MINUTES
ORO VALLEY TOWN COUNCIL
Study Session
April 29, 2009
ORO VALLEY COUNCIL CHAMBERS
11000 N. LA CANADA DRIVE
 
CALL TO ORDER - 5:30 p.m.

ROLL CALL

PRESENT:
Paul Loomis, Mayor
K.C. Carter, Vice Mayor
Paula Abbott, Council Member
Bill Garner, Council Member
Barry Gillaspie, Council Member
Al Kunisch, Council Member
Salette Latas, Council Member

Council Member Gillaspie arrived at 5:45 p.m.  Council Member Abbott attended the meeting via telephone.

1.

Discussion regarding creating a Town Signature Community Event


Item 1

Communications Administrator Mary Davis explained that at the request of Council Member Garner, staff conducted research on signature community events both in the Tucson metropolitan region as well as throughout the State of Arizona.  She noted that these events often become the trademark of the community and draw participants from around the State as well as the region and country.  She stated that these events produce gains for the municipality’s economy, build on existing economic development activities and often create a "sense of place" in the community.  She then explained that staff is recommending a public participation process in order to get citizen input on the types of events that they would support.  Ms. Davis further explained that staff has recommended key stakeholders, provided expectations and key questions to be addressed and projected a timeline for consideration by Council.  

DISCUSSION:
 ~ Hold an annual event at Steam Pump Ranch. The more people that attend events at this site, the more community support the Town would get for restoration.
 ~ Caution against spending a lot of money on a public participation process but work towards getting as much input as possible.  (Town would run public participation process).
 ~ Feel strongly that the Town needs such an event.  A lot of revenue could be generated.  Signature events would put the Town on the map.  Get all people involved and solicit all ideas.
~ Majority of signature events seem to be sponsored by Chambers of Commerce and other groups rather than cities/towns.  How many signature events are run by the cities?  (Mix of entities that sponsor.  Many times events are started by the municipality and then handed off.  Effort and work is done by other organizations).
 ~ Nice to have such events but question whether the Town has the resources available due to budget concerns.
 ~ This item could be charged to the Economic Development Commission if one is formed.  Great resource to reach out to the business community.
 ~ Final decisions will not be made in the near future as it will take a lot of planning and thought.  A signature event would put the Town in a unique light.  Not looking at the Town as the sole source of funding; coordinate with other agencies. 
 ~ Staff to research funding amounts expended by other jurisdictions for their signature events.  
 ~ Holiday Parade, July 4th events- perfect time to have elected officials come to Town.  (Possibly coordinate Holiday Parade with tree lighting ceremony).  Explore ideas in making these events larger.
 ~ Are we looking at enhancing existing events or creating a signature event?  
 ~ Events in the cooler months seem to have the greatest draw.  Larger number of tourists in the winter months in Arizona.

Council Member Abbott commented that she was looking into an event that would have a regional and statewide draw.  She stated that Oro Valley would be a perfect place for the event and she would like to present her ideas to the Council in the near future when she has gotten more details.

Mayor Loomis opened the floor for public comment.

Bob Schumann, Sonoran Desert Flyers and an Oro Valley resident, commented regarding signature events in the Town and stated that there are wonderful programs put on by the Oro Valley Public Library, Parks and Recreation and the Explorers.   He noted that there were concerns expressed at a meeting he attended about drugs in schools and he felt that the Town needed to have programs that would allow parents to interact with their children. 

2.

Gray Water, Rainwater Harvesting and Solar Photovoltaic (PV) & Heating Requirements


Item 2

Bayer Vella, Principal Planner, reviewed the status of town planning and regional efforts regarding gray water, rainwater harvesting and solar photovoltaic (PV) and heating requirements.  He also pointed out that the Town’s Building Safety and Water Utility departments have been proactive in these areas and have established Town Codes and Building Codes to facilitate the implementation of these efforts.  Further, the Town’s General Plan addresses the promotion of gray water, rainwater harvesting and solar PV and heating efforts.

~ GRAY WATER ("..wastewater, collected separately from your sewer flow that originates from a clothes washer, bathtub, shower or sink, but not from a kitchen, sink or toilet").
  - Per capita basis - could save approximately 13,000 gallons of drinking water per year by using gray water systems (family of four uses up to 50,000 gallons).
  - Town’s General Policy 12.3.1 addresses water conservation through a variety of techniques such as: Adopting building codes and providing incentives for water conserving plumbing such as gray water systems.
  - City of Tucson has required that waste plumbing be installed in new homes to allow future homeowners to decide whether they want to install the full system.  They also require a separate discharge for washing machine gray water which could be connected to in the future.
  - Must meet Arizona Department of Environmental Quality (ADEQ) requirements.
BENEFITS AND COSTS -
 - Water savings
 - New home marketing
 - Intensive cost to retrofit system (Cost per new home for plumbing set up is approximately $150-$300 vs. $10,000-$25,000 to retrofit).
 - Best accomplished in tandem with landscape design
 - Opportunity for future homeowners

Mr. Vella stated that staff is seeking input from Council on whether they should proceed with development of an ordinance to address gray water (should staff build on the City of Tucson’s ordinance or should the Town assemble its own stakeholder team to develop an ordinance)? 

DISCUSSION:
 - Dishwasher water (is not acceptable for gray water discharge)
 - Swimming pool water - (if chlorine content is low, you can re-use.  Can not drain pools into sewer).
 - How many Tucson homes have installed complete graywater system? (City of Tucson has just started implementing requirements; there are no results as of yet).
 - Can not retrofit homes with post tension cables.
 - Can not allow gray water to run onto other properties (must address lot sizes). 
 - Staff should meet with Pima County Wastewater to ensure there would not be sewer problems if gray water were diverted.
 - Questions to ask: Do we believe in water conservation?  Are we going to have enough water in 100 years?
 - Now that the City of Tucson has established codes regarding graywater, the Town of Oro Valley should move forward and try to implement by 2010.
 - Tucson’s ordinance only addresses single family and duplex residences.  If Council directs staff to move forward, they will explore multi-family residences with regard to graywater.
 - Form a Sustainability Commission. Provide a good forum for review and public comment.

RAINWATER HARVESTING  
 - Has longer return on investment.  
 - Incorporate micro-basins, landscaped swales, cisterns, etc. to retain rainwater.
 - Planning and Zoning Work Plan - Code is being reworked to address rainwater harvesting and water conservation.
 - Annual irrigation water conservation solutions: plant types, comprehensive water plan, irrigation system requirements and methods, water harvesting.
 ~ BENEFITS AND COSTS -
   - Reduced water costs
   - Reduced maintenance
    - Costs are associated with additional design and construction costs, hardware installation, maintenance.

DISCUSSION: 
 - Water evaporation from swimming pools.  Address community swimming pools in subdivisions verses single family home pools.  (If Sustainability Commission is formed they could address this issue).
 - Landscape Code - address smart controllers and better buffers between commercial/residential properties. 
 - Expect a 50% reduction of landscape water demand of future commercial and residential common areas.   How are we going to enforce/monitor for compliance?  Commercial aspect could work but private homes may be more complicated. 
 - Tucson ordinance addresses water harvesting for commercial uses and the gray water use for residences.  Should encourage water harvesting by developers.
 - Draft code requires separate metering or sub-metering for commercial and residential common areas.
 - Oro Valley Marketplace has utilized water harvesting.
 - Hot water on demand - some homes have circulation pumps (addressed in the Building Code).
 - Research method to control water drainage from roofs.
 - Wildlife Ridge Park utilizes water retention area (a grassy area that fills up when it rains and provides a recreation area when dry).  Possibly utilize for commercial purposes and get away from use of concrete. 

Mayor Loomis recessed the meeting at 7:02 p.m.  The meeting resumed at 7:07 p.m.

SOLAR PHOTOVOLTAIC (PV) AND HEATING-
 - Includes solar panels for generation of electricity and solar hot water systems.
 - City of Tucson now requires that all new residences be solar ready for electric (PV) and hot water.  Three options are provided: Full solar hot water system (approximately $3,000); Conduit with stub out for later installation of a solar hot water system (less than $100): or Insulated plumbing from water heater to roof (less than $100) (items are eligible for rebates).
  - City of Tucson working on implementation requirements for solar PV.
BENEFITS AND COSTS-  
  - Costs are inexpensive and rebates are available.
  - Energy savings realized.
  - New home marketing.

DISCUSSION:
  - Solar hot water provides quick return on investment.  Realize cost savings up front if pre-plumbed for the solar hot water.
  - Look at all sides regarding solar as there are other opportunities besides solar water heaters. 
  - Move forward and support what Tucson is doing.  
  - Congresswoman Giffords’ staff will be providing a "Solar 101" class at the Oro Valley Public Library at 6:00 on Monday, May 4th. 

3.

Administrative Budget review (continued from April 27, 2009):


a)

Debt Service Funds


Finance Director Stacey Lemos reviewed the Town’s debt service funds:
 ~ Municipal Debt Service Fund - allocates monies for principal and interest payment on past issuance of Excise Tax Bonds that were issued for acquisition of land and construction of buildings to support Town services.  Repayment of this debt is by excise sales tax, state shared revenues and other permit and fee revenues. 
 ~ Oracle Road Improvement District Fund - allocates monies for principal and interest payments for the issuance of the 2005 Improvement District Bonds issued to finance the widening of Oracle Road along the Rooney Ranch development.  Bonds are repaid by assessments levied on the property owners in the improvement district.

b)

Town Clerk


Item 3-b

Town Clerk Kathryn Cuvelier reviewed the Town Clerk’s 2009/2010 department budget in the amount of $528,435 which reflects expenditures for the 2010 Council Primary and General elections.  No issues were raised.

c)

Legal


Item 3-c

Town Attorney Tobin Rosen reviewed the 2009/2010 Legal Department (Civil and Prosecution) budget in the amount of $926,368.  He noted that the budgeted amount reflects the elimination of one full time civil attorney.  He further explained that due to the hiring freeze, they are also down an Office Assistant position due to a medical retirement.  (This position remains in the Legal Department’s budget).  He requested permission to fill this position as soon as circumstances permit.  

Discussion:
 ~ Training - Town must provide training for staff to perform their jobs.
 ~ Outside professional services - Need these services to handle major litigation that is beyond the Legal Department’s ability to handle.
    - Cut budgeted amount to $36,000. If necessary, fund additional expenditures out of the contingency fund.
    - Look at historical expenditures for outside professional services and bring to Council (get an accurate number for recurring expenditures).
    - Office Assistant position - ability to fill position from an internal applicant that may lose their position due to the proposed reduction in force.

d)

Town Council


Town Manager David Andrews reviewed the Town Council budget explaining that it reflected a slight increase over last year’s budget due to an increase in memberships and subscriptions. 

Discussion:
 ~ Possibly provide an additional $200 monthly car allowance instead of tracking mileage.  
 ~ Possibly allow unspent Travel/Training allowances to be rolled over into next year.
 ~ Car reimbursement should come out of the $5000 Travel/Training budget allocated for each Council member.  Make it optional as to whether the Council takes the monthly reimbursement or tracks mileage.  
 ~ Put Council retreat on hold this year and save the budgeted $10,000.  
     - Annual retreat provides value - team building, work on goals and ways to work together for the betterment of the community. 
     - Try to reduce costs.  Look at last five years of retreat costs and revisit this item.
     - Pima College and YMCA have offered their facilities - could reduce facility and food costs.
 ~ Volunteer Recognition Dinner budgeted at $18,000 - review past five years and try to reduce cost.
 ~ Provide cumulative total for Council travel over the past 10 years.  Council should set good example, reduce travel and training as expected of staff.
 ~ Major expense in the past has been the Arizona League of Cities and Towns Conference.  In 2009, it will be held in Oro Valley so there will be an automatic reduction in travel and training expenditures for this event.
 ~ Memberships - increase for Pima Association of Governments (PAG).  Now paying on a per capita basis for membership dues (dues went up to $30,160 vs. $10,000 in the past).   

ADJOURNMENT

MOTION: A motion was made by Vice Mayor Carter and seconded by Council Member Kunisch to adjourn at 7:55 p.m.

MOTION carried, 7-0.