Town Council - Regular Meeting

But this was uh arrogantly dismissed and ignored. Other questions were clearly avoided. No plan to mitigate, no traffic study, no explanations to protect, only the promise of feasibility studies yet to be completed or made available. Project Renews was presented as a solution. So I did a bit of additional research and came up with the following points of interest. Project Renews will rely on a significant amount of water from the central Arizona project cap. Approximately 40% of Arizona's total water supply comes from this aqueduct. The massive reservoir behind the Hoover Damp, Lake Meade, created by the Colorado River, which supplies CAP, is now only about 33% full. At the end of 2027, both Lake Me and Lake Pal will be below another 9% of their total capacity. According to the Colorado River Pact of 2022, Arizona receives the last allocation of seven states for drawing water from CAP. Supply was decreased by 18% in 25 and 2026. As estimated by the end of this year, uh the allocation will decreased to 27% in total, almost 30%. Lake me's height is 1,56 ft above the floor of the lake. If this falls below 896 ft, the Hoover Dam will cease to function. No cap water, no hydroelectric power. 70% of Arizona's water supply comes from CAP. Uh the data regarding the future uh of sufficient allocation of water is both speculative and questionable. Therefore, to put this in perspective, a 22 2022 HUD bay preliminary economic assessment projected that mineral extraction would require 8.4 million gallons of water per day. This equals 9,49.2 acre feet of water per year or 3 billion gallons. Project RNUS was designed to uh allow significant recharge to 7,000 acre

feet per year. This means there's a shortage of 2,400 acre feet. That's over 782 million gallons per year. I did learn one thing at the presentation. We cannot place much faith in Project Renew as a solution. Furthermore, only 3.3 miles of the 9.9 miles uh of the project uh construction has been completed. Project Renew is woefully inadequate. Uh data presented tells us three things. It is mathematically impossible for project renews to supply or replace the water. This community will face a severe water crisis in just under four years. And Hud Bay Minerals avoids the truth and is deceitful. So I have to ask the town uh what's plan B for us to get adequate water supply. We need to start thinking about this. Uh is there a plan B? Uh or do we just wait for this crisis to unfold? Uh this is growing short. Time is growing short. and water supply is of a great concern. So, um I think we need to really give some thought to this. Um you know, if we don't get any planning, we're truly all going to learn what it means to live in the desert. So, thank you for your time.

Appreciate it. Uh that's all the speaker cards I had. So, I'll close the call public. And now we come to item number six, which is a council brief summary of current events. Council member Lidle. Nothing. Debbie? No. Kim? Um um Liz couldn't be here tonight and she wanted me to remind everybody that on the town cleanup is going to be May second. Is your mic on? Oh, could you just or maybe close or get closer to Sorry. There you go.

Um Liz couldn't be here tonight, so she asked me to remind everybody that the cleanup for the town is on Saturday, May 2nd, and um meeting over at the community center at um 8:00 a.m. So hopefully there'll be a good turnout like it has been in the past. Uh, also, um, Council Member Morales and I will be doing another coffee with council on Friday, April 24th. And as Rich mentioned, um, on Friday at Quel Creek, we had Hud Bay come and speak with sort of out of another coffee with council that council member Lidle and Morales and I did back in February. And we had so many questions about Hudbay, we figured we'd bring Hudbay and they can go to the source and ask their questions. So, we had about 130 people in attendance. Nice. So, thank you.

And um you didn't mention where the one on the 24th is. Oh, sorry. It's going to be at Quail Creek at the Madera um coffee pot. Come for coffee in the gold room. Okay. Thank you. 9 to 10 o'clock. 9 to 10. Thanks, Council Member Polo.

Yes. So, I want to encourage everybody to show up for the town cleanup on May 2nd. I am signed up. It starts at 8:00 in the morning. last town cleanup we had 120 people. Uh the the hope is to meet that if not exceed it to put on your best spirit and and and come and let's make Zaharita more beautiful than it already is. The other thing was I was present during uh this uh presentation that community water did and also CAP. Uh this room was filled with people learning from community water and from CAP about the state of our aquafur and the situation with CAP through their eyes. It was uh very well done and I appreciated it very much. And there was one more thing but right now it's gone out of my head. Oh yeah. going to um Phoenix on Thursday with Luke, our management analyst, and we'll be meeting with legislators. I'll be going as your legislative ambassador to view the Arizona legislature in action and also to meet with some of our elected officials, our rep, our senators and representatives. So, I'm very much looking forward to that.

Thank you, Dr. Gillespie.

Um, thanks. Um, well, I had a busy couple weeks. I'll hit on. Thank you for touching on Liz. That takes one off my list. I appreciate that. Uh, Sunday, uh, Saturday the March 28th, uh, thanks to Rancher Resort and all the volunteers, they had the Real A for Life event, uh, for eradicating cancer. That's been going on for a number of years. Um, over there, we had a nice turnout. Uh, Pat Howard, um, she's not doing well, but she was kind of the inspiration for it. So, um, everybody kind of remembered her and said a prayer for her, um, as, uh, she's not doing all that well, but thanks to her for really starting that years ago. Uh, Victor and I attended, um, the UVA San Javier underground mine laboratory, which is west of us. Um, they had over about 300 engineering students from five different countries doing this mining Olympics. So, it was kind of a throwback to um sawing the the the big lumber to put under the the mining tracks and the cars and um and you could tell a lot of folks weren't from Arizona and it was really hot uh that day. Um but everybody kept them really hydrated. And then they had an awards ceremony at um the U of A stadium um on Friday and it was interesting. and we had people from England and Australia and Germany and the US. So it was a really it was the 48th anniversary uh for this event and it was in tribute to a mining accident 48 years ago. So they've done this as kind of a traditional thing. Um so that was really wonderful. Um, also I know some of us attended the ADOT stakeholder listening tour um, talking about ADOT and their funding and their issues which they're going to be going around to various parts of the state uh, listening and seeing what the priorities are for the different communities. So I found that very interesting. Um, congratulate our own Salarita Rotary. They celebrated

their fourth anniversary. So they had a little dinner uh, for that. That was fun. Um again a shout out as a couple people mentioned to Arturo Gabaldon from community water. He was really I think the inspiration and kind of managed getting all these people here from the Salita water company from CAP uh from the Green Valley Duid um all of the above. So I I did find it fascinating. Um a bunch of us attended the Morirana state of the town. So I thought that was really wonderful. They did a great job. um and also attended the Sarita Food Bank graduated eight welding students um which was really and they I think they have 14 in the next class and of the two classes previous to that they have a 90% uh rate of um actually getting the folks jobs somewhere between 25 30 $32 an hour. So, it was really wonderful to see some of these people in a transition of their life and um all the way from high school students to parents that um kind of re-evaluating, you know, what they're making and what they can do for their uh future. And also yesterday, uh shout out to the Sanorita Firecore. Um, I've been negligent about uh the battery check. Um, and also a lock box. And my mom's 94 right in my house. So, if there's an emergency, the chief and others are going to come through my security door and my wooden door and my frame um to get to her. So, I had Ron and Peter out to do the fire uh smoke alarm check. Um, three of mine were 24 years old and a few that I had bought not too long ago. But what you don't always realize is you got to check the date of the back when you buy it off of Home Depot. So, I thought it was 3 years old and it was um

2019 when it was manufactured. So, I had them all changed out um and then I had Ron come out, excuse me, John to install the lock box um at the front door. So, shout out chief to the fire corps and uh better for them to be climbing ladders than me um on there. So, it was a really um well worthwhile and now that you have the northern half, I would just um encourage everybody to take advantage of at least getting checked. Um hopefully they're not in the same situation that I was with 24y old smoke detectors. So, thanks again. Appreciate it. Uh, next is item number seven, which is the consent agenda. And I'll entertain a motion at this time.

I move to approve the consent agend agenda. Second. We have a motion and a second. All those in favor signify by I. I. Any opposed? Motion carries unanimously. Madame Clerk, item number 8A, discussion and possible adoption of ordinance number 2026 195 regarding criminal history, records, and fingerprinting. Thank you. And Chief Nolan, uh, our police chief will, I think, be leading this discussion. At least that's what I was told. Here I am. And here you are. Thank you. I appreciate that. Thank you.

And hang around because you have the next one, too. Yes. So, uh thank you. Uh what this uh ordinance will do if the council passes it is allow us to conduct uh a simple fingerprinting process that will help positively identify uh employees that we're seeking to hire perhaps employees that we currently have if they need to go through a higher background check or something of that nature. Um and it actually identifies that John Noland is in fact John Noland and not somebody else. So, uh, this is common throughout different areas of, uh, the state and really the US, but, um, it's I think I've communicated with the council here recently. Um, there's more than one John Nolan. There's more than one, uh, Thomas Bury, except

there's one in jail in Florida with my same birth date, and there's one in jail in Massachusetts where I grew up, uh, or was born. So, and we're happy there's not one here.

Yeah, I am. I am as well. uh so what this does is simply uh identify to a greater degree and it I would equate this is it's similar to uh processes that teachers go through right now if you go into banking you have to get fingerprinted if you go into coaching youth sports you have to get fingerprinted and it simply helps us say that John Nolan wasn't identified as somebody else correctly or incorrectly perhaps he gave a different name at an earlier date in time and it helps clarify who they exactly are and whether or not they have some type of possible criminal record. Yep.

So, this is what we're seeking to have done. And I'm not sure if you have specific questions. Any questions? And and I wasn't kidding because I have I was stationed in Florida with the Air Force. I was born in Massachusetts. And there are two other Thomas Edward Murphy's on the exact same birth date, year, day, and month. And I have to go through this process every single time because I get flagged and I'm like, I can't be here and being in jail in Florida simultaneously, but I still have to go to this advanced when I've coached. They don't all have the same Air Force number. No, they don't. So social and fingerprints were the two differentiators because when you do a quick check, I just get popped up, you know, from and the goal behind this is the quick check is actually a thorough check,

right? So, Yep. Thank you. Any questions? I do have one question. Yes. Uh chief, how long is that information kept? I mean, is it just as long as they're an employee or is so the information simply checks with a database and says um the John Nolinger checking uh clearly shows that there's no criminal record. It's not as if they retain the fingerprints um by way of constantly checking etc. We're checking against a database. So, yep. Any other questions? If not, I'll understand a motion of the Oh, go ahead. What What is What are we currently doing

with police department employees? We can fingerprint them. Uh law allows us to do that. This would go uh towards uh nonPD employees. So, if the town is hiring somebody that they want to have checked, uh they can do that. Now, um it'll allow us to have a process associated with those that control a lot of data or protected records, etc. So, it's really up to the town who they want to have fingerprinted. This simply allows us to do a noncriminal fingerprinting. Again, similar to the little league coaches and things of that nature. Yeah. Volunteers. Yes. Things like that.

Our our volunteers and police services, etc. Yes. I think the rangers probably get fingerprinted, I'm sure, too. I'm actually not 100% sure on that one. Okay. So, but we don't control those. Correct. Thank you. Any other questions? No. I'll entertain a motion at this time. Anybody so willing. I move to adopt ordinance 2026-195. I second. We have a motion and a second. Any further discussion? All those in favor signify by I. I. I. Any opposed? Motion carries. Thank you. Um item number 8B. Madam clerk, discussion and possible adoption of ordinance number 2026 196 regarding identification. Thank you. Return visit. Chief Null.

Thank you, mayor. Uh this ordinance will allow us to simply collect or request, and this is realistically what would happen, a date of birth when we have detained somebody. So, not trying to get into the policy wonk area, but when an officer has reasonable suspicion to detain somebody, they tell them they're not free to leave. And now they can ask their full name and date of birth. And this ordinance would require them to provide that full name and date of birth. Uh there is an ARS code that simply forgot to include the date of birth. Um,

so would you call this cleanup, for lack of a better term, in alignment with what other jurisdictions do? Ye. Yes. So, um, we would not be the first and realistically not the last jurisdiction uh, local jurisdiction to, uh, put an ordinance like this in place. And this is more about um, preventing misidentification as opposed to identification. So in case somebody's not aware of it, there is more than one John Nolan spelled the exact same way in Sawita, Arizona. I shared that I think with council and there are other identifying um um characteristics of the other John Nolan uh who is not the person standing in front of you right now. So

but really can it also help if I'm stopped and I say I'm John Noland? Um that's not proper I would say. Correct. Correct. Right. Correct. So this is really um uh assuring somebody is not misidentified because state statute says you have to provide your full true name, right? And simply the legislature did not add date of birth. And I think now we're all aware there's more than one person with the same name and often with the same first, middle, and last name. Um and some of them are close. Sometimes it's junior and they don't carry the junior with them. Mhm.

So these databases are specific to the information you put in them. So if I went to the hospital, um they would ask my date of birth. It helps take all the John Nolans and filter it down. And there may be additional questions the hospital or school district or somebody else might ask, but this simply helps us not misidentify people. So, if there's a warrant out for John Noland or anybody else, we help um determine we've got the right person through not only physical characteristics when those are available, but the date of birth as well. Thank you. Any questions from anybody?

No. Sounds pretty straightforward. I will entertain a motion at this time. I move to adopt ordinance number 2026-196. Second. Any further discussion? All those in favor signify by I. I I any opposed? Motion carries. Thank you. Thank you. Uh item number 8C, Madame Clerk. Discussion and possible adoption of ordinance number 2026197 regarding the 2023 National Electrical Code 2024 International Building Codes and local amendments.

Thank you. And Anna Cassidy, our community development director, will introduce the item. And I see Andrew Parkin, our community development building official, will present the item as well. And just before, do you do you have a copy of David's from Saba's letter with you? I meant to pull it up on my computer. Um, if if you don't, don't worry about it. It just read really really well, so I wanted to highlight it. Just run and grab it. I'll start the presentation. Okay. Thank you. Great. I should have called you beforehand, but I thought I was going to have it up. Shane didn't tell me how to get to my agenda item as as quickly as he promised. Go ahead.

Thank you, Mayor Murphy, members of the council. We're here again to talk about the building code tonight. And tonight, we're here for adoption. So, we're very excited to bring this before you. As you know, the building code is a it's updated by the ICC, the International Code Council, every 3 years. And our approach is to adopt every other code cycle. The reason we do that is for predictability, regional consistency, and to keep up with changes in technology, materials, and life safety standards. We're currently operating on the 2018 codes, so it is time to go ahead and adopt the 24s. Our objective was to adopt those codes with local amendments. These are international model codes. So we want to view those through a sawita lens and make sure that those model codes are adapted to fit our local conditions. So you do see with this ordinance a a list of amendments to each of the codes. We began this process back in March of 25. So it's a year-long process. We began with identification of those local amendments. We had a study session overview back in September of 2025 and then we started the stakeholder engagement process through the fall of 2025. We held inperson and virtual meetings. We also brought the amendments to the board of appeals for their expert technical review in October and November of 2025. We then had the legal review and ordinance drafting and we presented to the Saba technical committee in January of this year. The meeting went well. We had a town council study session on March 9th where we went into some of the details of the code amendments and we're here tonight to consider for adoption. We're proposing an effective date of July 1. That gives the designers and the homebuilders, the construction community time to adapt to the new codes and complete any designs that they've

already started under the 2018s. We don't want to have to change the rules when they're halfway through a design. Um between now and then we'll be doing implementation outreach and training. Will this help? Thank you.

So, the codes we have under consideration are the 2024 international residential building, fire, mechanical, fuel, gas, plumbing, swimming pool, and spa, property maintenance, and international existing building code, which is new to Sabarita, as well as the 2023 National Electric Code. We're not considering the 2024 International Energy Conservation Code at this time. We are recommending staying with the 2018 IECC. When you look at the ordinance that's attached to your packet, it also includes the 2012 outdoor lighting code. There's no change to that. We're simply readopting the outdoor lighting code that we've been using.

Uh just a recap on the uh highlights of the code adoption. Um as um Anna just mentioned uh we are recommending retaining the 2018 IECC um and not to adopt the 24 at this particular time. um international resident uh residential code. Um we have the um uh kitchen island where we've uh talked to our local builders and it makes more sense to have um the 28 code uh 2018 code stay in place where we have a requirement for an outlet at the island whereas the 2024 code is proposing not to do that. Um, so we're proposing that we do that. Uh, stay with the 2018 wind speed adjustment. Uh, we are adjusting our wind speed adjustment down to 105 and that's just uh purely for regional alignment. Um, every other jurisdiction down here is the same. So we just want to be the not different in terms of uh when it comes to uh design professionals having to design it to a different wind speed. And then we have um new additions which is appendix BK and BM which offer COB construction and 3D printed construction which allows builders to use alter alternative building methods.

The middle housing amendment to the code is something that we're excited to bring forward because it it's one of the efforts at the state level to help with the housing affordability crisis. And what it does is it classifies triplexes and forplexes under the international residential code instead of the commercial code. And along with that, we would be adopting the appendix BG for sound transmission. The benefits to doing this middle housing amendment are reduction of construction costs by over 20%. And at the same time, we're supporting general plan policy for future stock of affordable housing. The International Fire Code was a joint effort between the town of Sabarita and the Sanorita Fire District. We had several very lengthy meetings and good conversation about how to have a matching code. Um, they actually made some changes to their own fire code based on those conversations. So, it was a a give and take and I think a win-win. We came out with a better code because of that collaboration. One of the standards that we changed in a big way from the 2018 was to provide some guardrails around the future connection exception. That's for secondary access where the building official has the discretion to either approve or not approve um a subdivision without secondary access. So we wanted to provide some guidelines for the building official to make those decisions. uh the international property maintenance code. Um we've done some administrative clarifications and we've also uh addition which is uh added the duty to clean and secure vacant buildings and structures. Um section is added to say ensure safety of uh vacant buildings. Excuse me. Uh the international existing building code is uh new to us. Um and this ensures that renovations and additions to older buildings are safe without um forcing owners to meet the standards of a a new building.

Mhm. Um our next steps we have um stakeholder feedback. We have uh full support of um Sabah and we also have the letter. Um our next steps would be to um implement July 1st in an interim period. We'd have an implementation, outreach, and training period of time. Great. And then we have discussion and questions. Thank you. Um, we have one speaker card, but do you have any questions for staff before I bring David up? No. But maybe stay in the front row for for a little bit. Uh, thanks. Um, David Galooi,

I have it. Thank you. Appreciate it. I just wanted to highlight if David's not the second paragraph in there.

Um, good evening, uh, mayor, members of the council. Thank you for the opportunity to be here this evening. David Gleski and with the Southern Arizona Homebuilders Association. Uh, appreciate the opportunity to be included in the process for uh, evaluating and um, providing input on the uh, suite of uh, international codes. uh as was referenced, we are supportive and encourage you to to move forward with the uh adoption this evening. Um you know, a couple of things that were uh discussed certainly when it comes to the uh IEC, we're very grateful that you are holding off on on the adoption of that code. We've heard that that could add several thousand dollar in additional costs. And I think it was mentioned during the study session by your uh third party consultant that is is it really kind of the juice juice worth the the squeeze and and what are uh homeowners really going to benefit in terms of energy savings. I do think when you look at the way the market is uh home builders continue to build above the 2018 code. So even though that that's essentially the floor and the builders are significantly exceeding that whether that's even on energy star most of on on 3.2 as it is. Uh and we also appreciate the the town's consideration for um an issue that came up with respect to uh vapor barriers to just kind of clarify what the process was going to going to look like when it came to to those things. Um and and I would just say, you know, um it was mentioned that this process started, I think, in was it March of 2020 25? And so we're we're a year in. This is a big lift. It's a big a big process. Uh and I think your staff did a did a great job and we're like I said, grateful for the opportunity to participate. You know, oftentimes we will uh we'll be asked for stakeholder input after something has

already been drafted, has already already been presented. council has already provided input and then it's kind of like hey if you don't like it you know too bad but I think the town not only on this item but has a history of doing a good job about getting to the uh stakeholders not just Saba but but others on other issues early and often and really uh listening to what that input is and trying to incorporate it. I think the final thing that I would say is obviously this is this is a big document. There are a lot of changes and we just would encourage you know kind of open dialogue and should there be things that come up um that that appear to be you know problematic or or would benefit from tweaking the opportunity to work with staff and bring it back and and do some additional fine-tuning if necessary. I can't think of anything but certainly want to leave that that room should something uh come up when we're uh in the implementation phase.

Thanks David. appreciate it. Um, and I just wanted to and thanks for the letter, thanks for being here. The one that really stood out with me, which is, you know, for our staff and, you know, my gratitude. Um, the town of Sarita has been one of the regional jurisdictions most willing to seek out and consider industry expertise when it comes to regulatory decisions. This was evident during the collaborative discussion between private sector stakeholders and Saba and the town officials. So Anna, thank Anna, thank you Andrew, Aranthia, Dylan, everybody. Um, you know, you know my mantra, faster, easier, cheaper. Um, and because it's our investor community that really is the foundation of um, all of what we have to provide a high level quality of service to our residents. So, I really appreciate um, David, you being here and taking the time and and calling out our our staff. I'm very appreciative of that. Um, any questions for staff before? Nope. Um, I'll entertain a motion at this time,

mayor. Yes. Just make sure your mic's on. Yep. I move to adopt ordinance number 2026-197. I second. And we have a motion, a second. Any further discussion? All those in favor signify by I. I. I. I. Any opposed? Motion carries unanimously. Thanks. Appreciate it. Uh, Madame Clerk, item number 8D. discussion and possible adoption of resolution number 2026 0862 and IGA with the Sarita Unified School District regarding the youth art program.

Uh thanks and Nalo Nalavali our public works director. Um and I think John may be joining him on on that. Um, but welcome and excited to hear. Um, I I I feel a little sad the vice mayor is not here cuz I think this was one of her her goals this particular project, but I know it's all of ours, too. But welcome and go ahead.

Thank you, mayor. Uh, good evening, mayor, members of the council. Thank you for the opportunity to present tonight. The item in you have in front of you is the agreement between the town and SUSD for the youth art program. Um, we've had uh quite a few partnerships with the school and I would say that we've been very successful on those partnerships. We're looking forward to partnering with the school and with SUSD again on this project right here. Uh, the item will be presented by John Garcia. Um before before I uh hand it over to John, um I would say John in in my view uh is what comes to mind when you think about what it means to be a part of Sarita.

Uh he's dedicated to our community. He's committed to our town and to our staff. um you know whenever whenever he's called upon upon for any anything you know he's always uh there. So um I'm I'm very grateful uh to have John on board uh as a coworker and also as a friend. So with that I'll hand it over to John.

Thank you. And not only on this project but uh our road cleanups talking about Liz and our road cleanups um you know wouldn't be the same. I've never had so many gloves organized, uh, trash pickup sticks, vests, and everything. But I always attribute it because he was Air Force trained. So, we have we have to add that in. Army. Good evening, John. Thanks for being here. Thank you, Mayor and Council. Pleasure to be here. I don't know how to use if you want to bring the whole podium up. You're one of the taller guys. Can you hear me? No, I can't. We can't really hear you that well. Um especially for the um video audio which is where all all around us. I'm glad I got a haircut though.

Um I don't know how to Nick slide and all that with this. Um

my name is John Garcia. I work for the town of Certo um in the public works streets division. in June it'll be 19 years working for the town almost the second retirement potentially coming up but um during those 19 years I've helped the town facilitated the town to participate in the transportation art by youth program and for this summer um it's a summer program it's involves youth hence the name and uh we're I'm going to tell you a little history of what the program is and then what our current pro potential project is and hopefully you will approve it our IGA with SUSD we've been working with them since 2006 and they're great and it's art students that you know do hands-on practical application um by doing doing this. So it's great.

I don't know how much you want me to read there but in a gist um in 1995 um PAG the Puma County Association of Governments um created a program for art to be created by youth and they've set aside funds generally 25,000 per year. You can bank it up to three years. So if you want to do a bigger project, it can you can have a $75,000 project, which the Serita lettering was our first banking for three years. Um and once we did that, we started thinking, let's bank some again. Usually it's been we spent the 25 um,000 each year. Um so this current project will be a bank of two years.

Um 50,000 plus change um project all grant funded. Um, so in a a nutshell, I've already highlighted some of the key facts in the background part. Um, guidelines are 20% of the funds go to the students. Um, the roadway classifications, I don't want to get in all that, but it has to be a welltraveled roads where the project is within the rideway or town owner. If you're not in the rightway, you got to get approval from the people that you might be encroaching in. All those all of ours have been in the rightway so far. are right away. Um the municipality assumes responsibility for all uh the project once it's done. Here's some examples of some of the projects we've done since 1997. Um, the biggest one at selfstanding that maybe many don't know is if you're going southbound on on I19 and you get off at the Serita exit a little before that maybe 2,000 ftish over on the right it towards it's kind of in the rancher resort property area bordering the the town. So, if you were to look there, um, we've asked ADOT recentlyish to, uh, trim some of the trees that grow so you can see it better, but you'll you can see that Cerrito welcomes you. Um, the little picture is was is the original. Um, it was hit by a errant tire in 2017. So, in 2018, we did a facelift to it. And so, the bigger picture, there's no more hole where the mountains used to be or and it's been beautified a little more. So, that's the first one. And the color pops much better now, too.

The color pops. You can read welcomes when you couldn't read that before. Um, we left some of the original things like the original tiling on on the the bordering of the serita. Um, that was left because it still functioned, did what it could. Um, 90 1997 was the first year the town participated in in it and they created some boundary or monuments. Um, the one that you see there was the f one of the first ones that used to be where town hall used to be back over where the the weed shop is. I guess you could say now I I call it where hydronolics is PD used to be over there, right? PD used to be there, too.

And then it got moved to the second iteration of where town hall was was where the post office area was. It got moved there and now it's currently sits at the the corner of Desert Gem and Cerita Road. That's and So several other of the monuments there are at the boundaries of the town. So the one that you see below it is at Arbago. If you're coming into Arbago um you you'll see that one into the town. Um there are a lot of benches and waste cans. That was the one of the main things that were done over there was a goal to get benches and waste cans a place to sit along Lacinata. So, Lacinata has the most from boundary town boundary to b town boundary of benches of waste cans. Each year the themes and what you see pictures and that kind of stuff are all developed by the students. Um once in a while we might say focus them to look at pick on certain things and not go all out. But for in the recent times we said just tell it you know brainstorm come up what you want and town management will approve yes this is going to be the final design which will be what happens for this project whatever the final design is brainstormed by the students so we have no idea what it's going to look like currently but you'll see a couple of raw examples you you can say coming up um and the town management approves what it's going to be other projects that we've done in the past the master one which is seven years worth of of projects. Each one 25,000 per per year is the Serita Road underpass. If you haven't seen it, it's at the underpass which is just here to to your north along Cita Road. If you were to see the Cerita lettering, it's just a little east of that down some and there's two sides, the school side and the town side. Um on the school side, we did the theme like we continued for other things. Um the green and the stripes that you see act those color themes is on from the bridge. If you

some see some of the pictures on the Cerita road bridge, you'll see those those colors. So we incorporated that as the stripe continues towards the underpass. So another hidden unknown secrets are um if you look at the bottom part of the uh picture on the town side, that's the history of the town. If you look at the tree, you'll see where the tree is. There's roots like the history of the town. And that was a student that brought that came up. They come up with some great ideas. That's that's a great idea. Do it. And so they did it, which was nice. Um

there's benches and cans. Um lots of different things. Um another thing that has carried on from that to other parts of uh different displays is a night day sunrise to sunset effect. So, one town boundary has sunrise on one side and nighttime as you're leaving nighttime. If you're coming in, welcome. As you're leaving, I'm sorry or think goodbye night time and the day.

Same thing with the Cerus Unified School District side of the underpass. You see the sunrise on the east and sunset on the west or light to dark, which the Serita lettering does the same thing. It's the same kind of thing. It's sunrise to sunset. On one side of of that you'll on the daylight side you have they put in day animals. On the night side they have night nocturnal animals. So lots of little hidden facts. Another hidden fact on the town side is all the different mascots and little clay figures are scattered throughout the underpass. So if you know the mascots and you look from them, you could see them.

Um recent thing that we did uh is um painting traffic signal cabinets. We I I saw it in like 2018 or 19 and then COVID hit. So, it's it was a couple years that we delayed and got to do them and they they seems to work pretty well.

For this year's project and there you can see the Serita letterings if you've never seen it before. Um for this year's project, we're doing a picture yourself in Serita frame. It's a life-size frame where people can um sit, stand in, gather around it and take a picture. You're in Serita. Um the per it'll be made out of metal just like the Serita lettering is by the same person that created this Cerita lettering. Um the frame's going to be located on the northwest corner of Sita Road and Lavita where the um Lavita Community Center is to help enhance that and also to have a potential area where um after the clear the after the trees and you know area is cleared so that it'll to stand out more on events or holidays could be potentially decorated. So it's roughly 10 feet by 11 feet. That's the actual uh scope design of the uh creator fabricator contractor. Um I mentioned you know there's the roads and functional class and p and funding and that kind of stuff. The roads h it has to be within the guidelines. And so as looking from the picture, you can see that it these are um major arterials or more or better um road classes that fit the guidelines so that it can pass and we can have the grant funding.

And over the community center, we'll have parking there. Right. And as opposed to the the letters where gets a little dicey sometimes to park and Right. Yeah. And people stop on the road, right? Or go in the road to take the picture. Um

Yeah. So, improvements for once we do this and put it on there. Of course, trees will be cleared and that kind of thing. There will also be a path um to go from that to the the parking lot. As far as what it might look like, that that's my sad rendition of what you know, something photoshopped so you can see, but an actual item would be here from the Austin City Limits Music Festival. They they actually have that. So, here's a couple different pictures of what the design could look like and what people have done to to enjoy the the the item. Um, that's it for me. Any questions? Any questions for John Diane?

No, it's not a question. Observation on um the painted traffic cabinet uh at the entrance of Quail Creek. Somebody graffitied it. No way. Yeah. I don't know. I didn't observe it, but each time I come over the connector and I'm waiting for the light, I see that graffiti and I'm Are you sure it's graffiti or it's not signatures? So, what I didn't get out and look, but it looked like graffiti when I was

I've looked at it. The only graffiti I know about which fixed was the letter. For some strange reason, somebody decided to do that. Thankfully, it was on the back side of of the lettering. But some people have said it's graffiti, but when I've looked there, they've seen the the we allow some of the It's the signature of the artist. Yeah. We let the students sign their name to plus on one on some of the uh art we have like a little thank you to and they have the town emblem, PAG emblem, and other other stuff. But we can check into that because I routinely check different things and I haven't noticed that.

Yeah. And I noticed a couple of the boxes that haven't been painted yet and you know they've had to be painted over and things. Is there you know still schedule to look at getting the rest of them? I think some of them are right there on Salita Road. So ideas of what to do for each year. That's what it's it's a like a it's like a you could say mainstay or could be a something that default if we don't have something better or bigger something like this then we can always do those. And so for me, one my next thought spot would be coming out of fries. You come out of fries, you see the big silver shiny thing. It'd be neat to have at least that one there, right?

My original thought when we were trying to explore this idea, um our original decision was let's just do edges, bound boundaries. So we did um Puma Mine Nalas and then we did over by La Pasada those edges and then we tried to do these two edges and now they added another signal so we had another one to potentially do the the one by the Wald and Grove wasn't there now it is so that that would be in in line of another one right

other two cabinets that were done uh Lockinata and Cerita Road and Ngalas Highway and the cabinet you saw actually wasn't a youth art program project. It was a Eagle Scout community service project. A troop 130 no troop sorry troop 247 which is now ending going to be ending. They had their last meeting. They had their last three Eagles make eagle. Um but there is another girl troop that meets at um American Legion. So the you know girls and scouting will still go on. She came to she asked the the the town could she do a project because she's artistic and and parks said you know we we already have enough and then I I asked public works management can we do another traffic signal and they said yes and so we did two. So the one at Quail Creek is a a project by youth but but Eagle Youth and the other intersection is at um where Walgreens is Ngalas Highway.

Yep. It's like when you paint your house wall with the one wall that's bad then the other three look bad you know afterwards. So then every cabinet stands out that hasn't been painted. So uh it's interesting but no it's um it's a great addition to the community. Um yesterday

John when the uh Saharita Beautifification Coalition really grows legs and takes off, is this something that we might be able to tap into to have those kids um be creative and do some traffic boxes or whatever other projects there might be to capture the concept of clean is beautiful and whatever logo or tagline that the coalition comes up with once we get up and running.

Right? So the themes of or what the project is or or giving exact direction of what you want the kids to do that's can always be a factor. So and I had mentioned so for the underpass farad was the public works director and he said we want to ought to be controversial flora and fauna. So that's what that's what the underpass is except for the the murals and part of that Diane would be this is the Tabby project. So probably anything like that it would have to come mostly out of our budget you know conversations and presentations because that would be part of um the town's budget as opposed to the tabby which is PAG funding.

Unless you're saying make the artwork be what you're saying themed then it could get incorporated but again that's up to town management. Right. Well, additionally, um you know, staff heard the conversation that the council had at your planning retreat and um I know that uh public affairs and they're all their creativity. They're they're they're working on, you know, messaging and and theme thematic type imaging and so kind of guiding the students or engaging with the students over time. If we did something along those lines, we'd we'd want to make sure that it was in concert with what's being planned by public affairs so that it's all one consistent message. Y

super. Thank you. Thanks. If no other questions, I'll entertain a motion at this time. Um I move to um to approve resolution 2026 0862. Second. Have a motion and a second. Any further discussion? All those in favor signify by I. I. Any opposed? Motion carries. Thanks, John. Where'd you go? You're already sitting back on the back. Um, Adam, item 8A, Madame Clerk. Discussion and possible authorization

to participate in the six remnants defendants opioid settlement agreement.

Thank you. and John Paladini, our town attorney, will present this item. Sure, mayor. Um, this is a uh similar to what you've seen in the past uh settlement on the opioid uh crisis. It's there's some differences. It's a direct settlement with the town. It doesn't go through one Arizona. Um it's with a number of um they're called remnant defendants. There's a couple of pharmacies. um couple of I think manufacturers or or or wholesalers in this um I can tell you that in the settlement here uh the towns are going to receive about $3,000. So um and it has to be used for opioid remediation efforts. There's a description in uh the settlement agreement exhibit D that tells you what that is. Um but this is just this just requires really a formality of the council to approve it. Um and then and then the funds will be put into an escrow account and then they'll reach out to the town in terms of you know how to spend it. So we can I I I I'm pretty sure that the types of things you can spend on are going to be similar to what we can what we use our current opioid funding.

Some is education, right? some other it's a pretty broad opioid uh remediation is a pretty broad you know defined term and you know it's not a lot of money but Shane do you expect that to be touched on in our budget retreat because it's specific on what we can use for it or um it's such a little amount of money probably not a direct focus on that but I mean the chief is here and if we can weave that into the conversation somehow I just think a quick just It it might it might be better if he just send an email to the council letting you guys know um what it what it it goes to what it can go to.

And and you can pull this money with the other opioid money through one Arizona uh and use it for the you know just sort of help supplement the funding for whatever programs you're already funding. Right. Hey uh chief, do you want to just take the mic and just generally capture what you plan to use this money for or money's settlement whether it's separate se separate or it's pulled with the other settlement money. Thank you. John is tall

there. This John's not that tall. Uh so currently there is some money from one Arizona the settlement uh process u that I have access to. Um this year with our budget, I think we're looking a different direction to to address um our uh market study, etc. Uh realistically, no new positions, etc. I would imagine that I would be utilizing what's available to me right now to uh help fund possible future PD positions. And I'm talking about sworn positions. Uh, I had already checked in with the attorney general's office for the person that puts uh the training on for this. Had a a u team's meeting with her, explained how I wanted to you utilize the money to help uh offset costs for a new officer or officers. And she said, "Other agencies have done this. it's 100% allowable and it's an appropriate way to utilize that money because officers would help be enforcing right

drug laws etc. And I think the council is very aware that often when we enforce drug laws such as possession um people are directed to a um program where they're directed to get help. So I I believe from my perspective the best utilization of that funding. So whether this is accepted and passed over to uh that same type of account would be directed towards offsetting initial cost. We basically be utilizing it similar to a grant. So a one-year expenditure possibly if you wanted to stretch it into a second year you can do that. But right thank you. Appreciate that.

Um any questions for staff on that? Um the recommendation is staff recommends entering into the agreement. If anybody would like to make the motion. I will. Okay. I move to authorize the town to enter into the six remnant defendants com combined subdivision settlement and sign the participation and release form. Second motion a second. Any discussion? All those in favor signify by I. I. Any opposed? Motion carries. The John's just disappear on me. I look down, I look up, and they're all gone. Um uh last item number 9A is a study session. Madame clerk,

a study session regarding the proposed athletic field reservation and light use fee adjustments. Thank you. And I had Jod down, but I know both of you are not Jod. Um so welcome Dylan and welcome Devvin. Welcome Devon back from maternity leave. I hope you had a nice time and it was wonderful. We missed you and but you have a great staff. So we're happy to have you back. It was good. We have a we have a wonderful staff in parks and art. Mayor Council, thanks for having me here tonight. It's good to be back. Um, let me find the clicker. Here we go. I'm shaking off. You don't even know how to do the the clicker anymore.

I don't know. I'm getting trained by my team this last this first week back. Second week back. All right. So, um, we wanted to talk with you tonight, um, in a study session format to bring you up to speed where we're at in discussions with our sports groups on readressing, bringing back to the table, um, adjusting our fees for, uh, lights and fields um, in our park system. So, just a brief history, um, as you all remember, we attempted to adjust fees back in 2024. Um, sorry. Um but they when we did uh we didn't move forward with including the athletic fields. So we changed some sea fees um the the some permit fees uh but we held back on the fees related to the field reservations. Um which constitutes about 40% of the revenue generation for parks and recreation. Um the last time we've adjusted those fees was in 2013. So it's been 13 years. Um to date we've had two initial meetings um with our sports organizations and we really wanted to take this a different approach um where we were getting feedback from them and try to find a place where they were comfortable and we were comfortable but understanding that we've got to change something and

it's been 13 years

and it's been 13 years correct um so some of the considerations we discussed with the RSOs um one the big one was field lighting and control um we have a system in the parks Musco um there's kind of two avenues venue which we can manage that system. The avenue that we have right now is it's tied to the reservation in our reservation system. So if they book fields, the lights are automatically booked and there's really no negotiation for turning them off, turning them on. Um but one option we have is we could shift to a model where they have control. They can turn the lights on, they can turn the lights off, and it really does make an impact when it comes to fees associated with the lights. When the lights are on, they're being paid for. We don't, one of the things we're trying to combat is um having teams on the fields, the lights on or sorry, the lights on and not having teams on the fields,

right? Or vice versa, having teams on the field and the lights go off arbitrarily. Right. On a correct on time.

Correct. Um the other thing we've we've noticed and it really becomes an endeavor for the sports organizations and for us as a as a team. Currently, we're doing advanced billing for our field reservations. So what happens is they they submit an allocation for fields, we book them, and then as we go throughout the month, um they have to communicate with us changes which affects an invoice, a bill, and they're prepaying for those things. So we have to go through a bit of an endeavor to make adjustments to fees um and give them refunds um back. So what we're looking at is trying to bill in a rears where after a month is completed, we can adjust schedules as needed and then bill them based on their real usage. Um and it gives us um much more flexibility with our scheduling too. Um one of the things we're looking at is some different scheduling options. Um how RSOs can book the fields um what what the period is that they can book in advance. So there's some other scheduling options we're looking at. Um the other thing we're doing currently and we've got some support from the sports groups. Uh something that came up in in the conversations was the quality of our fields. Um, and we had a really good conversation about um, implementing a field remediation schedule. And really all that is is us allowing the fields to not be used for a period of time so that the turf health can come back. Um, and I think we've been doing that for

No, we're just about to start to remediate. Oh, we're starting. Yep. So, we have support. Um, and then this year we're going to attempt that just to see if we can get the field conditions up. And so, we've been working with the RSOs to make sure that there's not impact to their use. Um, but we can take fields offline periodically to allow that uh turf grass to come back. And I I could see in the billing at the end that gives them a little more time to maybe collect from parents and things, right? And have the money maybe in the bank, so to speak. Yeah. And to So there is a significant improvement from the negotiations back and forth trying to figure out sort out a bill that's been prepaid, right?

Um to be able to just say, "Hey, I need this day. I don't need this day." Right. Um, and then from the the staff's perspective, you know, it is it is a bit of a process when we have to go in and adjust and then work through a refund and try to balance an account and then how does it affect the next month. So, it does become a bit of a charade that we're looking forward to a billing change that can improve this. So,

um, the other thing we talked about was when we look at if if we get to the point where where we're adopting and codifying a fee adjustment, um, what is the right time to implement that fee change in the calendar year? So or what what is the right time to implement that change and we've gotten some support um looking at the beginning of calendar year 26 and the reason being is going into the seasons this is kind of a critical point for a lot of our organizations who have already set their structure up based on a certain fee and we want to give them the time to adjust that um over the off season going into next year. Now, you said calendar 2026, but we're already in there. Sorry. 2027. 2027. Okay. Sorry, that would be a typo. 2027. So, January 1 of 27.

So, what is needed? Um, the registered sports organizations currently are the primary users of our athletic fields. Um, the community, the RSOs and the community as a whole, um, they're they're designing desiring enhanced field, uh, quality and quantity. Um, right now we've estimated and it it really is a lot of things that go into this field maintenance, but we we're estimating it costs the town about a million dollars annually to maintain um our athletic fields, both the multi-purpose and the ball diamonds. That electricity cost is is really what's increasing the most uh dramatically. It's increased approximately 10% over the past 3 years. Um but water's increasing u materials are increasing and you know staff staff uh cost is increasing as well. So right now we're we're kind of pursuing an NRPA standard 25% cost recovery which is for further discussion but right where we're at currently is at about 5% cost recovery as a department and so we know it's becoming more expensive for us to maintain and one of the things we're looking at is trying to improve that cost recovery to not have such a significant subsidy for maintenance. So, um, this increase would be a small, um, if we if we went through with the recommended changes, it' be a small increase to our cost recovery, um, up to 6%. Um, but we're not going to, one of the things we've been talking about pretty broadly is we want to avoid putting the burden of a cost recovery or, you know, revenue generation on any one group. So, we're trying to diversify that. We're looking at events. We're looking at some of our other features um, to see where we can try to get everybody to participate in this endeavor. So, what is our recommendation? So, this is a study session. Um, we've talked about this with the sports groups. Um, but we're in a bit of a a position where we need to to know that council's comfortable with the number we're pursuing before we go back to them for a

final confirmation. Um, so right now we're looking at a 2-year uh period to adjust the fees. Um, currently for the multi-use purpose fields or the multi-purpose fields, um, we're at $5 an hour per day or sorry, $5 an hour, um, in the daytime.

Um, we're looking at trying to maintain that. And so, one of the things that came up in conversation was kind of this discussion around what is the cost of maintenance to maintain baseball fields of the the diamonds versus the multi-purpose. And, um, our best estimation is it's about a 3 to one cost. Um, so for every dollar we we spend to maintain the the multi-purpose fields cost about $3 to maintain the baseball diamonds. And so it really opened up a conversation to is that where we want to prioritize, you know, our revenue um right now. Um, we're looking at maintaining that at $5 and we're going to try to look at the lights where we see the electricity cost going up to look at more of our revenue generation. Um the baseball softball fields we're looking at a two-year increase from $5 to $750 and then $10 uh incremental. And then right now the way our fees are set is a prime time non-prime time. And so the lights are in combination with the field rentals. And there's kind of a pushpull depending on the season. Uh when the sun comes up late or goes down late, um you're paying for lights you don't need. Right? if it goes down early, you're not getting the lights that you need, right? And so what we're looking at trying to do is to separate those two. Um on the baseball fields, we'll see that incremental increase, but we're really going to look at the lights being an incremental increase as well. And with the change to scheduling, the idea is that we'll put some control back to the sports organizations where they can control turning on and off their lights and be build for what they actually use,

right? By separating it out. the lights. It might be six o'clock one time in the season, but it might be eight o'clock on another time. So, really real world scenarios where the lights are actually being utilized.

Yeah. And and you know, secondary to that, right now, when the sports organizations want to shut off their lights, if they cancel a practice or they get out early, they have to go through an on call process calling in our staff for them to shut off the lights. um this control to them will allow them to turn off the lights on their own without having to go through that process. And there's not really, you know, it we're doing good at turning those lights off, but there's not a guarantee that that, you know, email will be received at 9:00 at night for that last hour. So, um there is a lot of benefit to to putting that control back into the sports organizations. Um the current revenue right now we're you know over over the last 5 years the average is about 91,000 um for the field rentals. This change would increase that about 27,000 28,000 over two years. Um and again that's about 1% increase to our cost recovery as a department. So I'll pause there for a minute. Are there any questions on this so far?

Any questions? I mean obviously Hey Jen. Yep. Debbie first. When you say control, how are they going to control it?

Yeah. So, right now, um, the Musco system has an app where we can actually assign the coaches. So, right now when they when we when we get into a relationship with a sports organization, so they've established that they're they're vetted, they have insurance, they have all the requirements. Um, they become a registered sports organization. Um, in the Musco app, we can actually give the representatives that they tell us are representatives. So, the presidents, the treasurers, whoever it may be, they can give us names and we can set them up accounts in the app. And the way it works in practice is when they have a field reserved. They can turn those lights on and off via the app. And on the back side, um, we see the hour use start to build, um, based on their user profile. So we could pull the users from Copel's little league and see, you know, they had a thousand hours in June and we can build them for exactly that thousand hours where right now it's whatever their rental goes in as the lights turn on at 6 or dusk or dawn, sorry. Um, and then they turn off at 10 p.m.

Is that on a timer? It is. Yeah. So it gives a lot more control to them uh to and and there's some some specific functionality. One of the comments that came up was they didn't want to schedule the lights. Um, they want the ability to turn them off if it's starting to get dark if we're like in a monsoon and the clouds are over. The system might not turn it on because according to the system, it's still light, but the clouds are overhead. So, they want us to still schedule, but they want that ability to override as needed. And this path looks like we can do that. So, and would that give the you the ability if we're all the officers on Copper Hills? Do you know that I turned them on or off as opposed to Kim? Is it that

Yeah, it's that granular. And so we've worked out a good system where when the sports organizations come forward to reserve the fields, they're also declaring who the representatives are because another thing we've seen is you know the coach who shows up and you know they don't have a practice schedule through the organization but they call us and say you know I'm with XYZ organization and that we're kind of in a pickle to know you know do we turn on the lights, do we not turn off the lights. We have a list provided by the organizations that say these are the representatives who have that authority to turn them on, turn them off and and schedule fields. I mean, because there's a cost to having them on, right? There is for that. Yes. So, is this in line with other rentals and other facilities and other areas?

Yeah, I'll tell you. So, two two parts of that that question. It is. Um, we've been looking at some of our local municipalities, the jurisdictions, Morirano or Valley. Um, it's it's in line with what they're doing. Um but I'll also tell you you know we're I meet um quarterly with the directors in the region and this has been be become a topic of conversation. So I don't know where those organizations are going to land but a lot of them are looking at the same thing now with uh the rising costs of just maintaining the fields electricity water um seed. So right it all adds up. Yeah it does. It does. Especially if you want quality Yeah. associated with it. Diane did you have a question? Yeah. Oh yeah, but after Oh, okay.

So, how did the organizations feel about feel about the proposed rates? Yes. Um I have it in my next slide. If it's okay, I'll come talk. Oh, I thought you were finished. Yeah. No, I just wanted to pause because these are the numbers the first time seeing the numbers. Uh part of what you were talking about earlier was maintenance of the fields. Correct. Correct. Um has it ever come down to like a particular organization doing some of the maintenance or would you prefer not to have that?

Yeah. No, we're we're open to it. Um we've done some trainings with some of the organizations for things like packing the diamonds, clay packing the diamonds, uh doing some of the chalking. Uh several of the organizations do take it upon themselves to do some of the maintenance, you know, specifically between games um because we don't have the capacity to be able to have staff there over the weekends and upkeep between games. So, a lot of them do that. And we've gone as far as to work with them to have spaces on the sites, some conx boxes where they can store their equipment. we try to provide some of that as well to assist. Um, but that's a conversation that we're going to continue to explore. Um, we've proposed to them as far we've gone as far as saying, hey, you know, I think there may be an avenue for you guys to bring some of the heavier equipment, ATVs and drags out. They haven't wanted to go that far yet, but that could change in the future. And we're we're absolutely willing to have those conversations.

Yeah. Thanks, Shane. Did you before he goes to the next slide, please? So, um I haven't had this question to Devin. I'm g I'm just going to ask it um get your response. But as an organization,

um I I'll use I'll use uh what the state did in terms of um upping the minimum wage which represented over a 3% increase to the cost of living or the cost of operating our organization in providing these services. um by by maintaining a current rate and that rate has been in place since 2013. We are continually absorbing those market adjustments that have you know accumulated over the years. Why wouldn't we build into even the current rate some some adjustment to at least acknowledge the fact that it's no longer you know the the cost of providing that service back in 2013 isn't realized today.

Yeah. So why wouldn't we think about that as we look at these schedules? Obviously, keeping the multi-use fields down um because of the the demand on maintenance is different on those fields than it is to maintain a baseball field. Yeah. But still acknowledging that there's cost of living that hits us, you know, every time the market changes. Um Shane, thank you for the question. Just as a clarification, so the question is, is there an avenue to build a mechanism that keeps up with the the increased costs? Yeah. set the rates and then have something that because

truthfully we go through this exercise. How often are we really going to hit this again, right? But if you factor in that costs change over time, then we're at least staying with the time and and not getting not falling behind. Yeah, Shane, that that's a great question. Um maybe let me frame that a little bit because I've done some investigative work on this. If we look back to 2013, my numbers are going to be off a little bit, but um the cost to do this business was about 400,000 for the town. Um maintaining a revenue that was less because we didn't have as significant a usage with our population, but um right now we're looking at 8 to 900,000 annually to do this service,

right? Just underscores the point I'm trying to make.

Absolutely. Um to answer your question, the mechanism for changing the fees is through ordinance. I think that there's avenues that we're exploring some other jurisdictions to try to keep up on this and and truthfully from the standpoint of not surprising our users um with a big adjustment one time. I think the the pickle we're in is that um we haven't changed the fees since 2013 and we have to do some catchup and how do we do that in a fashion that um is not an a significant impact to the users and allows us to get into a pattern of addressing this more frequently as we see those cost escalations um hit our laps. Um that's really where I think the staff comes into play is looking at those things annually. I I have not personally seen a mechanism that exists in, you know, an adopt an ordinance um that allows that to happen, you know, kind of automatically. Um but we'll continue to do some digging to see what the right solution is. Well, might I suggest publicly here that that maybe we work to establish an acceptable rate and we also establish at that time a you know an acceptable method for escalation

based off of a CPI or cost index or some something. Um that way at least at least we're not losing ground. Um and then we can always come back and go through another public process. Yeah. Um if we feel like we need to do adjustments beyond what that escalator is doing. But I just I just put that on the table for us to talk about a little bit because I I realize how difficult it is to go through these these exercises and while we're doing it, we might as well be proactive in thinking about the future and how do we not lose ground. Yeah.

When we when we go through this. And I think it'd be for me it'd be okay to you know maybe have that conversation. I think one of the advantages of doing it this way is you're having that communication with your you know user organizations and it might be lights one year or seed might go up or fertilizer. So, I don't know. At least it gives you the ability to communicate, you know, with them, but maybe with the expectation that we have to be open that it's going to continue to go up,

but you still get to have that dialogue of how's the condition, what would you, you know, just like you saw the list of things. Um, having automatic things kicking in might take away that dialogue a little bit or could do. Yeah, I I think you know, Shane, the answer is we'll we'll absolutely investigate that and see what what options may exist and what, you know, other municipalities may have found as a solution. Um, but I I'll tell you, um, the the revenue conversation is is becoming bigger for us as the costs increase. And so we're we're becoming more active in in reviewing these things and seeing what the real impacts are because the implication as an organization for for parks and recreation is if we're not considering those things, it starts to retract from what we can really offer um and meet the needs as for the community. Um so we'll we'll we'll take that and do some investigation and see if we can find a solution that that addresses that.

And to me, it goes back to the value proposition. if they can feel buy in and feel that there's value, people are usually a little more accepting of paying a little more if they feel there's value associated with it. Yeah. And I I'll take that opportunity to give some kudos to Dylan and and our maintenance team. Um they've really shouldered that burden. you know, they heard it loud and clear over the last, you know, two years, the the um the conditions of the fields, the the value that they're they're paying for, and they've really started to improve those in cost-effective ways, looking at unique solutions that other partners are doing with, you know, our overseating program that we're stealing from Puma County. Y

um and and truthfully, they're they're really building relationships with the representatives with organizations and trying to meet them where they're at and figure out that's the customer at the end of the day, right? Absolutely. I think mayor and members of the council, I I think I think some of the difficulty in these conversations is is um the unknown for our community partners who are using these parks. I think about what we did when you established the solid waste fee

and how we communicated a a schedule years ahead, right? So people know it's going to be this rate for this many years and then it's going to it's going to jump up because of our modeling. I think the more we can have those kind of conversations with our with our customers and our users, the better prepared everybody's going to be and the better they'll feel about it too because they can plan ahead. Um we just need to have that kind of communication with them. Well, I think the one of the success on solid waste was, you know, one, we're changing to something new, but we also were able to build in no increase for four years with the understanding because we had that choice whether to go incrementally or, you know, kind of keep it. Um and I I felt there was a lot of buy in for they it'll be the only utility that won't go up for 4 years and then you know there will be a bump but u you know we did build in kind of that capacity to allow that to even out um but it also did go back to the communication of the value right we took twothirds of the trucks off the roads right and we weren't going to rob from the general fund as much so there was lots of value I think associated with taking away choice right for solid waste. So, however you could, my opinion, how you could build that in to the advantage the back to the value proposition.

Yeah. Um, you know, um, considering that we haven't addressed the fees for fields since 2013, um, I think as an organization, as a department, we felt that if we could get a two-year stairst step, that would be a good start, right? And and let's just see where it lands and then have a discussion around where that landing in is and where we want to go from there. Um so I think you know that's going to be further discussion right um and we're anticipating looking at you know this process um for fees with parks and recreation holistically and approaching you just to see how do we do this in a pattern that becomes more frequent so we can do that right um so

well then they'll see the control of the lights right you know billing you know I think there's a lot of value that you had with them to show hey you know is going to increase over two years but this is what we think and then you'll learn more right some will be more beneficial than maybe others right or like to Ed's point you know they'll find out well gez if we could help you know to a high level way cuz you know a lot of these folks I mean when the baseball team at SHS keeps up on their fields I mean they were some of the they're some of the best fields but the coach required all of those players after practice uh to groom those things right absolutely there was a lot of science that went into

and I'll tell you those those conversations are happening now with with our sports groups and we're feeling really good about the partnerships we're building. So, um if it's okay, I'll continue and council member Pelo, I have a question to answer for you. So, how did we get here and what have we done? So, here's just kind of our anticipated timeline. So, we're in a bit of a what comes first, the chicken or the egg. Tonight, we're approaching you with a study session to kind of see if these numbers look good so that we can go back to the RSOs. where we're at. Um we started this thing and this isn't really um um representative of this process because it really has been back since 2024.

Um but in November of 25, so last year, we had our first RSO meeting. Um and I'll tell you it was it was it was wonderful. Um there was a lot of heated debate and good conversation. Um but we had um eight members of our team and probably 60 representatives from the sports organizations which was which was by far the most participation we've had at one of these meetings. Um and we were very purposeful in our approach. We didn't really want to talk about fees. We wanted to talk about we where we were at what their expectations were and just start to share the concern that you know this is an endeavor that's going to be big and it's it's it's a it's a lot of money we're talking about maintaining these fields. And so from there, we did a bunch of research. We left and did research and I was out. Um, I've brought Dylan here if you have questions specifically about the January meeting. Um, but from what I've been told, uh, it was very productive. These numbers were shared with the sports organizations. Um and they were were told that you know we're going to refine them and develop them more and come to you all uh tonight to have the study session to see if these are numbers that you're comfortable with so that we can go back to the sports groups um here in a week um or two weeks um on April 15th to have another discussion to see if these these numbers land with them as well. Um, our intention is that we'll provide an update with feedback from there. Um, and then we'll start the publication process. Um, and then we're going to come back to you in June for council consideration for adoption. Um, what we're looking at is an available for use July 22nd. Um, and then we're really looking at starting that fee implementation um, in the fall season of this year. Um, and we'll see where we land with some of the organizations. We really want to make sure that we don't surprise them mid-season with a different rating. So,

great. Is that your last slide? Um, I think so. Yes. So, Council Member Pillo, did that answer your question? Yes. Okay, perfect. Yep. Um, numerical. I think you meant January of 2026. Change your um Y timeline. I I'll take that one. Um, I'm still shaking off the rust. That's okay. every everything else had 26. So, I know we can't do, you know, back in time. Uh, we we'll we'll ensure we have it right the next time.

No problem. I mean, I'm I'm certainly I I love the communication. I love the value added. Um, I'm comfortable with a two-year and then kind of, you know, maybe have that conversation to Shane's point with solid waste, maybe what is three or four years with some expectations built into it. I love the phasing of it. No surprises. And um so I'd be interested to hear what the feedback is. Um if there's a comfort level that everybody's has with with what the proposal is. I I think it's really reasonable uh for sure. Um it's not till the cost recovery that you know is but you know we haven't done it for since 2013. So I don't Yes.

Are the parks and wreck commissioners involved in all of this? like do they come to the meetings and um they don't typically they they haven't uh participated in a sports organization meeting but we we come to them at our our commission meetings. Okay. But are they included to come? Are they allowed to come or you just don't? Yeah, I don't think we've ever thought about you know inviting them but it's something that we could absolutely do. Okay. Um we it really has just been you know us uh getting feedback on you know fuel use maintenance. But you know I'll tell you and it's the the parks and rec commission we're trying to get them much more involved across the board. And so that's a a great idea. We may pitch the invitation to them. Mayor, can I just be careful that you don't invite a quorum because otherwise you have to notice as a public meeting,

right? So may or may not want to invite them, right? Or like we do sometimes the first three to respond or whatever it might be. You know, I I'll tell you and maybe the answer is maybe because we do have a commissioner who is involved in one of the sports organizations and we're aware of making sure that we don't provide a quorum. So, right. Um, I'm I'm sure that the the commission is is aware. I just think them hearing comments from the sports organizations, you know, them hearing them all together and what the answers are al together helps more than them having to hear it from them on a phone call or a text or whatever.

Yeah, absolutely. Devon, perhaps you could you could have the your commission have a a a designated representative to go to these meetings and report back on what's heard, that kind of thing. That's just another thought. Uh, mayor um are you also comfortable with with as part of our communication with the RSOs's um talking about um you know CPI you know in inflators on you know on a on a routine basis so we don't lose ground after we establish something. I just wanted to make sure cuz I would like to direct I mean from as your manager I think that's I think that's really good practice. I think knowing how often we realistically address these things um that would help make the the burden of these adjustments when they do happen less because we're we're keeping pace with better than not doing anything at all. um some some type of some type of escalator that's based off of not Devon sitting down in his office or the manager we look at some index out there that is that is acceptable. Um just having that conversation with them not saying that's what's happening but we'd like to do that and and see what kind of response we get as part of this exercise. And then I I also want to let you know that when we engage the council on cost recovery, where does the council want us to be? That that has to be meaningful. Uh you know, because because when we when we hear, hey, growth has to pay for itself. Well, we really want to try to make growth pay for itself. when when we hear um you know some things require 50% cost recovery, some things 25% cost recovery, some things 100% cost

recovery. You're communicating to staff that that's where we ought to be and we're recommending that's where we ought to be. And so the expectation is that we're going to try to take steps to make that happen because we have services that need to be provided and there's a cost tied to doing that. So that's playing into this as well. Uh the other thing that's going to play into this is we're we're as staff we're making a concerted effort to talk about level of service and and some some fields, some parks, some properties that the town owns require or should require various degrees of level of service. Um, one of the one of the the faces of the town of Sawita government is this town hall. So, one might argue that as a town, we should we should make sure that this property is is maintained at probably one of our highest standards because that's the face of the town. When people are coming in, they're seeing this. Um there might be other properties that require justifiably maybe a level a level D. Um the median,

right?

Um but things require a level of service and there's a cost to those different level of services. Now, we can't tell you right today what it cost us to maintain any, you know, some a a particular piece of property at a certain level of service, but we're working to get there as staff because we think that's a that's a really productive dialogue to have between staff and council as we're planning and and trying to meet the needs of the community. So, that's going to weigh in on on these costs as well. Field four at Anamax, you know, depending on the level of service that we want to have there is going to have a different cost than field two, which is a baseball diamond at Anamax because we want that to be a different level of service, right? So, it's all going to play in um to what these these rates are. And I just I just want to make sure that the council is aware that we've got all these things kind of all these forces at play on these rates. This is just a this is just a a stagnant rate that that we've had and we're we're trying to recover from 13 years of not doing anything.

Yeah. Yes. So, you know, when when we had that meeting and the the organizations had come in, I think they're okay with fee adjustments. That was just a drastic fee adjustment that we were hitting them with. Um because they all said we're okay and we know these fields and we know costs go up and stuff. I think that that was just a shock to all of us because it was so drastic. It was 13 years of trying to recover. Yeah. So I'm okay with, you know, I'm okay. I think they're going to be okay with it and I'm okay with it.

Yeah. and and council member Morales, I think that that, you know, the lesson learned from that and what we've been attempting to do and I think we've been successful over the last year and a half has been building those relationships and understand what they're they're looking for. Um, you know, I I can't guarantee that nobody's everybody's going to be happy with the adjusting, right? Um, but I'll tell you, we're doing everything we can to um, just be sensitive to the impact that it's going to have to their organizations. Um, and and share our concerns as well. Um, and I think we're doing a good job at meeting their needs and and just just listening to them. I mean, that's gone a long way,

right? No, I agree. And I don't mind having the conversation about a CPI, but I think, you know, it has to be that two-way communication, you know, um being transparent with the cost and things like that, but you know, also to be sensitive because when Shane asked about re fee recovery, I think a lot of cases the the answer would be depends. Um because from a park and wreck perspective um as opposed to permits for home building and those kinds of things you know it's kind of what are what is our mission right and have a high quality community and uh for the kids and you know we heard to Debbie's point when they came in all of those are volunteers right all of those are parents so I know they feel like they have a lot of skin in the game so to be as sensitive to that but you know we don't want to also drain resources and what's the balance high quality experience, right, with the fields cuz if they're crappy, no one wants to pay anything, right? Um, so what level can we be at that they understand the cost recovery, but it takes money to keep them at a level that they want them to be at,

but not price us out or price the organizations out, you know, because again, they're all volunteers and families have struggles, right, on what they're absolutely having to pay for. So, yeah. And you know, and the thing I'll add is, you know, we've been talking cost recovery and how um your direction impacts what we're doing. And so we'll we'll continue to have that conversation uh with the town manager's office as well, leading the charge um just to see where we land as a department. Um but we we we do know that there is that balance, right? And that's, you know, that's the bread and butter of parks and recreation is is finding accessibility and access and where where that lands with cost, right? So Yep.

Yes. Dr. Gillespie. Um, couple thoughts. Uh, Shane, you mentioned that and I hope this like that we'll be able to figure out how much is spent per field. Is that with our our budgeting? Our goal eventually is to be able to say, "Okay, what level of service do we want this field to be at?

This park to be at, this facility to be at?" And for each varying degree of level of service, we'll be able to identify a cost to to make that happen. So, I mean, we're we're nowhere near that right now, but that's that's the conversation that's happening with your staff today. Well, we've had that conversation on roads, right? Mhm. If we want to be at a, you know, o overall condition index OCI of 77, well, there it's X to be at 77, it's X to be at 50, it's X to be at 90. So maybe it's a similar kind of conversation.

Uh, right. And I I think that's kind of important to know what level we want to be at. That way we can kind of realize what kind of cost recovery we want to be at. And once we get that data, I think that will help. I hesitate to jump and get a cost indexed yet before getting that because it's a little bit like do we want these users to pay 100% of the fields? I don't think so because there's other users there's mom and dad that go play frisbee with their kids and even if we had no users using our parks we still want to have parks in our town and and so it's really kind of figuring out that that amount. How much do we want them to recover the costs? And I think I think if we have that information, if we say 25%. That will help and say, okay, here's our cost index to keep us at that 25%. But until we get more data, um that would be hard hard to do because we don't know what our goals are yet. So, if we can get our goals, then we can well make the equation.

I I I I totally understand um what's being communicated. Um, a case in point is the state raised its minimum wage by a little over 3% 3.1%. Um, that's not being reflective in these when you go status quo. So that's not even that's not even keeping pace with what the state did. Not I'm not that's not a CPI. That's just what the state did. Now minimum wage has moved up and we haven't even So right now the department has a goal of 25% recovery. the entire department within that. There's a lot of different programs and services. Um, most of the time that the lights are on on these fields, it's these it's these these private companies coming in, these private youth groups that are for profit and should it be 100% recovery on those light on the cost of running those lights? I don't know. That's a decision that has to be made. That's different than mom and dad going out on the on the park during the middle of the day to throw frisbee with, you know, with, you know, with their family or have a picnic out there on the lawn or whatever. Um 100% recovery, you know, probably not, right? It's just

or even Copper Hills Little League, which is not for profit, you know, is that a differentiator between a traveling team because a parent has a different level of expectation. Exactly. Exactly.

Yeah. Might I jump in there? Um this is this is a conversation we have in parks and wreck quite frequently because if we think about our users um there's kind of the standard user you know the base model which is they're they're using the parks for walking um having a picnic at the lake um that's that's where we you know see that 0% cost recovery typically right um but then you have you know the scaling up of users um and one of those users becomes organized sports and so we as an organization as a community say yes we want to provide those facilities an affordable rate for them to be able to have those organized sports, but there is this understanding that they're not really the standard user, right? They're not the ones that are just going out and walking the park and and and you know, sitting at the lake and having a picnic. That's where this challenge comes in is determining, you know, at what rate we're willing to support that advanced user knowing that they're, you know, typically running it as as a business. As Shane said,

they're also your heavy user. They are. And and the challenge, you know, the real one of the real implications that we're facing as a department is when we talk about that escalation of cost over 13 years, you know, going from $300,000 to to support it out of the general fund to $700,000. Well, that $400,000 difference may be the dollars needed to add the next field, right? Um, and that that really is, you know, when we have those conversations of we need more, we're in that predicament of where are the resources to make more, right? Or light a field. Bingo. You know, that we could have maybe lit if we had closer to that

recovery. You know, these are all those conversations that, you know, we we anticipate having and we want to have um with our commission and and with you all as the council and our town manager's office just to kind of see where we want to land, right? Because there's a lot of philosophy. the more you increase the fee, you approach that 100%. You start to limit that accessibility, right? But if you go to zero, it's a burden for the general fund and your accessibility is 100%. Right? So it it is that balance that we want to try to determine as a team uh where we land at the end of it. Yep. Yep.

So since you're been talking with the teams, is the fees implemented in the fall? because obviously if there's going to be an increase to them, they're going to be turning around and increasing their fee, I would assume. So, is this a realistic goal to be able to tell the sporting groups that this is what the fees are going to be so they can at least let their parents or their members know what the increase is going to be?

I think so. Um, so that's that's a conversation we've been having with the sports group. And, you know, we have baseball teams, we have soccer teams, we we've got to figure out where their seasons are. So, we put fall here. Um, but you know, we've had a conversation with one of the soccer groups about January 1 of 27. Uh, because that's when what they're planning for right now, and that's what it where it makes the most sense to try to implement now. Um, but some of those teams are starting in the fall, you know, August, September. So, they'll likely see those changes uh be implemented with their their groups uh earlier. So, we're we're going to meet them where they're at and see see what works best, right? Yeah.

Yes. I wanted to uh agree with you Steve on your approach to this because I am concerned about the quality of the fields and human nature in my experience is when when rates are increased you say so what else am I getting for it and is the quality improving and if we're playing catchup I think it's important to have to establish what you said what is the level of service just like we have the rating for the road for our fields that this is what we are striving for and this is what's acceptable if it falls below it doesn't meet our standards for what we want our amenities to look like for our users. Yeah.

So I like your approach that we need to have the the level of service expectation first and then tie in the CPI business. So, um, just being very real with the council, we we're we're we're more than a year, we we might be even two years before we have that level of sophistication with our with our budget discussions. This is a heavy lift for for staff. I mean, if you think about I mean, we've got the priority based budgeting and we're we're we're we've dissected our our budget down to the program or cost level. But, but that's even more granular is when we go, okay, it's costing this much to do this field or this piece of property. I mean, program, we're we're pretty much there. We can talk, we can tell you about what it takes to provide a service, but to get even more granular with our with our budget, we're we're quite a ways off from that.

But I did see in the I did see in the numbers that there is that starting of that understanding, right? The multi-use fields now going up. And what we're doing right now, we're the first step in this process is to determine baseline.

What service are we what what level of service are we providing right now? So we can def we can we can calculate a cost for that and we'll c and we'll assign that to a certain level of service maybe maybe we're providing a level of service D maybe we're providing level of service A whatever it is right now we're establishing the baseline and then and then start assigning okay what would it cost to up it to one more level how do we define that level what does it mean to go down a level how much does that cost and you know and and define all that it it's this is a big undertaking and it's not priority based budgeting. It's it's it's a whole it's a whole another thing. So, um just being real about this, um we we have we have a couple of fees that haven't been touched in a long time. and and all that's being suggested right now is to is to try to stop the hemorrhaging a little bit and and give us an opportunity to breathe and to start recovering and and have these discussions amongst ourselves to

Yeah. No, I mean I think you felt I think everybody feels at least what we saw was reasonable as a starting point especially if you've had that communication and that's where probably the user groups are. I think that's a good place to yeah, you know, begin that.

That's that's that's wonderful and and we'll we'll continue the process. You know, uh Councilwoman Brio, I wanted to just touch on on your question. Um in the budget process last year, we approached you all with the request to test a pilot program for overseating and that was an attempt for us to start to address this. You know, what are they getting um for the increased fee and it it was well ahead of an increased fee. Um what we committed to was hiring an additional parks maintenance worker who's now been dedicated primarily to overseeing uh maintenance of our fields. Um and from what I've heard on the feedback, it's been improved and and the the the feeling has been positive. Um but what I'll share is the real delicacy here is we've got to be mindful of not increasing our expenditures in tandem with with a fee. and and the the avenue for that being because there's a higher fee, we're one for one dollaring, you know, an increase or an improvement. We're being creative and, you know, it really is an exercise and priority um saying that the overseating was not a priority compared to the day maintenance um of those fields. Um and we'll continue to do that and work with the sports organizations to find, you know, creative ways to improve um in ways that don't just impact uh the expenditures, right? So that'll be our commitment to you.

Everybody good?

Uh there's uh one other item that I think we're kind of overlooking. Um the types of use on the field. Let's say uh football versus soccer, baseball versus uh softball. Those are going to cause different uses on the field. C know one uses a field a whole lot differently than the other. football and you know people say football uses you know tears up the grass more than than soccer and vice versa. Same with softball and baseball. So those are things that are going if we're going to get this CPI. Those are the things that we're going to have to put into it that we're going to have to look at too because those things do make a difference

on field use. Yeah. And that's where Shane was going to that granular level of you know that's the level we have to look at because you know you may want a field to be an A field as opposed to a C field but is the A field used for football or is it used for soccer. So that's what you have to look at. Yeah. Yep. I think that's where the direction that you're okay you're going. Well, we got it. We'll report back soon. All right. I thank you for your feedback and uh we're excited to continue this adventure. We're here to serve. Appreciate you. Have a good one.

Having no more further business, we're adjourned. Oh, I didn't mention that the next meeting was May 11th. That was buried in all my notes. So, I can't believe it'll be out of April by the time we get back together again. Well, you retreat. Yeah. Yeah. I forgot about that.