City Council

Mayor Cal Sheehy Lake Havasu City Vice Mayor David Lane Police Facility Councilmember Jeni Coke 2360 McCulloch Blvd North Councilmember Jim Dolan Lake Havasu City, Arizona Councilmember Gordon Groat 86403 Councilmember Michele Lin www.lhcaz.gov Councilmember Donna McCoy City Council Regular Meeting Minutes - Final Tuesday, March 12, 2019 6:00 PM 1. CALL TO ORDER Mayor Sheehy called the meeting to order at 6:00 p.m. 2. INVOCATION: Chaplain Bea Evans, City On A Hill International Church Chaplain Bea Evans with City on A Hill International Church gave the invocation. 3. PLEDGE OF ALLEGIANCE Mayor Sheehy introduced Ms. Chloe Finch with Lake Havasu High School Career and Technical Education (CTE) who led in the Pledge of Allegiance. Ms. Finch stated that the CTE organization helps students develop many skills, including communication and perseverance, that can be utilized after high school. 4. ROLL CALL Present: 6- Mayor Cal Sheehy, Vice Mayor David Lane, Councilmember Jeni Coke, Councilmember Gordon Groat, Councilmember Donna McCoy and Councilmember Jim Dolan Absent: 1- Councilmember Michele Lin 5. CALL TO THE PUBLIC There were no requests to address the Council. 6. CONSENT AGENDA 6.1 ID 19-1926 Approve the February 26, 2019, City Council Regular Meeting Minutes (Kelly Williams) 6.2 ID 19-1918 Adopt Resolution No. 19-3287 Approving the Submission of a Grant Application to the Arizona Governor’s Office of Highway Safety for Traffic Enforcement and Equipment (Dan Doyle) 6.3 ID 19-1925 Call for Executive Session Pursuant to A.R.S.§ 38-431.03(A) 5:00 p.m. Tuesday, March 26, 2019 (Kelly Williams) Lake Havasu City Page 1 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 Councilmember Coke moved to approve the Consent Agenda as presented, seconded by Councilmember McCoy, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 7. CORRESPONDENCE, COMMUNICATIONS, PETITIONS, ANNOUNCEMENTS, CITY MANAGER REPORT 7.1 ID 19-1922 Fiscal Year 2018-19 2nd Quarter Contracted Service Agency Reports (Dan Doyle) Mayor Sheehy noted that this item was for informational purposes only. 7.2 ID 19-1924 Announce Vacancies on Lake Havasu City Boards, Committees, and Commissions (Kelly Williams) City Clerk Kelly Williams announced the current vacancies on various Lake Havasu City Boards, Committees, and Commissions. 7.3 ID 19-1927 City Manager’s Report (Jess Knudson) City Manager Jess Knudson reported on the following: • Congratulated Administrative Services Senior Budget Analyst Cassandra Clow for earning her certification as a Certified Public Accountant. • Thanked the Lake Havasu High School Student Council for their efforts painting the rules for the slide on the wall at the Lake Havasu Aquatic Center. • Congratulated Eagle Scout Lance Yearick for completing his Eagle Scout project which focused on new signage at the Bridgewater Channel to better assist first responders. • Mayor Sheehy met with Students Working Against Tobacco (SWAT) to learn more about communicating with elected officials and advocating for a better community. • The City and representatives from the Havasu Air Center welcomed and thanked the Royal Canadian Air Force for hosting their training activities at the Lake Havasu Municipal Airport. • An Open House for the Swanson Avenue Reconstruction Project will be held on March 20, 2019, at Lake Havasu Aquatic Center, from 5:00 p.m. to 7:00 p.m. • A Public Information Workshop at the Lake Havasu Municipal Airport will be held on March 28, 2019, at 5:30 p.m. • The Mohave County Housing Authority is accepting applications for the Section 8 Tenant-Based Rental Assistance Program, effective March 4, 2019 to Lake Havasu City Page 2 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 April 30, 2019, at 2001 College Drive, Suite #94, Monday through Friday, at 8:00 a.m. to 5:00 p.m. • A Vietnam Veterans Breakfast will be held at the London Bridge Resort Convention Center on March 29, 2019, at 8:30 a.m. 8. PUBLIC HEARINGS 8.1 ID 19-1917 Adopt Resolution No. 19-3286 Appointing Member(s) to the Lake Havasu City Airport Advisory Board (Kelly Williams) Ms. Williams stated that the City received two applications requesting consideration for appointment as an alternate non-pilot member to the Airport Advisory Board. Ms. Williams said an appointment is necessary to fill a vacancy created by the expired term of an alternate non-pilot member with a term ending June 30, 2020. Mr. Rauly Ballas, applicant, addressed the Council and expressed his interest in serving on the board. Mr. Ballas stated that he comes from a background of pilots and is excited for the opportunity to utilize his decision making and problem solving skills with the board. Councilmember McCoy asked how long Mr. Ballas has lived in Lake Havasu City, to which Mr. Ballas replied one year and one month. Councilmember McCoy asked if Mr. Ballas has family in Lake Havasu City, to which Mr. Ballas replied that his father resides here. Mr. Ed Westervelt, applicant, was not in attendance. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Vice Mayor Lane moved to adopt Resolution No. 19-3286 appointing Rauly Ballas as an alternate non-pilot member to the Airport Advisory Board with a term ending June 30, 2020, seconded by Councilmember McCoy, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 8.2 ID 19-1920 Adopt Resolution No. 19-3288 Approving Affiliation Agreement with Arizona State University for Student Educational Experiences (Kelly Garry) City Attorney Kelly Garry advised that the item before Council is a resolution to approve the affiliation agreement with Arizona State University (ASU). Ms. Garry stated that this agreement will provide the framework to allow ASU and the City to work together to Lake Havasu City Page 3 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 provide educational opportunities within the City. Ms. Garry said a couple of departments were interested in implementing such a program and the Police Department began working with ASU to put this forward. She added that there is also interest from the Community Investment Department as far as project management. Ms. Garry said this agreement sets forth the general parameters and requirements of the program, and added that each individual program will have a separate informal addendum to the agreement that will not necessarily come to Council for approval, but will go through an approval process in which the City Manager will sign off on the program. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Dolan moved to adopt Resolution No. 19-3288 approving Affiliation Agreement with the Arizona Board of Regents for and on behalf of Arizona State University for student educational experiences, seconded by Councilmember Groat, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 8.3 ID 19-1923 Approve Amendment No. 2 to the Services Agreement with CherryRoad Technologies, Inc., for Implementation Services for the Oracle Fusion Enterprise Resource Planning System (Jill Olsen) Administrative Services Director Jill Olsen advised that the item before Council is to approve an Amendment No. 2 with CherryRoad Technologies, Inc., who is helping to implement the new Enterprise Resource Planning (ERP) System. Ms. Olsen stated that there are several modules associated with the system and the original contract made the assumption that the City’s current Information Technology (IT) staff could handle the conversions and interfaces required; however, the City does not have enough staff. She said the City requested an estimate from CherryRoad for technical assistance to complete the conversions and interfaces with a go-live date of July 1, 2019. Councilmember Groat asked if any customization in programming will have to be made for using the Flex SQL to interface the data with the backend systems, to which Ms. Olsen stated that with the interfaces it is the programming that needs to be done to allow for communication between the software packages. Ms. Olsen said the conversions are to convert the City’s existing information on the financial and human resources/personnel side into the format that is needed to be useful in the new Oracle Fusion product. Mayor Sheehy said there have been a couple of pushback dates and asked if the City is Lake Havasu City Page 4 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 confident that this will solve the problem, to which Ms. Olsen said she believes this will solve the problem and is committed to not requesting any more money for this project. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember McCoy moved to approve Amendment No. 2 to the Services Agreement between Lake Havasu City and CherryRoad Technologies, Inc., seconded by Councilmember Groat, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 8.4 ID 19-1919 Award Bid for Fiscal Year 2018-19 Chip Seal Program to Cholla Pavement Maintenance, Inc. (Ken Porosky) Transportation and Maintenance Superintendent Kenneth Porosky stated that the item before Council is the annual chip seal bid for Fiscal Year (FY) 2018-19. He stated that out of the three bids received, Cholla Pavement Maintenance, Inc., was the lowest bidder. Mr. Porosky outlined the following in his presentation: Since 2012 over 5.9 Million Square Yards (Sq. Yds.) or 68% of Streets Have Been Chip Sealed • FY 2012-13 – 787,000 Sq. Yds. - 9% Total Streets • FY 2013-14 – 808,000 Sq. Yds. - 9% Total Streets • FY 2014-15 – 1,022,000 Sq. Yds. - 12% Total Streets • FY 2015-16 – 1,199,000 Sq. Yds. - 14% Total Streets • FY 2016-17 – 1,296,000 Sq. Yds. - 15% Total Streets • FY 2017-18 – 792,000 Sq. Yds. - 9% Total Streets Additional Pavement Maintenance Planned for FY 2018-2019 • Fog Seal – 140,000 Sq. Yds. – 10 Miles • Micro Seal – 59,725 Sq. Yds. – 1.3 Miles Lake Havasu City Average Current PCI Rating - 75 Chip Seal vs. Slurry Seal • Chip Seal o $1.85 Square Yard (FY 2018/2019) o 603,628 Square Yards (28 Miles) Treated Lake Havasu City Page 5 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 o 8 – 10 Years Expected Life Span o $1,117,501 Total • Slurry Seal o $3.50 Square Yard (est.) $2,112,698 o 603,628 Square Yards (28 Miles) Treated o Recommended Fog Seal every 3 Years - $1.00 Square Yard (est.) o $3,319,954 Total (Slurry Including 2 Fog Seals for 9 years Life) Councilmember Groat asked for more information on fog seal, to which Mr. Porosky stated that fog seal is a water-based oil that is sprayed on the street and left to dry to seal the street. He added that fog seal lasts approximately two to three years. Vice Mayor Lane said chip seal creates many problems; however, the City selects chip seal because it allows the dollars to go farther without raising taxes. Vice Mayor Lane asked about the other products that will be used around the schools instead of chip seal, to which Mr. Porosky said the City will be using a Micro Seal which is a step up from a slurry seal, better product, and lasts about the same as chip seal; however, there is still maintenance involved. Vice Mayor Lane asked about the Mirco Seal costs, to which Mr. Porosky replied that the City has not received the quotes; however, it will cost more than slurry seal. Vice Mayor Lane asked if the City is planning to use the Micro Seal on a limited basis, to which Mr. Porosky said yes, and added that the City tries to use what is best for the citizens and the streets for the best cost. Mr. Porosky noted that there will be some school areas that are chip sealed. He said most cities only sweep twice after a chip seal; however, the City sweeps three times to help remove more rocks from the streets. Councilmember McCoy said she heard that the City chip sealed several years ago when an early heat wave caused the product to be less effective, to which Mr. Porosky said it was actually the opposite and was a cold morning. He said the contractor tried to adjust the flow rate of the oil; however, the hot afternoon temperatures created the opposite effect. Mr. Porosky said the City will have more staff this year to monitor chip sealing. Mayor Sheehy thanked Councilmember McCoy for her question because the City received a lot of feedback from residents that were affected by those streets. Mayor Sheehy said citizens that are interested can find a copy of the agenda packet online which contains a list of the roads that will be impacted. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Vice Mayor Lane moved to award the bid for the base bid and alternatives 1, 2 and Lake Havasu City Page 6 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 3 for Fiscal Year 2018-19 Chip Seal Program to Cholla Pavement Maintenance, Inc. for $1,117,501, seconded by Councilmember Groat, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 8.5 ID 19-1903 Introduce Ordinance No. 19-1214 Amending Lake Havasu City Code Chapter 2.04, City Administration and City Council, Regarding Meetings, Future Agenda Items, Requests, Call to the Public, Ordinances, and Boards and Commissions (Kelly Williams) Ms. Williams advised that at the City Council Planning Session in January 2019, City staff sought direction from the Council regarding the processes for future agenda items, council requests, public requests, call to the public, and boards and commissions. She said the proposed ordinance makes the following changes necessary to carry out the direction received, along with a couple of other proposed revisions. Ms. Williams reviewed the proposed revisions as follows: 1) Revising § 2.04.090 “Special Meetings,” § 2.04.110 “Work Sessions” and § 2.04.130 “Executive Sessions” to allow the Council, in accordance with § 2.04.280, or the City Manager (or City Attorney for executive sessions) to schedule a meeting. 2) Revising § 2.04.250 to remove “Future Agenda Items” from the Order of Business of each meeting of the Council and replace with “Future Discussion Items.” 3) Revising § 2.04.280 to include that any member of the Council may request that an item be placed on the agenda for consideration, discussion, and/or legal action by: 1) Making a motion and receiving a second, no vote necessary, during the Future Discussion Items portion of a City Council Meeting and then the requesting Councilmember will work with the City Manager to determine the best course of action for handling the request; or, 2) Submitting a written request to the Mayor prior to the deadline for the specified agenda. The Mayor will work with the Councilmember(s) and Lake Havasu City Page 7 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 the City Manager to determine the best course of action for handling the request. If it is determined that a request should be placed on a future City Council agenda, the City Manager will obtain the necessary information and materials for placement of the item on a future agenda. The Mayor may submit items for placement on an agenda by providing written notice to all Councilmembers. The Mayor will work with the City Manager to obtain the necessary documentation for placement on a future agenda. 4) Revising § 2.04.290 to clarify that a formal written request must be submitted to the City Clerk or the City Council, and reviewed by the City Manager, or designee, who will research the request to determine if it can be handled administratively or requires City Council action. Also clarifies the “meeting agenda” as the next available Regular Meeting Agenda. 5) Revising § 2.04.500 to clarify how members of the public are to address the Council during call to the public, and sets the call to the public time limitation to three (3) minutes, unless further time is granted by the Council. Currently, the code does not define the time limit for call to the public. 6) Revising § 2.04.520 to correct the enacting clause of all ordinances. 7) Removing § 2.04.600 “Council Requests for Ordinances or Resolutions” in its entirety. This process is covered under “Council Requests.” 8) Amending § 2.04.610, General, to add new subsection (F) regarding board requests. Mayor Sheehy added that the Council discussed each of these items at the City Council Planning Session as it was the first opportunity for the new councilmembers to review the City Codes regarding council processes. He said the City Council wanted to make the process easier and create a clear pathway for councilmembers to request an agenda item. He said prior to these proposed changes it potentially would have been easier for the public to get an item on an agenda versus a councilmember. He said the time limitation for the call to the public is proposed to be changed from five minutes to three minutes, and added that City staff did a lot of research and found that the majority of cities and towns in Arizona allow for three minutes. He noted that the time limitation for public hearing items will remain five minutes and added that the Council may extend additional time to speakers during the call to the public and public hearing items. Lake Havasu City Page 8 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 There was consensus from the Council that the proposed changes were in line with the discussion that took place at the City Council Planning Session. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Coke moved to introduce Ordinance No. 19-1214 amending Lake Havasu City Code Chapter 2.04, Administration and City Council, regarding meetings, future agenda items, requests, call to the public, ordinances, and boards and commissions, seconded by Councilmember McCoy, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 8.6 ID 19-1928 Introduce Ordinance No. 19-1215 Amending Lake Havasu City Code Chapter 11.06, Parks and Recreation, Regarding Student Member, Board Requests, and Community Services to Parks and Recreation (Kelly Williams) Ms. Williams advised that this is a companion item to the previous item that amended City Code Chapter 2.04 to include a new section 2.04.610, General, relating to board requests. Ms. Williams said with that change, revisions to Chapter 11.06 are also necessary as well as some additional clean-up items. Ms. Williams reviewed the proposed changes as follows: 1) Updating Community Services Department to Parks and Recreation Department throughout the Chapter. 2) Removing § 11.06.021 “Appointment of Student Body Member” in its entirety. Student Body Members are appointed through the same application process as other board members. 3) Removing § 11.06.070(A)(3) regarding requests for agenda items, which is now covered under § 2.04.610. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Dolan moved to introduce Ordinance No. 19-1215 amending Lake Havasu City Code Chapter 11.06, Parks and Recreation, seconded by Lake Havasu City Page 9 Printed on 3/27/2019 City Council Minutes - Final March 12, 2019 Councilmember McCoy, and carried by the following vote: Aye: 6 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember McCoy and Councilmember Dolan Absent: 1 - Councilmember Lin 9. CURRENT EVENTS Mayor Sheehy reported that he attended a Mohave County Water Authority meeting and said that it appears that Lake Havasu City will not be considered for a drought this year. He said it is still early; however, the rain has been helpful and added that the snow pack in Colorado is looking strong which are very positive things for water especially in our region. 10. CALL TO THE PUBLIC There were no requests to address the Council. 11. FUTURE MEETINGS Tuesday, March 26, 2019 @ 6:00 p.m. – Regular Meeting Tuesday, April 9, 2019 @ 6:00 p.m. – Regular Meeting Tuesday, April 23, 2019 @ 6:00 p.m. – Regular Meeting Thursday, April 25, 2019 @ 9:00 a.m. – Budget/CIP Overview Work Session 12. FUTURE AGENDA ITEMS There were no requests from Council for future agenda items. 13. ADJOURN Upon motion by Councilmember McCoy, and seconded, the meeting adjourned at 6:41 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 March, 2019. 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 10 Printed on 3/27/2019