AGENDA CITY OF SAFFORD • CITY COUNCIL MEETING• MONDAY, JULY 13, 2020 at 6:00 p.m. MEETING LOCATION: SAFFORD LIBRARY PROGRAM ROOM • 808 S. 7TH AVE SAFFORD, ARIZONA “The mission of the City of Safford is to make Safford a great place to live, work, and visit”
To Watch or Listen Live: Join Zoom Webinar: https://zoom.us/j/239150553 Residents can call and listen to the meeting by following these steps: Dial: 1-669-900-6833 Enter the Webinar ID: 239 150 553
1. WELCOME AND CALL TO ORDER: (Reminder: Please turn off cell phones) 2. ROLL CALL: 3. PLEDGE OF ALLEGIANCE: 4. OPENING PRAYER: 5. CITIZEN COMMENTS ON AGENDA ITEMS: 6. CITIZEN COMMENTS ON NON-AGENDA ITEMS: 7. PROCLAMATION: Proclamation of the Graham County Board Of Supervisors, the Safford City Council, the Thatcher Town Council and the Pima Town Council strongly urging the residents of Graham County to wear masks in public and follow CDC guidelines. (Staff, John Cassella) INFORMATION/DISCUSSION/ACTION
8. PUBLIC HEARING Mayor Kouts will open a Public Hearing in compliance with Arizona Revised Statutes §38.431.02 to hear public comments regarding:
1. A proposed single-family detached residential subdivision with sixteen (16) lots having a minimum lot size of 10,000 square feet on approximately 12.3 acres located within the R1-10 single-family residential district. The property consists of Graham County Parcel #’s 101-24- 069 and 101-24-107 and is located between South 12th Avenue and South 14th Avenue near South 16th Street. La Tierra Development is requesting a petition of exception from the following subdivision regulations: • Zoning Ordinance Section 16.12.030 (Q) Maximum Length of a Cul-De-Sac (500 Feet) • Zoning Ordinance Section 16.12.060 (F) Maximum Lot Depth to Width Ratio of 3:1 (Staff, Susan Anderson) INFORMATION/DISCUSSION
9. CLOSE PUBLIC HEARING AND RECONVENE REGULAR MEETING 10. RESOLUTIONS: 1. RESOLUTION R20-021: Request for the Mayor and City Council to approve and adopt Resolution R20-021, a resolution of the City of Safford, Graham County, Arizona, approving a Petition of Exception to Title 16-Subdivisions, Section 16.12.030 (Q) Maximum Length of a Cul-De-Sac and Section 16.12.060 (F) Maximum Lot Depth to Width Ratio for the Owens Manor Subdivision. (Staff, Susan Anderson) INFORMATION/DISCUSSION/ACTION
2. RESOULTION R20-018: Request for the Mayor and City Council to adopt resolution R20- 018, a resolution setting the levy for taxes at $0.5135 for each one hundred dollars ($100.00) of the Assessed Valuation of Property subject to Taxation within the City of Safford for Fiscal Year Ending June 30, 2021. (Staff, Alma Valles) INFORMATION/DISCUSSION/ACTION
11. PRESENTATION: 1. PUBLIC AWARENESS LIAISON WITH PUBLIC OFFICIALS: Inform the Mayor and City Council of pipeline purpose & reliability, awareness of hazards & prevention measures undertaken, emergency preparedness, and how to get additional information. (Staff, Raymond Osornio) INFORMATION/DISCUSSION
12. NEW/OLD BUSINESS: 1. MINUTES: Request for the Mayor and City Council to review and approve the January 24, 2020, January 27, 2020 and June 22, 2020 City Council Meeting Minutes. (Staff, Tamara Webster) INFORMATION/DISCUSSION/ACTION
2. LIBRARY CIRCULATION POLICY: Request for the Mayor and City Council to approve a new Circulation Policy. (Staff, Victoria Silva) INFORMATION/DISCUSSION/ACTION
3. LIBRARY CUSTOMER CONDUCT POLICY: Request for the Mayor and City Council to approve a new Customer Conduct Policy. (Staff, Victoria Silva) INFORMATION/DISCUSSION/ACTION
4. POTHOLES IN ALLEYS: Request for the Mayor and City Council to have a discussion regarding potholes in the alley ways. (Councilman Gene Seale)INFORMATION/DISCUSSION
13. CONTRACTS/AGREEMENTS/BIDS: 1. BONITA WATERLINE PHASE IV & V PROJECT AWARD: Request for the Mayor and City Council to award a construction contract to Action Direct LLC. dba Redpoint Contracting for the Bonita Waterline Phase IV & V Project (Project No. 66-683, CIP No. WA1604). (Staff, Lance Henrie) INFORMATION/DISCUSSION/ACTION
Page 2 | 3 14. ANNOUNCEMENT OF CURRENT EVENTS: The Mayor or any member of Council may at this time present a brief summary of current events and provide future agenda items. However, no discussion shall take place on such items except for clarifying comments related to substance, time and location.
15. REPORT ON OPERATIONAL ITEMS: The city manager, members of city staff or those individuals designated by the manager may present information pertinent to items under consideration or information related to the operation of the City. There shall however be no discussion at this time except for clarifiction inquiries. (If not listed below) • Update on Pink Donation Boxes (Staff, Susan Anderson)
16. ADJOURN:
Posted: July 9, 2020 Tamara Webster, City Clerk
In accordance with Section 2.04.120 of the Municipal Code of the City of Safford, and Arizona Revised Statutes §§38-431.01 et seq., and 38-431.02 et seq., notice is hereby given to the members of the general public that the City of Safford will hold the above Council Meeting. Members of the City of Safford Council may attend either in person or by telephone conference call. The City Council reserves the right to take action upon any item on the agenda. DECLARATION ON CONFLICT OF INTEREST: Council members and staff have a right to declare a conflict of interest. The declaration of a conflict of interest must be made prior to discussion of any agenda item in which Council members or staff member determine they have a conflict of interest. The Council may adjourn at any time into executive session. Meeting Agendas are available on the city’s website at: www.cityofsafford.us.
Page 3 | 3 #7.1
PROCLAMATION OF THE GRAHAM COUNTY BOARD OF SUPERVISORS, THE SAFFORD CITY COUNCIL, THE THATCHER TOWN COUNCIL AND THE PIMA TOWN COUNCIL STRONGLY URGING THE RESIDENTS OF GRAHAM COUNTY TO WEAR MASKS IN PUBLIC AND FOLLOW CDC GUIDELINES
Whereas, Graham County is facing severe health challenges that are impacting the nation and the world as a result of the COVID-19 pandemic. As of the date of this Proclamation, the Graham County Health Department has confirmed one hundred and seventy-two (172) positive COVID-19 cases and three (3) deaths in Graham County.
Whereas, Graham County has increased seventy (70) confirmed COVID-19 cases in the last week and is experiencing increased community spread and for the next several weeks are anticipating an upward trajectory in this trend.
Whereas, the spread of COVID-19 can lead to severe respiratory illness, disease complications, and death for our residents, particularly those with underlying medical conditions and the elderly.
NOW, THEREFORE, be it proclaimed the Graham County Board of Supervisors, the Safford City Council, the Thatcher Town Council and the Pima Town Council hereby STRONGLY URGING the following:
1. Wear a mask in public at all times, regardless of whether you are six (6) feet apart or not; 2. Wash your hands often with soap and water for at least 20 seconds, if soap and water is not available, use a hand sanitizer that contains at least 60% alcohol; 3. Clean surfaces that you or others touch often with an EPA registered household disinfectant; 4. Maintain at least a six (6) foot distance between you and others in public at all times; 5. Avoid any large gatherings at all times; 6. If you are sick or not feeling well, stay home and contact your medical provider; and 7. If quarantined, follow all instructions from health and medical officials.
It is critical to slow the spread in our community for the protection of our most at risk populations, ensure our healthcare system is not overwhelmed and to enable businesses to remain open in a safe and healthy manner.
PROCLAIMED this 13th day of July, 2020.
______
Paul David Bob Rivera Chairman, Graham County Board of Supervisors Mayor, Town of Thatcher
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Jason Kouts C.B. Fletcher Mayor, City of Safford Mayor, Town of Pima
#8.1
Planning & Community Development 808 S. 8th Ave. P.O. Box 272 Safford, AZ 85548-0272 Phone: (928) 432-4140
PUBLIC HEARING
NOTICE OF ZONING HEARING
NOTICE IS HEARBY GIVEN that the following zoning matter will be heard before the City of Safford Planning & Zoning Commission at a public hearing to be held at 5:30 p.m. on Thursday, June 18, 2020, in the Safford City Graham County Library Program Room, 808 S. 7th Ave., Safford, Arizona. For the Petition of Exception, the Planning and Zoning Commission will provide a recommendation that will go before the Safford City Council at a public hearing to be a held at 6:00 p.m. on July 13, 2020 in the Safford City Graham County Library Program Room, Safford Library Complex, 808 S. 7th Ave., Safford, Arizona.
Case Z-04-20 Owens Manor Preliminary Subdivision Plat and Petition of Exception: An application has been received from La Tierra Development for preliminary plat approval for a proposed single-family detached residential subdivision with sixteen (16) lots having a minimum lot size of 10,000 square feet on approximately 12.3 acres located within the R1-10 single-family residential district. The property consists of Graham County Parcel #’s 101-24-069 and 101-24-107 and is located between South 12th Avenue and South 14th Avenue near South 16th Street.
The applicant is also requesting a petition of exception from the following subdivision regulations:
Zoning Ordinance Section 16.12.030 (Q) Maximum Length of a Cul-De-Sac (500 Feet) Zoning Ordinance Section 16.12.060 (F) Maximum Lot Depth to Width Ratio of 3:1
The purpose of the R1-10 zoning district is to promote and preserve urban single-family residential developments on lots with a minimum area of ten thousand (10,000) square feet. The principal use permitted in this zoning district is single-family dwelling with customary accessory buildings and uses.
All persons seeking additional information, wishing to testify or wishing to submit written testimony in regard to the above matter are requested to attend the public hearings or to contact: City of Safford, Planning and Community Development Department, Susan Anderson, 808 S. 8th Ave., Safford, Arizona 85546, E-mail [email protected] Phone (928) 432-4140. #10.1
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Susan Anderson, Planning & Community Development Director SUBJECT: Owens Manor Petition of Exception DATE: Monday, July 13th , 2020 at 6:00 p.m.
REQUESTED ACTION: The Planning & Zoning Commission and staff is recommending the City Council approve the Petition of Exception request and Resolution #R20 – 021.
BACKGROUND: On June 18, 2020, the Planning and Zoning Commission unanimously approved a preliminary plat for a proposed single-family residential subdivision with sixteen (16) lots on approximately 12.3 acres located within the R1-10 single-family residential district. That approval is conditioned on the City Council approving a petition of exception to certain subdivision regulations. The applicant is La Tierra Development. The applicant’s Petition of Exception letter which includes reasons for this request is attached as part of this packet.
PETITION OF EXCEPTION: The applicant has submitted a Petition of Exception from the following subdivision regulations:
• Zoning Ordinance Section 16.12.030 (Q) Maximum Length of a Cul-De-Sac (500 Feet) The proposed cul-de-sac is approximately 722 feet in length which exceeds the maximum allowed by 222 feet.
• Zoning Ordinance Section 16.12.060 (F) Maximum Lot Depth to Width Ratio of 3:1
Lot #3 has a width of 126 feet and a depth of 421/419 feet. The maximum depth allowed is 378 feet.
Lot # 2 has a width of 126 feet and a depth of 419/359 feet. The maximum depth allowed is 378 feet.
Chapter 16.24 Petition of Exception allows the City Council to approve exceptions from the subdivision regulations. Those exceptions shall meet the following criteria:
• There are special circumstances or conditions affecting the subdivision tract; • The exception will not be detrimental to the public welfare or injurious to other property in the area; • The exception will not have the effect of nullifying the intent and purpose of the subdivision regulations in this title.
Page 1 of 2
Staff has reviewed the Petition of Exception and notes that the special circumstances / conditions affecting the subdivision tract include the logical continuation of S. 16th Street which provides two points of access to the subdivision but results in a longer than permitted cul-de-sac. Additionally, creating larger lots to the south of S. 16th Street results in two of sixteen total lots in the subdivision exceeding the lot width to depth ratio by an average of less than 9%. With this design the applicant has expressed a desire to provide larger lots that are not readily available within the city limits. Staff has not identified any issues that would be detrimental to the public welfare or injurious to other property in the area should the Petition of Exception be granted.
Attachments: Resolution R20 - 021 Preliminary Plat Applicant Petition of Exception Letter P&Z Draft Minutes
AERIAL OF PROPERTY LOCATION AND ZONING
Page 2 of 2
RESOLUTION NUMBER R20-021 (Declaring Document, a Public Record)
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAFFORD, GRAHAM COUNTY, ARIZONA, APPROVING A PETITION OF EXCEPTION TO TITLE 16- SUBDIVISIONS, SECTION 16.12.030 (Q) MAXIMUM LENGTH OF A CUL-DE-SAC AND SECTION 16.12.060 (F) MAXIMUM LOT DEPTH TO WIDTH RATIO FOR THE OWENS MANOR SUBDIVISION
WHEREAS, Arizona Revised Statute §9-463.01A provides that the legislative body of every municipality shall regulate the subdivision of all lands within its corporate limits; and,
WHEREAS, City of Safford Municipal Code Title 16 Subdivisions, Section 16.12.030Q provides that the maximum length of a cul-de-sac shall be five hundred (500) feet; and,
WHEREAS, City of Safford Municipal Code Title 16 Subdivisions, Section 16.12.060F provides that the maximum lot depth to width ratio is 3:1; and,
WHEREAS, City of Safford Municipal Code Title 16 Subdivisions, Chapter 16.24 Exceptions provides that a petition of exception may be submitted for a subdivision plat that deviates from any specified subdivision regulations; and,
WHEREAS, La Tierra Development has submitted a petition of exception requesting the maximum length of a cul-de-sac for the Owens Manor Subdivision be increased to approximately 770 linear feet and Lot # 2 and Lot # 3 exceed the maximum lot depth to width ratio; and,
WHEREAS, the Planning and Zoning Commission heard this exception request on June 18, 2020 and voted unanimously to recommended City Council approve the petition of exception; and,
WHEREAS, City of Safford Arizona Municipal Code Title 16 Subdivisions, Chapter 16.24 Exceptions, Section 16.24.030B provides that the council may authorize the commission by a resolution to approve the preliminary subdivision plan with the exceptions and conditions the council deems necessary to substantially maintain the objectives of the subdivision regulations of this title.
NOW THEREFORE BE IT RESOLVED, by the Mayor and City Council of the City of Safford, Graham County, Arizona, that the Planning & Zoning Commission is authorize by this resolution to approve the preliminary subdivision plat with an exception to the City of Safford Municipal Code Title 16 Subdivisions, Section 16.12.030Q, allowing the maximum length of a cul-de-sac to be increased from five hundred (500) feet to approximately 770 feet and Section 16.12.060F, allowing Lot #2 and Lot #3 to exceed the maximum lot depth to width ratio as shown on the Owens Manor Preliminary Subdivision plat and that three (3) copies of the resolution be permanently filed in the office of Planning and Community Development Department and available for public inspection.
PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL of the City of Safford this 13th day of July 2020.
APPROVED
Jason Kouts, Mayor City of Safford
ATTEST APPROVED AS TO FORM:
Tamara Webster, CMC William J. Sims, III City Clerk City Attorney
CERTIFICATION
STATE OF ARIZONA ) ) ss County of Graham )
I HEREBY CERTIFY, that the foregoing Resolution Number R20-021 was duly passed and adopted by the Mayor and City Council of the City of Safford, Graham County, Arizona, at a regular council meeting held July 13, 2020. A quorum of the Council was present at the meeting.
Tamara Webster, CMC Date: City Clerk
PLANNING AND ZONING COMMISSION MEETING LIBRARY PROGRAM ROOM 808 S 7th AVENUE, SAFFORD, ARIZONA THURSDAY, JUNE 18, 2020 5:30 PM
MINUTE RECORD
COMMISSIONERS PRESENT: Tracey O’Donnal, Chairperson; Diane Junion, Vice-Chair; E.C. “Buff” Cunningham III, Commissioner; Jerry Hancock, Commissioner; James F. Moser, Commissioner; Ed Ragland, Commissioner
COMMISSIONER PRESENT BY PHONE: John Q. Figueroa, Commissioner
STAFF PRESENT: Susan Anderson, Planning & Community Development Director; Lance Henrie, Public Works Director/City Engineer; Amber Hogle, Administrative Events Liaison; Matt Platt, IT Specialist
OTHERS PRESENT: Lee Patterson, Kent McKinney, Randa Owens McKinney, Keith McKinney, Shawna Thatcher, Lois Ann Moody, Vicki Kelso, Tim McHugh, Debbie McHugh, Tamila Willis, Ty Willis, Greg Moddy, Candy Green, Jason Green, and others who did not sign in
1. WELCOME AND CALL TO ORDER: The meeting was called to order at 5:35 p.m.
2. ROLL CALL: All Commissioners were present. Commissioner Figueroa joined the meeting via telephone.
3. PUBLIC COMMENT ON AGENDA: None
4. MINUTES: It was motioned by Vice-Chair Junion, seconded by Commissioner Ragland and carried unanimously to approve minutes of the March 19, 2020 Planning and Zoning Commission Meeting. MOTION ADOPTED
5. STAFF PRESENTATION: Ms. Anderson reviewed Case Z-04-20 Owens Manor Preliminary Subdivision Plat and Petition of Exception. An application has been received from La Tierra Development for preliminary plat approval for a proposed single-family detached residential subdivision with sixteen (16) lots having a minimum lot size of 10,000 square feet on approximately 12.3 acres located within the R1-10 single-family residential district. The property consists of Graham County Parcel #’s 101-24-069 and 101-24-107 and is located between South 12th Avenue and South 14th Avenue near South 16th Street. The subdivision meets city requirements as submitted, except for two items which are included on the petition of exception from the applicant (maximum length of a cul-de-sac and maximum lot depth to width ratio).
P&Z Commission Minutes Page 1 of 8
Mr. Henrie has reviewed the drainage report. The retention basin at the end of the cul de sac will capture drainage, however the applicant is still in the process of getting an easement for emergency drainage.
Chairperson O’Donnal inquired if the retention basin was engineered based on size of the lots? Mr. Henrie replied yes, the applicant’s engineer designed based on the City’s requirements. Chairperson O’Donnal also asked if the final plat approval is contingent upon approval of the emergency easement? Yes
Commissioner Hancock inquired if there was only one entry and exit from 16th Street, and no emergency exits? Correct
Chairperson O’Donnal asked who is responsible for maintaining the drainage basin? Mr. Henrie stated after it is built, the property owner can dedicate it to the City and the City will maintain.
Mrs. McKinney stated she thought it would be nice for Safford to have a subdivision that offers larger lots.
Chairperson O’Donnal inquired if there would be a fence around the retention to the north? Mr. Henrie stated it is shallow enough therefor not required, but the developer could place one there if they wanted. Mrs. McKinney said they are not planning on it.
Commissioner Ragland asked how large the retention pond is; large enough for activities? Mr. Henrie replied yes, close to 1 acre, with the intention of planting grass.
Vice-Chair Junion inquired if the emergency retention that runs north underground comes out on the street? Mr. Henrie replied no, it will come out to the north and go to the existing storm drain on Relation Street and dump into the existing flow path.
Vice-Chair Junion inquired if a traffic study had been done? Mr. Henrie said it is not required for the amount of lots of this subdivision.
6. PUBLIC HEARING: Chairperson O’Donnal closed the regular meeting and opened the public hearing for the purpose of taking public comments relating to the proposed Owens Manor Preliminary Subdivision Plat and Petition of Exception.
6.1 PUBLIC COMMENTS: Kent McKinney, 1315 W Relation Street: Mr. McKinney is the property owner of the storm drain. He is concerned with the change of use to the property, and provided written reasons, attached. He agrees it is a good project for the community, however he loses a lot of property due to the ditch. He has reached out to Mr. Henrie to try to find a solution and is willing to work with Mr. Henrie and Mrs. McKinney, but feels it should be at no cost to him. Chairperson O’Donnal inquired if there is a current easement there now? Mr. McKinney replied no. He clarified the change of use to the property will be adding concrete, grass, etc. Chairperson O’Donnal asked if he was concerned with losing land or with the overflow? Mr. McKinney replied both. He is recommending it be placed underground and moved east, which is still on his property.
Jason Green, 1703 14th Avenue: Mr. Green’s family has been there over 40 years. He would like to know if 2 story homes are going in as he is concerned with a home looking into his backyard. When homes on Island Circle were built, windows were prevented P&Z Commission Minutes Page 2 of 8
from being put in certain areas in to fix this issue. He does not want to lose his privacy. If a stipulation of not building two story homes can’t be done, then can code be changed to build a higher fence? Ms. Anderson provided her contact card to Mr. Green so that he may follow up on his concerns, per his request. Mr. Green added he hopes the construction company, and Streets Department can do better on the road and sidewalks than what was done with the round about that was just placed north of the river on 8th Avenue (in the County).
Ty Willis, 1703 S 14th Avenue: Mr. Willis inquired about the size of the homes to be built? Will they be smaller and lower his property value, or larger and improve it? Mrs. McKinney stated they will be larger homes, however limits have not been set yet.
Candy Green, 1703 S 14th Avenue: Mrs. Green is concerned with the traffic since most will be coming down 14th Avenue, as right now traffic already speeds through there. Can speed bumps be placed on 14th to help slow traffic? Commissioner Hancock can relate to increased traffic problems due to growth, as well as speeding, near his residence on 20th Avenue. Commissioner Hancock stated he feels those issues are tied to Council and/or City staff, not the Commission - maybe have policed more to slow down?
6.2 CLOSE PUBLIC HEARING: It was motioned by Vice-Chair Junion, seconded by Commissioner Ragland, and carried unanimously to close the public hearing and enter into regular session. MOTION ADOPTED
7. SUBDIVISION DISCUSSION AND ACTION BY THE PLANNING AND ZONING COMMISSION: Chairperson O’Donnal stated a lot of valid concerns have been brought up tonight and feels the City should take them in to consideration. She is not sure how many of the concerns can be addressed with the subdivision due to property rights and, questioned what recommendations the Commission is allowed to make, such as is the Commission allowed to make recommendations to not allow two story homes, or windows in certain places? Ms. Anderson stated if the subdivision was a PUD (planned unit development), then those restrictions can be added. As it stands, the subdivision meets city code requirements. Ms. Anderson added she will talk to the Police Chief about speeding and enforcement on 14th Avenue and 20th Avenue. The developer cannot get final plat approval until drainage is finalized; emergency overflow will be part of that approval.
Chairperson O’Donnal asked if the engineer signs off on the easement? Mr. Henrie stated the property owner has to sign off on the easement.
Chairperson O’Donnal inquired if the residential property that is adjacent to the subdivision has an easement to the ditch? Mr. Henrie said he is not sure if an existing easement is there, but there is possibly one from 14th Avenue and 12th Avenue side, but not aware.
Vice-Chair Junion asked Mr. Henrie to show where on the map it would be if Mr. McKinney wants the easement to go east. Mr. Henrie referred to the area and said the retention basin will be designed to meet city code.
Chairperson O’Donnal inquired about the roads within the subdivision? They will be developed per city residential street code, with pavement and sidewalks.
Vice-Chair Junion inquired about the possibility of the increase to traffic from 8th Avenue to 14th? Mr. Henrie said it is hard to guess. P&Z Commission Minutes Page 3 of 8
Chairperson O’Donnal understands the concerns brought up tonight and hopes the City will come up with a solution.
Commissioner Ragland inquired if the maximum length of the cul-de-sac is increased, will this not be an issue for fire trucks turning around? Mr. Henrie replied it would not be an issue; the length has been addressed with fire and garbage trucks.
It was motioned by Vice-Chair Junion, seconded by Commissioner Cunningham and carried unanimously to approve the Owens Manor preliminary plat with the condition that the City Council approves the Petition of Exception request. MOTION ADOPTED
It was motioned by Vice-Chair Junion, seconded by Commissioner Ragland and carried unanimously to recommend the City Council approve the Petition of Exception from the following subdivision regulations as shown on the preliminary plat: • Zoning Ordinance Section 16.12.030 (Q) Maximum Length of a Cul-De-Sac (500 feet) • Zoning Ordinance Section 16.12.060 (F) Maximum Lot Depth to Width Ratio of 3:1 MOTION ADOPTED
Vice-Chair Junion appreciates all the Owens have provided to the community and feels they will take into consideration concerns stated tonight.
Commissioner Ragland stated it is great to see Safford growing and appreciates those who came tonight to speak about their concerns.
Commissioner Hancock echoes the other Commissioners and hopes the City will continue working together with all involved.
Chairperson O’Donnal stated the subdivisions the Owens have done before are nice and added it will be nice to have growth and additional property taxes. Although the Commission cannot make stipulations, she trusts the City will take in consideration tonight’s concerns.
Mrs. McKinney thanked everyone for their input and stated they have always followed city codes.
Vice-Chair Junion stated she looked into growth in our neighboring communities and we are behind. She appreciates the growth opportunity.
8. STAFF PRESENTATION: Ms. Anderson reviewed a proposed text amendment for Zoning Ordinance Chapter 17.12 Supplementary Requirements and Procedures, Section 17.12.090 Maximum Height of Fences, allowing the maximum height of fences to be increased from three (3) feet to four (4) feet in any required front or side yard. And as a housekeeping measure, to add a maximum rear yard fence/wall height of six (6) feet, to clarify fence heights in interior side yards, and to clarify how the fence height is measured.
Ms. Anderson stated we do not require permits for fences, therefor many residents are not following code. Ready-made fence pieces you can buy at Home Depot come in 48”, so residents assume it is allowed. This is an item Ms. Anderson wanted to bring to the Commission to see if there was an interest in seeing an increase from 36” to 48” fence heights in the front and side yard. The first city code she can find dated 1976, and Thatcher and Pima currently have 36” fence heights in the front and side yard.
P&Z Commission Minutes Page 4 of 8
Commissioner Ragland inquired if the purpose of this is to clean up the code and not have as many people violating code? Yes, if a fence is not built to code then they have to come before the Commission and Council for a variance. Ms. Anderson added a 3 foot fence can be intimidating in a front yard if you have a barking dog. There are also aesthetic issues.
Commissioner Ragland asked if current fences would be grandfathered in if this is passed? Yes
Commissioner Figueroa stated he doesn’t mind 4 feet high but is concerned with corner lots obstructing traffic. Ms. Anderson stated corner lots are reviewed for safe traffic and pedestrian movement.
Commissioner Moser stated the intent of having a fence 20 feet from the street is if the fence is 4 feet tall, then the last 20 feet you can see if you are backing out of the driveway. The 3 foot high rule was for safety so you can see over the fence. Ms. Anderson added that Flagstaff has it divided out pending on type of fence. Ms. Anderson said she could add similar language if the Council desired.
Commissioner Hancock feels the fence height is a lack of understanding from the resident, not an intent to break the law. Agrees with evaluating based on type of fence.
Chairperson O’Donnal asked if it is common to require a permit for a fence? Ms. Anderson replied not here, but varies.
Ms. Anderson stated she could continue the public hearing at the next meeting and break out types of fences and heights if the Commission desires.
9. PUBLIC HEARING: Chairperson O’Donnal closed the regular meeting and opened a public hearing for the purpose of taking public comments relating to a text amendment of Chapter 17.12 Supplementary Requirements and Procedures, Section 17.12.090 Maximum Height of Fences.
9.1 PUBLIC COMMENTS: None
9.2 CLOSE PUBLIC HEARING: It was motioned by Vice-Chair Junion, seconded by Commissioner Ragland, and carried unanimously to close the public hearing and enter into regular session. MOTION ADOPTED
10. TEXT AMENDMENT DISCUSSION AND ACTION BY THE PLANNING AND ZONING COMMISSION: Commissioner Figueroa feels the statement in the packet covers some of the confusion: Regarding a clear view at intersections for safety, the Zoning Ordinance has a provision with guidelines for protecting the visibility necessary at street corners. That provision directly follows the section on maximum height of fences.
Chairperson O’Donnal asked if Ordinance 17.12.090 addresses corner lots? Ms. Anderson read city code section 17.12.100: In all zones which require a front yard, no obstruction which will obscure the view of automobile drivers shall be placed on any corner lot within a triangular area formed by the street property lines and a line connecting them at points thirty-five (35) feet from the intersection of the street property lines.
Vice-Chair Junion referred to a sample fence photo in the packet stating it is a 47” high block wall, with 56” end post, and doesn’t appear to be on a corner, but as Commissioner Moser had said they would have difficulty in seeing a car coming or child walking down the sidewalk. It was P&Z Commission Minutes Page 5 of 8
discussed to possibly allow 36” tall block walls, and 48” tall walls that are made with see through material.
It was motioned by Commissioner Ragland, seconded by Commissioner Hancock and carried unanimously to continue the public hearing at the next meeting. MOTION ADOPTED
Ms. Anderson will bring back additional language addressing the Commission’s concerns.
11. AGE OF MOBILE HOMES: Ms. Anderson addressed a recent concern from some Commissioners and community members regarding a mobile home that was set on small lot at the corner of 8th Street and 10th Avenue. The applicant did submit a plot plan which was reviewed by staff and met current codes. Graham County approves setting and inspections of manufactured homes. City code currently allows 1976 or newer. This particular model is dated 1983. This item is also being discussed at the Council meeting on Monday.
Chairperson O’Donnal asked if this item was brought up from phone calls regarding the home placed on 8th and 10th? Yes
Chairperson O’Donnal feels it would be a good idea to have an ordinance saying no older than 20 years. Using a specific year, it keeps getting older and older.
Commissioner Moser feels we might be getting into a lot of problems with that.
Commissioner Hancock stated it depends on who and how they have lived in it; agrees have to be careful with that.
Chairperson O’Donnal feels once something that is 40 years old is moved, there are going to be problems with resetting it and would prefer to see something newer. Once a manufactured home is moved, safety is compromised.
Ms. Anderson said she will let the Council know the Commission’s comments on Monday.
Commissioner Figueroa added the home looks to be gutted. He is concerned that the Commission has been strict on allowing other manufactured homes recently. Chairperson O’Donnal reminded Commissioner Figueroa this one does meet current code.
The Commission agrees this will be a good discussion for Council.
Ms. Anderson added she may come back to the Commission with a public hearing/action item if Council decides to change.
12. MONTHLY MEETING DATE: Due to Library programming being busy on Thursdays, Library staff has requested, if possible, P&Z Commission meetings be moved from the 3rd Thursday to the 3rd Monday of each month.
Commissioner Moser stated he may not be able to attend as often due to traveling. Ms. Anderson gave anyone on the Commission the option to call in if they are not able to make a meeting.
The Commission asked Lee Patterson, who was in attendance, and the anticipated new Commission incumbent if Mondays work for him? Yes, works better for him.
P&Z Commission Minutes Page 6 of 8
It was motioned by Vice-Chair Junion, seconded by Commissioner Figueroa and carried unanimously to change meeting days from the 3rd Thursdays to the 3rd Mondays of each month at 5:30 p.m. MOTION ADOPTED
13. PROJECT UPDATES AND ANNOUNCEMENTS:
Vice-Chair Junion will not be renewing her term after 10 years of service on the Commission. The Council will be recognizing her on Monday at 6:00 p.m. Chairperson O’Donnal thanked Vice-Chair Junion for her input and years of service.
Plans are in review process for new assisted living facility near the hospital.
Medical office building at the hospital is underway.
Plans have been received for new Police Department, with anticipated completion by late spring/early summer.
Commissioner Moser inquired about the halt of construction at Jack in the Box? They have delayed opening due to covid-19.
14. CALL TO THE PUBLIC – NON-AGENDA ITEMS: None
15. NEXT SCHEDULED MEETING: July 20, 2020
16. ADJOURN: It was motioned by Commissioner Ragland, seconded by Commissioner Hancock and carried unanimously to adjourn the meeting at 7:10 p.m. MOTION ADOPTED
APPROVED:
Tracey O’Donnal, Chairperson Planning & Zoning Commission
ATTEST:
Amber Hogle, CMC, Administrative Events Liaison Planning & Community Development
STATE OF ARIZONA ) ) ss County of Graham )
CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the Meeting of the Safford Planning & Zoning Commission, located in Safford, Graham County, Arizona, held Thursday, June 18, 2020,
P&Z Commission Minutes Page 7 of 8
and approved at a Planning & Zoning Commission Meeting on TBD. I further certify the meeting was duly called, held and that a quorum was present.
Date Amber Hogle, CMC, Administrative Events Liaison
P&Z Commission Minutes Page 8 of 8
PRELIMINARY PLAT LEGEND: ENGINEER/SURVEYOR OWNER: OWENS MANOR
12TH AVENUE
ADDCOCK ADDITION 16TH STREET 16TH (480) 599-1263 TEL URBAN DESIGN COMMERCIAL / RESIDENTIAL ROSENDAHL ENGINEERING
LOT 11 LOT 1 SURVEYING LOT 12 ENGINEERING LOT 13 LOT 14 LOT 15 LOT 16 857 N. BARKLEY ST. MESA, ARIZONA 85203
OWENS DRIVE LOT 2
STORM RETENTION
LOT 5 LOT 9 LOT 8 LOT 6 SOUTH - STREET 16TH 1; PHASE LOT 7 STREET 16TH OF NORTH 2; PHASE LOT 10 LOT 3 OWENS MANOR PRELIMINARY PLAT
LOT 4 16TH STREET 16TH OWNER
UTILITY PROVIDERS; PH: 928-428-4860 S&R RENTALS, LLC 615 W. 7TH STREET SAFFORD, ARIZONA 85546
LA TIERRA DEVELOPMENT RELATION STREET RELATION CONTACT: RANDA OWENS MCKINNEY
14TH AVENUE
DEVELOPMENT NOTES: CITY OF SAFFORD PLANNING & ZONING APPROVAL:
PP 11 #10.2
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Alma Flores Valles Finance Officer SUBJECT: Adoption of the Resolution of the FY2021 Tax Levy R20-018 DATE: July 13, 2020 at 6:00 p.m.
Purpose and Recommended Action: This is a request for the Mayor and City Council to adopt resolution R20-018, setting the levy for taxes at $0.5135 for each one hundred dollars ($100.00) of the Assessed Valuation of Property subject to Taxation within the City of Safford for Fiscal Year Ending June 30, 2021.
Background and Analysis: A Public Hearing was held on June 22, 2020 at 6:00p.m. for the purpose of hearing taxpayers on the Budget and Tax Levy for Fiscal Year 2020-2021. The primary property tax rate will remain the same as the current Fiscal Year 2020 and the previous Fiscal Year 2019, at $0.5135 per $100 of assessed valuation for FY 2020-2021. This decision by the City Council would allow the total amount of Primary tax revenue collected to increase slightly due to new construction and increased Assessed Valuation of Property subject to Taxation while the individual tax rate for the City of Safford will remain the same as the prior fiscal year. RESOLUTION NUMBER R20-018
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAFFORD, GRAHAM COUNTY, ARIZONA MAKING LEVY FOR TAXES FOR ALL PURPOSES FOR THE FISCAL YEAR ENDING JUNE 30, 2021.
WHEREAS, the City Council of the City of Safford having heretofore, to wit on the 26th day of May, 2020, prepared the tentative budget for the City of Safford for the year 2020- 2021 and the notice of the same has been published in a local newspaper in the City of Safford, all as provided by law, and hearing on such estimates contained and after all taxpayers who appeared were heard for or against any proposed expenditures or proposed tax levy, and such budget appeared in all respects to be lawful for the best interest of the administration of the City of Safford government and activities and was adopted for the ensuing fiscal year; and,
NOW THEREFORE BE IT RESOLVED that the tax rate per hundred dollars of assessed valuation to be levied on account of all property, both real and personal, for which taxes are to be levied and collected for the General Fund of the City of Safford, is hereby fixed at $0.5135 for the Fiscal Year 2020-2021; and,
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAFFORD that such budget having been published and adopted that the total tax levy of $0.5135 per hundred dollars assessed valuation is hereby made against the taxable property within the City of Safford, pursuant to Arizona Revised Statutes §42-17107.
PASSED, APPROVED, AND ADOPTED by the Mayor and City Council of the City of Safford, Graham County, Arizona this 13th day of July 2020.
Jason Kouts Mayor
ATTEST: APPROVED AS TO FORM:
Tamara Webster, CMC William J. Sims, III City Clerk City Attorney
Resolution Number R20-018 Adopting Levy for Taxes July 13, 2020 Page 2
State of Arizona ) ) ss County of Graham )
CERTIFICATION
I HEREBY CERTIFY, that the foregoing Resolution Number R20-018 was duly passed and adopted by the Mayor and City Council of the City of Safford, Graham County, Arizona, at a regular council meeting held July 13, 2020, and that a quorum was present at the meeting.
July 13, 2020 Date: Tamara Webster, CMC, City Clerk
Truth in Taxation Analysis Calculation for Truth in Taxation Hearing Notice pursuant to A.R.S. § 42-17107
Actual current primary property tax levy: $ 251,915
Net assessed valuation: $ 51,682,980
Value of new construction: $ 921,885
Net assessed value minus new construction: $ 50,761,095
MAXIMUM TAX RATE THAT CAN BE IMPOSED WITHOUT A TRUTH IN TAXATION HEARING: $ 0.4963
Growth in property tax levy capacity associated with new construction: $ 4,575
MAXIMUM PRIMARY PROPERTY TAX LEVY WITHOUT A TRUTH IN TAXATION HEARING: $ 256,503
Proposed primary property tax levy: $ 265,392
Proposed increase in primary property tax levy, exclusive of new construction $ 8,731
Proposed percentage increase in primary property tax levy: 3.47%
Proposed primary property tax rate: $ 0.5135
Proposed increase in primary property tax rate: $ 0.0172
Proposed primary property tax levy on a home valued at $100,000 $ 51.35
Primary property tax levy on a home valued at $100,000 if the tax rate was not raised: $ 49.63
Proposed primary property tax levy increase on a home valued at $100,000: $ 1.72 #11.1
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Raymond Osornio, Gas Division Supervisor SUBJECT: Public Awareness liaison with Public Officials DATE: Monday, July 13th , 2020 at 6:00 p.m.
Purpose and Recommended Action: The reason for this Public Awareness presentation is to inform public officials of pipeline purpose & reliability, awareness of hazards & prevention measures undertaken, emergency preparedness, and how to get additional information. I Raymond Osornio (Gas Division Supervisor) will answer any questions regarding the presentation. This is a triennial requirement from Pipeline and Hazardous Materials Safety Administration “PHMSA” and the Arizona Corporation Commission “ACC”.
Background: Previous Public Awareness liaison was on September 11, 2017
Analysis: Required presentation under CFR 192.616 (B)(1)(c)(1&2) Public Awareness Policy CITY OF SAFFORD NATURAL GAS SAFETY PUBLIC AWARENESS 202O 3,909 Services and Meter sets
71.48 miles of Gas Mains
SAFFORD GAS 2 Regulator Stations SYSTEM INFORMATION 13.28 miles of Steel Mains and 245 services from 1in up to 8in
58.2 miles of Polyethylene mains and 3673 services from 1/2in to 8in
6 Gas Division Employees Natural Gas is a naturally-occurring mixture of hydrocarbon and non-hydrocarbon gases found in porous formations beneath the earth's surface. Natural gas is lighter than air, so it can dissipate into the air rapidly. It's also colorless, non-toxic, and has no taste in its natural state. When taken from the ground, natural THE PROPERTIES gas is odorless. Mercaptan is added giving it the distinctive “rotten OF NATURAL GAS egg” smell A combustible mixture of natural gas with air also has a very high ignition temperature of about 1150°F, which is almost twice the ignition temperature for gasoline. Natural gas will not burn unless the mixture is within a flammable range of 4 to 15% gas to air. Above and below these amounts it will not burn. The most efficient or ideal mixture is 10% gas. WHAT TO DO IF YOU SMELL NATURAL GAS OR SUSPECT A LEAK.
• Immediately leave the area.
• Make sure everyone gets away with you.
• DO NOT turn anything off or on, including light switches, televisions, garage doors openers, vehicles, etc.
• DO NOT use your home phone to call for help.
• Leave everything as is.
• Head to a safe place upwind.
• Prevent people and vehicles from entering the area..
• If gas has caught fire LET IT BURN.
• Contact the City of Safford Gas Department or call 911 HAZARDS AND PREVENTIVE MEASURES
Back up regulators and relief valves are installed to prevent system over pressure. Excess flow valves or isolation valves are installed on all new or upgraded services to stop the flow of gas incase of a line hit. 4 different regulator assemblies in two different locations are installed in case of a low- pressure event. Each assembly is capable feeding the complete system in winter conditions. Every time we preform a turn on, the customer’s gas system is checked for leaks with a clock test. We provide free leak inspections and carbon monoxide checks at customer requests. Customers with abnormal usages are checked monthly. Gas technicians are always on call to respond to odor complaints and emergency situations. Business districts and critical areas are surveyed for leaks annually. All gas services are surveyed for leaks every 4 years. EMERGENCY COMMUNICATIONS AND PREPAREDNESS 24-hour emergency number (928)432-4200 will go to our office during working hours, after hours it is sent to the Gas technician on call.
Customers can also call dispatch or 911 incase of an emergency.
Gas technicians have police radios installed in our service trucks for communication in an emergency.
Every year we have a liaison with police and fire officials. Gas companies in our area also attend.
We have 2 Hit trucks that are stocked with equipment needed to repair or stop leaks.
All Gas technicians have a City of Safford Gas manual that has step by step procedures to preform any task. Including all emergency procedures.
All Gas technicians are trained, tested and evaluated in every procedure used by the City of Safford at a minimum of every 5 years. QUESTIONS?
Additional information is available on the City of Safford website. Pamphlets are available at the Mesa yard complex and • Before you dig, please call the following number: City hall. • 1-800-782-5348 (1-800-STAKE-IT) • OR 811 Calling (928) 432-4200 #12.1
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Tamara Webster, City Clerk SUBJECT: Council Meeting Minutes DATE: Monday, July 13, 2020 at 6:00 p.m.
Purpose and Recommended Action: Request for the Mayor and City Council to review and approve January 24, 2020, January 27, 2020 and June 22, 2020 City Council Meeting Minutes.
Attachments: Draft Minutes
MINUTES CITY OF SAFFORD • CITY COUNCIL WORK SESSION • MONDAY, JANUARY 24, 2020 at 8:00 a.m. MEETING LOCATION: SAFFORD LIBRARY PROGRAM ROOM • 808 S. 7TH AVE SAFFORD, ARIZONA “The mission of the City of Safford is to make Safford a great place to live, work, and visit”
1. WELCOME AND CALL TO ORDER: Mayor Kouts called the meeting to order at 8:00 a.m. 2. ROLL CALL: A quorum of the Council was present (5). COUNCIL PRESENT: Mayor Jason Kouts, Vice Mayor Richard Ortega, Councilmembers Steve McGaughey, Chris Taylor, Arnold Lopez and Michael Andazola.
COUNCIL ABSENT: Vice Mayor Richard Ortega; Councilman Gene Seale.
STAFF PRESENT: Horatio Skeete, City Manager; John Cassella, Assistant City Manager; Susan Anderson, Planning and Community Development Director; Dan Braatz, Electric Division Supervisor; Victoria Silva, Library Director; Morgan Seale, Water Division; Lydia Newkirk, Human Resources Officer; Alma Flores Valles, Finance Officer; Lance Henrie, Public Works Director/City Engineer; Joe Brugman, Police Chief; Raymond Osornio, Gas Division Supervisor; Glen Orr, Police Captain; Randy Petty, City Engineer; Gale Hedges, Water Division Supervisor; Sam Napier, IT Director and Tamara Webster, City Clerk.
OTHERS PRESENT: Heather VanHouten
3. PLEDGE OF ALLEGIANCE: Councilmember Michael Andazola. 4. OPENING PRAYER: Councilmember Arnold Lopez. 5. CITIZEN COMMENTS ON AGENDA ITEMS: None. 6. CITIZEN COMMENTS ON NON-AGENDA ITEMS: Heather VanHouten, stated she presented back in August regarding an indoor community recreation center. Ms. VanHouten has been in contact with Freeport MacMoran, and they are willing to help out with this as the plan does not include a workout room with machines. She is requesting a discussion with City Council regarding this. The facility would include a racquetball court, tennis court, basketball court and indoor pool. She stated she knows that the City of Safford has an outdoor pool. She wanted to entertain the possibility of enclosing that pool. As an example, the Morenci pool is an indoor pool with the option of a door that opens. She stated that this project would generate revenue for the City once completed. She also suggested that conference rooms be added to the facility for business meetings and family events; this would also generate revenue for the City.
7. BUDGET DISCUSSION: Alma Valles, Finance Officer, stated that during the budget discussion she will go over a budget calendar, the fund balance policy, the current year financials, and Mr. Cassella will give an update on the initiatives and next year’s initiatives. Today we have the budget workshop, which is the beginning of the budget process. In February revenue projections will be presented to Council. In early March the City Manager, Assistant City Manager, and Finance would like to meet individually with one (1) or two (2) Councilmembers at a time, for four (4) meetings. This will enable Council to share some initiatives as we start the budget process. Tentatively there will be a budget work session on Friday, March 13, 2020. This would be to review the CIP. By that date, individual department budgets will have been reviewed with department heads, so at that meeting we may be
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able to review individual department budgets as well. There will be budget reviews at both meetings in April. She would also like to have a summary of the budget as well at that time; definitely by the first meeting in May. Then in May she would like to have adoption of a tentative budget. After that tentative budget adoption, the budget cannot be increased; only decreased. The first meeting in June, the final budget would be adopted, and there would be a property tax hearing. During the second meeting in June, the property tax would be adopted.
Ms. Valles wanted to give a reminder that having the fund balance protects the City from serious future risk and also helps with long-term financial planning. The current fund balance guidelines were established in May of 2015, and for the general fund and enterprise funds there was 50% of working capital plus the debt services, and also to create an economic development fund. Councilman Lopez asked how the fund is utilized. Ms. Flores stated that during the budget process the City will utilize and plan to use those fund balances, but they need to be built up depending on the projects that need to be done. At that time, the City can decide how much the fund balance needs to be built up to cover the projects.
Ms. Valles demonstrated from the June 30, 2019 audit that the general fund is $600,000 below the required fund balance requirement. All the rest of the funds are above the required amount. The landfill is down $4.8; a quick projection shows that the City should be able to close that gap within the next eight (8) or nine (9) years with the new increase done with the closure costs. Horatio Skeete, City Manager, stated that after that eight (8) to nine (9) years of closing the gap, there will still be ten (10) to twelve (12) years of life cycle in the landfill to build the reserves before needing to open a new landfill.
Ms. Valles stated that City fund balance guidelines are 50%. Currently the Government Finance Officers Association (GFOA) recommends 25%, and the City has now achieved 50%. Currently there is no State mandate. Now that the 50% has been achieved, that gives the City more flexibility. During the budget process Finance will create an estimate of actuals for the current fiscal year and will look at what could go into the next year’s fund balance; and some of that can be utilized for one- time projects. She made assumptions that expenditures will be what was budgeted. One of the larges revenues in the general fund is the City sales tax; she predicts being at about 112% at the end of the fiscal year. This is a conservative prediction. Mayor Kouts asked if the Online Shoppers amount is being received. Ms. Valles stated that is correct, but there are no figures regarding this yet. Mr. Skeete stated that by the time the budget is approved, there should be approximately four (4) months of online shopping revenues to look at.
Mayor Kouts stated that he would like to see departments being rewarded for efforts to come in under budget, instead of being told that since they came in lower the year prior, they should not need the full budget amount the next year either. He asked Ms. Valles at some point to explain why the monies have to all be used with a resultant zero balance at the end of the year. John Cassella stated that there really is no penalty; the budgets are revisited every year, and there is an explanation of needed expenditures. He believes at the local level there is no penalty.
Ms. Valles stated that in the general fund the City anticipates revenues greater than expenses by $752,000. When the street projects are completed, they anticipate using some of the reserves to the fund balance. There will be no additional funds going into the fund balance this fiscal year. In the sanitation department they will increase their fund balance by $130,000. The landfill will increase their fund balance by $375,000. The water department will have $2.2 million added to their fund balance for the following year to complete more projects. The wastewater department will be using some of the reserve; this was budgeted. The gas department will increase their fund balance
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by $300,000. The electric department, with the projects they are completing, will utilize some of their reserves.
Mr. Cassella stated he would like to now go over Staff ideas; current initiatives, proposed initiatives and the big picture regarding the fund balance. He stated that the $752,000 surplus amount is a conservative amount because all the monies allocated will not be actually spent. Also, the amount of growth is higher this year than it has been historically. With that in mind, they are recommending that the Building Permit Waiver Program go forward, but that it be brought back to just single family residential. They are recommending that the Water Capacity and Meter Fee Reimbursement continue. The recommendation is to continue the Sewer Capacity Waiver. It is recommended that the Employee Recruitment Retention in Housing Stipend not be continued. Initially $50,000 was budgeted, and it is at $110,000 now. Mayor Kouts asked why it was recommended that the program be discontinued. Mr. Cassella stated that they would like to emphasize other areas rather than just the housing issue. He stated they will revisit the Economic Development Bond and plan what to do with it, but he feels they maximized the interest, but it is just a recommendation to end the program. Mayor Kouts stated that he would like to see the program utilized longer; he feels that when employees move to Safford, it saves in other areas that offset the loss of money in the fund. Councilman McGaughey asked how many employees moved to Safford and took advantage of the fund. Mr. Skeete said there were eleven (11) employees that did relocate and receive fund money.
Mr. Cassella stated that there are plans to move Council Chambers over to True Hope Church. Renovations will be required. Over the long-term, the idea is that the new fire station would be there. Staff is recommending this. The remodel of City Hall has been talked about on multiple occasions. Right now is the brainstorming stage with a variety of ideas. One focus is security. Also there was discussion about another bathroom, and also creating space for customers that require more in-depth help. Also there is talk about changing the pathway for customers so that the traffic flow is better. There was discussion about a summer youth program as a community service idea. This idea would create jobs for local students over the summer. An ongoing project is the meter tower upgrades. Currently the City uses two (2) towers; one (1) of those towers has older equipment. They would like to look at the older tower and either replace the tower or the tower equipment. There is also discussion about installing a third tower. There is a recommendation for a camera and wi-fi system which is twofold; intersections and parks. There is a camera at one (1) intersection downtown which has been useful to law enforcement. It is suggested that the City expand that program to two (2) more intersections. As to parks, Glen Meadows park has a camera which has proved useful in catching vandalism, so they are hoping to install cameras at all parks including wi-fi. The wi-fi would also be helpful to parents who are watching their children play in the park; they could be on their devices at that time. Mayor Kouts stated he would like to see money spent on this in order to get quality systems in place. The next item is the extended pool hours through Labor Day. This came up in the meetings last summer, and that was extended as a temporary fix. The suggestion is to make this permanent. Then, regarding the property at 10th Avenue and 10th Street, the City has purchased the property. The reason for purchasing the property was to put in a retention base to protect from flooding. One suggestion was to put in a parking lot as well. There is also a suggestion that we do a land swap because there is other ownership along the canal in the northern part. So, if the retention base is placed and then the land is swapped, it will allow the City to put the retention base and into the canal. The last part of it is that the City only needs the right side of that property. The left, western side is property that could be sold for development. The question is, how ready does the City get the property for development; leave as- is, improve access to site, etc. The property is zoned multifamily. Mayor Kouts asked what the benefits would be to more preparation of the property with sidewalks, etc. City Manager Skeete stated that fee waivers or right-of-way agreements would also be something that could be gifted to
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the developers. With this piece of property, the City could bid it and the buyer could just buy it and hold it as it has been for the last fifty (50) years, or the City could do improvements to it to make it attractive, and even ask for proposals for a multifamily complex there. With the City improvements, it might be possible to arrange for, as an example, fifteen (15) years reduced rent on 20% of the apartments built.
Mr. Cassella stated the last item is a market assessment for the electric utility or ongoing meetings with SPPA. Some of the concerns are as follows: (1) is future power capacity available as needs arise. Right now we are fine, but in the meetings they indicated that we might get to the point where additional capacity might not be available through them. Mr. Cassella suggested that the City look at the options that would be available if the City needs more power.
As a wrap-up, what does the City want to do with the $750,000 reserve. Three (3) potential options were suggested. (1) replenish the economic development reserve fund, (2) put money back into the programs themselves, (3) use some of the money for the projects suggested for the coming year. Mayor Kouts said he would like to see the projects continue. He also would like to see some more park improvements. He would also like to see the summer youth work program put into place. Councilman Lopez expressed his support for the summer youth work program as well. He also expressed concern about the upgrade of the meter towers to prevent dropped signals from the meters. He is in support of cameras. He is also for extended pool hours. He would like to see a shade structure behind the Chamber of Commerce for public meetings, etc. Councilman McGaughey had a question about the property on 10th Avenue and 10th Street; he had been thinking that might be used for some baseball or soccer fields. Lance Henrie stated that it would not be big enough for a full soccer field, but one similar to the one built at Glen Meadows Park could be built there which would work for practice drills, if not a full game. Councilman McGaughey brought up the fact that the north side of the American Legion has no windows or doors, and then there is a block wall between the building and the park. Apparently there are a lot of drug deals that happen in the dark at that location. He suggested taking that wall out and putting parking there. Vice Mayor Ortega brought up 14th Avenue improvement. Mr. Henrie stated that they are hoping to get some grants for this after the 20th Avenue extension is finished.
Lydia Newkirk, Human Resources Officer, spoke regarding Staff pay; (1) the general condition of the job market, (2) recruitment/turnover, (4) retention plan, (5) and financials. A job analysis was completed. There was a cost of living comparison with Sedona, which has a 7.8% lower cost of living than Safford, and Show Low, which has a 18.7% lower cost of living than Safford. Regarding recruitment, the City currently has 146 employees and 151 authorized positions. There were one hundred twelve (112) interviews conducted in 2019, and it took an average of forty-seven 47 days to fill a vacancy. The City extended forty (40) job offers and hired thirty-seven (37) employees. Eleven (11) candidates withdrew from the position or did not show up to interviews. As far as retention, the City had a turnover rate in 2019 of 18%. Of the twenty-seven (27) employees that resigned in 2019, twelve (12) indicated that pay was their reason for leaving. In 2018 there was a 15% turnover rate, and in 2017 there was a 12% turnover rate; so the turnover rate has increased over the last several years. Regarding longevity of the current staff, there are twenty-nine (29) employees that have been employed with the City one (1) year or less, and an additional nine (9) employees who have been with the City for two (2) years. Sixty-seven (67) employees have been with the City five (5) years or less, which is almost half of the workforce. There are seventy-nine (79) employees who have been with the City over five (5) years. One (1) proposal is to give a $1 pay increase per hour for CDL certification required for the job, and 50¢ an hour whenever it is not a requirement. For other certifications that are required for the job, the City would also give a $1 increase. For other certifications that are beneficial to the job but not required, the City would also give a 50¢ raise per
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hour. With the proposed pay grade table and taking employees up to the current base, which would affect forty-eight (48) employees, the cost would be $71,670.56. The increase as proposed for the CDLs, which would affect fifty-two (52) employees, would cost $56,960. The other required certifications would be $13,520. Those not required but beneficial to have would be $11,440 for eight (8) employees. The Police Department increase in base pay with the step program would be $41,731 for fourteen (14) of the twenty (20) officers employed. The grand total would be $215,321. Increasing the base pay and additional pay increases for certifications would make the City more competitive with the local market and would be investing in the City’s employees, which is a great tool for retention. This pay raise would improve employee morale. Ms. Newkirk stated that with both of these increases together, the City would be competitive with the local market. The City is having a hard time hiring employees who already have CDLs; the City is having to hire those without that certification and then pay for those CDL certifications. Mr. Skeete stated that, in order to not be wasting the City’s money by paying for employee certifications and then having the employee leave once the certifications are obtained, the City could have a requirement that after the certifications are obtained at the City’s expense, the employee has to either stay for a certain amount of time in their City job, or they would have to pay the City for the expenses incurred for those certifications.
Newly hired employees, transferred employees or promoted employees may receive a pay increase or merit increase, at the end of their twelve (12) month probation period. A performance evaluation will be conducted at the end of that twelve (12) month period. After passing that evaluation, an employee’s base pay may be increased. This change would take place on the pay period in the month of their anniversary date. Currently the City completes performance evaluations the same time of year for every employee. This would be changed to the month prior to the employee’s anniversary date. Regarding longevity pay, currently employees are given, in five (5) year increments, a 5% check off of their base pay. In the past, they were given that in a base pay increase. Then it changed at some point. Ms. Newkirk is proposing that the City go back to that base pay increase and away from the check; that would be done in increments of three (3), six (6) and ten (10) years at 3%. Going back to the longevity problem that the City has, in that half of the City’s staff at the current time has been employed with the City for less than five (5) years. After the employee hits the ten (10) year mark, they would receive a 5% base pay increase at increments of five (5) years beginning at fifteen (15) years of employment.
Regarding differential pay, initially Ms. Newkirk requested a $1.50 increase for essential certifications and 75¢ for nonessential certifications. She has dropped those amounts to $1.00 for essential certifications and 50¢ for nonessential certifications. The police department has planned step progressions which also require a successful completion of job expectations. For the first ten (10) years, every two (2) years the employee would move a step up. After they have maxed out on the step program, they would then enter the merit system until the employee’s wage reached the maximum on the pay grade table. At that time, their wage would be red circled and would not increase until there was a change in the pay table or the employee moves into another position that is higher on the pay table. Ms. Newkirk stated that it is an industry standard for public safety employees to have a step program. When the City pays to send someone to the academy, it is close to $16,000. They are trying not to lose employees to other businesses.
Regarding temporary assignments, the City would like to change the added pay from 5% to 10% with Council approval. The reasoning is that whenever they place temporary assignments with lower-paid staff members, 5% is not really noticeable in their paycheck. Mayor Kouts asked for a scenario. Ms. Newkirk gave the example of a recent employee who worked on a temporary assignment with the census coordinator position. It was a lower paid employee. With that employee’s salary, the 5% increase was not enough to ask them to take on the extra duties. Mayor Kouts asked that the
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Council be asked to vote on a cap, and to leave it to the Manager to set the amount for temporary increase, within that cap.
8. VACATION CASH-OUT POLICY: Lydia Newkirk, Human Resources Officer, stated they would like to add a cash-out option with restrictions. They propose that employees may cash out vacation hours in excess of eighty (80) hours. This will leave two (2) weeks in their fund. They would be allowed to cash out two (2) times a year at the regular rate of pay. Employees would not be able to cash out more than what they would earn within the fiscal year. The reason for putting a cap is that there are some employees who can cash out their comp time, while other employees do not have that ability. This gives those employees a cash-out option.
9. OTHER INITIATIVES TO CONSIDER: Mayor Kouts asked whether Staff had anything they wanted to bring up at this time. Staff had nothing. Councilman Lopez asked about the property that extended 14th Avenue, purchased a couple of years ago, across from (((3.39.07.7-- someone coughed here))) He asked whether this year anything would be done. Mr. Skeete stated they are looking at a few things, but he stated that he would like to not rush into putting something there. Councilman Lopez stated he would like, down the road, to see the community center suggested by Ms. VanHouten. Mayor Kouts stated that he believes the City should improve the parks that are already in place first, and then work up to that. He would like to see more mature trees in front of City Hall. He believes that as the citizens see the City taking care of what we already have, they will be more behind the expenditure for a community center.
It was mentioned that the basketball court north of the middle school off of 8th Avenue, and the field behind the middle school, has been offered to the City for use. The sports field can be accessed off of 11th Street through the East parking lot. Mayor Kouts talked about water to that area; there is a well there that could be used to water the field.
Councilman Arnold brought up the future skeet range at Dry Lakes Park. He stated that the site was looked at from above, and that it was decided the area could be adequate for a tournament-quality skeet range. Staff is trying to communicate with the owner of the property.
Mayor Kouts wanted to remind everyone that Mr. Skeete is retiring; he will be leaving this year. The City will have to replace him. He praised him for a great job done.
Councilman McGaughey stated he would like to see some cost numbers for extending pool hours, and also the cost for enclosure of the pool. Mayor Kouts stated that he asked Ms. VanHouten to come back with more information on the project she spoke about today for an enclosed pool and community center. In the future hopefully she will be able to present more detailed information regarding the plan.
10. ADJOURN: It was moved by Councilman Andazola, seconded by Councilman Lopez and carried unanimously to adjourn the Council meeting at 11:48 a.m. MOTION ADOPTED
APPROVED:
______Jason Kouts, Mayor
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ATTEST:
______Tamara Webster, CMC, City Clerk
STATE OF ARIZONA ) ) ss COUNTY OF GRAHAM )
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the Regular City Council Meeting Minutes of the Safford City Council, Graham County, Arizona held Friday, January 24, 2020, and approved at a Regular Council Meeting held on July 13, 2020. I further certify the meeting was duly called, held, and that a quorum was present.
______July 13, 2020 Tamara Webster, CMC, City Clerk Date:
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MINUTES CITY OF SAFFORD • CITY COUNCIL MEETING• MONDAY, JANUARY 27, 2020 at 6:00 p.m. MEETING LOCATION: SAFFORD LIBRARY PROGRAM ROOM • 808 S. 7TH AVE SAFFORD, ARIZONA “The mission of the City of Safford is to make Safford a great place to live, work, and visit”
1. WELCOME AND CALL TO ORDER: Mayor Kouts called the meeting to order at 6:00 p.m. 2. ROLL CALL: A quorum of the Council was present (6). COUNCIL PRESENT: Jason Kouts, Mayor; Councilmembers Gene Seale, Arnold Lopez, Steve McGaughey, Chris Taylor and Michael Andazola.
COUNCIL ABSENT: Richard Ortega, Vice Mayor
STAFF PRESENT: Alma Flores Valles, Finance Officer; Susan Anderson, Planning and Community Development Director; Lesley Talley, Library Supervisor; Victoria Silva, Library Director; Raymond Osornio, Gas Division Supervisor; Lydia Newkirk, Human Resources Officer, Lance Henrie, Public Works Director/Assistant City Engineer; Glen Orr, Police Captain; Joe Brugman, Police Chief Gale Hedges, Water Division Supervisor, Morgan Seale, Water Division Supervisor; Dan Braatz, Electric Division Supervisor; Matt Platt, IT Specialist; Randy Petty, City Engineer, Cade Bryce, IT Specialist.
OTHERS PRESENT: Mary Bingham, Ed Zappia, Vance Bryce, Roland Knox, Aaron Dahle, Travis Kay, Kendall Rider, Allisia Fiorini, Nathan Estes, Paul R. David, Bri Morris, Ward Weaver and others who did not sign in.
3. PLEDGE OF ALLEGIANCE: Councilmember Michael Andazola. 4. OPENING PRAYER: Mayor Jason Kouts. 5. CITIZEN COMMENTS ON AGENDA ITEMS: None. 6. CITIZEN COMMENTS ON NON-AGENDA ITEMS: None.
7. PRESENTATION: 1. TEMPORARY GPS TECHNICIAN UPDATE: Cade Bryce, IT Specialist, stated that employee, Daniel Rios, was hired in September of 2019, and has been collecting accurate points starting with the City of Safford utilities; water, electric, gas and sewer cleanouts. He has collected about 4,000 total meters. There are a total of 16,000 to 18,000 points that need to be updated with better accuracy. On rainy days he works with the GIS analyst, Lavan Taylor, on updating the maps. This project will bring about time savings with regards to meter location. Also, a picture is taken of each meter which aids in meter number accuracy.
8. PUBLIC HEARING: Mayor Kouts opened a Public Hearing in compliance with Arizona Revised Statutes 38.431.02 to hear public comments regarding: 1. Susan Anderson, Planning and Community Development Director, introduced a request for Council to hold a public hearing and approve Conditional Use Permit Request #Z-11-19 for a twenty-seven (27) bed assisted living facility and a twenty-four (24) bed memory care facility to be located on Graham Count Parcel #104-35-488. The applicant is ATR, LLC. The site plan also includes a five thousand (5,000) square foot office building in that location, but that office
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building does not require a conditional use permit. The property is 3.37 acres and is located South of the Mount Graham Regional Medical Center complex on South 20th Street, just South of the Gila Valley Clinic building. Current zoning is C3 Light Commercial. The purpose for this district is to serve as a buffer between residential districts and commercial or industrial districts. The district is intended to have a mix of uses that provide low-skill residential character, that protects and enhances adjacent residential districts. The C3 Light Commercial zoning district lists under permitted uses rest homes, nursing homes and convents, provided that any of these uses containing more than ten (10) beds will require the approval of the conditional use permit. Additionally, any new commercial development on property adjoining a residential zone shall provide a site-obscuring fence or other satisfactory buffer to protect the neighboring residential zone. The site plan shows an eight (8) foot CMU wall along the perimeter adjoining residential uses with a stepped concrete block wall leading to South 20th Avenue. The current use of the land is vacant agricultural. Currently the City has a six (6) foot maximum height for walls that are to the side or behind a building in residential or commercial. In the C3 Zone it says that any new commercial property adjoining a residential zone shall provide a site-obscuring fence or other satisfactory buffer to protect the neighboring residential zone. In the C1 (downtown) and C2 (highway commercial) Zones, that particular requirement specifies a five (5) to six (6) foot height requirement. In C3 it does not specify a particular height. In the light industrial and heavy industrial zones, any new industrial development on property adjoining a residential zone shall provide a site-obscuring fence or other satisfactory buffer to protect the neighboring residential zone, and the buffer shall not be higher than ten (10) feet.
The Planning and Zoning Commission held a public hearing on December 19, 2019, and they voted unanimously to recommend that City Council approve this conditional use permit with the condition that an eight (8) foot fence be provided between this property and adjacent residential uses, and that the fence be stepped down toward 20th Avenue. This was submitted by the applicant. It is not a requirement that it be eight (8) feet. Local residents from 18th Street came to the meeting and were in favor of the eight (8) foot fence. Staff is recommending that Council approve the conditional use permit with the condition that an eight (8) foot fence be provided between this property and adjacent residential uses.
Aaron Dahle, Owner of ATR LLC, spoke about the project. Councilmember Lopez asked about landscaping and water usage. Mr. Dolly stated there will be limited lawn, and there will be a pressurized drip watering system throughout which should limit water usage.
Mr. Dolly stated this project would take about six (6) to nine (9) months to build Phase One. Phase Two would begin immediately after Phase One is complete. Within one and a half (1 ½) years both phases should be up and running and stabilized.
Councilman Lopez asked how many local residents would be employed at the facility. Mr. Dolly stated there would be fifteen (15) to twenty (20) employees; some part-time, but most full-time.
Paul David expressed concern with regard to water flow. The block wall will change the flow of water. Mr. Dolly stated at the bottom of that wall there will be a way for water to get through, be collected and directed through a storm drain.
Ed Zappia is not opposed to the development; he feels it will be an asset for the City of Safford. He stated that he has farmland and a pond adjacent to the proposed facility; this attracts insects, and this might be an issue for ATR, LLC. He also has over 200 trees surrounding the property, and in order to maintain that area he burns debris. This in the past has caused issues for the
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hospital, the Cancer Center, and another clinic in the area. He has a current burn permit. He stated that with the medical facilities that have been built since he purchased his property, his property which is zoned agricultural residential is not longer suitable for the purpose it is zoned for. He would like to suggest to the Council that this item be tabled tonight, and that he, a hospital representative and ATR have a meeting and resolve this issue which has been going on for years. Mayor Kouts suggested that this conditional use permit not be tabled, but that a meeting be facilitated between concerned parties regarding this issue. Mr. Zappia stated he has approached the hospital, as well as the City Manager, in the past, and the issue has not been addressed adequately. Ms. Anderson stated that because Mr. Zappia’s property is zoned agricultural residential, he is legally allowed to continue to perform activities in line with that zoning. Mr. Zappia stated he was hopeful that this issue could be addressed soon and resolved.
Mary Bingham stated her backyard borders about 90% of the South end of the proposed eight (8) foot back fence. She believes this will be a wonderful facility, and her concerns were addressed during the Planning and Zoning meeting with the proposal of an eight (8) foot block wall.
9. PUBLIC HEARING CLOSED, REGULAR MEETING RECONVENED.
10. NEW/OLD BUSINESS: 1. CONDITIONAL USE PERMIT: Susan Anderson, Planning and Community Development Director, requested that the Council approve Conditional Use Permit Request #Z-11-19 for a twenty-seven (27) bed assisted living facility and a twenty-four (24) bed memory care facility to be South of the Mt. Graham Regional Medical Center complex and front on South 20th Avenue. Ms. Anderson stated that the Graham County Plant List will be used when the landscaping plans are reviewed, and there is some minimal landscaping that they are required to do as part of their parking lot. Staff will look at this in the future. There will also be a developmental review committee meeting in the future; at this meeting the applicant will meet with all the department heads to discuss issues regarding water, gas, electric, engineering, storm water, streets, etc. The planned 20th Avenue widening project will also be addressed.
It was moved by Councilmember Lopez, seconded by Councilmember McGaughey and carried unanimously to approve Conditional Use Permit #Z-11-19 for a twenty-seven (27) bed assisted living facility and a twenty-four (24) bed memory care facility to be located on Graham County Parcel #104-35-488. MOTION ADOPTED
11. ORDINANCES: 1. ORDINANCE O20-001: Susan Anderson, Planning and Community Development Director, requested the Mayor and City Council approve and adopt Ordinance O20-001, an Ordinance of the City of Safford, Graham County, Arizona, amending Title 17, Zoning, Chapter 17.08 Definitions, Chapter 17.40 A-R Agricultural Residential District, and Chapter 17.52 C-2 Highway Commercial District of the City of Safford Municipal Code relating to shelter facilities. There was some discussion about a fence requirement during the last reading. There is a provision that was added as #5 in the ordinance that states a six (6) foot fence shall be provided behind the forwardmost part of the main building along the side and the rear of the property.
Tamara Webster, City Clerk, read the ordinance into the minutes.
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It was moved by Councilmember Andazola, seconded by Councilmember Taylor and carried unanimously to approve amendments to Ordinance O20-001 regarding fencing. MOTION ADOPTED
2. ORDINANCE O20-002: Susan Anderson, Planning and Community Development Director, requested the Mayor and City Council to approve and adopt Ordinance O20-002, an ordinance of the City of Safford, Graham County, Arizona, amending Title 17, Zoning, Chapter 17.08 Definitions, Chapter 17.40 A-R Agricultural Residential District, and Chapter 17.52 C-2 Highway Commercial District of the City of Safford Municipal Code relating to hospitals and clinics for small and large animals.
Tamara Webster, City Clerk, read the ordinance into the minutes.
It was moved by Councilmember Seale, seconded by Councilmember McGaughey and carried unanimously to approve Ordinance O20-002, an ordinance relating to hospitals and clinics for small and large animals. MOTION ADOPTED
3. ORDINANCE O20-003: Susan Anderson, Planning and Community Development Director, requested the Mayor and City Council approve and adopt Ordinance O20-003, an Ordinance of the City of Safford, Graham County, Arizona, amending Title 17, Zoning, Chapter 17.68 Size and Setback Regulations, Chapter 17.46 MHD Manufactured Home Development District, and Chapter 17.52 C-2 Highway Commercial District of the City of Safford Municipal Code relating to accessory structure setbacks, updating of plot plan examples and general housekeeping.
Tamara Webster, City Clerk, read the ordinance into the minutes.
It was moved by Councilmember McGaughey, seconded by Councilmember Lopez and carried unanimously to approve Ordinance O20-003 relating to accessory structure setbacks, updating of plot plan examples and general housekeeping.
12. RESOLUTIONS: 1. RESOLUTION R20-001: Susan Anderson, Planning and Community Development Director, requested the Mayor and City Council to approve and adopt Resolution #R20-001, a Resolution of the City of Safford, Graham County, Arizona, amending Title 17, Zoning, Chapter 17.68 Size and Setback Regulations, Chapter 17.46 MHD Manufactured Home Development District, and Chapter 17.52 C-2 Highway Commercial District of the City of Safford Municipal Code relating to accessory structure setbacks, updating of plot plan examples and general housekeeping.
Tamara Webster, City Clerk, read the resolution into the minutes.
It was moved by Councilmember Andazola, seconded by Councilmember Seale and carried unanimously to approve Resolution R20-001, a resolution relating to accessory structure setbacks, updating of plot plan examples and general housekeeping.
13. REPORTS: 1. Over $5,000: Councilmember Lopez asked about tire removal fees of $26,000. Lance Henrie, Public Works Director/City Engineer, stated that this amount is budgeted for each year. Tires are collected approximately three (3) times a year. This is a reimbursement process, and the City is reimbursed through the County and State. A company is hired to take the tires, and then the City is reimbursed for those tires.
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2. P-Card Report: Councilmember Lopez asked about pest control fees. Lance Henrie, Public Works Director/City Engineer, stated that $445 is a monthly charge and is part of the contract for the spraying of City buildings. If there is a specific call-out, that would be an additional cost; that is not part of the monthly maintenance contract. Councilmember Lopez asked about the fuel charges. Susan Anderson, Planning and Community Development Director, stated that due to the MYOC fuel tanks being under repair, City employees have to fill up City vehicles elsewhere. Once the MYOC fuel tanks are repaired, City vehicles will be filled at that location. 3. Prosecution Report
14. ANNOUNCEMENT OF CURRENT EVENTS: The Mayor stated that possibly a work session could be scheduled regarding the budget. He also asked whether Susan Anderson, Planning and Community Development Director, could give an update regarding Mr. Zappia’s concerns mentioned in Item 8.1 of the Public Hearing.
15. REPORT ON OPERATIONAL ITEMS:
• Cleargov.com Presentation: Alma Valles, Finance Officer, gave an overview of Cleargov, a software that was purchased by the City of Safford to enable transparency with regard to the City’s financial information. On the City website, an option is now available to access this information through Cleargov. This site gives information regarding demographics and a financial overview for the City. City projects can be accessed with current status and financial information. There is a City checkbook which shows all checks written by the City including P- Cards, ACH transactions, etc. All amounts dispersed will be listed in the Checkbook. The Department tab will show the budget for each Department. Mayor Kouts asked about the cost for this website. Ms. Valles stated that it costs the City about $7,000 per year. • Water table Update: Morgan Seale, Water Division Supervisor, gave an update regarding the water table. At this time water tables are generally at good levels, and there is no current need for water restrictions. Smart meters will be able to generate a daily report that shows actual consumption, so the City will be able to track usage better. Councilmember Lopez asked whether this system will show water losses and their location. Mr. Seale stated that it does not have that capability now, but he will check into that to see if the system could have the capability to identify losses and their locations. • CIP Report: Randy Petty, City Engineer, presented the project status report. There are thirteen (13) projects in progress. Two (2) were bid on and awarded this month; those projects are the gas equipment update and substation security projects. There are eleven (11) projects in design. There are seven (7) in planning. Three (3) projects have been completed. At this time a little over $1,000,000 has been spent. Current top projects: (1) the police station is in design, (2) the GBDG playground project is under construction, (3) E State Street is just about ready to go out to bid, and (4) Bonita Main Phase 4 Water Line just received clearance from ADOT to start work; now the cultural information will be collected for this project. Completed project: (1) Golf course bridge crossings. Projects that are to begin this quarter: (1) E 8th Street project, (2) Rowley upgrade and booster building, (3) Well building rehabilitation in Kempton C, (4) Rectifier installation on 1st Avenue, (5) Substation security—the wall will be extended on the South side, (6) Equipment steel storage building on a concrete foundation for storage of the backyard machine, (7) improvements at the scale house.
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16. ADJOURN: It was moved by Councilmember Andazola, seconded by Councilmember Taylor and carried unanimously to adjourn the council meeting at 7:47 p.m.
APPROVED:
Jason Kouts, Mayor
ATTEST:
______Tamara Webster, CMC, Deputy City Clerk
STATE OF ARIZONA ) ) ss COUNTY OF GRAHAM )
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the Regular City. Council Meeting Minutes of the City of Safford Council, Graham County, Arizona held Monday, January 27, 2020, and approved at a Regular Council Meeting held on July 13, 2020. I further certify the meeting was duly called, held, and that a quorum was present.
______Tamara Webster, CMC, Deputy City Clerk Date:
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MINUTES CITY OF SAFFORD • CITY COUNCIL MEETING• MONDAY, JUNE 22, 2020 at 6:00 p.m. MEETING LOCATION: SAFFORD LIBRARY PROGRAM ROOM • 808 S. 7TH AVE SAFFORD, ARIZONA “The mission of the City of Safford is to make Safford a great place to live, work, and visit”
1. WELCOME AND CALL TO ORDER: Mayor Kouts called the meeting to order at 6:00 p.m. 2. ROLL CALL: A quorum of the Council was present (6). COUNCIL PRESENT: Mayor Jason Kouts, Vice Mayor Richard Ortega, Councilmembers Gene Seale, Arnold Lopez, Steve McGaughey and Michael Andazola.
STAFF PRESENT: John Cassella, City Manager; Glen Orr, Chief of Police; Susan Anderson, Planning and Community Development Director; Alma Flores Valles, Finance Officer; Victoria Silva, Library Director; Sam Napier, IT Director; Tamara Webster, City Clerk; Lydia Newkirk, Human Resources Officer; Dan Braatz, Electric Division Supervisor; Raymond Osornio, Gas Division Supervisor; Morgan Seale, Wastewater Division Supervisor; Matt Platt, IT Specialist; and Matthew Hoshal, City Manager Executive Assistant.
OTHERS PRESENT: Lee Patterson, Keith and Randa McKinney, Dusti Brantner, Patrick Anderson, Morgan Seale, Brian Douglas, David Sowders, Lee Goodwin, Kaylee Goodwin, Brad Hemphill, David Chapman, Chris Gibbs, D. Zimmerman, John Hill, Jen Howard, Michael Marble, Diane Junion, Aaron Buckley, Vicky Buckley, Dave Shank.
3. PLEDGE OF ALLEGIANCE: Councilman Lopez led the Pledge of Allegiance. 4. OPENING PRAYER: Pastor David Chapman offered the opening prayer. 5. CITIZEN COMMENTS ON AGENDA ITEMS: Brian Douglas spoke regarding Item #12.9; Randa McKinney spoke regarding Item #12.7. 6. CITIZEN COMMENTS ON NON-AGENDA ITEMS: None. 7. MAYOR KOUTS ADJOURNED THE REGULAR MEETING FOR PUBLIC HEARING:
8. PUBLIC HEARING: A public Hearing was opened for the purpose of hearing comments from the public on the following items:
1. BUDGET AND TAX LEVY FISCAL YEAR 2020/21: Alma Valles, Finance Officer, stated that the City is setting a maximum expenditure limit of $61,317,260 for the property tax levy. This will be brought back to Council for a vote on July 13, 2020. The current rate is .5135, and that rate will stay the same. The rate will not be increased, but the revenue will increase based on new construction and changes to assessed valuation. Councilman Seale asked when the last actual property tax increase took place. Ms. Valles stated that it has stayed at .5135 for the last year, the current fiscal year, and also will stay the same for fiscal year 2021; this equals three (3) years that the rate has stayed the same.
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2. TRUTH IN TAXATION: In compliance with Section §42.17107, Arizona Revised Statutes, the City of Safford is notifying its property taxpayers of the City of Safford’s intension to raise its primary property taxes collected over last year’s level. City of Safford is proposing an increase in primary property taxes of $8,731, or 3.47%.
9. MAYOR KOUTS CLOSED THE PUBLIC HEARING AND RECONVENED INTO A SPECIAL MEETING TO ADOPT FISCAL YEAR 20/21 BUDGET: Pursuant to Arizona Revised Statutes §42-17105, Adoption of Budget. The Public Hearing was closed, and a special meeting was opened to vote on Fiscal Year 2020-2021 Budget.
10. FINAL BUDGET ADOPTION: 1. RESOLUTION R20-017: Request for Mayor and City Council to approve and adopt Resolution R20-17, the Adoption of the Final Budget for Fiscal Year 2020-2021 annual budget: Alma Valles, Finance Officer, stated that the City is setting the maximum expenditure limit at $61,317,260; $6,000,000 of contingencies is spread across all of the funds. In fiscal year 20- 21, included in the budget is the continuation of the water development and meter fee reimbursement with some modifications, which include 50% reimbursement for water development and meter fees for single-family homes only, and those fees will be reimbursed through the Economic development Fund. Also included in the budget, the sewer capacity fees will be waived for residential customers who choose to abandon an existing septic tank and connect to the City collection system. Building permits for single-family homes will continue to be waived in fiscal year 20-21. The $50 business license fee will be waived through June 30; this started in May. Businesses will have a limit to one (1) fee waiver within that time period. The landfill charges for the sanitation will be charged a 5% closure fee. The longevity program will be changing from the 5% bonus every five (5) year increment to a 3% base increase every two (2) years on the anniversary date of the employees. In the City’s November Council meeting, Staff will provide Council with an update of revenues collected in October from the City’s three (3) major revenue sources; sales tax, State shared sales tax and State shared income tax. As long as those revenues do not decrease more than 2% of the average, it would be reasonable to assume that the City is in stable financial position to give the employees the additional 35 cent longevity increase.
Tamara Webster, City Clerk, read the resolution into the minutes.
It was moved by Vice Mayor Ortega, seconded by Councilman McGaughey and carried unanimously to approve the adoption of Resolution R20-017, the Final Budget for Fiscal Year 2020-2021 annual budget. MOTION ADOPTED
Roll Call Vote: Richard Ortega – Yes Gene Seale – Yes Arnold Lopez – Yes Steve McGaughey – Yes Mike Andazola – Yes
11. MAYOR KOUTS CLOSED THE SPECIAL MEETING AND RECONVENED THE REGULAR MEETING
12. NEW/OLD BUSINESS:
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1. RECOGNITION: Susan Anderson, Planning and Community Development Director, made a recommendation that Mayor and Council recognize Diane Junion for her ten (10) years of service in the Planning and Zoning Commission. She spoke of her history of service in the Safford Community.
2. PLANNING AND ZONING COMMISSION VACANCY: Susan Anderson, Planning and Community Development Director, made a request for the Mayor to recommend a Planning and Zoning Commission appointment to City Council, and for City Council to approve the recommendation of Lee Patterson to the Planning and Zoning Commission with the term commencing on July 1, 2020, and expiring on June 30, 2024. The position was advertised, and there were two (2) applicants. Mr. Patterson was selected. Ms. Anderson stated also that the Planning and Zoning Commission holds their monthly meetings at the Library. Due to a request by the Library that those meetings change to a different night, the monthly meetings of the Planning and Zoning Commission will be changing from the third Thursday of every month to the third Monday of every month.
It was moved by Vice Mayor Ortega, seconded by Councilman Lopez and carried unanimously to approve the recommendation of Lee Patterson to the Planning and Zoning Commission. MOTION ADOPTED
3. MINUTES: Tamara Webster, City Clerk, requested the Mayor and City Council to review and approve June 8, 2020 City Council Meeting Minutes.
It was moved by Vice Mayor Richard Ortega, seconded by Councilman McGaughey and carried unanimously to approve the approve the June 8, 2020 City Council Meeting Minutes. MOTION ADOPTED
4. PICTOMETRY IMAGERY IGA: Lance Henrie, Public Works Director/City Engineer, requested the Mayor and Council to approve entering into an intergovernmental agreement (IGA) with Graham County to share in the cost of updating the Pictometry Aerial Imagery with flights every three (3) years. The original agreement was from March 2012 with an amendment in 2015 to upgrade the image resolution. This new agreement would continue the three (3) year flight cycle and space payments over the nine (9) year term of the agreement. Councilman Lopez asked who the sharers are of this agreement. Mr. Henrie stated it is shared between Graham County, Freeport McMoRan, the Town of Thatcher and the City of Safford. The previous agreement and area stayed the same. The County has 34%, Freeport MacMoran has 27%, the City of Safford has 25%, and the Town of Thatcher has 14%.
It was moved by Vice Mayor Ortega, seconded by Councilman McGaughey and unanimously approved to enter into an IGA with Graham County regarding Pictometry Aerial Imagery. MOTION APPROVED
5. AZ CARES ACT: Alma Valles, Finance Officer, requested Mayor and Council to review and approve the Terms and Conditions for the Arizona Cares Fund Program, and to authorize the execution of the documents by John Cassella, Acting City Manager. She stated that the City of Safford was allocated $1,143,114. The money was received on June 11, 2020. The funds have not been allocated for use per Council request. The agreement requires the City to submit payroll for the Police Department. This has already been submitted, using figures from
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March 1, 2020, through the last pay period. The remainder through December 30, 2020 is forecasted. The last item needed is the Terms and Conditions.
It was moved by Vice Mayor Richard Ortega, seconded by Councilman McGaughey and carried unanimously to approve the Terms and Conditions of the AZ Cares Act and authorize the execution of the documents by John Cassella, Acting City Manager. MOTION ADOPTED 6. CODE OF ETHICS: Matthew Hoshal, City Manager Executive Assistant, requested that the Mayor and Council approve the Elected Officials Code of Ethics. This Code of Ethics was presented and discussed during the April 27, 2020 meeting. Since that discussion, the Code of Ethics was approved by the City Attorney. The reasoning behind having a Code of Ethics for elected and appointed officials is to codify a conflict resolution process and uphold the standard.
It was moved by Vice Mayor Ortega, seconded by Councilman Seale and carried unanimously to approve the Elected Officials Code of Ethics. MOTION ADOPTED
7. CITY OF SAFFORD RESIDENTIAL LOT STANDARDS: Mayor Kouts requested that Mayor and Council discuss the standards within the City of Safford for placing mobile/manufactured homes on residential house lots, maximum lot coverage and establishing criteria such as age of structure, electrical, etc. A manufactured home that was placed on a piece of property in the City of Safford came to the attention of the Mayor and was concerning to him due to the age of that home. The City has no standards set at this time regarding the age of a mobile/manufactured home that can be placed within the City of Safford. Mayor Kouts feels that a structure should not be older than ten (10) years at the time of the request to place on a property within the City of Safford. The owner of this structure has already placed it on the property, and there are no guidelines in place as of this time, so the Mayor is not trying to remedy this situation. He is just concerned about future homes of this type within City limits and wondering if guidelines can be put in place for the future. He would also like to talk about residential house lot sizes. Councilman Seale stated that this is a HUD standard home; the HUD standards with regards to wiring were changed in 1976; and this meets the same standards of a home built today. He believes that nothing older than 1976 would not be allowed due to not meeting those HUD standards. Vice Mayor Ortega agreed that something needs to be done to protect the existing City residents. Mayor Kouts asked Susan Anderson, Planning and Community Development Director, about the property in question. She stated that the property in question is zoned for manufactured homes. She stated that the manufactured home in question was manufactured in 1983, and maximum lot coverage for that district is 40%. That particular property has a 25% lot coverage with the manufactured home brought on site and the storage building that is on the site, so they are below the maximum lot coverage. It also meets the setback requirement and the requirement that they have to be manufactured in 1976 or later. She will be happy to look into the matter and to come back with some suggestions in a future work session. Mayor Kouts asked whether she could also explain how lot coverage percentages were set. She stated that she will have to research back to when those percentages were chosen, and she can prepare a presentation for a work session. Randa McKinney, 1550 12th Avenue, Safford, AZ, stated that she feels that if the property is owned by her, the City should not be able to tell her what she can and cannot do with her own property. She said that no one knows what the future may hold; she may want to add a shop, she may want to put in a sports place in her backyard, or RVs, or boats or
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trailers on the property. She may need to add mother-in-law quarters. She would like the City to be proactive in this.
8. NOISE ORDINANCE: Mayor Kouts requested that Mayor and Council discuss noise ordinances within the City of Safford. Several residents have approached Mayor Kouts regarding this issue. He requested information regarding the current noise ordinance. Susan Anderson, Planning and Community Development Director, stated that in Title 9, under Public Peace, Morals and Welfare there is a section on noise. It does not involve zoning or building at all. Glen Orr, Chief of Police stated there have been some noise complaints; there have been eight (8) complaints since January 1, 2020. They have checked them out, and they are not loud, but they do go on into the evening at the business in question. The attorneys say that our noise ordinance is too vague; it is not something enforceable. It states, “the convenience, discomfort or hurt of any person, or to enjoyment of property, comfort of any person, or effects of health safety or moral of the public.” It is very vague in the court process. The business in question is very cooperative. The owner has ordered a new stage system that has sound dampening. She has planted plants that will eventually mitigate the noise. Most of the neighbors say it is not offensive. He said that the City’s noise ordinance also does not have time limits. Mr. Orr also contacted Matt Clifford from the City Prosecutors office to ask him whether there is anything criminal that he could find. He has not gotten back to him yet regarding this. If there were individuals disturbing multiple neighbors, something might be able to be done. But this is a business in a zoned business area, and there does not appear to be anything that can legally be done; and this particular business owner is trying to remedy the situation. Mayor Kouts asked Council what they would like to see done regarding this issue. Chief Orr stated that there is an undue noise prohibition for hours of operations from 8 a.m. to 8 p.m., language regarding amplifying systems, ringing bells, blowing horns, radios, microphones, etc. There is a noise ordinance for those kinds of things. This does not affect the current business that has received complaints. He stated that this part of the ordinance is also a bit vague, and he suggested that they come up with something a little more specific, listing what actually is considered undue or unnecessary. Acting City Manager Cassella stated that he would recommend that if the ordinance that is currently on the books is unenforceable or does nothing to inform our reaction to noise complaints, that there should probably be amendments to the ordinance. Susan Anderson, Planning and Community Development Director stated that she could work with the Chief of Police to come up with some recommendations for Council.
9. COVID-19: Brian Douglas spoke regarding Governor Ducey’s Executive Order 2020-40. The Governor is allowing local municipalities, counties, etc., the ability to establish requirements regarding wearing face masks in public due to the COVID-19 pandemic. Graham County’s response on Friday is that due to the data that we have now is that it is their recommendation to the Graham County Health Department that they strongly encourage that people wear a face covering while in the public. This decision was made based on data. As of last night, there are sixty-five (65) positive COVID cases in Graham County. Of those, forty-four (44) are local, nontribal cases and twenty-one (21) are tribal members. Those numbers are the second lowest in the State of Arizona. Graham County also has the second lowest transmission rate. At this time, they are not finding that the virus has been transmitted through casual contact (shopping locally in stores, going to restaurants, etc.). The close contact definition is anyone that is within six 6 feet of a positive known case for ten (10) minutes or more. He stated that the efficacy of the PCR nasal swab test is 63%. Because of the low efficacy, they also go by
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symptoms as well. If patients have symptoms that coincide with the virus, they are asked to self-quarantine. Councilman Lopez asked who is providing testing in our area. Mr. Douglas said that Mount Graham Regional Medical Center Emergency Room, and Copper Mountain Clinic are offering testing. Canyonlands Clinic is also offering free testing to anyone. He stated that if there is a significant increase in cases, the County may have to revisit a face mask order, but right now the wearing of face masks in public is only strongly recommended. He stated that the masks and handwashing does work in preventing the spread of the virus. He stated that healthcare workers who are wearing masks washing hands while working with the positive patients are not becoming sick with the virus. In summary, the recommendations from the County regarding safe practices during COVID are (1) cover cough or sneezing, using a tissue and then throwing it away, (2) cleaning and disinfect, (3) stay home when sick, (4) avoid close contact with sick people, (5) avoid touching, eyes, mouth and nose, (6) limit number of people that shop, (7) highly recommend wearing face masks while in public.
John Cassella, City Manager, stated that recently Governor Ducey released another Executive Order, 2020-40. In terms of the City, not a lot has changed if the City chooses to leave current practices in place. The driving force behind the Executive Order came from other communities that have hot spots in terms of COVID case numbers. Those communities wanted to have more control in terms of what they could do to address the hot spots. Recently the Council had implemented a series of operational changes that took into account many of the CDC guidelines that the Governor continues to discuss; physical distancing and sanitizing workspaces. Another aspect pertains to businesses; they are now required to have a written plan. Local governments will place an educational and enforcement role in this aspect. The County has provided a template on their website predicated on CDC guidelines. Businesses can use this as their written plan. The new Executive Order still allows individual local governments to make their own guidelines based on the COVID situation in their areas. Mayor Kouts stated that the City should follow our local Health Department’s guidelines. Councilman Lopez asked if all business in Graham County had been notified regarding the requirement of a written plan. Mr. Cassella stated that he believes that the County only reached out to food industry businesses, and then put out information on Facebook. Councilman Lopez stated he felt a plan should be developed to reach all businesses. Mr. Cassella stated they could take a look at this.
It was moved by Councilman McGaughey, seconded by Councilman Seale and carried unanimously to mimic the County’s stance on Executive Order 2020-40 regarding face mask requirements.
13. RESOLUTIONS: 1. RESOLUTION R20-020: Lydia Newkirk requested Mayor and Council to approve and adopt Resolution R20-020, a resolution appointing the Human Resources Officer as Trustee, and City Manager as alternate Trustee to represent the City of Safford on the Governing Board of the Rural Arizona Group Health Trust (RAGHT).
Tamara Webster, City Clerk, read the resolution into the minutes.
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It was moved by Vice Mayor Ortega, seconded by Councilman Andazola and carried unanimously to approve Resolution R20-020, a resolution appointing the Human Resources Officer as Trustee, and City Manager as alternate Trustee to represent the City of Safford on the Governing Board of the Rural Arizona Group Health Trust (RAGHT). MOTION ADOPTED
14. REPORTS: 1. P-CARD REPORT: Councilman Lopez asked which substation was receiving a laptop. Sam Napier IT Director, stated it was the substation on 8th Avenue. The laptop is being upgraded for the electric department. Councilman Lopez asked about the Zoom charges. Mr. Napier stated those charges will be seen until Zoom is no longer necessary. Councilman asked about the Odorator charge. Raymond Osornio, Gas Division Supervisor, stated that the Odorator is what gives odor to the gas. It was one of the GAP analysis recommendations that one was installed in case of an emergency. Southwest Gas odorates all the gas in Kinder Morgan’s line. The Odorator was recommended as a backup in case that system fails. 2. EXPENSES OVER $5,000 REPORT. 3. REVENUES OVER $5,000 REPORT. 4. PROSECUTION REPORT.
15. ANNOUNCEMENT OF CURRENT EVENTS: • Councilman Andazola requested information regarding Pink Donation boxes around town. • Councilman Lopez requested information on Pink Donation Boxes Business Licenses. • Councilman Seale expressed his appreciation and support for the City of Safford Police Department. • Mayor Kouts requested a discussion on potholes in alley ways.
16. REPORT ON OPERATIONAL ITEMS: The City Manager, members of City Staff or those individuals designated by the Manager may present information pertinent to items under consideration or information related to the operation of the City. There shall, however, be no discussion at this time except for clarification inquiries if not listed below. • CIP Status Update: Lance Henrie, Public Works Director/City Engineer, gave an update on the status of current/completed Capital Improvement Projects. The new police station budgeted at $2.5 is currently out to bid; bids are due on July 15, 2020. The plan is to award that at the July 27, 2020 Council meeting. Bonita Main 4 and 5 is also currently out to bid with bids due June 25, 2020. The plan is to award that at the July 13, 2020 Council meeting. The Firth Park Parking Lot is nearing completion with a final completion date of July 3, 2020. The project was budgeted at $100,000, and the contract was for $93,535. East 8th Street and Pine Avenue Improvements also has the same contractor as Firth Park Parking Lot. The demolition work has started at the Pine Avenue end. Contractor is working on the ADOT permit and plan to start after July 14, 2020. Substantial completion date is August 2, 2020. Final completion is August 17, 2020. The project budget was $850,000. The contract is for $450,049. The budget also included the funds to chip seal East 7th Street. The Street Division was able to chip seal and fog seal all of Jensen addition and East Main Street. Sewer Main Upgrades; 20th Street and 14th Avenue Sewer Projects. The contractor completed the 20th sewer improvements and started on the 14th Avenue connection by the Stonewell Subdivision. This work will be completed at the end of June 2020, and the contractor will need to come back at the end of July to install a slide gate that has been ordered. The gate has been delayed in getting here. Regarding the Shared Use Path Lighting Project Phase II, the Public Works Department and Electric Division Staff are currently working on auguring the holes, pouring the concrete for Page 7 of 9
the light pole bases and trenching in the electrical conduit. This phase will connect the trail lighting around the cemetery. Projects completed this quarter La Tierra Pocket Park, Jensen Addition Gas Main Renewals, this year’s gas meter upgrades, substation security fence, electrical equipment storage building and street preservation. Regarding the Landfill Vertical Expansion Project, we finished filling the large cell on the East side last month, and our GPS Equipment Coordinator with the design surface elevations on the design. The leveling should begin later this week or next week, and then four (4) foot lifts on the Southwest corner, working to the Northeast. The free dump was June 11, 12 and 13. It was the most successful free dump weekend that the City has had. Councilman Lopez asked about the El Paso Park Project. Mr. Henrie stated that is in the budget for next year. The City already has the grant funds for the project. The final design is being worked on now. • Water Table Level Update: Morgan Seale, Water Division Supervisor, gave an update of the current water table status. The tables are above the 2019 table except for the Clonts well; this is because the Clonts well was not running when the 2019 table was taken. • Service Line Warranty Update: Morgan Seale, Water Division Supervisor, gave an update on the Service Line Warranty Program. In June 2019, there were 295 residents involved, and 597 active policies. Now, June 2020, there are 281 residents involved; there has been a drop of 16 active policies. There are 239 external water/sewer line policies and 54 in-home plumbing policies that are active. Since initiation of this project, the citizens have saved $23,423 with all the claims that have been filed. Currently 3G Plumbing is enrolled in this program. Other plumbers have been notified also, and they have said they are too busy to get involved with that right now. Councilman Lopez asked about current marketing for this warranty project. Mr. Seale stated that the company is preparing a mailing on June 30. • Main Street Parklets Project: Horatio Skeete stated that in an effort to respond to the continued reduction in the activities in the businesses throughout the community due to social distancing, we talked about the possibility of moving some of the dining outside on the sidewalk, and possibly taking out a couple of parking spaces in front of the businesses. One thought was to possibly provide a trellis for some shading and some misting during the summer months. There was about $100,000 budgeted for economic development programs and site improvements in the business area. He spoke with five (5) of the businesses that provide food services in the area. They expressed varying levels of interest. The proposal is that the City would fund the cost of the construction of the parklet area, and the business would fund the cost of chairs, tables, and umbrellas or other shading structures. There would be a licensing fee, and that amount has not yet been set and could be negotiable. Food must be prepared inside the building and brought out to service. The maximum amount of money that can be used for one (1) of these businesses is $10,000. Mayor Kouts, in looking at the map, asked about the trash problems with trash bins on side streets downtown. Mr. Skeete stated they are in the process of trying to resolve the issue. • COVID-19 Programs for Utility Customers: Alma Valles, Finance Officer, presented an update on the COVID-19 programs offered to the City of Safford Utility Customers. In April, May and June there were discounts and other incentives provided. The penalties were waived in April; the amount totaled just under $5,000. For gas, electric and water we provided discounts in April, May and June; that total was about $188,000 between all three (3) utilities. For the Express Bill Pay auto-pay $10 discount, this totaled $2,770. The total for everything was $196,279. Originally when it was brought to Council, we had estimated the amount being $240,000.
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17. ADJOURN: It was moved by Vice Mayor Ortega, seconded by Councilman Andazola and carried unanimously to adjourn the Council meeting at 8:29 p.m. MOTION ADOPTED
STATE OF ARIZONA ) ) ss COUNTY OF GRAHAM )
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the Regular City Council Meeting Minutes of the Safford City Council, Graham County, Arizona held Friday, June 22, 2020, and approved at a Regular Council Meeting held on July 13, 2020. I further certify the meeting was duly called, held, and that a quorum was present.
______July 13, 2020 Tamara Webster, CMC, City Clerk Date:
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#12.2
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Victoria Silva, Library Director SUBJECT: Circulation Policy DATE: Monday, July 13, 2020 at 6:00 p.m.
Purpose and Recommended Action: A request for Mayor and Council to approve a new Circulation Policy.
Background: The current Circulation Polices were adopted in 2008, 2009, 2011 and 2015. Circulation of materials and types of materials available for checkout have changed within that timeframe and current policies are not reflective.
In the Circulation Policies staff procedures have been removed. Verbiage now includes current practices and the removal of materials no longer available for checkout.
Current Policies: CIR-1 Library Cards – dated 12/01/2015 Outlines the requirements to obtain a library card, including user responsibilities. It is being requested this policy be deleted and combined into the Circulation Policy.
CIR-2 Loan Periods and Loan Limits – dated 04/28/2008 Outlines loan periods and limits for materials. Also explains the procedure for staff to check in damaged, missing, or late returns for Interlibrary Loan materials. It is being requested this policy be deleted and combined into the Circulation Policy.
CIR-3 Renewals – dated 04/29/2009 Outlines item renewal policies including renewal periods and staff procedures for renewing materials. It is being requested this policy be deleted and combined into the Circulation Policy. CIR-4 Holds/Requests – dated 12/12/2011 Outlines the policies for items requests, including staff procedures for placing items on hold. It is being requested this policy be deleted and combined into the Circulation Policy.
CIR-5 Claims Returned or Claims Never Had – dated 05/14/2012 Outlines the policy for patrons who have an item on their account that they do not remember checking out. It also includes staff procedures. It is being requested this policy be deleted and combined into the Circulation Policy.
CIR-7 Fines and Fees – dated 05/04/2012 Outlines policy for fines and fees, including copies, replacement cards, and damaged materials. It also includes staff procedures for assessing fines and fees. It is being requested this policy be deleted and combined into the Circulation Policy.
CIR-8 Electronic and Audio Books Policies – dated 12/03/2012 Outlines policy for checkout limits and holding periods for items. It is being requested this policy be deleted and combined into the Circulation Policy.
CIRC-9 Borrowing Materials by Staff – dated 10/13/2008 Outlines policy for staff borrowing materials. It is being requested this policy be deleted.
Attachments: Circulation Policy CIR-1 Library Cards CIR-2 Loan Periods and Loan Limit CIR-3 Renewals CIR-4 Holds/Requests CIR-5 Claims Returned or Claims Never Had CIR-7 Fines and Fees CIR-8 Electronic and Audio Books Policies CIRC-9 Borrowing Materials by Staff CIR-1 LIBRARY CARDS
Policy Statement: Library cards are issued by the Safford City-Graham County Library to patrons so they can access recreational and informational reading, viewing, and listening materials through the library in print and electronic formats as well as public computer usage. Regulations: 1. Any individual is eligible to receive the first library card at no cost; replacement cards are $3.00. 2. A registration card must be filled out. This will include the physical and mailing address and other pertinent contact information of the applicant. 3. A parent or guardian must sign the registration card for children 17 and under. 4. For a full privilege library card, a government issued picture I.D. and proof of physical address must be presented upon application for an adult library card. A parent or guardian must present this documentation if the applicant is 17 or younger. 5. A library card is good for a term of three (3) years. 6. When a library card expires, the renewal will take place on the computer database (for another 3 years). The original card issued will be kept by the patron for continued use. 7. If a card has not been used for 3 years, then the account will be made inactive. If the card has not been used for another 3 years, then the account will be deleted. 8. If an individual does not have proof of a local address, but can provide a government issued picture I.D., they may be issued a limited use card. 9. With a limited use card, the patron can only check out two (2) library materials at a time. The patron will not be able to request an InterLibrary Loan. 10. Non-functioning cards can be replaced at no charge. *Local: Residents of Graham and Greenlee counties and the town of Willcox.
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Staff Procedures: ADULT CARDS 1. Ask the applicant for a government issued picture I.D. and proof of local physical address. 2. Check in the Follett System to make sure patron does not already have a card. 3. Give the applicant a yellow registration card to fill out and ask the applicant to print the information and sign the bottom. 4. If the patron cannot provide proof of their local physical address or if their proof of local address is not current, a limited use card can be issued. 5. If local physical address cannot be provided, ask the patron if they would like a limited use card. 6. In the Destiny system, under Back Office, click New Patron (Patron Info). 7. Record all information from library card application. 8. Under Patron Type select correct type. Ex: Safford Adult, or Thatcher Adult, or County Adult, etc. 9. Type IA in the Internet bar to give patron access to computers and click the yes box for Acceptable Use Policy for File. 10. Give the patron an expiration date of three years from the current date. 11. Register patron for online catalog use: Enter in library card number for the User Name, and the last name (twice) (all in lower case) for New Password and Confirm Password. This will allow the patrons to access the card catalog online at home. 12. Enter your initials in the box marked Staff Initials. 13. Click address on the top bar. 14. Put in patron’s mailing address under “primary address section” and physical address under “secondary address section.” If patron’s physical address is their mailing address, enter the address under “primary address section.” 15. Make sure the mailing address is listed as the primary address and is the one that carries the telephone number. 16. Click save. 17. Add patron’s card number to Overdrive database with p before it. (i.e. p321154) 18. Print applicant’s name on back of the library card with a sharpie and hand the patron their card.
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Staff Procedures: JUVENILE CARDS (All children under 18 years of age) 1. Ask parent/guardian of applicant for government issued picture I.D. and proof of local physical address. 2. Check in Follett System to make sure parent/guardian does not have a library card with fines attached. Check in Follett System to make sure juvenile does not already have a library card. 3. Give the applicant or parent/guardian of the applicant a child’s (coral) registration card to fill out and ask the applicant to print the information on both sides of the card. 4. Have the parent/guardian and the juvenile sign the card. 5. If address does not match, ask patron if they would like a limited use card. 6. In the Destiny, under Back Office click Add Patron (Patron Info). 7. Record all information from library application. 8. Put the year the person turns 18 in the box labeled graduation year. 9. Under Patron Type select correct type. Ex: Safford Juvenile, or Thatcher Juvenile, or County Juvenile, etc. 10. Ask parent/guardian if they want to register the child for Internet use. 11. If so, have parent/guardian fill out Internet Agreement paperwork for the child. Put IA in Internet bar. a. If the parent/guardian has signed for internet access, check to see if parent/guardian has a library card in Follett System. If so, add juvenile name, patron # and date of birth in their record and IA note. 12. Give the juvenile patron an expiration date of three years from the current date. 13. If the juvenile’s 18th birthday comes before the regular expiration date of 3 years, make the expiration date the juvenile’s 18th birthday. (i.e.: born on 11/01/1999; exp date 11/01/2017). 14. Register patron for online catalog use: Enter in library card number for the User Name, and the last name (twice) (all in lower case) for New Password and Confirm Password. This will allow the patrons to access the card catalog online at home. 15. Click address on the top tab. 16. Put in patron’s mailing address under “primary address section” and physical address under “secondary address section.” If patron’s physical address is their mailing address, enter the address under “primary address section.” 19. Make sure the mailing address is listed as the primary and is the one that carries the telephone number.
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19. Go into the Patron Status Bar, and click Add Note. Enter in parent’s name, Driver’s License number, address, and phone number. 20. Add patron’s card number to Overdrive database with p before it. (i.e. p321154) 21. Print applicant’s name on back of the library card with a sharpie and hand the patron their card.
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LIMITED USE CARDS 1. If the applicant does not have a local physical address, a limited use card can be issued. 2. Follow the above steps 1-2 (in the staff procedures for adult cards). 3. In the Destiny System, under Back Office, click Add Patron. 4. Scan barcode, record information from library card application and write “Limited Use Card” on top of library card application. Under Patron Type click Limited Use. Give the patron an expiration date of three years from the current date. 5. For adult limited use cards, type IA in the Internet bar to give patron access to computers and click the yes box for Acceptable Use Policy for File. 6. For juvenile limited use cards, ask parent/guardian if they want to register the child for Internet use. If so, have parent/guardian fill out Internet Agreement paperwork for the child. Put IA in Internet bar. a. If the parent/guardian has signed for internet access, check to see if parent/guardian has a library card in Follett System. If so, add juvenile name, patron # and date of birth in their record and IA note. 7. Register patron for online catalog use. Enter in library card number for the User Name, and the last name (twice) (all in lower case) for New Password and Confirm Password. (This will allow the patrons to access the card catalog online at home). 8. Click on the address icon on the top bar. 9. Put in the patron’s mailing address under “primary address section” and physical address under “secondary address section.” If patron’s physical address is their mailing address enter the address under “primary address section.” 10. Click Save. 11. Add patron’s card number to Overdrive database with p before it. (i.e. p321154) 12. Print applicant’s name on back of the library card with a sharpie and hand the patron their card. 13. Explain the rules for a limited use card.
The rules for a limited use card are as follows:
The patron is allowed to check out 2 library materials at a time with no renewals.
The patron cannot request an InterLibrary Loan.
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REPLACEMENT CARDS
ADULT CARDS: 1. If an adult patron wants a replacement card, ask for a government issued picture I.D. Look up their name in the Follett System and see if they are still a registered patron. 2. If they are not in the system, issue a new card following the instructions for new cards listed on the previous pages. 3. If they are in the database, ask them if they want to purchase a replacement card for $3.00. 4. If they don’t want to purchase a replacement card, their number can be written down and given to them. However, a government issued picture I.D. must be presented each time to check out items if they do not have their library card. 5. If they want a replacement card, click Edit on their account. 6. Scan the new library card number in their record. 7. Confirm that their address and phone number are the same. If any information has changed (phone number, address, last name), update this in their record. 8. Click Save. 9. Print applicant’s name on back of the library card with a sharpie and hand the patron their card. 10. Open the Overdrive database. Delete their old number out of the system and add their new number. 11. NOTE: if patron’s card has been made Inactive, change their status to Active, regardless of if they would like a new library card or their number written down. Be sure to tally this under the Inactive to Active section on the stats sheet next to the CIRC 1 phone.
JUVENILE CARDS: 1. If a juvenile patron wants a replacement card, ask for last and first name. Look up their name in the Follett System and see if they are still a registered patron. If they are, click into their account and verify their date of birth before proceeding. 2. If they are not in the system, issue a new card following the instructions for new cards listed on the previous pages. 3. If they are in the database, ask them if they want to purchase a replacement card for $3.00. 4. If they don’t want to purchase a replacement card, their number can be written down and given to them. However, their birth date will need to be verified each time in order to check out items if they do not have their library card.
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5. If they want a replacement card, click Edit on their account. 6. Scan the new library card number in their record. 7. Confirm that their address and phone number are the same. If any information has changed (phone number, address, last name), update this in their record. 8. Click Save. 9. Print applicant’s name on back of the library card with a sharpie and hand the patron their card. 10. Open the Overdrive database. Delete their old number out of the system and add their new number 11. NOTE: if patron’s card has been made Inactive, change their status to Active, regardless of if they would like a new library card or their number written down. Be sure to tally this under the Inactive to Active section on the stats sheet next to the CIRC 1 phone.
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Guidelines: 1. Smile and be friendly. 2. Explain to the patrons the privileges of the library as follows: • The patron can check out as many books as they want to be responsible for. • The check out period is for 3 weeks. They can renew books and audiobooks 2 times for a total loan period of 9 weeks, as long as the item does not have a hold on it. • They have 2 hours a day to use the computer, and can print for .20 cents a copy. 3. Ask patrons if they need help finding anything. 4. Offer to show patrons how to use the OPAC catalog. 5. Offer to show patrons how to navigate the library’s website (www.saffordlibrary.org) and give them a brief tour of the library’s online services. Mention that they can interact online with the library and see the latest information on events and services on the library’s Facebook page, located at facebook.com/saffordlibrary. 6. Offer bookmarks and information/flyers on upcoming library events. 7. Tell new patrons about ongoing programs being offered in the library.
Previous Revision: 02/24/2010
Current Revision: 11/01/2015
Previous Library board approval date: 3/20/2010
Previous City Council approval date: 4/28/2010
Current Library board approval date: 11/15/2015
Current City Council approval date: 12/01/2015
Implementation date: 01/13/2016
Review date: 01/13/2019
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CIR – 2 Loan Periods and Loan Limits Including Circulation Procedures
Policy Statement: The library seeks to provide the best possible use of the library’s collection by the greatest number of borrowers. In an effort to give everyone a fair chance to use the existing materials the following loan periods and limits have been established.
Regulations: 1. Patrons must have a library account to check out materials. 2. The circulation period is three weeks for all materials checked out on any library account. 3. The number of items that can be checked out at one time on a regular card is as follows: a. Books As many as you can be responsible for b. Magazines 5 c. Videos/Visual Materials (DVD & VHS) 5 d. Audio Materials 5 4. Only two items may be checked out at any time on a limited use card. 4. The borrower is responsible for meeting the due date of checked-out materials. 5. Out of town visitors may check out a computer on a guest pass. They need to provide a government issued ID. They must read and accept the library’s internet agreement posted on each public computer.
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Check-Out Procedures: 1. Click on the Circulation Bar in the Destiny system, go to the left side of the screen and click on the Check Out tab. 2. Access the patron’s account by scanning library card or by checking a government issued ID. 3. Check for fines, or any restrictions and follow procedures starting on page 4 for missing or damaged materials. 4. Look inside the cases of audio books, CDs, videos, and DVDs to make sure the material is actually there and corresponds with the correct case. For DVD’s: 5. Check the spine of the DVD as well as inside the case for the number of the DVD. 6. The slide out drawers to the right of the circulation desk are where all of the DVD’s are housed. (They are all in numerical order, with the numbers labeled on the outside of each drawer.(This will tell you where the DVD should be placed) 7. Find the number of the DVD that corresponds to the particular drawer and pull out the DVD from the DVD case and place it in the DVD case. 8. You should double check that you are placing the correct DVD number and title in the correct DVD case. 8. Scan the material’s barcode. 9. Check the computer screen to make sure the material was actually checked out. 10. Tell the patron when the materials are due. 11. Print a receipt. 12. Give the receipt and the materials to the patron. 13. Give the library card back to the patron.
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Check-In Procedures: 1. Open the Circulation Bar in the Destiny system 2. Click on the Check-In tab 3. Look inside the cases of audio books, CDs, videos, and DVDs to make sure the material is actually there and corresponds with the correct case. 4. If the material is missing or damaged, refer to Missing or Damaged Materials section below and proceed from there. 5. Scan the returned material’s barcode or manually type in the number. For DVD’s: 6.Pull out the DVD and look for the number on the outside of the DVD case and on the inside of the DVD case and place it in the slide out drawers to the right of the circulation desk and in the white sleeve that has that same number 7. You should double check that you are placing the correct DVD number in the correct white DVD sleeve that is numbered. 6. If the top of the screen shows 30+ days overdue we need to do the following steps: A) Go into the patron’s account and look in the notes section. If the books are listed in the notes section that have just been checked in, delete the notes. If there are books listed in the notes that haven’t been returned, only delete the books that have been returned and change the total amount. B) Look under Edit Patron, if they are restricted, and if all library materials have been checked in make them “active” again. C) Go to the main CMS computer, go into My Documents, click on NEW CMSDB.msc, click on user groups, click on blocked users, go into membership, find patron number (if it is there) click on the patron number and click the right arrow key to move it over to Non-member. Click o.k. Click refresh at the top of the toolbar. 10.Put the materials on the book cart next to the circulation desk to be shelved later.
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Checking in Audio/Visual Materials 1. If the customer is still in the library, as a courtesy, inform them that there is a problem with the item they returned. 2. They may keep the material checked out on their account until they return the missing item. 3. If the customer cannot pay immediately, let them know that their account will be restricted until the situation is resolved. 4. If the patron is no longer in the library, contact the patron and let them know the material that was dropped off is missing and they will be held responsible to pay for the item if it is not turned in. 5. Check in the item. 6. Create fine under patron account by clicking on the Fine Icon to the right of the screen. 7. Click on add fine. 8. Under the Reason tab scroll down and click on (Missing Video, Missing CD, etc). 9. Put in $ 10.00 if it is a missing CD, Cassette, DVD, VHS, etc. 10. Click save. 11. If you can’t contact the patron, mail them a postcard or send an email if we have their email on file. 12. Make the patron restricted. 13. Click Save. 14. Print out a receipt and tape it to the missing material case and place it behind the Circulation desk where it is easily accessible for staff to find. 15. Go back to patron record and document the nature of the missing materials in the notes section. (Missing CD, Cassette, etc) initial it, date it, document that the patron was notified and save it. 16. Click Save 17. If after approximately 3 months has passed and the patron has not brought back the missing material have the staff person in charge of the reorders replace the missing item.
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Damaged Materials: NOTE: Make sure the steps are followed even if the person is right in front of you with the money in their hand. These procedures ensure that we have a record of what needs to be replaced and the customer has a receipt of what they paid for when they leave the library. This also ensures that no damaged returned item is sent to collections because it was never checked in.
Checking in minor damaged materials 1. Check in the item 2. If library material has minor damage, document the nature of the damage in the copy record by; clicking on the copy barcode, click on edit copy, click on add note, check the box; Display this note whenever the copy's information is accessed, type in nature of the damage, click save note. 3. If library materials come back damaged by no fault of the patron (normal wear and tear, etc,) check out to “Out for Repairs” under cataloging. 4. Place the material on the bindery shelf in the staff workroom. 5. If damaged beyond repair, see p.6
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Make sure these steps are followed even if the library user is still in the library.
If materials are damaged beyond repair:
1. Check in the item. 2. Click on create fine (over to the right of the screen), click on the reason tab and choose a reason, type in amount of library item under “amount”, and hit save. 3. Document nature of damage on patron record “under” notes. 4. Under patron notes write the title of the library material, author, date returned and initial it. 5. Print out a receipt to tape to the library item to be placed behind the circulation desk. 6. If patron comes in to pay for the library item go to # 1 in the next section. (Under missing materials paid for) 7. After 6 months, the patron is still responsible for payment, but the item will be taken off the shelf.
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Missing materials returned 1. If the missing material is brought back, delete the fine. 2. Delete the message under notes. 3. Take the restriction status off the account and make the patron active, if their account is cleared. 4. Go to the main CMS computer, go into My Documents, Click on new CMSDB.msc, Click on user groups, click on Blocked users, go into membership, find patron number (if it is there) click on the patron number and click the right arrow key to move it over to Non-member. Click o.k. Click refresh at the top of the toolbar.
Missing materials paid for 1 If the missing material is not located and the patron wants to pay for the item, follow these steps: 2. Go into patron record. 3. Accept the money and; a. Go into the fines tab and write in fine amount that the patron is paying. b. Print 2 receipts, 1 for the patron & 1 for the cash register. c. Save. 4. On the receipt for the cash register; write the ISBN # and author on top. Put money in cash register along with receipt. 5. If the fine is for damaged material, give the patron a receipt and the material he/she has paid for after they have paid for the item. 6. Refer to Circ 7- Fines & Fees for procedures for collection fees or damaged books.
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InterLibrary Loans Check-out Procedures: 1. Find book on the ILL shelf behind the circulation desk. 2. Remove ILL paperwork from book. 3. Click on the circulation bar in the Destiny system, go to the left side of the screen and click on the check out tab. 4. Access the patron’s account by scanning library card or by government issued ID. 5. Scan the barcode attached to the paperwork. 6. When asked to check it out, click yes. 7. Put in the title and type in (I.L.L.) next to the title. 8. Under Circulation type click on I.L.L. 9. Click save. 10. Write due date on ILL slip on top of book. 11. Write on the bottom of the ILL paperwork “checked out” and the date. 11. Give the book to the patron. 12. Give the library card back to the patron. 13. Print a receipt and give to the patron. 14. File the paperwork by title in the ILL check-out file folder behind the letter. InterLibrary Loan Check-in Procedures: 1. Find the paperwork in the ILL checkout file folder. 2. Click on the Circulation Bar in the Destiny system, go to the left side of the screen and click on the Check in tab. 3. Scan the barcode on the ILL paperwork. 4. Write on the bottom of the ILL paperwork “checked in” and the date. 5. Put the ILL paperwork in the book. 6. Put the book in the basket marked “Returned ILLs” located in the staff workroom. Fines for ILL: 1. When checking in the ILL, it will automatically create the overdue fine for you. 2. Write fine amount on sticky note and place on ILL paperwork with the ILL book. 5. Put material in the ILL basket in the staff workroom.
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Guidelines: 1. If there are a lot of checked out items, offer the patron a bag. 2. Remember to smile and be courteous. 3. Ask the patrons if they found everything they were looking for.
Library Board Approval date: 03/20/2008
City Council Approval date: 04/28/2008
Implementation date: 04/28/2008
Revised: 07/30/2010
Review Date: 7/30/2011
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CIR – 3 RENEWALS
Policy Statement:
The library seeks to provide the best possible use of the library’s collection by the greatest number of borrowers. In an effort to give everyone sufficient time to finish the materials they have checked out, the following renewal policy has been adopted.
Regulations: 1. Materials may be renewed in person or by telephone. 2. A library account is necessary for all renewals 3. Renewal requests by phone must include name and birth date for verification. 4. All items owned by the library may be renewed two times. 5. No renewals are allowed on InterLibrary Loan items. 6. Items on hold for another patron may not be renewed. 7. The renewal period for all materials is three (3) weeks. 8. The library will protect the confidentiality of customers’ records. Although we will give the due dates of materials, no title information will be given over the phone to any patron.
Procedures: 1. In Circulation Desk click on Check out tab. 2. Access the patron’s account by scanning library card or by name and birth date. 3. Towards the bottom of the screen you will see renew by each book and a renew all tab. 4. If all materials need to be renewed click on renew all and all items will be renewed. 5. If only a few materials need to be renewed click on the individual renew button next to each item. 6. If renewal limit has been reached, do not renew the materials. 7. If the item shows that it has a hold on it, do not renew it. 8. Print a receipt for the customer, (if present) by clicking on the receipt icon.
Previous Revision: 04/28/2008
Current Revision: 04/28/2009
Library board approval date: 3/20/2008
Previous City Council approval date: 5/14/2007
New City Council approval date: 04/28/2008
New Implementation date: 04/29/2009
Review date: 05/2010
CIR-4 Holds/Requests Policy Statement: The library has established a system to place a hold on materials already in use. This will ensure that everyone has a fair chance to use the library’s materials, while ensuring an orderly management of those materials.
Regulations: 1. A hold for materials will be accepted in person, by phone, or through the online card catalog. 2. A patron will be given seven (7) business days to pick up their item once they have been notified that it is available. 3. A library account is required to place a hold. 4. No holds will be accepted if the person’s account has a restricted status. 5. No holds will be accepted if the patron has a limited use card. 6. All reshelve dates will be (7) business days from the notification date. 7. A patron can have no more than 5 library items on hold at one time. 8. Staff will notify the patron by phone or by mail when the item is available.
Staff Procedures for Hold Requests: Go into the Circulation tab of Destiny. 1. Access patron’s library account through card or a government issued I.D. 2. Go into edit patron and verify the phone number. 3. Go into cataloging and search for the item to make sure we have the item. 4. Click on the correct title and format requested. a.) Click on the copies tab. b.) Click on due date. c.) Click on add hold tab. d.) In the find patron box, scan the patron’s library card, and hit go. e.) Make sure the priority box says standard. f.) Hit Save. 5. Do not place a hold on an item that is checked out to any administrative accounts such as “Holding for Programs”, “Giane’s storytime”, “Out for repairs”, or “Lost.” 6. If item is lost or long overdue refer to the Inter Library Loan procedures.
Guidelines: 1. If the item is not owned by the library or is lost or long overdue, ask the patron if they would like to request the item through Inter Library Loan. 2. If the patron wants to proceed with the Inter Library Loan, follow the Inter Library Loan policy.
Staff Procedures for Holds that are Checked Out: Patrons who have checked out items that are on hold will receive a notice informing them that the library item needs to be returned on a specified date or a $5.00 fine/charge will be assessed to the patrons account. The staff person in charge of the daily holds list will send the patron notices, track fines, and keep an updated file in SharePoint. Staff has the option to generate a notice from the Destiny system.
Staff Procedures for Available Hold Materials: 1. When an item that has a hold on it is checked in, fill out a hold slip using the information that is displayed on the screen. 2. Call the patron and let them know the item is ready. 3. Record the notification and reshelve dates on the hold slip. 4. Attach the slip to the book and place in the hold area in alphabetical order by patron’s last name. 5. If no phone message can be left, generate a written notice using the following procedures: a. Click into the reports bar and go into the library tab on the left hand side of the screen. b. Click on Hold Notices. c. Enter the patrons name: From: Last, To: First d. Click on Run Notices. e. Click Refresh list. f. Click first view on the list. g. Print the “ready hold notice”. h. Change printer from the receipt printer to the standard printer. i. Place the notice in the envelope and drop it in the outgoing mail. j. Then follow procedures 3-5 of the section titled staff procedures for available hold materials. Or you can send them a postcard.
Staff Procedures for Available Requested Holds in Destiny: 1. Go into the report tab, and click into the Library tab on the left of the screen. 2. Under the Holds heading, click on holds. 3. Scroll down to the bottom of the screen and uncheck local pending, local expired, local reserved, unapproved requests, and ILL requests. 4. The only box that should be checked is the local ready box. 5. Click the update button. 6. Print the document. 7. Check the books that are already on hold, and see if any books need to be pulled from the shelves or book carts. 8. Books remaining after reshelve date should be pulled; a.) Take off hold slip. b.) Go into patron’s account and take the hold off of the library item. c.) Check the book in to make sure it’s not on hold for someone else. d.) Place on book cart to shelve.
New City Council approval date: 12/12/2011
Library Board Approval Date: 9/15/2011 CIR-5 Claims Returned or Claims Never Had REGULATIONS 1. A patron may make a claim twice in a twelve (12) month period without a penalty. 2. Documentation of any claims will be kept on the patron’s account for 1 year. 3. Patrons will be responsible for cost of all disputed items after the second claim within a twelve (12) month period. Staff Procedures When a patron makes a claim: A claims returned= one to multiple library items claimed to be returned at one time. A claim never had= 1 library item. 1. If possible, renew the library materials and ask the patron to look for the disputed item. 2. After printing a receipt for the patron, print a second receipt and circle the item claimed returned or never had. 3. Tell the patron that you will search for the item to see if it can be located within the library. 4. Use the duplicate receipt to look for the missing item. 5. If the item is found: a. Check it in and call the patron and inform them. 6. If the item is not found: by the patron’s next visit: a. Go into notes in patron record and make the claim. b. If patron is restricted make them active. c. Go into patron record and find library material (under checked out items) and click the lost button. Change amount of library material and set amount to $0. d. Click OK. a. Go into notes and document the following with the most recent documentation at the top: i. Complete date: mm/dd/yyyy. ii. Title of item, barcode. iii. What is being claimed. iv. Initials of person making the documentation. v. Click save. vi. If patron is restricted make them active. b. Call the patron and let them know the item was not found.
If the patron has had two claims in the last twelve (12) months follow these directions: 1. Follow directions 1-4 above. 2. If the item is not found: a. Go into notes and check for any prior documentation of claims. b. Go into patron record and find library material (under checked out items) and click the lost button. c. Click OK when asked if a fine should be created. d. * If patron wants to pay for the fine immediately STOP here and go to #3. e. Add fine notes. f. Click Save. g. Click update. h. Make patron restricted. i. Make patron restricted in CMS if applicable. Let patron know that their status will remain restricted until they pay for the item/s and they will not be able to check out any items until the fine is completely satisfied. 3. If the person would like to pay for the item. a. Click into fines. b. Collect the money. c. Put amount in the pay box. d. Click update. e. Print 2 receipts. f. Ring it up in the cash register under fines.
Library Board Approval date: September 21, 2006
City Council Approval date: October 23, 2006
Library Board Approval date: March 15, 2012
City Council Approval Date: May 14, 2012 CIR – 7 Fines and Fees
Policy Statement – The following schedule of fees is provided in order to keep library customers advised of the for-fee services the library offers, and to help staff charge the appropriate amount for those services.
Regulations: Schedule of fees:
1. Fines for overdue books $0.00 The library does not charge overdue fines for any materials that it owns, but will accept donations in lieu of the fine for an overdue book.
InterLibrary Loan Fines $ 1.00 /day Non-Pick up of Inter Library Loans $ 5.00
A fee will be charged for an overdue book that another patron is waiting for if it is not brought back by the specified date upon notification. $ 5.00
Accounts will be restricted until the situation is resolved or the fine is completely satisfied.
2. Charges for lost or damaged materials Original cost • After checked out materials are overdue at thirty (30) days, the items will be considered lost, a fine will be attached to the account, and a bill will be sent to the customer. • A customer’s account will be made restricted when fine amount is set and no check-outs, renewals, or computer activity will be allowed until the account is completely satisfied. • Accounts that are past due for (45) days will be submitted to the City of Safford as a bad debt. The City will charge an additional fee to any account submitted. Accounts of under $100.00 will be filed in civil court. Accounts of $100.00 or more will be filed in criminal court.
3. Photocopies $.20/copy • Each side is charged independently.
4. Printing from computers $.20/page • The customer is responsible for paying for each page that comes from the printer whether the page is wanted or not.
5. Replacement library cards $3.00 • A replacement library card must be purchased if the customer has lost their card and they are still listed in the Follett system. • A replacement fee will be charged for replacement of damaged or mutilated cards. • If a library card is defective or stolen, the library will replace it at no charge.
NOTE: All the above fees are subject to change at anytime with approval from the Library Director.
Procedures for collecting general fees: 1. Ring up all money collected for fees through the cash register EXCEPT purchases made for used books. 2. Have customers pay for used books in the Gift Shop when it is open. 3. When Gift Shop is closed, put money for used books into baggie in drawer next to circulation desk.
Procedures for collecting fees for lost or damaged books:
1. Collect the amount for the item/s, even if it has a collection fee, attached. 2. If a civil fee is attached refer patron to finance department. 3. Click into fines. 4. Type in amount of the library material that the patron is paying. 5. Delete collection fee. 6. Print out 2 receipts, 1 for the patron and 1 for the cash register. 7. Hit Save. 8. Write the author and ISBN number on top of that receipt. 9. A staff member will mark it for deletion and take it out of Follett and OCLC. 10. Collect the money. 11. Ring it up in the cash register. 12. If the customer is restricted, go into Patron Maintenance and make the customer active. 13. Delete the notes pertaining to the lost material/s. a. If the person has internet access, take the person out of blocked status and back into regular status on the CMS system.
Library board approval date: 1/18/2007
City Council approval date: 5/14/2007
Implementation date: 5/14/2007
New Library Board Approval Date: 1/19/2012
New City Council Approval Date: 5/14/2012
CIR 8 - Electronic and Audio Books Policies:
Overdrive Policy/E-Books:
Policy Statement: It is part of the Safford Library’s mission to provide materials in both printed and electronic format that our library users can check out.
Regulations: 1. To borrow electronic materials from the Overdrive catalog, patrons must have a Safford Library card. 2. The overdrive catalog may be accessed from the Library’s website www.saffordlibrary.org on a computer or through a mobile device. 3. If using a mobile device you must download the Overdrive Media Console. 4. To sign in, each user must verify the Safford Library and enter their Library Card number including the P before the number.
Check Out Limit= 3 Cart Expiration= 60 minutes Hold Pick Up Period= 48 hours Lending Period= 7 or 14 days
5. These above items may be changed at any time by the Library Director. 6. Up to 3 titles can be placed on hold at one time. 7. Overdrive has compatibility with Mp3, Kindle, E-Readers, I-Pods, Mac’s, IPhone, IPad’s and more.
Audio Books:
Regulations:
1. To borrow electronic materials from One Click Audio, patrons do not need to have a Safford Library Card. 2. To access the audio books, you must go to the Library’s website www.saffordlibrary.org on a computer or through a mobile device. 3. When first signing in, each user must create a new account before they start the process.
Check Out Limit = 10 Renewable No Holds Lending Period = 3 weeks Can check item in early, when finished.
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4. These above items may be changed at any time by the Library Director. 5. One Click Audio has capability with most e-reader devices.
Library Board Approval: 9/20/2012 City Council Approval: 11/13/2012 Implementation: 12/3/2012 Review: November 2013
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CIRC-9 Borrowing Materials by Staff
Policy Statement:
The library’s policies concerning use and borrowing privileges are designed to meet the needs of our library users. The staff has the same rights as the public to check out materials from the library, but no preferential treatment for the staff will be allowed. This includes length of time for library materials, fees for lost books, and extended checkout periods for personal use.
Library Board approval date: 09/18/2008
City Council approval date: 10/13/2008
Implementation date: 10/13/2008
Previously Reviewed: 10/2009 4/2013
Review: 4/2014 CIRCULATION POLICY
Purpose:
To outline the conditions for obtaining a library card and the privileges and responsibilities associated with the use of a library card for borrowing materials and accessing services at the Safford City – Graham County Library (“Library”).
Policy:
A library card is provided free of charge to any individual who wishes to borrow materials, access remote databases, or use library computers. Only one library card per individual is allowed.
A. Applying for a library card:
To apply for a library card, applicants eighteen (18) and older must show a valid photo identification with a proof of current residence. Only residents of Graham and Greenlee Counties, as well as residents of the city of Wilcox are eligible.
Minors under the age of eighteen (18) must have a parent or legal guardian apply for a library card. The parent or legal guardian must provide a valid photo identification with a proof of current residence satisfying the residency requirements noted above. A parent or guardian may also apply for a library card for a minor by completing and signing a Library Card Application provided by the Library or through a school. The parent or guardian must agree to be financially responsible for any fees or fines assessed to the minor.
If the child is an unemancipated minor under eighteen (18), only a Limited Library Card described below will be issued, unless an adult over the age of eighteen (18) agrees to be financially responsible for any fees or fines assessed.
Guest Passes for computer use for out of town visitors can be obtained by presenting an acceptable form of identification, as listed below.
1. Acceptable forms of Identification
• Valid Driver’s License or federal, state or tribal issued Identification Card • Valid Passport • Valid resident alien card • A Consular ID is NOT an acceptable form of Identification per A.R.S. 41-5001
2. Proof of Residency
• Lease agreement • Mortgage Statement
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• Utility bill • Current car registration • Postmarked piece of mail with name and address
3. Types of Library Cards
• Full Use Card: Check out materials with public computer access and request Interlibrary Loans. • Limited Use Card: Limit of two items checked out at one time with no renewals and have public computer access. Cannot request Interlibrary Loans. For seasonal residents and those without a proof of current residency. • Teacher Card: For educators to use for their classroom.
4. Linked Library Cards/Accounts
Customers will have their accounts linked together to assist in the timely returning of materials. Parents and/or guardians of minors under the age of eighteen (18) will have their library card linked to minors they are responsible for. Those that live within the same household will have the library cards linked together.
5. Library Card Renewal
Library cards expire and must be renewed every year. Customers, or the parent or guardian of a minor, must verify current address, phone number and other pertinent data at the time of renewal. Cards may be renewed in person or by telephone. An expired account may be held in the system for up to three (3) years, and if not renewed, the account will be removed.
6. Library Card Replacement
If a customer has lost their library card, it can be replaced for a nonrefundable $2.00 fee. Customers must present a valid photo identification to receive a new card. For a minor under the age of eighteen (18), a parent or legal guardian must be present and present a valid photo identification. If the original card is later found it must be destroyed or returned to the Library for disposal. The original card will no longer be valid.
If the card is defective or stolen, the Library will replace it at no charge to the customer.
B. Card Holder Responsibilities
1. Applicant agrees, by accepting a library card, to abide by all policies and regulations set forth by the Library.
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2. To check-out materials a customer must have a current library account. In the event the customer does not have their current library card when attempting to utilize services, the customer may present a valid form of identification. 3. The library card holder is responsible for the timely return of all materials borrowed with their card. 4. The library card holder and/or parent or legal guardian for a minor is responsible for paying fines and fees associated with library card use. 5. Parents or legal guardians of a minor are responsible for guiding a minor’s Internet use and selection of library materials. 6. A password is automatically assigned when a library card is issued. It is the library card holder’s responsibility to not disclose their password to others. 7. If a library card holder allows others to check-out materials on their card, those items are still the responsibility of the card owner, or the parent or guardian of a minor who allows others to check-out materials on their card. 8. Library cards are the property of the Library and usage may be suspended if Library policies are violated. 9. If the library card is lost or stolen it is the customer’s responsibility, or the parent or guardian of a minor, to notify the Library. Any items checked out or fines and fees accrued will be the responsibility of the customer, or the parent or guardian of a minor, if not reported. 10. The library card holder, or the parent or guardian of a minor, must notify the Library of a change in address or phone number.
C. Temporary Housing
Those living in temporary or transitional housing are not eligible to receive a library card. This includes, but is not limited to, halfway houses, group homes, and/or shelters.
Material Lending
1. Loan Limits
Customers (other than those holding a Limited Use Card) do not have a limit on the total amount of items available for checkout, except as set forth below. Loan limits for specific format types are as follows:
• DVDs: Five (5) items with only one (1) being a TV Series • Audiobooks: Five (5) items • Magazines: Five (5) items • Equipment: One (1) item • Interlibrary Loans: One (1) item • eMaterials: Three (3) items • CD’s: Five (5) items
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2. Loan Periods
All Library materials can be borrowed for a maximum of three (3) weeks.
If a due date falls on a Library holiday or when it is closed, the loan period will be extended to the next business day.
3. Renewals
Most materials can be renewed if there is not a request for the item and the renewal limit has not been reached. Interlibrary Loan materials, DVDs, and Equipment may not be renewed. All other materials may be renewed up to two (2) times. Customers may renew materials in person, by phone or online.
4. Holds
Customers with a Full Use Card may place requests for titles checked out, so the next available copy is provided to them. Hold requests can be placed in person, by phone, or online.
When the item is returned, the customer requesting the hold will be notified by email, text message or phone. Most items are held for seven (7) days from the notification date. Interlibrary Loans are held for fourteen (14) days. eMaterials are held for forty-eight (48) hours. A maximum of five (5) hold requests are allowed at one time for physical materials with a limit of three (3) for eMaterials. Customers are responsible for notifying the Library if they no longer need a requested item and want it removed from the waiting list.
5. Reference Materials
Reference materials are considered a browsing collection and may not be checked out. Customers can request the use of these materials inside the Library.
6. Interlibrary Loans
Interlibrary Loans allows customers to borrow materials that are not in the Library’s collection free of charge. Customers must have a Full Use Card to request an Interlibrary Loan. The following conditions apply to this service:
• Only one item can be requested at a time in person or by phone. • Customers will be notified by phone when their item is ready for pickup or if their request cannot be filled.
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• Titles owned by the Library, textbooks, software, multiple copies of the same title, rare or fragile items or complete periodicals cannot be requested. • Materials may be checked out for three (3) weeks with no renewals. Late returns are subject to fees and fines. • All labels on the materials must not be removed. • A $5.00 no pickup fee will be charged to customers. • If the material is not returned, the customer will be responsible for the replacement cost of the item.
7. Equipment
The library allows other types of equipment, such as Wi-Fi Hot Spots, to be checked out by the public. Customers are required to sign a separate user agreement before checking out these items. A new agreement must be signed yearly.
D. Return of Materials
All checked out materials must be returned to the Library. All materials, with the exception of DVDs, audiobooks, and Equipment, may be returned to the customer service desk or the outside book drop. DVDs, audiobooks, and Equipment must be returned to the customer service desk. The Library is not responsible for items left outside of the book drop.
1. Claims Returned
If a customer believes an item has been returned and it cannot be located in the Library, staff can place the item in “Claims Returned” status and remove it from the customer’s account. A customer is allowed one “Claims Returned” item within a twelve (12) month period. Customers are responsible for the cost of any additional materials that cannot be located after the first “Claim Returned” item for that twelve (12) month period.
2. Damaged Materials
Library staff reviews returned materials and reserves the right to assess damage and determine the need to withdraw damaged materials from circulation. Customers that have last checked out the returned material will be charged a replacement cost for damage. Customers can pay the charges in full or bring in a new replacement copy of the material. Audiobook, DVD, or Equipment replacement materials must be in the original sealed container.
3. Lost Materials
After thirty (30) days any materials not returned will be declared lost. Customers are responsible for the cost of the materials. If items are returned, the cost of the materials is taken off the customer account, providing the materials are in good condition.
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4. Overdue Notices
The library sends out overdue notices to customers to make them aware of materials that have not been returned. Contact methods include email and a mailing sent to the address on the customer account.
5. Billing Notices
Billing notices are mailed to customers using the address on their account. Notices are sent to customers who are thirty (30) days late returning items. If notices are returned due to an incorrect address, Library staff will use other contact information on file to notify the customer of the billing notice.
6. Collection Agency
After materials have not been returned for forty-five (45) days, any replacement costs for materials that equals at least $40.00 are referred to a collection agency. Additionally, any customer that has damaged material charges that equals at least $40.00 will be referred to a collection agency. Upon such referral an additional nonrefundable collection fee of $10.00 will be assessed to the customer account.
Until the collection fee has been paid the customer account and all linked accounts will be restricted from check out of materials and computer use.
E. Fines and Fees
Any fines or fees on a customer account will result in the loss of borrowing privileges and computer use until the balance is paid in full. All linked accounts to the customer will also be unable to check out materials or use the computer until the account balance is paid in full.
1. Overdue Materials
The Library does not charge late fees for most overdue or late materials. Overdue fines are as follows:
• Equipment: $1.00 per day • Interlibrary Loan Materials: $1.00 per day • Non-Pick up of Interlibrary Loans: $5.00 • Failure to bring back materials that are on hold for another customer by the specified due date: $5.00
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CIRCULATION POLICY
2. Damaged Materials
The following charges will be accessed for materials returned damaged:
• DVD Case: $3:00 • Audiobook Case: $5.00 • CD Case: $2.00 • Mylar Jacket: $2.00 • Barcode: $1.00 • Spine Label: $1.00 • Interlibrary Loan Cover: $5.00 • RFID (Radio Frequency Identification Data) tag: $1.00 • Stingray: $2.00
3. Other Fees
• Copies: $0.20 per page • Printing: $0.20 per page • Replacement Card: $2.00
4. Payment of Fines and Fees
The Library will accept cash, checks or debit/credit cards as payment. Fines or Fees must be a minimum of $5.00 to be paid by debit/credit cards.
5. Refunds
The Library does not issue refunds for paid lost or damaged materials.
Safford City – Graham County Library Page 7 of 7 Circulation Policy 07/2020
#12.3
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Victoria Silva, Library Director SUBJECT: Customer Conduct Policy DATE: Monday, July 13, 2020 at 6:00 p.m.
Purpose and Recommended Action: A request for Mayor and Council to approve a new Customer Conduct Policy.
Background: The current Customer Conduct Polices were adopted in 2006. The policy has been updated to include current practices. In the Customer Conduct Policy staff procedures have been removed and verbiage now includes Healthy and Safety responsibilities.
Current Policies: CUS-2 Patron Rights – dated 03/28/2006 Outlines the policies for customer use of the library, including customer responsibilities and staff procedures. It is being requested this policy be deleted and combined into the Customer Conduct Policy.
Attachments: Customer Conduct Policy CUS-2 Patron Rights CUS-2 Patron Rights and Responsibilities
Policy Statement:
The Safford City-Graham County Library aims to insure high quality, professional service to all its patrons. Everyone has an equal right to access library services and facilities, and no person has the right to interfere with the ability of others to use and enjoy library resources, services, and facilities.
The Safford City-Graham County Library supports the rights of all individuals to: Use the library without discrimination Receive friendly, courteous and respectful service Have free and equal access to information Have a clean, comfortable and pleasant environment Use the library undisturbed without threat of harm, invasion of privacy, or interference
Individuals in the library have the responsibility to behave in a manner which does not violate or restrict the rights of others to use the library.
Regulations:
To ensure a clean, comfortable and pleasant environment, the proper use and care of all library materials and buildings is essential. Patrons must not deface library materials, equipment, furniture or buildings. Library patrons should consume food or drink only in authorized areas.
To allow for the safety of all patrons: Sidewalks outside and passageways indoors must remain obstacle-free. Library patrons should park bicycles or other vehicles outdoors in authorized areas. Use of skateboards, rollerblades, roller-skates, or scooters are not allowed in the library, or on library premises. Large backpacks, bedrolls or other large bulky items block aisles and should not be brought into the library. Library patrons should not bring animals or vehicles into the library except as required by persons with disabilities. Patrons should promptly leave the library at closing time.
1
To ensure the safety of children, those age 10 and younger will not be left in the library without a parent. (see Unattended Children policy CUS-3, for further information). To ensure patrons’ rights to use the library free of disruption, library patrons must refrain from: Using CD players, radios and other electronic devices inside the building. Any activity in violation of federal or state law. Carrying firearms or dangerous weapons of any type, except by law enforcement officials Loitering or sleeping in the library. Disturbing others with loud or boisterous conduct. Using profane, obscene or injurious language. Smoking, chewing and other tobacco use. Running, pushing, shoving, or throwing objects. Using alcoholic beverages or illegal drugs. Entering the library barefooted, without a shirt, or with offensive body odor or personal hygiene so as to be disruptive to the library environment. Loitering as outlined in City Ordinance. Using restrooms for bathing or shampooing, doing laundry, or changing clothes Soliciting or panhandling inside the library. Verbally or physically threatening or harassing other visitors, library staff or volunteers, including stalking, staring, touching, or using offensive language. Excessive public displays of affection. Using the courtesy phone for longer than 3 minutes.
SLEEPING IN THE LIBRARY
Habitual sleepers, noisy sleepers and those who are sprawled on furniture or the floor in a manner that is disturbing to other persons will not be tolerated.
CELL PHONE USE
Policy Statement: In order to provide each library user with a pleasant and inviting atmosphere, the library prohibits the use of cell phones in the building and asks library users with cell phones to be courteous to other library users.
2 Regulations: 1. Turn cell phones off or to vibrate upon entering the library. 2. If a call is received while in the library, step outside the building to converse.
Procedures: 1. If a patron’s cell phone rings, ask the patron to step outside to talk. When the patron reenters the library, ask the patron to turn off the ringer. If the patron does not comply, refer the patron to the written policy. If the patron does not follow the policy, ask the patron to leave the library.
Failure to comply with the library's established standards of acceptable behavior may result in removal from the building and/or restriction of library privileges.
Those who damage or deface library materials or property may be referred for criminal prosecution and parents can be liable for damage done by a child under the age of 18.
At the discretion of the Director, repeat offenders may be restricted from the library for varying lengths of time. For example, a second offense may receive a one week restriction, with a third offense receiving a one month restriction or more
Guidelines
A staff member’s job is to obtain for the patron what the patron wants if it is possible within the reasonable limits of existing library policy. If it is not, always try to give the patron another option.
The goal in creating this document is to make the library a safe and pleasant facility and to outline the steps staff should take in different situations. It must be emphasized, however, that some situations which may make staff or patrons uncomfortable, involve no violation of law or regulation. These situations must be tolerated with good humor and courtesy.
Staff should deal with problem behaviors in the same manner in which the staff member would like to be approached: with courtesy, tact, calmness and most of all, common sense.
3 All staff are expected to use their best judgment in situations not addressed in this policy, and should be familiar with and able to articulate library policies as well as explain the rationale behind them.
Have a good public service attitude. Staff in public service positions should greet or acknowledge everyone as they enter the library or their respective departments.
Under no circumstances should library personnel touch or try to restrain a patron as part of a disciplinary action.
Trust instincts and always err on the side of safety. If a situation makes the staff member uncomfortable, then proceed with caution. If an exchange turns into a confrontation, back off and call for assistance. If a staff member feels threatened law enforcement should be called immediately using Standard Emergency Reporting Procedures.
Procedures:
Library staff or Security personnel will intervene to stop prohibited activities and behaviors.
. All staff are responsible for the implementation of this policy. Problem behaviors should be addressed by the first employee to see the infraction, which includes the behavior associated with disruptive youths. . Remain calm. Think before responding. Be receptive, courteous, gentle, polite, respectful, firm, relaxed, empathetic and nonjudgmental. Don’t overreact. Treat everyone the same. . Approach the individual in question, identify yourself as a library employee (if necessary), and explain the library policy which is being violated. Assume the patron does not know the rules. Suggest alternatives to their behavior. First, mention the library’s rules; second mention the consequences of their actions; and third, ask them to leave the building for the rest of the day/evening. . Library staff should make it clear to the offending patron that it is the behavior that is causing the eviction and that he/she is welcome in the library when his/her behavior conforms to this policy . Staff members are not expected or encouraged to try to deal with a problem situation single-handedly. If the staff member
4 is uncomfortable or uncertain about approaching a problem a co-worker should accompany the staff member. . If an individual does not stop the improper behavior, or does not leave the building when asked to do so, staff should call law enforcement. Report that the call is coming from the library. Tell the police you are calling from the library, provide the staff member’s name, and briefly describe the incident and request immediate help. Call law enforcement if there is a crime occurring, even if the victim doesn’t want to make a report. . The safety of both library patrons and staff is the library’s overriding concern. In the event of an emergency, and the situation warrants it, notify law enforcement and clear everyone from the immediate area. . Alert fellow workers as necessary, whenever there is contact with a problem patron. If possible, get the name and a clear description of patron for any follow-up that may be necessary. Complete a report for any incident requiring law enforcement response and any other incident where the patron does not cooperate. Put everything in writing and keep copies of all documents. . If a patron is caught purposely removing library materials (under a coat, inside a briefcase, etc.), take down the person's name and address and report the incident to the Director. Borrowing privileges may be revoked at the Director's discretion.
COMPLAINTS
• Listen carefully to the patron's question or complaint.
• Speak in a relaxed tone, and repeat and paraphrase what the patron has said. If the complaint is reasonable and legitimate, attempt to resolve the problem. If the complaint involves another staff member, acknowledge that there may have been a misunderstanding and attempt to resolve the problem.
• If an exception is justified and the staff member has authority to grant the exception, it should be granted.
• If the request/complaint is against library policy, and if an exception cannot justifiably be made, explain the library policy clearly. Give an explanation of its rationale. If necessary, show a written copy of the policy to the patron.
5 • Be pleasantly firm and calm. Do not argue or appear fearful. An indifferent, uncaring attitude is destructive. Stick to the issue and do not get sidetracked with special circumstances.
• The staff member’s job is to obtain for the patron what the patron wants if it is possible within the reasonable limits of existing library policy. If it is not, always try to give the patron another option (i.e. “We can hold this book for you until you return with the necessary identification.”) Refer the patron to a supervisor or to the Director if the problem cannot be resolved.
• Do not personalize a patron’s anger, impatience or frustration.
• If a group is involved, try to identify the leader or instigator of the action and deal with that person away from the group.
• Occasionally groups accompanied by a counselor exhibit problem behaviors. Address the offending person(s) first. If that does not lead to corrective action take the matter up with the counselor. The library should not tolerate any more from a supervised visit than it would from a group unsupervised. Ask for the name of the counselor and the agency from which the group comes.
ABERRANT BEHAVIOR / MENTALLY DISTURBED
This type of behavior typically results from psychological problems, illness, or substance abuse. If it is not disruptive to library operations or to other patrons, then it should be tolerated so long as no violations of law and policies occur. Actions of persons exhibiting such behavior range from merely having an odd manner to disruptive and even dangerously violent behavior. Diverse physiological and /or neurological symptoms can cause the affected individual to appear socially aberrant. For example, diabetics may have an alcoholic smell when suffering from shock. Tourette's Syndrome can be identified by occasional uncontrollable outbursts including the use of foul language. Emotionally disturbed persons may be suffering from mental illnesses or disorders characterized by somewhat bizarre external behavior, hallucinations, and delusions. They can be withdrawn, timid, cooperative, or violently aggressive.
• Always look for a medical alert tag on the wrist or around the neck.
6 • If these patrons are able to use the library and do not require assistance, do not treat them any differently than other patrons.
• Persons who are mentally ill experience a different reality. Their judgement is different - sometimes slower to kick in, and often their boundaries are blurred.
• Staff should expect patrons with mental illness to conform to library policy, and the library needs to establish boundaries. Mental illness is not an excuse for unacceptable behavior in the library. When limits are set, be sure to follow through.
• If it appears that these patrons need personal assistance, the staff member should ask if assistance is needed. If they appear to be ill, offer to call the paramedics, or a family member.
• If a staff member believes a patron is disturbed, the staff member should ask for help from a co-worker if necessary and practical before approaching the patron.
• Do not laugh at, point at, humiliate or be critical/judgmental. Be polite, empathetic and firm.
• Never argue with the patron.
• Do not endorse or contradict a patron’s hallucinations or delusions.
• Offer choices (i.e. "You may speak loudly elsewhere, but if you wish to remain in the library, you must observe our rules.")
• If someone behaves suspiciously, and drugs or excessive alcohol is suspected, alert other staff members . Judgement should be exercised in the case of people who smell of alcohol. If the patron’s behavior is not otherwise offensive, then no action is required. If, on the other hand, the patron is loud or obnoxious, the patron should be informed of the problem and asked to be a little quieter. If the problem is more than just loud talking, then, depending upon the problem, the patron may be asked to leave the building. Request law enforcement assistance if necessary, following standard emergency reporting procedures.
7 • Be discreet and maintain a nonjudgmental attitude. Do not make the person feel watched or cornered. Keep a safe distance, allowing the patron space to easily leave the building.
• Library employees should not act in roles they are not trained for or which are inappropriate for the setting (i.e. as a personal counselor, social worker, substance abuse counselor).
• If the person cannot function effectively, ask if help is needed. If the patron person refuses medical help, and cannot control the disruptive behavior, the patron should be asked to leave. At the first sign of dangerous behavior, call law enforcement, using standard emergency reporting procedures.
VIOLENT BEHAVIOR
• Violence can often be predicted. Stay alert to the signals.
• Warnings for violent behavior include:
Agitation Hostility Throwing things Drunkenness Furtiveness Raising voice
• Persons are more likely to assault people like themselves: same age, gender, etc.
• The staff member’s own instinctive fear of an individual is a warning of impending violence that should be heeded. Remain calm. Aggression breeds aggression.
• If the staff member feels threatened, law enforcement should be contacted immediately using Standard Emergency Reporting Procedures.
STALKING/HARASSMENT /SEXUAL DEVIANTS
• If someone is suspiciously watching or following a staff member or a patron, try to get a general description.
8 • Alert other staff to the situation.
• Be assertive. Ask if the patron needs assistance. In many cases just approaching the individual will discourage the patron from engaging in the unacceptable behavior. “Do you need help finding something?” or “Is there anything I can help you with?” are examples of what might be asked.
• A supervisor or the Director should then warn the patron that the behavior is offensive and must be stopped, or the patron will be asked to leave the building.
• If the behavior continues and the person will not leave, call law enforcement, using Standard Emergency Reporting Procedures.
FLASHERS
• Even though these people are usually non-violent, this is a serious problem that should not be taken lightly.
• If a flashing occurs, remain calm and do not show shock or alarm. These people generally thrive on the reaction they get.
• Get a description of the person.
• Call law enforcement, using Standard Emergency Reporting Procedures.
• If this happens to a patron, offer to call a friend, relative, or neighbor to drive them home.
PERSONAL HYGIENE
• Patrons may be required to leave the library if their personal hygiene interferes with the ability of other patrons to use and/or enjoy the facility.
• Staff should proceed with caution on this issue. In many cases it is difficult to distinguish between body odor that is a result of poor hygiene and odor resulting from a medical problem.
VANDALISM
9 Library staff have a responsibility to protect library property. Destroying or damaging library materials violates the law. This includes cutting, tearing, and defacing print and audio-visual materials, damaging equipment and software, defacing walls, damaging facilities, breaking windows. Damage caused by food or drink will also be considered vandalism.
• If staff observe or receive a report that someone is defacing or destroying library property, the staff member should quickly size up the situation and decide the best method of handling the situation. The staff member should let the individual know that the actions in question are illegal and must stop at once.
• Get a second witness, preferably another staff member. Both witnesses should carefully observe the person's actions and physical description for follow-up if needed.
• Request a name or that identification be presented as appropriate.
• If it is determined that the patron has vandalized library property, the incident should be reported to the Director who may discuss means of restitution with the patron, or in the case of minors, their parents, or may refer the matter to law enforcement for criminal prosecution.
• If a staff member observes or receives a report that a patron is maliciously destroying library property, and is obviously not approachable, contact law enforcement using Standard Emergency Reporting Procedures.
THEFT
Theft of library materials, use of false identification to obtain a library card, or use of another patron’s library card without the patron’s permission are against the law and may be referred to law enforcement for prosecution. If one of these behaviors occurs, staff should:
• Ask the patron to return to the circulation desk.
• Ask if the patron has forgotten to check out any library materials.
10 • If the patron has "forgotten" to check out materials because the patron does not have a card, explain procedure for obtaining a card and allow the patron to apply for one.
• If the patron has insufficient identification to obtain a card, offer to hold the materials until closing the next day so that the patron can come back and get a library card and the reserved materials.
• Remind patrons of the availability of the photocopy machines, especially in the case of reference materials.
WEAPONS
• A weapon is defined as a gun, switchblade, unsheathed knife or other dangerous object. Such objects are prohibited on library property. Staff should exercise discretion when interpreting this section. Pocket knives and pepper spray are examples of objects that for the purposes of this policy would not normally be defined as a weapon, however could be, if displayed inappropriately.
• If a staff member suspects that a patron may be armed, the staff member should stay alert, and avoid provoking a confrontation.
• If a staff member witnesses a patron carrying a weapon, call law enforcement immediately.
• If the situation seems imminently threatening, quietly clear everyone from the building immediately.
BARRING PATRON FROM THE LIBRARY
Barring a person from the library is reserved for the most serious offenses and is usually permanent, although this determination can be reviewed at a later date. Typically, barring a person from the library results from involvement in serious and dangerous behaviors. Proper documentation is needed to justify this extreme measure.
Staff involved must call law enforcement to document serious events in the library, including behavior problems with patrons abusing staff or other patrons, violent behavior, destroying/defacing library
11 property, anything physical, or anything involving missing or damaged property.
A report form requires the names of the offending patron, witnesses, and staff present. Keep this in mind when preparing for the report. A detailed description of the event and staff actions is written, and actions taken, such as "Police called at ___(time)" and "Time responded____". Copies are provided given to the Director, Police, City Attorney and City Manager.
Library Board Approval date:
City Council Approval date: 3/27/2006
Implementation date: 3/28/2006
Review Date:
12 CUSTOMER CONDUCT POLICY
Purpose
Protect the rights and safety of Safford City – Graham County Library (“Library”) customers, volunteers and staff, while ensuring that access to the Library’s materials, equipment, facility, programs, or services is not negatively impacted by behaviors that create an environment that is disruptive or unsafe.
Policy Statement:
Library facilities are open to people of all ages and backgrounds. Customers are encouraged to use the library to read newspapers, magazines, books, and other materials, check out library materials, use computers, conduct research, complete homework, or attend events/programs.
A. Customer Conduct
The following actions and behaviors are not allowed within the library or on its property:
1. Disorderly behavior of any kind, including yelling, excessive noise, running in the building, or otherwise causing a disruption to the Library;
2. Use of a cell phone, digital device, audio equipment, audio-visual equipment, or similar equipment so that it disturbs staff or other customers (Note: cell phone conversations are permitted in the lobby and outside the building);
3. No food or drink in the library, with the exception of water (food and other non-alcoholic drinks may be consumed in the lobby);
4. Vandalizing or defacing library materials or property including books, audio-visual materials, furniture, walls, computer equipment or facilities and includes removing security devices. A.R.S. 13-1602;
5. Theft of library materials, equipment, or property from the building;
6. Indecent exposure, voyeurism, or public sexual acts. A.R.S. 13-1402, 13-1403 and 13- 1424;
7. Bringing firearms or other deadly weapons into the building per A.R.S. 13-3102;
8. Smoking or other uses of tobacco including electronic/vapor cigarettes. (A.R.S. 36- 601.01);
Safford City – Graham County Library Page 1 of 4 Customer Conduct Policy 07/2020
CUSTOMER CONDUCT POLICY
9. Possessing or consuming alcohol or illegal drugs or being under the influence of alcohol or illegal drugs. A.R.S. 13-3401 et seq.;
10. Harassment – verbal or otherwise – of library customers or staff. This includes, but is not limited to:
• Intimidation; • Physical abuse; • Use of profanity or abusive language – verbal or written – toward other library customers or library employees; • Staring at, or following another person in the library with the effect of annoying a person of reasonable sensibilities; • Sexual harassment or harassment on account of religion, ethnic background, gender, disability or sexual orientation; • Filming or photographing any person without asking that person’s permission; • Continuing to film or photograph any person after being asked to desist
11. Gambling. A.R.S. 13-3301 et seq.;
12. Violating the provisions of the Electronic Resources Policy;
13. Bringing animals into the building, except for service animals as defined by federal and state law;
14. Sleeping in the library; using restrooms for washing clothes or bathing;
15. Not wearing shoes or shirts, except for infants or toddlers;
16. Blocking any library aisle, entrance or exit;
17. Selling products or services, soliciting for personal gain, or approaching Library customers within the library or lobby for the purpose of obtaining signatures for petitions;
18. Leaving personal property unattended in the Library. The Library is not responsible for lost, damaged, or stolen property.
19. Violating any ordinance, law, or regulation of the City of Safford, the State of Arizona, or any of its political subdivisions, or of the United States.
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CUSTOMER CONDUCT POLICY
B. Children in the Library
Children are expected to conduct themselves in a manner that does not disrupt other customers. Library staff members are not caregivers or childcare providers. Caregivers and/or guardians are responsible for children within their care.
Children age eight (8) and older may use the library without a caregiver and/or guardian. Children under the age of eight (8) must always be accompanied by a caregiver or guardian who is at least 14 years of age.
C. Health and Safety
The Library aims to maintain a healthy and clean environment for all Library customers and to protect the investment in Library collections, equipment, and property. To fulfill this responsibility, the Library may restrict a customer’s ability to borrow materials and/or visit the Library when such use may jeopardize the health and cleanliness of customers and the Library.
1. Examples of situations where the borrowing of materials may be suspended include, but are not limited to: • Evidence that materials checked out to a customer may have been returned with insects that are known to be damaging to Library materials (i.e. roaches, silverfish, beetles) • Evidence that materials checked out to a customer may have been returned with insects that can result in pest infestation in Library facilities (i.e. bed bugs or roaches)
2. Examples of situations where access to Library facilities may be suspended include, but are not limited to: • Customers or customer possessions with fleas or lice • Customers with clothing that is stained with urine or feces • Evidence of vandalism of Library facilities with bodily fluids
Should it become necessary to suspend Library privileges of a customer in order to protect other customers and Library facilities, notification of the suspension will be made by the Library Director. Access to facilities and borrowing will be restored when the suspended customer demonstrates that the situation that caused the loss of privileges has been remediated.
D. Enforcement and Consequences:
This policy will be enforced in a fair and reasonable manner. Library staff will intervene to stop prohibited activities and/or behaviors. Law enforcement will be contacted if any customer violates Library policy after being notified by staff or engages in what is believed to be unlawful or dangerous behavior.
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CUSTOMER CONDUCT POLICY
If a customer violates this policy, Library staff may ask a customer to leave the Library for the day, suspend all Library privileges, or both.
E. Appeal:
Suspension of Library privileges may be issued and may be appealed to the Library Director within seven days after the suspension. A suspension will remain in effect for the stated duration unless overturned or modified by the Library Director. The Library Director’s decision is final.
Safford City – Graham County Library Page 4 of 4 Customer Conduct Policy 07/2020
#13.1
CITY COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Lance Henrie, Public Works Director/City Engineer SUBJECT: Bonita Waterline Phase IV & V Project – Award Construction Contract DATE: Monday, July 13, 2020 at 6:00 p.m.
Purpose and Recommended Action: This is a request for Mayor and City Council to award a construction contract to Action Direct LLC dba Redpoint Contracting for the Bonita Waterline Phase IV & V Project (Project No. 66-683, CIP No. WA1604).
Background: This project is funded by the Water Infrastructure Finance Authority of Arizona (WIFA). Davis Bacon Wages and Buy American Iron and Steel (AIS) do apply.
This project is for the construction of the next two phases of the Bonita Canyon delivery pipeline known as Phase IV and V. The purpose of the proposed Phase IV and V water pipeline improvements is to increase water transmission conveyance capacity to the City of Safford and to improve the reliability of service throughout the City of Safford’s water system.
Phase IV of the Bonita pipeline replacement project consists of replacement of approximately 6,700 linear feet of 10‐inch diameter pipe with a 12‐inch diameter pipe. Phase IV begins approximately 350 feet southwest of the intersection of Lone Star Road and US Highway 70, and continues east to the terminus of the Phase III. The proposed alignment of the new 12‐inch diameter Phase IV pipeline is indicated on Figure 2, Bonita Phase IV & V Alignment, and follows an alignment that is essentially parallel to the existing 10‐inch diameter pipeline. Other than a small portion of the proposed pipeline, the project is located within the Arizona Department of Transportation (ADOT) right‐of‐way.
The proposed Phase IV pipeline project will include one boring beneath the Arizona Eastern Railroad (AZER) adjacent to the west of the intersection of Lone Star Road and US Highway 70. The existing railroad will be bored using a 30‐inch diameter schedule 20 steel casing pipe. The carrier pipe within the casing pipe will be a 12‐inch diameter class 350 restrained joint ductile iron pipe.
Phase V of the Bonita pipeline replacement project consists of the replacement of approximately 8,500 linear feet of 10-inch diameter pipe with a 12‐inch diameter pipe. Phase V will keep the same existing pipeline alignment along Lonestar Road. The proposed pipeline will commence east of the intersection of Highway 191 on Lonestar Road, then continue to the west along Lonestar Road and connect to the west end of the Phase IV water pipeline. Two above ground wash crossings are planned for the Phase V portion of the project. The eastern crossing will be across Stockton Wash. The western crossing will be across Graveyard Wash.
City staff advertised the project and solicited bidders in accordance with A.R.S. Formal Bidding Procedures. A Notice for Invitation to Bids was published in the local newspaper. A mandatory pre-bid conference was held on May 27, 2020 and was attended by 21 prospective bidders.
On June 25, 2020, the City Clerk received six (6) bids that were publicly read with the following results:
Company Bid Amount Western Utility Contractors, LLC (dba Overley’s Est. 1959) $1,684,522.00 Action Direct LLC (dba Redpoint Contracting) $2,824,008.00 KE&G Construction, Inc. $3,079,320.90 Revolution Industrial, LLC $3,230,000.00 Hylan West, Inc. $3,329,539.00 Standard Construction Company, Inc. $3,883,614.00
Analysis: Western Utility Contractors, LLC dba Overley’s Est. 1959 was the low bidder for the project, within the time permitted, Overley’s contacted Bowman and requested their bid be rejected due to a substantial construction cost oversight.
Staff and Bowman has found that the second lowest bid submitted by Action Direct LLC dba Redpoint is the lowest responsive bidder and is qualified to complete the work, as specified for this project.
Therefore, the total contract award for Action Direct LLC dba Redpoint Contracting is recommended as:
Construction Contract $2,824,008
Work is anticipated to begin late August and is expected to be substantially complete on or around March 22, 2021.
Budget Recap:
Item Cost 2020 Budget: $ 5,000,000 Construction Contract $ 2,824,008 Construction Contingencies $ 282,401 Engineering | Bid Services | Construction Management $ 50,000 Cultural Services $ 55,000 +/- Railroad Permit $ 8,000 +/- Total Fiscal Impact $ 3,219,409 Budget Balance $ 1,780,591
Attachments: Bowman Consulting Recommendation
July 2, 2020
Mr. John Cassella City Manager City of Safford 717 W. Main Street Safford, AZ 85546
Subject: Bonita Waterline Phase IV & V Project City of Safford Project No. 66 – 683
Dear Mr. Cassella:
Based on the requirements stated in the bidding documents, Bowman Consulting Group, Ltd. (Bowman) has evaluated the bids received for the Bonita Waterline Phase IV & V Project. In addition, Bowman and the City of Safford have contacted the references provided by the three lowest bidders.
Western Utility Contractors, LLC dba Overley’s Est. 1959 (Overley’s) was the low bidder for the project. However, within the time permitted, Overley’s contacted Bowman and requested their bid be rejected, due to substantial construction cost oversights. Due to these circumstances, Bowman recommends the City of Safford reject the low bid submitted by Overley’s.
The second lowest bid submitted by Action Direct LLC dba Redpoint Contracting (Redpoint) totaled $2,824,008. Bowman has verified Redpoint’s bid and, find it to meet the stated bid requirements. In addition, Bowman verified Redpoint’s contractor’s license is appropriate for the project. The references provided in Redpoint’s bid have been contacted via phone and/or email. The responses received by Redpoint’s references are provided as an attachment.
After review of Redpoint’s bid and references, Bowman recommends the City of Safford award the contract to the second lowest bidder, Action Direct LLC dba Redpoint Contracting, for the bid amount of $2,824,008.
If you have any questions or comments, please contact me at your convenience.
Sincerely, Bowman Consulting Group, Ltd
Chad M. Crockett, PE Branch Manager – Principal 7/2/2020
Attached: • Bid Analysis EXPIRES 6/30/22 • Bid Tabulations • Redpoint reference responses
305 E. 4th Street, Safford, Arizona 85546 p: 928.428.3898 | f: 928.428.7395 www.bowmanconsulting.com Bid Analysis Bid Opening: Thursday, June 25, 2020 at 2:00 p.m. Bonita Waterline Phase IV & V City of Safford Project No. 66-683
Addenda Subcontractors Bid Qualifications Bidder License Verified Non-Collusion Bid Total Received Listed Bond Statement Western Utility Contractors, LLC 1-5, Acknowledged/Included Yes, Five Yes, 296605 Yes, 10% Yes Yes$ 1,684,522.00 (dba Overly's Est. 1959) Action Direct LLC 1-5, Acknowledged/ Not Included Yes, Eight Yes, 265009 Yes, 10% Yes Yes$ 2,824,008.00 (dba Redpoint Contracting)
K E and G Construction Inc 1-5, Acknowledged/ Not Included Yes, Three Yes, 227962 Yes, 10% Yes Yes$ 3,079,320.90
Revolution Industrial LLC * 1-5, Acknowledged/ Not Included Yes, None Yes, 272318 Yes, 10% Yes Yes$ 3,230,000.00
Hylan West Inc. 1-5, Acknowledged/Included Yes, Seven Yes, 307535 Yes, 10% Yes Yes$ 3,329,539.00
Standard Construction Company Inc 1-5, Acknowledged/ Not Included Yes, Two Yes, 166948 Yes, 10% Yes Yes$ 3,883,614.00
* Bid book was not returned complete
7/2/2020
EXPIRES 6/30/22 1 of 2
7/2/2020 Bid Tabulation Bid Opening: Thursday, June 25, 2020 at 2:00 p.m. Bonita Waterline Phase IV & V EXPIRES 6/30/22 City of Safford Project No. 66‐683
Western Utility Contractors, LLC (dba Action Direct LLC (dba Redpoint Standard Construction Engineer's Estimate K E and G Construction Inc Revolution Industrial LLC Hylan West Inc. Overly's Est. 1959) Contracting) Company Inc Item No. Description Qty Unit Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total 01 Mobilization 1 L.S.$ 300,000.00 $ 300,000.00 $ 15,560.00 $ 15,560.00 $ 200,000.00 $ 200,000.00 $ 718,000.00 $ 718,000.00 $ 284,860.00 $ 284,860.00 $ 44,600.00 $ 44,600.00 $ 95,500.00 $ 95,500.00 Furnish & Install 14” AWWA C900 02 DR18 PVC Pipe 38 L.F.$ 175.00 $ 6,650.00 $ 57.50 $ 2,185.00 $ 496.00 $ 18,848.00 $ 206.00 $ 7,828.00 $ 400.00 $ 15,200.00 $ 492.00 $ 18,696.00 $ 468.00 $ 17,784.00 Furnish & Install 12” AWWA C900 03 DR18 PVC Pipe 14,938 L.F. $ 105.00 $ 1,568,490.00 $ 42.50 $ 634,865.00 $ 86.00 $ 1,284,668.00 $ 71.30 $ 1,065,079.40 $ 100.00 $ 1,493,800.00 $ 114.00 $ 1,702,932.00 $ 144.00 $ 2,151,072.00 Furnish & Install 12” PC 350 04 Mechanical Joint Ductile Iron Pipe 158 L.F. $ 180.00 $ 28,440.00 $ 176.00 $ 27,808.00 $ 192.00 $ 30,336.00 $ 276.00 $ 43,608.00 $ 170.00 $ 26,860.00 $ 177.00 $ 27,966.00 $ 426.00 $ 67,308.00 Furnish & Install 12” SCH. 40 Steel 05 Pipe 97 L.F. $ 450.00 $ 43,650.00 $ 235.00 $ 22,795.00 $ 517.00 $ 50,149.00 $ 990.00 $ 96,030.00 $ 360.00 $ 34,920.00 $ 198.00 $ 19,206.00 $ 654.00 $ 63,438.00 Furnish & Install 8” AWWA C900 06 DR18 PVC Pipe 72 L.F. $ 95.00 $ 6,840.00 $ 40.00 $ 2,880.00 $ 182.00 $ 13,104.00 $ 200.00 $ 14,400.00 $ 95.00 $ 6,840.00 $ 64.00 $ 4,608.00 $ 269.00 $ 19,368.00 Furnish & Install 6” AWWA C900 07 DR18 PVC Pipe 209 L.F. $ 90.00 $ 18,810.00 $ 32.00 $ 6,688.00 $148.00 $ 30,932.00 $135.00 $ 28,215.00 $ 60.00 $ 12,540.00 $ 51.00 $ 10,659.00 $161.00 $ 33,649.00 Furnish & Install 4” AWWA C900 08 DR18 PVC Pipe 11 L.F. $ 85.00 $ 935.00 $ 42.00 $ 462.00 $ 341.00 $ 3,751.00 $ 300.00 $ 3,300.00 $ 200.00 $ 2,200.00 $ 44.00 $ 484.00 $ 228.00 $ 2,508.00 Furnish & Install 2” DR9 HDPE 09 Pipe (Main) 87 L.F. $ 40.00 $ 3,480.00 $ 35.00 $ 3,045.00 $ 40.00 $ 3,480.00 $ 61.00 $ 5,307.00 $ 40.00 $ 3,480.00 $ 28.00 $ 2,436.00 $ 72.00 $ 6,264.00 Furnish & Install 30” SCH. 20 Steel 10 Pipe 74 L.F. $ 1,000.00 $ 74,000.00 $ 1,050.00 $ 77,700.00 $ 1,579.00 $ 116,846.00 $ 1,320.00 $ 97,680.00 $ 2,000.00 $ 148,000.00 $ 1,661.00 $ 122,914.00 $ 1,880.00 $ 139,120.00 11 Furnish & Install 2” DR9 HDPE Pipe 141 EA. $ 30.00 $ 4,230.00 $ 22.00 $ 3,102.00 $117.00 $ 16,497.00 $ 6.00 $846.00 $150.00 $ 21,150.00 $ 29.00 $ 4,089.00 $125.00 $ 17,625.00 Furnish & Install 14” AWWA C509 12 Gate Valve, Box & Cover 2 EA.$ 8,800.00 $ 17,600.00 $ 6,490.00 $ 12,980.00 $ 8,080.00 $ 16,160.00 $ 7,800.00 $ 15,600.00 $ 8,500.00 $ 17,000.00 $ 1,205.00 $ 2,410.00 $ 12,324.00 $ 24,648.00 Furnish & Install 12” AWWA C509 13 Gate Valve, Box & Cover 32 EA.$ 4,500.00 $ 144,000.00 $ 3,540.00 $ 113,280.00 $ 3,467.00 $ 110,944.00 $ 4,150.00 $ 132,800.00 $ 4,000.00 $ 128,000.00 $ 6,014.00 $ 192,448.00 $ 5,759.00 $ 184,288.00 Furnish & Install 8” AWWA C509 14 Gate Valve, Box & Cover 3 EA.$ 3,800.00 $ 11,400.00 $ 2,300.00 $ 6,900.00 $ 2,089.00 $ 6,267.00 $ 2,900.00 $ 8,700.00 $ 2,500.00 $ 7,500.00 $ 4,226.00 $ 12,678.00 $ 3,353.00 $ 10,059.00 Furnish & Install 6” AWWA C509 15 Gate Valve, Box & Cover 7 EA.$ 2,800.00 $ 19,600.00 $ 1,650.00 $ 11,550.00 $ 1,716.00 $ 12,012.00 $ 2,400.00 $ 16,800.00 $ 2,000.00 $ 14,000.00 $ 3,593.00 $ 25,151.00 $ 2,623.00 $ 18,361.00 Furnish & Install 4” AWWA C509 16 Gate Valve, Box & Cover 1 EA.$ 1,400.00 $ 1,400.00 $ 1,550.00 $ 1,550.00 $ 1,451.00 $ 1,451.00 $ 2,250.00 $ 2,250.00 $ 2,000.00 $ 2,000.00 $ 2,918.00 $ 2,918.00 $ 2,216.00 $ 2,216.00 Furnish & Install 2” AWWA C800 17 Ball Valve, Box & Cover 3 EA.$ 1,200.00 $ 3,600.00 $850.00 $ 2,550.00 $936.00 $ 2,808.00 $ 1,900.00 $ 5,700.00 $ 1,000.00 $ 3,000.00 $ 2,459.00 $ 7,377.00 $ 2,199.00 $ 6,597.00 Furnish & Install 2” Combination Air 18 Release Valve 9 EA. $ 5,164.00 $ 46,476.00 $ 4,200.00 $ 37,800.00 $ 3,272.00 $ 29,448.00 $ 5,150.00 $ 46,350.00 $ 5,300.00 $ 47,700.00 $ 5,149.00 $ 46,341.00 $ 7,640.00 $ 68,760.00 Furnish & Install 1” Split Water 19 Meter Service 6 EA. $ 3,000.00 $ 18,000.00 $ 1,985.00 $ 11,910.00 $ 2,886.00 $ 17,316.00 $ 2,500.00 $ 15,000.00 $ 3,000.00 $ 18,000.00 $ 3,639.00 $ 21,834.00 $ 2,139.00 $ 12,834.00 Furnish & Install 1” Split Water 20 Meter Service Bore & Sleeve 1 EA. $ 6,500.00 $ 6,500.00 $ 14,500.00 $ 14,500.00 $ 1,482.00 $ 1,482.00 $ 21,200.00 $ 21,200.00 $ 3,000.00 $ 3,000.00 $ 3,530.00 $ 3,530.00 $ 2,301.00 $ 2,301.00 Furnish & Install 1” Water Meter 21 Service 67 EA. $ 3,000.00 $ 201,000.00 $ 1,600.00 $ 107,200.00 $ 2,061.00 $ 138,087.00 $ 2,050.00 $ 137,350.00 $ 2,500.00 $ 167,500.00 $ 2,853.00 $ 191,151.00 $ 1,684.00 $ 112,828.00 Furnish & Install 1” Water Meter 22 Service Bore & Sleeve 1 EA. $ 6,000.00 $ 6,000.00 $ 14,900.00 $ 14,900.00 $ 1,160.00 $ 1,160.00 $ 20,500.00 $ 20,500.00 $ 4,500.00 $ 4,500.00 $ 3,112.00 $ 3,112.00 $ 1,844.00 $ 1,844.00 Furnish & Install 1” Water Meter 23 Service, No Meter 8 EA. $ 2,200.00 $ 17,600.00 $ 1,100.00 $ 8,800.00 $ 2,009.00 $ 16,072.00 $ 2,050.00 $ 16,400.00 $ 2,000.00 $ 16,000.00 $ 2,866.00 $ 22,928.00 $ 1,663.00 $ 13,304.00 Furnish & Install 1” Water Service 24 Connection 2 EA. $ 2,000.00 $ 4,000.00 $ 930.00 $ 1,860.00 $ 570.00 $ 1,140.00 $ 1,950.00 $ 3,900.00 $ 1,600.00 $ 3,200.00 $ 2,345.00 $ 4,690.00 $ 1,482.00 $ 2,964.00 Furnish & Install 2” Water Meter 25 Service 3 EA. $ 4,800.00 $ 14,400.00 $ 2,140.00 $ 6,420.00 $ 2,003.00 $ 6,009.00 $ 3,350.00 $ 10,050.00 $ 3,000.00 $ 9,000.00 $ 3,955.00 $ 11,865.00 $ 2,940.00 $ 8,820.00 Furnish & Install Fire Hydrant in 26 Accordance with TW SD‐500 22 EA. $ 4,800.00 $ 105,600.00 $ 5,365.00 $ 118,030.00 $ 6,693.00 $ 147,246.00 $ 5,900.00 $ 129,800.00 $ 6,500.00 $ 143,000.00 $ 10,139.00 $ 223,058.00 $ 7,427.00 $ 163,394.00 27 Sawcut & Remove Pavement 4,800 S.Y. $ 15.00 $ 72,000.00 $ 18.80 $ 90,240.00 $ 14.00 $ 67,200.00 $ 10.00 $ 48,000.00 $ 15.00 $ 72,000.00 $ 32.00 $ 153,600.00 $ 19.00 $ 91,200.00 28 Non‐ADOT Pavement Patch 3,960 S.Y. $ 60.00 $ 237,600.00 $ 45.50 $ 180,180.00 $ 81.00 $ 320,760.00 $ 37.50 $ 148,500.00 $ 75.00 $ 297,000.00 $ 76.00 $ 300,960.00 $ 84.00 $ 332,640.00 29 Furnish & Install Slurry Backfill 193 L.F.$ 50.00 $ 9,650.00 $ 20.00 $ 3,860.00 $ 29.00 $ 5,597.00 $ 97.50 $ 18,817.50 $100.00 $ 19,300.00 $ 68.00 $ 13,124.00 $132.00 $ 25,476.00 30 Remove Concrete Hwy 200 S.Y.$ 300.00 $ 60,000.00 $ 18.00 $ 3,600.00 $ 16.00 $ 3,200.00 $ 27.50 $ 5,500.00 $ 30.00 $ 6,000.00 $ 83.00 $ 16,600.00 $ 35.00 $ 7,000.00 2 of 2
Western Utility Contractors, LLC (dba Action Direct LLC (dba Redpoint Standard Construction Engineer's Estimate K E and G Construction Inc Revolution Industrial LLC Hylan West Inc. Overly's Est. 1959) Contracting) Company Inc Item No. Description Qty Unit Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total US 70 Existing 12” Water Main 31 Connection 1 EA. $ 5,500.00 $ 5,500.00 $ 4,200.00 $ 4,200.00 $ 3,343.00 $ 3,343.00 $ 6,100.00 $ 6,100.00 $ 7,500.00 $ 7,500.00 $ 3,309.00 $ 3,309.00 $ 4,097.00 $ 4,097.00 Lois Lane Existing 6” Water Main 32 Connection 1 EA. $ 3,500.00 $ 3,500.00 $ 4,675.00 $ 4,675.00 $ 3,092.00 $ 3,092.00 $ 5,200.00 $ 5,200.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 Nelson Place Existing 6” Water 33 Main Connection 1 EA. $ 3,500.00 $ 3,500.00 $ 4,675.00 $ 4,675.00 $ 3,092.00 $ 3,092.00 $ 5,100.00 $ 5,100.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 S. Nelson Drive Existing 6” Water 34 Main Connection 1 EA. $ 3,500.00 $ 3,500.00 $ 4,675.00 $ 4,675.00 $ 3,092.00 $ 3,092.00 $ 5,100.00 $ 5,100.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 Shannon Road Existing 6” Water 35 Main Connection 1 EA. $ 3,500.00 $ 3,500.00 $ 4,675.00 $ 4,675.00 $ 3,092.00 $ 3,092.00 $ 5,100.00 $ 5,100.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 Barney Lane Existing 2” Water Main 36 Connection 1 EA. $ 3,000.00 $ 3,000.00 $ 4,900.00 $ 4,900.00 $ 2,841.00 $ 2,841.00 $ 5,400.00 $ 5,400.00 $ 5,000.00 $ 5,000.00 $ 2,026.00 $ 2,026.00 $ 2,844.00 $ 2,844.00 Lone Star Existing 10” Water Main 37 Connection 1 EA. $ 4,500.00 $ 4,500.00 $ 3,650.00 $ 3,650.00 $ 3,740.00 $ 3,740.00 $ 5,400.00 $ 5,400.00 $ 7,500.00 $ 7,500.00 $ 3,971.00 $ 3,971.00 $ 3,873.00 $ 3,873.00 Lone Star Existing 2” Water Main 38 Connection 1 EA. $ 2,500.00 $ 2,500.00 $ 2,225.00 $ 2,225.00 $ 2,384.00 $ 2,384.00 $ 3,650.00 $ 3,650.00 $ 5,000.00 $ 5,000.00 $ 2,026.00 $ 2,026.00 $ 2,291.00 $ 2,291.00 Lone Star & Graveyard Wash 39 Existing 8” Water Main Connection 1 EA. $ 3,800.00 $ 3,800.00 $ 5,050.00 $ 5,050.00 $ 3,141.00 $ 3,141.00 $ 5,600.00 $ 5,600.00 $ 5,000.00 $ 5,000.00 $ 2,818.00 $ 2,818.00 $ 4,798.00 $ 4,798.00 Lone Star & Welker Lane Existing 40 14” Water Main Connection 1 EA. $ 6,000.00 $ 6,000.00 $ 18,200.00 $ 18,200.00 $ 7,027.00 $ 7,027.00 $ 20,500.00 $ 20,500.00 $ 8,500.00 $ 8,500.00 $ 6,727.00 $ 6,727.00 $ 5,985.00 $ 5,985.00 Lone Star Road Existing 6” Water 41 Main Connection at +/‐ Sta. 53+11 1 EA. $ 3,000.00 $ 3,000.00 $ 4,600.00 $ 4,600.00 $ 3,092.00 $ 3,092.00 $ 5,150.00 $ 5,150.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 Lone Star Road Existing 6” Water 42 Main Connection at +/‐ Sta. 66+65 1 EA. $ 3,000.00 $ 3,000.00 $ 5,000.00 $ 5,000.00 $ 3,092.00 $ 3,092.00 $ 5,600.00 $ 5,600.00 $ 5,000.00 $ 5,000.00 $ 2,750.00 $ 2,750.00 $ 3,818.00 $ 3,818.00 Lone Star Road Existing 8” Water 43 Main Connection 1 EA. $ 3,500.00 $ 3,500.00 $ 5,025.00 $ 5,025.00 $ 3,141.00 $ 3,141.00 $ 5,600.00 $ 5,600.00 $ 6,000.00 $ 6,000.00 $ 2,818.00 $ 2,818.00 $ 2,862.00 $ 2,862.00 Lone Star & Montierth Lane Existing 44 4” & 2” Water Main Connections 1 EA. $ 4,000.00 $ 4,000.00 $ 10,225.00 $ 10,225.00 $ 5,541.00 $ 5,541.00 $ 7,800.00 $ 7,800.00 $ 5,000.00 $ 5,000.00 $ 2,345.00 $ 2,345.00 $ 2,798.00 $ 2,798.00 Furnish & Install New Water Meter 45 Box 2 EA. $200.00 $400.00 $913.00 $ 1,826.00 $412.00 $824.00 $750.00 $ 1,500.00 $300.00 $600.00 $747.00 $ 1,494.00 $166.00 $332.00 46 ADOT Pavement Patch 810 S.Y. $100.00 $ 81,000.00 $ 53.90 $ 43,659.00 $ 78.00 $ 63,180.00 $111.00 $ 89,910.00 $ 95.00 $ 76,950.00 $ 62.00 $ 50,220.00 $112.00 $ 90,720.00 Concrete Encase Water & Sewer 47 Main to Meet AAC R18‐5‐502 40 L.F.$ 250.00 $ 10,000.00 $ 43.00 $ 1,720.00 $ 94.00 $ 3,760.00 $ 95.00 $ 3,800.00 $ 60.00 $ 2,400.00 $148.00 $ 5,920.00 $158.00 $ 6,320.00 Concrete box culvert removal and 48 replacement 2 EA. $ 10,000.00 $ 20,000.00 $ 5,171.00 $ 10,342.00 $ 16,782.00 $ 33,564.00 $ 4,650.00 $ 9,300.00 $ 21,500.00 $ 43,000.00 $ 7,500.00 $ 15,000.00 $ 15,308.00 $ 30,616.00
Bonita Waterline Phase IV & V Base Bid Total $ 3,216,151.00 $ 1,684,522.00 $ 2,824,008.00 $ 3,079,320.90 $ 3,230,000.00 $ 3,329,539.00 $ 3,883,614.00 REFERENCE No. 1 Contractor: Action Direct LLC dba Redpoint Contracting Owner: City of El Mirage Project: Bonita Waterline Phase IV & V Contact: Bryce Christo Project: Olive Avenue Water & Sewer Improvements Contract Amt. $ 474,343.00 Date: 9/30/2017 Description of contacts and information received. Responses received via email 1.History of Comple ng the Project in a Timely Manner:- Yes, they worked very quickly. Were timelines realistic? Were deadlines met?
2.How did they handle challenges? How did the company They handled them well. We had a bit of a shift in the design handle these challenges? How did they communicate? Were approach of the water main half way through which they took they diligent about solving them? care of (including digging up several areas to install thrust blocks, etc.) and there were no change orders as a result.
3.Quality of Construc on– Was the quality of materials and It was as expected. Admittedly, this line was a dead end with workmanship what the customer expected? Do they feel the no one connected to it until very recently. project came out as they had envisioned?
4.Budget – Did the contractor stay on budget? Were the They were on budget. budget parameters realistic at the start or did the Contractor lowball the bid to get the project? Did the Contractor stay within the allocated budget. If not, why?
5.Subcontractors – Did the Contractor make sure that each I believe there was only a traffic control sub but yes. They also Subcontractor showed up on time and did their job allowed another County contractor to work within their area effectively? which was helpful.
6.Professionalism – Did the supervisor, managers and crews all Yes behave professionally throughout the construction process?
7.Communica on – How did they communicate the We had a point of contact but most of the day to day challenges and resolutions? Phone, email, in person? Was communication was between the foreman and City inspector there a point of contact to bring any questions to during the on site. process? 8.Would you hire them again? Yes
Comments REFERENCE No. 2 Contractor: Action Direct LLC dba Redpoint Contracting Owner: Gila River Indian Community Project: Bonita Waterline Phase IV & V Contact: Brian Shipman Project: D5 Casa Blanca Water infrastructure Upgrades - Construction Contract Amt. $ 5,031,605.72 Date: 9/11/2017 Description of contacts and information received. Responses received via email 1.History of Comple ng the Project in a Timely Manner:- The project timeline was met. There were a number of change orders within the project. Scope Were timelines realistic? Were deadlines met? increased, schedule remained the same and completed on time.
2.How did they handle challenges? How did the company This project consisted of many unknown and field changes. The contractor worked well with our handle these challenges? How did they communicate? Were field staff to keep everything going smoothly and ensure engineering was in agreement with they diligent about solving them? required changes.
3.Quality of Construc on– Was the quality of materials and We did have a few items that needed to be addressed on the project cleanup and additional workmanship what the customer expected? Do they feel the compaction at some FH and valves following a monsoon rain. The items to be addressed were project came out as they had envisioned? not out of proportion for the scale of the job and other contractor's work. They were responsive and addressed all concerns.
4.Budget – Did the contractor stay on budget? Were the I was not involved with the selection of the contractor or have information on the bids. I do know budget parameters realistic at the start or did the Contractor that the engineers estimate was about $7M, the bid came in around $4M and we had lowball the bid to get the project? Did the Contractor stay approximately $1M in approved change orders. 75% of the change orders were due to material within the allocated budget. If not, why? changes directed by DPW and the remainder were justified due to incomplete plans. We did need to have them tighten the belt on their initial change order estimates.
5.Subcontractors – Did the Contractor make sure that each The superintendent managed their sub and ensured all employment issues were run through the Subcontractor showed up on time and did their job effectively? certified payroll with the community per contract. Coordination with contractor, subs and our field staff was effective
6.Professionalism – Did the supervisor, managers and crews all We did not have any issues that I am aware of that caused concern. behave professionally throughout the construction process?
7.Communica on – How did they communicate the challenges The field supervisors were always on the job and in contact with our inspectors and coordinating and resolutions? Phone, email, in person? Was there a point of with needed monitors. When issues raised that needed to be addressed in the office, our field contact to bring any questions to during the process? staff, engineering, and their project managers would get the issues addressed.
8.Would you hire them again? Yes, we have worked with them on various projects throughout the community. I discussed the 23 mile D5 Casa Blanca project as this is the project I was most involved with. I know that they worked on a large water project in D4 Goodyear. This went smooth according to plan. They also worked on a project in wild horse pass replacing and dressing all appurtenances (valves, FH) in the area.
Comments REFERENCE No. 3 Contractor: Action Direct LLC dba Redpoint Contracting Owner: Lucid Motors Inc Project: Bonita Waterline Phase IV & V Contact: Jason Steinhebel Project: 768 Lucid Motors Contract Amt. $ 1,829,979.00 Date: 4/6/2020 Description of contacts and information received. Responses received via email. 1.History of Comple ng the Project in a Timely Manner:- Our project schedule is extremely aggressive and constantly changing to changes in site Were timelines realistic? Were deadlines met? conditions (work by Contractors outside of our control), Redpoint has been very cooperative and accommodating with the constant changes and have met the deadlines. They have worked any and all required overtime to ensure that the deadlines were met.
2.How did they handle challenges? How did the company They have been extremely responsive to the site changes handle these challenges? How did they communicate? Were they diligent about solving them?
3.Quality of Construc on– Was the quality of materials and I have no concerns over the quality of their work, all materials furnished on the job were specified workmanship what the customer expected? Do they feel the materials, their field team showed pride in their workmanship. project came out as they had envisioned?
4.Budget – Did the contractor stay on budget? Were the Yes they stayed within budget and have made no claims. All of their quotations for change orders budget parameters realistic at the start or did the Contractor have been submitted within the allowed timeframe (7 Days) and have included necessary detail lowball the bid to get the project? Did the Contractor stay for me to evaluate. within the allocated budget. If not, why?
5.Subcontractors – Did the Contractor make sure that each N/A – They did not have any Subcontractors on this Project. Subcontractor showed up on time and did their job effectively?
6.Professionalism – Did the supervisor, managers and crews all Yes, the site team was professional, always on time for our morning coordination meeting and behave professionally throughout the construction process? actively participated in meetings.
7.Communica on – How did they communicate the challenges Communication was good, we had a site contact and an office/administrative contact, the and resolutions? Phone, email, in person? Was there a point of majority of our challenges were handled at the site level. There was no issue getting in touch with contact to bring any questions to during the process? them via phone or email, they would always answer their phone.
8.Would you hire them again? Yes, we would consider them for future work.
Comments REFERENCE No. 4 Contractor: Action Direct LLC dba Redpoint Contracting Owner: DMB Mesa Proving Grounds LLC Project: Bonita Waterline Phase IV & V Contact: Dan Haas Project: Eastmark Community Facilities District No. 1 Phases, X, XI and XII Contract Amt. $ 15,106,936.00 Date: 7/15/2019 Dan Haas stated that he was too busy to answer the email sent, but provided the Description of contacts and information received. following responses over the phone. 1. History of Comple ng the Project in a Timely Manner:- Were timelines realistic? Were deadlines met?
2. How did they handle challenges? How did the company handle these challenges? How did they communicate? Were they diligent about solving them?
3. Quality of Construc on– Was the quality of materials and There were no problems. workmanship what the customer expected? Do they feel the It all went well. project came out as they had envisioned?
4. Budget – Did the contractor stay on budget? Were the budget parameters realistic at the start or did the Contractor lowball the bid to get the project? Did the Contractor stay within the allocated budget. If not, why?
5. Subcontractors – Did the Contractor make sure that each They hired appropriate subcontractors for dry utilities, concrete work, and paving. Subcontractor showed up on time and did their job They installed about 3/4 mile of 24" diameter water main, also some 20", 16" & 12" effectively? diameter water mains, some with corrosion protection.
6. Professionalism – Did the supervisor, managers and crews all behave professionally throughout the construction process?
7. Communica on – How did they communicate the challenges and resolutions? Phone, email, in person? Was there a point of contact to bring any questions to during the process?
8. Would you hire them again? Yes
Comments Their work was good. REFERENCE No. 5 Contractor: Action Direct LLC dba Redpoint Contracting Owner: VWPOZ 44th Industrial, LLC Project: Bonita Waterline Phase IV & V Contact: Juan Galan, CFO Project: 769 Superior Logistics Center Contract Amt. $ 879,609.00 Date: 3/30/2020 Juan Galan did not reply to the email and was contacted via Description of contacts and information received. phone.Juan provided the brief comments below due to a time constraint. 1.History of Comple ng the Project in a Timely Manner:- Were timelines realistic? Were deadlines met?
2.How did they handle challenges? How did the company handle these challenges? How did they communicate? Were they diligent about solving them?
3.Quality of Construc on– Was the quality of materials and No problems were encountered with Redpoints work. workmanship what the customer expected? Do they feel the The project was manned accordingly. project came out as they had envisioned? No complaints with regard to Redpoint.
4.Budget – Did the contractor stay on budget? Were the budget parameters realistic at the start or did the Contractor lowball the bid to get the project? Did the Contractor stay within the allocated budget. If not, why?
5.Subcontractors – Did the Contractor make sure that each Subcontractor showed up on time and did their job effectively? 6.Professionalism – Did the supervisor, managers and crews all behave professionally throughout the construction process?
7.Communica on – How did they communicate the challenges and resolutions? Phone, email, in person? Was there a point of contact to bring any questions to during the process?
8.Would you hire them again? Yes
Comments REFERENCE No. 6 Contractor: Action Direct LLC dba Redpoint Contracting Owner: Watermark Residential Project: Bonita Waterline Phase IV & V Contact: Scott Heustis Project: 775 Watermark at Peoria Contract Amt. $ 1,125,245.00 Date: 4/28/2020 Scott Heustis did not reply to the email and was contacted by Description of contacts and information received. phone. Scott provided the brief response below.
1.History of Comple ng the Project in a Timely Manner:- Were timelines realistic? Were deadlines met?
2.How did they handle challenges? How did the company handle these challenges? How did they communicate? Were they diligent about solving them?
3.Quality of Construc on– Was the quality of materials and workmanship what the customer expected? Do they feel the project came out as they had envisioned?
4.Budget – Did the contractor stay on budget? Were the budget parameters realistic at the start or did the Contractor lowball the bid to get the project? Did the Contractor stay within the allocated budget. If not, why?
5.Subcontractors – Did the Contractor make sure that each Subcontractor showed up on time and did their job effectively?
6.Professionalism – Did the supervisor, managers and crews all behave professionally throughout the construction process?
7.Communica on – How did they communicate the challenges and resolutions? Phone, email, in person? Was there a point of contact to bring any questions to during the process? 8.Would you hire them again? Yes, and they have lined them up for another project.
Comments Redpoint was helpful and mobilized quickly in a tight spot, and they have been safe.