Office of the City Manager
TO: Mayor and Council
FROM: Charles R. Oliver, City Manager
DATE: May 29, 2009
SUBJECT: Issues Update
SURPRISE WINS NATIONAL VIDEO AWARD. The Communications Department and Surprise 11 has received a bronze Telly Award in the Travel/Tourism category for the City of Surprise Tourism commercial spot. The spot was produced for national broadcast during the CTCA tournament in November. The Telly is a national award honoring the very best local, regional and cable television commercial and programs. The 29th annual Telly awards received over 14,000 entries from all 50 states. The Communications Department worked together with CRS staff in getting the commercial taped and distributed. The winning spot can be viewed here: http://surpriseaz.granicus.com/MediaPlayer.php?publish_id=107
SIERRA MONTANA PARCEL 14 – 05/28/09 UPDATE ON STREETLIGHT ISSUE. Only three property owners attended a neighborhood meeting on Wednesday evening, May 27th at the Sierra Montana Recreation Building. Letters were mailed to all property owners inviting them to the meeting and explaining that APS will turn the streetlights out on June 30, 2009. The letter also requested the property owners to sign and return the petition to the City. As of May 2th only 20 owners have returned the signed petition. Over fifty percent of total number of property owners (approximately 160) within the subdivision is required to form a Streetlight Improvement District (SLID.) APS has not received any payments for the streetlights since last January. As a result APS is planning to turn off the lights after June 30 if the process to form a SLID fails to proceed. Another update will be provided in two weeks to report on the number of signed petitions received and the planned action of APS.
UNPAID SEWER AND TRASH BILLINGS. There were 101 delinquent sewer and trash accounts in the Original Town Site (OTS). Letters were sent and door hangers were placed notifying these individuals of the delinquency and the termination of their water service if a payment arrangement was not established by April 30, 2009. The City offered a one-time amnesty program that forgave part of the outstanding balance if
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the individual qualified and if they responded by April 30, 2009. Last evening City Council modified this policy.
As of 5/28/09:
• 26 accounts are scheduled for shut-off on June 1, 2009. These customers have not participated in the amnesty program or responded to any of the letters or door hangers provided. • 42 have contacted the city and established a payment plan. • 11 accounts have been paid in full. • 1 account is being disputed. Staff is working with American Water and the City of El Mirage regarding the validity of the charges. • 21 accounts were closed.
Based on Council action last evening an amnesty program was established and after water service is terminated on these 26 accounts, impacted residents can have water restored by entering into a repayment agreement of the current month’s service plus 1/24th of the unforgiven balance plus a reconnect charge.
In addition, staff performed a cursory review of the 4/30/2009 aging report and there are approximately 170 accounts that would be subject to shut-off next month under the IGA with the City of El Mirage unless payments are made. These accounts are currently 61-90 days delinquent.
BRIDGE WORK ON BELL TO BEGIN JUNE 1. Crews will begin making aesthetic improvements to Friendship Bridge on Bell Road on June 1, which will result in traffic restrictions in both directions of Bell, from El Mirage Road to Sierra Dawn Blvd.
The work will consist of installing decorative stone veneer and staining/painting of existing bridge rails and guard rails located on either side of the bridge. A new gateway entry monument sign and landscape will also be constructed to the east of Friendship Bridge welcoming drivers to Surprise. Construction work and lane restrictions hours are 8:30 a.m. - 3:30 p.m. Monday - Friday. Night work may be required during the hours of 9 p.m. to 5 a.m., Monday - Friday. June 1-5: the median (inside) lanes on eastbound and westbound Bell Road will be closed during the work hours listed above. June 8-19: the curb (outside) lanes on eastbound and westbound Bell Road will be closed during the work hours listed above. If possible drivers should try and avoid the construction area during the lane closures to minimize traffic congestion. The aesthetic improvements are scheduled for completion by the end of June. Work on the gateway monument signage is expected to finish by September, and that work will not require lane closures.
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SLID UPDATE. Demand letters were recently mailed to five developers demanding payment for electricity costs for SLIDs (street light improvement districts). The sum demanded represents the cost of providing electricity to the particular development for which tax revenue was insufficient to satisfy the costs (the tax rate was insufficient to pay the cost of electricity to the individual SLIDs).
Each SLID was formed by Resolution and agreed to by the developer. Each developer has been invoiced but has failed to provide payment regarding their obligation. The demand letters state the developer has 30 days from the date of the letter (May 22, 2009) to remit payment in the amount noted. If payment is not received by June 22, 2009 the City will pursue any and all legal action to collect this debt, including seeking pre-judgment interest at the maximum legal rate and attorney fees. Each demand letter included a copy of the Resolution as well as a copy of the original invoice.
The demand letters were mailed to:
RESOLUTION # # OF DEVELOPER AMOUNT AND DATE LOCATION LIGHTS Countryside at S.E. corner of Surprise Homeowners’ #10-16, Reems and Association $ 7,154.00 3/1/2001 Greenway 209 N.E. corner of #04-85, Waddell and Nicholas Homes $ 7,800.64 4/22/2004 Reems 102 S.E. corner of #05-01, Bullard and Fulton Homes $13,548.54 1/13/2005 Greenway 141 S.E. corner of CHI Construction #06-96, Citrus and Company $47,251.88 7/27/2006 Waddell 391 TOTAL $75,755.06
HOA PRESIDENTS ROUNDTABLE– THIRD PARTY COLLECTIONS. The next Homeowner’s Association President’s Roundtable will be held in the City Hall Classroom on June 2, 2009 starting at 6:30 p.m. Approximately 20 attendees are expected, and the topics will be Third Party Collections for HOA’s, as well as a presentation from ADOT regarding the planned widening of Grand Avenue.
ADAPTIVE OUTREACH & SENIOR CENTER ARIZONA CHRISTMAS TREE. Arizona has been given the honor of providing the 2009 Capitol Christmas Tree, also known as "the people's tree." The effort, coordinated by the Apache-Sitgreaves National Forests and numerous other businesses and statewide partners, will result in a gift to the Nation from
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the entire state. While providing a Christmas tree to be displayed in Washington D.C., Arizonans have the opportunity to showcase all that is special about our state, the beauty of our natural resources, the products and services of our businesses, the richness of our cultures, and the talents and generosity of our people. Surprise seniors will be creating beautiful Arizona themed clay ornaments for the display. We hope that a group called WHAM will prepare and donate blank ornaments in clay in the appropriate size, and shape. Then the seniors will glaze, paint or mosaic their desired design onto the blank. The Adaptive Recreation Outreach Program will also be participating in this project by creating special decorations for the tree.
AZBCA HIGH SCHOOL ALL-STAR BASEBALL. Starting this weekend, Surprise Stadium will host the AZBCA High School Baseball All-Star games. The 5A game will be played on Friday, May 29th, 1A/2A will be Saturday, May 30th, 4A will be Friday June 5th and 3A will be Saturday June 6th. Over 1,500 spectators are expected to attend these games. The teams are comprised of the best high school talent from around the State of Arizona.
COMMUNITY YOUTH LEADERSHIP NETWORKINGEVENT. The Community Youth Leadership program came to a close last night as all youth that completed the program were honored at a small networking event at Bert’s Bistro at Interfaith. All of the partners who made the program possible were present including Mayor Truitt, Councilman Williams, City of Surprise Staff, Dysart Unified School District, APS, Chamber, and Rio Salado Community College. All participants received a graduate certificate. The group that began a Surprise S.A.D.D chapter won the overall award. This partnership and program gave youth in Surprise a wonderful opportunity and partners hope to continue this program in the fall.
MEMORIAL DAY PARADE. Approximately 1500 residents lined up on Bullard Ave to watch over 80 entries in the parade, enjoy the pancake breakfast, view the art show, and visit with vendors and city department representatives on Saturday. Special thanks to the various city departments and staff that made the event a success. Several departments including Public Works, Police and Fire had entries in the parade. The Communications department provided a live show for those on Channel 11 and helped to promote the event. Community Development, Economic Development, Public Works and Community and Recreation Services had booths and provided information to visitors. The Dysart Unified School district also provided new components this year by adding a performance by Willow Canyon Theatre group, over 100 pieces of artwork from 3-8 graders for an art show, and an essay contest winner who read her essay at the wreath ceremony.
YOUTH SPORTS PROGRAMMING UPDATE. CRS staff met with officials from Paradise Education Center to discuss potential joint programming during the 09/10 school year.
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YOUTH BASEBALL. CRS hosted a youth baseball tournament over Memorial Day weekend featuring 17 teams from around the state. Players from Flagstaff, Tucson, Yuma and various valley cities as well as a team from Santa Fe, New Mexico participated in this two-day event.
CRS is hosting a High School Wood Bat baseball tournament this week featuring 16 teams. 15 teams are from cities across the entire valley and one is here from New Orleans, Louisiana.
WEEKLY ‘COUNCIL REQUEST REPORTS’ are attached as EXHIBIT A. This report documents any request of the Mayor and Council made at a Public Meeting.
WEEKLY ‘HANSEN COUNCIL REPORT’ is attached as EXHIBIT B. This report documents any issue or request for information that originated from the Surprise Care line or website, the Mayor and Council’s office, and the City Manager’s office.
EXHIBIT A
Active Requests by Due Date Due Date by Month Due Date Request Name Request Requestor Responsible Department Responsible Party Date May 2009
5/30/2009 Traffic Calming 1/22/2009Council Members Traffic Concerns by both Dr. Maki Williams and Alton Council Members June 2009
6/30/2009 City Manager Administrative 11/13/2008 Council Member City Manager Kathy Rice Orders Alton July 2009
7/24/2009 Nuisance Ordinances 3/12/2009 Council Member Police Dan Hughes 7/31/2009 A/R Aging Report 5/28/2009 Council Member A Finance Robert Nilles 7/31/2009 Landlord Utility Notification 5/28/2009 Council Member Finance Robert Nilles 7/31/2009 Neighborhood Watch 5/28/2009 Council Member Police Chief Hughes Enhancement Williams
Friday, May 29, 2009 Page 1 of 1 EXHIBIT A
Active Requests by Due Date Due Date by Month Due Date Request Name Request Requestor Responsible Responsible Party Date Department May 2009
5/30/2009 Traffic Calming 1/22/2009 Council Members Traffic Concerns by Dr. Maki Williams and Alton both Council Members Comments: 1/23/2009 Council Member Williams wants to discuss Traffic control Citywide, incomplete/pavement issues in various parts of the City. Council Member Alton wishes to discuss aesthetics and speed limits on Bullard and scheduling Bell work to be done at night.
Mayor plans to schedule a workshop probably second meeting in May.
June 2009
6/30/2009 City Manager Administrative 11/13/2008 Council Member Alton City Manager Kathy Rice Orders Comments: 4/3/2009 Working with City Clerk to review all items in back ordinances.
12/5/2008 All Identified Executive Orders signed by Mr. Rumpeltes and previous CM's identified and given to CM. Most will be incorporated into Employee Policies and Guidelines. Additional work to identify other policies needed will be brought forward as needed.
11/13/2008 Council Member Alton requested information regarding all administrative orders enacted by the former City Manager which continue to guide City operations.
July 2009
7/24/2009 Nuisance Ordinances 3/12/2009Council Member Willia Police Dan Hughes Comments: 5/28/2009 Changed due date from 6/20/09 in order to ensure that the ordinance is fully developed and meets the needs of the City.
3/12/2009 CM Williams requested an information and an overview of all current nuisance ordinances. Issues Update will indicate it will take about 90 days to develop ordinances for Council's review.
7/31/2009 A/R Aging Report 5/28/2009 Council Member Alton Finance Robert Nilles
Comments: 5/29/2009 Finance to provide an Accounts Receivable aging report on a regular basis to council
5/28/2009 Council Member Alton requested that council be informed of A/R activity and be provided with information regarding past due accounts.
Friday, May 29, 2009 Page 1 of 2 EXHIBIT A
Due Date Request Name Request Requestor Responsible Responsible Party Date Department 7/31/2009 Landlord Utility Notification 5/28/2009 Council Member Willia Finance Robert Nilles
Comments: 5/28/2009 Council Member Williams requested that a process be developed to ensure that landlords are informed when their tenant falls behind on utility payments. Property Owners are ultimately responsible for the bill.
7/31/2009 Neighborhood Watch 5/28/2009Council Member Police Chief Hughes Enhancement Williams Comments: 5/29/2009 CM Williams would like to discuss ideas concerning the enhancement of the Neighborhood watch program.
Friday, May 29, 2009 Page 2 of 2 Untitled Page Page 1 of 1
EXHIBIT B
1 / 1 Main Report 100%
5/29/2009 Council Requests
Dept Assigned Status Service Request Caller Name Code Entered Date Completed Date Open 29143 PIERCE, DALE CSIDW 544 5/28/09 1:55 pm
Caller Comments : Caller states the asphalt sidewalk is torn up and there is glass on the sidewalk that should be removed
Status :
Open 29141 PIERCE, DALE CSAFE 444 5/28/09 1:44 pm
Caller Comments : Tree limb is blocking the sidewalk and caller cannot pass in his motorized wheelchair. Caller requests l
Status :
http://surpriseapps/srreport/default.aspx 5/29/2009