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HomeMy WebLinkAboutMinutes - Minutes - Bond Committee - Meeting Date: 1/21/2020MINUTES CITIZEN BOND ELECTION COMMITTEE CITY HALL, CONFERENCE ROOM B3 5850 W. GLENDALE AVE. GLENDALE, ARIZONA 85301 JANUARY 21, 2020 5:00 P.M. 1. CALL TO ORDER The meeting was called to order at 5:03 p.m. 2. ROLL CALL Roll call was conducted. Present: Lisa Baker Miachel Boule Michael Socaciu Gary Hirsch John Guers Jon Froke Also Present: Vicki Rios, Assistant City Manager Lisette Camacho, Budget and Finance Director Renee Molina, Budget and Finance Managment Assistant Donald Bessler, Chief Capital Improvement Officer Jayme Chapin, Principal Engineer James Milanese, Budget & CIP Engineering Administrator 3. CITIZEN COMMENTS No citizens were present. No comments. 4. APPROVAL OF THE MINUTES Presented by: Jon Froke, Citizen Bond Committee Chair a. Citizen Bond Election Committee Minutes of January 7, 2020. A motion was made by Miachel Boule, seconded by Gary Hirsch AYE: Jon Froke Lisa Baker Miachel Boule John Guers Gary Hirsch Michael Socaciu 5. PRESENTATION ON FLOOD CONTROL Presented by: James Milanese, Budget and CIP Engineering Administrator Presented by: Jayme Chapin, Principal Engineer Mr. Milanese and Ms. Chapin gave a detailed presentation on the Flood Control CIP. Mr. Milanese stated that staff tries to consolidate projects together with other departments to minimize the impacts to the public and create efficiencies. Committee Member Hirsch asked if there was an incubation period for a grant request and about the average length of the process. Ms. Chapin explained that the county notifies the City within a few months if the project grant has been awarded. Ms. Chapin noted that the projects can take up to a five-year period from origination to completion. Ms. Camacho explained that the City may not receive funding until it incurs expenses. Vice Chair Baker noted that there was a CDBG grant request from the City's Parks and Recreation Department for irrigation upgrades to Murphy Park and asked if the Glenn Drive Drainage Improvements project would be coordinated with the other, if the CDBG grant was approved. Mr. Milanese stated that this was a great suggestion and will follow up. Committee Member Socaciu asked for clarification of the public art line in the project financials. Ms. Camacho explained that there is a one percent arts transfer on all projects. Ms. Rios stated that funds are spent on public art which are not tied into the Flood Control Project. Committee Member Geurs inquired about the 59th Avenue and Thunderbird project and why it has taken so long to address the drainage issues that existed twenty years ago. Ms. Chapin relayed that the Engineering Department is doing a push to repair drainage as it tends to get pushed aside a bit. Ms. Chapin stated that staff is trying to rebuild this program and the bonds are a critical part of the effort. Ms. Rios explained that some improvements had not been done ----over-the-past twenty -years rdue to lack of funding or capacity to increase bonds without raising taxes and Council did not want to raise taxes. Ms. Rios commented that the financial need for the projects is much higher than in the current bonding authority. Committee Member Socaciu requested clarification of the amount of bonding that is being requested for this department. Ms. Rios and Ms. Camacho replied that the amount of additional bond authorization needed is approximately $22.3 million. Committee Member Socaciu asked if staff was asking for approval at this time. Ms. Rios replied that all the departments will make their presentations to the Committee and then a summary of all requests will be presented to the Committee. Committee Member Hirsch asked if the project budgets included an allowance or percentage for changes in work orders and unknowns. Mr. Milanese replied that there are monies in the project budgets for contingencies in the range of 5% to 15%, depending on the project, and also for such items as soil testing and Public Information Office neighborhood flyers. Ms. Rios stated that if there are issues with contingency overruns, staff will adjust the project or find other funding sources. Committee Member Boule asked if the City has considered a stormwater utility for operations and maintenance. Mr. Bessler explained that he and Mr. Craig Johnson from Water Services have discussed that suggestion. Mr. Bessler commented that whether or not the City chooses to create a utility is a policy decision. Ms. Rios announced that Mr. Johnson was looking into a utility and will provide some type of report on the matter. Chair Froke asked if there were any plans to install curb and gutter in the Glenn Drive project for streets without. Ms. Chapin stated that if it could be shown it is an integral part of moving water, curb and gutter could be considered in the project. Committee Member Geurs inquired about the impacts of Flood Control projects in Glendale at the Phoenix boundary at Camelback Road. Mr. Bessler commented that this is the reason there is regional coordination with grants because water flows across the entire valley. The agenda item was concluded. 6. ITEMS FOR DISCUSSION AND POSSIBLE ACTION Presented by: Jon Froke, Citizen Bond Committee Chair No items. 7. STAFF REPORT Presented by: Vicki Rios, Assistant City Manager Presented by: Lisette Camacho, Budget and Finance Director Ms. Camacho announced that the Parks Department will make presentations to the Committee in February. 8. COMMITTEE COMMENTS AND SUGGESTIONS Presented by: Jon Froke, Citizen Bond Committee Chair No comments were presented. 9. NEXT MEETING The next regular meeting of the Citizen Bond Election Committee will be held on February 4, 2020 at 5:00 p.m., in conference room 2A, located at 5850 West Glendale Avenue, Glendale, Arizona, 85301. 10. ADJOURNMENT A motion was made by John Guers, seconded by Lisa Baker The meeting was adjourned at 6:03 p.m. AYE: Jon Froke Lisa Baker Miachel Boule John Guers Gary Hirsch Michael Socaciu The Bond Committee meeting minutes of January 21 st, 2020 were submitted and approved this 4th day of February 2020. R'e. a Molina Managemen Assistant SPECIAL ACCOMMODATIONS For special accommodations, please contact Renee Molina at (623) 930-2470 or rmolina _.:lendaleaz.com at least three (3) business days prior to the meeting. Hearing impaired persons may use the Arizona Relay Service by dialing 711. Pursuant to A.R.S. 38-431(4), one or more members of the Audit Committee may be unable to attend the meeting in person and may participate telephonically. In accordance with Title 38 of the Arizona Revised Statutes (A.R.S.), upon a public majority vote of a quorum of the Citizen's Bond Election Committee (Ad Hoc), the Committee may hold an executive session, which will not be open to the public, regarding any item listed on the agenda but only for the following purposes: (1) discussion or consideration of records exempt by law from public inspection (A.R.S. 38-431.03(A)(2)) (ii) discussion or consultation for legal advice with the city's attorneys (A.R.S. 38-431.03(A)(3)) (iii) discussion or consultation with the city's attorneys regarding the city's position regarding contracts that are the subject of negotiations, in pending or contemplated litigation, or in settlement discussions conducted in order to avoid or resolved litigation (A.R.S. 38-431.03(A)(4)) Confidentiality requirements pursuant to A.R.S. 38-431.03(C)(D): Any person receiving executive session information pursuant to A.R.S. 38-431.02 shall not disclose that information except to the Attorney General or County Attorney by agreement of the Bond Committee, or as otherwise ordered by a court of competent jurisdiction.