SUMMARIZED DRAFT MINUTES CITY OF SCOTTSDALE COUNCIL CAPITAL IMPROVEMENT PLAN (CIP) SUBCOMMITTEE THURSDAY, JANUARY 31, 2019 KIVA FORUM – CITY HALL 3939 N. DRINKWATER BOULEVARD SCOTTSDALE, AZ 85251 CALL TO ORDER Vice Mayor Phillips called the meeting to order at 8:35 a.m. ROLL CALL PRESENT: Guy Phillips, Vice Mayor Kathy Littlefield, Councilwoman Suzanne Klapp, Councilwoman STAFF: Dave Lipinski, City Engineer Jeff Nichols, City Treasurer Jim Thompson, City Manager Judy Doyle, Budget Director Sylvia Dlott, CIP Budget Manager Dave Meinhart, Sr. Transportation Planner Dan Worth, Public Works Director Erin Walsh, Public Information Officer Billy Murphy, Community Services Director Tim Conner, Manager, Office of Environmental Initiatives Ashley Couch, Drainage/Flood Control Program Manager 1. APPROVAL OF MEETING MINUTES • Regular Meeting of the Council Capital Improvement Plan Subcommittee – January 10, 2019 COUNCILWOMAN KLAPP MOVED TO APPROVE THE REGULAR MEETING MINUTES OF THE COUNCIL CAPITAL IMPROVEMENT PLAN SUBCOMMITTEE OF JANUARY 10, 2019 AS PRESENTED. COUNCILWOMAN LITTLEFIELD SECONDED THE MOTION, WHICH Council Capital Improvement Plan (CIP) Subcommittee January 31, 2019 Page 2 of 9 CARRIED 3-0 WITH COUNCILWOMAN LITTLEFIELD, COUNCILWOMAN KLAPP AND VICE MAYOR PHILLIPS VOTING IN THE AFFIRMATIVE WITH NO DISSENTING VOTES. 2. FISCAL YEAR 2019/20 PROPOSED CAPITAL IMPROVEMENT PLAN Dave Lipinski, City Engineer, listed the funding sources: • General Fund • Transportation Sales Tax (0.20 percent) • Transportation Sales Tax 2019 (0.10 percent • Stormwater Fee • Other funding sources General fund consists of requests that sustain existing capital assets and those that improve existing facilities and create new facilities. The list presented reflects staff’s recommendation for funding for the General Fund. One difference from the last presentation is additional funding for the chemical treatment systems in City pools in order to ensure the proper treatment system. This leaves a cash balance in the General Fund of $14.5 million. For reference, in FY 2018/19, the CIP Subcommittee and City Council left a cash balance of $13.9 million. The CIP Subcommittee is free to consider items from the General Fund unfunded project list for funding recommendation to City Council. Councilwoman Klapp said that unless it is critical to keep $14.5 million in the fund, she would suggest taking the restroom items and moving them onto the recommended list. Councilwoman Littlefield agreed, asking for confirmation that the improvements will make the restrooms ADA compliant. Mr. Lipinski stated that the updates include building improvements and ADA access. Vice Mayor Phillips asked whether the $9 million cost is over the five-year period. Mr. Lipinski said if the projects are moved up, they would be slotted into the five years based on the cash flow within the CIP. His belief is that the restroom facilities would be funded in the second or third year of the CIP. The $9 million would be funded over the five-year span of the CIP. Councilwoman Klapp commented that the restroom facilities are necessary for the operation of the City. It is an expectation of the citizens that the City have good restrooms within parks and various areas of the City. Vice Mayor Phillips noted that projects 1 and 3 are differentiated. Item 3 (McCormick-Stillman Railroad Park) includes expansion of parking and renovation of buildings followed by ADA restrooms. He would hate to see $9 million go to expand the park and renovate buildings and not the restrooms. He proposed stipulating the that funding just address the restrooms at the park. Mr. Lipinski clarified that project 3 is the McCormick-Stillman Phase I. There are other components, including the restroom building and several onsite improvements. If just the restrooms were to be broken out, they would have to confer with staff to determine the effect on the remainder of the project and possibly separate out elements. Vice Mayor Phillips asked other Subcommittee members if they were in favor of the $4 million project. Councilwoman Klapp stated she was in favor; however, this is very preliminary, and the assumption is that adjustments can be made if problems are identified. Councilwoman Littlefield cited the unfunded amount and asked about the funded component. Bill Murphy, Community Services Director, stated that some is from special revenue funds, and the Mechanical Society has pledged some dollars as well. It would include restrooms in terms Council Capital Improvement Plan (CIP) Subcommittee January 31, 2019 Page 3 of 9 of the master planning. Vice Mayor Phillips said that the Subcommittee agrees to make the recommendation to City Council. Mr. Lipinski clarified that the recommendation is to move up Projects 1 and 3 to replace aging restrooms at the City parks and expand parking, buildings and restrooms at McCormick-Stillman. Vice Mayor Phillips concurred. Mr. Lipinski addressed the 0.20 percent Transportation Sales Tax funding recommendations. The list encompasses the existing sales tax as opposed to the new approved sales tax. The list includes a title correction. Project 5, “Replace Deteriorated Pavement on City Streets,” is mistitled and should read, “Repair and maintenance of bikeways throughout the City.” The Pavement Overlay Program fund replaces deteriorated pavement. Mr. Lipinski said that $2.8 million is available. The CIP Subcommittee and City Council adopted a budget last year that left a $1 million balance available. There is a list of next ranked projects available to choose from, if the Subcommittee wishes to consider adding additional projects. Councilwoman Klapp said she would like to move up projects 1 and 2, as both are safety issues. These include: 1. Improve access and safety on 68th Street from Indian School Road to Thomas Road; 2. Rebuild Thomas Road from 56th Street to 73rd Street to improve safety. This would move up $1.5 million onto the recommended funding list, leaving $1.3 million as a cash balance. Councilwoman Klapp and Vice Mayor Phillips agreed with the recommendation. Mr. Lipinski addressed the 0.10 percent sales tax, which was approved by voters in November. All of the projects funded with the Arterial Life Cycle Program (ALCP) are being moved to the CIP. The year of funding depends on work with Maricopa Association of Governments (MAG). Staff’s recommendation is to include all of the listed projects in the CIP, as the funding source is now dedicated for these projects. Councilwoman Klapp addressed the joint project with Salt River Pima-Maricopa Indian Community (SRPMIC) to widen Pima Road from Thomas to McKellips. She does not wish to lose sight of the fact that this project was approved by voters. The question is whether it should be put on the list with the statement that funding is not required, as there is another funding source. Dave Meinhart, Sr. Transportation Planner, said staff is definitely not losing track of the project. They are working with MAG to keep the project on the list of regional projects. At this point, they are not showing funding within the six-year window, but if additional funds come available, it will be completed. There is also a grant application that SRPMIC is processing, which may very well come through and fund all of the future improvements in the Pima Road Corridor with the need for a local match that would come from the ALCP. At this point, SRPMIC is a matching partner. Their finances are available to fund exactly what is being shown in the program. Councilwoman Klapp suggested having an asterisk at the bottom of the page that notes the existence of this additional project, which may have another funding source. Mr. Lipinski said it could be added at the bottom as a potential future project. Staff can also discuss with the Transportation Department in terms of relaying this information to the public on an ongoing basis. Mr. Lipinski clarified the recommendation, which is that the Subcommittee will include the list in its recommendations to City Council. Staff will include the asterisk as suggested, listing the other projects and note the pending future funding through the ALCP program. Mr. Lipinski addressed the Stormwater Fee funding source. The fee was adopted last year as part of the FY 2018/19 rates and fees adoption. The fee was increased to $2 per month per utility bill. The number one project on the list at the time was the Crossroads East Phase I project. The project is moving forward into design. Through the CIP adoption, this existing Council Capital Improvement Plan (CIP) Subcommittee January 31, 2019 Page 4 of 9 project will have its budget modified to the current budget with the funding changed to the Stormwater Fee. The cost of the project has been adjusted. A portion is now being funded by a developer, Nationwide, who purchased the State land. Part of the agreement was to build a portion of the project. The recommendation is to use the Stormwater Fee moving forward to fund additional stormwater projects, possibly taking them off the unfunded list moving forward. Councilwoman Littlefield noted that the unfunded projects list includes many stormwater projects and asked why this is considered the most important. Mr. Lipinski said it became a priority several years ago when State land started to develop. It does not remove the land from the floodplain but does provide flood protection to the Crossroads East area. The project also provides protection for 50 acres south of the freeway. With the passage of the fee last year, this was the project identified to move forward first. Other funding sources will be pursued for the smaller projects through the County. In response to a question from Councilwoman Littlefield, Mr. Lipinski said the City’s portion of the project costs is $14 million. Ashley Couch, Drainage/Flood Control Program Manager, added a clarification. The project provides benefits not only to the undeveloped land within the Crossroads East Master Plan Community, but also provides benefits to properties south of Crossroads East.