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HomeMy WebLinkAboutPackets - Council Packets (1345) AGENDA ORO VALLEY TOWN COUNCIL STUDY SESSION JUNE 10, 2002 ORO VALLEY TOWN HALL 11,000 N. LA CANADA DRIVE STUDY SESSION — AT OR AFTER 6:00 PM CALL TO ORDER ROLL CALL 1. REVIEW OF HEALTH BENEFITS RENEWAL RATES (2002/03 BUDGET) 2. 2002/03 TENTATIVE BUDGET — FINAL DISCUSSION 3. PRESENTATION OF TOWN WIDE DRAINAGE STUDY BY CONSULTANTS KIMLEY-HORN ASSOCIATES 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: 06/05/02 4:30 p.m. lh TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: JUNE 10,2002 TO: HONORABLE MAYOR AND COUNCIL FROM: Jeff Grant, Human Resources Director SUBJECT: Health Insurance Renewal Rates for FY 2002-2003 SUMMARY: As much of the business world continues to witness the specter of dramatic increases in health insurance premiums, the preliminaryindications are the same for the Town of Oro Valley. The two carriers offered to our g employees durin FY 2001-2002 have both reported sizable financial losses through their most current reporting periods. In addition, bothp lans claim that the Town's claims experience has forced them to pass along sizable increases in premiums for the Town's plan(s). The first top rovide renewal rates, PacifiCare, has quoted an increase of 29.8% if offered in a dual-choice (i.e.,arran ement if offered in parallel with another plan). They have not extended a premium quote with an g g assumption of a single-source, or sole choice plan pending an indication of the claims experience of the other p to (those who are not currently covered by PacifiCare). PacifiCare currently covers approximately 65% emp ees yo of the Town's insured employees; therefore the remaining employees represent approximately 35% of our workforce, and a sizable enough percentage to require PacifiCare to review that portion of our experience. PacifiCare's quote yields the following premium levels: Monthly premium levels FY 2001-2002 FY 2002-2003 Employee-Only 196.93 255.82 Employee+ Spouse 433.22 562.84 Employee + Child(ren) 334.76 434.90 Employee+Family 636.98 826.35 Based on the current insured populations, the total cost increase for employees insured with PacifiCare only is p p approximately$200,000. United Healthcare has notprovided rate renewal information for us to date, but we anticipate the receipt of that information by close of business Thursday, June 6. That information and comparisons with the PacifiCare quote will be delivered at the June 10 meeting. Reliance Standard, the Town's current dental carrier has provided renewal rates representing a 19.3% increase over current levels. Additional options will be discussed on June 10. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 2 of 2 FISCAL IMPACT: While the preliminary quote indicates a significant fiscal impact, this may be reduced as the result of additional negotiations/decisions. RECOMMENDATION: A staff recommendation will be developed pending the receipt of the United Healthcare renewal information. / ti r Jeff Grant,-Iuman Resources Director / A Chuck Swee -own Manager TOWN OF ORO VALLEY • COUNCIL COMMUNICATION MEETING DATE: June 10, 2002 TO: HONORABLE MAYOR & COUNCIL FROM: Chuck Sweet, Town Manager David L. Andrews, Finance Director SUBJECT: FY 2002/03 Town Budget Status Review SUMMARY: the Mayor and Council were presented with the Town Manager's Recommended Budget On April 29, y for FY 2002/03. The Council held five work sessions during May to review the budget. The purpose of this g evening's agenda item is to review any additional items the Council may wish to discuss prior to adoption of the tentative budget on June 19. The following summarizes and outlines the budget with the changes directed by the Town Council. Total Town Budget: The Town Manager's Recommended Budget submitted on April 29 was $84,447,684. The following changes were made that affected the overall totals. FY 2002/03 Town Manager's Recommended Budget $ 84,447,684 General Fund Revenue Decreases (182,230) Highway Fund Revenue Decreases (515,000) g Y Townwide Roadway Fund Revenue Decreases (110,000) Water Utility Fund Revenue Decreases (154,239) General Fund Cash Carryforward Increases 62,000 Overall Budget Impact $ (899,469) FY 2002/03 Tentative Budget as of June 10, 2002 $ 83,548,215 General Fund Following is an update of the General Fund status as of this evening's meeting: Revenues $16,646,633 Expenditures $19,298,500 Deficit ($2,651,867) The original revenue estimate of$16,829,133 has been reduced by $182,500 to reflect reductions in state shared income taxes and the GITEM grant. Expenditures increased by $130,136 pursuant to the items directed by Council and listed in Attachment A. COUNCIL COMMUNICATION PAGE 2 OF 2 The deficit shown above includes several "one-time" items which amount to $2,550,700. Excluding these items results in an overall recurring deficit of $101 ,167. The specific "one time" items are listed below: "One-Time" Items: General Plan Update $109,000 Administration Building Expansion 815,000 Naranja Town Site Master Plan 20,000 CIP Projects 501 ,000 CIP Carryforward Projects 25,000 Annexation Expenses 893,000 Audio System for Council Chambers 25,000 Criminal Law Clerk 16,200 Moving Costs 3,500 Police Communication Center Upgrade 100,000 State Income Tax Revenue Sharing 43,000 Total One-Time Expenditures $2,550,700 Several issues that have not yet been resolved could have an effect on the tentative FY 2002/03 budget. The current budget includes health rate increases of 10%. However, it is probable that the increases will be much higher than that. The Council has also been provided with information regarding various COLA/Merit salary increase combinations. ATTACHMENTS: 1 . Expenditure adjustments SUGGESTED MOTION: Not applicable. 11) it; David L. Andrews Finance Directo Chuck Swe: Town Manager A Town of Oro Valley FY 2002/03 Town Budget Hard Expenditure Adjustments Per Town Council Review Through May 22, 2002 Item One-Time Recurring Description Impact Items Items Governor's Rural Development Conference Increase 648 National League of Cities - Membership Increase 1,288 National League of Cities - Conference Increase 2,500 Friends of the Library Increase 5,000 Audio System for Council Chambers Increase 25,000 Criminal Law Clerk - Expenditures Increase 16,200 Moving Costs Increase 3,500 General Plan - Outside Professional Services for P &Z Increase 37,000 Playground Shade Structure - CIP Carryforward Increase 25,000 Video Arraignment Equipment Increase 14,000 Total $ 120,700 $ 9,436 G:IBUDGE7IFY 02-031expenditure adjustments 5-22-02 MEMORANDUM TO: Mayor and Council FROM: Chuck Sweet, Town Manage 614.1 .a David Andrews, Finance Direc r DATE: June 5, 2002 SUBJ: Follow-up Issues from May 22 Budget Review Session A number of issues were raised during the Mayor and Council's Budget Review Session of May 22. This memorandum serves as staff follow-up to these issues. Please refer to the first attachment for a summary of the impact of potential changes to the Town Manager's Recommended Budget. 1. Issue:Video Arraignment for Magistrate Court Response: $14,000 will be added to the Magistrate Court's budget for this item. Court will provide a "cost-benefit" analysis before proceeding with implementation. 2. Issue: Revenues from Water Sales Response: Pursuant to the Addendum to the Oro Valley Water Utility Commission 2002 Annual Report accepted by the Town Council on May . 15, revenues from water sales will be reduced from the current amount of $7,890,500 to $7,736,261 . This represents a $154,239 reduction. 3. Issue: Conservation Specialist Position Response: The funding of this position through a water conservation surcharge will be researched and addressed by the Water Utility Commission. 4. Issue: Performance Goals for the Conservation Specialist Response: Goals will be established with priorities that are consistent with the Potable Water Master Plan and future Alternative Water Resource Plan. G:IBUDGET\FY 02-031MemoslIssues 5-22-02.doc 5. Issue: Settlement Payment to the City of Tucson Response: Staff requested that the budget reflect these payments to be made from the enterprise fund with a transfer of funding provided by alternative water development impact fees. This is an accounting change only and does not require any change to the dollar amounts. 6. Issue:Alternative Water Development Impact Fees Response: The adequacy of the amount of the fee will be reviewed by the Oro Valley Water Utility Commission and Director. 7. . Issue: Public Works Budget Changes Response: Please refer to the attachment for a listing of requested changes to the Highway Fund and Townwide Roadway Development Impact Fees Fund budgets. 8. Issue: Salary Correction for GIS Analyst Response: The Water UtilityDirector has requested, subsequent to the p budget review session, that the salary for the subject position be budgeted at $40,000 rather than $31,000. Total cost impact is $10,319 including benefits. CC: George Dunscomb, Town Magistrate Alan Forrest, Water Utility Director Shirley Seng, Water Utility Administrator Bill Jansen, Town Engineer Melody Niese, Management & Budget Analyst G:IBUDGETIFY 02-031Memosllssues 5-22-02.doc Town of Oro Valley FY 2002/03 Town Budget Hard Expenditure Adjustments Per Town Council Review Through May 22, 2002 Item One-Time Recurring Description Impact Items Items Governor's Rural Development Conference Increase 648 National League of Cities - Membership Increase 1,288 National League of Cities - Conference Increase 2,500 Friends of the Library Increase 5,000 State Income Tax Revenue Sharing Decrease 42,730 Audio System for Council Chambers Increase 25,000 Criminal Law Clerk - Expenditures Increase 16,200 Criminal Law Clerk - Grant Contingent Revenues Increase (16,200) Moving Costs Increase 3,500 GITEM Grant Revenues Decrease 139,500 Playground Shade Structure - CIP Carryforward Increase 25,000 Video Arraignment Equipment Increase 14,000 Total $ 110,230 _ $ 148,936 G:IBUDGEflFY 02-031expenditure adjustments 5-22-02.xls Mutter's Wash Drainage Relief Project - $297,500 included in Highway Fund expenditures with no corresponding grant revenues. Mutter's Wash Drainage Relief Project — Correctly included in Storm Water Utility Fund, but was double counted by way of inclusion in Highway Fund expenditures. Calle Concordia (CIP) Project — Incorrectly included in Town Wide Roadways Development Impact Fees Fund $110,000 in grant revenues and $118,000 in expenditures. These amounts should be added to the Highway Fund. Highway Fund PAG Reimbursement - $625,000 in grant revenues included without the corresponding inclusion of Highway Fund expenditures for Calle Concordia project. Highway Fund Contingency— Must be reduced from the current amount of g Y $842,859 to an amount of$507,359. The reduction amount of $335,500 is a 40% reduction. The reduction would have been more severe if the Mutter's Wash Project had not been incorrectly included in Highway Fund expenditures. Document9 3 TOWN OF ORO VALLEY COUNCIL COMMUNICATION STUDY SESSION DATE: June 10, 2002 TO: HONORABLE MAYOR& COUNCIL FROM: William A. Jansen,P.E.,Town Engineer SUBJECT: Review of the Townwide Drainage Study .Summary: In May 2000 the Town entered into a contract with Kenley-Horn Associates to perform a Townwide Drainage Study. The purpose of this study was to analyze the major basins within the existing Town limits, determine basin flow capacity and impact of future development on the basin. This study was also to provide recommendations for interim and long term improvements to the basin drainage and control downstream flooding, erosion and sediment transport. The consultant was also to develop a drainage criteria manual for the Town and recommend revisions to the existing drainage ordinance. The consultant's representative will brief the Mayor and Council on the results of the study and the products delivered to the Town and how they relate/inter-relate to the Town and the Stormwater Utility. During the course of the Study, public open houses were held in September 2000 and May 2001 and Mayor and Council was briefed at a study session on June 11, 2001. / N 0 7-3 42/c,A.------ . t ep•, Is -nt Heat A Town Man.•_-r Town of Oro Valley Council Briefing Town Wide Drainage Doug Plasencia Kimley-Horn and Associates June 10, 2002 Background The Town of Oro Valley initiated the Town Wide Drainage Study in June 2000. At the same time Town Staff was investigating the potential for bringing a storm water utility structure to the town, and were facing significant uncertainty associated with the implementation of EPA's NPDES Phase II storm water rules. The impetus for the Town Wide Drainage Study was to provide Staff with the following tools: Hydrology-A basic challenge facing the Town was that watershed hydrology was being developed and evaluated on a case-by-case basis. This was leading to inconsistent design flow rates between developments, as well as placing the Town in a position of reacting to, rather than being able to plan for hydrologic impacts on the watershed. The staff was seeking a tool that could both be used to provide information to designers to evaluate results and be used as a planning tool to evaluate future impacts. Standards and Ordinances- Drainage and floodplain standards and ordinances were spread amongst various documents, contained some inconsistencies, and were in need of update. In particular, the engineering staff was concerned that the methods used in other parts of the Tucson Metropolitan area and being used in Oro Valley had become so "cook book", that professional engineering judgement was being displaced by the "methods". Due to the potential severity of flooding in Oro Valley associated with the Town's steep slopes and heavy sediment yields, staff felt it was important to develop methods and approaches that required the input of an engineer experienced in drainage, rather than using "cook book" methods. Problem Identification-Staff was also seeking assistance in identifying drainage problems within the community and was seeking input on the resolution of key issues. Kimley-Hom and Associates was retained to develop the Town Wide Drainage Study, which was targeted to provide input on these questions. The Town Wide Study produced the following documents: 1. Town Wide Hydrology Model and Report- July 2001 2. Drainage Concern Areas- February 2001 3. Ordinance Review and Master Plan Development-January 2001 4. Recommended Floodplain Management Ordinance- March 2001 5. Drainage Criteria Manual —November 2001 6. Drainage Problem Identification and Solution Plan- May 2001 Status of Town's Storm Water Program The Town's storm water program is continuing to develop. Staff and the Storm Water Utility Commission (SWUC) are developing a program that will best serve the citizens of Oro Valley. Staff and the SWUC have recognized the need to "dove tail" storm water quality and drainage programs within the Town. The Town Wide Study provides the following tools to assist in the development of the program: 1. Ability to evaluate basin wide hydrology. 2. Ordinances and standards that better meet current objectives. 3. A summary of current problem areas, and planning level cost estimates for solving some of the more critical problems. With the federally mandated NPDES Phase II Stormwater program just over the horizon, with future anticipated maintenance requirements expected to increase, and issues associated with ongoing growth, funding the program will be a key issue. The SWUC is currently grappling with this issue; exploring which funding strategies to pursue in order to meet program objectives, satisfy federal mandates and the needs of the citizens. The work of the Storm Water Utility Commission should play a key role in allowing the Town to meet it's storm water management program objectives. Results As a result of the Town Wide Drainage Study the Town has the ability to more reasonably respond to private development in a manner that should not lead to the creation of new drainage problems. In terms of battling drainage and flood hazards, this is a critical first step in managing future risk. The Town has the tools necessary to develop a storm water program that complies with the federally mandated NPDES Phase II program. The Town has a basis from which to compete for limited flood control construction funds from the Pima County Flood Control District and federal agencies. i' C) \\' \ \\ 1 I: t I)R.\I' F: S 1" t_ D Overview ■Doug Plasencia- Kimley-Horn and Associates ■Elements of the Town Wide Study a The Town's Program Elements of a Town-Wide Drainage Program ■Quantify the Hazard ■Identify the Problems a Manage the Hazard and Mitigate the Problems 1 Quantify the Hazard •Hydrology Model Completed July 2001 Town Wide Hydrology • 250 Square Mile Watershed •Comprised of 5 Different Models a Discharge Estimates at most road crossings • Useful for Localized Design and Planning Quantify the Hazard ▪Hydrology Model Completed July 2001 •Hazard Mapping- Future Effort 2 Identify the Problems ■Drainage Concern Areas- February 2001 Drainage Concern Areas ■ Input Obtained —At Open House —From Staff —Review of Drainage Complaints ■ 51 Separate Issues —erosion and street flooding —maintenance of drainage ways •As of 2001 —25 open, 13 under review,and 13 were closed Identify the Problems •Drainage Concern Areas- February 2001 •Ordinance Review and Master Plan Development- January 2001 3 Ordinance Review and Master Plan Development .... .......... .......... ............ • Reviewed and Provided Recommendations on —Local Ordinances —State and Federal Regulations —Retention/Detention Policy —Hydrology Methods —Programs of State and Federal Assistance Identify the Problems ■Drainage Concern Areas- February 2001 ■Ordinance Review and Master Plan Development- January 2001 a Compliance with NPDES Phase 2 Stormwater Requirements - ongoing NPDES Requirements for Regulated Small MS4s (Separate Storm Sewer Systems) WISSINNOWNWOONNIMUNOMMINOME •Apply for NPDES Permit Coverage a Develop a stormwater management program ■ Implement the stormwater management program w Develop measurable goals for the program ■ Periodically evaluate effectiveness of the program 4 • • •4 r • • r n r w • • r • •• • • • • r. • r 4y • • . i ..,< ,...w x. ii.µ ....,y..�, ,......• .,af_h s �.....•r. - .." y d r• Manage the Hazard and Mitigate the Problems ■Recommended Floodplain Management Ordinance - March 2001 Floodplain Ordinance ■ Removed Unnecessary and Conflicting Language • Strengthened Freeboard Standards • Better Meshed Administrative Procedure with Current Town Structure • Introduced References to Criteria Manual Manage the Hazard and Mitigate the Problems ■Recommended Floodplain Management Ordinance - March 2001 ■Drainage Criteria Manual - November 2001 5 Criteria Manual ■ Standardized Hydrology ■ Refined Detention ■ Standardized Streets ■ Introduced Report Format ■ Introducing Sediment Best Management Practices ■ Bringing Standards Into One Location Manage the Hazard and Mitigate the Problems ■Recommended Floodplain Management Ordinance - March 2001 ■Drainage Criteria Manual - November 2001 ■Drainage Problem Identification and Solution Plan - May 2001 Drainage Problems/Solution Plan ■ 7 Problem Areas —Input from Citizens —Input from Staff —Review of Records ■ 2 Maintenance Items —Stormwater Maintenance —Basin Maintenance ■Total Cost$1.2 Million —Annual Maintenance Cost $250,000 plus Capital Projects 6 Manage the Hazard and Mitigate the Problems •Recommended Floodplain Management Ordinance - March 2001 ■Drainage Criteria Manual - November 2001 a Drainage Problem Identification and Solution Plan - May 2001 ■Stormwater Utility- ongoing Stormwater Utility MINSWINVIMMIGUNNINONSWASNAKONNINNIWNIN •Council Adopted Ordinance Creating Stormwater Utility • Stormwater Utility Commission in Place •Commission is developing funding and implementation strategy Manage the Hazard and Mitigate the Problems a Recommended Floodplain Management Ordinance - March 2001 ■Drainage Criteria Manual - November 2001 a Drainage Problem Identscation and Solution Plan - May 2001 ■Stormwater Utility- ongoing ■NPDES Implementation-ongoing 7 NPDES KEY DATES ■ December 8,1999-Phase 2 Rule Published ■ December 8,2002-Permitting Authority to Issue Permits ■ March 10, 2003-Date by Which Town Must Have Permit Coverage ■ 2008-Estimate of When Full Plan Must be Operational inimisrawainaumisavaimmmaina SUMMARY or C� Kimley-Horn • and Associates.Inc. 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O 0) N O CA) 0 N --' CP --L N (3) I Cv p O O W 0 o Ob N ) 03 CD _ CO 0) N ---t1 O N GJ �1 ON 4 U1 (0 OCv p O Oo C0 C0 N C31 W , W O 03 — -1 TOTAL HEALTH CARE COSTS FY 2001-2002 Current Total Total Monthly Annual Coverage Employees Cost Cost Employee Only 96 196.93 $226,863 Employee + Child(ren) 32 334.75 $128,544 Employee + Spouse 32 433.22 $166,356 Employee + Family 68 636.98 $519,776 $1 ,041 ,540 Currently the Town contributes 100% of the "Employee-Only" premium, and 75% of the difference between the "Employee Only" cost and the dependent rate.