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AGENDA ORO VALLEY TOWN COUNCIL BUDGET STUDY SESSION MAY 10, 2000 ORO VALLEY TOWN COUNCIL CHAMBERS 11,000 N. LA CANADA DRIVE STUDY SESSION CALL TO ORDER — AT OR AFTER 6:30 P.M. ROLL CALL 6:30 p.m. Community Development Administration Pages 170 — 185 6:40 p.m. Planning & Zoning Pages 185.1-202.7 7:00 p.m. Building Safety Pages 203 — 227 7:20 p.m. Parks & Recreation Pages 235 — 248 7:40 p.m. Library Pages 228 — 234 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 297-2591. POSTED: 05/05/00 4:30 p.m. LH MEMORANDUM TO: Mayor and Council FROM: Chuck Sweet, Town Manage C.. David Andrews, Finance Director DATE: May 10, 2000 SUBJ: Follow-up Issues from May 8 Budget Review Session A number of issues were raised during the Mayor and Council's Budget Review Session of May 8. This memorandum serves as staff follow-up to those issues. 1. Issue: Pie Chart Comparisons Response: Please refer to the attached charts. 2. Issue: Grant Coordinator/Writer Response: Personnel for this type of position, either consultant or Town employee, may be considered in the FY 2001/02 budget process. 3. Issue: Funding for the Chamber of Commerce Response: As part of the consideration for renewal of its financial participation agreement with the Town, the Chamber will include a set of performance measurement criteria in the proposed agreement. The Chamber will also provide the Council with a listing of its membership, sorted by industry/business type. 4. Issue: Employee Safety and Training Response: Personnel for this type of position may be considered in the FY 2001/02 budget process. 5. Issue: Council Travel and Training Budget Response: Please refer to the attached cost estimate for FY 1999/2000. 6. Issue: Consolidation of Cellular Telephone Services Response: Staff will perform this analysis and its feasibility during the upcoming fiscal year. Staff appreciates the opportunity to review these items with the Town Council. 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The GIS Analyst met with the GIS Technical Advisory Committee and researched the history and current status of the GIS system. She created a written survey and sent it to every Town GIS user and some potential users and analyzed the results. To complement the survey she held GIS planning sessions with the following departments: Building Safety, Finance/Economic Development, Parks & Recreation, Planning & Zoning, Police, Public Works, Transit, and Water. This formed the basis of a town-wide budget proposal for GIS which each department to added to their budget. History: For the last four years Town of Oro Valley has been implementing a Geographic Information System. In Phase 1 only a few staff members could operate the GIS and they made maps for the rest of the Town and the public. Outside vendors were often used for mapping projects. In Phase 2, 1997-1999, Eileen Goff and Bryant Nodine led the Town to a much wider scope of GIS utilization. Eileen organized introductory training for the users and set up the network so they could easily access common data(such as zoning). She also created two custom GIS based applications that are commonly used: "Counter GIS" and "P&Z GIS." Town staff use GIS every day for address and parcel number look-up, general plan, zoning, roads, transit, environmentally sensitive land planning, and many other applications. At least one person from Building Safety, Economic Development, P&Z, Public Works, Police, and Transit is using ArcView GIS. In Phase 2 Town GIS users were only familiar with limited functions of GIS but interested in expanding their expertise. Non-users were interested in learning GIS and applying it to their work and the kind of analysis they can do. In Phase 3 (2000-2002) GIS use expands to every department and integrates into daily work for most employees so that everyone has access to all data and can easily do basic analysis and make their own maps. New aerial photos and topography data, updated every two years, are used in every department as well as by customers, leading to better planning. GIS use and analysis improves customer service and efficiency in the Town. The staff will accurately inventory infrastructure such as water lines and wells with Global Positioning Systems (GPS) units to make future field visits to these sites faster. The Town will serve customers permit and GIS maps over the Internet. Phase 3 Goals below list proposed uses of GIS town-wide and by department. Phase 3 Goals: Town-wide 1. Regular updates of all Town data and maps, such as streets,parcels, and subdivisions. 2. Participation in PAG aerial photo (orthophotography) flights every two years 3. Seamless GIS software upgrades (automatic upgrade subscriptions) 4. Be able to optimally use the Town's hardware, software and data(training) 5. Be able to print increased quantities of large maps (new plotter) 6. Be able to print high quality small maps (color laser printer) 7. Be able to utilize multi-media equipment such as image processing software. Laura J.Pinnas Page 1 of 3 GIS Needs Assessment Executive Summary May 10, 2000 8. Have available for customers and non-GIS users user-friendly custom applications for simple GIS tasks, such as looking up zoning or flood-prone areas for particular parcels 9. Customer access of permitting and GIS maps through the Town's Web site. Building Safety 1. Full integration of the new Sierra permits system with GIS • Link permits spatially with property • Be able to display buildings/parcels and permits issued for those properties • Every staff member able to use the new Sierra and GIS system to better assist customers 2. Be able to view and print CAD drawings Economic Development/Finance 1. Integrate data such as bike trails, utilities and commercial sites to answer development questions and do better planning for appropriate commercial development and trail system. 2. Use aerial photos to better assess potential commercial sites and existing building envelopes. 3. Analyze traffic data for road improvement and transit planning both locally and how development outside Oro Valley will affect the Town(ex. Oracle Road). 4. Use GIS to assess tax generation by site. 5. Use GIS to help in clustering similar types of commercial development (such as medical). Parks & Recreation 1. Use GIS for park and open space management, planning and mapping. 2. Create GIS data and maps of parks and open space 3. Accurately inventory trails (GPS) Planning & Zoning 1. Full integration of the new Sierra permits system with GIS (see Building Safety) 2. Be able to view, analyze and print CAD drawings for plats and building (AutoCAD) 3. Bring CAD data into GIS to overlay it with other data layers 4. Ability to accurately inventory features in the field (GPS) Police 1. Update Town GIS street map so is suitable for the Police 2. Use GIS to analyze and plot crime activity with a user-friendly 3. Provide laptop computers with GIS maps to enhance functionality of Police patrols 4. Be able to track location of accidents and crime scenes (GPS) Public Works 1. Have all data and maps incorporated into the GIS system • Street maps, plat maps, construction plans, parcel maps, address maps, all utility lines. 2. Field inventory of street signs, street segment conditions and pavement rating management, drainage basins, public/private roads (GPS) 3. Be able to design and analyze the designs of capital improvements (AutoCAD) Laura J.Pinnas Page 2 of 3 GIS Needs Assessment Executive Summary May 10, 2000 Transit 1. Analyze census data for Journey to Work information. 2. Analyze ridership and create associated mapping products. 3. Do corridor-planning studies that use aerial photos. 4. Establish bus stop shelter locations. • Use GIS data to determine most highly used stops to prioritize placement of new shelters. • Catalog and track bus stop data: 5. Use GIS for paratransit scheduling, customer info, trip planning, facility maintenance tracking, automatic vehicle and automatic passenger locator/counters. 6. Access to time of GIS Analyst or Tech to assist on transit projects. 7. Be able to print out large maps. Water 1. Be able to do more accurate "blue staking" in the field. 2. Update all water-related paper maps/data(GPS) • Blue prints, water lines & valves, wells, hydrants, and boosters. 3. Be able to read/assess/print AutoCAD drawings 4. Be able to print out large maps. Laura J. Pinnas Page 3 of 3 TOWNWIDE GIS BUDGET Accomplishments Extensive database over 150 layers of data ranging from parcels, to facilities, to habitat types, to aerial photos Applications Development noticing & counter GIS (public use) Software and Training 30 staff(each interested division/department). Staff uses the GIS for transit, noticing homeowners, random sample surveys, analysis of development proposals, developing long-range plans, maintaining street, subdivision, and zoning maps, ... Basis of request Extensive interviews with current and potential GIS users Meetings of GIS users Group Compiled into a needs analysis report (attached) Purpose Implement Phase 3 of the Townwide GIS program Staff that can enter and maintain data Staff that can map and do basic analysis Components Training, Software, Hardware, Data, Personnel Townwide Staff Training $ 14,000 Intermediate training for all users Train users in Town's data layers and to access County data(microfiche) One-on-one training and assistance by Analyst Cost $14,000 for 40 persons ($350 per person—in-house with support and computer rentals) Product Staff that can use the GIS to track facilities such as water meters, display data for a better analysis of issues, provide better information to the public and decision makers, maintain data layers GIS Analyst Training Training in programming Visual Basic and Map Objects $4,000 (application development) Access Programming $1,500 organize databases; integrate GIS and Sierra Product GIS Applications that are faster and cheaper than existing software Integrated databases Software $ 27,700 New staff $5,000 (P&Z only, ArcView GIS) Updates for existing software $12,000 (townwide updates to ArcView) Map Objects $1,000 (custom GIS applications) Image Analyst $2,200 (create data from aerials) Adobe PhotoShop (2) $600 (data conversion,publish maps) AutoCad $4,000 (view and convert CAD to GIS) Spatial Analyst $700 (analyses such as slope) 3D Analyst $2,200 (create slope data from contours; 3d display) Hardware $ 4,000 Workroom Computer for Specialized software $2,500 (scanner, PhotoShop, AutoCad) Workroom Computer for Microfiche $1,500 Data $ 600 (subscriptions for County data) Personnel $ 10,000 GIS Tech Intern $10,000 (separate from GP Update) Products up-to-date and accurate data layers; provide data to County; quicker response to staff and public requests GIS Analyst free to develop and implement training programs, handle higher-level requests and projects ,create and train users in special applications TOTAL $ 56,000 NOTE: We request that the division training budget be considered separately from the GIS budget, because a large part of the GIS training is geared to support staff Townwide. The division training budget request is based on training being 1.5% of the personnel budget or $12,000. An additional $4,200 is used to fund training, food, and conferences for the Boards and Commission as well as projects such as the CIP and Citizen Planning Institute. The total, amended request is $16,000. ' .' LLEY rtsCou annual Budget Review Support Documentation FY 2000-2001 Z to - 0..-i N N W o o O 8 kis O O 0 0 0 0 0 011 In g‘ g' 1-1 gl' fli ;o .....- 0 ..•.U) w CD 0+,4 .4 ''d e<�.� )0X� Qr-,0-0_-01- -,0< 0 (t LA CD <_.,...."+r A CD X til 0- f-o a W ri-M►...int w`�a- U) •4 CD CD r"f 0 0 ►--0 < ►-t.0 0 CD '-t r•0 C CO ,...ig in .-•to k30 r+•m to CD !•h 0 •,! tb 0 CD < -.r*0 0 tD x trl ``i v) .tCDCDr+00_OC tn' .. , .... . ., ....09.. g ..k g N ""t 8 ,.��3 m vs �+.rn va �s 1:,2 -,01:1CF .4b tD ►...r* C'a tD X M .-t O to r+•< ►-! CD Ili 0 rt .40 .-t-(10 .1 ......0 o 0 1.1 0 0 . W LA ° —a, ti0 ..U) .30 ..,O .tod 8 _ a st• .4_CfQ 0 .4 ot E ak- g.— w .... . . .....o ...0 < , td 8- .... 0 . -‹" ...00w 1 .4 g l, z b 0 CA6/3 H P., .44F r Pori' Ng r, CD CD t s� rs sv (IQ i:i •-•0 a to •-►Id 0 0 y Q O N 0y 111 �0 CD < o ...0050MWOW4 , E 4 vet N c 0 Ow o 0a 0 GOVAC jobs/skills as defined in major projects, with ranking as to skills required Masterworks Series Planning Management Event Implimentation / Committee supervision / venue contracting ticketsales/willcall ;t date&time decisions /talent /manage volunteers -2 venue selection /PR design&writing / co-ordinate staging / fiscal planning / ticket sales/phone / work with performers / grant writing /data entry ushers (ticket& program) /interagency / budget 3 parking control Committe participant :3 mailings a greeting Jazz Fest& A&M Fest Planning Management Event Implimentation / Committee supervision / venue contracting manage volunteers )„ date&time decisions / talent search / co-ordinate staging venue selection / talent contracting � work with performers J fiscal planning _3 crafter/artist mailings �work with crafter/artist / grant writing 4,2_,jury" CC ,2 work w/kids tent(s) / interagency / tenting contracting 2 marking all tent locations food selection / sound&stage contracting y parking / plan volunteers / food vendor contracting ‘,/,food vendor placing 01 talent type at recruit volunteers bassist public/greeting jobs/skills ranking 1 = Staff required Volunteers 2 =High 3 =med 4 =low Organization Administration 2000 - 2001 Executive Director Assistant Production Supervisor All aspects of agency admin. Acknowledgement letters Attend project committee grant writing-compliance Filing meetings Reporting to Town PR production co-ordinate safety Cash flow management Follow-up PSAs Prod.proj ect progress reports Organization Marketing Monthly acctg. Venue Contracting General Fund Raising Data entry: Talent search PR design& writing Friends of the Arts Talent contracting Monthly Budget Reporting Season& individual Ticket Tent, stage, sound, light Monthly Payroll Reporting Box office/phone contracting Quarterly " c, Assist volunteers mailings Presenter co-ordinate to Annual Auditing Assist qtrly news letter data avoid date conflicts Ann. Fed& State Revenue& Prepare"will call tickets" Co-ordinate w/Parks&Rec. Expense Reporting Prepare Board Mtg packets On site for all concerts, Ann AZ Corp Comm Report Prepare fund raising packets festivals, etc. Attend all Board & major Supply purchases (ED signs Instruct volunteer Committees Mtgs. process credit card vouchers Train, supervise staff Volunteer Utilization (40 + 11 board members) = 3,000 hours Serve on Committees Assist in office Assist at events Arts&Music Festival various packets GOVAC tent Concert of All Ages gather, insert Hospitality tent Exec. Committee labels& postage Kid's Tent-art & craft Funding " fund raising Kid's Tent- music Jazz&Craft Festival follow-ups sell event tickets Nominating Committee press notice filing sell raffle tickets Symphony " general filing ushers Visual Arts " non-data entry coffee service record keeping program&flier distribution Assist stage, sound& light O Atter LLEY htsCouncil ORGANIZATIONAL CHART GOVAC EXECUTIVE BOARD OF DIRECTORS DIRECTOR EXECUTIVE .. COW/111=EI PAID STAFF FUNDING VOLUNTEERS COMMITTEE AT LARGE NOMINATING COMMITTEE -VISUAL ARTS_STANDING COMMITTEE SYMPHONY PROJECT COMMITTEE - ARTS/MUSIC FESTIVAL COMMITTEE F. JAZZFESTIVAL COMMITTEE CONCERT ALL AGES COMMITTEE DIRECT REPORTING- -IN-DIRECT REPORTING RESPONSIBILITY - RESPONSIBILITY GOVAC 2000-2001 Projected Revenue Sources PROGRAMS Data A i&8% 199 -2000 •Private&Corporate Support 36'7% III TOwn of Oto Valley *Quarterly Newsletter c Ticket Sales/Exhibitor Arts Calendar 2 A Fees/Services 0 Foundations&Grants *Visual Arts Committee/Projects- *Exploring Music Seminars September 17, 1999 2.4.5% January 28,2000 March 3,2000 High School Music Clinics Just For Kids Family Concerts March 31,2000 -- - - - - - * _ *-Middle School Music Clinics Two presentations in: Just For Kids Family Concerts .-K-6 Music Programs October 2001 September 25, 1999 October 2000 January 2002 January 22}2000 2001 JanuaryFebruary 2002 February 26, 2000 April 8, 20 February 2001 _ March 2002 00- March 2001 Exploring Music Seminars High School Music Clinics: Jazz Festival&Crafts Show October 2001 September 22 &28, 1999 October 21 & 22, 2000 January 2002 January 21 &February 2, 2000 Masterworks Concert Series February 2002 February y 28&March.-9,2000 November 3,20(30 March 2002 April 5& 13,2000 January 26,2001 High School Music Clinics Masterworks Concert Series Middle 23 .2001 School Music Clinics *October 1, 1999 March 23-,2001 K-6 Music Programs February 4, 2000 Concert of Alt Ages October 2001 March 10, 2000 February 9, 2001 January 2002 April 14, 2006 In Oro Valley Only! February 2002 Jazz Festival&Crafts Show Mazza at the Symphony March 2002 October 30-31, 1999 A Special Pops Concert Jazz Festival&Crafts Show Concert ofA11.Ages March 2-,2013f1 October 20-21,2001 February 18, 2000- _ 6th Arts& Festival 7th Arts&Musk FestivalMaster3or Concert Series March 17& 18, 2001 November 2001 March 18--19-,2000 *Outdoor Concerts.featuring January 2002 2000-2001 ArizonaSymphonic Winds February 2002 *Summer Youth Art Project May 25,2001 March 2002 June 2-,2001 Concert of All Ages *public Art Administration Quarterly Newsletter c June 2001 February 8,2002 June 16,_2001 In Oro Valley Only! Arts Calendar VisualA Special Pops Concert Arts Committee/Projects For Kids�' �l 2001.-2002 March 2002 Just a ly Crncerts Summer Youth Art Project 8th Arts&Music Festival. Two presentations on: Public Art dministrati©n March 16& 17,2002 October 28,2000 Quarterly Newsletter& Outdoor Concerts January 13, 2001 Ara Calendar May 31, 2002 February 17, 2001 Msual Arts Commit( June 7, 2002 March 10,2001. June 14, 2002 June 21, Z0D2 *New Programfor that fish year.