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Home My WebLink AboutPackets - Council Packets (1412) AGENDA ORO VALLEY TOWN COUNCIL REGULAR SESSION OCTOBER 21, 2020 ONLINE ZOOM MEETING Join Zoom Meeting: https://orovalley.zoom.us/j/91015832929?pwd =eU5mNlV6UjNzdDI0U3h2UWVYTUtHQT09 To attend via phone only, dial 1-669-900-6833 then enter Meeting ID: 91015832929, then enter Passcode: 096604 Executive Sessions – Upon a vote of the majority of the Town Council, the Council may enter into Executive Sessions pursuant to Arizona Revised Statutes §38-431.03 (A)(3) to obtain legal advice on matters listed on the Agenda. REGULAR SESSION AT OR AFTER 5:00 PM CALL TO ORDER ROLL CALL EXECUTIVE SESSION - Town Manager review to include any or all matters listed in A.R.S. §38-431.03(A)(1), and possible legal advice thereon per A.R.S. §38-431.03(A)(3) RECONVENE REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE UPCOMING MEETING ANNOUNCEMENTS COUNCIL REPORTS TOWN MANAGER'S REPORT The Mayor and Council may consider and/or take action on the items listed below: ORDER OF BUSINESS: MAYOR WILL REVIEW THE ORDER OF THE MEETING INFORMATIONAL ITEMS CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during “Call to Audience.” In order to speak during “Call to Audience” please specify what you wish to discuss when completing the blue speaker card. PRESENTATIONS 1.Recognition of outgoing Members of Council: Councilmember Pina and Councilmember Rodman 2.Presentation and update by Executive Director Hilary Van Alsburg of the Children's Museum Oro Valley 3.Presentation and possible discussion of the Town's Fiscal Year 2020/21 Financial Update through August 2020 4.Proclamation - Down Syndrome Awareness Month 5.Proclamation - National Disability Employment Awareness Month CONSENT AGENDA (Consideration and/or possible action) A.Minutes - October 7, 2020 B.Resolution No. (R)20-51, approving the indefinite extension of the Budget and Finance Commission REGULAR AGENDA 1.REQUIRED PUBLIC HEARING PURSUANT TO A.R.S. SECTION 9-471 TO DISCUSS THE POSSIBLE ANNEXATION OF THE WESTWARD LOOK RESORT FUTURE AGENDA ITEMS (The Council may bring forth general topics for future meeting agendas. Council may not discuss, deliberate or take any action on the topics presented pursuant to ARS 38-431.02H) ADJOURNMENT The Mayor and Council may, at the discretion of the meeting chairperson, discuss any Agenda item. POSTED: 10/14/20 at 5:00 p.m. by pp 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 least five days prior to the Council meeting at 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted Public Hearing. However, those items not listed as a Public Hearing are for consideration and action by the Town Council during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. In accordance with Amendment #2 of the Mayoral Proclamation of Emergency issued on March 27, 2020, the following restrictions have been placed on all public meetings until further notice: 1. In-person attendance by members of the public is prohibited. 2. Members of the public can either watch the public meeting online https://www.orovalleyaz.gov/town/departments/town-clerk/meetings-and-agendas or, if they would like to participate in the meeting (e.g. speak at Call to Audience or speak on a Regular Agenda item), they can attend the meeting and participate via the on-line meeting application, Zoom, https://orovalley.zoom.us/j/91015832929?pwd =eU5mNlV6UjNzdDI0U3h2UWVYTUtHQT09 or they may participate telephonically only by dialing 1-669-900-6833 then enter Meeting ID: 91015832929, then enter Passcode: 096604 prior to or during the posted meeting. 3. If a member of the public would like to speak at either Call to Audience or on a Regular Agenda item, it is highly encouraged to email your request to speak to Bluecard@orovalleyaz.gov and include your name and town/city of residence in order to provide the Mayor/Chair with advance notice so you can be called upon more efficiently during the Zoom meeting. 4. All members of the public who participate in the Zoom meeting either with video or telephonically will enter the meeting with microphones muted. For those participating via computer/tablet/phone device, you may choose whether to turn your video on or not. If you have not provided your name to speak prior to the meeting as specified in #3 above, you will have the opportunity to be recognized when you “raise your hand.” Those participating via computer/tablet/phone device can click the “raise your hand” button during the Call to the Public or Regular Agenda item, and the Chair will call on you in order, following those who submit their names in advance. For those participating by phone, you can press *9, which will show the Chair that your hand is raised. When you are recognized at the meeting by the Chair, your microphone will be unmuted by a member of staff and you will have three minutes to speak before your microphone is again muted. 5. If a member of the public would like to submit written comments to the Town Council for their consideration prior to the meeting, please email those comments to mstandish@orovalleyaz.gov no later than sixty minutes before the public meeting. Those comments will then be electronically distributed to the public body prior to the meeting. If you have questions, please contact Town Clerk, Mike Standish, at 520-229-4700 or email at mstandish@orovalleyaz.gov Thank you for your cooperation Town Council Regular Session 1. Meeting Date:10/21/2020 Recognition of Outgoing Members of Council: Councilmember's Pina and Rodman Subject Recognition of outgoing Members of Council: Councilmember Pina and Councilmember Rodman Summary Attachments No file(s) attached. Town Council Regular Session 2. Meeting Date:10/21/2020 Presentation and update by Executive Director Hilary Van Alsburg of the Children's Museum Oro Valley Subject Presentation and update by Executive Director Hilary Van Alsburg of the Children's Museum Oro Valley Summary Attachments OV Presentation Children’s Museum Oro Valley upgrades • New train table • Updated Tippy Town houses •Blanket fort building • Water play area outside Oro Valley Outings Donation-based private play dates help raise much-needed funds. Free play dates were offered with support from the Town of Oro Valley. Virtual Programming CMOV has continued to reach children through virtual programs such as WEE Play Story Time, WEE Wiggle, STEM Saturday and Mindfulness Monday. • Nearly 28,000 people reached through CMOV Facebook page from April through September • More than 210,000 viewers reached through all social media accounts Brain Boxes CMT | OV has distributed more than 1,000 Brain Boxes for free to children who are traditionally underserved in our community. We continue to reach these children through a number of community partnerships. Town Council Regular Session 3. Meeting Date:10/21/2020 Presentation and Possible Discussion of the Town's Fiscal Year 2020/21 Financial Update Through August 2020 Subject Presentation and possible discussion of the Town's Fiscal Year 2020/21 Financial Update through August 2020 Summary This financial update is intended to provide an overview and status of revenues and expenditures for the Town’s selected funds through August 2020 for fiscal year 2020/21. Funds included in this financial update are the General Fund, Highway Fund and Community Center Fund. All amounts are preliminary, un-audited, and subject to change based upon adjusting entries, as necessary. EXECUTIVE SUMMARY: The Town continues to navigate the global pandemic that is shaping and impacting financial forecasts. The Town has seen the effects of this on revenues, although not to the degree that was originally anticipated. Reserves continue to be strong and the Town is continuing to streamline operations, improve efficiencies and cut costs, all while maintaining service levels to the greatest degree possible. General Fund Overall, General Fund revenues and expenditures are trending as expected through August 2020 (See Attachment A). Revenues total $12.2 million or 28.1% of budget, while expenditures are modestly below budget at $5.2 million or 11.6% of the total budget. The Town has officially received its $5.3 million of AZ Cares funding, which is reflected in the $12.2 million revenue amount. Because of limited data and potential economic volatility, year-end estimates largely mirror budget figures at this time. Highway Fund Revenues and expenditures for the Highway Fund are trending as expected through August 2020 (See Attachment B). Revenues total $617,000 or 16.7% of budget while expenditures total $175,000 or 4.5% of budget. Community Center Fund Current revenues and expenditures for the Community Center Fund are largely as expected through August (See Attachment C-1 & C-2). Revenues are 12.6% of budget while expenditures are at 14.8% of budget. BACKGROUND AND DETAILED INFORMATION: GENERAL FUND Attachment A shows General Fund revenues and expenditures through August, as well as year-end estimates for each category. The estimated year-end projections in the General Fund are as follows: Revenues: $43,566,828 Less: Expenditures: ($44,259,577) Preliminary Estimated Decrease in Fund Balance: ($692,749)* *The estimated change in fund balance is primarily due to planned use of reserves to fund one-time projects and programs in FY 2020/21. General Fund Revenues Local sales tax collections in the General Fund total $3.6 million or 19.6% of the budget amount of $18.1 million and are modestly stronger than anticipated. Construction sales tax collections total $1.1 million through August 2020. This figure is $135,000 or 13.8% higher than collections from the same time period last fiscal year. Retail collections total $1.2 million, which is $128,000 or 11.7% higher than collections from the same time period last fiscal year. However, restaurant/bar collections as well as bed tax collections are down 13.9% and 47.9% respectively compared to collections from the same time period last fiscal year. Please see Attachment E for detailed information on General Fund local sales tax collections. License and permit revenues total $751,000 or 47.2% of the budget amount of $1.6 million. Single Family Residential (SFR) permits issued through August total 61 and are a large portion of this revenue. Commercial permit revenue is the other main portion of this category and includes large one-time permit revenue. This revenue category is expected to come in over budget by approximately $330,000. State shared revenues total $1.9 million or 14.6% of the budget amount of $13.2 million. These revenue sources are comprised of state shared sales taxes, state shared income taxes and auto-lieu fees. At this point in time, state shared sales tax collections are forecasted to come in slightly below budget due to state-wide reductions caused by COVID-19. Charges for services revenues total $334,000 or 14.9% of the budget amount of $2.2 million. A large portion of these revenues are associated with Parks & Recreation program revenues. As anticipated, these revenues sources are slightly lagging with facility closures due to COVID-19. Federal grant revenues include the $5.3 million of AZ Cares funding allotted to Oro Valley, which has officially been received. General Fund Expenditures General Fund expenditures are trending as expected through August 2020 and are estimated to come in near budgeted levels at this time with minor personnel and O&M savings. Departments continue to be mindful of spending, and many large one-time costs have been deferred until the Town is confident revenues can support these expenditures. The General Fund is expected to end the fiscal year with a total fund balance of $20.7 million, or 46.3% of budgeted expenditures. HIGHWAY FUND Highway Fund Revenues State shared highway user funds total $588,000 or 17.0% of the budget amount of $3.5 million. At this point in time, these revenues are estimated to come in at budgeted levels. State grant revenues are reimbursable costs by the RTA related to the La Cholla Road widening project and are expected to come in at budgeted levels. Highway Fund Expenditures Highway Fund expenditures are currently below budget at $175,000 or 4.5% of the adopted budget of $3.9 million. This is expected as the Pavement Preservation Program does not begin until the fall. Highway Fund expenditures are estimated to come in on budget at this time. The Highway Fund is expected to end the fiscal year with a fund balance of approximately $653,000. COMMUNITY CENTER FUND Attachment C-1 shows the consolidated financial status of the Community Center Fund with all revenues and expenditures from Antares and Town-managed operations. Attachment C-2 shows the monthly line item detail for the Antares-managed operations, specifically revenues and expenditures associated with the golf, food & beverage operations. The totals in the revenue and expenditure categories in Attachment C-2 tie to the Contracted Operating Revenues and Expenditures in Attachment C-1. Community Center Fund Revenues Revenues in the Community Center Fund through August 2020 total $897,000 or 12.6% of the budget amount of $7.1 million. Contracted operating revenues from the new golf operator total $487,292. This is approximately $113,700 or 30.4% higher than revenues from the same time period last fiscal year. At this point in time revenues are estimated to come in under budget by approximately $325,000. Due to facility closures and issuance of refunds for various rentals and member dues, Town operating revenues for August are $7,021. Local sales tax revenues for August total $399,000 or 16.0% of the budget amount of $2.5 million. These collections are currently estimated to come in at budgeted levels. Community Center Fund Expenditures Expenditures in the Community Center Fund total $1,020,839 or 14.8% of the budget amount of $6.9 million. Contracted operating expenditures from the new golf operator total $779,063, or 17.3% of the budgeted amount of $4.5 million. Expenditures are estimated to come in under budget by approximately $192,000 due to personnel and O&M savings. At this time, the Community Center Fund is projected to add $76,325 to fund balance and end the fiscal year with an ending balance of $980,605. Please see Attachments A and B for additional details on the General Fund and Highway Fund. See Attachments C-1 and C-2 for additional details on the Community Center Fund. See Attachment D for a fiscal year-to-date consolidated summary of all Town Funds. See Attachment E for a breakdown of monthly local sales tax collections for the General Fund. Attachments Attachment A - General Fund Attachment B - Highway Fund Attachment C1 - Community Center Fund Attachment C2 - Cash Flow Statement Attachment D - Summary All Funds Attachment E - General Fund Sales Tax Staff Presentation ATTACHMENT A August YTD Financial Status General Fund % Budget Completion through August --- 16.7% % Actuals YE % Variance to Budget to Budget REVENUES: LOCAL SALES TAX 3,556,769 18,128,304 19.6%18,128,304 0.0% LICENSES & PERMITS 751,352 1,592,500 47.2%1,922,500 20.7% FEDERAL GRANTS 5,358,888 5,790,969 92.5%5,790,969 0.0% STATE GRANTS 37,860 75,000 50.5%75,000 0.0% STATE/COUNTY SHARED 1,929,357 13,194,438 14.6%13,080,880 -0.9% OTHER INTERGOVERNMENTAL 71,864 1,672,000 4.3%1,672,000 0.0% CHARGES FOR SERVICES 334,628 2,239,675 14.9%2,239,675 0.0% FINES 22,426 125,000 17.9%125,000 0.0% INTEREST INCOME 109,898 150,000 73.3%150,000 0.0% MISCELLANEOUS 6,600 262,500 2.5%262,500 0.0% TRANSFERS IN - 120,000 0.0%120,000 0.0% TOTAL REVENUES 12,179,642 43,350,386 28.1%43,566,828 0.5% % Actuals YE % Variance to Budget to Budget EXPENDITURES: ADMINISTRATIVE SERVICES 690,550 5,234,433 13.2% 5,234,433 0.0% CLERK 53,369 428,524 12.5%428,524 0.0% COMMUNITY & ECON. DEV.315,550 2,779,661 11.4%2,775,447 -0.2% COUNCIL 71,665 197,019 36.4%197,019 0.0% GENERAL ADMINISTRATION 412,660 5,251,466 7.9%4,989,893 -5.0% LEGAL 90,034 870,592 10.3%865,592 -0.6% MAGISTRATE COURT 86,384 864,826 10.0%864,826 0.0% MANAGER 98,842 1,028,734 9.6%999,974 -2.8% PARKS & RECREATION 347,901 3,478,517 10.0%3,473,732 -0.1% POLICE 1,792,149 16,953,228 10.6%16,953,228 0.0% PUBLIC WORKS 412,334 4,898,891 8.4%4,887,389 -0.2% TRANSFERS OUT 815,377 2,589,520 31.5%2,589,520 0.0% TOTAL EXPENDITURES 5,186,815 44,575,411 11.6%44,259,577 -0.7% SURPLUS / (DEFICIT)6,992,827 (1,225,025) (692,749) BEGINNING FUND BALANCE **21,375,594 Plus: Surplus / (Deficit)(692,749) ENDING FUND BALANCE ***20,682,845 * Year-end estimates are subject to further revision ** Beginning fund balance amounts are estimates and are subject to further revision *** Ending fund balance amounts are estimates and are subject to further revision FY 2020/2021 Year End Estimate * Budget Year End Estimate * Actuals thru 08/2020 Actuals thru 08/2020 Budget ATTACHMENT B August YTD Financial Status FY 2020/2021 % Budget Completion through August --- 16.7% Actuals thru 08/2020 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget REVENUES: LICENSES & PERMITS 5,112 25,000 20.4%25,000 0.0% STATE GRANTS 19,788 210,000 9.4%210,000 0.0% STATE/COUNTY SHARED 588,032 3,458,929 17.0%3,458,929 0.0% INTEREST INCOME 2,838 5,000 0.0%5,000 0.0% MISCELLANEOUS 992 2,000 49.6%2,000 0.0% TOTAL REVENUES 616,762 3,700,929 16.7%3,700,929 0.0% Actuals thru 08/2020 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget EXPENDITURES: TRANSPORTATION ENGINEERING 163,674 3,512,881 4.7%3,512,881 0.0% STREET MAINTENANCE 11,165 348,220 3.2%348,220 0.0% TOTAL EXPENDITURES 174,839 3,861,101 4.5%3,861,101 0.0% SURPLUS / (DEFICIT)441,923 (160,172) (160,172) BEGINNING FUND BALANCE **813,563 Plus: Surplus / (Deficit)(160,172) ENDING FUND BALANCE ***653,391 *Year-end estimates are subject to further revision ** Beginning fund balance amounts are estimates and are subject to further revision *** Ending fund balance amounts are estimates and are subject to further revision - Highway Fund ATTACHMENT C-1 August YTD Financial Status % Budget Completion through August --- 16.7% % Actuals YE % Variance to Budget to Budget REVENUES: CONTRACTED OPERATING REVENUES Golf Revenues, Trail and Cart Fees 262,150 1,567,840 16.7%1,655,962 5.6% Member Dues 157,222 850,000 18.5%844,000 -0.7% Food & Beverage 47,105 760,776 6.2%543,693 -28.5% Merchandise & Other 20,815 325,933 6.4%136,000 -58.3% 487,292 3,504,549 13.9%3,179,655 -9.3% TOWN OPERATING REVENUES Daily Drop-Ins 1,050 30,000 3.5%30,000 0.0% Member Dues (1,531) 707,000 -0.2%700,000 -1.0% Recreation Programs - 160,000 0.0%150,000 -6.3% Swim Team/Swim Lessons - 8,000 0.0%8,000 0.0% Facility Rental Income 7,502 50,500 14.9%50,500 0.0% Concession Sales - 100 0.0%100 0.0% 7,021 955,600 0.7%938,600 -1.8% OTHER REVENUES Local Sales Tax 399,397 2,492,960 16.0%2,492,960 0.0% Real Property Rental Income - 19,502 0.0%19,502 0.0% Interest Income 2,362 1,000 236.2%5,000 0.0% Miscellaneous 1,030 125,000 0.0%126,030 0.0% 402,789 2,638,462 15.3%2,643,492 0.2% TOTAL REVENUES 897,102 7,098,611 12.6%6,761,747 -4.7% % Actuals YE % Variance to Budget to Budget EXPENDITURES: CONTRACTED OPERATING EXPENDITURES Personnel 253,751 1,847,606 13.7%1,765,364 -4.5% Operations & Maintenance 460,674 2,353,434 19.6%2,243,804 -4.7% Equipment Leases 64,638 294,792 21.9%294,792 0.0% 779,063 4,495,832 17.3%4,303,960 -4.3% TOWN OPERATING EXPENDITURES Personnel 60,021 762,713 7.9%762,713 0.0% Operations & Maintenance 4,176 216,037 1.9%216,037 0.0% 64,197 978,750 6.6%978,750 0.0% CAPITAL OUTLAY - 1,124,500 0.0%1,124,500 0.0% TRANSFERS OUT 177,579 278,302 63.8%278,302 0.0% TOTAL EXPENDITURES 1,020,839 6,877,384 14.8%6,685,512 -2.8% SURPLUS / (DEFICIT)(123,737) 221,227 76,235 BEGINNING FUND BALANCE **904,370 Plus: Surplus / (Deficit)76,235 ENDING FUND BALANCE ***980,605 * Year-end estimates are subject to further revision ** Beginning fund balance amounts are estimates and are subject to further revision *** Ending fund balance amounts are estimates and are subject to further revision FY 2020/2021 Actuals thru 08/2020 Budget Year End Estimate * Community Center Fund Actuals thru 08/2020 Budget Year End Estimate * ATTACHMENT C-2 July 2020 Aug. 2020 Sept. 2020 Oct. 2020 Nov. 2020 Dec. 2020 Jan.2021 Feb. 2021 Mar. 2021 April 2021 May 2021 June 2021 YTD FY 2021 FY 2021 Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Budget Forecast REVENUES: Green Fees 104,791 105,899 210,690 1,369,632 Cart Fees 18,898 19,444 38,342 186,000 Driving Range 1,644 2,670 4,314 42,950 Golf Cards/Pases (709) - (709) - Pro Shop Sales 11,834 10,009 21,843 136,000 Other Golf Rev.4,015 3,186 7,201 43,730 Clinic/School Rev.360 1,243 1,603 13,650 Monthly Dues 74,950 82,272 157,222 844,000 Misc. & Discounts (642) 323 (319) - Food & Beverage 24,734 22,371 47,105 543,693 - TOTAL REVENUES:239,875 247,417 - - - - - - - - - - 487,292 3,504,548 3,179,655 COST OF SALES: Pro Shop 9,815 8,835 18,650 119,910 Food & Beverage 8,569 7,784 16,353 167,864 TOTAL COST OF SALES:18,384 16,619 - - - - - - - - - - 35,003 413,899 287,774 GROSS INCOME:221,491 230,798 - - - - - - - - - - 452,289 3,090,649 2,891,881 EXPENDITURES: Personnel 109,851 143,900 253,751 1,765,364 Golf Operations 5,503 1,778 7,281 53,412 G&A 30,792 62,369 93,161 430,287 Maintenance 148,148 151,140 299,288 1,321,616 Sales & Marketing 1,284 2,415 3,699 16,700 Food & Beverage 1,521 1,531 3,052 81,825 Golf Cart Leases 13,041 13,041 26,081 156,488 Equipment Leases 19,277 19,280 38,557 138,304 Other Expenses 12,590 - 12,590 12,590 Insurance - P&C 3,300 3,300 6,600 39,600 TOTAL EXPENDITURES:345,306 398,754 - - - - - - - - - - 744,060 4,081,933 4,016,186 NET INCOME:(123,815) (167,956) - - - - - - - - - - (291,771) (991,284) (1,124,305) El Conquistador Cash Flow Statement ATTACHMENT D Consolidated Year-to-Date Financial Report through August, 2020 FY 2020/2021 FY 20/21 Capital Leases/Left in Accounts Est. Begin Bal.Transfer Out Thru Aug. 2020 General Fund 21,375,594 12,179,642 12,179,642 815,377 3,113,828 1,255,565 2,045 5,186,815 28,368,421 Highway Fund 813,563 616,762 616,762 148,884 25,955 174,839 1,255,486 Seizure & Forfeiture - Justice/State 244,193 1,664 1,664 23,377 3,760 27,137 218,720 Community Center Fund 904,370 897,102 897,102 242,217 313,772 464,850 1,020,839 780,633 Municipal Debt Service Fund 169,720 30,425 1,076,200 1,106,625 2,550 1,086,011 1,088,561 187,784 Oracle Road Debt Service Fund 6,841 21 21 - 6,862 Alt Water Rscs Dev Impact Fee Fund 10,202,941 - - 10,202,941 Potable Water System Dev Impact Fee Fund 6,387,569 - - 6,387,569 Water Resource System & Dev. Impact Fee Fund - 502,488 502,488 537,587 537,587 (35,099) Townwide Roadway Dev Impact Fee Fund 2,875,534 16,372 16,372 - 2,891,906 Parks & Recreation Impact Fee Fund 792,111 41,225 41,225 256,138 256,138 577,198 Police Impact Fee Fund 104,969 21,816 21,816 100,000 100,000 26,785 Capital Fund 2,450,431 195,899 195,899 279,332 279,332 2,366,998 PAG/RTA Fund 1,512,406 4,688 4,688 704,056 704,056 813,038 Water Utility 16,272,410 3,019,376 5,818 3,025,194 2,521 383,555 1,439,151 44,060 1,869,287 17,428,317 Stormwater Utility 781,709 248,070 248,070 93,221 38,625 131,846 897,933 Benefit Self Insurance Fund 2,043,728 560,621 560,621 649,793 649,793 1,954,556 Recreation In-Lieu Fee Fund 16,100 48 48 - 16,148 Total 66,954,189 18,336,219 1,082,018 19,418,237 1,160,115 4,053,260 3,899,866 1,826,978 - 1,086,011 12,026,230 74,346,196 Total OutPersonnelO&M Capital ContingencyFundRevenueOther Fin Sources/ Tfrs Total In Debt Service ATTACHMENT E General Fund Local Sales Tax Collections FY 2020/21 CATEGORY JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE TOTAL Construction Sales Tax 643,435 471,705 1,115,140 Utility Sales Tax 267,771 337,260 605,031 Retail Sales Tax 647,068 579,089 1,226,157 Bed Tax 42,564 33,546 76,110 Restaurant & Bar Sales Tax 127,814 114,578 242,392 All Other Local Sales Tax *117,419 174,520 291,939 TOTAL 1,846,071$ 1,710,698$ 3,556,769$ FY 2019/20 CATEGORY JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE TOTAL Construction Sales Tax 517,637 462,244 615,858 617,534 412,787 459,531 281,257 380,036 315,236 504,767 492,156 511,642 5,570,685 Utility Sales Tax 234,537 311,362 320,239 325,272 244,544 210,285 218,262 264,950 224,019 198,472 192,478 226,165 2,970,585 Retail Sales Tax 555,057 542,964 524,735 491,087 630,262 661,184 892,958 582,264 553,726 630,299 560,570 634,962 7,260,068 Bed Tax 54,830 91,322 99,278 104,342 120,624 123,846 109,383 142,745 100,338 51,680 14,780 21,154 1,034,323 Restaurant & Bar Sales Tax 142,433 139,049 154,388 151,118 150,996 176,520 173,479 175,764 138,125 129,206 93,589 119,171 1,743,839 All Other Local Sales Tax *46,762 59,797 66,191 63,774 119,804 155,857 181,405 158,895 123,624 111,669 101,265 108,652 1,297,696 TOTAL 1,551,256$ 1,606,738$ 1,780,689$ 1,753,127$ 1,679,017$ 1,787,223$ 1,856,744$ 1,704,654$ 1,455,069$ 1,626,093$ 1,454,838$ 1,621,747$ 19,877,196$ * Note: Does not include cable franchise fees or sales tax audit revenues Fiscal Year 2020/21 Financial Update Through August 2020 October 21, 2020 GENERAL FUND REVENUES REVENUE SOURCE Budget Actuals Thru 08/2020 % of Budget Notes Local Sales Taxes 18,128,304$ 3,556,769$ 19.6% Trending slightly better than expected due to strong construction, retail and online collections State Shared Revenues 13,194,438 1,929,357 14.6%State shared sales taxes trending slightly below budget Charges for Services 2,239,675 334,628 14.9% Slightly below budgeted levels partially due to seasonality of revenue sources as well as facility closures Licenses & Permits 1,592,500 751,352 47.2%Trending above budget due to commercial and residential activity All Other 8,195,469 5,607,536 68.4% Includes grants, other intergov. revenue, transfers, misc. revenue and AZ Cares funding TOTAL GENERAL FUND REVENUES 43,350,386$ 12,179,642$ 28.1% Expected to end slightly above budget at this time from additional permit revenues GENERAL FUND EXPENDITURES EXPENDITURE CATEGORY Budget Actuals Thru 08/2020 % of Budget Notes Personnel 28,976,810$ 3,113,828$ 10.7% Slightly below budget due to timing of payroll as well as slight personnel vacancy savings Operations & Maintenance 12,271,081 1,255,565 10.2% Slightly below budget at this time but expected to be near budgeted levels by end of fiscal year Capital 738,000 2,045 0.3% Below budget at this time but expected to be at budgeted levels later in the fiscal year Transfers Out 2,589,520 815,377 31.5%Trending as expected; current transfers are related to debt service payments TOTAL GENERAL FUND EXPENDITURES 44,575,411$ 5,186,815$ 11.6% Expenditures expected to end slightly below budget at this time from anticipated O&M savings GENERAL FUND Revenues HIGHWAY FUND State shared highway user (HURF) revenues total $588,000 through August, or 17.0% of budget Expected to come in at budgeted levels at this time Expenditures Highway Fund expenditures total $174,800, or 4.5% of budget through August Budgeted construction projects and pavement preservation will commence later in the fiscal year Expenditures expected on budget at this time HIGHWAY FUND COMMUNITY CENTER FUND Revenues Contracted revenues at 13.9%, or $487,000. Some seasonality and overall as trending as expected Town operating revenues sharply below budget due to refunds and facility closures related to COVID-19 Half-cent sales tax revenues trending as expected at $399,000 or 16.0% of budget Expenditures Contracted expenditures trending as expected at $779,000 or 17.3% of budget Town operating expenditures below budget related to COVID-19 facility closures COMMUNITY CENTER FUND Questions? Town Council Regular Session 4. Meeting Date:10/21/2020 Proclamation - Down Syndrome Awareness Month Subject Proclamation - Down Syndrome Awareness Month Summary Attachments Proclamation Town Council Regular Session 5. Meeting Date:10/21/2020 Proclamation - National Disability Employment Awareness Month Subject Proclamation - National Disability Employment Awareness Month Summary Attachments Proclamation Town Council Regular Session A. Meeting Date:10/21/2020 Requested by: Mike Standish Submitted By:Michelle Stine, Town Clerk's Office Department:Town Clerk's Office SUBJECT: Minutes - October 7, 2020 RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (approve with the following changes) the October 7, 2020, minutes. Attachments 10-7-20 Draft Minutes D R A F T MINUTES ORO VALLEY TOWN COUNCIL REGULAR SESSION OCTOBER 7, 2020 ONLINE ZOOM MEETING REGULAR SESSION AT OR AFTER 6:00 PM CALL TO ORDER Mayor Winfield called the meeting to order at 6:00 p.m. ROLL CALL Present: Joseph C. Winfield, Mayor Melanie Barrett, Vice-Mayor Joyce Jones-Ivey, Councilmember Josh Nicolson, Councilmember Rhonda Piña, Councilmember Bill Rodman, Councilmember Steve Solomon, Councilmember PLEDGE OF ALLEGIANCE Vice Mayor Barrett led the audience in the Pledge of Allegiance. UPCOMING MEETING ANNOUNCEMENTS Town Clerk Mike Standish announced the upcoming Town meetings. COUNCIL REPORTS Vice Mayor Barrett expressed her appreciation to the Conservation Fund for the work and financial effort they had put towards the Vistoso Golf property. TOWN MANAGER'S REPORT Town Manager Mary Jacobs announced that the Town had received the Certificate of Achievement for Excellence in Financial Reporting awarded by the Government Finance Officers Association of the United States and the Excellence in Procurement Award by the National Institute for Public Procurement. Ms. Jacobs recognized staff for their outstanding work. 10-7-20 Minutes, Oro Valley Town Council Regular Session 1 ORDER OF BUSINESS Mayor Winfield reviewed the order of business and stated that the order would stand as posted. Mayor Winfield provided the guidelines for participation in the Town Council's Regular Session Zoom meeting. INFORMATIONAL ITEMS There were no Informational Items. CALL TO AUDIENCE Attorney Matt Bailey with Rusing, Lopez & Lizardi and representing Elisabeth Dudley, spoke regarding the proposed Westward Look annexation. Oro Valley resident Tom Stegman voiced his concerns regarding the Vistoso Golf Course. Oro Valley resident Rosa Dailey voiced her concerns regarding the Vistoso Golf Course. Oro Valley resident Richard Molinar voiced his concerns regarding the Vistoso Golf Course. Oro Valley resident Cindy Wicker voiced her concerns regarding the Vistoso Golf Course. Oro Valley resident Teresa Marrow voiced her concerns regarding the Vistoso Golf Course. Oro Valley resident Caryn Hill voiced her concerns regarding the urban heat index and the Vistoso Golf Course. Oro Valley resident Terry Hart voiced his concerns regarding the Vistoso Golf Course. Oro Valley resident Michael Bilodeau voiced his concerns regarding the Vistoso Golf Course. PRESENTATIONS 1.Proclamation - Fire Prevention Month Mayor Winfield proclaimed October 2020 as Fire Prevention Month and urged all Oro Valley residents to check their kitchens for fire hazards and use safe cooking practices during Fire Prevention Month and to support the many public safety activities and efforts of Golder Ranch Fire District. Community Relations Manager for Golder Ranch Fire District, Anne-Marie Braswell, accepted the proclamation. 2.Presentation and update by President/CEO Brent DeRaad of Visit Tucson President and CEO of Visit Tucson, Brent DeRaad, presented item #2 and included the following: Covid-19 U.S. Travel Impacts Metro Tucson Lodging Metro Tucson Travel - Current Status Pima County Travel Impacts-Pre-COVID-19 Tourism Recovery Plan - Overview 10-7-20 Minutes, Oro Valley Town Council Regular Session 2 Visit Tucson's Status Travel Sentiment Tucson/Southern Arizona Travel Recovery Oro Valley's ROI Oro Valley/Visit Tucson-Next Steps Explore Without Boundaries Discussion ensued amongst Council and staff regarding Presentation Item #2. 3.Presentation and possible discussion of the Town's Fiscal Year 2020/21 Financial Update through July 2020 Finance and Budget Administrator Wendy Gomez presented the Town's Fiscal Year 2020/21 Financial Update through July 2020 and included the following; General Fund Revenues General Fund Expenditures General Fund Highway Fund Community Center Fund Discussion ensued amongst Council and staff regarding Presentation Item #3. CONSENT AGENDA Councilmember Jones-Ivey requested item (B) be removed from the Consent Agenda for discussion. A.Minutes - September 9, September 16 and September 23, 2020 C.Request for approval of a Final Plat for the Shannon 80 residential subdivision, located on the east side of Shannon Road and immediately south of Ironwood High School D.Request to initiate a General Plan Amendment and rezoning for the Westward Look Resort located at the Ina Road and Westward Look Drive intersection Motion by Mayor Joseph C. Winfield, seconded by Councilmember Joyce Jones-Ivey to approve Consent agenda items (A), (C) and (D). Vote: 7 - 0 Carried B.Resolution No. (R)20-48, approving a two-year extension of the Budget and Finance Commission Councilmember Jones-Ivey suggested that the Budget and Finance Commission be a continuously standing commission. Motion by Councilmember Joyce Jones-Ivey, seconded by Councilmember Josh Nicolson to approve the Budget and Finance Commission to be a continuously standing commission. Discussion ensued amongst Council and staff regarding Consent item (B). Motion by Councilmember Joyce Jones-Ivey, seconded by Councilmember Josh Nicolson to amend the main motion to reject Resolution (R)20-48 and direct staff to bring back another resolution that would make the life of the Budget and Finance Commission to be indefinite. Vote: 4 - 3 Carried 10-7-20 Minutes, Oro Valley Town Council Regular Session 3 Vote: 4 - 3 Carried OPPOSED: Councilmember Rhonda Piña Councilmember Bill Rodman Councilmember Steve Solomon REGULAR AGENDA 1.PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION REGARDING AN APPLICATION FOR A SERIES 12 (RESTAURANT) LIQUOR LICENSE FOR THE LANDING, LOCATED AT 8195 N. ORACLE ROAD, STE #105 Town Clerk Mike Standish presented item #1. Mayor Winfield opened the public hearing. No comments were received. Mayor Winfield closed the public hearing. Motion by Councilmember Rhonda Piña, seconded by Councilmember Steve Solomon to recommend approval of the issuance of a Series 12 Liquor License to the Arizona Department of Liquor Licenses and Control for Thomas Robert Aguilera for The Landing, located at 8195 N. Oracle Road, Ste #105. Vote: 7 - 0 Carried 2.DISCUSSION AND POSSIBLE ACTION REGARDING A PROPOSED ZONING CODE TEXT AMENDMENT TO UPDATE THE REQUIRED FINDINGS FOR A VARIANCE FOR FURTHER CONFORMANCE WITH STATE LAW A. RESOLUTION NO. (R)20-49, DECLARING THE PROPOSED ZONING CODE AMENDMENTS TO SECTION 22.13 AND OTHER ASSOCIATED SECTIONS OF THE ORO VALLEY ZONING CODE IN ATTACHMENT 1 AND FILED WITH THE TOWN CLERK, A PUBLIC RECORD B. PUBLIC HEARING: ORDINANCE NO. (O) 20-08, AMENDMENTS TO SECTION 22.13 AND ASSOCIATED SECTIONS OF THE ORO VALLEY ZONING CODE Motion by Mayor Joseph C. Winfield, seconded by Vice-Mayor Melanie Barrett to approve Resolution No. (R)20-49, declaring the proposed code amendment to Section 22.13 and other associated sections of the code in Attachment 1 and filed with the Town Clerk, a public record. Vote: 7 - 0 Carried Oro Valley Principal Planner Milini Simms presented item #2B and included the following: Purpose Background and Proposed Amendment Review Process Summary and Recommendation Mayor Winfield opened the public hearing. No comments were received Mayor Winfield closed the public hearing. 10-7-20 Minutes, Oro Valley Town Council Regular Session 4 Discussion ensued amongst Council and staff regarding item #2B. Motion by Councilmember Steve Solomon, seconded by Councilmember Rhonda Piña to approve Ordinance No. (O)20-08, amending the Zoning Code Section 22.13 and other associated sections to further align the variance findings with State Law. Discussion continued amongst Council and staff regarding item #2B. Motion by Councilmember Steve Solomon, seconded by Councilmember Rhonda Piña to approve Ordinance No. (O)20-08, amending the Zoning Code Section 22.13 and other associated sections to further align the variance findings with State Law. Vote: 7 - 0 Carried 3.DISCUSSION AND POSSIBLE ACTION REGARDING A ZONING CODE TEXT AMENDMENT TO SECTION 23.5 FOR AN ADMINISTRATIVE REVIEW AND POTENTIAL APPROVAL PROCESS FOR MINOR BUILDING SETBACK REDUCTIONS A. RESOLUTION NO. (R)20-50, DECLARING THE PROPOSED ZONING CODE AMENDMENTS TO SECTION 23.5 AND OTHER ASSOCIATED SECTIONS OF THE ORO VALLEY ZONING CODE IN ATTACHMENT 1 AND FILED WITH THE TOWN CLERK, A PUBLIC RECORD B. PUBLIC HEARING: ORDINANCE NO. (O)20-09, AMENDMENTS TO SECTION 23.5 AND ASSOCIATED SECTIONS OF THE ORO VALLEY ZONING CODE Motion by Mayor Joseph C. Winfield, seconded by Councilmember Rhonda Piña to approve Resolution No. (R)20-50, declaring the proposed code amendment to Section 23.5 and other associated sections of the code in Attachment 1 and filed with the Town Clerk, a public record. Vote: 7 - 0 Carried Oro Valley Senior Planner Hannah Oden presented item #3B and included the following: Purpose Use in Arizona Key Amendment Components Applies to Individual Homeowners Only Reduction Extent, Neighbor Involvement, & Impacts Review and Appeal Process Additional Guidance Summary and Recommendation Mayor Winfield opened the public hearing. The following individual spoke in support of item #3B. Oro Valley resident Tracey Alexander Mayor Winfield closed the public hearing. Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Steve Solomon to approve Ordinance No. (O)20-09, amending the Zoning Code Section 23.5 and other associated sections for a process for administrative review and potential approval of minor setback reductions. 10-7-20 Minutes, Oro Valley Town Council Regular Session 5 Discussion ensued amongst Council and staff regarding item #3B. Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Steve Solomon to approve Ordinance No. (O)20-09, amending the Zoning Code Section 23.5 and other associated sections for a process for administrative review and potential approval of minor setback reductions. Vote: 7 - 0 Carried FUTURE AGENDA ITEMS No future agenda items were requested. ADJOURNMENT Motion by Mayor Joseph C. Winfield, seconded by Councilmember Steve Solomon to adjourn the meeting at 8:34 p.m. Vote: 7 - 0 Carried ________________________________ Michelle Stine, MMC Deputy Town Clerk I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Council of Oro Valley, Arizona held on the 7th day of October 2020. I further certify that the meeting was duly called and held and that a quorum was present. Dated this _____ day of ____________________, 2020. ___________________________ Michael Standish, CMC Town Clerk 10-7-20 Minutes, Oro Valley Town Council Regular Session 6 Town Council Regular Session B. Meeting Date:10/21/2020 Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office SUBJECT: Resolution No. (R)20-51, approving the indefinite extension of the Budget and Finance Commission RECOMMENDATION: N/A EXECUTIVE SUMMARY: The Town Council established the Budget and Finance Commission at their January 9, 2019 regular Town Council meeting by adopting Resolution No. (R)19-01. This resolution outlined the makeup and operating procedures for the commission as well as setting a sunset provision with the option to renew the commission in two years. Should Council choose to renew the Budget and Finance Commission for an additional two years or for any other amount of time, the Town Council would have to take action prior to January 9, 2021. BACKGROUND OR DETAILED INFORMATION: This item was requested by the Town Council at their October 7, 2020 regular Council meeting. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to (approve or deny) Resolution No. (R)20-51, approving the indefinite extension of the Budget and Finance Commission. Attachments (R)20-51 Extending BFC Indefinitely R19-01 RESOLUTION NO. (R)20-51 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, TO EXTEND THE BUDGET AND FINANCE COMMISSION INDEFINITELY; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOSES AND INTENT OF THIS RESOLUTION WHEREAS, Mayor and Council adopted Resolution (R)19-01, Establishing the Budget and Finance Commission; and WHEREAS, Mayor and Council desire to extend the Budget and Finance Commission indefinitely. NOW, THEREFORE, BE IT RESOLVED by Mayor and Council of the Town of Oro Valley, that: SECTION 1. The Budget and Finance Commission is hereby extended indefinitely. SECTION 2. The Town Manager, Town Clerk, Town Legal Services Director, or their duly authorized officers and agents are hereby authorized and directed to take all steps necessary to carry out the purposes and intent of this resolution. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley, this 21st day of October, 2020. TOWN OF ORO VALLEY _____________________________ Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM : ______________________________ Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date: ________________________ RESOLUTION NO.(R)19-01 A RESOLUTION OF THE ORO VALLEY TOWN COUNCIL ESTABLISHING A BUDGET AND FINANCE COMMISSION,AND ESTABLISHING THE TASKING AND OPERATIONS OF SAID COMMISSION BY ADOPTING THE DOCUMENT KNOWN AS THE OPERATING PROCEDURES ORO VALLEY BUDGET AND FINANCE COMMISSION" AND MAKING SUCH DOCUMENT A PUBLIC RECORD; AND DIRECTING THE TOWN MANAGER, TOWN CLERK,TOWN LEGAL SERVICES DIRECTOR,OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOSES AND INTENT OF THIS RESOLUTION WHEREAS,the Mayor and Council desire to establish a Budget and Finance Commission in order to provide the elected body with external citizen advice and evaluation of key issues related to the financial operation of the Town of Oro Valley; and WHEREAS, the Budget and Finance Commission will consist of qualified individuals with a background in financial management selected by the Mayor and Council after an external recruitment of interested residents;and WHEREAS, the Town Council has identified areas in which the Budget and Commission could be of particular benefit to the elected body in the conduct of its official responsibilities relating to the short and long-term financial health of the organization by adopting the attached Operating Procedures for the Budget and Finance Commission;and WHEREAS,The Town Council desires to provide for staggered terms in the future for this new Commission. NOW,THEREFORE,BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley,Arizona as follows: Section 1. That the Town Council hereby establishes the Oro Valley Budget and Finance Commission and specifies the advisory responsibilities of said commission by adopting that certain document known as the Operating Procedures Oro Valley Budget and Finance Commission", attached as Exhibit"A,"attached hereto and declared a public record. Section 2. That initial interviews and recommendations to the Town Council of Budget and Finance Commission members shall be conducted by the Mayor and two Councilmembers of the Mayor's choosing. Subsequent Commission members shall be selected following the process specified in the Town Council's Parliamentary Rules and Procedures. Section 3. That two of the five members of the Budget and Finance Commission shall be assigned three-year initial terms established by lot drawn by the Mayor in order to provide for staggered terms after the commission's first year. Section 4.That the Town Manager, Town Clerk,Town Legal Services Director,or their duly authorized officers and agents are hereby authorized and directed to take all steps necessary to carry out the purposes and intent of this resolution. Section 5.That there be a sunset provision with the option by the Town Council to renew in two years;and PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley,Arizona this 9t"day of January,2019. TO A N OF ORO VALL ' 4rLrr______ h C. nfield,M.yor ATTEST:APPROVED AS TO FORM: AL ' --1,_Vr-(944' , r Michael Standish,Town Clerk Tobin Sidles,Legal Services Director Date: 1 /i5(N h Date: i r(5/) EXHIBIT "A" OPERATING PROCEDURES ORO VALLEY BUDGET AND FINANCE COMMISSION BE IT DIRECTED by the Mayor and Town Council of the Town of Oro Valley that the Operating Procedures of the Budget and Finance Commission shall be as follows: MEMBERSHIP The Budget and Finance Commission shall be composed of five members who shall be residents of the Town. All members of the Commission shall have a background or experience in accounting,finance,banking,investments or other related business administration area. The members of the Budget and Finance Commission shall be appointed by the Town Council. Appointments shall be for a period of two years,with terms of members so staggered that the terms of no more than three members shall expire in any one year.Upon initial formation,two of the five appointments shall be for a period of three years in order to allow for staggered terms thereafter. Vacancies for any reason shall be filled by appointment by the Council for the remainder of the unexpired term. The term of all members shall extend until their successors are appointed. If a member misses three consecutive regular meetings,a letter of inquiry requesting a response shall be sent by the Town Clerk. If the response received is indicative of a continuation of frequent absences,the Budget and Finance Commission may request by a majority vote that the Town Council appoint a new person to complete the term. OFFICERS The Budget and Finance Commission shall elect a Chair and Vice-Chair from among its own members in February of each year who shall serve for a period of one year. The Chair shall preside at all meetings and exercise all the usual rights,duties and prerogatives of the head of any similar advisory body. The Vice-Chair shall perform the duties of the Chair in the absence or disability of the Chair. If both Chair and Vice-Chair are absent from a meeting,the senior member of the Committee shall preside. Vacancies in officer positions created by any cause shall be filled for the unexpired term by a new election at the next available meeting of the Commission. MEETINGS Regular meetings of the Budget and Finance Commission shall be held at the Oro Valley Town Hall on at least a quarterly basis,but can be held more frequently as determined by the Commission,at such day and time as is determined by the advisory body. Such meetings shall be duly noticed in accordance with Arizona Revised Statutes. If a quorum is not present at a regular or special meeting,such meeting will be continued to a specific day and time,or the Commission's next regular meeting. SCOPE The Budget and Finance Commission advises the Town Council on policy related issues associated with the elected body's fiduciary responsibilities,including review of the Town Manager's recommended budget,review the Town's annual financial audit,and other financial policy matters as may be tasked from time to time. The Commission may assist in the selection of the Town's independent auditor in accordance with Town procurement policies,and may also study and make recommendations to Town Council on topic-specific items as periodically requested by resolution of the Town Council or by written request of the Town Manager. POWERS AND DUTIES The Budget and Finance Commission performs the following duties: A. Review of the Town Manager's Recommended Budget and 10-Year Capital Improvement Plan On an annual basis,the Town Manager is required by ordinance to submit a recommended budget and capital plan for the fiscal year to the Town Council for consideration and final approval. Members of the Budget and Finance Commission shall be provided with a copy of the Town Manager's Recommended Budget and Capital Improvement Plan when said document is delivered to the Town Council,and shall review and submit any recommendations to the Council. B. Town's Annual Financial Audit On an annual basis,the Budget and Finance Commission shall be presented the results of the Town's financial audit performed by an independent certified public accounting firm. The Commission may make a recommendation to the Council with respect to Council acceptance of the audit. The Town Manager shall offer the Budget and Finance Commission an appropriate role in the selection of the Town's independent audit firm when these services go out to bid by the Town,all in conformance with the Town's procurement policies. C. Review Annual 5-Year Financial Forecast As part of the annual Town budget preparation cycle,the Town Council's financial policies stipulate that the Town Manager is responsible for preparing and presenting a minimum five-year financial forecast of projected revenues and expenditures.The Budget and Finance Commission shall be provided with a copy of the annual forecast at such time as the document is provided to the Town Council,and shall review and submit any comments and recommendations to the Town Council. E. Other Specific Task/Projects The Budget and Finance Commission may also study and make recommendations to Town Council on topic-specific items as requested from time to time by resolution of the Town Council or by written request of the Town Manager. AMENDMENTS These rules shall only be amended following a majority recommendation of the Budget and Finance Committee to the Town Council,which shall only become effective upon approval by the Town Council at a regular meeting. ALL OTHER PROCEDURES The Budget and Finance Commission shall follow all other Town policies and responsibilities as established by the Town Council,Town Code or Arizona Revised Statues related to advisory bodies duly established by the Oro Valley Town Council. Town Council Regular Session 1. Meeting Date:10/21/2020 Submitted By:Amanda Jacobs, Town Manager's Office Department:Town Manager's Office SUBJECT: REQUIRED PUBLIC HEARING PURSUANT TO A.R.S. SECTION 9-471 TO DISCUSS THE POSSIBLE ANNEXATION OF THE WESTWARD LOOK RESORT RECOMMENDATION: N/A EXECUTIVE SUMMARY: The purpose of this Public Hearing is to discuss the proposed annexation of the Westward Look Resort located at 245 E. Ina Road. The resort is approximately 74.5 acres and is included in the Priority 1 area of the recently adopted Town Annexation Strategy. BACKGROUND OR DETAILED INFORMATION: On September 28, 2020, staff initiated the proposed annexation of the Westward Look Resort by filing a blank annexation petition, accurate map and legal description of the property with the Pima County Recorder (see Attachment 1). This petition was filed as a result of ongoing discussions and interest by representatives of the Westward Look Resort. In accordance with A.R.S. § 9-471, signatures on petitions filed for annexation may not be obtained for a waiting period of 30 days after filing the blank petition. The Town Council is required to hold a Public Hearing within the last 10 days of the 30-day waiting period to discuss the annexation proposal. In accordance with state law, notice of this Public Hearing was given in the following manner: 1. Publication in a newspaper of general circulation (The Daily Territorial); 2. Posted in three conspicuous places in the territory proposed to be annexed; 3. Notice by first class mail to the Chair of the Pima County Board of Supervisors; 4. Notice by first class mail to each owner of real and personal property that would be subject to taxation by the town in the proposed annexation area. For the proposed annexation to be successful, more than 50% of property owners, representing more than 50% of the assessed valuation of real and personal property of Westward Look Resort, must sign a petition in favor of annexation. This petition must be filed with the Pima County Recorder within one year after the last day of the 30-day waiting period (October 28, 2021). FISCAL IMPACT: N/A SUGGESTED MOTION: Public hearing only. No action required by the Town Council. Attachments Westward Look - Annexation Initial Filing Staff Presentation Public Hearing Pursuant to A.R.S. Section 9-471 to Discuss the Possible Annexation of Westward Look Presented by: Amanda Jacobs, Strategic Initiatives Manager Purpose Possible Annexation of Westward Look The purpose of this Public Hearing is to discuss the proposed annexation of the Westward Look Resort. Included in Priority 1 area of the Town Annexation Strategy. In accordance with A.R.S. §9-471, signatures on petitions filed for annexation may not be obtained for a waiting period of 30 days after filing the blank petition. The Town Council is required to hold a Public Hearing within the last 10 days of the 30-day waiting period to discuss the annexation proposal. What is Annexation? Possible Annexation of Westward Look Process by which municipalities incorporate new territory into their municipal boundaries State Law To be successful, more than 50% of property owners, representing more than 50% of the assessed valuation of real and personal property must sign a petition in favor Petition must be filed with the Pima County Recorder within one year after the last day of the 30-day waiting period (October 28, 2021) Annexation History Increased corporate boundaries by 32.52 square miles 48 successful annexations Develop diverse and robust economic base Financial and economic stability Provides community with additional resort, amenities, dining and special event opportunities Benefits of Annexation Possible Annexation of Westward Look Timeline/Next Steps Possible Annexation of Westward Look Commission/Council General Plan and Zoning Annexation Planning and Zoning Commission December 7, 2020 –public hearing general plan amendment and rezoning (PAD) Town Council October 7, 2020 –general plan and rezoning initiation January 20, 2021 –translational zoning January 20, 2021 –public hearing general plan amendment and rezoning (PAD) October 21, 2020 –first public hearing January 20, 2021 –pre- annexation development agreement January 20, 2021 –annexation ordinance Proposed Annexation Strategy Questions?