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AGENDA
ORO VALLEY TOWN COUNCIL
BUDGET STUDY SESSION
MAY 22, 2003
ORO VALLEY COUNCIL CHAMBERS
11,000 N. LA CANADA DRIVE
CALL TO ORDER: 4:30 P.M.
1. Review of 5/19/03 Budget Session
2. WATER UTILITY FUND
a. Personnel and Operating Budget (Page 424)
b. Water Company Acquisition Enterprise Fund (Page 457)
c. Alternative Water Resources Development Fee (Page 460)
d. Water Utility Connection Fee Fund (Page 463)
3. Discussion of"Parking Lot" Budget items
4. Scheduling of Additional Budget Study Sessions (If Necessary)
ADJOURNMENT
The Town of Oro Valley complies with the Americans with Disabilities Act (ADA).
If any person with a disability needs any type of accommodation, please notify
the Oro Valley Town Clerk, at 229-4700
POSTED: 05/20/03
3:00 p.m.
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MEMORANDUM
TO: Mayor and Council
FROM: Chuck Sweet, Town Manage
David Andrews, Finance Director
DATE: May 22, 2003
SUBJ: Follow-up Issues from May 19 Budget Review Sessions
A number of issues were raised during the Mayor and Council's Budget Review
Session of May 19. This memorandum serves as staff follow-up to these issues.
1. Issue: Provide a list of Town Council's FY 03-04 budget changes to date.
Response: Please refer to the attached information.
2. Issue: Provide the average cost per employee to move town personnel.
Response: The average cost for moving 41 employees after construction
of the Admin and Court Buildings came up to $84 per employee with a
total cost of$3,444. This cost is inclusive of moving, telecommunication
costs to transfer and re-program employee phones.
3. Issue: Magistrate Court's request to add $500 for Gasoline Costs
Response: This line item has been changed back to $1,000
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G:18UDGETIFY 03-041Memos1Issues 5-19-03.doc 4t13 S"9--°
4. Issue: Provide more information on the Magistrate Court's $2,500 Credit
Card fee.
Response: The National Bank of Arizona which provides the Magistrate
Court's credit card billing service currently has a volume rate of 1.88% per
$1 charged, plus an additional fee of$.29 per transaction and $5.00 per
month statement fee.
Beginning May 2002 through April 2003 (see attached list), the Magistrate
Court have had a total amount of$122,041.89 in fees paid through credit
card with a total of 984 transactions. Based on this, credit card volume
charges came up to $2,294.39, $285.36 transaction fee, and $60
statement fee. A total of$2,639.75 were paid in credit card service fees;
2% of the Magistrate Court's total fees generated within a 12-month
period.
5. Issue: Review historical costs for Court Appointed Attorneys.
Response: The total costs of$31,289 have been incurred for Court
Appointed Attorneys from the beginning of FY 0,-QA/through May 20,
2003, for a total of 74 cases adjudicated, with an average cost of$423 per
case.
1
6. Issue: Fraternal Order of Police Issues.
Response: The attached list will be brought forward to a study session
early June.
7. Issue: Reduction of TPPL's IGA Costs for Library Services.
Response: The budget initially estimated $180,388 for TPPL's IGA
(Outside Professional Services). As a result of a new service cost fees
supplied by TPPL, this amount is now reduced to $125,700. Please refer
to the attached memo from the Community Development Director.
G:IBUDGE7IFY 03-04lMemosllssues 5-19-03.doc
TOWN OF ORO VALLEY
FY 03-04 BUDGET
"PARKING LOT"
PROJECTS AMOUNT
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TOTAL $ 53,500
CC: Danny Sharp, Chief of Police
George Dunscomb, Court Magistrate
Brent Sinclair, Community Development Director
Imelda Angelo, Management & Budget Analyst
G:IBUDGEIFY 03-041Memosllssues 5-19-03.doc
,
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TOWN OF ORO VALLEY
FY 03-04 BUDGET
Council Line Item Changes
Dept/Division ` Line Item Manager's Council's Increase/(Decrease)
General Fund:
Town Council (5)League Conference Travel 5,000 4,000 (1,000)
Town Council National League of Citites Membership - 750 750
Town Council Travel&Training - 1,500 1,500
Clerk (1)League Conference Travel 750 800 50
Magistrate Court Gasoline 500 1,000 500
Police Secretary II 29,325 24,438 (4,887)
Town Manager (3)League Conference Travel 1,800 2,400 600
Finance Overtime 1,500 - (1,500)
Finance (1)League Conference Travel 900 800 (100)
Finance Part-time Clerk(Sept Hire Date) 16,774 13,978 (2,796)
General Admin Annexation 30,000 32,000 2,000
General Admin Notary Public 1,000 700 (300)
Planning&Zoning Zoning Inspector 39,468 36,179 (3,289)
Planning&Zoning Planner I 41,429 37,976 (3,453)
Legal Civil Paralegal 46,253 34,690 (11,563)
Library Svcs Travel&Training(ALA Conference) 2,000 1,200 (800)
Library Svcs Outside Prof Svcs/TPPL IGA 180,388 125,700 (54,688)
Library Svcs Outside Prof Svcs/TPPL IGA Revenue Adjust - 27,344 27,344
Library Svcs Outside Prof Svcs/Rural Metro Svcs 1,300 - (1,300)
Comm. Dev-Admin Laptop Computer 3,000 - (3,000)
Economic Dev Electrical Undergrounding - 262,000 262,000
Economic Dev Travel&Training/Dept.of Energy - 8,000 8,000
GENERAL FUND TOTAL
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TWRDIF Contingency $ 45,655 $ 445,655 $ 400,000
6
1
OVMC CREDIT CARD TOTALS
Mo/Yr $ Amount Transactions
May 2002 8,346.50 - 70
June 2002 6,796.00 - 60
July 2002 6,268.50 - 75
August 2002 7,776.00 - 84
September 2002 7,544.00 - 53
October 2002 8,777.00 - 68
November 2002 7,484.00 - 62
December 2002 9,362.00 - 78
January 2003 16,256.24 - 137
February 2003 10,754.50 - 86
March 2003 14,123.15 - 99
April2003 18,554.00 - 112
$122,041.89 - 984
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2003 Fraterna(Orcfer ofPolice '1egotiation Items
1) Cost of Living Annual Proposal-We would like the Town and the FOP to
agree to use Marshall Vest's Economic Outlook Report to determine the cost
of living increase for Arizona employees. This report is published by the Eller
Business College of the University of Arizona. The Consumer Pricing index
primarily determines cost of Living. This index is established nationally, not
locally or state by state. The report allows us to notice current economic
1„V°
trends and see how we compare nationally as a state.
2) Added Vacation Day or Birthday-This day would be used anytime in the
month of your birthday.
3) Additional Vacation Time.-We are proposing to add forty hours of vacation
time to employees with fifteen years or more to be accrued in the same
manner as the current town policy. The only stipulation would be that the
employee has to utilize the vacation time prior to separation. It has to be
utilized prior to separation. If you do not use it, you will lose it. The cap would
remain at 240 hours; therefore, the Town of Oro Valley would not have to
show it as a liability.
4) Additional Comp Time-Currently, comp time allows us to retain up to 120
hours. We are going to request an additional forty hours be added with the
stipulation that the additional forty hours has to be utilized prior to separation.
If you do not use it, you will lose it.
5) Medical Retirement Benefit-Upon retirement, we would like the Town of Oro
Valley to allow employees the benefit of remaining on the Town's medical
plan (piggyback). Employees would be able to remain on the plan until
Medicare age. The employee would pay one hundred percent of coverage
cost (monies provided by PSPRS payable to the Town). If the Town elects to
take part in the State Retirement System, the employees in that system would
be covered under the State plan.
6) Arizona State Retirement System-We encourage the Town Council to move
forward with implementing the ASRS for all eligible town employees. The
current retirement plan does not provide a stable investment for most of the
town employees. ASRS would add stability to their investment and benefit the
town by lowering the town's contribution to the plan.
7) Long-Term Disability-We hope you will review the current plan and make
adjustments to allow employees to maintain their current medical benefits
while on Long-Term Disability. The current plan discontinues medical benefits
when the employee needs it the most. Currently, the employee loses forty
percent of their income in addition to the loss of the medical coverage. This
burden is overwhelming tofthe employee.
1a
nil e Imo
To: David Andrews, Finance Director
Pd
From: Brent Sinclair, Community Development Director i
Cc: Chuck Sweet,Town Manager
Date: May 14, 2003
Re: COMMUNITY DEVELOPMENT BUDGET ADJUSTMENTS
Expenditures
• Attached is an updated detail sheet describing the "Outside Professional Services"
line item in the library budget. The total reduction in expenditures amounts to
$52,588.00 and is the result of new service cost fees supplied by TPPL.
• Also, an additional reduction of $1300.00 will be realized if fire service fees are
waived by Rural Metro.
Revenue
• Preliminary indications from Pima County suggest they will not reimburse the Town
for"certain"expenses incurred by the library. The only known expense to date is the
coffee service which is a $600.00 expense. Therefore, the revenue loss would be
50%or$300.00.
• On May 21, the Town Council will consider requests for fee increases from Planning
and Zoning and Park and Recreation: Our conservative projected impact of these
increases amounts to an additional $120,000.00 in annual revenue for FY
2003/2004.
TOWN OF ORO VALLEY
COMMUNITY DEVELOPMENT
LIBRARY SERVICES DIVISION
GENERAL FUND
FISCAL YEAR 2003-2004 BUDGETED EXPENDITURES
OUTSIDE PROFESSIONAL SERVICES
OUTSIDE PROFESSIONAL SERVICES
BUDGET YEAR
DEPARTMENT MANAGER 2003-2004 COUNCIL
DESCRIPTION REQUEST REVIEW APPROVAL
Rural/Metro Fire Membership 1,300
Carpet Cleaning 2,100
IGA REQUIREMENTS
Materials Development&Processing 55,000
Courier Service 10,000
Circulation Services
Public Copier, Printing 4,500
Telecommunication(TPPL network&computers) 6,000
WAN (T-1))annual fee 4,200
TOTAL OUTSIDE PROFESSIONAL SERVICES $(.:6,000
`, 00