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MINUTES OF THE REGULAR MEETING
OF THE HONORABLE MAYOR AND COUNCIL
OF THE CITY OF CASA GRANDE
HELD IN THE COUNCIL CHAMBERS
510 E. FLORENCE BOULEVARD, CASA GRANDE, AZ 85122
MONDAY, SEPTEMBER 18, 2017
 
             
A.   Call to Order
Mayor McFarland called the meeting to order at 7:00 p.m.
 
             
  Invocation
Offered by Reverend Mark N. Chase, Trinity Lutheran Church
 
             
  Pledge of Allegiance
Led by Mayor Pro Tempore Varela
 
             
B.   Roll Call  
Present:
Donna McBride, Council Member  
 
Lisa Fitzgibbons, Council Member  
 
Matthew Herman, Council Member  
 
Mary Kortsen, Council Member  
 
Dick Powell, Council Member  
 
Ralph Varela, Mayor Pro Tempore  
 
Craig McFarland, Mayor  
Also Present:
Larry Rains, City Manager
Steven Weaver, Deputy City Manager
Brett Wallace, City Attorney
Celina Morris, Finance Director
Gloria Leija, City Clerk
Mark McCrory, Police Chief
Paul Tice, Planning & Development Director
Dawn Jett, Human Resources Director
Kevin Louis, Public Works Director
Steve Hardesty, Community Services Director
Scott Miller, Fire Chief
             
C.   Minutes
Moved by Council Member Powell, seconded by Council Member Fitzgibbons to approve City Council regular minutes of September 5, 2017, and accept for the record the minutes of the Arts and Humanities Commission - August 9, 2017. The motion carried with a 7-0 voice vote.
 
             
D.   Claims
Moved by Mayor Pro Tempore Varela, seconded by Council Member Powell to approve the claims dated August 29, 2017 and September 13, 2017. The motion carried with a 7-0 voice vote.
 
             
E.   Meeting Agenda Approval
Moved by Council Member Herman, seconded by Council Member Fitzgibbons to approve the Meeting Agenda, with the following change:
  • Moving agenda item N. Reports before item M.1 Executive Session.
The motion carried with a 7-0 voice vote.
 
             
F.   Special Presentations  
             
1.   Recognition of City Employees - Clint Wilhite and Mary Sanders  
  Carla Reece, Public Safety Communication Manager, reported that the Arizona Chapter of the Association of Public Safety Communications Officials / National Emergency Number Association hosts an awards program each year.  It is an extremely competitive process and Casa Grande is proud to have two employees recognized.  There are 139 Public Safety Answering Points (PSAPs) in Arizona, so to have two finalists definitely gives Casa Grande bragging rights.  The department has set a goal next year though, to unseat Tucson Fire, who finished first in two of the awards categories this year.

Clint Wilhite was named Runner-up for the Arizona chapter of APCO-NENA -Telecommunicator of the Year award (he finished 1 point behind the winner).  Clint was nominated based on his focus on fire fighter and police officer safety, citizen services, his high level of service not only in the arena of his Public Safety Dispatcher role, but also his initiative and willingness to volunteer service in other support areas for Police, Fire, and Communications.
 
Mary Sanders was recognized for her nomination as Arizona APCO-NENA Line Supervisor of the Year.  Her nomination was based on her inspiration and leadership, her high levels of customer service, and her dedication to improving emergency services for the community of Casa Grande.
             
G.   Consent Agenda
All items listed with an asterisk (*) are considered routine matters and will be enacted by one motion and one roll call vote of the Council. There will be no separate discussion of these items unless a Council Member or member of the public so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence of the agenda.
 
  Moved by Council Member Matthew Herman, seconded by Council Member Mary Kortsen to approve Agenda items G1 - G3 on the Consent Agenda,  and remove from the Consent Agenda item G.4.  The following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
             
  *G.1   
Final Adoption of Ordinance No. 3037
Accepting a Bid from Caterpillar, Inc. for the Purchase of a 2017 Caterpillar Water Carrier and a 2017 Water Tower

 
  By a 7-0 roll call vote under the Consent Agenda, Council passed and adopted Ordinance No. 3037, accepting a Bid From Caterpillar, Inc. for the Purchase of a 2017 Caterpillar Water Carrier and a 2017 Water Tower; Authorizing the Expenditure of Public Funds in an Amount Not to Exceed $461,918.00; and Authorizing Execution of a Contract with, or Purchase Order to, Caterpillar, Inc.
             
  *G.2   
Consider Resolution No. 2825.187.2
Approving a Re-Subdivision of Parcel 3 of Mission Plaza at Mission Royale through an Amendment to the Final Plat

 
  Paul Tice, Planning & Development Director recommended in his Council routing form that The Planning & Zoning Commission conditionally approved the Preliminary Plat for this re-subdivision at its June 1, 2017 meeting.  The conditions have since been addressed; therefore, staff recommends that City Council approve the Final Plat for this re-subdivision (See Exhibit 2, Preliminary Plat; and Exhibit 3, Planning & Zoning Minutes).    

Arizona Water Company has purchased a 4.73-acre portion of Parcel 3 of Mission Plaza at Mission Royale from Florence Blvd & I-10, LLC.  The remaining portion of Parcel 3 is 9.19 acres located south of Sam's Club within the commercial land use area of the Mission Royale Planned Area Development (PAD).  The re-subdivision would create a new 4.73-acre lot known as Parcel 3 to be developed as a water treatment facility. This abuts an existing un-platted Arizona Water Company well facility site currently accessed off of Santiago Trail.  The 9.19-acre remnant, would now be known as Parcel 8, reserved for future commercial development.  The plat vacates a 25 Ft.-wide unused sewer easement that abuts the residential portion of Mission Royale.   This is of benefit because this area can now be used to fulfill a requirement of the PAD to provide 25 ft. landscape buffer between the residential and commercial land uses. An access easement would also be established with the plat to ensure access to the water facility parcel through the future commercial parcel so that traffic to water facility through the residential neighborhood is minimized.   The un-platted well facility is soon to be platted as well, but it will be a separate submittal process at the request of Arizona Water Company.    A Minor Site Plan for the water treatment facility has already been approved alongside the Preliminary Plat by the Planning and Zoning Commission.

By a 7-0 roll call voice vote under the Consent Agenda, Council passed and adopted Resolution No. 2825.187.2, approving a Re-Subdivision of Parcel 3 of Mission Plaza at Mission Royale through an Amendment to the Final Plat
 
             
  *G.3   
Consider Ordinance No. 3038
Conditionally Accepting Dedication of Public Right-Of-Ways and Easements for Utilities for the Community Recreational Center Project from the Carlotta S. Gilbert Revocable Trust, the Guylotta Limited Partnership, and The Guy & Carlotta S. Gilbert Revocable Inter-Vivos Trust

 
  Paul Tice, Planning & Development Director recommended in his Council routing form that the Mayor and City Council approve the ROW dedication.  Please refer to Exhibits "A" and "B".

The City of Casa Grande is proposing to construct a Community Recreational Center at 1900 N. Peart Rd.  City Code Section 15.32.060A requires that a new development which creates an increase in traffic volume dedicate ROW and make appropriate half-street improvements in cases where the existing street ROW and improvements do not meet City Standards.  In this case, the right of way dedication will consist of half-street ROW of seventy (70') feet along the western part of Peart Rd. from Kortsen Rd. south to O'Neil Dr. and the half-street ROW of forty (40') feet along the north half of O'Neil Dr. from Peart Rd. west to Colorado St.  A portion of this right of way is currently part of the site upon which the recreational center is proposed to be constructed as the eastern property line for the recreation center site runs to the middle of Peart Rd.  The remainder of the Peart Rd. right of way as well as all of the O'Neil Dr. right of way is being dedicated by the Gilbert family.  This additional Peart Rd. right of way both north and south of the recreational center site may be needed to accommodate the street improvements associated with the recreational center access as determined by the Traffic Impact Analysis.

By a 7-0 roll call voice vote under the Consent Agenda, Council passed and adopted Ordinance No. 3038, Conditionally Accepting Dedication of Public Right-Of-Ways and Easements for Utilities for the Community Recreational Center Project from The Carlotta S. Gilbert Revocable Trust, The Guylotta Limited Partnership, and The Guy & Carlotta S. Gilbert Revocable Inter-Vivos Trust; and Authorizing Dedication of Public Right-of-Ways and Easements for Utilities from the City of Casa Grande
 
             
  *G.4   
Appointment of Council Member Donna McBride to the City of Casa Grande’s Health Care Benefits Board of Trustees

 
  Mayor McFarland recommends that Council appoint Council Member Donna McBride to the City of Casa Grande’s Health Care Benefits Board of Trustees with a term to extend through September 18, 2020

Mayor and Council Adopted Ordinance No. 1397.02.14 with an Emergency Clause on June 5, 2017, and Resolution No. 5049 on June 19, 2017, approving the City of Casa Grande Health Care Benefits Trust.
As per the Ordinance, City Manager Larry Rains appointed the following members of the public as Trustees:  Rona Curphy, Hayden "Mike" Henderson, and Tanya Haney. 

Their terms are listed as follows:

Rona Curphy September 18, 2020
Tanya Haney September 18, 2019
Mike Henderson September 18, 2018
 
Celina Morris, the City’s Finance Director, will serve as an ex officio status with full trustee privileges.  Dawn Jett, the City’s Human Resources Director shall serve as a non-voting ex officio member of the Board.
  Moved by Council Member Mary Kortsen, seconded by Council Member Lisa Fitzgibbons to appoint Donna McBride to the Board of the City of Casa Grande’s Health Care Benefits Board of Trustees
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Council Member Kortsen noted that City Manager Rains appointed Rona Curphy, Hayden "Mike" Henderson, and Tanya Haney to serve on the Health Care Benefits Board of Trustees.  Additionally, Celina Morris, the City’s Finance Director, will serve as an ex officio status with full trustee privileges.  Dawn Jett, the City’s Human Resources Director will serve as a non-voting ex officio member of the Board.  She expressed her appreciation to these individuals and Council Member McBride for agreeing to serve on the Health Care Benefits Board of Trustees.
             
H.   Public Comments  
  Rich Haapla, 12443 S. 36th Street, Phoenix, expressed his appreciation to Council for the presentation on Meet and Confer.  He voiced his support for Meet and Confer.

Tony Salcido, 1496 N. LaMer Circle, Casa Grande, stated he appreciated the presentation on Meet and Confer.  He noted that working with employees will require a process - a good process.  The Elementary School Board just passed a Meet and Confer process.  However, they missed an element in their Meet and Confer process which was the bypass of their superintendent.  Many professionals do not encourage the bypass of the manager/superintendent of the organization.  He recommend that Council do not bypass the Manager, because he is the stability of the organization.

Harold Vangilder, 1641 E. Christina Street, Casa Grande, stated that after hearing the presentation on Meet and Confer during the study session, he now opposes an MOU with a union.  He voiced that everyone has the right to negotiation.  However, he believes that having the right to associate does not mean Council needs to support a Meet and Confer process. Unions are about two things - members' roles and dues.  The people voted Council to their seats - not the union. 
             
I.   Award of Contracts  
             
  I.1   
Consider Ordinance No. 3039
Accepting a Bid from Action Direct, LLC Dba Redpoint Contracting to Provide the Construction of Stormwater Collection Ditches/Channels

 
  Kevin Louis, Public Works Director, stated that Staff recommends the Mayor and City Council authorize the City Manager to execute a contract with Action Direct LLC dba RedPoint Contracting  for the construction of Casa Grande Landfill Drainage Improvements Phase I in an amount of $306,061 for base bid and, a 10% contingency of $30,606 for a total budget amount not to exceed $336,667.  

The stormwater from the landfill west cell needs to be collected by stormwater collection ditches/channels along existing berms and conveyed to an existing retention basin via pipes that will cross over an existing irrigation canal owned and operated by the Bureau of Indian Affairs (BIA) and San Carlos Irrigation Project (SCIP). This will comply with the Solid Waste Facility Plan Volume III  for the landfill which was last updated in 2003.
 
In June of 2016, the City Council awarded a contract to Sunrise Engineering, Inc. for professional engineering design services for the City’s Landfill West Cell Perimeter Berm and Drainage Ditch Project Improvements. The final design divided the projects into three Phases. Phase I covers the storm drainage pipes crossing across an irrigation canal owned by the Bureau of Indian Affairs (BIA) San Carlos Irrigation Project and operated by San Carlos Irrigation District. Phase II and Phase III cover the collection channels, down drains and other drainage improvements. The design of Landfill Drainage Improvements was completed and Phase I of the project was advertised for public bidding.
 
On August 22, 2017, the City received five (5) bids from contractors for Casa Grande Landfill Drainage Improvements Phase I.  Other phases of the project will be construction in the future secured by public bidding or the use in-house services. Staff recommends moving forward with Phase I of this project. The received bids for Phase I of this project range from $306,061 to $1,000,901 with the engineer’s estimate of $256,366.  After a detailed review of the bidding documents, staff recommends moving forward with the lowest responsive and responsible bidder, Action Direct LLC dba RedPoint Contracting. Staff is also requesting an owner’s contingency of 10% or $30,606 be authorized as part of this request.  Contingency expenditures would only happen after City Engineer’s authorization.

Discussion:

Replying to Council Member Herman, Director Louis stated that every landfill must have a drainage plan in place.  The City has an unlined permit which requires higher standards.

In response to Council Member Powell, Director Louis conveyed that the pipes will be above ground along the irrigation cannel.

City Clerk Leija read by title only Ordinance No. 3039, accepting a bid from Action Direct, LLC Dba Redpoint Contracting to provide the construction of stormwater collection ditches/channels.
  Moved by Council Member Lisa Fitzgibbons, seconded by Council Member Matthew Herman to approve Ordinance No. 3039, and the following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Ordinance No. 3039 passed to a second reading.       
             
  I.2   
Consider Resolution No. 5070
Accepting a Bid from Shade `N Net of Arizona, Inc. for the Purchase of a Shade Structure

 
  Kevin Louis, Public Works Director, recommended the Mayor and City Council authorize the City Manager to execute a Purchase Order to Shade-n-Net of Phoenix, AZ in an amount not to exceed $43,859.57 for the purchase and installation of a shade structure to be installed at the North Operations Center. 

This project will provide for the installation of a 50’ x 61’ fabricated cloth shade structure to be erected over the tire changing and vehicle maintenance area located at the North Operation Center. This will provide staff shelter and protection from sun and harsh weather when changing truck tires and completing required operator maintenance on heavy trucks and equipment.
 
This purchase is to be made through cooperative use of the Mohave cooperative contract (#16D-Shade-0401) for shade structures. In addition to the installation of the shade structure the high density polyethylene shade fabric offers both sun and hail protection due to its stabilized property. The cloth has been designed for durability in the most intense summer heat, and blocks up to 99% of harmful UV rays. The contract also provides warranty of 8 years for cloth, 5 years for powder steel coating, and a 20 years for galvanized manufacture warranty. 

City Clerk Leija read by title only Resolution No. 5072, accepting a bid from Shade `N Net of Arizona, Inc. for the purchase of a shade structure; authorizing the expenditure of public funds in an amount not to exceed $43,859.57; and authorizing execution of a contract with, or purchase order to, Shade `N Net of Arizona, Inc.
  Moved by Mayor Pro Tempore Ralph Varela, seconded by Council Member Mary Kortsen to approve Resolution No. 5072.  The following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Resolution No. 5072 pass and adopted.
             
  I.3   
Consider Ordinance No. 3040
Accepting a Bid from AZ Wastewater Industries, Inc. for the Purchase of a Street Sweeper

 
  Kevin Louis, Public Works Director, recommended that the Mayor and Council approve the expenditure of funds for one (1) 2018 Global M4 HSD Mechanical Street Sweeper from AZ Wastewater Industries, Inc. in an amount not to exceed $269,762.

If approved, staff is requesting authorization to purchase this street sweeper using the Houston-Galveston Area Council of Governments (HGAC) Contract Number SW04-16. This is a replacement sweeper for unit 678, a 2010 Broom Bear with 9,100 hours and experienced 28 days out of service during this past year.  The hopper floor is extremely rusty and worn. This unit is scheduled for replacement this year and has met all established replacement criteria.  The old unit 678 will be traded in on this purchase for $27,000 and is already reflected in the purchase price.
 
Our current sweeping program provides for all streets to be edge swept on a monthly rotation based on published schedule.  The only time we vary from that schedule is during storm clean ups.  All arterials are swept as needed or monthly at a minimum.  The downtown area and Florence Blvd. are swept on a weekly basis.  This aggressive sweeping program helps with our air quality as well as reducing wear and tear on our streets.

Discussion:

Responding to Council Member Herman, Director Louis reported that the City has three front line sweepers and one backup.  The proposed new sweeper will be the City's second Global unit.  Public Works really likes the performance of the Global units, which will probably be the preferred unit for the City until the invention of a  better sweeper.

City Clerk Leija, read by title only Ordinance No. 3040, accepting a bid from AZ Wastewater Industries, Inc. for the purchase of a street sweeper; authorizing the expenditure of public funds in an amount not to exceed $269,762.00; and authorizing execution of a contract with, or purchase order to, Global Environmental Products, Inc.
  Moved by Council Member Lisa Fitzgibbons, seconded by Council Member Mary Kortsen to adopt Ordinance No. 3040, and the following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Ordinance No. 3040 passed to a second reading.
             
  I.4   
Consider Ordinance No. 3041
Accepting the Sole Source Provider Offer from Empire Southwest, LLC to Provide Services to Rebuild the Street Division’s Loader

 
  Kevin Louis, Public Works Director, recommended the Mayor and City Council authorize an agreement with Empire Southwest to rebuild a 1998 Caterpillar 938 Loader at a cost not to exceed $108,668.    
 
The Caterpillar 938G Loader is a primary piece of equipment used by the Street Division for maintenance operations and new construction projects. It is used in conjunction with our asphalt milling machine for new paving projects, loading new construction material as well as demolishing and loading of waste material. The Loader has logged over 6,876 hours of operation, with over $6,000 in repairs this year alone.  This Loader meets all replacement policy criteria with age, hours and maintenance cost increases.

Staff evaluated replacement with new vs a rebuild option.  The cost of a new loader is $230,000.  The estimated cost of the rebuild is $109,000.  As with past rebuilds, we will not know the total cost until the contractor has the equipment stripped down to the frame that will allow the full inspection of condition.  To date, all passed rebuild actual costs have come in less than estimated due to the conservative cost estimating process used.

If authorized to move forward with this rebuild, Empire will perform the certified rebuild process that will include a new power train, hydraulics and cab.  The process to complete the project is estimated at 2-months.  The cost of a rental unit during this time has been included in the estimate and Empire has agreed to cover the cost of rental if it takes longer to complete.  It is projected this second life unit could provide up to 10,000 hours of service with proper preventative maintenance.  The unit will also come with a one year warranty.

Discussion:

Council Members Powell and Herman expressed their appreciation to staff for seeking the opportunity to rebuild heavy equipment, which is saving the City a lot of money.

Responding to Council Member McBride, Director Louis stated that the cost to rebuild the loader is coming only from the streets department.  However, if the loader is used by another department, then that department is charged for the usage.

City Clerk Leija read by title only Ordinance No. 3041, accepting the Sole Source Provider Offer from Empire Southwest, LLC to provide services to rebuild the street division’s loader; authorizing expenditure of public funds in an amount not to exceed $108,668.00; and authorizing the execution of a contract.
  Moved by Council Member Matthew Herman, seconded by Council Member Dick Powell to approve Ordinance No. 3041 The following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Ordinance No. 3041 passed to a second reading.
             
  I.5   
Consider Ordinance No. 3042
Accepting the Sole Source Provider Offer from Empire Southwest, LLC to Provide Services to Rebuild the Street Division’s Grader

 
  Kevin Louis, Public Works Director, recommended the Mayor and City Council authorize an agreement with Empire Southwest to rebuild a Caterpillar 140H Grader at a cost not to exceed $170,976.

The Caterpillar 140H Grader is a primary piece of equipment used by the Street Division for maintaining 64 lane miles of unpaved roads, roadside drainage maintenance, street construction projects, grading of City owned properties and maintaining the Rodeo grounds for special events. Unit 660 was purchased new in 2007 and has logged over 9,500 hours of operation to date and meets all replacement criteria.  This determination is consistent with the manufacturer’s recommended “first life” of the equipment.

The recommendation to rebuild the existing Grader versus purchasing a new unit was based on cost. The estimated cost for a new Caterpillar 140M3 Grader is $340,000. This includes a National IPA discount, and a 10% contingency for potential price adjustment. The selected alternative of rebuilding the existing Grader to provide a “second life” is estimated to cost $170,976. The certified rebuild is projected to provide an additional 10,000 hours of operation. The certified rebuild comes with a one year warranty.  As with our previous rebuild projects, the actual cost of the certified rebuild will not be determined until Empire Southwest disassembles the Grader and assesses what parts can be reused.  The requested expenditure authority includes a ten percent contingency to cover costs in the event the majority of parts need replacement. The request also includes a two month rental fee for a replacement Grader to use while the city’s unit is being rebuilt. Empire Southwest has agreed to cover any rental cost beyond the two month project period if needed.
 
If approved, this will be our second Grader rebuild project.  Unit 657 was rebuilt in 2016 and performing well.

Discussion:

Council Member Fitzgibbons asked if the savings from this project will be put back into the CIP for redistribution.

Replying to Council Member Fitzgibbons, Director Louis stated the money being used for this equipment is coming from HURF monies, which can only be used for streets purposes.

City Clerk Leija read by title only Ordinance No, 3042, accepting the sole source provider offer from Empire Southwest, LLC to provide services to rebuild the street division’s grader; authorizing expenditure of public funds in an amount not to exceed $170,976.00; and authorizing the execution of a contract.
  Moved by Council Member Mary Kortsen, seconded by Council Member Donna McBride to approve Ordinance No. 3042. The following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Ordinance No. 3042 passed to a second reading.
             
J.   Boards & Commissions  
             
K.   Ordinances, Resolutions, and Other matters or Subjects Requiring Action by the Council  
             
  K.1   
Consider Resolution No. 2825.200
Approving the Final Plat for PhoenixMart - Phase 1

 
  Paul Tice, Planning & Development Director, review the below information.

The Planning and Zoning Commission conditionally approved the revised Preliminary Plat (DSA-17-00034) for this item on April 6, 2017.Since the time of that conditional approval, the conditions have been addressed on the Preliminary Plat, and it has received final approval.  For the Final Plat consideration, the applicant intends to plat only a portion of the lots and streets approved within the Preliminary Plat on the Final Plat.  The Final Plat reflects the lot for the PhoenixMart sourcing center, a lot for ED-2 power substation, and a lot for the Arizona Water Company's water campus.  Tracts for well sites, and various other tracts, easements and rights of way are also reflected on the Final Plat.   Those lots not reflected on this Final Plat but on the Preliminary Plat will be subject to separate Final Plat consideration at a later time. Staff, therefore, recommends that City Council approve the Final Plat, DSA-14-00219, with the stipulation that the technical corrections of  utility and drainage reports are modified to the satisfaction of City Engineering prior the recordation of the Final Plat. Also prior to plat recordation, the Traffic Impact Analysis (TIA) must be approved by Arizona Department of Transportation and City Engineering. The TIA will cover what traffic impact and the required modifications to the roadway network are required based on the impact generated from the planned uses on the lots upon Final Plat and shown upon the land use plan within PhoenixMart (NALTEC)'s Planned Area Development.    

The NALTEC (PhoenixMart) PAD is 585 acres.  The platting of this first phase, is necessary because one of the lots being established by this plat is the 130-acre parcel where the primary PhoenixMart sourcing center sits.   As a condition of the building's approved Major Site Plan,  PhoenixMart shall not receive a certificate of occupancy until a Final Plat is recorded. This  Final Plat also dedicates rights of way and easements, which are essential for the instillation of water and sewer infrastructure to the site. Furthermore, the PAD itself requires subdivision plats for developing property within the PAD. As the PAD develops, additional plats will be processed for later phases.

Of  the three lots proposed for Phase 1, Lot 1 is the lot upon which the  PhoenixMart sourcing center is located, Lot 2 is for future water campus for AZ Water Company, and Lot 3 is for an ED-2 electrical substation.  The Final Landscape Plan associated with this Final Plat has already been approved by staff.

As a companion to the Final Plat, public improvement plans for the streets and utility infrastructure improvements needed to support this subdivision have been submitted for City review and approval. Prior to recordation of the Final Plat the applicant will be required to submit a cost estimate for construction of all required subdivision improvements and to post an acceptable financial security for same.  Once the public improvements are installed and inspected to the satisfaction of Public Works, the financial security can be released. Some of the street rights of ways are being platted  to accommodate  the installation of water and sewer mains and are not needed to support traffic generated by this development. For this reason  improvement of the following portions of rights of way will be deferred until the time that the land adjacent to the right of way is either platted or developed:  
 
Toltec Buttes from the north leg of Phoenix Mart Loop north to Cottonwood Ln.
Cottonwood Ln from Evans Rd. to Toltec Buttes Rd. 
Evans Rd. from Cottonwood Ln. to Logistics Dr. 
Logistics Dr. from Evans Rd. to the western boundary of Lot 2. From western boundary of Lot 2 to Toltec Buttes, the ROW north of the centerline can be deferred. 
South of centerline of Casa Bonita Rd. parallel to Lot 2.

Some of these roadways will be constructed to allow for emergency access where necessary.

Additionally,  tracts for PUE's, sidewalk, and landscaping parallel to the newly identified rights of way listed above. Will also be deferred until abutting platting or development occurs. 

One of the outstanding items is resolution of the Traffic Impact Analysis (TIA).  Recent design changes to access points along Florence Blvd (State Highway 287) have resulted in modifying the TIA, which also requires ADOT approval as Florence Blvd. is a state road.  Accordingly, the Final Plat shall not be recorded until ADOT and City Engineering has approved the modified TIA.  
  
There are also Final-Design water, waste water, and drainage reports associated with this Final Plat.  Primarily the reports analyze the utility infrastructure within the area being platted, but there is also analysis with regard to how these utilities will be extended to the larger 585-acre PAD.  Because of this, any modifications to these reports as a result of technical corrections will require be modified to the satisfaction of City Engineering prior to Final Plat approval.

Discussion:

Responding to Council Member Herman, Director Tice stated that the final plat requires posting of a financial assurance to guarantee the construction of the required subdivision improvements; e.g., roads, sewer mains, etc.  Once the final plat is recorded, the developers have three years in which to construct the subdivision improvements.  Therefore, the financial assurance is good for three years, under the proposed Resolution. The City has 18 months to construct the offsite sewer line that the City will be extending, and AZ Sourcing has 24 months to develop their offsite sewer extension. The opening of the PhoenixMart is expected within 24 months.

In response to Council Member Powell, Director Tice stated that this plat only has three lots and is below the threshold required to have a certificate of assured water supply.  However, under the water service agreement with Arizona Water, they are required to develop some new ground water sources.

Council Member Fitzgibbons asked for clarification on the traffic analysis required for this plat.

Responding to Council Member Fitzgibbons, Director Tice stated that the PAD for the Phoenix Mart which includes 585 acres, has a number of street connections to Florence Blvd and Cottonwood Lane to disburse the traffic.  The proposed plat is only building one connection point, which is Florence Blvd.  Staff needed to know that the intersection of Toltec Butts and Florence Blvd. could handle the traffic without the other connections, which was provided through the traffic impact study.

Council Member Powell voiced that he  believes that the technical corrections and conditions that were introduced by Member Henderson were excellent and address his concerns.

Mayor McFarland voiced that he is very happy to see this project moving forward.


City Clerk Leija, read by title only Resolution No. 2825.200, approving the Final Plat for PhoenixMart - Phase 1; Requiring the Provision of a Financial Guarantee or Withholding of Recordation to Secure the Satisfactory Construction, Installation and Dedication of Required Improvements; Establishing a Deadline for Required Improvements to be Completed; and Authorizing Execution by the City Manager of Supporting Documents.
  Moved by Council Member Dick Powell, seconded by Council Member Mary Kortsen to approve Resolution No. 2825.200. The following roll call vote was recorded:
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Resolution No. 2825.00 passed and adopted.
             
L.   Public Meetings, Public Hearings, Open Record Reviews, and Closed Record Reviews  
             
  L.1   
Public Hearing and Consider Resolution No. 5071
Adopting the 2016 Consolidated Annual Performance Evaluation Report (CAPER)

 
  Leila Demaree, Community Development Manager, recommended that Council and Mayor approve the 2016 Consolidated Annual Performance Evaluation Report (CAPER), and reviewed the below information.

The City of Casa Grande had prepared the 2016 CAPER report as required by federal regulations.  The report details project accomplishments as well as expenditures throughout the period of July 1, 2016 through June 30, 2017, for the Community Development Block Grant (CDBG) Program.  The purpose of the report is to measure to what extent the jurisdictions are meeting priority needs, goals and strategies as outlined in the 2015-2019 Consolidated Plan.

The report is due to HUD on September 25, 2017. A 15-day public comment period on the report began on Friday, September 1st and ran through Saturday, September 15th. A copy of the CAPER was posted online and a hard copy is also available at the Community Development Division office to give the public an opportunity to comment on the CAPER. 

At this time, Mayor McFarland declared a public hearing of the 2016 Consolidated Annual Performance Evaluation Report (CAPER).  There being no comments, Mayor McFarland declared the public hearing closed.

City Clerk Leija, read by title only Resolution No. 5071, adopting the 2016 Consolidated Annual Performance Evaluation Report (CAPER).
  Moved by Council Member Lisa Fitzgibbons, seconded by Mayor Pro Tempore Ralph Varela to approve Resolution No. 5071
 
AYE: Council Member Donna McBride
  Council Member Lisa Fitzgibbons
  Council Member Matthew Herman
  Council Member Mary Kortsen
  Council Member Dick Powell
  Mayor Pro Tempore Ralph Varela
  Mayor Craig McFarland
  Mayor McFarland declared Resolution No. 5071, passed and adopted.
             
M.   Executive Session  
             
  M.1    A.R.S. §38-431.03.
 
Upon a public majority vote of the members constituting a quorum, a public body may hold an executive session but only for the following purposes:
 
3.  Discussion or consultation for legal advice with the city attorney or attorneys of the public body.
4.  Discussion or consultation with the attorneys of the public body in order to consider its position and instruct its attorneys regarding the public body's position regarding contracts that are the subject of negotiations, in pending or contemplated litigation or in settlement discussions conducted in order to avoid or resolve litigation.
 
Discussion and Consultation Regarding a Proposed Amendment to the Development Agreement with Santa Cruz Crossing

Moved by Council Member Kortsen, seconded by Council Member Fitzgibbons to hold an executive session as requested above. The motion carried with a 7-0 voice vote.

 
 
             
N.   Reports  
  Mayor and Council Members participated in offering the below comments/reports:

Council Member McBride
  • She encouraged the community to get updates on the Propositions 416 & 417, relating to new roads and freeways throughout Pinal County which will be heard on Wednesday, September 20, 2017.
  • Reported that Marge Jantz was able to get a historic "Dairy Queen" sign donated to the community.
Council Member Herman
  • He attended the POW/MIA event.  He recognized the JROTC for participating in the event.
  • Reported that the Silent Witness-Anti Crime Night event will be held on Tuesday, September 26, 2017, 5:30 p.m. - 8:30 p.m., at Villago High School.  The City's Picnic and Oktoberfest events will be held on October 13, 2017.  The Rotary Club will hold their raffle event on October 1, 2017, at the J. Warren Garden event center, which includes entrance, snacks and a raffle entry ticket for $40.00.  The dedication of the mural painted by Erica Herman at Palo Verde School will be held on Wednesday, October 20, 2017, at 8:20 a.m.
Council Member Powell
  • Recognized Deputy Chief Reggie Winston for receiving the Doeg Nelson Supervisor of the Year Award, by the Arizona Black Law Enforcement Employees.  Deputy Police Chief Regional Winston has been with the City for 21 years.
  • He attended the Town Hall event and participated in a session on building relationships between the Mayor and Council.  Many of the speakers conveyed that building good relationships between the Mayor and Council Members involves having individual monthly one hour meetings with the Mayor.  The monthly hourly meetings are also encouraged with the City Manager.  He suggested that this process be used for City.
Mayor Pro Tempore Varela
  • Also recognized Deputy Chief Reggie Winston for receiving the Doeg Nelson Supervisor of the Year Award.  He noted that Deputy Chief Reggie Winston is a good communicator that has the ability to calm people.
  • Thanked Staff for assisting the coordination of the POW event.
Council Member Kortsen
  • Reported that the City is moving forward with the Economic Development Plan.  She is pleased that the consultant wants to engage the Council in the development of the Economic Development Plan.
Council Member Fitzgibbons
  • She attended the Boys and Girls Clubs' Annual Fundraising Dinner. Expressed her appreciation to the Boys & Girls Club and other nonprofit organizations for the working with the youth and providing scholarships.
  • Expressed her appreciation to City Manager Rains, City Attorney Wallace, and staff for providing informative study sessions, which also gives an opportunity for the City to project the transparency to the community. 
Mayor McFarland
  • Conveyed that he also attended the POW/MIA event, which was a great event.
  • He reported that the Pinal Regional Transportation Authority (RTA) presentation will be held on September 20, 2017, 5:30 p.m., at City Hall. The Meal on Wheels fundraising event will start September 22, 2017, with breakfast meals being sold.
  • Recognized Mayor Pro Tempore Varela for receiving Los D-Backs Hispanic Leadership Award from Cox Communication.
             
O.   Adjournment
Moved by Council Member Fitzgibbons, seconded by Mayor Pro Tempore Varela, to adjourn the meeting at 8:15 p.m. The motion carried with 7-0 voice vote.
 
  ________________________
Craig H. McFarland
Mayor
ATTEST:


 
 
___________________________
Gloria Leija, MMC
City Clerk
 

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 Casa Grande, Arizona held on the 18th day of September, 2017. I further certify that the meeting was duly called and held and that a quorum was present.

Dated this 2nd day of October, 2017



_______________________________
Gloria Leija, MMC
City Clerk

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