HomeMy WebLinkAbout2019-08-06 City Council Regular Minutes City of Apache Junction, Arizona Meeting location:
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City Council Chambers
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at City Hall
Meeting Minutes 300 E.Superstition Blvd
Apache Junction,AZ
City Council Meeting85119
www.ajcity.net
Ph:(480)982-8002
Tuesday,August 6,2019 7:00 PM City Council Chambers
A. CALL TO ORDER
Mayor Serdy called the meeting to order at 7:10 p.m.
B. INVOCATION L
Vice Mayor Wilson gave the invocation and Councilmember Barker led the meeting attendees in
the Pledge of Allegiance.
C. ROLL CALL
Present: 7- Mayor Serdy
Vice Mayor Wilson
Councilmember Barker
Councilmember Evans
Councilmember Rizzi
Councilmember Schroeder
Councilmember Struble
Staff in Attendance:
Bryant Powell, City Manager
Matt Busby,Assistant City Manager
Joel Stern, City Attorney
Jennifer Pena, Deputy City Clerk
Al Bravo, Public Information Officer
Larry Kirch, Development Services Director
Thomas Kelly, Chief of Police
Liz Lanenbach, Parks&recreatio Director
Heather Patel, Grants Administrator
Heather Hodgman, Management Analyst
Kent Fowler, Police Officer
Michael Wever, Public Works Director
Mike Loggins,Water Utilities Director
D. CONSENT AGENDA
Councilmember Barker moved,seconded by Councilmember Rizzi to approve the consent
agenda.
Yes: 7- Mayor Serdy, Vice Mayor Wilson, Councilmember Barker, Councilmember
Evans, Councilmember Rizzi, Councilmember Schroeder and Councilmember
Struble
No: 0
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City Council Meeting Meeting Minutes August 6,2019
1. 19-352 Consideration of acceptance of agenda.
2. 19-353 Consideration of approval of minutes of regular meeting of July 16, 2019.
3. 19-343 Consideration of approval of award of contract to Sunland Asphalt for the
reconstruction of Ironwood Drive from Lost Dutchman Boulevard to McKellips
Road.The work would be through the 1 Government Procurement Alliance
cooperative contract No. 17-16P-05 in the amount of$595,344.00 plus a 10%
contingency for unforeseen change orders in the amount of$59,534.40 for a
total project cost not to exceed$654,878.40.Work will result in a new paved
surface, street striping and bike lanes for this portion of Ironwood Drive.Work
is planned for this fall or winter of 2019, depending on scheduling and weather
conditions.
4. 19-369 Consideration of approval of agreement with Independent News Media USA,
Inc. for the purpose of designing, publishing, printing, and distributing the
Citizen Magazine which promotes Parks and Recreation, Public Library,
Public Safety, and other city programs and authorize the City Manager to
execute and sign the agreement, as well as future possible extensions of the
agreement.
E. AWARDS, PRESENTATIONS AND PROCLAMATIONS
F. ANNOUNCEMENT OF CURRENT EVENTS
5. 19-354 Announcement of current events from mayor and councilmembers.
Councilmember Struble announced there will be a signing of the U.S. Constitution celebration
event at Flatiron Park on September 14th from 3:00 p.m.to 6:00 p.m. Watch for the upcoming
announcements.
Councilmember Evans announced she recently attended the Community Development
Corporation meeting and there will be an event on Saturday, October 26th; Make a Difference
Day. They are looking for local businesses to help sponsor the event and volunteers to help.
Vice Mayor Wilson wanted to alert residents that phone calls are being made by unknown
parties saying your Social Security has been frozen. The caller requests you go to the bank and
withdraw money from your account to pay them. He warned everyone to be very careful and
just hang up. Do not answer questions, especially with a yes or no. Your voice could be
recorded and they could manipulate it for future use.
Mayor Serdy announced the Founder's Day celebration is quickly approaching. The committee
meets the first Thursday of each month at the library. They are still looking for people to help
plan the celebration and invited everyone to come to a meeting. There is a logo contest open to
all with a$500.00 prize to the winning artist.
Recent local events included a ribbon cutting at Bella Corona and Apache Junction Villas and he
reminded everyone it is free dump week which continues until this Saturday,August 1 Oth.
He visited the City of Superior where seven senior graduates were recognized and received
scholarships for college from Resolution Copper.
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City Council Meeting Meeting Minutes August 6,2019
He announced the retirement of Frank Blanco, Water District Director, who's knowledge and
experience provided Apache Junction with significant contributions in water conservation, the
waste water treatment plant, and many other water managment issues. His retirement will be a
great loss to the city. The Mayor wished him all the best.
G. CITY MANAGER'S REPORT
6. 19-355 City Managers Report.
City Manager Bryant Powell commented on Mr. Blanco's retirement and the significant
contributions he achieved for the city.
Mr. Powell announced the Make a Difference Day on Saturday, October 26th. They are in need
of volunteers for the day.
He read three letters of appreciation the city received on various city employees, departments
and the city parks,
7. 19-357 Introduction of the new Apache Junction Water District Director, Mike Loggins.
City Manager Bryant Powell stated with the retirement of Frank Blanco, the city conducted
interviews and he introduced Mike Loggins the new Water Utilities Director.
H. PUBLIC HEARINGS
8. 19-340 Presentation,discussion, public hearing and consideration of approval of
Resolution No. 19-08, adopting the development infrastructure improvement
plan, land use assumptions and development fee report.
Yes: 7- Mayor Serdy, Vice Mayor Wilson, Councilmember Barker, Councilmember
Evans, Councilmember Rizzi, Councilmember Schroeder and Councilmember
Struble
No: 0
Items 8, 9 and 10 were read by the mayor and would be heard all together as they were related
to the same subject.
Larry Kirch, Development Services Director provided an overview of the Land Use
Assumptions/infrastructure Improvement Plan and proposed changes to Development Fees
and the updated fee ordinance.
The process started back in November of 2018. The city hired a consultant who specializes in
land use assumptions and infrastructure improvement planning. The final plan was included in
the agenda packet. There have been three public hearings with tonight's meeting making it four.
The fees will increase slightly on the residential side, but will decrease significantly in some
areas of the commercial side. The fees were I found to be competitive within the industry.
Mayor Serdy opened the public hearing, receiving no comments from the public, he closed the
public hearing.
No further comments or discussion was held by council.
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City Council Meeting Meeting Minutes August 6.2019
Comnci|member Evans moved, seconded byCmunoUmmnber Rizzi to adopt Resolution No.
19-08. adopting the development infrastructure improvement plan, land use assumptions and
development fee report.
9. 1H9-341. Pnasentation, disoussinn, public hearing and consideration of approval of
Resolution No. 19-09. dec|ahng asa public record that certain document filed
with the city clerk entitled"2OY9 Apache Junction City Code,Vol. ||. Land
Development Code, Chapter7: Development Fees".
Yee: 7- K8myorSendy. Vice Mayor Wi|eon. Counci|membe,Barker, Counci|mamber '
Evans, Counoi|memberRizzi. Counni|member Schroeder and Counoi|member
Stmb|e
No: O
Mayor Serdy opened the public hearing, receiving no comments from the pub|ic, he closed the
public hearing.
Counci|member Barker moved, seconded byCounci|member Evans hmapprove Resolution No.
19-09, declaring as a public record that certain document filed with the City Clerk entitled"2019
Apache Junction City Code.Vol. ||. Lend Development Code, Chapter7: Development Fees."
10. 19-34C2 Presentation, discussion, public hearing and consideration of approval of
Ordinance No. 1472. amending the Apache Junction City Code.Vol. ||. Lend
Development Code, by repealing Chapter 7: Development Fees im its entirety;
and adopting by reference a new Chapter 7: Development Fees; establishing
an effective date and revolving sixty month review period; repealing any
conflicting provisions; and providing for severabi|ity.
Yes: 7- 0eyorSerdy. Vice Mayor Wi|eon. Counoi|memberBerker. Counui|member
Evano, Counoi|memborRizzi. Counoi|member Schroeder and Counci|member
Stnub|e
No: O
Mayor Sendyopened the public hearing, receiving no comments from the public he closed the
public hearing.
Counci|member Rizzi moved, seconded by Vice Mayor Wilson to adopt Ordinance No. 1472,
amending the Apache Junction City Code,Vol. ||. Land Development Code, by repealing Chapter
7: Development Fees in its entirety; and adopting by reference e new Chapter 7: Development
Fees; establishing an effective date and revolving sixty month review period.
11. 1�-360 Presentation, discussion, and public hearing of proposed projects tobe
' submitted under Resolution No. 19-05. authorizing the submission of Fiscal
Year2O19 Community Development Block Grant and Fiscal Year 2O1BState
Special Pro
oo(grant applications and Resolution No. 19-23. committing local
funds as|e�emayeto the uity's FYI BCDBG application. |
Heather Patel, Grants Administrator stated the public hearing notice for Resolution No. 19-O5
which was adopted back in April,was not published prior to the public hearing. |n order tobe
compliant with the requirements of the grant, it was published and readvertised for tonight's
public hearing.
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City Council Meeting Meeting Minutes August 6,2019
As a requirement prior to opening the public hearing Ms. Patel stated she is required to address
certain items. She stated there is a second resolution included with this item Resolution 19-23
which commits local funds as leverage to the previously selected CDBG application projects.
She pointed out the objectives of the program which included the project selected meet one of
the national objectives,which are:
1. It has to benefit low to moderate income people
2.Address a slum or blight issue
3.Address an urgent need
There are a variety of activities the CDBG program can support. The city does however have to
follow what the State of Arizona designates as projects they will fund. A complete list of
previously funded CDBG projects is on the website. For Fiscal Year 2019 the city has slightly
over$91,000 in the CDBG regional account and access to the$300,000 for the state special
project funds. The city website provides the grievance procedures, as well as any assistance
for technical assistance that people in the community may need. It is through the public
participation process and what was previously approved back in April,which was to continue
with the infrastructure improvements to the Grandview neighborhood which are the streets of
Grand, Ocotillo, Main, Palo Verde and Saguaro that are south of the trail and north of Broadway.
The city has been working on improvements in that neighborhood for several years. The city
has added sidewalks, curb and gutter improvements and drainage solutions. The
recommendation was to continue with those improvement projects and Council approved the
recommendation in April.
Mayor Serdy opened the public hearing, receiving no comments from the public he closed the
public hearing and there was no further comments from Council.
Vice Mayor Wilson moved, seconded by Councilmember Rizzi to adopt Resolution No. 19-05
authorizing the submission of Fiscal Year 2019 Community Development Block Grant and
Fiscal Year 2019 State Special Project Grant applications and Resolution No. 19-23 committing
local funds as leverage to the city's Fiscal Year 2019 CDBG application be approved.
I. OLD BUSINESS
J. NEW BUSINESS
12. 19-303 Presentation and discussion on the Fiscal Year 2019-20 Public Works CIP
and Street Maintenance Plan. City staff will present information regarding the
status of the city's streets and upcoming capital improvement and street
maintenance projects for the new fiscal year.
This Discussion/Presentation was approved
Shane Kiesow, Public Works Manager presented an update on the Fiscal Year 2019-2020
Public Works Sheet Maintenance and Capital Improvement Plans. He addresse6 the following
projects:
1. Street maintenance prioritization
2. Projects and timeframes
3. Street assets, street inventory, street ratings and remaining service life of various roadways
4. Preservation maintenance plan, listing projects and timeframes work will be done
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City Council Meeting Meeting Minutes August 6,2019
5. Reconstruction of various roadways
6. Projects within the Capital Improvement Plan along with a project timeframe
13. 19-368 Presentation and discussion on the response to the city's request for
proposals for PW 2019-41 Solid Waste, Recycling and Disposal Services in
which three proposals were received. Staff recommends the city enter into
contract negotiations with Allied Waste Transportation, Inc. dba Republic
Services.
Yes: 7- Mayor Serdy, Vice Mayor Wilson, Councilmember Barker, Councilmember
Evans, Councilmember Rizzi, Councilmember Schroeder and Councilmember
Struble
No: 0
Public Works Management Analyst Heather Hodgman provided a detailed summary of the
Request for Proposal (RFP)for solid waste services. The city held a mandatory pre-bid
meeting where three providers attended. The city received three bids in response to the RFP.
Review of the bids and in accordance with the bid specifications, it was determined that two of
the bids were non-responsive. Staff did however, evaluate them and ranked them in
accordance with the normal process for review and findings of the bids. It was determined they
did not supply some of the required exhibits.
An RFP is not based solely on the lowest bidder, it is based on the technical aspects of the bid.
City staff average scores on the Technical Proposal was as follows:
Allied Waste Transportation, Inc. dba Republic Services 194.8
Waste Management of Arizona, Inc. 172.6
Right Away Disposal 155.6
The 3 different types of services within the proposal consisted of:
1. Standard Service
2. Alternative Service A
3. Alternative Service B
Council would select 1 service option of the three options provided.
(Option 1) 1.The Standard Service Option
Collection pick-up once a week for trash and recycle with once a month bulk trash pick
up
Allied waste proposal
$13.28 with recycling and bulk pick-up included in the monthly fee
Waste ManagemeaLpEqposal
$14.95 for trash pick-up an additional $11.60 for recycle pick-up and$0.95 for bulk trash pick-up
once a month, coming to$27.50 for all three options
Right Away Disposal
$15.66 with recycling and bulk pick-up included in the monthly fee
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City Council Meeting Meeting Minutes August 6,2019
2. Alternative Service Options(A or B but not both)
(Option 2) (A)solid waste pick-up 2 times a week with no recycling
(Option 3) (B)solid waste pick-up 2 times a week and recycling once a week
Allied waste proposal
(Option 2) $10.71 for Option (A) OR
(Option 3) $18.71 for Option (B)
Waste Management proposal
(Option 2) $23.37 for Option (A)
(Option 3) NO BID (B)
Right Away Disposal
(Option 2) $14.50 for Option (A) OR
(Option 3) $20.81 for Option (B)
Councilmember Struble inquired if these were monthly or quarterly rates, Ms. Hodgman stated
the price is monthly.
He inquired about rate increases and if there were restrictions to the billing of fuel surcharges.
Ms. Hodgman stated within the contract there is language that addresses rate increases, rate
increase is tied to the Consumer Price Index, and only on an annual basis if they so choose.As
to the Fuel surcharges it was not addressed in the RFP, but could be part of the contract
negotiations.
Councilmember Struble inquired about future development of the city and would those residents
be subject to this service.
City Manager Bryant Powell stated as the city expands, and those individuals reside in the city
limits, they would be subject to the services.
Mayor Serdy inquired how often the contract is up for bid. Ms. Hodgman stated the contract is
for 8 years with the potential of 2, 1-year renewals.
Councilmember Struble inquired if the contract is strictly for residential or does it include
commercial properties. She stated it is strictly residential and City Manager Powell stated that
the statute controls it be residential only, and in response to Councilmember Barker, he said it
does not include mobile home parks. This is because mobile home parks fall under the
commercial designation.
City Manager Powell stated it was a year ago last May when council asked staff to research the
options of trash collection as part of a long term vision to keep the city clean and prosperous as
it moves forward and grows. He stated many cities leave moved away from a subscription
based service to a required contracted service. At this time staff is seeking further direction
from council.
Councilmember Rizzi liked the idea of requiring participation but wished there was a way to let
residents choose which provider to use.
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City Council Meeting Meeting Minutes August 6.2019
Mayor Serdy inquired about the transition period. Ms. Hodgman stated once the contract is
signed, the vendor has 3G5 days to transition services. She did state there are Home Owner
Association's that have independent contracts with waste haulers and osthose contracts
expire,they will transition over to the contracted hauler.
Staff|s looking for council to give direction on which option of service tu begin negotiations.
In response to Mayor Serdy's questions, Mr. Powell stated the RFP was compiled after
reviewing several other cities RFP'a for this type ofservices.
Counoi|member Evans moved that Allied Waste Transportation Inc. DBA Republic Services, be
awarded e negotiated contract ao the oib/'s Solid Waste Recycling and Disposal service
provider pursuant to the RFP for the consideration and approval eda future council meeting
under the heading of old business and the agreement shall include the standard service or the
alternative bid with the following service: solid waste pickup only twice weekly, or the other
alternative services; at this point City Manager Powell stated he wished to clarify there was only
one option to select, it would bm the standard service ia one day of solid waste trash, one day
would be recycle or; at this point the Mayor asked to withdraw the motion for more clarity on the
options.
Cuund|member Evans withdrew her motion. Assistant City Manager Matt Busby defined the
Services ns the following:
' Standard Service would hemnne-o-week trash with once+e-weeh recycle pick-up
The second alternative hwine-a-week Solid Waste trash pickup or
The third option would betogo with twice a week trash pickup with an option for the
residents to contract separately and pay extra for recycling.
City Manager Powell stated the options are to stay with the standard service which iocurrently
what the city has or the alternative would be if you wanted to have the residents choose if they
wanted to reoyc|e,then that alternative im option three which is solid waste pick uptwice aweek
and then the option to allow residents to contract for recycling services for additional fee.
The other alternative bid was Solid Waste pickup only twice a week with no Recycling services.
Further discussion among council related to giving the residents the most options possible for
trash service, but the issue arises with trying to accommodate all the different variables. The
request for proposal (RFP)was written after much research on how other cities listed options
and what appeared tobe the most requested services. The provider needs tobs able to
schedule the routes and number mf trips within the city atan affordable price and one that does
not end up costing them to provide the service.
Councilmember Barker moved,Vice Mayor Wilson seconded,that Allied Waste Transportation
Inc., DBA Republic Semiues, be awarded a negotiated contract asthe city'a Solid Waste |
� |
Recycling and Disposal services provider pursuant to the RFP for consideration and approval at
a future council meeting on the old business agenda and the agreement shall include the
alternative bid cf solid waste pickup twice-weekly with on option for residents to contract for
recycling services for an additional fee.
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City Council Meeting Meeting Minutes August 6,2019
14. 19-314 Presentation and discussion on Fiscal Year 2019-2020 Council Work Plan.
Anna cCray, Intergov and Assistant to the City Manager provided an update on the Fiscal Year
2019-2020 City Council Work Plan.
The Work Plan objectives:
1. Provide organizational goals with measurable outcome
2.Align organizational goals with city council policy
3. Dedicate resources for project completion
4. Provide clear direction to staff
5. Provide for transparency, accountability and related information
The Work Plan is divided into four categories:
1. Quality of Life
2. Community Investment
3. World Class Governance
4. Strong Infrastructure
Ms. cCray then presented the projects and updates within each category.
She stated the next update will be in October.
K. COUNCIL DIRECTION TO STAFF
L. SELECTION OF MEETING DATES, TIMES, LOCATIONS, AND PURPOSES
15. 19-356 Executive Session at 6:00 P.M. and Work Session at 7:00 P.M.for Monday,
August 19, 2019 and Executive Session at 6:00 P.M. and Work Session at
7:00 P.M.for Tuesday,August 20, 2019 will be cancelled due to the annual
League of Arizona Cities and Towns conference.
Executive Session at 6:00 P.M. and Work Session at 7:00 P.M.for Monday,
September 2, 2019 will be cancelled in honor of Labor Day. Executive
Session at 6:00 P.M. and Work Session at 7:00 P.M.for Tuesday, September
3, 2019 in the city council conference room and city council chambers located
at 300 E. Superstition Boulevard,Apache Junction,Arizona. Other meetings if
necessary.
Yes: 7- Mayor Serdy, Vice Mayor Wilson, Councilmember Barker, Councilmember
Evans, Councilmember Rizzi, Councilmember Schroeder and Councilmember
Struble
No: 0
Councilmember Evans moved, seconded by Councilmember Barker that the Executive Session
at 6:00 P.M. and Work Session at 7:00 P.M.for Monday,August 19, 2019 and the Executive
Session at 6:00 P.M. abd Work Session at 7:00 P.M.for Tuesday,August 20, 2019 be 6ancelled
due to the annual League of Arizona Cities and Towns conference: and that the Executive
Session at 6:00 P.M. and Work Session at 7:00 P.M.for Monday, September 2, 2019 be
cancelled in honor of Labor Day: and that an Executive Session at 6:00 P.M. and Work Session
at 7:00 P.M.for Tuesday, September 3, 2019 be held in the city council conference room and
city council chambers located at 300 E. Superstition Boulevard,Apache Junction,Arizona, and
other meetings if necessary.
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City Council Meeting Meeting Minutes August 0,2Oi9
M. CALL TO PUBLIC
01r. Bart Powell, 3755 G. Royal Palm Rd,Apache Junction,AZ stated he was confused on the
- RFP for solid waste services. During the RFP process many questions were raised tostaff
regarding the number cf homes bmbe serviced, at one point itwas 24.QOO homes, then it was
12.000hnmee. He struggled to put together on accurate bid during those S weeks, inwhich
there was a holiday weekend and staff was unavailable for questions. He pointed out two ofthe
haulers were non-responsive with their bids. He has been servicing Apache Junction for trash
collection for over 2Oyears. Other cities have tried to have one hauler and ittakes away the
person's right tochoose.
My. Fawn Fajen, 885 W. 11th Avenue, Apache Junction addressed the council regarding
flooding that occurs at her home. There is storm water that causes major flooding inseveral
areas of the city, but her neighborhood is impacted significantly. |n January of2O17. she and
her husband bought their first home. On July 24. she received a call from her kids stating the
house was flooding,there was several inches of standing water in the garage and house.
On August 24, another heavy rainstorm hit the city and as she and her husband got out of bed
they were standing inwater. Her husband went outside to break holes in the privacy walls
surrounding the house to let the water flow out. They had just installed new flooring due tothe
previous flooding. After the mud, rocks and other debris were cleaned out of the house, and
after they rented equipment to clean the house, the house still had a foul smell. They ended up
tearing out the flooring they just installed.
She asked the city to provide any assistance with slowing down and possibly diverting the storm
wader. The storm water also carries significant amounts of debris causing even more issues
with water flow.
Mr. David Bowling, 131ON. Starr Rd.Apache Junction,AZ, requested council revisit the building
code changes involving fences and block walls that went into effect on July 16, 2019. On June
16thhe entered in to a contract with a licensed Apache Junction masonry company to build a 6
foot block wall between him and a neighbor. The wall was tobe constructed under anSRP
lines, hefirst filled out enSRP easement encroachment request, and after the SRPinepeotion.
received approval for construction. However, foober deficiencies were found and the contractor
tried to abandon the job. He was forced toto file o complaint with the Registrar mfContractors.
Heie asking the city to consider having add an inspection requirement to verify trench depth,
and other projects that have different but specific depth requirements. He would like the city to
consider footer and trenching inspections and nebor placement for stability of footers and walls
during the construction phases.
The urgency of this request is not because ofhis project, but rather the contractor boasts and
markets himself as being the major contractor for a significant number of trenching projects for
many of the masonry contractors in Apache Junction. �
He invited any of the city council to stop by and see the issue.
Mr. Jim Gnmen,4054V& B|anhhavvh Dr. Glendale AZ, stated he manages the Apache Junction
landfill. He came byto remind residents itwas free dump week until Saturday and for Apache
Junction residents to bring their trash down. This is a service they provide once a quarter bz
Apache Junction residents.
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City Council Meeting Meeting Minutes August 6, 2019
Stephen Herring, from Republic Services stated they look forward to strengthening the
relationship with the city.
Vice Mayor Wilson asked staff to follow up with Ms. Fajen regarding the drainage and flooding
issue.
N. ADJOURNMENT
ACCEPTED THIS DAY OF 2019, BY THE MAYOR
AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION,ARIZONA.
SIGNED AND ATTESTED TO THIS DAY OF 2019.
JEFF SERDY
Mayor
ATTEST:
KATHLEEN CONNELLY
City Clerk
CITY COUNCIL MINUTES
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the
regular meeting of the City Council of the City of Apache Junction,Arizona, held on the
day of 1 2019. 1 further certify that the meeting was duly
called and held and that a quorum was present.
to this day of 2019.
KATHLEEN CONNELLY
City Clerk
City of Apache Junction,Arizona Page 11