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NOTICE OF A REGULAR MEETING OF THE COMMON COUNCIL
OF THE TOWN OF CLARKDALE
Tuesday, January 9, 2018 at 6:00 P.M.
Clark Memorial Clubhouse, Men's Lounge
PURSUANT TO A.R.S. §38-431.02, NOTICE IS HEREBY GIVEN to the members of the Common Council of the Town of Clarkdale and to the general public that the Town of Clarkdale Common Council will hold a Regular Meeting open to the public on Tuesday, January 9, 2018, at 6:00 p.m. in the Clark Memorial Clubhouse, Men's Lounge, 19 N. Ninth Street, Clarkdale, Arizona. Members of the Clarkdale Common Council will attend either in person or by telephone. video or internet
conferencing. Pursuant to A.R.S. §38-431.03, the Council may vote to recess the meeting and move into Executive Session on any item, which will be held immediately after the vote and will not be open to the public. Upon completion of Executive Session, the Council may resume the meeting, open to the public, to address the remaining items on the agenda.
Supporting documentation and staff reports furnished to the Council with this agenda are available for review on the Town website at www.clarkdale.az.gov and the Town Clerk's Office.
The undersigned hereby certifies that a copy of this notice was duly posted on the Community Development Building bulletin board, located at 890 Main Street, Clarkdale, Arizona on January 4, 2018 at 1:00 p.m.
K� B�� KATHY BAINBRIDGE CLERK/FINANCE DIRECTOR
As a reminder, if you are carrying a cell phone, electronic pager, computer, two-way radio, or other sound device, we ask that you turn it off at
this time to minimize disruption to this meeting.
ALL ITEMS ON THIS AGENDA ARE SCHEDULED FOR DISCUSSION AND POSSIBLE
ACTION, UNLESS OTHERWISE NOTED.
1. CALL TO ORDER
2. PUBLIC COMMENT - The Town Council invites the public to provide comments at this time. Members of the Council may not discuss items that are not specifically identified on the agenda. Therefore, pursuant to A.R.S. §38-431.0l(G), action taken as a result of public comment will be limited to directing staff to study the matter, responding to any criticism or scheduling the matter for further consideration and decision at a later date. Persons interested in making a comment on a specific agenda item are asked to complete a brief form and submit it to the Town Clerk during the meeting. Each speaker is asked to limit their comments to five minutes.
3. REPORTS Current Events - A brief summary of current events. The Council will not propose, discuss, deliberate or take legal action on any matter in the summary.
Mayor's Report Vice-Mayor's Report Councilmembers' Report Town Manager's Report
Organizational Reports - Reports regarding regional organizations. CAT - Cottonwood Area Transit VVTPO - Verde Valley Transportation Planning Organization. NA COG - Northern Arizona Council of Governments. NAMWUA- Northern Arizona Municipal Water Users Association.
4. CONSENT AGENDA - The consent agenda portion of the agenda is a means of expeditingroutine matters that must be acted on by the Council. All items are approved with one motion.Any items may be removed for discussion at the request of any Council Member.
A. Approval of Minutes of the Common Council - Approval of the minutes of theRegular Meeting held December 12, 201 7.
B. Claims - List of specific expenditures made by the Town during the previous month.December, 2017 check log and PPEs dated December 4, 9, 15 and 23, 2017.
C. Board and Commission Minutes - Acknowledgement of receipt of minutes and draftminutes of the previous month's Board and Commission Meetings.Board of Adjustments Notice of Cancellation of meeting December 27, 2017Design Review Board minutes of the meeting held December 6, 2017Planning Commission minutes of the meeting held December 19, 201 7Community Services Commission minutes of the meeting held December 13, 2017
D. Proclamation Supporting Increased Awareness Relating to Human Trafficking -Approval of a proclamation supporting increased awareness relating to humantrafficking. The United States Senate designated January 1 I th as National HumanTrafficking Awareness Day and other organizations have designated January as HumanTrafficking Awareness Month.
E. Joint Defense Agreement with the City of Cottonwood - Consideration of theapproval of a Joint Defense Agreement between the City of Cottonwood and the Townof Clarkdale relating to claims that could arise as a result of a City of Cottonwoodsponsored event that will traverse areas within Clarkdale.
NEW BUSINESS
5. PRESENTATION BY MANDALAY HOMES - Presentation by Dave Everson, owner ofMandalay Homes.
6. PUBLIC HEARING FOR FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) PROJECTS-Public Hearing to receive input regarding the use ofFY18/19 CDBGfunds.
7. WORKSESSION FOR FY18/19 FEDERAL COMMUNITY DEVELOPMENT BLOCKGRANT (CDBG) PROJECTS- Worksession for discussion and Council direction of publicinput regarding the use ofFY18/19 CDBG funds.
8. WORKSESSION ON DEVELOPMENT AND IMPLEMENTATION OF A
SUSTAINABLE ROAD REPAIR AND STREET SAFETY PLAN FOR CLARKDALE - Discussion of the recently completed evaluation and current condition ranking of our existing Town road system, the preliminary cost analysis for the project and discussion of financing options for implementation.
9. FUTURE AGENDA ITEMS - Listing of items to be placed on a future council agenda
10. ADJOURNMENT
Persons with a disability may request reasonable accommodations by contacting the Town Hall at 639-2400 {TTY: 1-800-367-8939) at least 72 hours in advance of the meeting.
Regular Session 12/12/2017 #1688 Page 1
Minutes of a Regular Session of the Common Council of the Town of Clarkdale
Held on Tuesday, December 12, 2017
A Regular Meeting of the Common Council of the Town of Clarkdale was held on Tuesday, December 12, 2017, at 6:00 P.M. in the Men's Lounge of Clark Memorial Clubhouse, 19 N. Ninth Street, Clarkdale, Arizona.
CALL TO ORDER- Meeting was called to order at 6:00 P.M. by Mayor Von Gausig.
Town Council: Mayor Doug Von Gausig Vice Mayor Richard Dehnert Councilmember Scott Buckley
Town Staff: Town Manager Gayle Mabery
Councilmember Bill Regner Councilmember Ben Kramer
Town Clerk/Finance Director Kathy Bainbridge Community Development/Economic Director Jodie Filardo Senior Planner Beth Escobar Program Manager Mike Gray Police Chief Randy Taylor Public Works Superintendent Art Durazo Public Works Administrative Assistant II Chris Keller Deputy Town Clerk Mary Ellen Dunn
PUBLIC COMMENT - The Town Council invites the public to provide comments at this time. Members of the Council may not discuss items that are not specifically identified on the agenda. Therefore, pursuant to A.R.S. §38-43 l.0l(G), action taken as a result of public comment will be limited to directing staff to study the matter, responding to any criticism or scheduling the matter for further consideration and decision at a later date. Persons interested in making a comment on a specific agenda item are asked to complete a brief form and submit it to the Town Clerk during the meeting. Each speaker is asked to limit their comments to five minutes.
Senior Planner Beth Escobar introduced new Community Development team member, Mike
Gray, Proiect Manager.
REPORTS
Current Events - A brief summary of current events. The Council will not propose, discuss, deliberate or take legal action on any matter in the summary.
Mayor Von Gausig's Report-
• 11/08/17 -Attended meeting with Yavapai-Apache Nation on water settlement negotiations• 11/09/17 -Met with Josh Hoffman at TuziRAP about PFD kiosks and information panels at
river access points
1/03/2018 10:07 AM
VENDOR SET: 01 Town of Clarkdale
BANK: ALL BANKS
DATE RANGE:12/01/2017 THRU 12/31/2017
VENDOR I.D.
C-CHECK
C-CHECK
C-CHECK
C-CHECK
C-CHECK
C-CHECK
C-CHECK
* * T O T A L S * *
REGULAR CHECKS:
HAND CHECKS:
DRAFTS:
EFT:
NON CHECKS:
VOID CHECKS:
TOTAL ERRORS: 0
VENDOR SET: 01 BANK: *
BANK: * TOTALS:
NAME
VOID CHECK
VOID CHECK
VOID CHECK
VOID CHECK
VOID CHECK
VOID CHECK
VOID CHECK
TOTALS:
A/P HISTORY CHECK REPORT
NO
0
0
0
0
0
7 VOID DEBITS
VOID CREDITS
NO
7
7
STATUS
V
V
V
V
V
V
V
CHECK
DATE
12/06/2017
12/13/2017
12/13/2017
12/20/2017
12/20/2017
12/20/2017
12/28/2017
0.00
0.00
INVOICE
AMOUNT
INVOICE AMOUNT
0.00
0.00
0.00
0.00
0.00
0.00
INVOICE AMOUNT
0.00
0.00
CHECK
DISCOUNT NO
077271
077275
077295
077316
077317
077318
077362
DISCOUNTS
0.00
0.00
0.00
0.00
0.00
0.00
DISCOUNTS
0.00
0.00
PAGE:
CHECK CHECK
STATUS AMOUNT
CHECK AMOUNT
0.00
0.00
0.00
0.00
0.00
CHECK AMOUNT
0.00
0.00
1
BOARD OF ADJUSTMENT
December 27, 2017
NOTICE OF A REGULAR MEETING OF THE BOARD OF
ADJUSTMENT OF THE TOWN OF CLARKDALE Pursuant to
Resolution No. 215 of the Town of Clarkdale, and Section 38-431.02,
Arizona Revised Statues, NOTICE IS HEREBY GIVEN that the Board
of Adjustment of the Town of Clarkdale meeting scheduled for
WEDNESDAY, December 27, 2017 at 6:00 p.m. in the Men's Lounge of
the Clark Memorial Clubhouse, 19 N. Ninth Street, Clarkdale, AZ, is
CANCELLED DUE TO LACK OF AN AGENDA ITEM.
The undersigned hereby certifies that a copy of this notice was duly posted on the Town Hall bulletin board, located at 890 Main Street, Clarkdale, Arizona on the 6th day of December at
10:30 a.m.
Dated this 6th day of December 2017
TOWN OF CLARKDALE
By:
Paul Grasso / Town of Clarkdale Building Official
Agenda Item:
Staff Contact:
Meeting Date:
Staff Report
Proclamation Supporting Increased Awareness Relating to Human
Trafficking - Approval of a proclamation supporting increased awareness relating to human trafficking.
Kathy Bainbridge, Administrative Services Director
January 9, 2018
Background: Traffickers use force, fraud, or coercion to lure their victims and force them into labor or commercial sexual exploitation. They look for people who are susceptible for a variety of reasons, including psychological or emotional vulnerability, economic hardship, lack of a social safety net, natural disasters, or political instability. The trauma caused by the traffickers can be so great that many may not identify themselves as victims or ask for help, even in highly public settings.
The U.S. Department of Homeland Security has named Arizona as one of the highest risk states for human trafficking, and we have incidents of human trafficking here in our Yavapai County communities. While many are under the misconception that human trafficking victims are only foreign born and those who are poor, the fact is that human trafficking victims can be any age, race, gender, or nationality and they come from all socioeconomic groups.
The United States Senate designated January 11th as National Human Trafficking Awareness Day and other organizations have designated January as Human Trafficking Awareness Month.
Recommendation: Approval of the Proclamation supporting increased awareness relating to human trafficking.
Agenda Item:
Staff Contact:
Meeting Date:
Staff Report
Joint Defense Agreement with the City of Cottonwood - Consideration of the approval of a Joint Defense Agreement between the City of Cottonwood and the Town of Clarkdale relating to claims that could arise as a result of a City of Cottonwood sponsored event that will traverse areas within Clarkdale.
Town Manager Gayle Mabery
January 9, 2018
Background: Cottonwood desires to conduct a marathon on April 21, 2018 that will traverse areas within Clarkdale. Both of the Parties are members of the Arizona Municipal Risk Retention Pool. There may occur events arising of the Event that could result in property or liability claims against either or both of the Parties (each a "Claim" and, collectively, the "Claims") making coordination by the Parties regarding such Claims essential. Each Party further believes that there is a mutuality of interest in a common and joint investigation and potential defense among the Parties. In this regard, each of the Parties wish to continue to pursue their separate but common interests, and to avoid any suggestion of waiver of the confidentiality of privileged communication and documents. The Parties have agreed that the Pool will defend Claims that are covered by the insurance policies between the Pool and each of Clarkdale and Cottonwood. Such obligation to defend does not include an indemnification by either Party to the other for the Claims, except for the duty of the Pool to provide such defense.
In order to facilitate any investigation or preparation of a fair defense to the Claims and to advance the efficient and expeditious conduct of discovery, it is reasonable and necessary that the Parties work together. Accordingly, it is the intention and understanding of the Parties that communications among them, or any of them, and any joint interviews of prospective witnesses, including expert witnesses and consultants, are confidential and are protected from disclosure to any third party by their respective clients' attorney-client privilege and their own attorneys' workproduct privilege or immunity.
In order to pursue that joint investigation and potential defense effectively, the Parties have also concluded that, from time to time, their mutual interests may be best served by sharing or jointly preparing documents, factual material, memoranda, interview reports, and other information (including mental impressions), all of which will hereinafter be referred to as "Defense
Materials."
The Parties understand that in the absence of such sharing, the Defense Materials would be privileged from disclosure to adverse or other parties as a result of the attorney-client privilege, the attorney work-product doctrine or other applicable privileges and immunities. It is the purpose of this Agreement to ensure that the exchanges and disclosures of Defense Materials contemplated
Staff Report
Agenda Item: PRESENTATION FROM MANDALAY HOMES - Presentation by Dave Everson, owner of Mandalay Homes.
Staff Contact: Beth Escobar
Meeting Date: January 9, 2018
Mandalay Homes:
Mandalay Homes is partnering with Mountain Gate to build the remaining 323 homes in the subdivision. Mandalay has projects throughout northern Arizona and focuses on building energy efficient homes. They have won the Department of Energy Housing Innovation Award for energy efficiency several years in a row.
As a new member of the community, Dave Everson, owner of Mandalay Homes, would like to introduce the company to the Council.
Action Needed: This is a discussion item only.
J'ibunt�dn Ci�1 r2 CJ�rkc.l�J2, J,rh:0m.1
1
Agenda Item:
Staff Contact:
Meeting Date:
Staff Report
PUBLIC HEARING FOR FEDERAL COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) PROJECTSPublic Hearing to receive input regarding the use ofFY18/19 CDBGfunds.
Wayne Debrosky, Public Works & Utilities Director
January 9, 2018
Background: The Town of Clarkdale is scheduled to receive approximately $321,357.00 in FY18/19 Federal Community Development Block Grant (CDBG) funds from the Arizona Department of Housing Regional Account. CDBG funds must be used to benefit low to moderate-income persons and areas, alleviate slum and blight, or address health hazards. A public hearing is required to gather citizen input on the use of the CDBG funds.
CDBG Public Process Schedule: 11/22/17 Advertise Public Hearing Regarding Use of CDBG Funds 12/12/17 Public Hearing (1st)
12/20/17 Advertise Public Hearing Regarding Use of CDBG Funds 1/9/18 Public Hearing (2nd)
1/9/18 Work Session, discussion of and prioritization of projects by Council and possible resolution 1/23/18 Discussion of and prioritization of projects by Council and resolution (if no action taken by Council at 1/9/18 meeting) 1/31/18 Submit Letter of Intent (new requirement due120 days prior to State CDBG Application Deadline of 5/31/18) 5/3/18 Submit CDBG Funding Application for FY 18/19 8/31/18 CDBG Funding Award letter expected from ADOH
Sample types of CDBG projects are: 1) Public infrastructure (e.g., water, wastewater, drainage improvements);2) Community facilities ( e.g., halfway houses, senior centers, food banks);3) Housing (e.g., owner occupied housing rehabilitation, utility connections onprivate property, rental housing rehabilitation);4) Public services (e.g., emergency assistance, purchasing a van to transportpersons with disabilities, services for homeless persons);5) Economic development ( e.g., a loan to a business for job creation, microenterprise development, acquisition ofland for an existing business expansion)
Agenda Item:
Staff Contact:
Meeting Date:
Staff Report
WORKSESSION FOR FY18/19 FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECTSW orksession for discussion and Council direction of public input regarding the use ofFY18/19 CDBG funds.
Wayne Debrosky, Public Works & Utilities Director
January 9, 2018
Background: The Town of Clarkdale is scheduled to receive approximately $321,357.00 in FY18/19 Federal Community Development Block Grant (CDBG) funds from the Arizona Department of Housing Regional Account. CDBG funds must be used to benefit low to moderate-income persons and areas, alleviate slum and blight, or address health hazards. A public hearing is required to gather citizen input on the use of the CDBG funds.
CDBG Public Process Schedule: 11/22/17 Advertise Public Hearing Regarding Use of CDBG Funds 12/12/17 Public Hearing (1st)
12/20/17 Advertise Public Hearing Regarding Use ofCDBG Funds 1/9/18 Public Hearing (2nd)
1/9/18 Work Session, discussion of and prioritization of projects by Council and possible resolution 1/23/18 Discussion of and prioritization of projects by Council and resolution (if no action taken by Council at 1/9/18 meeting) 1/31/18 Submit Letter of Intent (new requirement due120 days prior to State CDBG Application Deadline of 5/31/18) 5/3/18 Submit CDBG Funding Application for FY 18/19 8/31/18 CDBG Funding Award letter expected from ADOH
Sample types of CDBG proiects are: 1) Public infrastructure ( e.g., water, wastewater, drainage improvements);2) Community facilities ( e.g., halfway houses, senior centers, food banks);3) Housing (e.g., owner occupied housing rehabilitation, utility connections onprivate property, rental housing rehabilitation);4) Public services (e.g., emergency assistance, purchasing a van to transportpersons with disabilities, services for homeless persons);5) Economic development ( e.g., a loan to a business for job creation, microenterprise development, acquisition of land for an existing business expansion)
Agenda Item:
Staff Contact:
Meeting Date:
Background:
STAFF REPORT
WORKSESSION ON DEVELOPMENT AND IMPLEMENTATION
OF A SUSTAINABLE ROAD REPAIR AND STREET SAFETY PLAN FOR CLARKDALE - Discussion of the recently completed evaluation and current condition ranking of our existing Town road system, the preliminary cost analysis for the project and discussion of financing options for implementation.
Gayle Mabery, Town Manager
January 9, 2018
At Strategic Planning in 2016 the Town Council directed staff to pursue the development of a comprehensive plan to address the capital improvements, safety and on-going maintenance needs of the road system and explore potential funding alternatives to sustainably address these costs into the future.
On May 23, 2017, the Town Council approved a proposal from KimleyHom Engineering to prepare a comprehensive road condition assessment and a cost analysis for a 5-year Capital Improvement Plan and an on-going maintenance and preservation plan. Kimley-Hom was selected in part due to their success in working with other Arizona communities on similar projects.
Since entering into a contract with Clarkdale, Kimley-Hom has mapped and completed an evaluation of the Clarkdale public road system using a modified P ASER (Pavement Asphalt Surface Evaluation and Rating) system that is a tool used by engineer's to assess road conditions. The ratings are based on general conditions of the road infrastructure, and includes ratings in five categories: GOOD, SATISFACTORY, FAIR, POOR and FAILED. The analysis completed by Kimley-Hom also includes estimates of remaining life of road segments.
During the Council's December 12, 2017 meeting, Kimley-Hom Project Manager Mike Norby explained how the ratings of the general conditions of the roads would translate into on-the-ground action to rehabilitate or replace street infrastructure in Clarkdale using a standard pavement deterioration curve and industry standard construction recommendations as a guideline. Kimley-Hom also developed preliminary cost projections
