUB): Budget Questions - Council Member K.C. CARTER
Attached for your review are responses to your questions relating to the
Tentative Budget scheduled for tomorrow evening 7/7/04. This information has
also been transmitted by e-mail. If you have further questions, please contact
office.
Chuck Sweet, Town Manager
Attachment (1)
C: MAYOR AND TOWN COUNCIL MEMBERS
0
0
Attachment D
1> At this time does the town own a pick up with fire marshal on the
door?
Response: NO
2. Do we have to furnish an office for the golden ranch
representative to work on his job. If so, where located. If in our main
building will this person have free access to all offices, floors, etc.
Response: The IGA would not require that a office space be
furnished for the Fire Marshal, however the customer service to Oro
Valley customers would be enhanced if the Fire Marshal is provided
space at Town Hall to perform their duties under the IGA. Where? If
remodeling of the basement of the Administration Bldg. is funded, it is
anticipated that the Fire Marshal would have a space there, plus the
ability to interact with customers at the counter at Development
Services Building for those "over the counter" applications. This
employee of Golder Ranch Fire District would have access to the
• buildings necessary to perform his/her tasks
3. What other items we will be paying for be furnished for this
person. Telephone, printing, misc expenses. etc.
Response: A dedicated computer & monitor (access to the Permits
Plus system) ; desk phone for work station
4. Who is our Building Safety Administrator at this time, which
will be working with the new person:
Response: Terry Vosler, Building Safety Administrator
7/7/04
To: Council Member Parish
The following is the FY 2004-05 fiscal impact of a 2.0% COLA in lieu
of a 1 .6% COLA and delay of the COLA until January 1 , 2005.
General Fund cost savings = $75,000
Other Funds cost savings = $22,000
These savings are temporary and the cost will be greater in FY 2005-
06. A full year's cost differential between a 1 .6% COLA and a 2.0%
COLA is an additional $50,000 to the General Fund and $14,500 to
other Funds.
Chuck Sweet
r
e :
Attachment E
• MEMORANDUM
TO: COUNCIL MEMBER GILLASPIE
FROM: CHUCK SWEET, TOWN MANAGER
DATE: July 6th 2004
SUB): Budget Questions - Council Member Gillaspie
Attached for your review are responses to your questions relating to the
Tentative Budget scheduled for tomorrow evening 7/7/04. This information has
also been transmitted by e-mail. If you have further questions, please contact
my office.
atic-Let241---
Chuck Sweet, Town Manager
Attachment (1)
a C: MAYOR AND TOWN COUNCIL MEMBERS
•
Attachment F
1
Questions of Town Manager Re Proposed Town Budget July 7, 2004
Budget Question (By separate e-mail)
Question: In regards to revenue, please explain the reasoning for the expected increase in'
revenue stream from the previous budget proposal.
Response: The tentative budget as proposed includes revenue estimates that were
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upwardly revised by $138,000. This figure includes $65,000 for fire plan review fees and
$73,000 for state shared revenues.
Fire Plan Review fees were originally not included in the budget because the Town has not
charged that fee to developers in the past. It is my understanding that a fee
implementation schedule will soon be brought forward by Building Safety to implement
the collection of this fee.
Revised state shared revenue estimates were recently received from the League of
Arizona Cities and Towns based on information they received from the Arizona
Department of Revenue (ADOR). ADOR increased state sales tax distributions by$76,000
while lowering state income tax distributions by $3,000. The net effect is an additional
$73,000 in Town revenue estimates for FY 2004-05. ADOR attributes the increase in sales
taxes to an overall better recovery in the economy than was originally anticipated.
Historically, ADOR's estimates have been very reliable.
• P
1. Web
Master— Development of interface for on-line permitting. Would this
mmin work void the maintenance agreement with the company
programming
manufacturingPermits Plus? What portion of the Web Master position was to be
dedicated to integration with online permitting?
Programming work will not void the maintenance agreement with Permits
Response: g _ g o ° of the webmaster's
Plus. At this point in time,the estimate is approximately 25 /0-50/o
P
time
will be spent on the development and servicing of an online permitting process.
Clerk's Office— This position is cited with a role in support of a disaster recovery
2.
plan.
What is the current disaster recovery plan or methodology that is in place or
planned? Can it be provided?
Response
PENDING — SEPARATE ANSWER WILL BE DISTRIBUTED ON
WED. 7/7/04.
2
1110 3. p. 16 Legal Department (Criminal Division)—Why only a part time File Clerk
versus full time help?
Response: 9
The original request (at the department level) included the addition of a full
time clerk. However,the Town Prosecutor was told bythe Department Head that all
additions of personnel should be kept to the bare minimum necessary with the
understanding that another request could be brought forward once the Town's long term
financial situation improved.The request is to under-hire rather than over-hire with the
intent to evaluate adding additional personnel after we have a better understanding of
what the part-time person can do for the Legal Department.
What is the existingsalaryof the Public Information Officer? What percent of
4. p. 19
raise is currently possible under the current classification?
Response: $47,154/yr. Based upon the PTO's current classification -the maximum raise
from the FY 04-05 Grid ("Up to 4.0% Merit") would be 3.5%
5. p. 28
Mid Decade Census - Please identify any issues that may be detrimental in
regards
to utilizingPOPTAC numbers versus the census. Can PopTAC modify their
schedule in regards to new state enabling legislation that allows use of Pop TAC
versus actual Census?
The issue is the timingof when the POPTAC estimates becdme available
Response: T e
for review. For the 07-01-05, the POPTAC numbers would not be ready for review
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until P
Au ust/Se tember 2005 and become final in December 2005 after the
Governor signs the POPTAC estimates. By this time of course it would be too late
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to order a
Special Census through the Bureau of the Census. Regarding POPTAC
in their schedule, we have asked and the answer has been they will not
modifying ] need to
change
the schedule. If Oro Valley was to order a Special Census, we would
start in the next few weeks outlining the process; developing the necessary publicity
work and involve the staff and community in a year long process. So,with all that
said it comes down to how confident the town is in the POPTAC system and
projections. The last several years (2001;2002 & 2003) the population estimates
have been
fairlyaccurate. We anticipate the same will hold true for 2005.
portion p. 30
What of the cost for the police facility expansion would be for storage
lockers versus expansion and ballistic wall protection?
Response: Due to the sensitive nature of this building improvement relating to the
security
of town personnel, Chief Sharp will be responding directly to you by phoneon Wednesday, July 7th 2004.
3
•
7. p. 31 What is the revised cost for building improvements in the field inspector area
or basement if usingcubicles versus hard walled offices including completion of
restrooms?
Response: Base line Cubicles 66" high cost $40.00 per lineal foot plus shipping and
installation. An 8' high stud wall, unpainted costs $29.52 per linear foot. Electrical
and telephone installation is easier using a stud wall. The plans use the stud wall.
Better space at a lower cost.
8. P 41. Please be more specific as to why the traffic signs and marking workers are
critical for this year?
Response: The Town adds miles of new streets into the system each year, but our
staff level has not increased at the same. This crew maintains all signs and traffic
markings and handles the street sweeping. We are at our capacity now, further
additions of public streets to the system without these new personnel will mean a cut
back in non safety related services (street sweeping for example).
9. p. 42 It is stated that it is anticipated that contracting for services in landscape
medians will be more expensive than hiring Town employees. No associated
numbersare provided.rovided. What justification is provided to substantiate these
• assumption?
Response:
The landscaping costs were included in the Public Works budget and are
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also shown below.
These are the costs for the use of a contractor to maintain landscaping
.
alongthe existingLa Canada and Oracle Road medians as well as the
,
Lambert Lane multi-use path. These costs don't include current use of
Town personnel in the same areas (e.g. sweeping, signing and striping the
multi-use paths).
4
Outside contractor:
Annual cost cost for existingcontract for landscape maintenance $25,022/yr
andrunin . Includes 3.5 miles of median & 2.3 miles of
p 9
multi-use path _
Estimated ated annual cost for future contract for landscape $238,070/yr
maintenance irrigation maintenance and pruning. Includes
7.7 new miles of median, 13.4 miles of shoulder and 10.9 new
miles of multi use path. (Tangerine Road; La Canada Drive
Widening,
• La Canada Drive Extension; N. 1st Ave; Pusch
View Lane Extension)
Estimated total cost for contractor to maintain 11.2 miles of $263,092/yr
r
median, 13.4 miles of shoulder and 13.2 miles of multi-use
path
Town staffing:
The costs forth
the 2-person DPW crew include the cost to maintain the same
area currentlyby
done a contractor as well as the new shouldev, median
and multi-use paths aths to be added to the maintenance inventory. iThe annual
supply I needs include the cost for uniforms and tools only.
Cost per new Department of Public Works 2-person landscape & irrigation
crew
salary Annual crew) with overhead $ 71,820/yr
Annual supply needs
$ 1,000/yr
Start— up cost : Truck _
$ 18,000
up Equipment Start— cost: E ui ment $ 2,500
5
10. P 43. What is the role of the proposed Civil Engineering Technicians versus the
Construction Clerks? Do the need for these positions out weigh our needs for police
cars and other pressing expenses? It is stated that bids would be slowed with failure
to fund these
ositions. Who determines when projects go to bid the Town Council,
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Town Manager or Town Engineer?
Response:
The civil engineering technicians are construction inspectors and the clerk does the
construction related paperwork freeing up the project manager to have more time
available for project management. The funds for these positions are from'project
construction monies (impact fees) and they cannot be used for any other purpose
than roadway improvements. Projects can only be bid if there is someone available
to manage them. These projects represent millions in public monies and as Town
Engineer is responsible. The hiring of a consultant to do the project management
o
cost approximately 10% of the construction costs or in the case of the Pusch View,
First Ave Bridge project $ 1,029,000. Even with a consultant, the town still have to
check their work.
Regarding who determines when a road project goes to bid, the Town Council; the
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Town Manager; the Town Engineer; and the Finance Director are all involved in
thatP rocess. The timeline for when a road project goes to bid starts many years
before theP roject is ready to go out to bid. The Town Engineer and Town Manager
work with the Pima Association of Governments (PAG) to secure the necessary
funding fora particular road project. The Mayor, as a member of PAG reviews the
5rans ear Transportation Improvement Plan (TIP), which authorizes the funding in a
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P year.ear. It is at this point where a particular road project for Oro Valley starts to appear in the Town's budget process. Once the project is designed and the
funding is secured, the Town Engineer authorizes the release of the bid documents
after consultation with the Town Manager and Finance Director. Once bids have
been received, the road project is ready for Award of the Contract by the Town
Council.
11. p.
34 Please provide detail on the extent of the Server Hardware update listed at
14,000? What is the nature of the proposed upgrade?
Response:
The age of the Town's servers range from three to five years.The purpose of the
is serversin order to accommodate new and increasing
to upgrade the Town's
demands from staff and departments and to ensure reliability of service. Some
detailed items that would be replaced are: motherboards, processors,raid array,RAM,
411 and other computer components.
6
4111 12. P. 35 What personnel for the Town are trained to utilize the proposed GPS
Equipment?
Response:
Currently there is a number of town staff trained to use the GPS equipment.This
project would include training with the equipment. The GPS equipment already
complies with current Town GIS data development,which will coordinate our GASB
34 effort in the coming years.
13. p. portion 36 what or percentage of the Town's total computers are to be replaced for
the 32,000.
Response:
Approximately 32 computers are to be replaced/upgraded out of 170 Town
computers. (about 20%)
TOWN OF ORO VALLEY
4110 OUNCIL COMMUNICATION MEETING DATE: July 7,2004
TO: HONORABLE MAYOR & COUNCIL
FROM: Chuck Sweet, Town Manager
David L. Andrews, Finance Director
SUBJECT:
Public Hearing — Resolution No. (R)04- 64 Adoption of the Tentative Budget for
Fiscal Year 2004-2005, and Setting the Local Alternative Expenditure Limitation for
Fiscal Year_20-04-2005.
SUMMARY:
g
The purpose of agenda a da item is for Council consideration and adoption of the Town's tentative
pp
budget for FY
2004-05. Approval of Resolution No. (R) 04-64 will also set the local
expenditure limitation. Once the limitation is set, expenditures for the year may not exceed that
amount. The Council has the discretion to make changes to the budget prior to final adoption which
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scheduled for
August 4; however the total amount of the final budget may not exceed the
expenditure limitation as set this evening. The Council also has the authority to modify the budget
throughout the fiscal year.
The tentative budget includes those modifications that were directed by the Town Council during the
six budget et review sessions that were held between May 3 and June 9.
At your June 9 budget session, staff indicated that the General Fund had a budgeted deficit of
$1,494,159. Based
on that information, staff received the following direction from the Town Council:
Balance GeneralFundbudget such that revenues meet or exceed expenditures and
• r�aldnce the y
eliminate the $1,494,159 deficit.
• justification and discussion regarding all newly requested personnel positions.Provide
• Rank and
prioritize all newlyrequested positions, and operating and capital expenditures.
The tentative budget, presented this evening, includes a General Fund budget that meets The
as
Town Council's directions.
General Fund Revenues $19,554,000
General Fund Expenditures 19,521 ,486
Surplus $ 32,514
Attachment G
/ ....-- _ . ,
TOWN OF ORO VALLEY
•UNCIL COMMUNICATION PAGE 2 OF 7
In order to balance the budget as presented et this evening, the following recommended changes were
made subsequent to the June 9 budget session.
Revenue Increases:
Fire Plan Review Fees $ 65,000
State Shared Sales Tax 76,000
State Shared Income Tax (3,000)
Total
Revenue Increases $ 138,000
Expenditure Decreases:
Personnel Positions (6.5) $ 365,420
O&M/Minor Capital 389,315
FY 03/04 CIP Projects 142,939
FY 04/05 CIP Projects 491,000
Total Expenditure Decreases $ 1,388,674
he revenue increases ($138,000), plus the expenditure decreases ($1,388,674), total $1 ,526,674:
his amount, less the original deficitfigure fi ure of $1,494,159 equals a revised General Fund budget with
a surplus of $32,514. iI
' ' al backupand discussion may be found in
Details to the proposed reductions and addition
Exhibit A, which is the first set of attachments to this communication.
ANALYSIS:
The tentative budget is in an amount of $117,842,886 and is balanced with the following revenues
and other financial resources:
Revenues $57,742,292
Proceeds from Issuances of Bonds 9,064,764
Cash Reserves 51 ,035,
830 � � -`
Total Resources
$117,842,886 1 -t;."'
Those financial resources will be used to pay for the following Town services:
Police $9,092,363
Streets & Roads Maintenance 6,236,090
Development Services 2,717,318Library Services 967 967,829
Parks & Recreation
1 49 008
5,
Public Transportation 438,995
Water Utility 26,218,200 Stormwater Utility 340,5
o4
M
a•istrate Court 520 935
TOWN OF ORO VALLEY
•OUNCJL COMMUNICATION PAGE 3 OF 7
Administration 3,755,244
Municipal Debt Service 1,919,159
Capital Improvements Projects 35,834,552
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Contingency Reserves 28,252,689
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Total $117,842,886
g is a
the $28,252,689 cortin ency reserves figure:
following
Thelisting of the funds that comprise
General Fund $7,368,101
Highway Fund 386,182
Roadway Impact Fees 1,382,071
Water Utility 15,616,335
Water Utility Acquisition 3,500,000
Total $28,252,689
Health Insurance
41e budget reflects an increase of 17.1% in health insurance premiums and a 17% increase in dental
h �
surance premiums
over FY 2003/2004 and that the Town will continue to pay 100% of health and
dental insurance premiums for employees and 75% for their dependents.
Staffing
The budget contains a net
increase in staffingof 8.75 positions across the various town services.
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The
Police Department reflects the hiring of three Lieutenants.
w Traffic and Markings workers, two Civil Engineering Technicians, one
Public Works will hire two g
Construction Clerk, and one Civil Engineering Designer.
Parks and Recreation reflects a .5 increase to absorb the transfer of the Bicycle/Pedestrian/Trails
Coordinator from the Townwide Roadway Development Impact Fees Fund.
The Increase in the
Water Utilityis related to the Reclaimed Water Utility Operator.
decrease of 0.25positions. An Office Specialist position is included in the
Administration reflects a net • . interns
s budget. The Legal Department decreased by 2.25 positions related to clerical interns and
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GIS/Database Anal st was transferred from Development Services into
a paralegal. Additionally, the
the Information Technology Division.
TOWN OF ORO VALLEY
IOUNCIL COMMUNICATION PAGE 4 OF 7
Employee Compensation
The Town budget contains a cost of living adjustment (COLA) of 1 .6%, to be effective on July 1 , 2004
for all Town employees. The budget also provides funding for step increases for eligible
commissioned police department personnel and up to a 4% merit increase for all other Town
employees. These proposed merit increases would be effective on the employee's annual review
date.
Capital Improvements
The budget includes several significant capital improvements projects:
• Roadway System Capacity Improvements $9.8M
• Oracle Road Improvement District $5.6M
• La Canada Drive Extension $5.OM
• First Avenue Bridge $3.3M
• Pusch View / Lambert Lane Drive Ext. $3.4M
• CDO Linear Park $1.6M
i": Library Expansion $1.1M
• Naranja Town Site Acquisition $3.OM
• Honey Bee Village Acquisition $2.OM
• Steam Pump Ranch Acquisition $1 .0M
• TOTAL $35.8M
The budget also includes a total of $17M of water utility capital improvement projects.
• Water Wells $1.2M
• Booster Stations $0.3M
• Reservoirs $0.3M
• Transmission/Distribution Mains $3.7M
• Reclaimed Water System $11 .OM
• Other Capital $0.5M
• TOTAL $17.OM
TOWN OF ORO VALLEY
COUNCIL
COMMUNICATION PAGE 5 OF 7
General Fund
The Town budgetary policy Council's bud eta olic directs that recurring revenues meet or exceed recurring
expenses andcontingency that a reserve equal to 20% or more of recurring expenses be maintained.
The following a comparative is estimate of revenues and expenditures as related to these budget
policy requirements.
Revenues $ 19,554,000
Expenditures 19,521,486
Surplus $ $32,514
The following summarizes the contingency reserve requirements:
Expenditures $ 19,521,486
Times 20% X .20
Contingency Requirement $ 3,904,297
• .
The budgetedcontingency is $7,368,101 and this amount well exceeds the minimum requirement.
Town Manager Request — One Time Expenditures for Employee Safety and Work Environment
ger q
Improvements
The Town Managerrespectfully requests the Mayor and Council's consideration to add back to the
p y
g
2004/05
budget the one-time expenditures for the Police Department— Public Weapons
Storage/RecordsExpansionProject Project (03/04 - $ 45,000 + 04/05 - $ 115,000 = $ 160,000) and the
Building
SafetyDivision — Buildings & Improvements Project (CIP 03/04 - $ 47,239).
Police Department Public Weapons Storage/Records Expansion Protect ($1601000)
This importantproject ect was deemed to be an "Assumption Project" during the 2003/04 and 2004/05
'�
Capital Improvement � processes.Project In order for the Town to post notices to the general public
that weapons maynot be carried into the Town's public buildings, it is necessary to provide a secure
system (gun lockers) where these weapons can be stored in a safe manner while the citizens are
conducting business at the Town Hall complex. Additionally, this improvement would provide the
expansion to
the Records Room of the Police Department that has become congested over the
years. The Mayor and Council are invited to contact the Police Chief prior to the Regular Meeting of
7th4i2004 and take a tour of the front lobby area of the Police Department and Records Room to
my
the need for this proposed building improvement. Funding this one-time improvement
ee first hand p p
will provide a much safer environment for all town employees and give the staff in the records section
of the Police Department an increased space to perform their duties. Please see the budget
justification sheet included as an attachment to Exhibit "A" of this Council Communication.
TOWN OF ORO VALLEY
•UNCIL COMMUNICATION
PAGE 6 OF 7
Building Safety Division — Buildinqs & Improvements Project ($ 47,239)
was also an "Assumption Project" during the 2003/04 Capital
This building improvement project .
The current office space for the Building Inspectors is extremely
Improvement Project process. p .
pexpenditure this fiscal year will relieve the crowded conditions for the
cramped. Funding this one-time
p workingspace for the Golder Ranch Fire Marshal to conduct
BuildingSafety Inspectors and provide a p •
upcoming IGA. This project is designed and ready to
their town business as will be required by the p g
not alreadytaken a tour of the area of the Town Hall Administration
go out to bid. If you have ildin
• please contact the Town Manager for a tour and review of the building
Building (basement area), .
• the attached budgetjustification sheet included as an attachment to
improvement plans. Please see
p
Exhibit "A" of this Council Communication.
ATTACHMENTS:
• � Reduction Detail (Subsequent to June 9, 2004)
1. ExhibitA Recommended Budgetary
List of Council Line Item Expenditure Changes through June 9, 2004
3.
FY 2004-2005 Town Budget Executive Summary
4. Resolution No. (R) 04- Adopting
64the Tentative Budget and Setting the Local
Alternative Expenditure Limitation for FY 2004-2005.
5. Schedule A Summary
Schedule of Estimated Revenues and Expenditures/Expenses
6. Schedule C Summary by Type Fund T e of Revenues Other than Property Taxes
7. Schedule D Summary by Type T e of Other Financing Sources/(Uses) and Interfund
Transfers
8. Schedule E Summary by Department De artment of Expenditures/Expenses within each Fund Type
TOWN OF ORO VALLEY
SOUNCIL COMMUNICATION PAGE 7 OF 7
SUGGESTED MOTION:
I move to approve Resolution No. (R) 04- 64 Adopting the Tentative Budet for Fiscal Year
2004-2005 and
Settingthe Local Alternative Expenditure Limitation for Fiscal Year 2004-2005 in the
amount of $117,842,886
iiir
David L. Andrews
Finance Director
•
9
Chuck Sweet
Town Manager
5 Exhibit "A"
Recommended Budgetary Reduction Detail
(subsequent to the June 9th, 2004 meeting)
Table of Contents
Page
General Fund 13
Highway Fund 4
Townwide Roadway Development Impact 5
Oro Valley Water Utility Fund
Budgetary Justification — General Fund
Department Positions and Related Operations & Maintenance
Police 3 FT Lieutenants 6
Manager Office Specialist 8
Information Technology Webmaster Programmer 9
Magistrate Court Courtroom Clerk 11
Manager Assistant Town Manager 13
0 Clerk .5 Office Assistant 15
Legal File Clerk 16
Police
Receptionist ' 18
Operations & Maintenance
Manager Reclassification of PIO to Corn. Rel. Dir. 19
General Administration Signage throughout Campus 23
Economic Development Outside Professional Services 24
Manager Programs & Activities Guide 25
Planning & Zoning Environmentally Sensitive Lands Ord. 27
CD Admin Mid-Decade Census 28
Capital Improvement
Police Marked Police Vehicles 03/04 29
Police Public Gun Storage/Expansion 03/04 30
Building Safety Buildings and Improvements 03/04 31
Parks & Recreation James D. Kreigh Parking Lot 03/04 32
Police Mobile Data Computers 04/05 33
Police Server Hardware Update 04/05 34
Information Technology GIS/GPS Facility Mgt. Project 04/05 35
Information Technology Computer Replacement 04/05 36
Parks & Recreation Aquatics Encl. & Improvements 04/05 37
0 38
Parks & Recreation Pick-Up Truck
Police Marked Police Vehicles 04/05 39
Police Unmarked Patrol Vehicles 04/05 40
Hi
Budgetary Justification —Highway Y Fund
Department Positions and Related Operations & Maintenance
Highway Traffic Signs & Maintenance Workers 41
Highway Landscape Irrigation Techs 42
Operations & Maintenance
Highway GPS Unit 41
Budgetary Justification —Townwide Roadway Development Impact Fee Fund
Department Positions and Related Operations & Maintenance
TWDIF Construction Clerk 43
TWDIF Civil Engineering Techs 43
Budgetary Justification —Oro Valley Water Utility
Department Positions and Related Operations & Maintenance
Water Water Utility Operator—Reclaimed 44
Water Water Conservation Specialist 45
i
GENERAL FUND
AMOUNT AMOUNT
• . -
3ET RANK ITEM DESCRIPTION . REDUCTION REINSTATED , NOTES
Positions _ 1
Police Funded 3 FT Lieutenants $ 231,228 $ 150,719 Jan. 1, 05' Hire
,Manager Funded Office Specialist 39,153 29,365 Oct. 1, 04' Hire
Information Technology , 1 ,Webmaster Programmer 34,247 -
,Magistrate Court 2 Courtroom Clerk L 25,447 , - ,
Manager 3 .Assistant Town Manager 108,418 - .
Clerk 4 _a.5 Office Assistant t, 15,340 - ,
Legal 5 File Clerk 11,817 - ,
,
Police 6 Receptionist 21,569 -
Building Safety IGA Fire Marshall 58,285 -
Subtotal General Fund _ _ $ 545,504 _ $ 180,084
AMOUNT AMOUNT
BUDGET RANK ITEM DESCRIPTION REDUCTION REINSTATED NOTES
Operations &
Maint./Capital Outlay
e Funded 3 FT Lieutenants--Computer& Misc. • $ 26,900 $ 26,900
Funded .
gerOffice Specialist--Computer& Misc. 5,500 _ X5,500 y
Manager Funded Reclass of PIO to Corn. Relations Dir. _ - 16,000
Building SafetyFunded Fire Marshall IGA w/Golder Ranch - 50,000
u g � 1
Council (Partial) Funded Fund Outside Sources (DM50,PN,SC) 12,500 . 10,000 Cut Pro-Neigh $2500
Council . Funded Furniture/Computer/Fax 9,080 - Paid In FY 03/04
G&A (Partial) Funded Annexation Expenses 32,000 10,000
Information Technology Funded Outside Professional Services 10,000 2,000 Paid In FY 03/04
Information Technology 1 Webmaster/Progr.--Computer& Misc. 7,900 - -
Manager 2 • Assistant Town Manager--Computer 2,000 _ - _
Clerk 3 .5 Office Assistant--Computer& Misc. 2,500 - r
General Administration 4 Signage throughout Campus 5,000 -
Economic Development 5 Outside Professional Services 35,000 -
Manager 6 Programs &Activities Guide 32,000 -
Planning & Zoning 7 *Environmentally Sensitive Lands Ord. 30,000 -
CD Admin 8 Mid-Decade Census 160,000 -
Building Safety Fire Marshall--Computer& Misc. 17,335 -
IGA
Building Safety _ Fire Marshall--Vehicle 21,000 -
Police N/A Receptionist - -
Legal N/A File Clerk - -
Magistrate Court N/A .Courtroom Clerk - -
e (Interfund Trans) TRANSF Gasoline and Tires 50,000 _ - Seizure Funds
li
,_ rice Interfund Trans) TRANSF .Non-Capitalized Equipment 50,000 -i
Seizure Funds
Subtotal General Fund $ 508,715 $ 119,400
1
GENERAL FUND
AMOUNT AMOUNT
• , REDUCTION REINSTATED NOTES
GET RANK ITEM DESCRIPTION _
. .tial Improvement
Projects
Funded Restrooms J.D.K. Park 03/04 $ 96,480 $ 96,480 _ Under Contract
Parks and Recreation .
Police Funded Marked Police Vehicles 03/04
137,200 137,200 '
Police
1 Public Gun Storage/Expansion 03/04 45,000 -
BuildingSafety
2 Buildings and Improvements 03/04 47,239 -
Parks
and Recreation 9 James D. Kreigh Parking Lot 03/04 50,700 -
Subtotal -
03/04 CIP Carryover Projects $ 376,619 $ 233,680
Mobile Data Computers 04/05 $ 46,900 $ 46,900
Police Funded p
Police e 1 Public Gun Storage/Expansion 04/05 115,000 - ,
Information Technology 3 Server Hardware Update 04/05 14,000 -
Information Technology 4 GIS/GPS Fac. Mgt. Project 04/05 15,000 -
,
Information Technology 5 Computer Replacement 04/05 32,000 -
Parks and Recreation 6 Aquatics Encl. & Improvements 04/05 40,000 -
Parks and Recreation 7 Pick-Up Truck 20,000 , -
`
Police
8 Marked Police Vehicles 04/05 175,000 - ,
Police
10 Unmarked Patrol Vehicles 04/05 80,000 -
'
Subtotal
04/05 CIP Projects 537,900 _ $ 46,900
OA
EXPENDITURES $ 1,968,738 $ 580,064
REVENUES Fire Plan Review Fees $ 65,000 I $ -
REVENUES Revised State Shared Sales Tax Revenues $ 76,000
,REVENUES Revised State Shared Income Revenues - $ (3,000) $ -
GRAND TOTAL REVENUES $ 138,000 -
2
HIGHWAY FUND
AMOUNT AMOUNT
.
REDUCTION REINSTATED NOTES
RANK ITEM DESCRIPTION
BUDGET -
itions , , ,.....__
n & Maintenace Workers $ 78,482 $ 78,482
way Funded Traffic Signs ..-
42,496 , - Jan. 1, 05' Hire
Highway 1 Landscape Irrigation Techs
Subtotal Positions
$ 120,978 $ 78,482
•
Operations & Maint./Capital Outlay
Highway Funded Traffic Signs & Maintenace Workers --
Highway 1 Landscape Irrigation Techs $ 21,500 $
Highway 2 GPS Unit
7,500 -
Subtotal O&M .
29,000 -
Total Highway Fund $ 149,978 _ $ 78,482
• �I.
3
TO
WNWIDE ROADWAY DEVELOPMENT IMPACT FEES FUND
• AMOUNT I AMOUNT
REDUCTION
GET RANK ITEM DESCRIPTION
tREINSTATED NOTES
ions
' r
TWDIF Funded Construction Clerk 34,588 34,588
TWDIF
Funded Civil Engineering Techs 99,421 99,421
Subtotal Positions 1 134,009 134,009
perations & Maint./Capital Outlay .
� - T
TWDIF Funded Construction Clerk .-
TWDIF Funded Civil Engineering Techs - -
•
Subtotal O&M
Total Dev. Imp.TownwideRoadwayIm . Fees I 134,009 1 134,009
•
•
4
Oro Valley Water Utility
AMOUNT AMOUNT
BUDGET RANK ITEM DESCRIPTION REDUCTION REINSTATED NOTES
itions
er Funded Water Utility Operator--Reclaimed 11,250 11,250 Apr. 1, 04'
Water 1 }Water Conservation Specialist $ 31,350 $ - Oct. 1, 04'
Subtotal Water $ 42,600 $ 11,250
Operations & Maint./Capital Outlay
Water Funded Water Utilty Operator--Reclaimed 16,722 16,722
Water 1 Water Conservation Specialist $ 1,700 _ $ -
Subtotal Water $ 18,422 $ 16,722
Total Oro Valley Water Utility $ 61,022 $ 27,972
• (I
1111
5
Oro Valley Police Department June 30, 2004
Personnel Request Justification
FY 2004-05 Budget
Project: Three (3) Lieutenant Positions
FY 2004 - 05 Fiscal Impact: $150,719
Project Benefits/Description if funded:
In the Fall of 2000, the Oro Valley Police Department established a strategic
plan to provide a guide as the community grew and evolved. It was
recognized that change was the one constant that could be predicted and
the document was intended to be a "living, breathing plan" that would
guide policy and program development. The Strategic Planning group was
made up of a cross-section of the Police Department, Oro Valley Citizens
who volunteer for the Department, and concerned citizens.
• An important aspect of the Plan was the recognition that the Department
needed to establish a middle management level to assure the Department
continue and improve the delivery of crime prevention and law enforcement
services that are vital to the quality of life of the citizens of Oro Valley.
That fundamental premise has remained constant and is as valid today as it
was in 2000.
The justification for the lieutenants' positions has been essentially the same
since its first iteration in the FY01 /02 Budget submission. In 1991, the
OVPD had three command positions and the Department had 38 total
positions. Today, the OVPD has three command positions and the
Department has 109 members. In order to keep pace with the growth of the
Town, the Police Department must add personnel, and those personnel must
be managed. The additional management staff will demand full
accountability, equalize and adjust workload where necessary, recognize
superior performers, and correct and retrain personnel in order to assure
full work potential.
Having lieutenants will result in the following:
-Allow for Efficient Deployment of Resources
-Address liability issues
6
-Allow for interfacing with outside agencies
-Allow time for upper management to evaluate trends and plan
prevention programs
-Allow the first line supervisors to direct their subordinates
-Provide for training and mentoring of new supervisors
-Program development, implementation and evaluation
Rapidly growing organizations need more managerial support than a static
organization. Managing change is labor intensive and requires vigilance.
The relationship between the Police Department and the residents of Oro
Valley is rooted in the organizational culture of the Department and not
with individuals. It is critical that future managers be developed from
within in order to perpetuate that organizational culture. Having middle
management positions in order to train the next generation of commanders
and chiefs will assure the residents of Oro Valley continue their strong ties
to the Department.
• Consequences if not funded:
If these positions are not funded the many of the aforementioned activities
will not occur or will be minimally addressed. A recent example is the
initiative with the Bureau of Alcohol, Tobacco and Firearms, the Tucson
Police Department and the Pima County Sheriff's Department that targets
violent offenders. One of the areas targeted is the Oracle Corridor south of
Oro Valley. Many resources will be directed toward those offenders and
could have a significant impact on Oro Valley residents. This initiative was
planned and ready for implementation before OVPD was made aware of the
scope of the project.
As the Department grows, the two Commanders will spend more time on
middle management activities and less time on upper management
responsibilities. This will result is lost opportunities for program
development and similar activities, which is not in the best interests of the
citizens of Oro Valley.
4111
7
• Town Manager's Department
CIP Request Justification
FY 2004-05 Budget
Project: Office Specialist Position
FY 2004-05 Fiscal Impact: $22,500 salary ($29,365 salary w/ benefits)
Project Benefits/Description if funded:
Request is to hire a full-time Office Specialist to provide administrative support
to the Town Council and assist the Administrative Assistant to the Town
Manager. With the increase number of Council Members, the additional
support is necessary for scheduling multiple appointments, registering for
conferences and social engagements, as well as ordering supplies, which has
become overwhelming for one individual. In addition, with the increase of
population of the Town and the increased number of volunteers, the
administration surrounding the volunteers has been extensive. The
administration of the volunteers includes monitoring term limits and training
hours, providing training, and scheduling interviews, etc.
The related 0/M expenses associated with the Office Specialist position
• include:
Cubicle Space $3500
Computer $2000
Consequences if not funded:
The Town Manager's Department and the Town Council will continue to share
the Administrative Assistant to the Town Manager as the sole source of
administrative support. The Administrative Assistant wilt only be able to offer
support as time permits as a shared resource between the two departments
and may need to consider over-time to meet the basic demands of the position.
Further, if the Administrative Assistant is out ill or away on vacation, there is
no individual in the Town designated as back-up for the Administrative
Assistant to the Town Manager. Over time, the Manager's Department and the
Town Council will feel the effects of a decrease in productivity.
8
Information Technology Division
Personnel Request Justification
• FY 2004-05 Budget
Position:
Web Master/Programmer
Annual Salary: $45,000
Proposed Hire Date: 12/15/04
FY 2004-05 Fiscal Impact: $34,247 (includes benefits Et and assumes hire date of
12/04)
Purpose for Request:
The Web Master/Programmer position will be responsible for the day-to-day
development and maintenance of the functional elements of the Town's Internet and
Intranet site(s). Working with Town staff, the position will implement and
incorporate new products into the current web site(s) format/structure to continually
improve their effectiveness. Programming responsibilities will include web site
design, analysis, and writing database-driven web applications. Initial responsibilities
wilt include developing the web interfaces for a web-based on-line building permit
system, GIS Mapping, and Intranet initiatives. The position will also be responsible for
developing a coordinated and streamlined plan for updating the Town's web sites.
Consequence ,if position is not filled:
• Town Web Site
Approximately 30-40 hours a week will be spent by various staff members to update
the web site. Demands from their departments' normal duties require that less
priority be put on updating the web site. This results in a focus on posting
information on the web site simply to "get it out there." Because of these time
constraints, concern for outdated or inaccurate material becomes an afterthought. In
many cases, it is a member of the public that alerts us to the outdated or inaccurate
material. More often than not however, the needed information is simply not there.
There are many more opportunities to provide information to the public through the
web site. This position would also eliminate the need to hire outside consultants for
maintaining the Town's site.
On-line Building Permits
Limited staff time and web development expertise will require that the development
be done by outside consultants and programmers, delaying the project by 12 to 18
months. In addition to the significant investments in time and money already made
by the Town, costs associated with outsourcing programmers/consultants to complete
the project are estimated at $50,000 to $100,000. An internal position would provide
the following benefits:
•
9
• In-house development grants us the highest level of freedom. We have far
greater control over the decision making process, project management, and
future growth than if a third party were involved.
411) • Being able to keep talent and knowledge in-house is a big advantage for the
future growth of our web sites. Being able to tap the resources of those
who were directly involved with the project is far more convenient than
having to re-hire consultants.
• We will not have to rely on the development schedules of consuitants.
Development of projects will be on "our" timelines.
GIS Mapping Services
As the popularity of GIS grows (internally Et externally), increased application
development is going to be required to take advantage of these powerful tools.
Development of GIS Services on the Employee Intranet will also allow the Town to
virtually eliminate expensive software license renewals for general GIS user software,
saving $10,000 dollars annually. Limited staff time and web development expertise
has limited the advancement of this useful resource.
Employee Intranet
The Intranet should be a central location for information and resources and a key tool
for Town staff. Limited IT staff time and web development expertise has limited the
advancement of this useful resource.
110
411/
10
J
ORO Valley Magistrate Court
Position Reinstatement Request
FY 2004-05 Budget
Position: Court Room Clerk
FY 2004-05 Impact: X48,788 ($35,953 salary plus benefits)*
Position Benefits if funded:
1) The work load of the current Court Administrator will be reduced to a manageable
level, allowing her to:
a) spend more time on supervisor duties, b) attend training coordinator meetings, c)
have more time to train staff on new procedures and cross training, and d) put in
fewer overtime hours.
2) Allow staff to handle the increased number of cases without having to work
overtime.
411 3) Not have to cut back on tasks without a daily or statutorily mandat7d deadline.
4)Reduce stress levels and prevent morale problems.
Consequences if not funded:
The current situation cannot continue. Ari Mora is a dedicated and very hardworking
employee. She has for 3+ years performed the jobs of both Court Administrator and
Court Room Clerk, allowing the Town to NOT fill the Court room clerk position during
that time. Because of the increased work load caused by the significant increase in
citations noted in the Budget Package, it can no longer be done by one person. If the
position is not filled:
1) Another staff person will have to be trained to at least share the job, taking them
away from their present work load.
2) Court staff will continue to have to work overtime when anyone is gone or when
the citation numbers spike.
3) Court functions without a daily deadline or that are not mandated by statute, rule
• or AOC policy, will be curtailed. Such functions would include but are not limited to:
11
„--
a)
a) Collections activities- telephonic and otherwise.
b) Activities aimed at increasing defendant attendance in court. (We currently send
cards or make' phone calls to non appearing defendants reminding them. More than
half respond. This means we do not have to issue a warrant, set an Order to Show
Cause hearing or enter a default judgement on civil traffic matters. If more warrants
are issued, more will ultimately be served, but there is no way to predict' how many. ':
However, for each person arrested on a warrant, the Town pays the Pima County
Sheriff $70.51 for the first day [or any part thereof] an individual is in custody and
$51.79 for all subsequent days [or partial days]).
c) preparation of warrants and complaints for failure to appear (these are mandated
by statute, but will just not be accomplished as efficiently or quickly).
The effect of these reductions would be to:
1) reduce revenues, (the collections clerk's efforts have resulted in collecting
$65,361 from July 1, 2003 to present).
2) reduce compliance with court orders,
3) reduce the authority and respect of the Court.
• *
The amount of reduction shown on the chart for initial cuts was $25,447. That
number was an error.
Town Manager Department
Program Activities and Guide Request Justification
FY 2004-05 Budget
Project: Assistant Town Manager Position
FY 2004-05 Fiscal Impact: $108,418 + $2,000 equipment
Project Benefits/Description if funded: The Town now lacks a senior
management professional to serve in the absence of the Town Manager.
Furthermore, the addition of two more Council members and the necessity to
respond to their needs creates a significant burden on the Manager.
An Assistant Town Manager will relieve the Town Manager of many of the day-
to-day responsibilities for oversight of departments, with the primary focus on
the Community Development and Public Works Departments as well as the
Water Utility. The ATM would also stay current and involved in legislative
issues at the County, State and Federal levels so that Oro Valley's interests are
properly represented.
• The ATM would have responsibility for following up on items that have been
raised at Council and advisory commission meetings, and to oversecontracts
and intergovernmental agreements. Most importantly, the ATM would serve as
a conduit to determine what issues need the attention of the Town Manager
and what issues (both administrative and budgetary) can be resolved at other
levels. The ATM will sit on high-level management committees and will have
the authority to act on behalf of the Town Manager. All of these tasks, in turn,
will free up the Town Manager to maintain a higher degree of interaction with
the Town Council and to undertake long-term planning assignments.
Consequences if not funded:
If the position is not funded, the incumbent Town Manager will be forced to cut
back on his oversight of individual departments and his time for interaction
with both the Town Council and other elected or appointed officials. The
position of "Acting Town Manager" will continue to be rotated among
department heads who must assume the Manager's duties in addition to their
own in the Manager's absence.
The Manager's span of control is already at its maximum with oversight
responsibilities for 11 departments or divisions. In a community of 38,000
residents with over 300 employees, an effective administrator needs reliable
• and competent support so that every decision or issue does not fall on his or
her shoulders, frequently requiring 60-80 hour work-weeks.
13
Finally, citizens may experience a higher degree of frustration in their inability
to schedule meeting times with the Manager. An effective and responsible
Town Manager must keep his or her door open to the residents and businesses
of the community as much as it is open to the Town Council and the staff. ,
Without the position of an Assistant Town Manager, many of these
constituencies will experience denied or delayed access to the Manager.
410
•
14.
• Clerk's Office
Personnel Request Justification
FY 2004-05 Budget
Personnel Request: Part-time Office Assistant
FY 2004-05 Fiscal Impact: $ 15,340 Salary & benefits
$ 2,500 Computer
$ 17,840Total Expenditure
Project Benefits/Description if funded:
The person in this position will:
• Scan vital documents (i.e. Contracts, H.R. Personnel Records, etc.) for
permanent recordkeeping off-site. (In the event of a disaster at Town
Hall, all vital documents could be recreated to get the Town up and
running as soon as possible) Currently, only permanent documents such
as Ordinances, Resolutions, Minutes and Financial Annual Reports
(CAFR) are microfilmed and kept off-site for retrieval in case of a
disaster).
• Scan Council packet materials to the Town's website for viewing by our
citizens. (This will provide convenience to citizens, press, Council and
• staff to view packet materials on-line).
• Process business license information into the Permits Plus software that
is compatible with Community Development. (Currently using outdated
software).
• Assist with answering the telephone and greeting the public. (This will
relieve our current Office Assistant during lunch or when she needs to
be away from the front desk).
Consequences if not funded:
• The Town does not have the vital documents preserved off-site to get
the Town fully functioning in the event of a disaster.
• The Clerk's Office will be unable to continue improving electronic access
to public information by not having time to scan Council packet
materials to the Town's website.
• Current staff will only be able to enter business license information into
the, Permits Plus software only as time permits or by working over-time,
in addition to the over-time they are accumulating by attending evening
Town Council meetings.
• Staff currently backs-up the Office Assistant when needed. However,
this takes them away from their normal duties and decreases their
productivity.
15
•
ORO VALLEY LEGAL DEPARTMENT
CRIMINAL DIVISION
PERSONNEL REQUEST
FY2004-05 BUDGET
POSITION: Part-time file clerk
Annual salary: $11,817
Proposed hire date: 7/30/04
• FY 2004/05
PURPOSE:
So that the Criminal Division could "tread water" for another fiscal year. A basic
precept of any prosecutor's office is that its workload is dictated by essentially
three factors, the number of police officers and number and type of citations they
issue, the legislative and/or judicial enactments mandating certain processes and
procedures, and the division plea offer guidelines. In 1988 the Town Council found
the workload existed to hire its first full-time prosecutor. In 1990 Tobin Sidles
became the Town Prosecutor and the staff at that time consisted of one person,
Sheila Moeur. The Oro Valley Police Department at that time (1990) consisted of
28.5 sworn officers, 3.4 reserve officers and 10.5 civilian personnel.
Fast forward to 2003-2004 budget year. The number of sworn police officers has
now reached 76, there are 6 reserve officers and 28 civilian employees (down from
29.) As can be seen, that is approximately triple the number of officers for 1990.
Our division can attest that those additional officers also write additional tickets.
Certain Legislative and Judicial enactments have also greatly expanded the
amount of paperwork necessary for every criminal case file (Rule 15 disclosures,
41) Victim's Rights for misdemeanors, new mandatory sentencing, etc., etc.)
1R
• Unfortunately, the Prosecution office still consists of the same two personnel that
existed in 1990. There have been no new additions since that time.
Our caseload and the number of citations have increased by the thousands while
the criminal division still has the same two personnel. The number of officers to
track, communicate with and train has tripled. The Legislature and Court keeps
creating new necessary paperwork every year. We have tried and utilized every
technique known to streamline and reduce the workload. The paralegal fights a
constant battle not to exceed the allowable overtime policy. Please, could we
finally get a part time person just to help us keep up with our paperwork of filing
and ordering of reports?
CONSEQUENCES IF POSITION IS NOT FILLED:
More cases will be dismissed and certain types of cases will not be prosecuted. Plea
offer guidelines will continue to be made easier.
•
• Page 2
J�
• Oro Valley Police Department June 29, 2004
Personnel Request Justification
FY 2004-05 Budget
Project: RECEPTIONIST at TOWN SERVICE CENTER
FY 2004 - 05 Fiscal Impact: $21,569 Salary & Benefits
Project Benefits/Description if funded:
The Town Service Center located at Magee and Oracle Roads was
established in October, 2003. It is advertised that the center is open to the
public Monday through Friday, 8:30 - 5:00.
Request is to hire a full-time Receptionist to staff the Town Service Center.
The Reception area of the Center has been staffed with Police Department
volunteers who have done an outstanding job, however it has become
increasingly difficult to fully staff this position with the volunteers as they
are not always available. When the volunteers have not been available,
Police Department staff has had to fill in or the Center is closed.
Consequences if not funded:
If this position is not funded the Town Service Center will not operate as a
public facility and will function solely as a Police Sub-Station and Victim
Witness Office.
•
.1Q
Town Manager Department
Re-classification Request Justification
FY 2OO4O5 Budget
Project: Reclassification of Public Information Officer Position
to Community Relations Director
FY 2004-05 Fiscal Impact: $15,000
Project Benefits/Description if funded:
The responsibilities of the Public Information Officer for the Town of Oro Valley
have changed substantially during the past several years due to the growth of
the community. The Town's Personnel Policies Et Procedures Code, Policy 6
Classifications, Section 4. Reclassification reads as follows: "When the duties
or responsibilities of positions have changed significantly the Town Manager
will ensure that the position is classified accordingly."
The Public Information function within the Town Manager's office (which grew
out of the creation of an Intergovernmental Affairs position) began when Oro
• Valley contained less than half of the current population. It was—and is—
appropriate for a municipality to seek effective and efficient methods to
communicate with its citizens. This communication works in two directions—
sharing information with the citizens about town programs and activities, and
gathering information and opinions to share with the town leadership in order
to help guide policy decisions.
Since the initial creation of the Public Information function, however, the town
has experienced significant growth and significant demands on the Town
Manager's office to take the lead in the creation of programs and activities
that expand far beyond the scope of Public Information. As the town continues
to grow and as new citizens demand services that are equivalent to the
services they received from similar communities, the Public Information
function must also mature to meet these new needs.
In most similar communities, these types of functions fall into the category of
Community Relations/Communications/Intergovernmental Relations. In the
case of Oro Valley, the following activities and programs are either under way,
anticipated shortly, or are "on hold" due to lack of resources or authority. In
order to manage these programs now and in the future, the Public Information
function needs to be expanded to create a department head position with the
authority and responsibility to administer these wide-ranging areas.
•
19
Per the Council's request at the Study Session of June 9, 2004, the following
q
Community Relations duties, activities, programs and projects have been
divided into the following categories:
OG = Ongoing
= Needed or Directed byManager and/or Council
AN As
PR = Proposed, awaiting funding and/or authority
To be undertaken= when resources and authority become available
OG Ongoing day-to day public information campaigns, including the
design, preparation and distribution of pamphlets, brochures, fliers,
�
postcards, releases and related material for all departments.
OG Preparation of written and oral presentations and correspondence for
Mayor, Council members and senior management
Develo ment of methods to improveçç , PRcommunications fromDevelopment
residents to town decision-makers (e.g., website upgrades, surveys and
questionnaires)
PR Creation of electronic media (and emerging technology media) for
distribution to targeted audiences (e.g., potential industrial and
commercial interests in support of Economic Development function,
homeowners associations, Chamber of Commerce, etc.)
PR Development of a quarterly consolidated cultural, arts and library
programming guide for distribution to every residence in Oro Valley. A copy
� �
of a similarP ublication from the City of Goodyear, Arizona, is attached.
The guide will also have space for other information, including messages
from the Mayor and important announcements from all the Town's
departments.
OG Continued relations with all media—print, radio, television, magazine
and internet-based, which requires knowledge of all town programs and
activities as well as access to senior decision-makers
OG AN Fullartici ation in variety of committees and advisory boards
P P
(e.g., Citizen Corps Council, Information Technology Strategic Plan Task
Force, GT2C planning committee, General Plan Technical Advisory
Committee, Capital Improvements Program committee, State of the Town
planningcommittee, development review committee and other major
industrial/commercial development meetings, Department Head meetings,
etc.)
20
PR TR Oversight of renewed cable television franchise agreement to
include local origination programming, public access programming;
direction and coordination of broadcasts of Council meetings and
community events (e.g., GOVAC, Pima College and library programs)
_ Initiation of ro ramming to develop stronger relationships with
PR youthprogramming
local schools, including Student in Government projects (elementary,
middle and high schools)
Internshipplacement and mentoring (high PR, TR school and university),and the potentialp Advisory development of a Youth Advisory Board for the Town (to
focus on areas that are not limited to recreation);
PR Teen Court programs (both in-school and "court" versions);
OG, p �
creation of youth employment assistance office
TR, PR Coordination of senior citizen programming to include meal,
socialization sites and senior citizen assistance activities in conjunction with
Parks and Recreation Division and existing senior citizen organizations
TR Exploration of a neighborhood council system that will encompass the
entire town and remove reliance on homeowner's associations for
' particularlyin the area o� community
information sharing and public input,
development and planning
' ns including AN Intergovernmental relat�o maintenance of relations
between the y�
town and count state and federal representatives; oversight
�
and initiation
of legislation that would impact the town; maintaining and
improving relations with neighboring jurisdictions; liaison activities with the
League of Arizona Cities and Towns
OG TR Continued development of new programs that help create a
,
positive' 'v "sense of community" in Oro Valley (e.g., Farmer's Market,
holiday children's parade,arade, P ublic recognition of individual citizens who
have volunteered to improve the community, etc.)
PR Initiation of Sister City program including participation from
schools, commercial and industrial interests, economic development
ethnic exchange clubs
leaders, local foreign-born residents and existing
TR Initiation of a "City Store" program to create and market
merchandise with the Oro Valley logo or other items that promote
positive recognition of the town
21
• OG AN Participation in local community organizations through
membership, leadership positions, presentation opportunities, or
coordination of community improvement projects (Kiwanis, Rotary,
Optimist, Key Clubs, etc.). Participation in professional organizations
including Public Relations Society of America, City-County
Communications and Marketing Association., state-wide Public and
Communications Managers Association (through League of Arizona Cities
and Towns)
OG, AN, PR Representation of Town at local and regional events (e.g.,
economic development and Chamber of Commerce meetings, school
events such as Odyssey of the Mind, university conferences, school
activities [mock interviewing, guest lecturing on local government] )
OG AN Special assignments by Town Manager that have included
training and mediation sessions for departments, federal legislative
liaison for economic development projects, resolution of neighborhood
issues
All of theseJ
ro'ects, programs and activities will soon be beyond the abilities
P
of oneerson to accomplish. Over the coming years, the area of Community
person
Relations will need to be expanded to include these and other functions as Oro
Valley becomes a larger, full-service municipality. A Town Manager's
CommunityRelations area with a management level leadership position is
essential to maintain a "community of excellence" as the Town grows and
matures. The incumbent in the position will also have the authority to marshal
the existing personnel and resources of the Town to accomplish the activities
listed above.
Five year staffing plan:
Year one: 1.0 Community Relations Director
Years two-four: 1 .0 Community Relations Director; .5 Communications
Assistant and university-level intern
Year five: 1.0 Community Relations Director; 1.0 Communications Assistant, .5
clerical support and university-level intern
Consequences if not funded:
The town's abilityto effectively communicate with its citizens on a regular
basis will be diminished, with citizen attitude toward their local government
being negatively ne ativel affected due to a lack of timely Et comprehensive information
about "what is going on in Oro Valley". Departments of the Town will continue
• toP
rovide specific information relating to their particular services with no
p
unified message from the Oro Valley government as a whole.
22
• Town Manager's Department
CIP Request Justification
FY 2004-05 Budget
Project: Directional Signage throughout Town Hall Campus
FY 2004-05 Fiscal Impact: $5,000
Project Benefits/Description if funded:
This project involves the fabrication and installation of directional signage
throughout the Town Hall campus. Currently, motorists and pedestrians alike
are uncertain which building houses a particular municipal service. Some
buildings have small metal placards at the door but overall building signage or
directional signage along a walkway do not exist which is frustrating to the
general public. Often individuals walk from building to building looking for the
correct department. Often staff must discern where an individual needs to go
and provide directions.
Consequences if not funded:
The general public will continue to drive their vehicles around the parking lot
looking for the correct building or wander throughout the walkways of the
411 Town Hall campus until they can find the correct building or department. The
Town Staff will continue to experience interruptions in order to give directions
to the general public so that they can find their way to the correct municipal
services they desire.
•
23
Economic Development Division
New Marketing Materials Request Justification
FY 2004-05 Budget •
Project: Creation of New Marketing Materials
FY 2004-05 Fiscal Impact:
Employ Media Consultant $17,500
New Marketing Materials .$17,500
Total $35,000
Project Benefits/Description if funded:
This project involves the employment of a qualified Media Consultant to assist
in the creation of new Town of Oro Valley Marketing Materials and the
procurement of 500 sets of new marketing materials. This effort will also
require coordination with other entities within the region; i.e., MTCVB, GTEC
and the local Chamber of Commerce. Currently it is anticipated that outcomes
will include: Printed Materials, Electronic Media (Email lists, website
• development, etc.), Scalable Databases (photos, demographics, etc.), and
other related efforts. The existing materials are outdated and do not reflect
the major improvements within the community and are unusable.
Consequences if not funded:
The ability for the Town to actively participate in high-tech industry
recruitment will be extremely limited. The continued success in adding crucial
professional offices and services identified as desirable by the community will
at best be slowed. The opportunity to "link" with the El Conquistador to assist
in marketing the resort as a Family Stay Destination will be missed as well as
creation of a more focused Oro Valley identification with both the resort and
MTCVB. Also, I believe that we will miss the opportunity to develop the new
materials to provide for the strong possibility of additional resorts; i.e.,
Westward Look and OMNI Tucson National eventually being part of Oro Valley
and thereby resulting in higher costs to redo the materials in the near term.
0
• Town Manager Department
Program Activities and Guide Request Justification
FY 2004-05 Budget
Project: Development and Mailing of Town-wide Program
Activities and Guide
FY 2004-05 Fiscal Impact: $32,000
Project Benefits/Description if funded: A Community of Excellence
needs to keep all of its citizens informed about the variety of programs,
projects and activities available to them. Parks and Recreation, for example,
needs to keep its classes at capacity in order to generate income sufficient to
pay for new rental space. The library needs to increase awareness among the
citizens of its needs and the opportunities for volunteers to donate resources to
improve the facility. Other department—including the Mayor and Council-- will
be able to utilize the newsletter to share information about road
improvements, crime prevention activities, economic development projects,
reclaimed water delivery, changes in building requirements, new and ongoing
programs (e.g., Teen Court, Continuing Education Citizen Planning Institute
classes, Save-A-Plant and Adopt-A-Wash programs) or invitations to public
411 meetings and open houses.
In short, a consolidated calendar-type newsletter will eliminate the ad hoc
production that now occurs in each individual department and will centralize
information in one place so that it is easily accessible to all residents. The
quarterly calendar/newsletter would also appear on the Town's website.
There may be an opportunity to incorporate the newsletter itself as a non-
profit, 501(c)3 corporation, thus further reducing the mailing costs.
Alternatively, it may be possible for private companies to assist by (
underwriting a portion of the cost of the publication (if it does not achieve
non-profit status). For example, the Farmer's Market operator has already
underwritten a portion of a GOVAC insert that went in to the Water Utility's
monthly billing statements in exchange for advertising space.
The proposed expenditure is for two newsletters on a trial basis for the winter
and spring quarters of 2005. The summer and fall quarters of 2004 would be
used to begin the accumulation of information; some departments and divisions
would have to undertake more advanced planning in order to submit accurate
and timely information for publication.
Consequences if not funded:
• The Town would continue issuing newsletters, program announcements, library
and parks guides on an ad hoc basis, utilizing Town copiers at an expensive per-
25
and mailingout the pieces at the USPS first class rate. In addition,
• copy rate,
there wouldregularplace be no for the Mayor and Council to share their vision
or their accomplishments with the entire populace. Inserts in newspapers, or
paid advertising space newspapers,in do not have the same impact and
longevitywell-produced independent piece that citizens will want to save
as a -P
and use throughout each quarter.
26
Planning and Zoning Division
CIP Request Justification
FY 2004-05 Budget
Project: Environmentally Sensitive Lands Ordinance
FY 2004-05 Fiscal Impact: $30,000
Project Benefits/Description if funded:
This project provides an ordinance to implement the policies developed in the
first phase (policies included in the proposed General Plan Update). The areas
that need specific attention are:
o buffers adjacent to protected areas (buffers for riparian areas are
currently 15 feet);
o development in and around other biologically sensitive areas
(ironwood and saguaro communities, and rock outcrops); and,
o development in visually sensitive areas including a better assessment
of these areas.
Consequences if not funded:
The project will be completed with Town staff. It is expected that this will
• add 12 months to the project, but staff will be able to address it in phases to
complete the most important revisions early in the project. II
27
Community Development Administration
CIP Request Justification
FY 2004-05 Budget
Project: Mid-Decade Census
FY 2004-05 Fiscal Impact: $160,000
Project Description:
This project would provide a full census of the Town's population in 2005 to
allow the Town to collect additional funds in State-shared revenues
(approximately $400 per capita per year).
Consequences if not funded:
For 2005, the State has indicated that they will accept July 2005 population
estimates instead of census data. To date, the estimates have been accurate
(they were within a few hundred of the 2000 Census).
However, the dilemma is that population estimates for July 2005 do not
materialize until at least October of 2005; well after the conclusion of the
budget year. Therefore, we may need to reinstate this request as more
concrete information becomes available.
•
•
28
Oro Valley Police Department June 30, 2004
CIP Request Justification
FY 2004-05 Budget
Project: REPLACEMENT PATROL VEHICLES / CIP 2003-04 BUDGET
ROLL OVER
FY 2004 - 05 Fiscal Impact: $137,200 CIP
Project Description:
This project provides for replacement of six (6) older police units in excess
of 100,000 miles per Town policy-SOP #34. This CIP project was approved in
the 2003-04 budget but funding for 6 of the 7 vehicles was requested to be
rolled over to the 2004-05 budget. This roll over was to allow us to purchase
Crown Victoria Police Interceptors with the advanced fire suppression
system that would not be available until the 2005 vehicle model year,
sometime after October 2004. All equipment out of the 2003-04 operations
and maintenance budget has been purchased to outfit these vehicles as the
• announcement of the advanced fire suppression system did not come until
after 2003-04 budget approval. This project would help eliminatle excessive,
repetitive breakdowns allowing officers to respond in a timely manner to
calls for service. Most importantly this would allow us to put safer vehicles
on patrol with the enhanced fire safety equipment in the event of a
collision. One Ford Mustang "road rage" enforcement vehicle was obtained
out of this 2003-04 CIP funding which accounts for the request to roll over
funding for 6 of the 7 vehicles.
Consequences if not funded:
Excessive breakdowns and additional maintenance may take Police Officers
off the street while they are switching out vehicles or awaiting tow trucks
and replacement vehicles in the field. Excessive maintenance expenses
should be expected for higher mileage vehicles that will need to be kept in-
service. We would also be unable to provide vehicles with an upgraded fire
suppression system in as timely a manner as anticipated. There is also a
concern that some equipment already purchased could become obsolete if
changes are made to the Crown Victoria Police Interceptors after the 2005
model year.
Oro Valley Police Department June 29, 2004
CIP Request Justification
FY 2004-05 Budget
Project: PUBLIC WEAPONS STORAGE / RECORDS EXPANSION
FY 2004 - 05 Fiscal Impact: $160,000
Project Benefits/Description if funded:
This project expands the working area for the records clerks and provides
ballistic wall protection between our lobby and Police Department
employees. Completion of this project would allow the Town to prohibit
weapons in all Town facilities at 11,000 N. La Canada, as we would have a
safe area with weapons storage lockers. We could then legally restrict
weapons from the Town's public facilities. The added space would also
provide needed space and equipment in times of emergency for additional
personnel to work and answer numerous phone calls over a 24 hour period. ,
An example of this type of need would be the activation of an "Amber
Alert" for an abducted child.
Consequences if not funded:
We cannot legally prohibit persons from carrying firearms within public
Town facilities unless we provide an area to secure them. We will not have
ballistic wall protection for the most vulnerable lobby area employees.
Additionally, the efficiency of the records clerks will diminish while working
in such close quarters.
•
30
O Building Safety Division
CIP Request Justification
FY 2004-05 Budget
Project: Basement Improvement
FY 2004-05 Fiscal Impact: $47,239
Project Benefits/Description if funded:
This project involves providing adequate ventilation, lighting and work area for
the Town's Building Safety Inspectors. The existing area was designed as a
storage area not intended for human occupancy. The proposed improvements
will provide the necessary space and work environment for office occupancy.
In addition, general improvements will be made for the Town Clerk's storage
area. Plans and specifications have been completed and this project is ready to
go out for bid. The funds allocated for this project were carried over from last
fiscal year.
Consequences if not funded:
The inspectors have been shifted around and are in need of a permanent work
area. These improvements must be made to make this a functional workspace
• that meets code requirements.
•
31
•
Parks and Recreation Division
CIP Request Justification
FY 2004-05 Budget
Project: James D. Kriegh Park - Upgrade Existing South Parking
Lot (Rollover of $50,700 from FYO3-04)
FY 2004-05 Fiscal Impact: $50,700
Project Benefits/Description if funded:
This project involves upgrading the existing south parking lot at James D.
Kriegh Park. This parking lot is currently cracked, does not meet existing ADA
compliance standards, has poor drainage and retains water. This project,
funded and scheduled to be completed in FY03-04, was delayed because of
potential sewer piping through the area which has now been located
elsewhere. However, engineering and plans development are close to
completion. Repaving this parking lot would provide a safe, smooth, clearly
striped parking area for park users.
Consequences if not funded: �.
4110 This parking lot is a liability to the Town, as it has a number of trip hazards and
is not ADA compliant. Additionally, water is retained in the low areas, creating
a breeding area for mosquitoes. Maintenance costs will continue and increase
over time if the project is delayed. Additionally, the cost of completing the
project is expected to increase annually.
32
• Oro Valley Police Department June 30, 2004
CIP Request Justification
FY 2004-05 Budget
Project: REPLACEMENT PATROL CAR MOBILE DATA COMPUTER
SYSTEMS
FY 2004 - 05 Fiscal Impact: X46,900 CIP
Project Description:
This project provides for replacement of the oldest mobile data computer
systems which have been in use for 5 plus years. Mobile data computers in
patrol vehicles allows for the efficient flow of public safety and emergency
information between patrol, dispatch and the Az. Criminal justice
information system. Replacing old mobile data computer systems is an
efficiency project to help eliminate excessive repetitive service
interruptions allowing officers to respond in a timely manner to calls for
service
• Consequences if not funded:
Lack of timely information due to "down" equipment could delay response
to calls for service. Excessive breakdowns, maintenance and repair of old
mobile data computer systems may take Police Officers off the street while
they are switching out vehicles or seeking repair services on computer
equipment. Excessive maintenance expenses should be expected for older
mobile data computer systems.
110 Oro Valley Police Department June 29, 2004
CIP Request Justification
FY 2004-05 Budget
Project: REPLACEMENT UNMARKED POLICE VEHICLES
FY 2004 - 05 Fiscal Impact: $80,000
Project Description:
These funds would provide for replacement of four (4) older unmarked
police units in excess of 100,000 miles per town policy - SOP #34. Provides
dependable transportation for critical personnel in the Department; such as
Detectives, Investigators, Training Officers, Professional Standards
personnel a Professional Development Administrator and personnel for
support in times of crisis.
Consequences if not funded:
4111 Excessive breakdowns and maintenance may result in an untimely response
of critical personnel in a time of need. Excessive maintenance expenses
should be expected for higher mileage vehicles that will need to be kept in-
service.
40
• DEPARTMENT OF PUBLIC WORKS
Staffing Request Justification
FY 2004-05 Budget
Project: Add Two Traffic Signs and Marking Workers
FY 2004-05 Fiscal Impact: $78,482 Highway Fund
Project Benefits/Description if funded:
The existing three-person signing, striping and sweeping crew workload is
currently beyond its capability to keep up with all necessary striping (stop bars,
cross walks and stencils), sign installation, sign replacement and quarterly
sweeping. We have to sacrifice in one area of their responsibilities to meet more
immediate and pressing demands in another area. The existing staff level was
created when we maintained 224 lane miles of streets; we now maintain
approximately 316 lane miles with more on the way. This does not include the
multi-purpose lanes that continue to enter our maintenance inventory.
Consequences if not funded:
The continued growth of the Town's infrastructure from development and
annexation requires additional street maintenance staff to continue to deliver the
existing level of service. If these personnel are not added to the Street
Maintenance Division, non safety related routine services such as stret�
sweeping; right-of-way maintenance and litter pick-up will be reduced to an
available personnel availability basis.
Project: GPS Equipment
FY 2004-05 Fiscal Impact: $7,500
Project Description:
This project is the Public Works share of a Town wide GPS system. This
equipment will allow the Department to map and record the condition of
culverts, signage, street condition and drainage ways. This information is
essential for us to have a valid pavement management program.
Consequences if not funded:
The lack of this information will further delay the implementation of the
pavement management system and the detailed inventory of Town maintained
signs, drainage structures, etc.
41
DEPARTMENT OF PUBLIC WORKS
Staffing Request Justification
FY 2004-05 Budget
Project: Add Two Landscape Technicians
FY 2004-05 Fiscal Impact: $63,996 Highway Fund
• Salaries $42,496 Equipment $21,500
Project Benefits/Description if funded:
The new four lane roads with the landscaped medians require extensive
maintenance. Extensive landscape irrigation systems have been installed and
the Town needs to have personnel trained in system operation and maintenance.
DPW feels that it is in the Town's best interest to discontinue our contractual
landscape service and establish the Town's own landscape maintenance
capability. These positions would not be filled until January 2005. The following
table illustrates the landscape maintenance requirements of Public Works.
ROADWAY LANDSCAPE MAINTENANCE
ROAD MILES BY 6/30/05 ROAD MILES BY 6/30/07
• Medians, Shoulders & 5.7 12.4
Shared Use Paths
Shared Use Paths Only 3.9 2.3
Medians Only 0.8 4.4
Total 10.4 19.1
Consequences if not funded:
These positions are essential if the Town is to protect the millions of dollars
invested in the new roadway landscaping. Without staff positions, all landscaping
services will have to be done by contract. Contracting for these services removes
an element of control and accountability as to the quality of the landscaping and
the response to urgent issues such as an irrigation line rupture outside of normal ,
work hours. It is also anticipated that contracting will cost far more for the same
level of service as could be delivered by staff.
•
42
DEPARTMENT OF PUBLIC WORKS
Staffing Request Justification
FY 2004-05 Budget
Project: Add 2 Civil Engineering Technicians - and 1
Construction Clerk
FY 2004-05 Fiscal Impact: $134,009 Townwide Roadway Impact Fees Fund
Project Benefits/Description if funded:
The increased roadway construction by Public Works and the new construction
starts that are being bid and in final design require project management
personnel beyond our existing staffing levels. This budget requests two new civil
engineering technicians and a construction clerk. These positions will be
assigned to specific projects and their costs will be expensed as a project cost.
The Technicians will be assigned full time to specific construction projects; the
construction clerk will handle the field paper work and administrative matters thus
freeing up the project manager to spend more time on overseeing his assigned
projects. Office space will be provided at the specific construction project field
office. Due tp the long term nature of the Town's road improvement and
rehabilitation program, these new positions are considered permanent.
li
Consequences if not funded:
The engineering division has more projects in design and planning than there
are personnel to administer them. If these positions are not added, no new
project will go to bid until such time as existing construction projects are closed
out and project managers become available to manage new projects. Since the
La Canada and Pusch View Bridge projects are ready to start construction, it will
be approximately 12 months before any major subdivision street restoration or
improvement project will be bid.
•
43
Water Utility Department
Personnel Request Justification
410 FY 2004-2005 Budget
Position: Utility Operator - Reclaimed
FY 2004-2005 Fiscal Impact: $11 ,250 Salary Et Benefits, X16,722 Equipment
Position Benefits/Description if funded:
It is proposed that this position be filled by 4/1/05 which is 3 months prior to delivery
of reclaimed water. The responsibilities of the position involve operation and
maintenance of the reclaimed water system which include a booster station,
reservoir, mains, services and meters. Additionally, this employee would establish
and maintain working relationships with Tucson Water and golf course
superintendents that would facilitate appropriate ordering and delivery of reclaimed
water. A critical element of reclaimed water use is to ensure continual flow or turn
over of the water to prevent it from becoming septic. Fiscal impact includes salary,
benefits, uniforms, tools and vehicle.
Consequences if not funded:
Existing personnel would have to fulfill all the duties in additionto their regular
assignments. This would definitely result in more overtime. Additionally, it is
unlikely that any one existing employee could perform all the reclaimed duties on a
regular basis. As a result, the continuity of the delivery, system maintenance, and
working relationships would not be as successful.
41"
44
Water Utility Department
Personnel Request Justification
FY 2004-2005 Budget
Position: Water Conservation Specialist
FY 2004-2005 Fiscal Impact: $31,350 Salary a Benefits, X1,700 Equipment
Position Benefits/Description if funded:
It is proposed that the existing Water Conservation Specialist position be reclassified
to Conservation Program Coordinator and hire a new employee to fill the position of
Water Conservation Specialist. Expansion of the water conservation program into
areas such as plan review (as it relates to landscape irrigation), water harvesting, the
proposed community garden, irrigation audits, public speaking engagements,
researching irrigation technology, researching and applying for grant funds has
become more work than one person can accomplish. Fiscal impact includes salary,
benefits, uniforms a training.
Consequences if not funded:
Due to the time consuming nature of irrigation audits, routine meetings, and
publication of the utility's newsletter, some of the proposed projects will be
postponed indefinitely and worked on as time permits. Some of these projects
include the Oro Valley Community Display Garden, community water harvesting pilot
project, grant research, product research, publication of Oro Valley Homeowner
guides, work on town-wide conservation and landscape/irrigation specifications and
code changes.
45
0 TOWN OF ORO VALLEY
FY 04-05 BUDGET
Council Line Item Changes
Through June 9,2004
Department/Division Line Item Manager's Council's Increase/(Decrease)
.
General Fund:
Town Council Office Specialist $ 44,688 $ - $ (44,688)
Town Manager Office Specialist - 44,688 44,688_
Town Council Mid-Decade Census 160,000 - (160,000)
Community Development Admin Mid-Decade Census - 160,000 160,000
Town Clerk Office Assistant - 17,840 17,840_
Town Council .GOVAC 133,200 - (133,200)
Community Development Admin GOVAC - 133,200 133,200
Town Council Travel and Training 15,900 20,605 4,705
Town Council Memberships and Subscriptions _ 19,903 22,703 2,800
Town Council Non-Capitalized Equipment - 1,400 1,400_
Town Council Funding Requests from Outside 23,000 12,500 (10,500)
Town Manager p� Equipment,Non-Capitalized E ui ment 3,200 1,067 (2,133)
Town Manager Travel and Training 5,040 4,440 , (6001
Town Manager Memberships and Subscriptions 2,275 3,275 1,000
Town Manager ,Memberships
Outlay 2,000 3,000 1,000
Town Clerk Travel and Training - 500 550 50
Finance Travel and Training 5,800 5,125
(675) ,
"''neral Administration Printing and Binding 13,820 - (13,820)
gra Printing and Binding 2,000 15,820 13,
10,000820
ryrks and Recreation
_aHoneybee Park Costs - 10,000
Police
Detectives Salaries 12,000 12,000
Police Differential Pay 10,000 10,000
Police ,Uniform Allowance Increase 25,800 25,800
Police
Court Overtime 2,600 2,600
Parks and Recreation Captial Outlay - 96,480 96,480
Subtotal 431,326 603,093 171,767
G&A General Fund Contingency $ 6,032,275 $ 5,860,508 $ (171,767i,
Highway Fund:
Capital Outlay
Project Carry Forward $ - $ 1,095,000 $ 1,095,000
Capital Outlay
Verde Catalina Screen Wall - 176,565 176,565
Contingency1,586,251 314,686 (1,271,565)
HIGHWAY FUND TOTAL $ 1,586,251 $ 1,586,251 $ -
TWDIF:
O&M
Office Lease $ 15 $ 15,000 $ 14,985
Revenues PAG Reimbursement - 4,489,666 (4,489,666i
Revenues Pima County Reimbursement - 1,438,000 (1,438,000)
Contingency Contingency/Reserve 2,776,056 1,382,071 (1,393,985)
Capital Outlay
Project Carry Forward _ 7,306,666 7,306,666
Other Financing Uses Transfer to First Ave Bridge 100,000 - (100,000)
Other Financing Uses Transfer to Pusch View/Lambert Ln $ 1,000,000 $ 1,100,000 ,$ 100,000
TWDIF TOTAL
water Utility
O&M Conservation Program - 72,000 72,000
414.M Contingency 15,629,938 15,557,938 . (72,000)
TAL WATER UTILITY -
I ,
Information Technology Division
CIP Request Justification
• FY 2004-05 Budget
Project: Server Hardware Upgrade
FY 2004-05 Fiscal Impact: $14,000
Project Benefits/Description if funded:
This project involves upgrading four of the Town's file servers. These servers are
using hardware that is nearly 4 years old. Upgrading will ensure compatibility with
future systems, and ensure adequate storage for the ever increasing number of
applications and files being stored on them. New hardware systems provide for faster
and more efficient information and application processing, reliability, and minimize
employee productivity loss.
Consequences if not funded:
The Town will experience increased server down time due to declining Operating
System support from Microsoft, incompatibility with new hardware and software. This
will result in employee productivity loss, and a reduction in customer service.
i
•
34
Information Technology Division
CIP Request Justification
4I/ FY 2004-05 Budget
Project: GIS/GPS Facilities Management Project
FY 2004-05 Fiscal Impact: $15,000 .•
Project Benefits/Description if funded:
This project involves the purchase of 2 Global-Positioning System (GPS) equipment for
the explicit use of field data collection. Currently, many departments are using
outside professional services for their surveying needs and out dated plans to update
Town facilities. The use of GPS units by staff will reduce the inefficiencies of using
these services and information, by providing real-time information to our growing
digital databases and lowering overall costs. This Project will coordinate with many
projects throughout the Town departments and divisions like: Public Works, Water,
Parks Et Rec, Planning ft Zoning, and GIS Services. Also, with the Town's obligation to
comply with GASB 34, by June 14, 2006, the use of GPS equipment in the next fiscal
year will make compliance more obtainable.
Consequences if not funded:
The Town will continue to collect field information at it's current inefficient rate.
With GASB less than 2 years away, the town's collection of infrastructure assets may
also be incomplete for compliance, without the benefit of GPS equipment used by the
ib town.
410
35
Information Technology Division
. CIP Request Justification
FY 2004-05 Budget
Project: Computer Replacement Program
FY 2004-05 Fiscal Impact: 532,000
Project Benefits/Description if funded:
This project involves upgrading the computers in various departments in accordance
with the Technology Life-Cycle Program (see attached). These computers are being
replaced due to age and/or inability to load new software. This program helps to
ensure reliability and compatibility with future systems to minimize employee
productivity loss.
Consequences if not funded:
The Town will experience increased maintenance costs. Older computers require
more maintenance as well as increasing the likelihood of employee down time.
36
Parks and Recreation Division
CIP Request Justification
FY 2004-05 Budget
Project: Aquatics Office Enclosure and Roof Improvements
FY 2004-05 Fiscal Impact: $40,000
Project Description:
This project involves enclosing the aquatics office at the Oro Valley Municipal
Pool, providing heating and cooling and making roof insulation improvements.
This area will provide a temperature controlled location for pool users who are
not feeling well, i.e. someone who may be suffering from heat exhaustion.
Roof improvements will remedy the extremely hot conditions in the pool
building. This is the second year this project has been requested.
Consequences if not funded:
If not funded, no shelter will be provided for staff during the extreme heat and
cold, and there will not be a place to aid patrons who would benefit from a
temperature controlled environment during a medical emergency.
41)
411/
37
Parks and Recreation Division
CIP Request Justification
FY 2004-05 Budget
Project: Pick-Up Truck
FY 2004-05 Fiscal Impact: $20,000
Project Description:
This project involves the purchase of a pick-up truck for the Parks
Facilities/Maintenance Supervisor. Currently no vehicle is assigned to this
position. This vehicle will allow the Supervisor to operate out of a Town
identified vehicle. Additionally, the vehicle may be used, if necessary, for
field work or to haul material. This is the fourth year this vehicle has been
requested.
Consequences if not funded:
If not funded, the Supervisor will continue to be paid mileage for the number
of miles driven in a personal vehicle utilized for Town business. At an average
of 10 miles a day, that will equate to about $900 per year. The Supervisor will
• not be identifiable as a Town employee when driving a personal vehicle.
Additionally, the Division will continue to be down a vehicle for field work and
hauling materials.
•
38
Oro Valley Police Department June 29, 2004
CIP Request Justification
FY 2004-05 Budget
Project: REPLACEMENT PATROL VEHICLES
FY 2004 - 05 Fiscal Impact: X175,000 CIP
Project Description:
This project provides for replacement of seven (7) older police units in
excess of 100,000 miles per Town policy-SOP #34. Allows us to purchase
replacement patrol vehicles with the advanced fire suppression system first
available in the 2005 Ford Police Crown Victoria Interceptor. Project would
help eliminate excessive, repetitive breakdowns allowing officers to
respond in a timely manner to calls for service.
Consequences if not funded:
• Excessive breakdowns and maintenance may take Police Offices off the
street while they are switching out vehicles or taking them to repair
services. Excessive maintenance expenses should be expected for higher
mileage vehicles that will need to be kept in-service. We would also be
unable to provide vehicles with an upgraded fire suppression system in as
timely a manner as anticipated.
•
39
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1
RESOLUTION NO. (R)04- 64
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF ORO
VALLEY, ARIZONA, ADOPTING THE TENTATIVE ESTIMATES OF THE AMOUNTS
REQUIRED FOR THE FISCAL YEAR 2004/2005 AS A TENTATIVE BUDGET;
SETTING FORTH THE RECEIPTS AND EXPENDITURES/EXPENSES FOR THE
FISCAL YEAR 2004/2005; GIVING NOTICE OF THE TIME FOR HEARING
TAXPAYERS AND FOR ADOPTING THE BUDGET FOR THE FISCAL YEAR
200412005; PROVIDING FOR THE CONTINGENCIES; PROVIDING FOR THE USE
OF FUNDS; SETTING THE LOCAL ALTERNATIVE EXPENDITURE LIMITATION
FOR FISCAL YEAR 2004/2005; AND, DECLARING AN EMERGENCY.
WHEREAS, the A.R.S. 42-17101 requires that cities and towns in Arizona adopt a
tentative budget by the third Monday in July of each year; and
WHEREAS, the Town Council and staff have met in budget study sessions to review
the proposed budget;
WHEREAS, the adoption of the budget will allow the Town of Oro Valley local
government to provide the necessary public services for the health, welfare and safety
of its citizenry;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND TOWN COUNCIL OF
THE TOWN OF ORO VALLEY, ARIZONA:
Section 1 That the statements and schedules of the tentative budget for the fiscal year
2004/2005 accompany and be included as part of this Resolution as attached hereto.
Section 2 That the statements and schedules herein contained be adopted for the
purpose as hereafter set forth as the tentative budget for the Town of Oro Valley,
Arizona for the fiscal year 2004/2005.
Section 3 That the statements setting forth the receipts, expenditures/expenses and
amounts collectible for the fiscal year 2004/2005 accompany and be included as part of
this resolution.
Section 4 That the local alternative expenditure limitation as noted on the Summary
Schedule of Estimated Revenues and Expenditures/Expenses for the fiscal year
2004/2005 be included as part of this resolution.
Section 5 That the Town Clerk be and hereby is authorized and directed to publish in
the manner prescribed by law, the estimates of expenditures/expenses, as hereinafter
set forth, together with a notice that the Town Council will meet for the purpose of final
hearing of taxpayers and for adoption of the budget for fiscal year 2004/2005 for the
Town of Oro Valley, Arizona on the 4th day of August, 2004.
A
Section 6 That money from any fund may be used for any of the appropriations except
money specifically restricted by State Law or by Town Ordinance or Resolution.
Section 7 That various Town officers and employees by and they hereby are directed
to perform all acts necessary or desirable to give effect to this resolution.
Section 8 That it is necessary for the preservation of the peace, health and safety of
the Town of Oro Valley, Arizona, an emergency is declared to exist and this'resolution
shall be effective immediately upon its passage and adoption.
APPROVED by the affirmative vote of three-fourths of the Council of the Town of Oro
Valley, Arizona this 7th day of July, 2004.
PASSED AND ADOPTED this 7th day of July, 2004.
Paul H. Loomis, Mayor
ATTEST:
•
Kathryn E. Cuvelier, Town Clerk
APPROVED AS TO FORM:
Mark J. Langlitz, Town Attorney
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TOWN OF ORO VALLEY
Summary By Fund Type of Revenues Other Than Property Taxes
Fiscal Year 2004/2005
ESTIMATED ACTUAL ESTIMATED
REVENUES REVENUES REVENUES
SOURCE OF REVENUES 2003/2004 2003/2004* r, 2004/2005
GENERAL FUND:
Local Taxes:
Local Sales $ 6,952,000 $ 6,920,000 $ 7,610,000
Cable Franchise 378,000 365,000 380,000
Subtotal Local Taxes 7,330,000 7,285,000 7,990,000
Licenses & Permits 1,821,000 2,475,000 2,165,000
Federal Grants 567,000 213,000 594,400
State Grants 88,500 88,100 108,500
State/County Shared 6,680,000 6,673,000 7,110,000
Other Intergovernmental 490,893 490,893 507,000
Charges for Services 554,300 558,500 589,100
Fines 200,000 200,000 200,000
Interest Income 125,000 165,000 165,000
Miscellaneous 124,500 150,000 125,000
TOTAL GENERAL FUND $ 17,981,193 $ 18,298,493 $ 19,554,000
*Includes actual revenues recognised on the modified accrual or accrual basis as of the date
the proposed budget was prepared plus estmated revenues for the remainder of the fiscalyear.
SCHEDULE C(1 of 3)
TOWN OF ORO VALLEY
Summary By Fund Type of Revenues Other Than Property Taxes
Fiscal Year 2004/2005
ESTIMATED ACTUAL ESTIMATED
REVENUES REVENUES REVENUES
SOURCE OF REVENUES 2003/2004 2003/2004* 2004/2005
SPECIAL REVENUE FUNDS:
HIGHWAY USER REVENUE FUND:
Local Sales Tax $ - $ 210,000 $ 1,575,000
Subtotal Local Sales Tax - 210,000 1,575,000
Intergovenmental Revenues:
wa
Hi hUsers Fuel Tax - 2,669,000 2,400,000 2,555,000
Highway
State Grants 565,000 - 565,000
Subtotal Intergovernmental Revenues:
3,234,000 2400000 3,120,000
Miscellaneous Revenues 50,000 112,000 48,000
HIGHWA YFUND TOTALS $ 3,284,000 $ 2,722,000 $ 4,743,000
SEIZURE AND FORFEITURES-STATE FUND $ 10,000 $ 60,000 $ 15,000
SEIZURE AND FORFEITURES JUSTICE FUND _ $ 40,000 $ 120,000 $ 50,000
PUBLIC TRANSPORTATION FUND:
Local Transportation Assistance $ 194,000 $ 192,000 $ 192,000
State Grants 56,580 - 56,580
Federal Grants 12,000 15,000 15,000
Miscellaneous Other Revenues 32,500 43,100 33,600
PUBLIC TRANSPORTATION TOTALS $ 295,080 $ 250,100 $ 297,180
TOTAL -SPECIAL REVENUE FUNDS $ 3,629,080 $ 3,152,100 $ 5,105,180
*Includes actual revenues recognised on the modified accrual or accrual basis as of the date
the proposed budget was prepared plus estmated revenues for the remainder of the fiscalyear.
SCHEDULE C(2 of 3)
TOWN OF ORO VALLEY
Summary By Fund Type of Revenues Other Than Property Taxes
Fiscal Year 2004/2005
ESTIMATED ACTUAL ESTIMATED
REVENUES REVENUES REVENUES
SOURCE OF REVENUES 2003/2004 2003/2004 2004/2005
DEBT SERVICE FUNDS:
Municipal Debt Service $ 3,000 $ 4,300 $ 3,000
Oracle Road Improvement District 795,695 - 631,946
Oro Valley Water Connection Fees Debt Service 929,600 - v -
TOTAL -DEBT SERVICE FUNDS $ 1,728,295 $ 4,300 $ 634,946
CAPITAL PROJECT FUNDS:
Library Construction Fund $ - $ 1,100,000
Steam Pump Ranch Acquisition - - 2,000,000
Honey Bee Village Acquisition - - 1,000,000
Naranja Town Site Acquisition - - 3,000,000
Alternative Water Resources Dev. Impact Fees 135,000 - -
Townwide Roadway Dev. Impact Fees 12,398,000 . 12,733,000 7,397,666
Oro Valley Water Connection Fees 20,000 - -
First Avenue Bridge - - 3,335,000
Pusch View/Lambert Lane Extension - - 2,300,000
CDO Linear Park - - 1,470,000
TOTAL CAPITAL PROJECT FUNDS $ 12,553,000 $ 12,733,000 $ 21,602,666
ENTERPRISE FUNDS:
Oro Valley Water Utility:
Water Sales $ 8,873,000 $ 8,447,500 $ 8,774,100
Charges for Services 395,100 1,016,200 982,900
Interest Income 50,000 122,500 122,500
Alternative Water Resources Dev. Impact Fees - 150,000 126,000
Oro Valley Water Connection Fees - 1,037,626 840,000
Miscellaneous - - -
Subtotal Water Utility: 9,318,100 10,773,826 10,845,500
Oro Valley Stormwater Utility 663,000 195,000 -
TOTAL -ENTERPRISE FUNDS $ 9,981,100 $ 10,968,826 $ 10,845,500
TOTAL ALL FUNDS $ 45,872,668 $ 45,156,719 $ 57,742,292
*Includes actual revenues recognised on the modi zed accrual or accrual basis as of the date
the proposed budget zeas prepared plus estmated revenues for the remainder of the fiscalyear.
SCHEDULE C(3 of3)
TOWN OF ORO VALLEY
Summary By Fund Type of Other Financing Sources/(Uses) and Interfund Transfers
Fiscal Year 2004/2005
INTERFUND
OTHER FINANCING TRANSFERS
2004/2005 2004/2005
FUND SOURCES (USES) IN (OUT)
GENERAL FUND:
Transfer to Municipal Debt Service Fund $ - $ - $ - $ (979,424)
Transfer to Public Transportation Fund - - - (95,998)
r
Transfer to Enterprise Fund _ - - - (91,194)
TOTAL GENERAL FUND $ - $ - $ - $ (1,166,616)
DEBT SERVICE FUNDS:
r r
Municipal Debt Service Fund-General Fund Transfer In $ - $ - $ 979,424 $ -
TOTAL DEBT SERVICE FUNDS i $ - $ - $ 979,424 $ -
.
SPECIAL REVENUE FUNDS:
Public Transportation Fund $ - $ - $ 95,998 $
_ -
TOTAL SPECIAL REVENUE FUNDS $ - $ - $ 95,998 $ -
il
CAPITAL PROJECTS FUNDS:
Oracle Road Improvement District-Bond Proceeds $ 5,564,764 $ - $ - $ -
Townvvide Roadway Development Impact Fees Fund - - - (1,325,000)
La Canada Drive Extension Construction Fund - - 125,000 -
CDO Linear Park Construction Fund - - 100,000 -
Pusch View/Lambert Lane Extension Construction Fund1,100,000 -
r r
TOTAL CAPITAL PROJECTS FUNDS $ 5,564,764 $ - $ 1,325,000 $ (1,325,000)
r
ENTERPRISE FUNDS:
Water Co.Acquisiton-Bond Proceeds $ 3,500,000 $ - $ - $ -
_
Stormwater Utility Fund - 91,194
TOTAL ENTERPRISE FUNDS $ 3,500,000 $ - $ 91,194 $ -
TOTAL ALL FUNDS $ 9,064,764 $ - $ 2,491,616 $ (2,491,616)
SCHEDULED(1 OF 1)
TOWN OF ORO VALLEY
Summary by Department of Expenditures/Expenses Within Each Fund Type
Fiscal Year 2004/2005
ADOPTED EXPENDITURE/
BUDGETED EXPENSE ACTUAL BUDGETED
EXPENDITURES/ ADJUSTMENTS EXPENDITURES/ EXPENDITURES/
EXPENSES APPROVED EXPENSES EXPENSES
FUND/DEPARTMENT 2003/2004 2003/2004 2003/2004*, 2004/2005
GENERAL FUND:
Town Council $ 141,088_$ - _$ 140,630 $ 189,509
Town Clerk 407,471 - 404,689 316,553
Magistrate Court 487,037 - 483,647 520,935
Town Manager338,909 - 341,869 417,888
_
Human Resources 220,467 - 236,050 253,164
Finance 477,867 - 443,057 472,603
Economic Development 1,039,630 - 931,536 626,550
Information Technology 317,984 - 320,546 364,930
Legal 557,781 - 519,905 569,504
Police 8,488,268 - 7,948,042 9,004,536
Community Development:
Community Development-Administration 355,70118,000 362,684 388,315
Library Services 962,098‘, - 911,298 967,829
,
Planning&Zoning 780,947 12,000_ 727,114 809,407
Geographical Information Systems 116,390 - 117,174 -
Building Safety 1,219,895 29,200 1,204,807 1,249,432
,
Parks&Recreation 1,373,436 193,480_ 1,475,664 1,549,008
Subtotal-Community Development 4,808,467 252,680 4,798,741 4,963,991
Custodial/Facility Maintenance 157,773 140,988 151,139
Public Works 319,336 288,484 317,403
General Administration 374,712 290,502 393,404
Contingency/Reserve 5,847,487 (316,680) - 7,160,862
_ _
,
TOTAL GENERAL FUND $ 23,984,277 $ (64,000) $ 17,288,686 $ 25,722,971
-
SPECIAL REVENUE FUNDS:
HIGHWAY USERS REVENUE FUND: _
Public Works $ 3,965,825 .$ 174,000+$ 2,478,355 $ 6,236,090
Contingency/Reserve . 752,308 (174,0001 - 386,182
TOTAL HIGHWAY FUND $ 4,718,133 $ - $ 2,478,355 $ 6,622,272
SEIZURES&FORFEITURES-STATE FUND: _
Police $ 24,680 $ - $ - $ 123,973
Legal 2,361 - - -
TOTAL SEIZURES&FORFEITURES-STATE FUND $ 27,041 S - $ - $ 123,973
*Includes actual expenditures reco nked on the modified accrual or accrual basis as of the date
the proposed budget was prepared plus estmated revenues for the remainder of the fiscal year.
SCHEDULE E(1 of3)
TOWN OF ORO VALLEY
Summary by Department of Expenditures/Expenses Within Each Fund Type
Fiscal Year 2004/2005
ADOPTED EXPENDITURE/
BUDGETED EXPENSE ACTUAL BUDGETED
EXPENDITURES/ ADJUSTMENTS EXPENDITURES/ EXPENDITURES/
EXPENSES APPROVED EXPENSES EXPENSES
FUND/DEPARTMENT 2003/2004 2003/2004 2003/2004* 2004/2005
SEIZURES&FORFEITURES-JUSTICE FUND: $ 91,239 $ - $ 132,612 $ 123,854
PUBLIC TRANSPORTATION FUND $ 438,320 $ - $ 357,745 $ 438,995
TOTAL SPECIAL REVENUE FUNDS $ 5,274,733 $ - $ 2,968,712 $ 7,309,094
DEBT SERVICE FUNDS:
Municipal Debt Service Fund $ 1,253,834 $ - $ 6,529,302 $ 1,287,213
Oracle Road Improvement District 795,695 - - 631,946
Oro Valley Connection Fees Debt Service 6,552,574 - - -
TOTAL DEBT SERVICE FUNDS $ 8,602,103 $ - $ 6,529,302 $ 1,919,159
CAPITAL PROJECT FUNDS:
TOWN1WIDEROADWAY DEV,IMPACT FEES $ 20,850,912 $ 441,462 $ 13,003,070 $ 9,829,788
Contingency/Reserve441,462 (441,462) - 1,382,071
_
TOTAL TOWNWIDEROADWAY DEV.IMPACT 21,292,374 - 13,003,070 11,211,859
LA CANADA DRIVE EXTENSION - - 575,000 5,035,01)0
FIRST AVENUE BRIDGE - - 1 - 3,335,000
PUSCH VIEW/LAMBERT LANE EXTENSION - - - 3,400,000
CDO LINEAR PARK - - - 1,570,000
ALTERNATIVE WATER RESOURCEDEV.FEE 569,900 - - -
Contingency/Reserve 642,379 - -
TOTAL ALT. WATER RESOURCEDEV.FEE 1,212,279 - -
ORO VALLEY WATER CONNECTION FEES 1,910,000 - - -
Contingency/Reserve 497,893 - -
TOTAL OV WATER CONNECTION FEES _ 2,407,893
ORACLE RD.CONSTRUCTION 5,176,000 - -_ 5,564,764
LIBRARY CONSTRUCTION - - -, 1,100,000
STEAM PUMP RANCH A CQ UISITION - - , - 2,000,000
HONEYBEE VILLAGE ACQUISITION - - - 1,000,000
NARANJA TOWN SITE A CQ UISI TION - - - 3,000,000
TOTAL CAPITAL PROJECT FUNDS $ 30,088,546 _$ - _$ 13,578,070 $ 37,216,623
*Includes actual expenditures recognized on the modified accrual or accrual basis as of the date
the proposed budget was prepared plus estmated revenues for the remainder of the fiscalyear.
SCHEDULEE(2 of 3)
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