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HomeMy WebLinkAbout2017-08-01 City Council Regular MinutesCITY COUNCIL REGULAR MEETING AUGUST 1, 2017 The regular meeting of the City Council of the City of Apache Junction, Arizona, was held on August 1, 2017, at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Mayor Serdy called the meeting to order at 7:00 p.m. INVOCATION Vice Mayor Wilson gave the Invocation. PLEDGE OF ALLEGIANCE Councilmember Barker led the Pledge of Allegiance. ROLL CALL Councilmembers Present:Mayor Serdy Vice Mayor Wilson Councilmember Barker Councilmember Evans Councilmember Rizzi Councilmember Struble Councilmember Waldron Staff Present:City Manager Bryant Powell City Clerk Kathleen Connelly City Attorney Joel Stern Public Works Director Michael Weyer Parks and Recreation Director Liz Langenbach Economic Development Director Janine Solley Others Present:Public Information Officer Al Bravo Grant Administrator Heather Patel REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 1 OF 14 Recreation Superintendent Jamie Sullivan Public Works Manager Shane Kiesow Project Engineer Raquel Schatz ACCEPTANCE OF CONSENT AGENDA )Councilmember Waldron MOVED THAT THE CONSENT AGENDA BE ACCEPTED AS PRESENTED. Councilmember Rizzi SECONDED THE MOTION. VOTE:Unanimous. The motion carried. AWARDS, PRESENTATIONS AND PROCLAMATIONS Mayor Serdy recognized the 2017 Apache Junction Little League Junior Girls Softball Team as Arizona State Champions, a video was shown and they were given city hats and pins. Mayor Serdy read a proclamation designating August 2017 as Drowning Impact Awareness Month.He presented it to Tina Gerola of the Superstition Fire and Medical District, who gave a brief description of an incident that occurred in Apache Junction earlier this year involving a near -drowning victim rescued by a passerby. ANNOUNCEMENT OF CURRENT EVENTS Councilmember Struble congratulated the little league team on their tournament run.They took fourth place out of nine at the regionals. Mayor Serdy announced on August 7 at 10 a.m. there will be a ceremony for National Purple Heart Day across from the focal point where the flags are. Mayor Serdy announced the owners of the Mining Camp Restaurant are still undecided if they are going to rebuild after the fire. He asked the residents to encourage them to rebuild.He asked if anyone knows someone who could employ them, there are 35 REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 2 OF 14 employees out of work.The Hitching Post will have fundraising all weekend for the employees who are now out of jobs. CITY MANAGER'S REPORT City Manager Bryant Powell congratulated the Little League team, thanked Superstition Fire and Medical District personnel for being at the meeting and commented the city had received the packet for the 2020 Census. Production/Marketing and Communications Specialist Matt McNulty gave a presentation on the lighting and media upgrades in the city council chambers. PUBLIC HEARINGS PROPOSED RESOLUTION NO. 17-18, REAFFIRMING THE APACHE TRAIL REDEVELOPMENT AREA )Grants Administrator Heather Patel briefed the council on the item. Mayor Serdy opened the public hearing on the item.There being no one wishing to speak, he closed the public hearing and reopened the item to council discussion.There being no further discussion, he called for a motion. Councilmember Evans MOVED THAT RESOLUTION NO. 17-18, A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, REAFFIRMING RESOLUTION NO. 12-28 FOR THE APACHE TRAIL REDEVELOPMENT AREA AND PLAN FOR THE SOLE PURPOSE OF QUALIFICATION OF FUNDING UNDER THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM, BE APPROVED. Vice Mayor Wilson SECONDED THE MOTION. VOTE:Unanimous. The motion carried. OLD BUSINESS REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 3 OF 14 None. NEW BUSINESS INTERGOVERNMENTAL AGREEMENT/JOINT PROJECT AGREEMENT 16-0006289 BETWEEN THE CITY AND ARIZONA DEPARTMENT OF TRANSPORTATION FOR THE LANDSCAPE AND IRRIGATION MAINTENANCE OF THE ROUNDABOUT INTERSECTION IMPROVEMENTS AT SUPERSTITION BOULEVARD AND STATE ROUTE 88 )Project Engineer Raquel Schatz briefed the council on the item. Councilmember Struble asked if she has an approximate cost of our annual maintenance and lighting fees for this project. Project Engineer Raquel Schatz stated that has not been determined yet.There is also the factor of what the city wants to have in there as far as the enhancements go as well as the landscaping plan which has not been completed yet. Councilmember Struble asked if they have lighting, like a certain amount of overhead lights and such that they will be requiring. Project Engineer Raquel Schatz stated they do.Salt River Project has concluded their design of that and they are looking at the construction costs. As far as what the proposed annual fee or maintenance fee, the city does not have a number on that.Staff will get back to him on that as soon as they find out. Vice Mayor Wilson asked if the city is having a say on the plants they are planning to put in or are they just arbitrarily picking them. Project Engineer Raquel Schatz stated she has not seen the landscaping plans yet.They REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 4 OF 14 do have a subconsultant as part of the Arizona Department of Transportation consulting group that does do that.She is sure those plans, if they have already been established, have been passed around.If not, then she will make sure that she gets those to parks and recreation for their review to get their buy in and approval on. Vice Mayor Wilson commented he would hate to see something that is going to be requiring an excessive amount of water and they would want something that is going to withstand the periodic wonderful winds that sneak up on us. Project Engineer Raquel Schatz stated she is sure Arizona Department of Transportation is aware that this is a desert environment and there is not much water at all.She is hoping they will take that into account but as soon as she gets those irrigation and landscaping plans she will get them to parks and recreation. Vice Mayor Wilson commented one of the things they did not realize is the traffic in the middle of the wintertime here.They thought that the wintertime was the best time to do the construction.He would be cautious in the aspect of assuming that they know. Project Engineer Raquel Schatz stated she would pass that on. Councilmember Struble commented he would like to follow up on what Vice Mayor Wilson is saying.They tend to put bushes in the roundabouts around the valley for foliage that block one's view when coming up to the roundabout.He asked that she put that in there, too.It is meant to drive through when there is no traffic.If there is foliage there where you cannot see then you have to stop anyway. That defeats the purpose.Put that out there, too. Project Engineer Raquel Schatz stated will do. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 5 OF 14 Councilmember Barker commented she wanted to clarify that basically Arizona Department of Transportation will do all of the construction. Project Engineer Raquel Schatz stated that is correct. Councilmember Barker commented we will pay for lighting, water, any maintenance that needs to be done and if we decide to do something within the roundabout we will pay for that construction and maintenance. We have to go through them to get a permit to do whatever it is we think we might want to do. Project Engineer Raquel Schatz stated that is correct.She corrected herself to say that Arizona Department of Transportation will pay for the initial lighting of all the Salt River Project lights out there. That will be included in the federal project.The initial irrigation system will also be included that will be out there. Councilmember Barker commented then the city would be picking up the utilities. Project Engineer Raquel Schatz stated that is correct.After the roundabout has been constructed and the initial landscaping and stuff has been installed, then the city will have to go through the Arizona Department of Transportation process which means we will need to get an encroachment permit, a blanket permit and they would also probably have to go through the state district office to get the requirements in regards to what can and cannot be put into that focal point of the roundabout.The city will be paying for the lighting and irrigation after that.The city will get the energy consumption and any kind of maintenance that may be necessary after the project has been completed. Councilmember Barker asked if Arizona Department of Transportation had received the federal money as of yet. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 6 OF 14 Project Engineer Raquel Schatz stated she would have to check on that.She understood that it was there.It has been secured. Councilmember Barker commented the verbiage in the contract states if they do. Project Engineer Raquel Schatz stated this is set for the consent agenda but as far as she knows it has been received up to a certain point.She does not know if they need to get additional money after this. Councilmember Waldron asked if we are involving Nick Blake, our landscape architect. City Manager Bryant Powell stated this is an Arizona Department of Transportation project. They have done many, many roundabouts and they are definitely going to be able to review it for public works and Nick. Councilmember Waldron commented this is a different type because of the way the intersection is currently.It is a different style of roundabout. Project Engineer Raquel Schatz stated that is correct.Once they get the landscaping and the irrigation plans, public works gets it and we will make sure to definitely distribute it to parks and recreation for Nick Blake's approval of it.That is all the city will get a say in.The city will not get to do the actual design of the landscaping so we are at the whim of the federal processing which they were told was up to the consultant to do that. City Manager Bryant Powell stated it is kind of a tough balance.It is the entryway to our city and Arizona Department of Transportation would love to probably just do concrete.No maintenance and just e.g.But we want to work and try to add some art in our community.We are working with them on low impact and high visibility.They will not approve anything that will not be safe. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 7 OF 14 Mayor Serdy commented there is going to be an opportunity for the city to do the art that may or may not be inside of it.That has to be approved by the Arizona Department of Transportation but he does not think the city would do anything they would not approve of.He was also going to ask about education.All the people in this room and the ones that pay attention are obviously going to know what is going on.We have a lot of people that come out here once a year or once every two years and it will be a big surprise to them.He asked if there is going to be some kind of traffic calming effort to let them know and what they are going to do to about those that think they are going to just accelerate there. Project Engineer Raquel Schatz stated they will also have a warning sign that will say intersection improvements.It will have a sign similar to when you see traffic control changes.They will work closely with Al in regards to the construction of it.They will upload lots of pictures and videos if they have the chance to in order to let the public know where they are at.That may be something public works will work with Al in regards to education to let people know about this roundabout, where it is at and when it is open. Councilmember Rizzi commented some of them provide flashing lights before you get to them. The yellow flashing lights prepare people for slowing down. Project Engineer Raquel Schatz stated they will inquire at Arizona Department of Transportation to see if they have any advice as to how to do that.The Arizona Department of Transportation will not provide that education for the city.It is something she will put on their list of things to look into and to do. Mayor Serdy commented this was a discussion item only, closed the discussion with no further comments and moved on to the next item. WATER INFRASTRUCTURE FINANCE AUTHORITY AGREEMENT NUMBER 8100057- 17 FOR PLANNING AND DESIGN TECHNICAL ASSISTANCE FUNDS FOR THE GRADING AND DRAINAGE IMPROVEMENTS REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 8 OF 14 AT THE PUBLIC WORKS SITE )Project Engineer Raquel Schatz briefed the council on the item. Councilmember Evans asked how big the site is that we actually have versus what is bounded by the two washes. Project Engineer Raquel Schatz stated the city bought the ten acre area and of that a portion of it is used by the water district and another portion is used by animal control.She showed them on a map what public works maintains and uses on the little less than ten acres. Councilmember Evans commented there is a portion south of the eastern side wash that we have not been able to utilize because of this. Project Engineer Raquel Schatz stated that is correct.The street crews do a good job of lining this out with rock but every time it rains it blows out, it erodes further and further onto our site which makes our site a little bit less useful. Mayor Serdy commented this was a discussion item only, closed the discussion with no further comments and moved on to the next item. FIRST AMENDMENT FOR PROJECT NO. PW2017-09 WITH VIASUN CORPORATION FOR CRUSHING THE CITY'S CURRENT STOCK OF ASPHALT CONCRETE )Public Works Manager Shane Kiesow briefed the council on the item. Mayor Serdy called for a motion. Councilmember Rizzi MOVED THAT THE FIRST AMENDMENT TO THE AGREEMENT FOR MATERIALS AND LABOR BETWEEN THE CITY OF APACHE JUNCTION AND VIASUN CORPORATION FOR PROJECT #PW2017-09, RECYCLED ASPHALT PAVEMENT CRUSHING, TO EXTEND THE TERM OF THE CONTRACT FROM SEPTEMBER 29, 2017 TO REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 9 OF 14 DECEMBER 28, 2017 DUE TO UNFORESEEN DELAYS IN AVAILABILITY OF ESSENTIAL CRUSHING EQUIPMENT, BE APPROVED. Vice Mayor Wilson SECONDED THE MOTION. VOTE:Unanimous. The motion carried. PROFESSIONAL SERVICES AGREEMENT WITH CENTRAL ARIZONA COUNCIL ON DEVELOPMENT DISABILITIES FOR SENIOR TRANSPORTATION )Parks and Recreation Director Liz Langenbach briefed the council on the item. Councilmember Barker asked if from home to the Multi -Generational Center was a round trip. Parks and Recreation Director Liz Langenbach stated that is correct. Councilmember Barker commented that is pretty cheap. Councilmember Rizzi commented she was going to ask for a ballpark figure when in the beginning of the presentation she mentioned if they were to bring in donations that money would go towards providing other services. After her saying $70,000, she asked if that means about $35,000 is what it would take. Parks and Recreation Director Liz Langenbach stated it would, but if they got $5,000 it should open up the ability to do a small amount of medical or shopping. They might be able to add one day a week.Instead of going straight home they get to go to Fry's and pick up their groceries and then be driven home.Having a local partner is going to be very desirable.Since they are the lowest bidder that is the other desirable aspect as they are very familiar with our area and very easy to work with.As we get money, every bit of that money will help.It will either make it to REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 10 OF 14 where they can transport more than 7 people in one day or to add a few medical and shopping trips as we go. Councilmember Rizzi commented so they have the ability to do a lot with a little and every little bit helps. Parks and Recreation Director Liz Langenbach stated that is correct.They also work with Friends of Apache Junction so if community members want to donate they will be adding that to our campaign this year.They will be aggressively looking for more funds. Councilmember Rizzi commented that is good to know. Councilmember Struble asked if city staff would be controlling the scheduling of the riders. Parks and Recreation Director Liz Langenbach stated they will definitely have a hand in that. Of the staff that were kept on that used to handle a lot of the transportation and meals, one of them has stayed on to do meals with Bateman.The council approved the contract a couple of months ago.That individual is very involved in the home- delivered routes as well as the transportation routes.They have been very helpful with us.We will have control over the times.They are working with the seniors to make sure that it is something that works for them and works for us.They will be able to rearrange the programs to make it the most efficient schedule as possible. Councilmember Rizzi asked if people could take advantage of the tax credit if they donated since the donations will be going to Friends of Apache Junction. Parks and Recreation Director Liz Langenbach stated she was not fully aware if Friends of Apache Junction has tax credit.She does not believe they do. Councilmember Barker commented they do.It would apply. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 11 OF 14 City Manager Bryant Powell stated if the donation goes to the government it would not but if it goes to Friends it would.Roger coordinates it. City Clerk Kathleen Connelly stated she does not believe that is true. Parks and Recreation Director Liz Langenbach stated it is tax deductible but it may not be a tax credit. City Manager Bryant Powell and City Clerk Kathleen Connelly both stated that is correct. City Attorney Joel Stern stated it would not be a tax credit unless there is some way they can do it under one of the other tax credit categories.It would be tax deductible. Parks and Recreation Director Liz Langenbach stated Pinal Gila Council for Senior Citizens does have a tax credit program and they can earmark their money so instead of the $20,000 that they get, if more money is earmarked specifically for Apache Junction, tax credit could be donated for that.In this past year they shared their campaign information for that so they will make sure the information is out for the community to know that is another option for them. Mayor Serdy closed the discussion with no further comments and called for a motion. Councilmember Barker MOVED THAT THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF APACHE JUNCTION AND CENTRAL ARIZONA COUNCIL ON DEVELOPMENT DISABILITIES FOR PROJECT PR -17-03, SENIOR TRANSPORTATION SERVICES IN AN AMOUNT NOT TO EXCEED $70,000 FOR A TERM FROM AUGUST 28, 2017 TO JUNE 30, 2018 WITH THE ABILITY TO RENEW FOR FOUR ADDITIONAL ONE (1) YEAR PERIODS IN AN AMOUNT NOT TO EXCEED $70,000 PER YEAR WITH THE FINAL END DATE OF JUNE 30, 2022, BE APPROVED. Councilmember Waldron SECONDED THE MOTION. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 12 OF 14 VOTE:Unanimous. The motion carried. DIRECTION TO STAFF None. SELECTION OF MEETING DATES, TIMES, LOCATIONS, AND PURPOSES Councilmember Evans MOVED THAT AN EXECUTIVE SESSION AT 6:00 P.M. AND A WORK SESSION AT 7:00 P.M. BE HELD ON MONDAY, AUGUST 14, 2017, IN THE CITY COUNCIL CONFERENCE ROOM AND CITY COUNCIL CHAMBERS RESPECTIVELY; AND THAT AN EXECUTIVE SESSION AT 6:00 P.M. BE HELD ON TUESDAY, AUGUST 15, 2017, IN THE CITY COUNCIL CONFERENCE ROOM. Councilmember Rizzi SECONDED THE MOTION. VOTE:Unanimous. The motion carried. CALL TO THE PUBLIC Ms. Tess Nesser, 1511 S. Cactus, Apache Junction, addressed the council regarding the Boys and Girls Club annual Bowl-a-Thon on August 12. ADJOURNMENT ) )Mayor Serdy adjourned the meeting at 8:06 p.m. Consent Agenda Items are as follows: 1. Consideration of acceptance of agenda. 2. Consideration of approval of minutes of regular meeting of July 18, 2017. REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 13 OF 14 ACCEPTED THIS / 6 -r-*/DAY OF 464137-, 2017, BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA. SIGNED AND ATTESTED TO THIS / 6 DAY OF 4tibtl-5.r 2017. ATTEST: KATHLEEN CONNELLY City Clerk JEFF BEIRDY Mayor 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 1st day of August, 2017.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 3rd day of August, 2017. KATHLEEN CONNELLY City Clerk REGULAR MEETING OF THE CITY COUNCIL AUGUST 1, 2017 PAGE 14 OF 14 CITY COUNCIL REGULAR MEETING AUGUST 15, 2017 The regular meeting of the City Council of the City of Apache Junction, Arizona, was held on August 15, 2017, at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Mayor Serdy called the meeting to order at 7:00 p.m. INVOCATION Vice Mayor Wilson gave the Invocation. PLEDGE OF ALLEGIANCE Councilmember Struble led the Pledge of Allegiance. ROLL CALL Councilmembers Present:Mayor Serdy Vice Mayor Wilson Councilmember Barker Councilmember Evans Councilmember Rizzi Councilmember Struble Councilmember Waldron Staff Present:City Manager Bryant Powell Assistant City Manager Matt Busby City Clerk Kathleen Connelly City Attorney Joel Stern Public Safety Director Tom Kelly Public Works Director Michael Weyer Parks and Recreation Director Liz Langenbach Finance Director Donna Meinerts Others Present:Public Information Officer Al Bravo REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 1 OF 15 Project Engineer Raquel Schatz ACCEPTANCE OF CONSENT AGENDA )Councilmember Barker MOVED THAT THE CONSENT AGENDA BE ACCEPTED AS PRESENTED; AND THAT APPROVAL BE GIVEN FOR RESOLUTION NO. 17-20, A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AUTHORIZING THE CITY OF APACHE JUNCTION TO ENTER INTO AN AGREEMENT WITH THE WATER INFRASTRUCTURE FINANCE AUTHORITY OF ARIZONA ("WIFA") FOR PLANNING AND DESIGN TECHNICAL ASSISTANCE FUNDS; AND THAT I MOVE THAT WE REMOVE THE NEXT ITEM, ITEM 4, FROM THE CONSENT AGENDA TO IMMEDIATELY FOLLOW THE CITY MANAGER'S REPORT. Councilmember Waldron SECONDED THE MOTION. VOTE:Unanimous. The motion carried. AWARDS, PRESENTATIONS AND PROCLAMATIONS None. ANNOUNCEMENT OF CURRENT EVENTS Councilmember Struble announced he and Councilmembers Barker and Rizzi attended a meeting with sixth graders on their leadership training.He thanked the school district staff, volunteers and high school student council. Councilmember Evans announced there is a youth empowerment retreat this weekend at the White Stallion Ranch in Tucson through a number of government entities.It helps train the students how to talk to other children.A follow-up retreat will be in April at the local Central Arizona College. Mayor Serdy announced starting next month at Gateway Airport Allegiant Airlines will be starting service to 8 new cities. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 2 OF 15 Mayor Serdy thanked everyone for attending the Purple Heart Ceremony which was better attended than last year. Mayor Serdy thanked staff for their work in one of the most difficult months with the rain all at once.People complain without realizing it is going on all over the city and they will be taken care of whenever they can.They methodically went around and took care of who needed it the worst first. CITY MANAGER'S REPORT City Manager Bryant Powell read a note of thanks to the police department and commented on the parks and recreation receiving a partnership award and Liz Langenbach receiving the presidential award. Parks and Recreation Director Liz Langenbach presented a video from the Arizona Parks and Recreation Association wherein the city received the Partnership Award for the partnership with Pinal Gila Council for Senior Citizens to continue the services at the senior center. Councilmembers Waldron and Barker asked to hear about her award. Parks and Recreation Director Liz Langenbach stated she has been the marketing publication chair for many years and has been in charge of the administration branch over the years.The award was for that service in the association.It is an indication of the city as well as herself. Assistant City Manager Matt Busby gave an update on the .2% sales tax dedicated to funding the roads. Mayor Serdy asked if that is all on the website so the citizens can see where the money is going. City Manager Bryant Powell stated they will definitely get it on there.He thinks that is a great idea. Finance Director Donna Meinerts gave a presentation on the proposed city investment and debt management policy. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 3 OF 15 Councilmember Rizzi commented she appreciates the mindset the council and staff have had in being responsible with how we manage debt and the finances of the city.She gets a lot of comments from the community about the fiscal responsibility. People are watching so it does matter.She appreciates that. Finance Director Donna Meinerts stated she agrees with that. Our forefathers were very wise in how they were paying for things.This building is paid for.It puts us in a better position because otherwise we would be the ones that would be "oh, we're just going to spend it".We can figure out how it is going to be paid for and they did not do that to us.She then moved on to the investment policy. City Manager Bryant Powell commented on implementing this policy, the library debt and the Ironwood Road debt. CONSENT AGENDA (CONTINUED) RESOLUTION NO. 17-19, AUTHORIZING THE CITY TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ARIZONA DEPARTMENT OF TRANSPORTATION FOR ROUNDABOUT LANDSCAPE AND IRRIGATION MAINTENANCE )Assistant City Manager Matt Busby stated they are available to answer any questions the council may have unless they want a brief presentation about the item from Raquel. Mayor Serdy commented he has forgotten what all the questions were. Councilmember Struble commented he brought this out of the consent agenda because what was presented to us two weeks ago, the intergovernmental agreement, had some additional wording to it.Now he is concerned with the intersection of State Route 88 and Idaho.He also wanted to clarify some issues.They have some questions about if there was any idea as to what kind of landscaping was going to be done and what kind of lighting.He would also like REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 4 OF 15 a cost estimate associated with the actual maintenance of the project and future maintenance. Project Engineer Raquel Schatz stated she had presented the color exhibits to them on the overhead screen.These are also the exhibits that are included in the intergovernmental agreement.Exhibit A is the landscape and irrigation limits.The green just states the City of Apache Junction's natural vegetation, landscaping and irrigation.In the limits of responsibility, Pinal County's will still remain with the little portion of orange.State Land has the little portion of purple up top.Exhibit B goes into the recitals of irrigation and landscape in regards to who takes care of what.This is after the roundabout is completed. Everything in blue is Arizona Department of Transportation and they will continue to take care of all these items during the construction and after the construction.It is still considered Arizona Department of Transportation right-of-way.As for the additional verbiage in the joint project agreement, that was to add video detection which the city had requested for Arizona Department of Transportation.It is still federally funded. There is no cost share for the city to include that.Recital I contains where Arizona Department of Transportation will be maintaining their scuppers, drainage ditches and light poles in the city right-of-way.Recital L states the city is responsible for all costs associated with visual enhancement art.That can be determined later on after the construction is complete.It will go through the process through the state for the city to add art to the roundabout.The next exhibit shows the right-of- way that Arizona Department of Transportation has and the right- of-way the city has that had been abandoned by the state.The other picture shows the right-of-way for the intersection of Apache Trail and Idaho where it tails off into State Route 88. The Arizona Department of Transportation added this into the roundabout project because of pavement preservation.It will save construction money costs.They are hoping the additional quantities will reduce the costs of doing the intersection. They are requesting to garden the landscape that Arizona Department of Transportation is going to include.They are not including much for the area inside the roundabout.She showed them an exhibit as part of the intergovernmental agreement that is part of the actual landscape plan that both public works and parks and recreation have been able to review and make comments REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 5 OF 15 on.There are 8 saguaros, one cactus and an ocotillo all within the proximities of the roundabout of the actual construction area.For right now there is no finished plan as to what will be inside of it once the city decides what they want to have happen. Councilmember Struble asked if she had any estimate on what the maintenance is going to cost the city annually. Project Engineer Raquel Schatz stated public works has had recent communications with parks and recreation in regards to this.Because there is some irrigation involved in this, parks and recreation estimates it may be $6,000 to $8,000 a year in maintenance for the area.It would also depend on the art that is put inside of it.It is a potential candidate to have one of the contractors for the city maintain it as well.It depends on what the city decides to do after the construction is completed and Arizona Department of Transportation is out of there.Any design going in there has to go through the whole permitting process with Arizona Department of Transportation.That could be another $10,000 to $15,000 not including the artwork. City Manager Bryant Powell stated for planning purposes in Fiscal Year 2018/2019 the parks department will be the lead and will work with a private contractor for the first estimate of $6,000 to $8,000.They have complete flexibility on what goes in the middle area. Project Engineer Raquel Schatz stated public work will handle the sidewalks, curb, gutter and drainage, the typical roadway infrastructure items. Parks and recreation will handle the landscaping, the irrigation and the maintenance.Public works also controls weed control and debris clean up. Councilmember Rizzi commented when you look at the size of the roundabout compared to the size of the number of cacti planted, it is like a little cacti over here and a little cacti over there.It is a huge roundabout. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 6 OF 15 Project Engineer Raquel Schatz stated that is correct.She thinks it is based on where they are putting in the lighting as well.That could possibly be a reason why but they are also trying to keep a desert feel for the area. Councilmember Rizzi commented they will have to plan for growth as they do grow but it will not be anything like the focal point where we have all this cacti.It is one little cactus here and there.We will be lucky to notice them in the beginning. Councilmember Evans asked if she had any idea what Pinal County's plans are for their part of the landscaping.As you go down there now everything is so nicely landscaped and then it looks like an unkempt area.She asked if they are also going to be required to have a landscape plan or are they just going to leave it. Project Engineer Raquel Schatz stated that is a part of the intergovernmental agreement with Arizona Department of Transportation. Councilmember Evans commented she has no information on that. Project Engineer Raquel Schatz stated that is correct.There will probably be some initial communications we will have to have with Pinal County in the near future.That is something they may want to talk to them about during the construction of the roundabout or probably just after it is completed.They could look at each other's stuff. Councilmember Evans commented she just wanted to know if they are required to do something as well. Project Engineer Raquel Schatz stated she has not heard anything as of yet that Pinal County even mentioned in this project.They only have that little piece at the top that they own.Arizona Department of REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 7 OF 15 Transportation has already paid them for parts of it in order to get additional right-of-way for it. Mayor Serdy asked if the city could step in and do anything over there if the county does not keep it up and it looks terrible. City Manager Bryant Powell stated he feels the mayor would have the ability to talk to the supervisor and tell him the city is investing money into this. It is the entryway into the community and it is their area to attend to.Staff can definitely talk to them and find out what their plans are for it. Project Engineer Raquel Schatz stated this is one of the projects that the city keeps in communication with Pinal County on.Public Works has quarterly meetings and utility meetings with them.The county knows this is on the radar.This is something they could communicate and see if they can agree on something for the landscaping.They work together on other roadway projects to make sure they are not overdoing it.They help each other out to make the city a better place. Councilmember Waldron asked her to go back to the slide on the roadway abandonment.He asked what something was on the right hand side and what it has to do with the project.He also asked if the city paved the right-of-way on North Apache Trail for them. Project Engineer Raquel Schatz asked just where he was talking about. Councilmember Waldron commented over by Idaho. Project Engineer Raquel Schatz stated the repaving.They did not.When they did Apache Trail they ended right at the right-of-way with Arizona Department of Transportation.They were very clear on that.We go to other places, like with Southern Avenue that was just repaved.There is still a portion on Southern Avenue that is crumbling and that is because it belongs to Arizona Department REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 8 OF 15 of Transportation.It is their right-of-way.We cannot extend into Arizona Department of Transportation's right-of-way even if we wanted to.If the city is doing a roadway project and the Arizona Department of Transportation's section is not in their budget, it will not happen.For the city to plan in advance, it would have to plan in advance for 4 or 5 years to see if Arizona Department of Transportation would want to partner with us.At that time it is almost too late.We have roads that are deteriorating faster than we can make plans with Arizona Department of Transportation for.We were very sure when we did North Apache Trail to do it in two phases and end the project at the right place. Councilmember Waldron commented the slide shows that the striped area is the right-of- way that they are going to abandon to us. Project Engineer Raquel Schatz stated that is correct. Councilmember Waldron commented it says that North Apache Trail and Idaho north of State Route 88, just prior to Superstition, there is an abandonment to us.He asked if the city has that already. Project Engineer Raquel Schatz stated it was previously abandoned.She did not know why they are showing that as being abandoned to the city because we do own all up to North Apache Trail.Arizona Department of Transportation's right-of-way ends north of that.The portion to the north currently is city right-of-way.That is a clarification problem. City Manager Bryant Powell stated the city has been maintaining that area for as long as he can remember. Councilmember Waldron commented maybe it is still on their books. City Manager Bryant Powell stated maybe it is. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 9 OF 15 Councilmember Barker asked if they are going to repave the intersection itself and then north on State Route 88. Project Engineer Raquel Schatz stated that is correct. Councilmember Barker asked if they are going to go all the way to the roundabout area. Project Engineer Raquel Schatz stated that is correct. Councilmember Barker commented they are going to do that entire stretch. Project Engineer Raquel Schatz stated exactly.Prior to Arizona Department of Transportation adding this portion in, they were just going to pave up to a certain point.They were just going to make it up to the road going into the roundabout which is going to be a straight shot.But they then decided to include the other portion all the way straight through to the intersection.There was going to be about a 500' gap that they were not going to pave.Now they are including it in the project.Again, no cost to the city. Councilmember Struble asked if the city attorney is comfortable with the indemnification of the city taking over the liabilities once the project is done for whatever issues in the landscaping and lighting but it is not about the actual roadway. City Attorney Joel Stern stated he did not write it.Indemnify is a legal term to compensate someone for harm or loss, usually a second person is hurt so who bears the risk of that when there is an agreement. So many years have gone by and this language has changed.We are lucky because it used to be we would have to indemnify the state for anything that happened.Even if it was their negligence.That has changed.That came about from the city attorneys' association and the League meeting with certain people with the Arizona Department of Transportation.So what REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 10 OF 15 this says is we will indemnify and hold harmless the state basically for all claims for the city's own negligence.It does not except out negligence that the state would do or anything that they cause.We would not indemnify for their own negligence.That is also if they own the property.Just because they own the property does not mean we would indemnify the state.It has to be negligence that the city would cause and that is what it is for.That does not mean that if something happens, like if a horse trailer hits a bus in the roundabout, what would happen in that case.It is two lanes and hopefully it is wide enough, which he thinks it is. Essentially, what would happen is they will have a lawsuit and the city will probably get named, they would take a look at whose negligence it was, and maybe it was not the city at all, and maybe it was not the state, it is just the driver's.It could be the landscaping or the lighting, but he thinks when someone reads this it could include other accidents also.Other times it could be maintenance issues. Councilmember Struble commented under the current situation, if there is an accident there with the way it is setting, with just the east/west stop sign. City Attorney Joel Stern asked if he meant how it is today and if nothing was done and there was no agreement. Councilmember Struble commented that is correct. City Attorney Joel Stern stated there have been accidents there.We have not seen a claim for as long as he has been here for an accident at that intersection.It would all be Arizona Department of Transportation and it should be them because we do not own, maintain or control any part of that.We will be partnering with them with this so it might open up a little bit of exposure.However, the safety they are getting with the roundabout is so much better than the two stop signs. Councilmember Struble commented he fully understands that.He just wanted to REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 11 OF 15 reiterate it as he has been getting a lot of questions over the last period.This intergovernmental agreement is just about the landscaping and lighting.The actual decision to build the roundabout was done by the state and they are in control of it. That was done four or five years ago and they are now in the process of getting this all done. Project Engineer Raquel Schatz stated that is correct. Councilmember Struble commented we are really not doing anything to approve the roundabout.We are doing an agreement for the landscaping and lighting. Project Engineer Raquel Schatz stated this was an Arizona Department of Transportation- driven project.Arizona Department of Transportation found the federal funds to do both the design and construction.The total exceeds $5 million to do both and also includes the right-of-way acquisitions.This is all spearheaded by Arizona Department of Transportation.The city is not even a financial partner, it is zero match to the city, but we did have some say and have been reviewing the plans and attending the meetings. Mayor Serdy commented they now need to vote on this and called for a motion. Councilmember Barker MOVED THAT APPROVAL BE GIVEN FOR RESOLUTION NO. 17-19, A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AUTHORIZING THE CITY OF APACHE JUNCTION TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ARIZONA DEPARTMENT OF TRANSPORTATION FOR ROUNDABOUT LANDSCAPE AND IRRIGATION MAINTENANCE. Councilmember Evans SECONDED THE MOTION. VOTE: Unanimous. The motion carried. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 12 OF 15 PUBLIC HEARINGS None. OLD BUSINESS None. NEW BUSINESS None. DIRECTION TO STAFF None. SELECTION OF MEETING DATES, TIMES, LOCATIONS, AND PURPOSES Councilmember Evans commented the work session on Monday, September 4, 2017 has been canceled due to the observance of Labor Day.She MOVED THAT AN EXECUTIVE SESSION AT 6:00 P.M. AND A WORK SESSION AT 7:00 P.M. BE HELD ON TUESDAY, SEPTEMBER 5, 2017, IN THE CITY COUNCIL CONFERENCE ROOM AND CITY COUNCIL CHAMBERS RESPECTIVELY. Councilmember Waldron SECONDED THE MOTION. VOTE:Unanimous. The motion carried. CALL TO THE PUBLIC Mr. Mike Caruana, 237 S. Mountain View, Apache Junction, addressed the council regarding the benefit softball tournament for the employees of the Mining Camp Restaurant on August 20. Mr. Braden Biggs, 2492 W. Cactus Wren, Apache Junction, addressed the council regarding the successes of United Way and their two upcoming events, the mayor's breakfast and the community appreciation dinner. REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 13 OF 15 Mayor Serdy commented those are great projects and it sounds like one can just go out and donate at the tournament. ADJOURNMENT )Mayor Serdy adjourned the meeting at 8:00 p.m. Consent Agenda Items are as follows: 1. Consideration of acceptance of agenda. 2. Consideration of approval of minutes of regular meeting of August 1, 2017. 3. Consideration of approval of Resolution No. 17-20, authorizing the city to enter into an agreement with Water Infrastructure Finance Authority of Arizona for planning and design technical assistance funds. 4. Consideration of approval of Resolution No. 17-19, authorizing the city to enter into an intergovernmental agreement with Arizona Department of Transportation for roundabout landscape and irrigation maintenance. ACCEPTED THIS 4 5 - 4 DAY OF , 2017, BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA. SIGNED AND ATTESTED TO THIS 6.-irw DAY OF id:aolvidbet 2017. ATTEST: KATHLEEN CONNELLY City Clerk JEFIVIERDY Mayor REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 14 OF 15 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 15th day of August, 2017.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 28th day of August, 2017. KATHLEEN CONNELLY City Clerk REGULAR MEETING OF THE CITY COUNCIL AUGUST 15, 2017 PAGE 15 OF 15