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01-16-2014_CIACCapital Improvements Advisory Committee Minutes for the Meeting on Thursday, January 16, 2014 1:30 p.m. Utilities Center Conference Room 218 Committee Members Present: Lonnie Hamilton, Chair Eugene Suttmiller, Vice -Chair Max Bower, Committee Member Chrys Uhlig, Committee Member Committee Members Absent: Ronald Johnson, Committee Member Meeting began at approximately 1:30 p.m. City Staff Present: Adrienne Widmer, Acting Water & Wastewater Admin. Mark Johnston, Parks & Recreation Director Loretta Reyes, Public Works Director Eric Martin, Project Management Administrator Travis Brown, Fire Chief Justin Dunivan, Deputy Police Chief Victoria Delgado, Accountant Lori Romero, Utilities Office Assistant Senior 1. Acceptance of the Aoenda. Suttmiller motioned to accept the agenda. Seconded by Bower. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Uhlig-Aye. The motion passed, agenda was accepted. 2. Acceptance of the Minutes. Regular Meeting of December 19, 2013. Uhlig motioned to accept the minutes. Seconded by Bower. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Uhlig-Aye. The motion passed, minutes were accepted. 3. New Business. None. 4. Old Business. Public Safety Impact Fee Proiects. Hamilton stated that between Eric and Loretta they are going to bring the CIAC up to speed on Public Safety. He stated that they are going to try to get a little order as far as organizational charts so they understand who is in charge of what reports and what divisions of the City come to them for input related to impact fees. Martin gave an overview on the process and stated that he will spend more time basically on what the capital improvements plan specifies; what the revenue picture is looking like and where they are at with the current projects at this point in time. He went over the Public Safety Impact Fee Projects handout. Hamilton stated that he really sees what happened within the City but he asked if there is a backup recommendation that the CIAC prepared and made recommendations to the City to get this accomplished. Brown stated that this did come thru the CIAC and to the best of his recollection; they supported the adoption of the Public Safety Impact Fees but he believes they did not support the adoption of the Roads and Drainage Fees because all three were done in essence at the same time and were moving forward at the same time. They did recommend approval of the fees as submitted from the report that Mr. Martin is working from. Hamilton asked if there was actually a written recommendation or was that just a verbal that was passed to City Council. Brown stated that based on his recollection, it was an official action taken by the Committee, voted on, and that was it, so it was not any type of document in writing or statement CIAC Minutes, 1/16/14 but it was an official motion and approved by the Committee which was included in the presentations to City Council that went forward, that the Committee had made that recommendation. Hamilton asked that the documentation that would backup that recommendation from the CIAC would be in the minutes of the meeting that all occurred. Sutmiller stated the minutes and the annual report that he had put together. Hamilton said okay. Brown said that the other place it might potentially be is in the Council Action Form or in the background that went forward to City Council as part of that presentation and in consideration of the fees, there might be something in there as well as approval by this body. Martin stated that he can dig a little bit deeper and see if he can find further information. Hamilton stated that Suttmiller just clarified something's that he had not recalled, that not last year but the year before last, it showed up in their annual report that Suttmiller had put together, so they do have that information. Martin stated that the main project they are working on now is the East Mesa Public Safety Complex which includes Fire Station #8 and the East Side Command Center. Marlin continued going over the handout. Discussion was held. Dunivan described some of the police vehicles that were on the handouts and slides. Martin went over the financial update spreadsheets that he had Lori provide to the CIAC. Discussion was held. Suttmiller asked if the old golf course by his house, the old Country Club is in the infill area; is it going to stay in the infill area and be not subject to impact fees. Brown said that Public Safety Impact Fees did not exempt the infill area; so Public Safety Impact Fees apply throughout the City to include infill areas. Johnston stated that he does not collect Park Impact Fees on commercial properties, just on dwelling units. Discussion was held. Martin continued with his presentation. He stated that with all of their new projects, they also work with the US Green Building Council with their Leadership and Energy Design (LED). Discussion was held. Martin continued with his presentation. Martin apologized for an error on his handout, it should read, construction completed, not construction documents. Martin stated that is all he had on his presentation and he was hoping this is the type of presentation the Committee was looking for. For future updates, if there is a different approach or presentation, they would like to see, he will be happy to change the presentation. Hamilton stated that he thought that Martin touched on most of the elements and he will open up for discussion from the Committee to see if there is tweaking they need to do for additional information. Bower said that he has two items and it may be more for Johnston. He said where they can color in; if possible, he had said that the balance of the land might be incorporated at some point with Parks. Do they all have some real type of preliminary idea or is that all just in the design and see what they come up with for that big piece of property. Johnston said that they all know that they have a deficit of outdoor facilities, folks love walking paths and natural scape. He has had several requests for an off road bicycle area for folks that do not want to do the BMX. He stated that they will go thru a public process to really nail it down; on this big of a parcel; he sees multiple uses and multiple phases for the construction. For the beginning, he is really visualizing walking paths; he will see what the public says. Bower had a question about funding. He said that it looks like to him that they are not necessarily using the funding, the impact fee pool, they are not paying the bills for it. He asked if they get into issues ever and it does not look like they would on this one, but do they ever have kind of maybe a short term, five year liquidity issue to where does it make sense to look at the private sector to see if they might be able to partner with them. Martin said that one of the things that City Council and Mr. Garza are working thru right now and he had the opportunity to attend the last budget retreat. They are looking at their strategic plan and one of those is to kind of look at possible options for potential of public private partnerships CIAC Minutes, 1/16/14 2 in different scenarios overtime. There has not been anything definitive; it has just been discussed as a broad topic. Johnston said that the one thing that they have the ability to do and it would be at the Council's discretion is once they have a revenue source with an impact fee, they have the ability to go out to the private sector and bond and then take that impact fee and actually pay that bond off so it gives them that liquidity upfront. That is an option that Council, they had a little bit of discussion at the retreat; it has not been an option that has been utilized much here in town, but is utilized throughout the nation. Bower said, it helps keep the project moving. Johnston replied, correct. Discussion was held. Suttmiller said this was a great presentation; it answered a lot of his questions. As he stated in the previous meeting, they just like to be up-to-date on what is happening, so that if there are changes, they are not surprised. Hamilton mentioned to Martin that he pulled out the pieces that are truly related to the impact fees in trying to bring them up to speed with the projects that these things can be used for. In the past, they have just been in the gray area, since they are all relatively new to the CIAC and have not sat thru a complete review of all of the Land Use Assumptions and things that go along with what Mark has provided, what Utilities has provided to them, where they do have that understanding. He stated that this has really filled in some gaps for them. He asked Martin if this has been a cumbersome process to put this together for the CIAC. Martin said that this has been a collaborative effort by various members of City staff getting together, most of it thru City e-mail and grabbing information they need from public sources and formatting, making sure the presentation turned out well. It was a fairly smooth process and if this is the type of presentation the CIAC would like to see, he can continue to provide this in the future. Hamilton said yes, that is what they are looking for; they are not trying to create a lot of paperwork. Number one, the CIAC does not want to be reading that much paper but by the same token, they want to be abreast of what is going on that is going to impact them when they come in here and ask the CIAC to make recommendations to City Council; that is their primary function. Then they have a monitoring function, in which they are trying to comply. He thinks this is a very good start; they may have a couple more questions as they move forward and if they do, they will get with Martin. Brown said that the impact fees actually were adopted on August 1, 2011. So they are slowly approaching, they are actually at the 2 %Z year mark, so it is not going to be too long in the future that they as a City have to start looking at coming back to the CIAO and start thinking of that five year timeframe that they have to re-evaluate how they determine the fee. So they are not too far down the road before they start to get to hear some of that. He also wanted to add to what Johnston said, is that these fees, just like Parks and everything else, have to go to expansion of service; they cannot replace any of their existing equipment. Hamilton asked who was next to give a presentation; he said that Johnston had volunteered. Hamilton stated that what they are trying to address now, is to gradually get up to speed with the projects that were approved at the last review date. So that they are prepared when that date comes in 2015 that they can address what they need, so they can get those recommendations to City Council. He said what they are trying to do is get on a review date, on a monthly basis, such as Public Safety right now. He is asking for volunteers for next month, who is it going to be to make a presentation next month. Hamilton asked who would like to give them an update next month. Johnston said that they can address Parks next month, it will be pretty easy. Hamilton said they are pretty familiar with his process. Johnston said he had sent them the Park Impact Fee projects. He stated that between him and Martin they can g❑ down thru the process, in progress, not in progress, not enough funding, that type of thing. He will just go down that Park Impact Fee list and cover them and talk them thru. Hamilton said that will work, he appreciates CIAC Minutes, 1116/14 3 Johnston volunteering to present next month. He told Lori to put Parks down on their agenda next month. 5. Committee General Discussion. Hamilton stated that the Committee needs to appoint a new Chair and Vice -Chair for the ensuing 2014 year. He stated that he missed getting that on the agenda this month, so they will have to address that in February. He asked that the Committee give that some thought, who they want to serve and they will go from there. They will also have to determine who is going to put the report together this year for the annual review basis. He asked that the Committee give that some thought, who would like to dedicate some time to put that together for them. 6. Next Meeting Date. Hamilton stated that the next meeting date would be February 20, 2014 at 1:30 p.m. 7. Public Participation. Brown reminded the Committee that they are having the ribbon cutting ceremony for Fire Station #7 tomorrow at 10 am and Lori has sent those invitations out to the Committee. So if they are able to attend, he would love to see them there and after the ribbon Gutting they also plan on giving a demonstration of their new burn building. Their burn props have been installed so they would like to show those off a little bit to the community and individuals who show up, so they can give them a better understanding of their training capabilities and what this project means to them. Hamilton thanked Brown for the invitation. S. Board Comments. None. 9. Adjournment. Suttmiller motioned to adjourn the meeting. Seconded by Bower. All in favor. Meeting adjourned at approximately 2:52 p.m. { Lo nie Hamilton Date CIAC Chair CIAC Minutes, 1/16114 4