061118IB.DOC

Informal Meeting Minutes
Monday, June 11, 2018 Board Members
10:00 AM Steve Chucri, Chairman, District 2
Bill Gates, Vice Chairman, District 3
BOARD OF SUPERVISORS Denny Barney, District 1
Maricopa County, Arizona Clint Hickman, District 4
(and the Boards of Directors of the Flood Control District, Steve Gallardo, District 5
Library District, Stadium District, Improvement Districts,
and/or Board of Deposit)
County Manager
Joy Rich
"The mission of Maricopa County is to Clerk of the Board
provide regional leadership and fiscally Fran McCarroll
responsible, necessary public services
to its residents so they can enjoy living
in healthy and safe communities.” Meeting Location
Supervisors'/Sullivan Conference Room
301 W. Jefferson, 10th Floor
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Informal Session at 10:00
AM on Monday, June 11, 2018, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor,
Phoenix, AZ 85003, with the following members present: Steve Chucri, Chairman, District 2; Denny Barney,
District 1; Clint Hickman, District 4; Steve Gallardo, District 5 (entered late). Absent: Bill Gates, Vice
Chairman, District 3. Also present: Fran McCarroll, Clerk of the Board; Amy Goodloe, Minutes Coordinator;
Joy Rich, County Manager; and Andrea Cummings, Legal Counsel.
PRESENTATION
NOTE: Agenda item #2 was taken out of order and heard prior to agenda item, #1.
2. HEARING FOR THE FORMATION OF THE PROPOSED MADISON GROVES IRRIGATION
WATER DELIVERY DISTRICT
Pursuant to A.R.S. § 48-3423 and § 48-3424, convene the scheduled public hearing regarding the
petitions filed for the formation of the proposed Madison Groves Irrigation Water Delivery District,
as they have been determined to be signed by a majority of the owners of the acreage within the
proposed district.
Pursuant to A.R.S. § 48-3424, any land owner within the boundaries of the proposed district may
appear and object to the organization thereof, or to the inclusion of the land owners property
therein. The Board will hear and consider all comments in favor or against the organization of the
district and decide whether to approve or reject the organization of the district within the
boundaries proposed in the petition or with modified boundaries.
If the Board decides to proceed with the organization of the district, the Clerk is directed to publish
a notice and post copies of the notice describing the boundaries of the proposed district and fix a
date of July 1, 2018, a date not less than 20 days after the publications and postings are
completed. Written protests against the organization may be filed by owners of a majority of the
acreage with the proposed district boundaries. If no protest is filed, or if one is filed and found
insufficient, an order establishing the district shall be entered and will include the appointment of
the following three (3) Trustees of the district as set forth in the petition:

Informal Meeting Minutes
Monday, June 11, 2018
Page 2 of 6
Jennie Reiling
Dan Trozzi
Greg Peterson
(C-06-18-458-M-00)
Motion to approve by Supervisor Hickman, seconded by Supervisor Barney
Ayes: Barney, Chucri, Hickman
Absent: Gates, Gallardo
~ Supervisor Gallardo entered the meeting ~
Treasurer
1. TREASURER’S OFFICE ULTIS PROJECT UPDATE
Presentation regarding the status of the Treasurer’s Office ULTIS Project, including the
implementation of the first 2 modules and the project plan for the remaining module, change
orders #6 & #7 to increase the scope of work/cost for the County Treasurer’s Office consultant,
Grant Thornton, and request for use of $290,000 in Contingency for additional IT Staff for
WARP/data warehouse. (C-43-18-051-P-00)
Royce T. Flora, Treasurer
Russell K. Pierce, Chief Deputy Treasurer
Royce Flora, County Treasurer, noted that the first phase of this project was completed on
time and under budget. He stated it appears the next phase will proceed even more smoothly.
He noted that at their last meeting with the Board he told them there was an expected portfolio
earnings of $60 million. As of today the earnings are $59 million and he expects total earnings
to be approximately $63 million. Mr. Flora introduced Debbie Lukens, IT Program Manager,
who presented the project status for Phase I and Phase II of the ULTIS project. She gave a
brief overview of the two phases as outlined below:
Ms. Lukens noted there are approximately 1500 end users for this project. Deployment activity
began in February in preparation for the first transaction on March 1, 2018. The Accounting

Informal Meeting Minutes
Monday, June 11, 2018
Page 3 of 6
Department had its first month-end close on April 27, 2018. This close was extended because
of quality control activity to assure accuracy. She noted the lessons learned during this
process while reviewing all comments and concerns. Any necessary changes determined
from this will be incorporated into Phase II.
Supervisor Barney asked what the budget was for Phase I and the budget outcome after
implementation. Ms. Lukens stated the budget for Phase I was $35.5 million and the project
came in under budget by $300,000, and she provided a review of the Grant Thornton
amendments.
Supervisor Barney asked if the management reserve for the project was all for Phase I or for
the total project. Ms. Lukens confirmed the management reserve was for the total project. She
explained the recommendations from the Office of Management and Budget (OMB)
concerning the management reserves and noted there will be approximately $500,000 added
to the reserves. She also stated that she expects an increase in costs for the property tax
software as requirements have changed since 2014 when they were first identified as well as
internal requirement changes.
Supervisor Barney stated it appears that 90% of the management reserve money was used
on Phase I. He asked what percentage of the budget was forecast to be used for each phase.
Chairman Chucri added it did not appear the project was actually on budget. Ms. Lukens
stated Phase I was on budget, and it is fully implemented and considered complete. She
confirmed that more of the management reserve was used than anticipated.
Mr. Flora addressed Supervisor Barney’s question and responded that Phase I was 10-15% of
the overall project budget. He noted there were a large number of challenges with the first
vendor that accounted for the use of the management reserve. He does not anticipate these
challenges with the current vendor as things have run smoothly since they came onboard. He
is anticipating Phase II will be on budget.
Supervisor Barney noted that the actual spending of $14 million for Phase I is roughly 40% of
the total budget. Mr. Flora explained that part of the $14 million spent was actually for Phase
II, so he thinks 40% is too high as an approximation for Phase I expenditures. He said there
should be fewer complicated areas in Phase II as it is more of a canned project.
Ms. Lukens stated that in October and November 2019, the Treasurer’s data will be loaded
into their project. Over the past few years the vendor’s product has evolved and any issues
have been fixed. There will be a 7-8 month testing period and this is when they will know more
of what the gaps and problems might be.
Supervisor Hickman asked what the expected completion date is for the entire project. Ms.
Lukens stated it would be at the end of 2021. She informed the Board that after the
Treasurer’s data is loaded into the system they will be able to provide a full implementation
date.
Richard Greene, Deputy Treasurer, stated there are more savings than what is shown. They
paid for the full infrastructure at the beginning of the project costing about $1 million. This will
be moved back into the management reserve. He continued to identify project savings and
uses for those savings.
Chairman expressed his concerns about the different buckets of money that are being
presented to the Board trying to explain the project projection coming in on budget,
emphasizing that the operating budget is completely separate from the ULTIS budget. The
operating budget has already been adopted in the tentative budget. However, the Board still
had some concern and confusion on the figures and whether they are adding up.

Informal Meeting Minutes
Monday, June 11, 2018
Page 4 of 6
Brian Hushek, Deputy Budget Director, directed the Board’s attention to the project budget
slide as seen below and stated if the Treasurer’s Office were to restate the project budget at
this time, the management reserve would be $903,856.
Chairman Chucri asked Mr. Flora if he thought there was going to be a need to use the
operating funds. Mr. Flora responded the use of the operating funds would be used in a
different way. Mr. Hushek stated that during the budget process the Treasurer’s Office made a
special request for the 2019 budget. They had accumulated savings in a printing and postage
fund from the 2018 budget of about $340,000. This is a one-time savings for FY 2018. From
the ongoing 2019 request, they asked to have $290,000 put into the ULTIS project to fund full
time employees (FTEs). Since this is an ongoing expense $290,000 will be set aside in
contingency for the remaining years of the project.
Chairman Chucri asked if the $290,000 is needed for the IT expertise. Mr. Hushek stated it is
important that the Board follow this practice each year as there will be a continued need for
the IT expertise. There is $290,000 set aside in contingency each year for the remaining years
of the project. The one-time savings of $340,000 from FY 2018 would be used to replenish the
Management Reserve line in case it is needed.
Discussion took place concerning Supervisor Hickman’s question about why this could not be
earmarked on an annual basis with Mr. Flora responding this was due to his reluctance to
intermingle funds for the project and the operating budget. Mr. Greene stated there was some
hesitancy on the budgeting side concerning hiring FTEs and those costs having to be
budgeted every year. The budgeting office prefers to have ongoing matching funds for certain
expenditures.
Supervisor Barney stated his appreciation that a source is being brought forward for this
expense. His suggestion is to keep focused on the ULTIS project and when the $903,000 is
spent, the department can approach the Board at that time to talk about where additional
funds will come from if needed. Discussion ensued on how long the $903,000 might last,
would there be any anticipated labor savings and would any further changes to the project
include the Procurement Office. Ms. Lukens explained that Procurement will be involved from
this point forward.

Informal Meeting Minutes
Monday, June 11, 2018
Page 5 of 6
Ms. Lukens stated it is expected they will come forward in the first quarter of 2019 to request
additional IT personnel. Mr. Hushek said the funds for the IT employees can either be put into
the ULTIS budget annually or into the operating budget
Chairman Chucri asked when the department wanted to hire the IT personnel and Mr. Greene
responded they needed to be hired as soon as possible. It was confirmed that the ACRO
savings would be added to the Management Reserve.
Chairman Chucri stated he wished to get to October or November, 2018 without making any
changes to the budget. Mr. Hushek stated his concern is the funds for the new FTEs.
Discussion took place on ideas for hiring the FTEs as soon as possible. Chairman Chucri
stated that they could conceivably utilize savings to fund this through next year as opposed to
using the $290,000 thus making it available in another budget year.
STATUTORY HEARING
Clerk of the Board
NOTE: Agenda item #2 was taken out of order and heard before agenda item #1
2. HEARING FOR THE FORMATION OF THE PROPOSED MADISON GROVES IRRIGATION
WATER DELIVERY DISTRICT
Pursuant to A.R.S. § 48-3423 and § 48-3424, convene the scheduled public hearing regarding the
petitions filed for the formation of the proposed Madison Groves Irrigation Water Delivery District,
as they have been determined to be signed by a majority of the owners of the acreage within the
proposed district.
Pursuant to A.R.S. § 48-3424, any land owner within the boundaries of the proposed district may
appear and object to the organization thereof, or to the inclusion of the land owners property
therein. The Board will hear and consider all comments in favor or against the organization of the
district and decide whether to approve or reject the organization of the district within the
boundaries proposed in the petition or with modified boundaries.
If the Board decides to proceed with the organization of the district, the Clerk is directed to publish
a notice and post copies of the notice describing the boundaries of the proposed district and fix a
date of July 1, 2018, a date not less than 20 days after the publications and postings are
completed. Written protests against the organization may be filed by owners of a majority of the
acreage with the proposed district boundaries. If no protest is filed, or if one is filed and found
insufficient, an order establishing the district shall be entered and will include the appointment of
the following three (3) Trustees of the district as set forth in the petition:
Jennie Reiling
Dan Trozzi
Greg Peterson
(C-06-18-458-M-00)
3. EXECUTIVE SESSION
Vote to convene in Executive Session to consider items on the Executive Agenda dated June 11,
2018, for Board of Supervisors and relevant Special Districts pursuant to statutory authority listed
for each item.

Informal Meeting Minutes
Monday, June 11, 2018
Page 6 of 6
Motion approve by Supervisor Hickman, seconded by Supervisor Gallardo
Ayes: Barney, Chucri, Gates, Hickman, Gallardo
Absent: Gates
MEETING ADJOURNED
After discussion on the executive items and there being no further business to come before the Board,
the meeting was adjourned.
______________________________
Steve Chucri, Chairman of the Board
ATTEST
____________________________
Fran McCarroll, Clerk of the Board