Minutes of Regular Town of Thatcher Council Meeting

MINUTES OF MEETING AND PUBLIC HEARING OF THE

THATCHER TOWN COUNCIL

July 14, 2009

Present: Mayor Bob Rivera, Councilman Eric Merriman, Charles Morris, Ken Larson, Donald Innes

Absent: Wayne Griffin, Bill Mulleneaux

Staff Present: Terry Hinton Manager, Dudley Welker Attorney, Heath Brown Engineer, Mike Payne Fire Department, Mark Stevens Chief of Police, Lona Duncan Town Clerk

Visitors: Aimee Staten, Bob Weber, Rue Mattice, Lori Rhinehart, Judy and Jim Reed, Pam Hume, Kevin West, Scott Herb

AGENDA

Mayor Rivera called meeting to order at 7:00pm and said God Bless our Troops, America and Families

Pledge of Allegiance by Lori Rhinehart

Roll Call.

PUBLIC HEARINGS:

A. Electronic Sign for Audio Visions

The sign is already up and you can see what it is. The other signs that have been approved are Altech, Sonic, Thatcher High School and EAC. This was something we discussed last time that this will be one of changes in the next rewrite of our P&Z Ordinances we would make this an administrative use permit where staff will handle it. This sign was presented to P&Z and they approved the sign.

OPEN CALL TO THE PUBLIC:

None

PUBLIC APPEARANCES:

A. Neighborhood Watch Proclamation – Pam Hume

Mayor Rivera read the proclamation for the Neighborhood Watch. The National Night Out will be on August 4^th this year. Pam asked the Council to again lead the walk. Mayor Rivera thanked those that were organizing the event for all their time and effort it is always a good time for all.

CONSENT AGENDA: Action Item

A. Approve minutes of the June 9, 2009 Regular Council Meeting.

B. Planning and Zoning Monthly Report.

C. Police Monthly Report.

D. Approval of Invoices.

E. Financial Reports.

Councilman Morris made motion to approve minutes and reports. Councilman Merriman seconded the motion. The vote was unanimous Motion passed

OLD BUSINESS: Discussion, consideration and possible action

NEW BUSINESS: Discussion, consideration and possible action

A. Decision on the Electronic Sign for Audio Visions

Councilman Larson made motion to approve Electronic Sign and Councilman Morris seconded the motion. The vote was unanimous. Motion passed

B. Bid Award for Fire Department Ladder Truck.

Terry said I think you will find more updated information on your desk that Chief Payne and Rue Mattice have prepared. Chief Payne said we received 4 bids and 3 where from Sutphen and 1 from Rosenbauer. We have one representation from each entity here tonight .The sheets you have are the items on the trucks and we tried to compare them for you. After reviewing it the Fire department thinks we should go with the Rosenbauer even if the bid looks more expensive but if you look at the other sheet there are some deducts that show you were the differences are There are a lot of items that will need to be included on the fire truck and eventually we will have to add them anyway so it is better to pay now or in the next year or so. Mayor Rivera said there is 200 thousand dollars difference what is the most important difference. Chief Payne said the used ladder our feeling was what find of problems we might get into and the service. A lot of things you see on this sheet if you took it off the Rosenbauer it would be very close in cost to the others. The list you see if what we wanted on the bid and the costs. For example the engine rauen450hp the Sutphen has 425hp there is a difference of 10,826.00. Another difference is the collision protection system on the platform so that if you swinging it around and came close to a building it would shut itself down. Mayor Rivera asked when you say service what do you mean? Chief said the Rosenbauer Company is out of Phoenix they have a nice facility where they can work on the trucks the other company we will have to go to a third party to get it fixed. Bob Weber from Rosenbauer stood and said we do you other trucks not just the Rosenbauer. Service to others but we work on anything. Bob said the 450 ISM engine versus the 425 ISL engine has 1150 pounds of tork the ISM has 1550 pounds of tork Councilman Merriman asked about the ladder warranty being 5 years. Bob said the ladder components are 5 years but the ladder it self is 25yrs. Councilman Morris asked what was in the service agreement. Bob said we give the training it has one year bumper to bumper service. If it can be repaired here we will if not it will go to Phoenix. Also just to let you know with a bigger engine you have a bigger drive train. Mayor Rivera said I notice the body warranty is 5yrs compared to 10yrs on other trucks. Bob said you can get an extended warranty but you will very seldom have body problems. Councilman Merriman asked about the collision advoidance system Bob said it is on the platform so if you are going up and you come close to the side of a building it will shut off and it will also put it’s self away. Scott Heber stood and introduced himself as being the representative of Sutphen. He said our trucks are stainless steel 21 thousand pounds less than the Rosenbauer we could put in the 450 engine if that is what you want if there is a breakage it won’t be in the drive line. The warranty is the same as a new apparatus. We have H & E Equipment in Tucson or Phoenix services our trucks in Arizona. Mayor Rivera asked if spec were given to everyone why are they so different. Scott said he didn’t put all the options on his trucks I believed that we are in hard times and that people are trying to keep cost down. All the warranties are the same the ladder is warranted the same as a new one. Councilman Innes said when I look at difference I don’t see anything that would cause a difference in price of 200 thousand dollars. Are we looking at bells and whistles. Mayor Rivera I understood the least expensive was the one we were going to go with. I look at both trucks and it looks like the service agreement are the same both of them say work done here or in Phoenix. I see some difference in the safety also the lighter truck compared to heavy truck. Mr. Mattice said you ask the committee to tell you what they wanted and we looked at all truck and decided on the Rosenbauer either way we are going to have to put the upgrades to the Sutphen either now with the Rosenbauer or later with the Sutphen.

Councilman Merriman made motion to approve bid for the Rosenbauer there was not a second so motion died.

Innes asked about the cost of the Rosenbauer Terry answered 889,119.00. Councilman Morris said so you are looking at about 88,000 more than the Sutphen.

Councilman Larson stated I still have concerns on the cost of this when other things might befit the community more. Councilman Morris said I would like us to get a ladder truck but the difference between the two when the low bid will do the job right now 200 thousand dollars is a lot of money. Councilman Innes said on the 689 thousand dollar Sutphen TS 100 the boom is the only used part. It may be a once in a life time that the Ariel will have to be used and everything that is new will be used more often. Scott said all the wiring and chassis is new the hydraulics have had a third party check them all cylinder are checked and rebuilt the pump is new. Councilman Morris said so your experienced boom has the same warranty of a brand new one. Scott’s answer was yes the third party testing is done the stress test if done it goes out there as a new truck.

Councilman Innes made motion to approve low bid from Sutphen for 689,550.00 Councilman Morris seconded the motion. The vote was one No- Councilman Merriman and 4 yes, Councilman Larson, Morris, Innes, and Mayor Rivera. Motion passed

C. Bid Award for the College Avenue, 2^nd Street and High School Avenue Paving.

Terry said we received 5 bids for the project of paving from the highway down College and down 2^ndStreet and High School the three streets of that block will be paved from curb to curb. Heath had estimated around $150 thousand dollars for the project so when the low bid of $107,937.50 from CKC came in we where every pleased. The other bids came in from Granite $117,825, Tri County $123,387.50, Surface Contracting $131,170 and Banicki $149,900. Part of the spec for this was that the job would be completed prior to school starting on August 12^th. We should have our part finished by the first part of next week and will be turn it over to the contractor we are going to ask for it to be completed by Aug 7^th.

Councilman Morris made motion to approve the bid to CKC of $107.937.50. Councilman Innes second the motion. The vote was unanimous. Motion passed

D. Extension of Service Agreement for the Frye Creek Dam Study.

Terry said for about 6 years they have studying the Frye Creek Reservoir Dam which was built to Federal spec they then changed their spec and turn it over to the State which made it out of compliance for the spill way. The study is to tell us what we could or could not do and the agreement has run out this is to extend the agreement. The money comes from NRCS. Mayor Rivera asked what they are studying. Heath said one of the main things when they study the hydrology in the area there is an old map that was done in the 1930’s that show how much rain fall in different parts of the area. You look on the map and find where you are and it shows the amount of rain and those are estimated high so they did what they call their probable maximum precipitation study. They looked at water shed and the historic storms and determined what could really happen and this study decreased us over all by one third. So when this is all done we will be taken off the safety deficiency list. It has taken a long time but we know a lot more about the dam because of this process. Heath said he had 3 separate reports on how it can be fixed. As far as fixing it they will pay 65% of cost if it needs to be fixed. Terry said the dam is still safe they just changed the rules so there is a process to go through. They also inspect it every year.

Councilman Morris made motion for approval of the extension on agreement for the Fry Creek Dam Study. Councilman Merriman seconded the motion. The vote was unanimous

E. SEAGO Basic Service Agreement Approval.

Terry said this is the annual renewal with Seago to provide services to us. The assessment has gone up some and staff recommends the approval

Councilman Merriman made motion to approve agreement. Councilman Innes seconded the motion. The vote was unanimous Motion passed

F. RESOLUTION NO. 552-2009: A RESOLUTION OF THE TOWN OF THATCHER, AUTHORIZING THE TOWN MANAGER TO SUBMIT AN APPLICATION FOR FUNDING FOR A TRANSPORTATION ENHANCEMENT PROJECT TO THE STATE OF ARIZONA, DEPARTMENT OF TRANSPORTATION, FOR THE CONSTRUCTION AND IMPROVEMENT OF A SHARED USE PATH SEGMENT.

Terry said that Heath has put in a lot of work into this and has finished the application for a continuation of the walking path. The County is trying to get a grant to put a walking path on Golf Course Road that would tie into the City of Safford on 20^th Ave and we want to pick it up where they end up and connect to the College. The plan is to have a walking path from EAC to Reay Lane to Golf Course to the stop light on Hwy 191.

Councilman Innes made motion to approve Resolution No. 552-2009 and Councilman Merriman seconded the motion. The vote was unanimous

G. Val’s Building space lease agreement with Richie & Jolie Yentsch.

Terry said the lease we had before you at last Council meeting Attorney Welker has looked at and suggested some changes. This is a clothing store that is now located on Main Street in Safford. They want to move in August 1^st Staff would recommend passing the lease.

Councilman Morris made the motion to approve lease agreement. Councilman Larson seconded the motion. The vote was unanimous Motion passed

H. MOU with Care Inc. to collaborate with Heal Our Cites projects for ARRA grants.

Terry said this is a non binding agreement the grant has already been received by Care Inc. and they are looking for participates that could use these funds to sponsor volunteerism. We talked about emergency preparedness like the 72 hour kits. We might be able to have volunteers come and train trainers in emergency situation and put together information packets to give to people to show them how to make the packets and in some cases put some kits together and give to needy people. That is one example it is basically for training of volunteers. It is not binding it just helps them get grant money.

Councilman Innes made motion to approve MOU with Care Inc. Councilman Morris seconded the motion. The vote was unanimous Motion passed

I. Frye Mesa Subdivision Infrastructure Bond – Informational Item

Terry said this is the approved subdivision that is out on Valley View and Pinaleno they are having a difficult time getting an infrastructure bond. They have purposed to us difference ways that this might happen. It is information for us to review and it will be presented at the next council meeting. We just received it so I don’t have a feel for it yet. Attorney Welker said it is different and there are some things that need to be worked out we don’t want another problem. Terry said before we make any judgment I think we need to study it.

INFORMATIONAL ITEMS:

A. Town Manager’s Report.

The EAC pool has been working for 2 months now it has about 3 more week before school starts. Next year we will have advanced notice to make sure there is swimming lesson and things like that. A note on EAC Library we have talked about before they are top notch and they do have a children section but is not and extensive children section. They are open during the summer from 7am to 7pm from Monday through Thursday and Friday 7:00am to 5:00 pm and not open on the weekends. During school it is open 7 days a week from 7am to 7pm and the cards are free open to the public it is a first class library. Councilman Innes ask about our proposal and Terry said they are a little tight they don’t have space to expand so I don’t think that will happen. In our Work Session staff proposed the project for a library pool complex. We have requested an RFP’s from a coupe of engineer firms to give us a conceptual drawings we will bring it back to Council and see what you think and then present it to the public As we talked it would be a library swimming pool concept that will tie in to the walking path. This will be a first class project so we will need to have architects that know what to do. Councilman Innes said there are a lot of people in the committee that are very excited about it. Terry said this is a process and will take some time we will have to pace ourselves. The cost of the complex will be about 4 million dollars it is a capital improvement project starting with the pool and then going to the library. We will go to Sierra Vista, Douglas, Glendale different place to see what they have. I have talked to the College and the High School to put it together so they can use it they will need it heated that way it can be used year round. We could have proposals back soon

Terry said they talked about the traffic signal and the round about with ADOT. The round about will be about 2million and the traffic signal will be about 350 thousand so we are looking at having a traffic signal.

Terry said the school project is almost finished the total project should be completed by the time school starts.

I have a preliminary map of what is called Mt Graham Golf Course Resort owner Springbok Development. It was given to us this afternoon. I have other attorneys that will look at it. They say they have the funds to go on with the project. We told them before that the Council was concerned at the three story houses. There will be many changes before this is all done it is only for your information.

Terry said he received notification that there is a possibility we will lose the grant money for the resource officer at the schools. They are cutting another million and a half dollars which will be about 15 more people being cut. We don’t know if that means our resource officer or not. We are still waiting for notification of the Cops Grant but should know by the end of September. If you leave out back you will see our new Expedition waiting on equipment to be put on it. We have ordered a truck for the Chief and will give his car to an officer the car has about 40 thousand miles on it. That will give us our two new vehicles. I talked about the Transportation Enhancement Grant and how Heath did a great job getting it in.

Councilman Merriman said he had some reports from others one being that Mr. Brown is doing a fantastic job and that was from the Seago Office. Also the article in the paper on Officer McClain and the good job he did. The school project I have heard good things about Tommy and his crew. It is always good to hear what a great job people are doing. Councilman Innes said if you haven’t been down to the school you should it really looks good.

B. Fire Department Report.

Chief Payne said we appreciate your help watching out for funds and we are not disappointed thank you for looking out for us. One thing we have coming up is we are sponsoring the Associated Fire Fighter Conference which will be the 2^nd week of October on Friday and Saturday a lot of people will be from out of town it will be good to associate with them. We also have the fire school coming up in September. The new fire truck will be about 10 to 12 months down the road coming in to us and we do appreciate the truck.

Terry said he had been thinking of by the old sewer pond where the burn pit is of taking the fence and moving it to south and putting a metal building up with a couple of bays to houses a couple of fire trucks. We might have something out there in the next 10 months we will do the work ourselves. Councilman Innes asked about the cost and Terry said it would just be material so about 15 thousand the floor would be the biggest expense.

C. Police Department Report.

Chief Stevens said Terry told you about the resource office and we have been doing well. The case that Officer McClain worked on Attorney Kenny Angle said it was one of the best worked and very will put together cases he has seen. We think we are going to get 12 new radios from the Stone Garden grant. Also a reminder of National Night Out August 4^th.

COMMITTEE REPORTS:

A. Safe House- None

B. Chamber of Commerce- Councilman Merriman said this afternoon we had a meeting and we are get information together so we can hire a new director it should be in newspaper and the Graham County Chamber of Commerce. It should be done by Aug 24^th and start with interviews in September. The books are finished for the Salsa Trail with all the recipes it looks nice. Freeport said they had 3 people killed in Indonesia and they felt bad about that. The copper price is at $2.29 which is not bad it is coming up. The College is starting the dirt work on the new Nursing Building.

C. SEAGO- Mayor Rivera said that Eric, Terry and I went to the luncheon for Richard Gaar’s going away and it was very nice. There will be a special meeting the 31^st of this month it will be for Executives and Administers to talk about the AZ Quality Planning it will be in Benson and I will attend that.

D. Arizona Foundation- Councilman Larson said on July 23^rd we will review and do some upgrades so next month I will have more to report. We are hoping for more people and funds to give out.

ADJOURNMENT