City Council

Mayor Mark S. Nexsen Lake Havasu City Vice Mayor Jeni Coke Police Facility Councilmember Gordon Groat 2360 McCulloch Blvd North Councilmember David Lane Lake Havasu City, Arizona Councilmember Michele Lin 86403 Councilmember Donna McCoy www.lhcaz.gov Councilmember Cal Sheehy City Council Regular Meeting Minutes - Final Tuesday, December 12, 2017 6:00 PM 1. CALL TO ORDER Mayor Nexsen called the meeting to order at 6:00 p.m. 2. INVOCATION: Pastor Dale Ray, Lakeview Community Church Pastor Dale Ray with Lakeview Community Church gave the invocation. 3. PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. 4. ROLL CALL Mayor Nexsen welcomed the new City Manager Mr. Jess Knudson (in the audience) who will officially begin on January 2, 2018, and congratulated outgoing City Manager Charlie Cassens on his retirement. Present: 7- Mayor Mark S. Nexsen, Councilmember Jeni Coke, Councilmember Gordon Groat, Councilmember David Lane, Councilmember Michele Lin, Councilmember Donna McCoy and Vice Mayor Cal Sheehy 5. SELECTION OF VICE MAYOR Mayor Nexsen explained that each year the City Council selects a new vice mayor to allow every councilmember an opportunity to serve as the vice mayor and perform the duties of mayor in his absence. Councilmember Lane nominated Councilmember Cal Sheehy as Vice Mayor for 2018, seconded by Councilmember McCoy, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 6. CALL TO THE PUBLIC There were no requests to address the Council. 7. CONSENT AGENDA Lake Havasu City Page 1 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 7.1 ID 17-1454 Approve the November 28, 2017, City Council Regular Meeting Minutes 7.2 ID 17-1445 Adopt Resolution No. 17-3191 Ratifying the Execution of Amendment No. One to the Intergovernmental Agreement with the Arizona Department of Transportation for Design of Improvements to Lake Havasu Avenue 7.3 ID 17-1459 Adopt Resolution No. 17-3192 Ratifying the Submission of a Grant Application and Authorizing the City Manager to Execute a Grant Agreement with the Federal Aviation Administration for the Airport Master Plan Update 7.4 ID 17-1455 Call for Executive Session Pursuant to A.R.S.§ 38-431.03(A) 5:00 p.m. Tuesday, January 9, 2018 Councilmember Coke moved to approve the Consent Agenda as presented, seconded by Councilmember Lane, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 8. CORRESPONDENCE, COMMUNICATIONS, PETITIONS, ANNOUNCEMENTS, CITY MANAGER REPORT 8.1 ID 17-1451 FY 2017-2018 1st Quarter Grant Agency and Contracted Service Agency Reports Mayor Nexsen noted that this item was for informational purposes only. 8.2 ID 17-1452 Announce Vacancies on Lake Havasu City Boards, Committees, and Commissions City Clerk Kelly Williams announced the current vacancies on various Lake Havasu City Boards, Committees, and Commissions. 8.3 ID 17-1453 City Manager's Report City Manager Charlie Cassens reported on the following: • Sales Tax Updates. • Code Enforcement Updates. There are currently 50 open cases. • Building Permit Updates. • The Annual Community Dinner will be held on Friday, December 15, 2017, at 4:00 p.m. and 6:00 p.m., at the Community Center. • Retirement Open House for Charlie Cassens on Wednesday, December 20, 2017, at 1:30 p.m. at City Hall. • The Coffee with the Mayor and City Manager in January 2018 has been canceled Lake Havasu City Page 2 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 due to the holidays. The next Coffee with the Mayor and City Manager will be held on February 2 at Jersey’s Grill. 9. PUBLIC HEARINGS 9.1 ID 17-1448 Adopt Resolution No. 17-3190 Appointing Member(s) to the Lake Havasu City Parks and Recreation Advisory Board Ms. Williams advised that the City Clerk’s Office received one application requesting consideration for appointment as a regular member, and one application requesting consideration for appointment as a student member to the Parks and Recreation Advisory Board. She said both appointments are necessary to fill the expired term of one regular member and the unexpired term of one student member. Mr. Rick Knotts, applicant, addressed the Council and gave a brief presentation on his background. He said he moved to Lake Havasu City to retire and would like to give back to the community by offering his services to the Parks and Recreation Advisory Board. Councilmember Groat thanked Mr. Knotts for offering his services and asked what years he worked in Flagstaff. Mr. Knotts replied that he was the second manager of the Riordan Mansion Historic Park from 1999 to 2001. He said while he was there they opened the west wing and added that for approximately 10 years only one side of the mansion was open. Ms. Samantha Zilberman, applicant, addressed the Council and gave a brief presentation on her background. Councilmember Groat thanked Ms. Zilberman for offering her services and asked how she planned to bring outside groups and the school community into government, to which Ms. Zilberman replied that she is a part of the Educators Rising Program which gives her the opportunity to hear from students in her school and other schools on what they want in the community. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Vice Mayor Sheehy moved to adopt Resolution No. 17-3190 appointing Rick Knotts as a regular member to the Parks and Recreation Advisory Board with a term to expire June 30, 2020, and Samantha Zilberman as a student member to the Parks and Recreation Advisory Board to fill the unexpired term ending June 30, 2018, seconded by Councilmember Coke, and carried by the following vote: Lake Havasu City Page 3 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.2 ID 17-1450 Series #10 Beer and Wine Store Liquor License, Dollar General Store #19017, 215 Lake Havasu Avenue North/Valenzuela Ms. Williams advised that Ms. Michelle Valenzuela has applied for a Series #10, Beer and Wine Store, Liquor License for Dollar General Store #19017, located at 215 Lake Havasu Avenue North. Mrs. Williams noted that all posting requirements have been met, all fees have been paid, and no objections were received. She said the location is properly zoned for a liquor license. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Coke moved to recommend that the Arizona Department of Liquor Licenses and Control approve a Series #10 liquor license for Dollar General Store #19017, 215 Lake Havasu Avenue North, seconded by Councilmember Lane, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.3 ID 17-1449 Series #10 Beer and Wine Store Liquor License, Dollar General Store #17831, 3661 Jamaica Boulevard North/Valenzuela Ms. Williams advised that Ms. Michelle Valenzuela has applied for a Series #10, Beer and Wine Store, Liquor License for Dollar General Store #17831, located at 3661 Jamaica Boulevard North. Ms. Williams noted that all posting requirements have been met, all fees have been paid, and no objections were received. She said the location is properly zoned for a liquor license. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Lane moved to recommend that the Arizona Department of Liquor Licenses and Control approve a Series #10 liquor license for Dollar General Store #17831, 3661 Jamaica Boulevard North, seconded by Councilmember McCoy, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy Lake Havasu City Page 4 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 9.4 ID 17-1466 Approve City Manager Employment Contract with Jess Knudson Human Resources Manager Shirlee Palbicki advised that the item before the Council is the negotiated employment contract with the new City Manager, Jess Knudson. She said the proposed contract is effective December 30, 2017. Mayor Nexsen asked why the contract goes into effect on December 30, 2017, and not January 2, 2018, to which Ms. Palbicki explained that the effective date of December 30 is so that there is not a gap between the current city manager’s exit and the new city manager’s start date where an interim would be needed. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Coke moved to approve the City Manager Employment Contract with Jess Knudson, seconded by Councilmember Lane, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.5 ID 17-1462 Update On New Residential Trash and Recycling Program Administrative Services Director Tabatha Miller introduced Matt Kross, General Manager of Republic Services. Mr. Kross said he was excited to provide an update on the new residential trash and recycling program. He stated that every address within Lake Havasu City, as well as four surrounding county areas, have been rerouted, and added that with the new automated system they have combined the number of routes, from what used to be seven trash routes and four recycling routes, to a total of nine routes now. Mr. Kross said in addition, the same driver will pick up trash and recycling which makes a more intimate relationship between the driver and the residents to learn each other’s needs. Mr. Kross explained that the city has 28,202 residents/homes that have been mapped into the new service routes that will go into effect on February 5. He added that the new service routes will be very similar to the current pickup dates; however, a little less than 380 residents/homes will be affected by the change and their service day will move either one day forward or one day back. He noted that the new service map will be posted on the City’s website, www.lhcaz.gov. Mr. Kross stated that all residents will receive two carts: one for trash and one for recycling. He said the “All-in-One Recycling” carts will have a label on the lid covered in Lake Havasu City Page 5 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 clear acrylic that will inform residents of what can and cannot be recycled. Mr. Kross addressed the following in his presentation: • Secure staging area for cart assembly and distribution. Two locations have been secured: 1980 N. Kiowa Avenue and 900 London Bridge Road. • Re-route all residential customers that are serviced by Lake Havasu Hauling including outside city areas of Donkey Acres, Desert Hills, The Refuge, and Havasu Heights. • Coordinate with local media and City to communicate roll out schedule. • Send a communication letter to all outside city costumers informing them of the new Republic Services supplied trash and recycling carts along with the introduction of recycling in their area. • Rehrig Pacific (Rehrig) is the cart manufacturer. They will coordinate delivery schedule and inform General Manager of area for delivery on a daily/weekly basis. They will follow a similar sequence as the routes, from south to north. • Rehrig to begin cart delivery on January 8. All residents will receive two new carts; one for trash and one for recycling. Carts will be taped closed with a message “Do not use until the week of February 5”. This is scheduled to be a three-week process, concluding on January 26. An extra week from January 29 through February 2 has been built in for any unforeseen challenges. Normal trash and recycling service, using the old system, will continue during this time. • From January 2 through February 4, 11 new residential trucks will be arriving in Lake Havasu and training will begin on operation and service of new trucks. • Continued community outreach to inform and answer questions regarding cart roll out and service days. Residents can call Republic Services or visit the City’s website for more information. • Go live with new carts and automated service on February 5. The community will be asked to have all trash and recycling carts set out the night before their service day as service times may change with new routes. • Carts are to be placed within 3 feet of the street, 4 feet of clearance between carts, and 4 feet of clearance from any other fixed object (mail boxes, cars, fire hydrant, etc.). Green waste is placed in the trash cart or bundled and tied, no longer than 4 feet in length and no larger than 18-inches in diameter. Republic Services will continue to honor unlimited pick-up if residents have more trash than can fit in the cart. Additional trash must be bagged and set next to the trash cart, this is the same for recycling. Customer supplied trash cans will no longer be serviced after February 5. • Rehrig’s assembly and distribution team will pick up customer’s unwanted plastic trash cans for recycling. This is only available the week of February 5 to February 9. Residents will be asked to set out their old empty plastic cans next to their new carts as a signal they want them recycled. Anyone who wants to recycle Lake Havasu City Page 6 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 their plastic cans after these dates will need to cut them up and put them in their new recycling cart. Mr. Kross thanked the City Council for their continued support. Vice Mayor Sheehy asked where the new carts will be placed when they are delivered to the homes, to which Mr. Kross said he confirmed that the trash cans will be placed on the driveway on the opposite side of the mailbox. He said this is the standard in the industry and added that residents do not need to be home or sign for the new carts. Vice Mayor Sheehy asked for clarification on how far apart the carts need to be placed apart, to which Mr. Kross said the trucks need at least 4 feet of clearance between carts to be able to use the automated “arm”. Mayor Nexsen said he was concerned about the carts that will be left out when no one is home or they are seasonal visitors because it is a clear indicator that no one is home and can lead to other problems. Mayor Nexsen said he thought at one point they had discussed notifying each home of when their carts would be delivered. Mr. Kross said logistically it is almost impossible to notify 28,000 homes of when their carts will be delivered, and added that the cart company is not able to give the exact dates for each home because they will not be able to gauge their speed on the number of carts they are able to deliver each day until after the first week or two. Mr. Kross said if the drivers start to notice carts that have been sitting out, they will coach them to move those carts up to the house. Councilmember Lane said he was concerned about the 380 homes that will be affected by the change in their trash day and asked if Republic Services could send a letter to those residents notifying them of their new service day, to which Mr. Kross said they are working on this and have been contemplating possibly placing a door hangar on those carts notifying them of their new service day. There was discussion regarding litter from trash cans and uncovered loads at the landfill. Mr. Kross said the new carts will result in a cleaner community and less trash litter. Mr. Cassens asked if Republic Services would provide a local number for residents to call with questions, to which Mr. Kross explained that their corporate office wants the calls to filter through the call center to collect the data; however, when it comes to local questions those will be more difficult for the call center to answer; therefore, the call center will have the ability to send the call directly to the local office to answer. Mayor Nexsen opened the public hearing. Lake Havasu City Page 7 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 Pastor Dale Ray addressed the Council and asked if they are going to require the carts to be placed on one side of the street, to which Mr. Kross said they will continue to provide service on both sides of the street. Mr. Steve Jones addressed the Council regarding the size of the carts, to which Mr. Kross explained that the carts are 96 gallons, and added that the cart will hold the equivalent of three standard trash cans. Mr. Cassens further noted that there are carts on display in the City Hall lobby. There being no further comments, Mayor Nexsen closed the public hearing. Mayor Nexsen noted that this item was for informational purposes only and no action is required. 9.6 ID 17-1458 Award Agreement for Professional Services for the Kiowa Ponds VRP to CH2M Hill Engineers, Inc. Assistant City Engineer Jeremy Abbott advised that the Kiowa Ponds Voluntary Remediation Program (VRP) scope has four main components: development and approval of a work plan, field work, reporting, and request for no further action determination. Mr. Abbott provided a vicinity map showing the location of the Kiowa Ponds, and the schematic showing the former Pond A and Pond B layout. He said the City will be doing a total of fourteen borings, four within the Pond A area and 10 within the Pond B area, to get a representative sample of the soil and the soil gas at these locations. Mr. Abbott said the goal is to acquire two consecutive clean samples for the Arizona Department of Environmental Quality (ADEQ). He noted that there is contingency in the scope to allow for additional drilling and testing if necessary. Mr. Abbott said the overall schedule is 14 months, but noted that is very conservative because of the work plan that requires submittal and review by ADEQ. Mr. Abbott said there is no current budget for this project, and it is not a CIP project. He said it is a professional services contract, but staff is recommending the use of contingency funds in the amount of $267,500 to fund this effort. Councilmember Groat asked if the total cost included the equipment and sampling costs, to which Mr. Abbott replied yes. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Lake Havasu City Page 8 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 Councilmember McCoy moved to award the Agreement for Professional Services for the Kiowa Ponds VRP to CH2M Hill Engineers, Inc., and authorize the use of contingency funds, seconded by Councilmember Lane, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.7 ID 17-1460 Award Bid for Horizontal Effluent Skid Mounted Pumping System (ITP Irrigation Station) to Coonstruction, Inc. Operations Department Manager Mark Clark advised that before the Council is award of a bid for a skid mounted effluent pump to replace the existing pump at the Island Treatment Plant. He said the existing pump has had problems and reached the end of its useful life. He said the new pump will give the system more flexibility and more power to allow for future effluent use in other areas. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Lane moved to award the bid for the Horizontal Effluent Skid Mounted Pumping System (ITP Irrigation Station) – ITB #B1808-ITP-2832 to Coonstruction, Inc. in the amount of $172,900.00, seconded by Councilmember Coke, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.8 ID 17-1446 Award Bids for Annual Water System Maintenance Parts Supply to Arizona Water Works, Dana Kepner, and Core & Main Mr. Clark advised that before the Council is award of a bid for annual maintenance parts to several bidders based on the line item identification per product and part. He said there is a provision that if the supplier cannot supply the part, the City can purchase from the next lowest bidder. Mr. Clark added that bidding all the parts at one time is most cost effective for the City especially when certain products can fluctuate in price. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Coke moved to award the bids and issue open purchase orders for the Annual Water System Maintenance Parts Supply on an as required basis to Arizona Water Works, Dana Kepner, and Core & Main, and authorize the purchase from the next lowest bidder per item if necessary, seconded by Councilmember Lake Havasu City Page 9 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 Lane, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 9.9 ID 17-1447 Approve Sole Source Purchase of Badger Water Meters from National Meter & Automation, Inc Mr. Clark advised that this is a sole source purchase of Badger Water Meters from National Meter & Automation, Inc. He said the City has been purchasing Badger Water Meters for several years and is very happy with them. Mayor Nexsen opened the public hearing. There being no comments, he closed the public hearing. Councilmember Lane moved to approve the sole source purchase of Badger Meters from National Meter & Automation, Inc., seconded by Councilmember Coke, and carried by the following vote: Aye: 7 - Mayor Nexsen, Councilmember Coke, Councilmember Groat, Councilmember Lane, Councilmember Lin, Councilmember McCoy and Vice Mayor Sheehy 10. CURRENT EVENTS Councilmember Groat said he attended a Mohave County Water Authority (MCWA) meeting and reported that there are still concerns regarding water transfers and moving water off the mainstream. Councilmember Groat said in addition MCWA will be mapping the entire bottom of the lake which will contribute to the knowledge and understanding of the hydrologic system. He added that the 7-Basin State Study and the Drought Contingency Plan is also underway. Mayor Nexsen clarified that the mapping of the lake is sponsored by the Clean Colorado River Sustainability Coalition. Councilmember McCoy reported that she will be traveling with the Marine Corp League and Elks Lodge to take gifts to the veterans at the Veterans Hospital in Prescott, Arizona. 11. CALL TO THE PUBLIC There were no requests to address the Council. 12. FUTURE MEETINGS Tuesday, December 26, 2017 @ 6:00 p.m. – Regular Meeting CANCELED Tuesday, January 9, 2018 @ 6:00 p.m. – Regular Meeting Tuesday, January 23, 2018 @ 6:00 p.m. – Regular Meeting Lake Havasu City Page 10 Printed on 1/10/2018 City Council Minutes - Final December 12, 2017 Wednesday, January 24, 2018 @ 8:30 a.m. – Planning Session Tuesday, January 25, 2018 @ 8:30 a.m. – Planning Session 13. FUTURE AGENDA ITEMS There were no requests for future agenda items. 14. ADJOURN Upon motion by Councilmember Coke, and seconded, the meeting adjourned at 7:21 p.m. CERTIFICATION I hereby certify that the foregoing is a full and true copy of the Regular Meeting Minutes of the Lake Havasu City Council held on the 12th day of December, 2017. I further certify that the meeting was duly called and posted, and that a quorum was present. ____________________________________ Kelly Williams, City Clerk/CMC Lake Havasu City Page 11 Printed on 1/10/2018