111620IB.DOCX

Informal Meeting Minutes Board Members
Monday, November 16, 2020 Clint Hickman, Chairman, District 4
9:30 AM Jack Sellers, Vice Chairman, District 1
Steve Chucri, District 2
BOARD OF SUPERVISORS Bill Gates, District 3
Maricopa County, Arizona Steve Gallardo, District 5
(and the Boards of Directors of the Flood Control District,
Library District, Stadium District, Improvement Districts, County Manager
Housing Authority of Maricopa County and/or Board of
Deposit) Joy Rich
Clerk of the Board
Fran McCarroll
"The mission of Maricopa County is to
provide regional leadership and fiscally
responsible, necessary public services to Meeting Location
its residents so they can enjoy living in Supervisors’ Auditorium
healthy and safe communities” 205 W. Jefferson
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in an Informal Session at
9:30 AM on Monday, November 16, 2020, in the Supervisors’ Auditorium, 205 W. Jefferson, Phoenix,
AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice
Chairman, District 1; Bill Gates, Supervisor, District 3 (telephonically); Steve Chucri, Supervisor,
District 2 (telephonically, entered late); Steve Gallardo, Supervisor, District 5 (telephonically). Also
present: Fran McCarroll, Clerk; Joy Rich, County Manager; Kelly Gardiner, Minutes Coordinator;
Andrea Cummings, Legal Counsel (telephonically).
PRESENTATION
1. ASSESSOR’S OFFICE PRESENTATION ON UPDATE TO THE MARICOPA ASSESSMENT
REPLACEMENT SYSTEM (MARS) PROJECT
The presentation will provide an update to the MARS Project since the approval of PCR04
(December 2019) and it will include information to support the request for Project Change
Request #5 (PCR05). (C-12-21-002-X-00)
Chairman Hickman opened the meeting and welcomed County Assessor, Eddie Cook, who
was appointed as County Assessor February 14, 2020. Mr. Cook was present to update the
Board on the Maricopa Assessment Replacement System (MARS) and introduced Dawn Marie
Buckland, Chief Deputy Assessor.

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Mr. Cook said he has spent considerable time getting up to speed on the MARS Project and
talked about the importance of teamwork (One Team Culture) including strategic partners ESRI-
Canada, various County departments and cooperation from the Board of Supervisors.

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In reviewing the above slide, Mr. Cook stated Project Change Request #5 (PCR05) was the
focus for this meeting, and to determine how to continue with this product. There was extensive
gap analyses performed to understand all the variables. Mr. Cook said the previous projected
“go live” date of February 2021 will need to be changed to February 2022. He said the quality
of the MARS software product is excellent and he is anxious to make the changes to get it up
and running. He turned the presentation over to Ms. Buckland.
Ms. Buckland thanked the Board for the opportunity to present the update of the MARS project.
She stated the gap analysis was very important in identifying the strengths and challenges and
highlighted each in the above slide. A dedicated Project Manager and team has assisted in
getting through challenges. Ms. Buckland emphasized the value of a custom product like
MARS which is designed to manage the 1.8 million properties/accounts in Maricopa County.
Chairman Hickman asked about the delays that have persisted throughout the project. He
asked Mr. Cook if he was confident the existing software program would continue to perform
until the MARS software is up and running. Mr. Cook said there have been steps taken to
support the existing program.

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Supervisor Sellers asked about the past difficulty in the progress of the MARS Project. Mr. Cook
said with the current team and level of accountability he is confident it will be completed by the
new deadline.
Ms. Buckland reviewed the above slides of the key personnel who make up the strategic
umbrella of oversight and the steps that were taken to identify and manage risks.

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Ms. Buckland talked further about Process Improvement with the partnerships that have been
established, creating mutual accountability and trust. She said that the current teams have been
able to create a safeguard for data backup in the event the current system fails.
Supervisor Chucri asked Mr. Cook about his impression of this project when he first stepped in
as the Assessor. Mr. Cook said when he initially got on board, he did not see a finish line or a
project plan for the project. He said his main concern was there did not seem to be a “safety
net” for the existing antiquated system. Having resolved the immediate concern for the
operational system, Mr. Cook said he is confident the team will meet the deadline. He stated
the MARS project will be an outstanding product with efficiencies which eliminate many of the
manual processes.
Ms. Buckland reviewed the information on the slide above. She stated Project Management is
critical and gap analysis necessary to meet statutory requirements and achieve essential
functions. The contract with ESRI-Canada has accountably for each step. It covers subscription
service payments and clearly defined service level requirements from the vendor. She stated
the benchmarks would be met or no payment would be made. The integration of these steps is

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a result of the teamwork with County Procurement, Budget, Office of Enterprise Technology,
ESRI–Canada, and the Assessor’s Office.
Mr. Cook reviewed the recommendations listed on the above slide. He asked for the approval
of PCR05, he reiterated the new go-live date, and he talked about the associated budget
adjustments as indicated in the following hand-out:

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Supervisor Chucri asked where the money for the increased cost was coming from and was
the County hiring more staff to complete this project? Ms. Buckland said funding of $1,530,101
is a consultant fee; the balance is indirect cost including staffing as indicated on the slide. These
indirect costs are existing costs for existing staff. The money is being reallocated to the MARS
Project rather than coming from the operating budget.
Supervisor Sellers asked about the budget increase. Ms. Buckland stated there would be costs
and budget increases as listed on the “Recommendation” slide above.
Supervisor Gates thanked Mr. Cook for stepping in and making this a priority. He asked Mr.
Cook about the increased cost of the project and how much of that money was being allocated
to the modernization of the existing system. Mr. Cook said the money for modernization was
part of the FY20 budget and there were no current dollars being spent for that purpose.
Ms. Buckland stated the importance of having the existing system operating for data backup
and record retention over the next seven years. She also said that due to the capital
contributions, the subscription fees to the vendor have been reduced as listed in the packets
provided.
Supervisor Hickman acknowledged that in the last meeting in December for the MARS Project,
Raj Sandu of ESRI-Canada was held to account for the vendor’s role in delay. He wanted to

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ensure the partnership with ESRI-Canada was strong. Mr. Sandu said they had been working
together as a Global team and the relationship with ESRI-Canada and Maricopa County is
stronger than ever.
Mr. Cook thanked all the team for the work being done. He said what was missing before was
collaboration with all the participants and he is confident the team will complete the project on
time.
ACTION
2. CANCELLATION OF ELECTION AND APPROVAL OF APPOINTMENT TO THE BOARD
OF TRUSTEE FOR TANNER GROVES IWDD NO. 37
Approve the Cancellation of Election and Appointment of Trustees pursuant to A.R.S. §16-
410(A) and the letter received from Tanner Groves IWDD No. 37:
1. Cancel the election scheduled to be held on November 18, 2019.
2. Appoint Tammy Farrell, Dwight Duncan, and Martha Sharpe as Trustees to fill the expired
terms.
The appointed Trustees shall serve a two-year term effective January 1, 2021 through
December 31, 2022, OR until his/her successor is elected and qualified. A person who is
appointed pursuant to A.R.S. §16-410(A) is fully vested with the powers and duties of the office
as if elected to that office (Supervisorial District 2). (C-06-21-276-X-00)
The Clerk said this item is a procedural formality and allows the Tanner Groves IWDD No. 37
to appoint the three members listed as the Trustees in lieu of an election.
Motion to approve by Supervisor Jack Sellers, seconded by Supervisor Bill Gates
Ayes: Clint Hickman, Jack Sellers, Bill Gates, Steve Chucri, Steve Gallardo
3. EXECUTIVE SESSION
Vote to convene in Executive Session to consider the items on the Executive Agenda dated
Monday, November 16, 2020, for Board of Supervisors and relevant Special Districts pursuant
to the statutory authority listed for each item.
Motion to approve by Supervisor Steve Chucri, seconded by Supervisor Jack Sellers
Ayes: Clint Hickman, Jack Sellers, Bill Gates, Steve Chucri, Steve Gallardo
MEETING ADJOURNED
After discussion on the Executive Session items and there being no further business to come before the
Board, the meeting was adjourned.
______________________________
Clint Hickman, Chairman of the Board
ATTEST:
___________________________
Fran McCarroll, Clerk of the Board