Paul Loomis, Mayor
Al Kunisch, Vice Mayor
Helen Dankwerth, Council Member
Paula Abbott, Council Member
K.C. Carter, Council Member
Barry Gillaspie, Council Member
ABSENT: Terry Parish, Council Member
Finance Director Stacey Lemos presented responses to questions raised at the May 3rd Budget Study Session:
~Item 1 - Funding for expanding distance for citizen notification efforts was
removed from the Planning and Zoning budget in the amount of $21,500.00.
~Item 2 - A request for the total amount of revenue collected for Parks and
Recreation User Fees to include a comparison of charges for Parks and
Recreation facilities and programs between the Town of Oro Valley, the City of
Tucson and Pima County. Ms. Lemos referenced the following:
*A chart of projected revenues for Fiscal Year 2007-2008.
*Proposed budget 08-09
*Attachment A - fees charged for amenities provided by other jurisdictions.
~Item 3 - In lieu fees - Currently being researched and will be presented at the
May 14, 2008 Study Session.
~Item 4 - As of April 30, 2008, $9,661.00 of the $50K awarded to Gordley Design
Group for the Naranja Town Site Public Education Campaign has been spent.
~Item 5 - The cost savings realized from the newly instituted Procurement
program have been significant. Some examples are shown in the table below:
ITEM(S) SAVINGS OR REVENUE NOTE Copiers (7) $104,527.00 Cooperative vs. Retail Online Auctions $ 50,127.00 Revenue generated Sweeper $ 10,000.00 Cooperative vs. Retail Bike Locker $ 3,000.00 Cooperative vs. Retail Office Supplies $ 760.00 New contract as of March 17, 2008
~Item 6 - Projected Revenues for Fiscal Year 2008/2009 for Sales Tax and Bed Tax Rebates:
Oracle Crossings $285,060.00 Oro Valley Marketplace $675,441.00 Steam Pump Village $ 93,345.00 Sanofi-aventis $360,000.00 Hilton Bed Tax rebate $391,587.00
~Item 7 - Charts were referenced to itemize the components of the Operating budget, the Capital budget and Outside Funding Sources for Capital Projects for FY08/09.
~Item 8 - $14K was removed from the Town Council’s budget for P2 Public Education.
~Item 9 - The Aquatics Program Projected Cost was $631,049.00
- Swimming pool projected User Fees were $85K
- The Gate Count (FY 06/07) was estimated to be $112K
- Seasonal hours of operation were also addressed
~Item 10 - Contributors to the Naranja Town Site were listed as:
CONTRIBUTORS AMOUNT Business/Corporate $269,171.00 Sun City Vistoso Community Foundation $ 2,500.00 Oro Valley Citizens $ 4,471.00
Discussion clarified that the Sanofi-aventis rebate would be funded by Construction Sales Tax and budgeted for in the General Fund. It was noted that this source of funding could apply only to non-recurring expenses.
~Item 11 - Staff recommended that Cash Reserves be used to provide additional funding for The Capital Asset
Replacement Fund (CARF).
*$320K gap to fund requested items.
*CARF will be at $0 at the end of the year in order to fund the budget.
~Item 12 - Projected revenue and program costs for Building Safety were noted as follows:
Revenue FY 07/08 PROJECTED FY 08/09 BUDGET Residential Building Permits $1,100,000.00 $1,100,000.00 Commercial Building Permits $ 900,000.00 $ 486,730.00 Special Inspection Fees $ 16,600.00 $ 20,000.00 Miscellaneous $ 1,425.00 $ 1,600.00 Total Revenue $2,018,025.00 $1,608,330.00 Program Costs Administration $ 351,720.00 $ 359,328.00 Inspection $ 518,741.00 $ 568,539.00 Plan Review $ 640,890.00 $ 491,253.00 Intake & Permitting $ 146,997.00 $ 154,256.00 Implementation Plan $ 52,567.00 $ 31,240.00 Total Program Costs $1,710,915.00 $1,604,616.00 OPERATING RESULTS $ 307,110.00 $ 3,714.00
~Item 13 - The ($38,560.00) difference in Planning and Zoning’s budget for FY 07/08 and FY 08/09 were due
to the restructuring of employee duties and eliminating the part-time intern position.
~Item 14 - The cost of publishing the monthly, 8-page, color Oro Valley Vista versus its bi-monthly, 4-
page, black and white predecessor. The Oro Valley Vista is budgeted for $97,000 for FY 08/09. The
previous newsletter cost $28,649 in FY 06/07 and did not include brochures for the Library, Parks and
Recreation and the Water Utility departments. Funding for those departments’ brochures was provided by the
departments’ budget.
Vice Mayor Kunisch requested the amount that the Water Utility Department would contribute to the Oro Valley Vista’s budget of $97K.
~Item 15 - Staff will prepare a draft policy regarding minor funding requests for Council
consideration.
~Item 16 - $15K has been budgeted for Boards and Commissions training under General
Administration.
~Item 17 - Ms. Lemos referenced an itemized chart that cited revenue sources and what the revenue was used for in the budget.
~Item 18 - $50k had been added to the Arterial Roadways Line Item. Regional Transit Authority(RTA) funds for $50k were added as a revenue
source to offset the expenditure.
Council Members requested the following:
~Information regarding ramada rentals.
~An update on the Parks and Recreation fee study.
~A review of all departments regarding fees for specific tasks and the actual cost to perform the task.
Human Resources Director Sandra Abbey discussed the Safety and Risk Manager position. She stated that this position would oversee compliance with the Occupation Safety and Health Administration(OSHA). She noted that the Town’s current program is not at the desired level of compliance. She stated that departments have not had employees in place to assess compliance and therefore this position would have responsibility Town wide.
Ms. Abbey stated that Bob Easton of the Oro Valley Police Department (OVPD) has been pulled away from his usual duties to manage this responsibility. She noted that for this reason, the scope of the position has been partially met.
Ms. Abbey presented the duties and responsibilities of the Safety and Risk Manager. She stated that the Arizona Department of Occupational Health and Safety (ADOSH) and Occupational Health and Safety Administration (OSHA) requirements as:
~Recordkeeping and Posting of:
*Accidents
*Exposures
*Workplace injuries and illnesses
*Lost work time
*Fatalities
~Policies, Procedures and Mandatory Training
*Ergonomics
*Blood borne pathogens
*Hazardous chemicals
*Machine guarding
*Working in confined spaces
*Workplace hazards and lockout tagout
*Emergency action plans
*Electrical fire and safety
*Labeling and signing of facilities
*Materials handling and storage requirements
*Use of personal protective equipment
*Health and safety programs.
She explained the Risk Management Requirements:
~Written Fleet Safety/Auto Accident Prevention Policies and training for vehicle operators.
~Facility Safety Standards - to include the safety of members of the public while on Town property.
~Compliance with Department of Transportation requirements for drivers and equipment operators.
~Compliance and training on Town policies and procedures.
~Inspection of Town facilities, analysis of potential hazards, establishment of mitigation and prevention actions.
~Assessment of general liability vulnerabilities, analysis of insurance coverage needs, implementation of cost saving measures.
She listed the penalties as follows:
VIOLATION PENALTY Other than serious (failure to post job safety notices, annual summary of injuries and illnesses or OSHA 300 log) $1,000 to $7,000 per posting Other than serious (failure to post an OSHA citation) $3,000 per day Other than serious (failure to report a fatality or accident requiring hospitalization of 3 or more employees within 8 hours) $5,000 to $7,000 Serious violations $1,500 to $7,000 Willful violations $5,000 to $70,000 Repeat violations Up to $70,000 per day Criminal Penalties Up to $10,000 and six months in prison - Falsifying records Up to $5,000 and three years in prison -Assaulting a Compliance Officer Up to $5,000 and three years in prison
Ms. Abbey noted the potential return on investment:
~Potential insurance savings for Workers Compensation and/or General Liability Insurance.
~General Liability lawsuits are less likely.
~Avoidance of penalties for non-compliance.
~Prevention of accidents, injuries and fatalities.
She stated the Impact on Resident/Community as:
~Minimized lost work time.
~Oversight of Town facility safety standards.
~Funds spent on liability settlements would not be available for other community needs.
Ms. Abbey informed Council of the extensive responsibilities of a Safety and Risk Manager.
Discussion ensued noting the following:
~When an organization has 250 employees, then a Safety and Risk Manager position would be instituted.
~50% of the municipalities polled had their Safety and Risk manager in the Human Resources department.
~Some of the duties included:
*Writing procedures
*New employee training
*Recurrent training
Mr. Easton informed Council that:
~He had assessed the Town.
~He had created a questionnaire and disseminated it via the Loss Control Group in order to identify problems.
~He determines the cause of an accident through investigation.
~He found that 50% of Town training programs have been written.
~He wanted to implement fleet instructions for safe driving.
Town Manager David Andrews stated that the Risk Manager would report to the Human Resources director. He noted that the Risk Manager would be a one person division.
It was noted that the majority of accidents in municipal government were in the Police Department and that the OVPD was the largest department in the Town.
Planning and Zoning Director Sarah More recommended staying with the approved Zoning plan.
Discussion ensued regarding:
~Existing staff resources have shifted to create the Environmentally Sensitive Land Ordinance (ESLO).
~New staffing positions would enable the department to meet the current workload.
bg target specific areas of the code.
~The Planning and Zoning intern was funded from unused salaries for open positions.
~The ESLO should be completed in March, 2009.
~Ordinances that would impact the PADA were being drafted.
~An independent consultant will review current ordinances with regard to the environment.
Town Manager David Andrews reviewed the topics of the upcoming Budget Study Sessions.
Vice Mayor Kunisch requested information regarding the number of employees per capita.
Council Member Elect Garner requested that the $360k for Sanofi-aventis be placed on a future Budget Study Session for discussion.
Mayor Loomis requested:
~A list of items that the Water Utility Department is billed for by the Town.
~That the public notification issue be placed on a future Budget Study Session for discussion.
Council Member Gillaspie requested:
~Information regarding the cost for public notification using newspapers other than The Daily Territorial and the cost associated with signage.
~To strike Item 15 - Money allotted for Council Members to spend for minor funding for outside sources. He preferred that the funds be used to train board and commission members.
~Information regarding the cost for the Citizen Advocate position.
MOTION: A motion was made by Council Member Carter and seconded by Vice Mayor Kunisch to adjourn at 7:43 p.m.
MOTION carried, 6-0.