HomeMy WebLinkAbout2011 08.15 City Council Work Session Agenda Pp ACHt04 �G
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APACHE JUNCTION CITY COUNCIL WORK SESSION
CITY COUNCIL CHAMBERS
300 EAST SUPERSTITION BOULEVARD
.••. APACHE JUNCTION,ARIZONA 85219
Monday, August 15, 2011
700PM
AGENDA
1 CALL TO ORDER.
2 ROLL CALL.
3 PRESENTATION AND DISCUSSION WITH CITY STAFF AND LOU MIRANDA, DIRECTOR OF THE EMERGENCY
MANAGEMENT DEPARTMENT OF PINAL COUNTY, ON THE CITY'S EMERGENCY PREPAREDNESS AND POST
EMERGENCY PLANNING.
4 PRESENTATION AND DISCUSSION ON THE FISCAL YEAR (FY)2011-2012 COUNCIL WORK PLAN.
At the beginning of each fiscal year the city council adopts a legislative work plan The legislative work plan identifies priority and focus items
that may require legislative action by the council. The purpose of this discussion is for the council to review the items that have already
been communicated to staff to be included in the draft work plan and also to discuss any other changes or additions the council desires
5 PRESENTATION AND DISCUSSION ON PROJECT PD 2011-01, POLICE ENFORCEMENT MOTORCYLE BID
Staff will discuss the bid for PD 2011-01, Police Enforcement Motorcycle bid Three bids were received from two vendors
6. DISCUSSION ON PROPOSED RESOLUTION NO 11-40, AUTHORIZING THE RE-SUBMISSION OF THE GRANT
APPLICATION TO THE BUREAU OF JUSTICE ASSISTANCE FISCAL YEAR 2011 BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT(JAG).
Staff respectfully requests council authority for the re-submission of the Edward Byrne Memorial Justice Assistance Grant(JAG)application for
Fiscal Year 2011 in the amount of$12,566 00
Proposed Resolution No 11-40 grants authorization for the re-submission of the grant proposal
7 PRESENTATION AND DISCUSSION ON RESOLUTION NOS 11-17 AND 11-18, ESTABLISHING SALARY EQUIVALENCY
AND TOTAL NUMBER OF PUBLIC SAFETY VOLUNTEERS ELIGIBLE FOR WORKERS'COMPENSATION COVERAGE.
The Arizona Municipal Risk Retention Pool has recently advised that statutory guidelines require premiums for workers'compensation benefits
for city volunteers be calculated differently than premiums for volunteer reserve police officers previously covered under Resolution Nos 06-30
and 09-41.
Resolution No 11-17 establishes the salary equivalency for the city's volunteer reserve police officers for use in calculation of workers'
compensation coverage Resolution No 11-17 also identifies the number of volunteer reserve police officers eligible for coverage by the city.
Resolution No 11-18 establishes the salary equivalency for the city's volunteers that perform law enforcement support services through victim
assistance programs,auxiliary patrol and the animal control division of the Apache Junction Police Department Resolution No 11-18 also
identifies the number of these volunteer eligible for coverage by the city
8. DISCUSSION ON ENTERING INTO A CONTRACT WITH SOUTHWEST SLURRY SEAL FOR THE STREET MAINTENANCE
SLURRY SEALING OF SELECT CITY STREETS THROUGH PINAL COUNTY COOPERATIVE CONTRACT#E09-002 FOR
$110,467 00 WITH A 10%CONTINGENCY OF$11,046.70 FOR A TOTAL NOT TO EXCEED AMOUNT OF$121,513.70
Staff will discuss entering into an agreement with Southwest Slurry Seal for the street maintenance slurry sealing of select streets within the
city through Pinal County Cooperative Cr^ct#EC09-002 for$110,467 00 with a 10%contir'4.1kr.4 of$11,046 70 for a total not to exceed
amount of$121,513 70
9_ ADJOURNMENT.
Copies of this agenda and additional information regarding any of the items listed above may be obtained from
the City Clerk's office
300 East Superstition Boulevard,Apache Junction,AZ
Monday through Friday,8.00 a m to 5 00 p m ,excluding holidays
If any person with a disability needs any type of accommodation,please notify the Human Resources Office,at
(480)474-2617 or(480)983-0095(TDD)at least 72 hours prior to the scheduled time
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TO: City Manager's Office
FROM: Chip Wilson, City Council Member and George Hoffman, City Manager
DATE: August 15, 2011
Agenda Type • Work Session Agenda
Council Priority Focus Area: Public Safety
TITLE OF AGENDA ITEM
PRESENTATION AND DISCUSSION WITH CITY STAFF AND LOU MIRANDA, DIRECTOR OF THE EMERGENCY
MANAGEMENT DEPARTMENT OF PINAL COUNTY, ON THE CITY'S EMERGENCY PREPAREDNESS AND POST
EMERGENCY PLANNING
ACTION REQUESTED:
Presentation and Discussion
DISCUSSION / BACKGROUND INFORMATION:
FISCAL IMPACT:
OPTIONS/ALTERNATIVES:
Aim` RECOMMENDATION:
ATTACHMENTS:
Click to download
No Attachments Available
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TO City Manager's Office
FROM: George Hoffman, City Manager
DATE: August 15, 2011
Agenda Type : Work Session Agenda
Council Priority Focus Area:
TITLE OF AGENDA ITEM
PRESENTATION AND DISCUSSION ON THE FISCAL YEAR (FY) 2011-2012 COUNCIL WORK PLAN
ACTION REQUESTED:
Presentation and Discussion
DISCUSSION / BACKGROUND INFORMATION:
At the beginning of each fiscal year the city council adopts a legislative work plan. The legislative work plan identifies priority
and focus items that may require legislative action by the council. The purpose of this discussion is for the council to review
the items that have already been communicated to staff to be included in the draft work plan and also to discuss any
other changes or additions the council desires
FISCAL IMPACT
Budgetary Approval Not Required
OPTIONS/ ALTERNATIVES:
riECOMMENDATION•
ATTACHMENTS:
Click to download
[] City Council FY 11-12 Work Plan
City Council Legislative Work Plan
Fiscal Year 2011-2012
DEVELOPMENT OF COMMUNITY
1 Comprehensive Zoning Code Update
This update will be a significant policy document for the community and will be a major in-house
project for the department; a current staffing levels, it will likely take year and a half to complete
2. Comprehensive Development Fee Update
The State Legislature has changed the law for development feeThe city will need to hire
professional consultants to prepare the development fee study infrastructure improvement plan
and fee study in accordance with those changes
ri
3 Portal's Planning
This project has been on the council's work program'for several years. here is a possibility that the
state may wish to proceed ahead with the Ci 5 lanning processes withinwit'hfklke next year
COMMUNITY INFRASTRUCTURE
4 ; Street an. sportation Strategic Plan
Develop a strategic five to ten year for ity's , ortation' ork.
5. Annual Street Mair ten ►ce *74
Plcn,
Consider the planned treet maintenance and c truction projects for the FY 11/12.
6. Preventive Maintenance Street't 1ect.
Considet an award Of contract for slurry sear'Projects'as per FY 11/12 Annual Street Maintenance
Plan
7. Rehabilitativevg Maintenance r`lrget Projgilts
Consider an award of contractor asphalt concrete overlay projects as per FY 11/12 Annual Street
Maintenance Plan.,
8. Procurement of Fleet/HURF.Vhicles
Consider an award for the procurement of city fleet vehicles and equipment
9 Engineering Standards and Public Works Fees
Consideration of updates to the existing engineering guidelines and public works fees
10 North Apache Trail Improvements
Consider an award of contract for the construction of improvements to North Apache Trail.
11. Superstition Mountain Community Facilities District IGA
Consider a potential IGA between the City and Superstition Mountain Community Facilities District.
12 Apache Junction Fire District Intergovernmental Agreement
Consider changes and updates to the existing IGA between the City of Apache Junction and the
Apache Junction Fire District (AJFD) A new addition to the IGA would include the maintenance of
,,per. EVP on ADOT signals outside the city but within the AJFD.
13 School District IGA Update
The school district has indicated interesting in modifying the existing IGA relating to facility use and
maintenance This project would involve significant staff work by the district and city The city
council and school board would ultimately approve mo lficatiotis o the IGA.
14. Multi-Hazard Mitigation Plan .-
Discuss and consider a Multi-Hazard Mitigation plan The Disaster Mitigation Act of 2000 requires all
local, county,tribal and state governments to have a FEMA approved hazard mitigation plan in order
to be eligible for federal disaster mitigation funds As a result,'the city has been collaborating with
other incorporated municipalities, Pinal County and the State of Arizona to develop a hazard
mitigation plan for the area. The plan will focus on the area s,most threatening hazards and provide
a strategy to reduce or eliminate the risk frorp those hazard 15 Alternative Street Funding
Collections to the Highway Users Revenue Find contitli:le totfecline and maintenance needs for city
streets continue to increase Council and staff will seek out newwways to preserve vital city
infrastructure.
16. Community`Gdrden
If requested, consider means to assist in the formation of a community garden.
17 Dog Park
A location and plan for a dog park has already been accepted by City Council but no funding soruce
has been identified. Direct staff to research and identify alternative funding sources to build this
park.
PUBLIC SAFETY
18 Towing Request for Proposal
Council has expressed interest in improving and streamlining the current vehicle towing process for
Police related matters
2
19 Hunting within Quarter-mile of Occupied Structures within City
SB1334 prohibits municipalities from enacting any ordinance or regulation limiting the lawful taking
of wildlife during open season established by the Game and Fish Commission unless the ordinance is
consistent with state law and rules adopted by the Commission Municipalities can adopt an
ordinance prohibiting the discharge of a weapon within one-quarter mile of an occupied structure
Because we relied upon previous state law to regulate the discharge of weapons within the city
limits,we do not have any city code provision establishing the same limitation. Council may wish to
adopt such a provision
20. Emergency Operations Planning and Practice
Review, practice, and improve the City's planning and preparedness for community emergencies.
THE CITY: INTERNAL ISSUES
21. Ethics
Assess the City's policies and training for Council, Boards and Commissions, and staff.
22. Request for Proposal for Health Insurance Carrier
Due to the annual increases in health care coats,staff anticipates re-bidding health insurance in FY
11/12 for an implementation in (;12/13
23. Request for Proposal for Employee Flexible Spending Account Provider.
Staff periodically reviews the market for all benefit providers to ensure the benefits provided to the
employees are provided at a reasonable cost to the city and the employee.
24. Enhanced Customer Service Hours ^
Assess pilot program for enhanced customer service hours Consider whether or not to retain.
25 Personnel Rules Revision
Discussion and consideration of possible personnel Rules revision related to the implementation of
the 4/10 schedule if continued beyond the pilot period
26 Recommendation to Council for Revised Labor Market
With the 2010 census complete,staff recommends that the city council review the current city labor
market and discuss possible changes to improve our gauge of the labor market
27. Review Employee Class and Compensation with Labor Market Cities.
3
To remain competitive in the labor market, city council has historically requested staff periodically
compare employee class and compensation with labor market cities. It has been approximately 4
years since the last review.
28 Investment Debt Management Policy
The city's financial advisor has counseled that the city adopt an Investment and Debt Management
Policy Doing such will assist city staff in the management of their fiduciary duties
29 League Resolutions
Each year the city council has the opportunity to submit or cosponsor resolutions to the League of
Arizona Cities and Towns Resolutions Committee
30 City Tax Code
Research and possible consideration of amending the city tax code regarding a city use tax
31 Best Value Procurement
Members of the City Council expressed interest in researching and possible consideration of
amending the city purchasing code to allow for awarding bids according to "best value" instead of
strictly lowest bid
32. Water District Incorporation
Some members of the city council expressed interest in°researching,discussing, and possible
consideration of making the Water District a city ov1fed utility:
33 Annual Budget
Council will consider the FY 2012-2013 annual budget:
34 Worker's Compensation Insurance for Volunteers
As the city government continues to contract, reliance on the assistance provided by volunteers has
been essential in continually providing quality services to residents of the community Providing
workers compensation for these important team members helps protect them and the city during
the important service they provide.
ECONOMIC DEVELOPMENT
35 Greater Phoenix Economic Council Contract Renewal
This is an annual opportunity for the city council to review Apache Junctions' participation in the
Greater Phoenix Economic Council (GPEC), consider the return on investment (RIO) and hear of
GPEC's plans for the coming year, prior to making a decision on contract renewal.
4
36. Trail of Flags
Discuss the frequency of and/or modification to current practice.
37 Downtown Policies
Numerous polices need to be addressed by the city council according to the Downtown
Redevelopment and Implementation Strategy adopted on September 21, 2010, including
Goal 1 4 a - Establish a program to collect "hard" data on winter visitor statistics.
Goal 4 1 a- Encourage commercial buildings to connect to existing sewer lines through financial
incentives
Goal 4.1.c- Impact fees waived for new development less than 20,000 square feet in Transition
Zone
Goal 4.3.b-Offer three year partial tax rebate to local businesses to relocate downtown
Goal 4 3 c-Allocate percent of new city sales tax from development outside downtown to
downtown
Goal 4 4 d-Consider forming a Business Improvement District for enhanced services.
`Goal 4.5.c-Consider dedicating a portion of the City of Apacheiunction's Transient Lodging Tax for
tourism
Goal 4.6.a-Allocate 1%of the construction costs of new public projects for art within downtown.
Goal,4.7 a - Program infrastructure improvements(water, sewer,streets)to eliminate deficiencies
and enhance liveability.
Goal 5 1 c-Modify the Meridian.Redevelopment Area to include the gap in the downtown
Goal 6 4 a -Work•tth Pinal County to acquire rodeo grounds
Goal 6 6 e-When normal enforcement is not effective the city should use abatement procedures to
clean up properties, bill owners
Goal 7 1 a - Develop Capital Improvements Program to include downtown projects.
Goal 7 3 e-City Toolkit should be updated to reflect correct information
Goal 7.4.i- Revise the Infill Incentive District to reflect actual incentives.
5
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TO. City Manager's Office
FROM: Captain Arnold Freeman
DATE: August 15, 2011
Agenda Type Work Session Agenda
Council Priority Focus Area: Public Safety
TITLE OF AGENDA ITEM:
PRESENTATION AND DISCUSSION ON PROJECT PD 2011-01, POLICE ENFORCEMENT MOTORCYLE BID
ACTION REQUESTED.
Presentation and Discussion
DISCUSSION / BACKGROUND INFORMATION:
Staff will discuss the bid for PD 2011-01, Police Enforcement Motorcycle bid Three bids were received from two vendors.
FISCAL IMPACT:
OPTIONS/ALTERNATIVES:
RECOMMENDATION:
ATTACHMENTS:
Click to download
l] Poriect PD 2011-01 Police Motorcycles
THERE IS ADDITIONAL
INFORMATION ON THIS ITEM
IN THE REGULAR MEETING
SECTION UNDER ITEM eit%
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TO: City Manager's Office
FROM: Jerald L. Monahan, Chief of Police
DATE: August 15, 2011
Agenda Type Work Session Agenda
Council Priority Focus Area: Public Safety
TITLE OF AGENDA ITEM:
DISCUSSION ON PROPOSED RESOLUTION NO. 11-40, AUTHORIZING THE RE-SUBMISSION OF THE GRANT
APPLICATION TO THE BUREAU OF JUSTICE ASSISTANCE FISCAL YEAR 2011 BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT (JAG).
ACTION REQUESTED:
Presentation and Discussion
DISCUSSION / BACKGROUND INFORMATION:
Staff respectfully requests council authority for the re-submission of the Edward Byrne Memorial Justice Assistance Grant
(JAG) application for Fiscal Year 2011 in the amount of $12,566.00.
Proposed Resolution No 11-40 grants authorization for the re-submission of the grant proposal
FISCAL IMPACT.
Budgetary Approval Not Required
OPTIONS/ALTERNATIVES:
RECOMMENDATION:
ATTACHMENTS:
Click to download
Staff Report
I] Resolution 11 40
L] Project Budget
THERE IS ADDITIONAL
INFORMATION ON THIS ITEM
IN THE REGULAR MEETING
SECTION UNDER ITEM 1 /
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TO: City Manager's Office
FROM• Bryant Powell, Assistant City Manager
DATE: August 15, 2011
Agenda Type : Work Session Agenda
Council Priority Focus Area. Required by Federal Law or State Statute
TITLE OF AGENDA ITEM•
PRESENTATION AND DISCUSSION ON RESOLUTION NOS. 11-17 AND 11-18, ESTABLISHING SALARY EQUIVALENCY
AND TOTAL NUMBER OF PUBLIC SAFETY VOLUNTEERS ELIGIBLE FOR WORKERS' COMPENSATION COVERAGE
ACTION REQUESTED:
Presentation and Discussion
DISCUSSION / BACKGROUND INFORMATION:
The Arizona Municipal Risk Retention Pool has recently advised that statutory guidelines require premiums for workers'
compensation benefits for city volunteers be calculated differently than premiums for volunteer reserve police officers
previously covered under Resolution Nos. 06-30 and 09-41
Resolution No. 11-17 establishes the salary equivalency for the city's volunteer reserve police officers for use in calculation of
workers' compensation coverage Resolution No 11-17 also identifies the number of volunteer reserve police officers eligible
for coverage by the city.
Resolution No. 11-18 establishes the salary equivalency for the city's volunteers that perform law enforcement support
services through victim assistance programs, auxiliary patrol and the animal control division of the Apache Junction Police
Department. Resolution No. 11-18 also identifies the number of these volunteer eligible for coverage by the city.
^' FISCAL IMPACT:
Budgeted Expenditure
OPTIONS/ALTERNATIVES:
Statutory Requirement
RECOMMENDATION:
Staff respectfully requests approval of Resolution Nos 11-17 and 11-18 at the city council meeting on Tuesday, August 16,
2011.
ATTACHMENTS:
Click to download
❑ Cover Memo
❑ Resolution No. 11 17
❑ Resolution No. 11 18
DATE. AUGUST 15,2011 ,.,.
TO HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM• BRYANT POWELL,ASSISTANT CITY MANAGER
THROUGH. GEORGE HOFFMAN, CITY MANAGER
RE RESOLUTION NOS. 11-17 AND 11-18, ESTABLISHING THE SALARY EQUIVALENCY FOR
PUBLIC SAFETY VOLUNTEERS FOR PURPOSES OF WORKERS' COMPENSATION COVERAGE
AND IDENTIFYING THE NUMBER OF PUBLIC SAFETY VOLUNTEERS ELIGIBLE FOR
WORKERS' COMPENSATION COVERAGE
On July 18, 2006,the Mayor and City Council adopted Resolution No 06-30, which established workers'
compensation benefits for unpaid volunteers in the Police Department who perform law enforcement
support services through its auxiliary volunteer program, as well as its victim assistance and animal
control division general support functions
Subsequently, on August 19, 2009,the Mayor and City Council passed and adopted Resolution No 09-
41,which increased to 100 the number of police volunteers who could be covered under workers'
compensation insurance,from 45 as originally approved and adopted in Resolution No 06-30
The Arizona Municipal Risk Retention Pool has recently advised that statutory guidelines require
premiums for workers'compensation benefits for volunteer reserve police officers are calculated
differently than premiums for benefits for other City volunteer workers previously covered under
Resolution Nos 06-30 and 09-41.
Resolution No 11-17 establishes that the salary equivalent for reserve police officers is$3,807 00 per
month for the purposes of premium payments and compensation for workers'compensation In
addition, Resolution No 11-17 identifies the number of volunteer reserve police officers eligible for
workers' compensation coverage is 5.
Resolution No. 11-18 establishes that the salary equivalent for computing compensation benefits and
premium payments for city volunteers is$400 00 per month divided by 100 times an industry-wide
multiplier determined by the Arizona Municipal Risk Retention Pool In addition, Resolution No 11-18
identifies the number of city volunteers eligible for workers' compensation coverage is 95 as long as
these volunteers perform law enforcement support services provided through victim assistance
programs, auxiliary patrol and the animal control division of the Apache Junction Police Department.
Staff respectfully requests your approval of Resolution Nos 11-17 and 11-18 at the council meeting
scheduled for tomorrow evening,Tuesday,August 16th
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INFORMATION ON THIS ITEM
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SECTION UNDER ITEMS 8 � �1
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TO: City Manager's Office
FROM: Shane Kiesow, Public Works Director
DATE. August 15, 2011
Agenda Type • Work Session Agenda
Council Priority Focus Area: Budgeted Operational Item
TITLE OF AGENDA ITEM:
DISCUSSION ON ENTERING INTO A CONTRACT WITH SOUTHWEST SLURRY SEAL FOR THE STREET
MAINTENANCE SLURRY SEALING OF SELECT CITY STREETS THROUGH PINAL COUNTY COOPERATIVE
CONTRACT#E09-002 FOR $110,467 00 WITH A 10% CONTINGENCY OF $11,046 70 FOR A TOTAL NOT TO EXCEED
AMOUNT OF $121,513.70.
ACTION REQUESTED:
Presentation and Discussion
DISCUSSION/ BACKGROUND INFORMATION
Staff will discuss entering into an agreement with Southwest Slurry Seal for the street maintenance slurry sealing of select
streets within the city through Pinal County Cooperative Contract#EC09-002 for$110,467.00 with a 10% contingency of
$11,046 70 for a total not to exceed amount of$121,513 70
FISCAL IMPACT.
Budgeted Expenditure
OPTIONS/ALTERNATIVES:
RECOMMENDATION:
Discussion
ATTACHMENTS.
Click to download
D Southwest Slurry Seal Memo
D Southwest Slurry Seal Contract
THERE IS ADDITIONAL
INFORMATION ON THIS ITEM
IN THE REGULAR MEETING
SECTION UNDER ITEM