The URL can be used to link to this page

Home My WebLink About2014 03.03 City Council Work Session Agenda City of Apache Junction, Arizona Meeting location: City Council Chambers 1U Z at City Hall \ -` �► Agenda 300 E.Superstition Blvd. \gilONr Apache Junction,AZ - City Council Work Session 85119 apachejunctionaz.gov Ph:(480)982-8002 Monday, March 3,2014 7:00 PM City Council Chambers A. CALL TO ORDER B. ROLL CALL C. AGENDA ITEMS 1. 14-124 Update and discussion on a potential change to the city's procurement threshold. This item was first discussed at the city council meeting held on January 21st. Staff will follow up with council on the data they requested. This item is identified in the Fiscal Year 2013-2014 City Council Work Plan. Presentation and discussion. Sponsors: Anna McCray Attachments: Procurement follow up council memo 2. 14-48 Presentation and discussion with the mayor and city council regarding "Coffee with a Council Member". This would be a new opportunity for members of the city council to meet and interact with citizens of the city. Presentation and discussion. Sponsors: Christa Rizzi 3. 14-109 Update by Human Resources Director Liz Riley on proposed sick leave incentive program. Discussion may also include Apache Junction Police Officers Association (AJPOA) members Steve Jeansonne, Clyde Allison, Steve Fugate, and Seth Painter. Presentation and discussion. Sponsors: Liz Riley Attachments: Staff Memo-Sick Leave Incentive Program D. ADJOURNMENT Copies of this agenda and additional information regarding any of the items listed above may be obtained Monday through Thursdays, 7:00a—6:00p, excluding holidays, from the City Clerk's office located at. 300 East Superstition Boulevard,Apache Junction,AZ 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. City of Apache Junction,Arizona Page 1 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No. 1. �Piz oN* File ID: 14-124 Sponsor: Anna McCray Agenda Date: 3/3/2014 Index: In Control: City Council Work Session Update and discussion on a potential change to the city's procurement threshold. This item was first discussed at the city council meeting held on January 21 st. Staff will follow up with council on the data they requested. This item is identified in the Fiscal Year 2013-2014 City Council Work Plan. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 O�PP AC H iF✓G�'C� z City of Apache Junction Home of the Superstition Mountains gRIZoNP DATE: FEBRUARY 25, 2014 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS THROUGH: GEORGE HOFFMAN, CITY MANAGER BRYANT POWELL, ASSISTANT CITY MANAGER FROM: ANNA MCCRAY, MANAGEMENT ASSISTANT RE: PROCUREMENT THRESHOLD FOLLOW UP City council discussed the procurement threshold requiring city council approval as identified in the Fiscal Year 2014-2015 Council Work Plan at the January 21s' City Council Meeting. Data was provided showing the thresholds of similar towns and cities within our labor market. City Council expressed interest in further research and discussion on the topic, including perspective from department directors on the possibility of an increase. Staff attempted to quantify the number of procurements requiring city council approval that fell between $25,000.00 and $50,000.00 in Fiscal Year 2012-2013, the last full fiscal year that could be measured. Two key findings in the returned data were: 1) The city remained fiscally conservative, with only a handful of procurements within the range; and 2) Regardless of the dollar amount within that range, the procurements would have had to go before council for approval anyway due to the nature of the procurements (Intergovernmental agreements, grant applications with matching city funds, and professional services agreements not included in the exemptions contained in the city's current procurement code) As a result, this historical data does not support the city increasing the procurement threshold to $50,000.00 as it did not indicate it would streamline current processes in any way or save staff/council time. Staff attended a leadership team meeting to seek input from department directors on the possibility of modifying the procurement threshold. The same data discussed with council at the January 21s' City Council Meeting was provided to them. Interestingly enough, all of the department directors were more interested in pursuing a procurement model like that of the towns of Marana and Oro Valley. If you will recall, Marana and Oro Valley process all procurements administratively that have been adopted in the fiscal year budget by the council. Only those items not adopted in the budget, or items that require council approval per state law are considered by council. Procurement Follow Up Council Memo February 25, 2014 Page 2 It is important again to note that both the towns of Marana and Oro Valley, as well as most of the other comparable towns and cities that make up our labor market, have dedicated procurement staff that oversees procurement. Given this new data, if council wishes for staff to continue its research, council can direct staff at the next council meeting on March 18t"to: 1) Research further the Marana and Oro Valley models of procurement; including identifying the code changes required to adopt a modified procurement process and identifying any additional staff that may be required to implement and maintain; or 2) Research a specific increase to the procurement threshold that council would be comfortable with. ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard � 0 Agenda Item Cover Sheet Apache Junction,AZ 85119 Agenda Item No.2. 'Piz oN* File ID: 14-48 Sponsor: Christa Rizzi Agenda Date: 3/3/2014 Index: In Control: City Council Work Session Presentation and discussion with the mayor and city council regarding "Coffee with a Council Member". This would be a new opportunity for members of the city council to meet and interact with citizens of the city. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No. 3. �Piz oN* File ID: 14-109 Sponsor: Liz Riley Agenda Date: 3/3/2014 Index: In Control: City Council Work Session Update by Human Resources Director Liz Riley on proposed sick leave incentive program. Discussion may also include Apache Junction Police Officers Association (AJPOA) members Steve Jeansonne, Clyde Allison, Steve Fugate, and Seth Painter. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 O� PpACNf�Gycl I p U yz To: The Honorable Mayor and City Council Through: George Hoffman, City Manager g g Y From: Elizabeth H. Riley, Human Resources Director 1 Date: February 25, 2014 Subject: Proposed Sick Leave Incentive Program On Monday January 6, 2014, I presented the proposed sick leave incentive program to City Council. Questions were asked by City Council. One of those questions would affect the design of the proposed program. This is question#1 below. Question 2 clarifies the impact of donated time on an employee's eligibility for the program and question 3 clarifies the payment of time as proposed in the program. 1. Discussion took place regarding Workers Compensation claims, and FMLA designated time in general. The proposed program is being amended to exclude any sick leave time designated as FMLA regardless of whether it is a Worker's Compensation designated FMLA event or a general FMLA designated event from counting as sick leave use under the program. The Federal FMLA will be adhered to with regard to designation. 2. A question received after the Council meeting centered on how the Leave Donation program affects the proposed sick leave incentive program. The Leave Donation program would not have any impact on the proposed program. The Leave Donation program requires the donor of sick leave to have a balance of 320 sick leave hours remaining after the donation. And, the donated time is not tracked as Elizabeth H.Riley Director of Human Resources City of Apache Junction 300 E.Superstition Blvd. Apache Junction,AZ 85119 Office Hours:M-Th 7:00 AM—6:00 PM Service Over and Above the Rest time used by the donor. Since one of the eligibility requirements for participation in the proposed sick leave incentive program requires a balance of 120 sick leave hours on January 1st of each year this will not affect eligibility. The recipient of donated sick leave time may not have any eligible leave time in his/her time banks in order to be eligible to receive donated time and the maximum time allowed to receive is 160 hours. Donated time is used as it is needed, therefore a recipient of donated time would not have the time banked. 3. A question was asked regarding payment for time as outlined in the incentive program; the question was timeliness of payment. Upon notification by the city to the employee that he/she is eligible for the program and the notification to the city from the employee that lie/she is requesting to participate in the proposed incentive program payment would be timely. It is anticipate it would either be on or about the next scheduled pay day. Should the Honorable Mayor and City Council direct staff to proceed with the proposed Sick Leave Incentive program, the policy will be rewritten to include the amendment as outlined in question #1 above. c: M. Busby Elizabeth H.Riley Director of Hummt Resources City of Apachc Junction 300 E.Supetatition Blvd. Apache Junction,AZ 85119 Office Hours:M-Th 7:00 AM-6:00 PM Service Over and above the Rest