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, April 9, 2019 6:00 PM 1. CALL TO ORDER Mayor Sheehy 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: H.A.V.E.N. (Havasu Abuse Victims Education Network) Mayor Sheehy introduced H.A.V.E.N. (Havasu Abuse Victims Education Network) who led in the Pledge of Allegiance. Mr. Steve Ahrens with H.A.V.E.N. stated they are a non-profit advocacy center that provides a safe environment for families in crisis, victims of crimes, and provides education and awareness to prevent these crimes. 4. ROLL CALL Present: 7- Mayor Cal Sheehy, Vice Mayor David Lane, Councilmember Jeni Coke, Councilmember Gordon Groat, Councilmember Michele Lin, Councilmember Donna McCoy and Councilmember Jim Dolan 5. CALL TO THE PUBLIC There were no requests to address the Council. 6. CONSENT AGENDA 6.1 ID 19-1951 Approve the March 26, 2019, City Council Regular Meeting Minutes (Kelly Williams) 6.2 ID 19-1939 Adopt Resolution No. 19-3289 Accepting Dedication of a 5-Foot by 121.71-Foot Public Drainage Easement Along the Common Property Line of Tract 2160, Block 3, Lot 27 (Luke Morris) 6.3 ID 19-1940 Adopt Resolution No. 19-3290 Accepting Dedication of a 5-Foot by Lake Havasu City Page 1 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 121.71-Foot Public Drainage Easement Along the Westerly Property Line of Tract 2160, Block 3, Lot 28 (Luke Morris) 6.4 ID 19-1946 Adopt Resolution No. 19-3292 Authorizing the Adoption of Owner Occupied Housing Rehabilitation Guidelines Dated November 2, 2018, in Relation to an Application for Federal Fiscal Year 2019 Community Development Block Grant (CDBG) Funds (Holly Morin) 6.5 ID 19-1947 Adopt Resolution No. 19-3293 Affirmatively Furthering Fair Housing in Lake Havasu City (Holly Morin) 6.6 ID 19-1943 Approve Land Lease Agreement with Verizon Wireless at 1150 McCulloch Boulevard (J. Greg Froslie) 6.7 ID 19-1958 Approve Agreement for Message and Content Archiving Services for Social Media Content with Smarsh Inc. (Jess Knudson) 6.8 ID 19-1949 Call for Executive Session Pursuant to A.R.S.§ 38-431.03(A) 5:00 p.m. Tuesday, April 23, 2019 (Kelly Williams) Councilmember Coke moved to approve the Consent Agenda as presented, seconded by Councilmember McCoy, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 7. CORRESPONDENCE, COMMUNICATIONS, PETITIONS, ANNOUNCEMENTS, CITY MANAGER REPORT 7.1 ID 19-1959 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. 7.2 ID 19-1950 City Manager’s Report (Jess Knudson) City Manager Jess Knudson reported on the following: • Mayor Sheehy held a Community Resource Committee meeting at the Lake Havasu City Aquatic Center. • The Havasu Youth Advisory Council hosted a community engagement event with #YOUmatter to increase mental health awareness and suicide prevention. • Councilmember McCoy appeared on Fox and Friends while visiting New York City highlighting Lake Havasu City as being home of the London Lake Havasu City Page 2 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 Bridge. • The annual pavement preservation program will begin on April 15, 2019, and will last for approximately four weeks. • There has been many underground and above-ground improvements to the Swanson Avenue, Mesquite Avenue, and McCulloch intersections. • The Swanson Avenue road improvements will begin in May and last approximately six months. • The Havasu Riviera project is progressing with infrastructure installed and the roads paved. • The Lake Havasu City Police Department is accepting applications for Police Officer Trainee through May 2, 2019. • City offices will be closed on Friday, April 19, 2019, in observance of Good Friday. 8. PUBLIC HEARINGS 8.1 ID 19-1942 Adopt Resolution No. 19-3294 Appointing a Regular Member to the Lake Havasu City Parks and Recreation Advisory Board (Kelly Williams) Ms. Williams stated that the City received one application requesting consideration for a regular member position on the Parks and Recreation Advisory Board. She said the appointment is necessary to fill a regular member vacancy with a term ending June 30, 2022. Mr. Ed Heil, applicant, addressed the Council and said that he has lived in Lake Havasu City for fourteen years. Mr. Heil added he is actively involved in the community and expressed his interest in serving on the board. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Groat moved to adopt Resolution No. 19-3294 appointing Ed Heil as a regular member to the Parks and Recreation Advisory Board with a term ending June 30, 2022, seconded by Councilmember Dolan, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.2 ID 19-1929 Approval of Memorandum of Understanding with the Havasu Freedom Foundation for the Havasu Memorial Walkway (Kelly Garry) City Attorney Kelly Garry stated that in 2008 the Havasu Memorial Walkway was commenced and at that time the City and the Havasu Freedom Foundation (Foundation) entered into a Memorandum of Understanding (MOU). Ms. Garry stated since that time Lake Havasu City Page 3 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 the project has been revamped so it is necessary to enter into a new MOU with the Foundation. She said the proposed MOU outlines the responsibilities of each party where the Foundation is responsible to purchase the memorial bricks and deliver them to the City. She added that the Foundation is solely responsible for the management and administration of the project, while the City agrees to accept delivery of the bricks and install them twice a year. Ms. Garry stated that the MOU is proposed for a five-year term and added that there is also a requirement that the City is to receive a letter from any owner of the property in which the walkway is to traverse. Ms. Garry said the City received a letter from VRE allowing that practice to continue on the property. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember McCoy moved to approve the Memorandum of Understanding with the Havasu Freedom Foundation for the Havasu Memorial Walkway, seconded by Vice Mayor Lane, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.3 ID 19-1938 Introduce Ordinance No. 19-1216 Amending Lake Havasu City Code Title 8, Health and Safety, to add Chapter 8.14, Repeated Use of Emergency Services (Brian Davis) Fire Chief Brian Davis advised that the ordinance before the Council is to introduce a change to Title 8, Health and Safety, of the City Code to add Chapter 8.14, Repeated Use of Emergency Services. He said Chapter 8.14 is modeled after Chapter 8.12 which is the false alarm ordinance for the Police Department, and Chapter 8.13 which is the false alarm ordinance for the Fire Department. He said when those were developed years ago there were expectations and goals and the City has found that they have worked very well and have proven to be the tool that they were intended to be. He said the language in Chapter 8.14 is almost identical and creates the same tool for a more “modern day” topic to help improve a situation that is really not discussed in most circumstances. Chief Davis said the reality is that the use of emergency services for social services and home-care has been a developing topic for many years and is a nationwide issue. He said Chapter 8.14, just like the other ordinances, does not necessarily apply for real needs. He said if someone comes home post-operative and emergency services responds to your house several times in one day that is entirely okay. He said this ordinance specifically says that in the case of need it does not apply, and is really an issue of use of emergency issues for home care can be easily used because it is convenient. He said unfortunately these situations often times include unhealthy life choices and the lifestyle, quality of life, Lake Havasu City Page 4 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 health, and life expectancy plummets. Chief Davis said there was a recent extreme situation that brought staff to come up with a tool. He said even without this ordinance, these situations tend to come and go in waves because the decline in mobility, lifestyle, and health always solves the problem. Chief Davis said this is a difficult topic to talk about but it does go on regularly around the country. Chief Davis said examples were provided that demonstrate, over a 13-month period, the number of times emergency services responded to non-emergency related calls. He added that this ordinance was developed for home-care by way of emergency services. Chief Davis said staff arrived at the number of nine calls because it was a couple of calls a week and a spare call, and the goal is to influence some decisions and choices prior to ever arriving at a bill. He said the false alarm ordinances occur after a couple of occasions each year, and this is after nine occasions each month, which equates to 108 times a year that a person can still use emergency services for home-care and not receive a bill. He said the hope is that the City does not ever need to send a bill, but if it does result in a couple of bills he noted that he will most likely be back before the Council requesting a modification to the number. He said the emphasis is the tool, not the bill. Chief Davis said the top location escalated over the course of a year to almost 300 occasions, with 80 occasions in January, and zero in March, which touches staff deeply because it is the deterioration of people before their eyes. Chief Davis said they regularly provide social services that were not meant to be. He said the Police Department has approximately six patrol cars on at any given time, and the Fire Department has six engines on at any given time. He said the City can really stretch and use those to where they are not available very easily. He said in this particular instance in January, during one of those 80 occasions, there was a true emergency a block away. He said that engine was not available to respond, and what that does is impacts others in the community that are relying on the same services. He reiterated that this ordinance gives the City the tool to try and influence decisions prior to it getting to that point. He noted that this does not have anything to do with dialing 9-1-1, this is about arriving at a home and providing home care because people know that they can get quick, convenient, and free service through emergency services. Councilmember Lin asked if the City has any contacts or agencies that residents can call besides public safety, to which Chief Davis replied yes and said the City will search for durable medical, do referrals, and will call adult protective services if needed. He said sometimes it is a lack of or an adamant denial of refusal to accept any other options. Councilmember Lin asked about the fees, to which Chief Davis said the City did a lot of the fee structures within the last few years and transitioned from a set fee to a market rate, which consists of the federal rate for the equipment used and the fully burdened rate for the staff. He said an engine, a captain, an engineer, and a firefighter/paramedic at an Lake Havasu City Page 5 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 average rate for one hour is $280. Councilmember Dolan said it was his understanding that the example of 290 responses in 13 months was a resident with a medical pendant and when they do not respond, emergency services does not know whether it is a true emergency, to which Chief Davis said that was correct. Councilmember Dolan said in looking at the list, there are only three that would possibly go over the nine uses per month, which he believes nine is a little high because it is a huge tax on the City’s emergency system. Chief Davis noted that the first location with nearly 290 responses is extreme, and the second and third examples are more common. Vice Mayor Lane asked if emergency services respond to these calls Code 3 with lights and sirens, to which Chief Davis said for the most part yes. Vice Mayor Lane said he sees a liability issue with running lights and sirens throughout the city several times a day for non-emergency services. He said he does not want people to be afraid to call 9-1-1 because that is what the service is there for, but this is for the extreme cases where people are abusing the system and are not considering other options to help with their home-care needs. Councilmember Groat asked what kind of impact non-emergency related calls could have on the City’s average response time, to which Chief Davis said that it is difficult to determine a number because it varies by location. He said the response time will always be longer if they have to send the next available engine. He said this is an example where we know it is happening at a significant pace and impacting those times that we could mitigate simply because it is a time that we should have that unit available. Chief Davis spoke about true emergencies and medical conditions and noted that there are any number of situations that could make a call a legitimate emergency. Councilmember Lin asked if the number was calculated per residence or per person, to which Chief Davis said per person. Mayor Sheehy reviewed the top ten response locations over a 13-month period. He said his perspective on this is more about the public conversation which was accomplished over the last month with multiple discussions at several public forums. Mayor Sheehy said this is for all emergency services for the residents, and said that if it takes more than nine, then it takes more than nine for true emergencies, but this gives the City’s emergency personnel a tool to help educate and connect those citizens that need it the most with emergency services. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Lake Havasu City Page 6 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 Councilmember Dolan moved to introduce Ordinance No. 19-1216 amending Lake Havasu City Code Title 8, Health and Safety, to add Chapter 8.14, Repeated Use of Emergency Services, seconded by Councilmember Lin, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.4 ID 19-1948 Adopt Resolution No. 19-3291 Authorizing the Submission of an Application for Federal Fiscal Year 2019 Community Development Block Grant (CDBG) Funds and Authorizing All Actions Necessary to Implement and Complete the Activities Outlined in the Application (Holly Morin) Grants Administrator Holly Morin stated that the item before Council is related to Community Development Block Grant (CDBG) funding. Ms. Morin explained that CDBG funds must be used to benefit low-income persons and areas, alleviate slum and blight, or address an urgent need. She said the current amount of CDBG grants awarded is $863,000 benefiting low-income persons for owner-occupied housing rehabilitation. She said the City is submitting an application to the Arizona Department of Housing for additional funding in the amount of $358,405 to be used for owner-occupied housing rehabilitation within city limits for low-income homeowners. Ms. Morin said homeowners must meet income and homeownership requirements in order to qualify for housing rehabilitation assistance. She stated that home repair is essential for anyone who becomes physically disabled and cannot afford to make the necessary accommodations to their home. Councilmember Lin asked how the grant money could be used, to which Ms. Morin said some examples are for new roofs, new air conditioners, plumbing, electrical, weatherization, and Americans with Disabilities Act (ADA) accessibility. Councilmember Lin asked how many residents the grant is able to help each year/cycle, to which Ms. Morin said that the City has two, two-year, grants, with six current projects and 46 people on a waiting list. Vice Mayor Lane encouraged residents needing housing rehabilitation to contact Ms. Morin for more information. Councilmember Groat asked how much the City receives in grant money each year, to which Ms. Morin stated that the City receives $863,000 in CDBG funds over a two-year period. Mr. Knudson added that the City receives several million in grant funding. Mayor Sheehy opened the public hearing. There being no comments, he closed the public Lake Havasu City Page 7 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 hearing. Vice Mayor Lane moved to adopt Resolution No. 19-3291 authorizing the submission of an application for Federal Fiscal Year 2019 CDBG funds and authorizing all actions necessary to implement and complete the activities outlined in the application, seconded by Councilmember Coke, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.5 ID 19-1941 Adopt Resolution No. 19-3295 Approving the Intergovernmental Agreement with the Arizona Department of Transportation for the Design and Construction of a High Intensity Actuated Crosswalk Beacon (HAWK) and the Reconstruction of Intersection Corners and Ramps at Pima Drive and Acoma Boulevard (Jeff Herb) Project Manager Jeff Herb stated that the item before Council is an Intergovernmental Agreement with Lake Havasu City and the Arizona Department of Transportation (ADOT) to fund, design, and construct a pedestrian hybrid signal. Mr. Herb said a hybrid signal is a specialized traffic signal that is used to stop traffic when pedestrians are crossing the street. He said the proposed location for this project is located at Acoma Boulevard North and Pima Drive North near Smoketree Elementary School, and added that if approved this would be the first High Intensity Activated Crosswalk (HAWK) signal installed in Lake Havasu City. He said the equipment used to construct a HAWK signal is similar to a regular traffic signal with the exception of the color and placement of the lights. He said when a HAWK signal is not being used it goes dark. Mr. Herb said the location of the HAWK signal was selected due to accident history, intersection visibility, near Smoketree Elementary School, and qualified to receive Highway Safety Improvement Program (HSIP) funding. He outlined the following benefits of a HAWK signal: • Pedestrian crashes reduced by 70% • 97% driver compliance rate vs. 70% compliance rate for a marked crosswalk • Highly visible at great distance/Hill Crests • Night – Easier to see • Cost o Design: $160,000 o Construction: $300,000 o Total: $460,000 • Funding o Highway Safety Improvement Grant: 100% Lake Havasu City Page 8 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 o City Contribution: 0% • Schedule o Design by end of 2019 o Construction by March 2020 o Completed by August 2020 Councilmember Dolan asked if other locations were considered, to which Mr. Herb explained that due to the high accident rate this was the only location that qualified for the funding. Councilmember Lin asked if the signal is activated by sensory or pushing a button, to which Mr. Herby replied by pushing a button. Vice Mayor Lane said it was his understanding that the Lake Havasu Unified School District (District) requested a HAWK signal to be installed at this location, to which Mr. Herb said the District is highly supportive of this project. Mayor Sheehy asked if there will be any traffic issues on Acoma Boulevard, to which Mr. Herb said the City anticipates minimal disruption. He said the project consists of adding poles and upgrading handicapped ramps. Mayor Sheehy noted the reason for this location is because it was the only location eligible for grant funding and added that the letter from the District also states that the crosswalk at Pima Drive is used by Thunderbolt Middle School students who cross to get to the bus stop. Mayor Sheehy opened the public hearing. Mr. Don Field, resident, addressed the Council and asked if the HAWK signal system has a recycle time and if it goes through a set sequence on a timer with a space between the completion of the cycle and when it is activated on the next push of the button, to which Mr. Herb replied yes and added that there is flexibility in how the signal can be programmed. There being no further comments, Mayor Sheehy closed the public hearing. Councilmember McCoy moved to adopt Resolution No. 19-3295 approving the execution of the Intergovernmental Agreement with ADOT for the design and construction of a HAWK signal at the intersection of Acoma Boulevard North and Pima Drive North, seconded by Councilmember Groat, and carried by the following vote: Lake Havasu City Page 9 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.6 ID 19-1952 Award Agreement for Professional Services for the 2019 Tank & Booster Station Improvements to Atkins (Jeremy Abbott) Assistant City Engineer Jeremy Abbott stated that the item before Council is the last of a five-year cycle to inspect the existing 26 water storage tanks. He said the goal is to keep a five-year inspection cycle on all the tanks to meet current standards in a user capacity. Mr. Abbott outlined the following in his presentation: 2019 Tank & Booster Station Improvements • Overall Schedule o Inspection  Rafting  Dry  MFL & UT  Floor Survey  Final Report • Budget o Professional Services Contract: $170,614 • Tank Inspection & Settlement Survey o N-3A-08, Constructed in 1969, 0.25MG o C-2-18, Constructed in 1965, 0.25MG o C-3-19, Constructed in 1965, 0.25MG o S-2C-26, Constructed in 1980, 1 MG o S-3C-28, Constructed in 1980, 1 MG o N-HAV-01, Constructed in 2000, 2 MG (Raft Only) Mr. Abbott provided pictures of the various locations of the tanks and in various stages of decline. Councilmember Groat asked the benefit to the magnetic inspection looking at the floor in which corrosion would be impossible to see with the Ultrasound (UT), to which Mr. Abbott stated that the Magnetic Flux (MFL) testing focus is limited to the floor since it is difficult to physically evaluate the condition underneath the floor. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Lake Havasu City Page 10 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 Councilmember Dolan moved to award the Agreement for Professional Services for the 2019 Tank & Booster Station Improvements Project to Atkins, seconded by Councilmember Coke, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.7 ID 19-1953 Award Agreement for Professional Services for the Highway 95 Wastewater Force Main Modeling Project to Carollo Engineers (Jeremy Abbott) Mr. Abbott advised that the purpose of this project is due to the number of breaks on the Highway 95 Wastewater Force Main line, which is an eight-inch Ductile Iron force main that runs parallel to Highway 95 on the west side. Mr. Abbott said the force main has had six breaks, four of them occurring last year, and the breaks are becoming more of an issue due to Hydrogen Sulfide and Sulfuric Acid which is natural to have in wastewater; however, the problem is that metal and concrete do not react well to Sulfuric Acid and over time the acid eats away at the pipes. He said this force main is 21 years old and combined with various lift stations serves approximately 1,500 residential properties. He said one of the simple solutions would be to replace the existing force main with PVC pipe that will not react to Sulfuric Acid; however, the City would like to look at other alternatives to determine the best use, efficiency, and cost effective solutions. Mr. Abbott provided pictures of the pipe corrosion and maps of the areas served or affected by the force main which are mainly focused on the northern portion of the city. He provided maps showing the lift stations in the area and the North Regional Wastewater Treatment Plant (NRWWTP) and the portion of the original force main that was eliminated approximately 10 years ago when Lowe’s and Home Depot were developed and the flows were diverted and redirected to the NRWWTP. He also showed the site of a future location of a regional lift station that was identified as part of the Wastewater Master Plan to serve the area as it develops, which he said is another possible scenario that could be evaluated as part of this project. Mr. Abbott explained that the directional flow of sewer in the area is pumped downhill and then pumped back uphill. Mr. Abbott displayed an exhibit from the Wastewater Program that identifies some of the alternatives of infrastructure that could be implemented to serve the north area, ongoing service, and new development. Mr. Abbott said this project is looking at six possible scenarios and requires some modeling and surge analysis to ensure that the options can be physically accomplished. He said the project will identify overall cost impacts of each scenario to determine the one that is most economical and the one that is most operationally effective. He said the project is anticipated to take five months and is not a budgeted project; therefore, staff is asking the Council to approve the use of available contingency funds due to the number of breaks in this force main over the last 12 months. He added that staff is proposing in the upcoming Lake Havasu City Page 11 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 budget funding to address this force main not knowing which scenario the City will move forward with, but staff looked at what would be the most expensive, replacing the line, which has been estimated in the upcoming budget for construction. Councilmember Lin asked about the most recent break, to which Mr. Abbott replied that the two most recent breaks happened in November of 2018. Councilmember Lin said the project is estimated to take five months and asked if staff anticipates more breaks during that time, to which Mr. Abbott replied that staff cannot predict that; however, they have taken some precautions to alleviate potential breaks as much as possible. He said because the line is Ductile Iron, another break is imminent, but they cannot predict when it will happen. Councilmember Groat asked how many years Ductile Iron pipe is able to withstand breaks from Hydrogen Sulfide and Sulfuric Acid, to which Mr. Abbott explained that typically a force main depending on how it is designed will stay full of wastewater; therefore, without air entrainment there is no introduction of Sulfuric Acid. He said Ductile Iron tends to work best and have a longer life depending on the way it is designed. Mr. Abbott said this line is different than most because it actually flows and pumps downhill. He said the line was only meant to be temporary as it was built for the development to the north and meant to at some point look at reversing the flows. Councilmember Groat asked about the other areas in the city that have Ductile Iron pipe and whether the City is able to apply lessons learned from this project to those areas, to which Mr. Abbott said absolutely, but added that this is a rare situation in the way this line was designed. He said other current applications with Ductile Iron in use were not designed in this manner; therefore, the City does not anticipate the same issues and expects a longer life from that Ductile Iron pipe because it flows mostly full and has an air-release value to introduce and expel air out of the system as it pumps. Councilmember Groat asked how a surge analysis will be conducted, to which Mr. Abbott explained that it will mostly be done through software that evaluates pressures and flows, and said because the north area has five lift stations all pumping at different times and of different sizes that affects the flows in the line. He said the surge analysis takes all of the information and analyzes it based on flow, pressure, scenarios, and if the City is creating any surge issues in the system, and/or whether the flow can be reversed or pumped to another treatment plant. Councilmember Groat asked if additional CAD software is needed to do the surge analysis, to which Mr. Abbott said it is a specialty software that the City does not have. Councilmember Groat asked about the cost of the software, to which Mr. Abbott said he did not know the cost and added that some of it is proprietary and some is created by Lake Havasu City Page 12 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 professional engineering firms not open to the market for use. Councilmember Groat asked what other options in material besides PVC could be used, to which Mr. Abbott clarified that this project is not looking at what the best options are for materials. He said the City already knows the answer to that, and in most cases it is plastic (specifically PVC) in applications of wastewater use. He said this project is looking at possible changes to the City’s system, including the direction of flow from some of the lift stations and possible eliminations of sections of the force main. Mayor Sheehy asked if staff has performed a cost analysis on what it would cost to replace the entire force main with PVC, to which Mr. Abbott replied yes and said replacement of the 2.7 miles of line would cost approximately $1 million to $1.5 million. Mayor Sheehy said there was mention of using contingency; however, the council communication states that it is coming from the Water Conservation Reuse Improvements, to which Mr. Abbott said that is the budget allocation due to the postponement of that project, and added that the budget allocation exists but funds would come from contingency. Councilmember Lin said listed under “Project Management and Meetings” it mentions that the consultant will provide the City with monthly project status reports, and asked if staff would come back to Council if they were to receive information in the reports that addressed an immediate need, to which Mr. Abbott said absolutely. He added that City staff will be deeply involved with this project. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Dolan moved to award the Agreement for Professional Services for the Highway 95 Wastewater Force Main Modeling Project to Carollo Engineers, seconded by Councilmember Groat, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.8 ID 19-1957 Award Agreement for Professional Services for the Mulberry WWTP Tertiary Capacity Increase to Carollo Engineers (Jeremy Abbott) Mr. Abbott advised that the Mulberry Wastewater Treatment Plant (WWTP) was originally constructed in 1986. He provided an aerial photo of the Mulberry WWTP and tertiary, and explained that tertiary means “third in process” in wastewater. He said the City did an expansion of the Mulberry WWTP in 2004 that doubled the capacity of the Lake Havasu City Page 13 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 plant from 1.2 to 2.2 MGD. He said there are two Fuzzy Filters and noted that the expected life of the filters is 20 years. He said the project includes the addition of a third filter which will increase the filter capacity at the Mulberry WWTP. He said the two existing filters have to go through a backwash, or cleaning cycle, depending on the wastewater that is being treated in the plant. He said currently when one filter is in a backwash, the City cannot treat the total capacity of the plant which restricts operations. Mr. Abbott said by adding an additional filter, when one filter is in a backwash staff will still be able to treat flows at the intended capacity of that plant. Mr. Abbott said the duration of the project is four months and noted that this project is different because it is through a Construction Management at Risk (CM@R) Procurement and allows the City to select a contractor based on qualifications and experience which is important because of negotiations with the suppliers and the City being able to be involved in the design process. He said the City is fairly confident that it can squeeze, with some adjustment, a third filter in the basin that currently exists which is important because if it did not fit it would significantly increase the cost of this project. He added that by bringing the contractor in, the City can focus on the operation of the plant as the filter is constructed which can be very complicated. Councilmember Groat asked if capacity decreases from 2.2 to 1.1 MGD when one filter is in a backwash cycle, to which Mr. Abbott explained that when one filter is in a backwash cycle it eliminates the filtration process of the plant, not the rest of the process, to half or 50 percent. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Vice Mayor Lane moved to award the Agreement for Professional Services for the Mulberry WWTP Tertiary Capacity Increase Project to Carollo Engineers, seconded by Councilmember McCoy, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.9 ID 19-1944 Award Bid for Fiscal Year 2018-19 Fog Seal Program to Cholla Pavement Maintenance, Inc. (Kenneth Porosky) Public Works Manager Mark Clark advised that the item before Council is the award of the Fog Seal Program. Mr. Clark said for pavement maintenance the City looks at doing what is right, cost effective, and what is preventative versus rehabilitation and reconstruction. Lake Havasu City Page 14 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 Mr. Clark reviewed the streets which qualify for the Fog Seal Program eliminating the need for more expensive treatments. He added that the fog seal method is more cost effective compared to chip seal or slurry seal. Vice Mayor Lane commented that he is glad the City is looking at other alternatives instead of solely using chip seal. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Councilmember Dolan moved to award the FY 2018-19 Fog Seal Program Base Bid and Alternate Bid to Cholla Pavement Maintenance, Inc. in the amount of $77,168, seconded by Councilmember Groat, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 8.10 ID 19-1945 Award Bid for Fiscal Year 2018-19 Micro Seal Program to Regional Pavement Maintenance of Arizona, Inc. (Kenneth Porosky) Mr. Clark advised that the City Manager asked staff look at alternative treatments to chip seal. He said a small test area, consisting of six or seven streets near Oro Grande Elementary School, was selected due to the confined area which would give staff a good cost estimate on the treatment. He said the estimate came in more than chip seal which requires the streets to be fog sealed every two to three years compared to chip seal which does not. He said micro seal or enhanced slurry would cost approximately $2.50 to $3.00 a square yard previously when a lot of it was used; however, with technology improvements the City received better prices. Mayor Sheehy opened the public hearing. There being no comments, he closed the public hearing. Vice Mayor Lane moved to award the bid for Fiscal Year 2018-2019 Micro Seal Program to Regional Pavement Maintenance of Arizona, Inc. in the amount of $136,088.50, seconded by Councilmember Coke, and carried by the following vote: Aye: 7 - Mayor Sheehy, Vice Mayor Lane, Councilmember Coke, Councilmember Groat, Councilmember Lin, Councilmember McCoy and Councilmember Dolan 9. CURRENT EVENTS There were no council committee reports. 10. CALL TO THE PUBLIC Lake Havasu City Page 15 Printed on 4/24/2019 City Council Minutes - Final April 9, 2019 There were no requests to address the Council. 11. FUTURE MEETINGS Tuesday, April 23, 2019 @ 6:00 p.m. – Regular Meeting Thursday, April 25, 2019 @ 9:00 a.m. – Budget/CIP Overview Work Session Tuesday, May 14, 2019 @ 4:00 p.m. – Executive Session Tuesday, May 14, 2019 @ 6:00 p.m. – Regular Meeting 12. FUTURE AGENDA ITEMS There were no requests from Council for future agenda items. 13. ADJOURN Upon motion by Vice Mayor Lane and seconded, the meeting adjourned at 7:40 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 9th day of April, 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 16 Printed on 4/24/2019