Town Council - Regular Meeting

Good evening. I'd like to call this meeting of the Pinetop Lakeside Town Council to order. Um, we do have a quorum. Please make sure your cell phone is silenced. I'd ask everybody to stand and join me in the pledge of allegiance. And please remain standing for the invocation. Pledge algiance to the flag of the United States of America and to the republic for it stands. One nation under God, indivisible, with liberty and justice for all. Vice Mayor,

our eternal father in heaven, we come before thee this this evening in this town council meeting, grateful for this beautiful community in which we live. Grateful for the country we live in. We're thankful for those who serve in our armed forces and protect the freedoms that we enjoy. Pray that thou would bless them and their families. We're also mindful and thankful for our those who serve in law enforcement, our firefighters, and all of our first responders, and pray likewise that thou would bless them and bless their families. We're thankful for the moisture thou sent to our lands and pray that thou would continue to do so that it might uh keep us safe from fire dangers and and things and reinvigorate our beautiful forests. We're thankful for the opportunity we have this evening to recognize several individuals and their accomplishments. And we pray that thy spirit will be here with us this evening as we go over important issues concerning the town and ask these blessings in the name of Jesus Christ. Amen.

Amen. Thank you, Vice Mayor. Item B in our agenda is called to the public. This is a business meeting of the town of council. The town values and welcomes public input. Please address the council as a whole and not individual council members. Do not address staff or members of the audience. Council action on items brought up and call to the public is limited by the open meeting law. Council may direct staff to study the matter and reschedule for further consideration or later date. Items on the agenda not called are not heard during call to the public and individuals are limited to three minutes. We've got a couple requests. First, I'd like to call up Mr. Joe Green.

Good evening.

Uh I'm Joe Green, Trevor Wait, um Mary, she's our secretary. U CSR, me and Trevor, assistant managers. We've got our office manager, Shelley. Uh we're with TVS waste. Blue Hills Environmental purchased TVs waste in November and we haven't come out and said hello and so we wanted to come out say hello. We're we're kind of the new kids in town. Um we are still local local business and we're going to continue to keep it small and local and and easy to be approached and um hopefully hopefully a customer service will be better than anybody else in the area. Um however what we what we've done is um we've decided that we're going to continue to use the same approach we use at Blue Hills. Blue Hills is na or Apache County. Um the same approach that we use there is we're community oriented. We like to work with the with the cities on community cleanups with the individuals that need help and so on. And so we're very um we're nonprofit so we're very or community oriented and we'll continue to do so. But just wanted to take a few minutes, come say hello and thank you guys and appreciate you and if there's anything we can do to reach out and help you. Um, just give us a call. We gave you guys that's that's our manager Ray Davis's business card. And if you need anything, reach out to him or or just call TBS directly. You'll probably get you ladies if you do.

Well, thank you for your time, Joe. Welcome to the community. We appreciate your business. Thank you. Um, Larry McCormack.

Mayor, Vice Mayor, just wanted to give you a quick update on what's going on at the senior/ community center. Um, we're in the midst of a remodel right now. We received a large grant and are replacing 6,000 square foot of flooring. So, it's little kind of hard to get through the hallways right now. But any in any case, uh moving on from that, I just want to let you know that we we've applied for two applica uh for two uh for a liquor license for the Luau, which is on July 25th, the pig roast. And we also um have applied for a bingo license in an effort to bring some extra funds into the nature center. So we're doing our best to make up and next Thursday Sterling. Guess what day it is?

We're we're serving liver meatloaf and liver. Yeah. And we expect all of you there to, you know, we'll hopefully have a crowd like you do here tonight. Seven bucks ahead. If you can't afford it, I'm sure we can pass it on to you. So, um, in any case, thanks for your time. Just wanted to bring an update.

Thank you for those updates, Larry. We appreciate that. Um, Lyn Craigbomb. Good evening, Mayor and Vice Mayor and Council. Miss being up there with you, but I am here to invite you to the regional the Northwest Northeast Arizona regional science fair. It will be a week from this Saturday, February 28th, at Nicholas Homestead School, the elementary school in Xolo. Um all of the schools in Apache and Navajo County are invited to have their first and second place winners projects come to this fair and then the judging will be next Saturday morning um by 1:00 everything should be decided. Then at 2:00 there will be an event that is open to the public and it's called this um STEM fest. It's free and there will be about 20 booths of local um science sort of um oriented um booths and people to talk to presentations. And then at 4:00, the winners will be announced and all of the winners uh who win first place go to state and all of the winners get a $50 gift card to help them afford to go down to Phoenix and take the take part in that state science fair. So I hope that you will come. It's again February 28th at Nicholas Homestead School, especially from 2 to 4 in the afternoon. Thank you

very much. Thank you, Lynn. Okay, I have no other requests. Then we'll go ahead and move on to item C, which is our consent agenda. All items listed are considered routine matters and will be acted by one motion the council. There will be no separate discussion of these items unless a member of town council requests that an item or items be removed for discussion. Council members may ask questions without removal. Items removed are considered their normal sequence unless called out of sequence. We've got three items on our excuse me, four items on our consent agenda. Are there any questions from the council? Comments? I have a comment. Mayor?

Yes. You look at the spending, our staff and our town manager and with the help of the James Benson group, uh, they've really got the spending under control as far as the check register and the I call them debit cards, but I guess they're called purchase cards. January of 2025, the purchase cards at one month accumulated to $32,000. This month we're reporting on January 2026 and it's down to $5,300. Um, we know the PE cards are part of the check register. The check register in January 2025 was $96,000. This month, excuse me, 900 $996,000. Excuse me for that. Uh, this month it's 572,000. So, um, I just want to give credit and show that I really appreciate the hard work. I know this wasn't easy, but to get the spending under control like that, I think the town manager, all of the department heads, and James Fency group really deserve our admiration.

Thank you, Harry. Um, any other questions or comments? I'd entertain a motion. Vice Mayor I'll move to approve the consent agenda. I second that. Thank you. You have a motion second. All in favor, please signify by raising your right hand.

Thank you. That carries unanimously. Item D is business before the council. Public comment will be taken at the beginning of each agenda item after the subject has been announced by the mayor and explained by staff. Any citizen who wishes may speak one time for five minutes on each agenda item either before or after council discussion. Questions from council members, however, may be directed to staff or member of the public through the mayor at any time. This is personally one of my favorite evenings. So, um, item D1, and I will welcome up the VFW post to present awards for the Patriots pen essays. So, John Beer, George Bomb, Al Jones, come on up. Madame, mayor and councel, on behalf of BFW post 2364, I want to thank you for having us here again to awards to some of the best people that you got here in your town. And it's really a pleasure to do this. Uh we'll start off with the Patriots pen which is a BFW national contest that uh is for junior high students and it is a written essay and each year they have a different topic and the children write on it. And so what we have here are some winners. Now we'll start off with our fourth place was Jackson Reek. Is that how you say that? As you all know, I'm terrible with names, so forgive me in advance. Is he here?

No. Anyhow, he would have received a certificate and a check for 50 $50,000. $50. Sorry. Careful. I'm going to talking about big numbers. You got me scared. Where do I sign up? And by the way, he he has to be here tonight to get to 50,000. Uh, third place would be uh is it Ram? Oh, I'm going to kill this one. Diml diml in what? Something close to that. I'm sorry. I'm really sorry.

And he will get a certificate and a check for a mere $75. Uh, second place is Tenley Cox and she will receive a certificate and a check for $100. And first place goes to Laura Mosley. And she'll get a plaque as well as a check for $150.

I'm sorry. Mosley Mosley. Yes.

See, when you're when you're a war vet and you get old, it really gets confusing, huh? and she was also a fourth place winner at district and then she went on to she was first place at district and in fourth place for the state of Arizona. So I think she did very well. So congratulations to those students and then we'll let you move on to item D2 which presentation of awards for the voice of democracy.

Very good. Just quickly, Voice of Democracy again is a national program, but this one they actually recorded and put it on a CD and uh it's timed and and that kind of stuff. So, it's really pretty good. Uh what we got second place is for Elliot Woods.

I know it looks like I already graduated high school. Yeah, but I'm his dad. That's fine. They're hoping for the 50k. Is that what it is? But they get a a certificate and a check for 100.

And then I'm assuming you're the same as with Audrey. Yes. Okay. First place goes to Audrey Woods. And she also gets she'll get a plaque and a check for 150. This is so nice.

Very good. They wanted to be here, but they're just about to go on stage. Oh, very good. Very good. Very excited. Very excited. That's one of my favorites. Okay, then we can move on to item D3, which is presentation of public servant awards.

Very good. Okay. Um, we'll start off with uh a paramedic from the uh Pinetop uh district. And that would be Corey Wallace. You just move over so I can get a view point after. Huh? No, we're going to do a group one. Yeah. Okay.

Next, we'll have the firefighter from Pinetop Fire District. That would be Captain Eric Brown. Congratulations again. And as I was saying to the sheriff just a couple of minutes ago, I'm really happy about this one. Kendall Webster from the Navajo County Sheriff's Office and he's a dispatcher and they are kind of the forgotten folks within the system. So well done, sir. We'll move on to a deputy from the Navajo County Sheriff's Office, a Samuel. And oo, I hope he knows how to say his own last name. There he comes. I'm I I'm not making fun. I just know. And uh he works in jail intelligence. And then another from the sheriff's office is Master Deputy Shane Jackson. And then last but definitely not least, we have Officer Gabriel Guana, am I getting Ghana? I'm sorry again. He's with the K9 patrol with the Pinetop Lakeside Police Department. Very nice.

See, you should have got something for the puppy, too. Yeah. I'm going to take a group. Do you guys want to get in?

Sure. Sorry, he can't remember his name anyway. you stand there the rest of the evening and hold that. Good job.

Thank you, George. And congratulations to all those winners. Welld deserved. We'll move on to item D4. We'll wait a minute. Gabe 10, did we forget somebody? Oh, she wasn't The kid was a teacher. She was She was here. Did they give her the wrong award? Oh, they Oh, they gave her the wrong Just

hopefully she got the check for 50 grand. Thank you, Al. Appreciate you guys being here. It happens all the time.

One of our fire districts does that type of award after our presentation. Okay. The next item on the agenda is a presentation of our January financial report. I'll turn it over to our finance director, Gabe. Thank you. Um Madame Mayor, uh council, um before we get into the financial report, just again quick updates on from finance perspective. Um obviously, as you know from our meeting earlier today, we're going to get kind of heavily involved in budget. Now, we're also kind of in the final stages of the audit as well. So, um that's getting wrapped up. And with that, I'll let Sarah dive into the numbers.

Good evening. Um do you want to go to the next slide? Oh, wait. Yeah. Okay.

Wonderful. Okay. Um so for January um year to date our total revenue was about $4.6 million. Um you can see the breakout of our revenue categories there. Um really strong continued strong performance in our um revenue numbers for through the year. Um so that's good news. I will say that TPT we did have a couple of months back in like the October November time frame where we saw TPT was up um over prior year. um we've seen now December was down and then January has also um come in down. So January, the month of January year-over-year was down 1.6 um%. Um so total for year-to- date we're about 3.5% down for TBT. Um and you can see the breakout of the different categories there. Uh next slide. Um looking at our general fund expenditures. Um, so our total fun total expenses for general fund, um, we're just over $4.5 million, um, which is about 47 48% of our budget spend. We should be about 58% based off of where we're at, um, in the year. So, we're doing really well um, managing those expenditures. The only um, item or department that is over is really that man magistrate, which is driven by that contract that we pay at the beginning of the year. Um, looking at our other expenditures by fund, um, we've spent about $2.7 million year to date in our other funds. Most of that in streets. Um, and you can see here we're, it's a little misleading of saying 8% because of that large grant um, expenditure number. Um, but overall we're doing really well in our expenditures as well in our other funds. And then finally, looking at our uh fund balance trend analysis, we talked about this in the meeting earlier. Um but for

January, we ended with cash for general fund of $1.9 million, which is up from December um about $43,000 down year to date by about 1.7. Um, and our projected fund balance for the end of the year is looking at about uh 1.5 million, which we talked about that in the earlier meeting. And with that, I'd be happy to answer any questions the council may have.

Okay. Thank you. Any questions for Sarah or Gabe? Councelor Heisler. Yeah, I was just just curious is um is there a way in the future that we can separate so that when we're looking at at the numbers um for example in the other expenditures by fund so that we're not getting a skewed percentage that we actually have those numbers in a different category so we're we can actually see where those budgets are tracking.

Yes. So essentially have kind of like our going back to those other funds there have um herf tourism promotion and parks and solid waste maybe as one grouping um and then have you know kind of those grants and things that are more dependent on specific you know one-time dollars separated out. That's what I was wondering is that uh to me that like you were saying the grant uh if we get of the grant numbers kind of throw off the whole budget when you're looking at it holistically. So I was just curious.

So I think it would make sense to maybe pull the capital and grant separate and then look at other special revenue type funds except for those and then look at that separate. Yeah. Councelor Phillips. uh question on these um budget items here that are in the 60 percentile and the caution area. Is there any specific thing driving those uh being up in the you know there's the town clerk the planning and zone planning and engineering is at 64% of the budget those type of deals. Is there anything particular that's driving those higher or

um for the most part most of that's driven based off of just the timing of the expenditures versus when we budget. So when we budget, we're budgeting equal spend throughout the year and we have contracts that we're paying earlier on. So similar to what we see with magistrate where we have that large basically that's all that's sitting in that department to be frank. Um is that contract with a little bit of other costs. So when we pay all of that at the beginning of the year, it's going to set kind of that budget to red or yellow at that point. So, as we continue through the budget year, those will should come back into the green zone where they're Okay, got it. Thank you. Anything else?

Okay. Thank you very much. We appreciate that. Um, we will move on then to item D5, which is discussion and information possible legal action of resolution number 26-1801 appointing Larry McCormack to the planning and zoning commission for a term ending July 22nd, 2027. Christie,

uh, thank you, mayor and councel. Um, we have two seats vacant on the planning and zoning commission currently. Um, I apologize that we did have a second applicant that we found out later at the planning and zoning meeting last week. Mackenzie and I both have very difficult last names and the email was off by one letter, but they did show that they turned it in in time to meet the deadline. He's not here tonight. We didn't have time to get it on the agenda. So, that other applicant will be interviewed by council at the next meeting because he's never been interviewed by you before. So tonight, what I'm bringing to you is um Larry McCormack applied back in July of 2025 and did get council votes. It tied several times and then a decision was made to appoint another uh commissioner. I spoke with our town attorney and he did say because he has interviewed with council and did get votes and nothing changed and he's still interested that we you guys can still definitely talk to him and ask him questions but our recommendation would be to appoint him to the planning and zoning commission to fill one of the two vacant seats and he rem he meets the requirements. He does live in the county but we can have up to three seats in the county and we currently have one. So he would be filling the other one of the other seats for county. Okay.

Thank you Christie. Are there any questions, comments, questions for Larry? I got one. Councelor Phillips, are you willing to uh step up to the plate and do it? Yeah. Yes. I'd entertain a motion. Councelor Heisler. I move to approve resolution number 261801 appointing Larry McCormack to the planning and zoning commission to fill one vacant seat with a term ending in June 22nd, 2027. and direct staff to continue recruitment for the remaining vacancy. I'll second that.

Thank you. We motion a second. All those in favor, please signify by raising your right hand. Thank you. That carries unanimously. Thank you for being willing, Larry. We appreciate that. Item D6 is a public hearing discussion and possible legal action of ordinance number 26-488 amending town code title 16 subdivisions in accordance to House Bill 2447. Christie,

thank you, Mayor and Council. Um, typically this would be brought to you guys by the community development department. And upon Jeremiah's departure and Frank stepping in as our new interim community development department um, director, I said I would help out with this. Um, I was at the planning and zoning meeting when this house bill was brought to the cit to the citizens and to the commission and it has a lot of talks around it. A lot of uh people are upset um that the public hearing is no longer required when it comes to um site plan reviews or subdivision reviews. So um it is it has been passed by the legislature back in it's a it's actually a law now. So in December the town if we don't follow this we could lose our state shared revenues. So, but what we can do is take a proactive version that yes, we don't require a public hearing anymore, but we can still bring it to council forformational purposes where citizens would still be able to talk on an agenda item for 5 minutes and voice their concerns. Um, what this also does, it just sets clearly defined guidelines for developers so that we're fair to them and to all developers alike. So to give an example, when there was a family dollar, I think it was a family dollar that wanted to come to town and the commission had a public hearing and um they had wanted them to put up a a block fence. That's not in our town code. So that it's going to alleviate the town being able to put those types of um restipulations on a builder. So, when I was uh at the planning and zoning meeting last week, we had a work session and the planning and zoning commission has agreed to start looking at the town code title 16 and title 17, which is our next one for site plan reviews, which is going to be very similar. Um, and they're going to start looking at that. So, we have clearly outlined defined things that we

can ask developers to do. So tonight we're just um adopting the ordinance to to comply with the house bill, but we'll be bringing back the town code to you guys at a later date after planning and zoning has had time to review it and make some changes. Okay, thank you for that explanation. Are there any questions for Christie? Comments. Um seeing none, I'd entertain a motion. Councelor Heisler. I move to adopt ordinance number 26488 amending town code title 16 subdivisions to comply with House Bill 2447 and authorize administrative subdivision reviews in accordance with state law. I'll second that.

Thank you. We have a motion. I apologize. This is a public hearing. Is there anybody that who would like to speak to this issue? Okay. Seeing none, I close the public hearing. I'm so sorry, Mackenzie. I mess up your minutes. Um, we do have a motion second on the floor. All those in favor, please signify by raising your right hand. Thank you. Uh, any opposed? Councelor Smith, did you vote? Oh, excuse me. Okay, that's all right. That's okay. Unanimous language. Technical problems. Okay.

Okay. I I'm sorry about that. Okay. Item D7 is a also a public hearing discussion and possible legal action of ordinance number 26-489 amending town code title 17 site plans in accordance to house bill 2447 Christie. Um good evening mayor and council. This item is the same as the previous one. Uh this is just for title 17 which is for site plan reviews. I did I did um in my CDR and I don't know how many people in the audience got a chance to read um the statements I put on here. So I just want to real quick because I didn't state it on the last one some key points for clarity. I want to say these out loud. So what the ordinance does is it authorizes designated town staff to review and approve site plans administratively. applies only to applications that fully comply with the town's adopted and objective code standards and aligns the town code with state law requirements. What the ordinance does not do is it does not eliminate transparency, remove town council oversight, prevent public discussion, and allow staff to impose requirements outside of the town code.

Okay. Thank you, Christie. Any questions from council? This is a public hearing. Is there any member of the public that would like to speak to this issue? Okay, seeing none, I will close the public hearing. Um, further discussion or a motion? Councelor Heisler.

Uh, I just wanted to say real quick that, um, I wanted to reiterate your point that that doesn't necessarily mean we can't bring this to the meeting. We need to do, I think, a little better job at making sure our town code is aligned so that a developer that comes in, but also making sure in the future that this will come to council. And I I don't want to speak for everybody, but I think that we all value that public input and on projects that are coming into the town. So, um it's a state legislature law that passed and it's not necessarily the reflection of this governing body, but we have to apply or we have to comply with their order.

Yes. and I and speaking with um he's on board to bring anything that comes before him to the council for just you know to be open and transparent with the public and you guys as well. Motion go ahead councelor Heisler. Um could you need to come to the podium please and introduce yourself? Hi I'm Sharon Schllect and um I just have a quick question. Uh when you you just mentioned someone saying that they would be bringing um all of the stuff before the people.

Yes. And um do all the people get to vote on that or is that something that No, you don't get to vote on it. Um but it would be open to the public and you can come and talk on it an agenda item for five minutes. It's voted on. Actually, there's no vote on it by the council. It is a an administrative action by the community development director that's in place at the time. So, is this having to do with zoning and planning? Um like so many hundred feet or 1500 zoning doesn't apply to this. It's just for subdivisions and um site plans. Site plans. Thank you. Yeah, zoning issues would still come to planning and zoning. It would still be a public hearing. Okay, great. Thank you. You're welcome.

Thank you. Thank you. Um, councelor Heisler, I move to adopt ordinance number 26489 amending town code title 17, chapter 17.84, site plan and plot plan review and approval to comply with HB2447 and authorize administrative review and approval of site plans in accordance with state law. I second.

Thank you. Have a motion, a second. Further discussion. All those in favor, please signify by raising your right hand. Thank you. That carries unanimously. Thank you, Christie. Item D8 is financial overview and status of multiple public works projects. Molina, good evening, mayor, vice mayor and council. Um, I had uh presented this and kind of talked about it uh on the I believe it was the December 4th council meeting and said I would bring some more information back to you. So, um I was expecting this meeting to be a little bit longer, but um I I won't go into all the detail. Oh, thank you. All the detail um that we did um in the December that December 4th meeting. Um but I'll kind of touch on some of those um those uh those points. Um so with that um in our presentation in my presentation tonight uh the first project that we're going to talk about is the top of the woods and then we'll go on to the police department meadow water tank and the um mountain meadow path and parking lot. The questions that uh I was asked uh to to answer were what was the original budget for the project? How much has been spent on the project to date? what the target date for completing the project and how much more money will be required to complete the project. Number five, if 100% means the project is complete, how much of the project hasn't been finished as a percentage? So, if we're talking 100% of the project and we still have 25% to go, that that's what that means. Um, and then number six, what is the source of funds for the project? And I'm sorry, I Oh, yes, it did. Um, Top of the Woods. Um, going on to Top of the Woods, um, our preliminary cost estimate, and I presented this the

last uh, council meeting from the engineer was 1,98,985. That was not I I wouldn't say that was necessarily council approved. However, it was in resolution 23169. um that was basically going over the um the project as a whole and um accepting the $140,000 that we got from Navajo County Flood Control District. So that was included in there, but it was not something that was presented and there was never a budget that I could find anywhere in looking through a lot of meeting minutes um that there was a hardfast number for that project that was approved by council. Um we have to date spent $674,1729 and that does include labor and equipment. That number comes from our Novo Solutions uh sharet which is what we use to track all of our uh service requests and projects. The target completion date is uh April 30th of this year. The remaining work that we that we need to do and uh remaining funds uh we have some rip wrap that needs to be installed on the detention pond on the inlet. Uh we're estimating that it originally for the entire pond was about $5,700. It's about 50%. However, those those numbers have fluctuated a little bit and we will need to to purchase a little bit more rip wrap. We already have the wire mesh that will be going over that rip wrap to help hold that in place as it's the inlet. We don't want that to wash down. um the uh signage on the gates. We I was approached by a homeowner on Pine

Village um with some concerns about a couple things and um we've been able to address those, but one of them was signage on the gates for the drainage easement access road. uh he requested and um I was informed that he had been insured that the town um by previous staff would would install signs. Um minimum cost on that is $200. The signs will be authorized personnel only. Um and of course that will be something that we'll need to replace occasionally, but you know that will be in our normal street sign budget. Um, and then it was brought to my attention by that same property owner that the his property pin on the southeast corner of his property that is in the drainage easement um that he he granted us a little extra for that um we believe is buried and um so I'm I reached out to Ironside Engineering who is one of our on call engineers to get a cost estimate on how much that would be for um for for them to come out and replace that. It does need to be done and completed by a registered surveyor. Um so I'm high estimate um a a normal full land survey would run about $5,000. That's not necessary, but we're just putting that $5,000 in here to to say this is what a highend could be. I have not gotten that back from Zach at Ironside Engineering yet. Um but I will be discussing that with with Christie. um once we get that back. So, the the total estimated um expenses, and this is an overestimate, is $11,500 to complete that project. Um we we may at some point come back down on the new section of Pine Village that we have have taken over uh that ditch. We've reshaped it.

We've come and we've added widened the shoulders with the AB and um our crews have have done really well. Um, we may at some point, depending on the erosion, there is a water line that runs right down the middle of that ditch. And so, it's something that we've talked about, we're going to keep an eye on, and there may be a potential to to add some additional rip wrap to that ditch. It has not been a problem as much in the past, but it's not something that we um were that was not in our maintenance. So, it's something that we're going to keep an eye on and certainly if if it's necessary, we'll we'll make those. Um, and then additionally, if anybody's been up there, we do have um an asphalt patch that we need to do. Um, and that I did not include that. I apologize, but that's not going to be a very um it's very minimal costs for that. It'll be probably about $1,000 if that. I that's a high estimate. It's probably going to be closer to 500. Um so moving on uh to the estimated project completion is 98%. Um we have very minimal work left to do there. Uh also um we do have um some stuff that Arizona Water is going to be coming out and doing um and repairing some of the patches that they did when we had a a water line break there. The source of funds for th this project was um the state of Arizona. We did have a state of emergency declared when that the flood happened in 2019. We got some funding for from DEMA and the state of Arizona. It it was primarily used for the cleanup of that project. So, I didn't include the dollar amounts on that because it wasn't for the construction of this project. Um, but we did get $140,000 from the Navajo County Flood Control District. The remaining portions of that project was funded by our street maintenance and our drainage rehabilitation.

Uh moving on to the police department. This is probably the the one that spent the most time on and um really delving into this one. Um it is it's a wonderful new building and it's certainly deserved by our law enforcement. Um and I I think that they they're enjoying it. It's a step up, that's for sure. Um, so originally, uh, the Sierra Building Systems contract was 4,499,000 that was approved by council via resolution 231644. Um, additionally, we had another resolution that was brought forth for interior solutions, which was the primary furniture for the offices, uh, the cubicles. Um it did have a few other things in there as well. Um the total that was approved by council was an amount not to exceed of $166,2636 via resolution 231695. Originally that was intended for only phase one. Um as you as you see on the slide uh we came in quite a bit under budget on that. Um, however, this did not, from the research that I have have found that I've done, um, that didn't include all of our, um, uh, records storage. So, that was a little bit of an added expense and we'll talk about that a little bit. Um, but we did come under budget on that. And then, uh, also Barton Architecture, $165,000. Uh, and that is was approved via resolution 21. Oh, and I'm sorry I missed a number on that one. I do have it here. Um that was approved via resolution um on that as well. Um and I'm sorry I do have that here. Um

I thought um I can back to you guys. Sorry. Then uh um we'll move on to the next slide here. Um, oh, I'm sorry. I'm going to spend go back a little bit here. So, total spent to date is $6,280,410.76 cents. That number has not changed since I brought it to you in December. Um, we we've not added any more to the capital um that our 19 fund. Um the Sierra building systems uh was $4,592,158.78 that has been spent to date. We do have a remaining contract balance of $61,91428 and that does include some retention. Um and then also I I kind of talked about it already with Interior Solutions. We paid a total of 900 $99,560.40 Uh the target completion date for the PD project is May 1st. Uh we have a um scheduled ribbon cutting open house on I believe it's May 13th. Is that correct, Christy? Um so our target completion date is is to get um all of that done. Um hopefully we'll have our our new cell doors. That's one of the major holdups um that we're waiting on the manufacturer to get those in. I don't know that those will be installed for sure um by that date, but cross our fingers, we're um hopefully taking delivery of those in March. Um moving on to the the next part of it. Um the remaining work and how much required to complete the project. um something that was um it wasn't noticed um at the beginning of the project and um has been brought up by chief and commander some safety

concerns that we would like to address. Our ballistic pee poles in in several of the doors there is a total of seven. Um one door in the sallyport will have two so you can see both ways. Um, we're also looking at maybe some alternatives to see if there's some video or something else. I've reached out to several contractors to see if there's any other two ways. And so, we don't have the two pee poles, but um, for safety, I'm going to make sure that uh, the officers have and staff have a clear line of sight through any of the interior doors, especially going into the booking room and into the the um, holding cells in Sallyport. Um the total for those uh we actually there's one installed on a um in phase one and I reached out to the company that did those and I've gotten a couple quotes on that. The cheapest so far is the company that uh we went with initially the contractor did. So it's an amount of $2,67169. Additionally, there's um been requested to have in the interview rooms a few um view lights. Um, so it's essentially glass that would um they can be able to look into those rooms. Um, that total right now we're estimating at $834.18. Been talking with Chief a little bit and um we'll be meeting on Tuesday to talk a little bit more about those. We might be able to cut that cost a little bit if we um change that. Um we do have a deadbolt that we'll be adding to one of the doors in the booking room. that door, that deadbolt has already been um procured by Chief Barnes. Uh we just need to have it rekeyed roughly about $75. Um the cell doors, as I stated, um I I just finally after asking numerous times and for numerous months, we finally got the um actual cost from the contractor of what those doors are going to be.

Those are $36,433. That does include installation of those doors. Um, and that is not in addition to the contract. That is included in the contract price. It's just something that that we need to keep in mind that we still have to pay in out of that $61,000 that we have remaining. Um, and then we do have some work to finish the retention pond. Um, as you guys know, we've we've jumped around on a few projects to try to complete everything. And uh the retention pond has been one of those last priorities. There's quite a significant amount of rock we ran into on that. That seems to be the theme of that project with the sewer line and everything else. Um so we will have to rent an excavator to hammer out that rock for roughly about $8,500 that is on a state contract through CAT. Um but we do have all the the rip wrap is there at PD. So we we shouldn't have we're not anticipating any other costs for the retention pond. Um we're estimating or I'm estimating that the the project is 95% estimated completion. I think that's a generous number um just because of the safety issues um the with the cell doors specifically. Um so those are our top priority to get those done. Now the uh the hard part is um what is the source of the funds for the project? And um in the last council meeting in December, Mayor Owen, you asked if I would bring back um what we had spent or what we had budgeted and set aside for ARPA for the bond. Um that's been pretty difficult to to track down exactly how much is spent. These numbers are estimates that we've been able to and I I talked to Sarah um a couple times and and then we talked again today and her

and Gabe spoke about it on their way up. Um what we've been able to to estimate just basically looking at the financials and what we have available from from Kevin's records. Um we we believe the revenue bond was um $2.8 million. The ARPA funds about 1.3 million um and then 1.4 million for uh reserves. Now, the loan furniture and fixtures, that one's been a little bit tricky. Um Sarah let me know that it was about $221,000. Is that correct? Correct. That was in the the debt light or debt report.

The debt report. Um, so that was um, and I believe if I recall correctly in looking at financials, I think we've paid $122,000 of that um, to date and and don't quote me on that, but it's been a difficult one to to track down exactly what that is. Those numbers kind of correlate to my memory. Yeah. Yeah. I do have a question if you're done. Yeah, absolutely. So on this question four here, Uhhuh. We have about 485 left to pay. However, on the previous slide, we have outstanding contract to balance. Yes, that's correct. But we add those together for our final outlay.

No, not necessarily. That is just that's kind of an estimated cost. I we owe we have a contract obligation of $61,000. However, if they're not going to be finishing the work of installing those doors, that that would drop that bal balance down. So, we're not going to be and I've been working with Bill Sims to to look at one of the things that was agreed upon. I think it was July when it was signed the substantial completion and an agreement that um the the town would take on the responsibility of installing the doors and um we've been trying to figure that out because I I don't I don't think that that's a wise choice.

So, the 36,000 would come off the 61,000. Corct. So we do owe more than this. We do. Yes. Yes. Okay. Thank you. You're welcome. Any any other questions on PD? Yes, sir. I had a just a quick question. Is is there a million4 reserves? Is that out of several years or is it one physical year?

That's been over several years. This project started um when we started um talking about this project and bringing things to council was back in 2020. Um and then um the contract was awarded in um I believe it was April of 2022. So prior to that we had some expenses for the public works department and doing the sewer line and tearing down of the building and the asbestous abatement and that kind of stuff. So it's been over the last several years. Not one one year in particular. Council Heisler. Uh I just wanted to throw out a couple of things on this. I had one on top of the woods, too, but I was kind of waiting until you were all done. Okay.

Um, uh, so in the beginning, we talked about four and a half million, and now we're six, was it 6.2 million spent? Yes. But that is not, and I think that's something that, uh, that we've talked about, um, is the project um, for the contractor was four roughly $4.5 million, but now we've spent 6.2 million. That includes all the civil work that the public works department did. Um that includes the fencing, um the parking lot, the flag poles, um all of those those other things, the furniture, um the the storage, uh it included equipment rental, um trash service for tearing down the building, all of those kind of things.

Okay. And then um and I think I understand that and I understand we did four and a half million for the contractor and then we did the furniture expenses and I guess in in in all of these things and I think you know this already because we've kind of talked about it but like my my general thought is like I understand that a contractor gave us the pro you know the price to do something. If we're going to do it we should have a budget for that project. I I completely agree and I did find um uh I I believe it's not signed by any engineers or anything and I I'm throwing out an assumption here is that this was this cost estimate was prepared by um former director Patterson um based on the civil work and and I don't I have not been able to find a stamped copy that the civil work was done by Woodson Engineering which is now Ardura and that was estimated for all of the um the sidewalks the parking lot, the sewer line, and that kind of stuff. It was estimated about $51,000. So, we did go over that. The biggest part of that was some of the additions for the um equipment rental to hammer out the rock for the the sewer line and that kind of stuff. So,

and then one other question, and I may be off on my math, but um the numbers I get there are 5.9 million. So, we're we're off on some funding sources by several hundred,000, but you guys are we're good with that. Okay. I just want to make sure we're assuming that Yeah. Do you guys

So, it's this unfortunately the system does not track pro our the financial system does not track project accounting. So, we can't see where the money went. um it's just a bunch of journal entries to be quite honest of transferring money in and out of different accounts. Um and so we've had a very hard time trying to figure out where the funding all came from. So most likely what has happened is that while we've spent more than what we have listed here on sources of funding, it means that actually more came out of the reserves than what we have here. So all the in-house labor, the materials, equipment, metal, that was absorbed in that department already. So So it's probably it's not quite not

Yeah. So it's a little Yeah. Yeah. You're using some fixed fixed costs to to do some of the the work and so so it's not necessarily Well, there's been some allocation. It doesn't necessarily mean that additional budgeted dollars were always spent. Exactly. Yeah. have a question. Yes, councelor Phillips. Um, so are we working on something in the accounting system so this doesn't happen again so we have a specific for projects and all that stuff?

Right. we are looking at and and again I don't want to steal ahead manager um Christiey's uh um presentation but with with the departure of the accountant we are looking at doing some revamping within finance um bringing some things into the 21st century um one of those being projectbased tracking within our accounting system so

additionally too something that we we've been talking about in our director's meetings is a um really a project list of what so we have that hard fast number of this is what we're we're planning to spend on this project. This is what council's approved and then having those that those spreadsheets and we will be working on that as well. Um as I think I've talked especially um council member Heisler we've talked about that a lot of in in today we talked about those capital funds and really building up those reserves so that we're we're planning in the future of of capital purchases and projects.

Yeah. One of the things we'd like as we go forward is when council approves and we use the PD building as an example, the approval won't just be for the contract with the contractor. It'll be for the a total cost not to exceed for the entire project, correct? Which may include multiple vendors using fixed costs, but again, so there's there's that that budget to actual tracking that could be done. And then obviously if we get to that point where you know we're noticing that we're getting near that number and we we need more then we we come back to council for for authorization for more. Did you have another question? I have yeah maybe two. Okay.

The first one was uh the top of the woods project. You said 2% left to do and it's going to push into April and I assume that's because you can't get pavement until maybe then.

Yes. the the pavement is a very small we're usually about March is when the asphalt plants are coming in. The biggest problem is the detention pond and getting that rip wrap in because moisture it is super muddy. Um so that that detention pond hasn't been compacted in those sides. So, getting equipment in there and working on that. We really need to have I hate to say it because we're praying for snow and and we want the moisture, but we really need that to dry out a little bit so that we can get in there. And um the the plans I can't remember the exact square footage, but it's the rip wrap is 12 to 24 in stones and they have to be about 24 in 2 ft deep and then the wire mesh over that. So, it's it's pretty significant that we're not going to be handplacing those those stones. So that's why we we push it out till till April. April is historically a drier month. So um that that's the reason for that.

Okay. Okay. Was that it? Councelor Phillips. Quick comment. Uh I live on Pine Village. I just want to say I think the town's crew has done a great job. Uh you got good workers over there and u all of my neighbors are very happy with the project. It it looks it looks good. Um that's minus those few little things you're working on, but uh I think you guys have done a great job.

Thank you. I will certainly pass that along. We have a new street crew supervisor, David Halverson. Um and uh he's he's really started to step into that role and and do a good job. So, um thank you. I will pass that along to them. Um moving on, I have two two more. Um, and I'll try to make these these ones are a little bit easier. Um, little bit hard to swallow on some of the costs that are going to be um, anticipated for to complete these projects. Um, so the Mountain Meadow water storage tank, uh, originally we had an overall cost estimate from the engineer, it was Woodson Engineering, and then, um, to Ardura of $572,618 for the project as a whole. That included the tank, the infrastructure with all of the, um, the irrigation, hooking up, um, the truck fill station, all of that. However, um we went out to we we did an advertisement for bids for a hot dipped galvanized tank, which was what was originally specked out. We could not get anyone to bid on it. We called numerous contractors, um numerous suppliers, and it just for the size, it just wasn't something that was that was readily available. Um so we were left with going back to the engineer to discuss alternative options. The options were a fused glass tank um or a bolted steel. Um the bolted steel was astronomically expensive. Um the fused glass uh it's still bolted steel, but it's fused glass uh on the outside. That is what uh what we ended up going with and um that was brought to council um and approved via resolution 241746 for an amount of $429,476.

And that was only for the tank. That did not include the foundation. The foundation was going to be another 90 to $100,000. U we were able to do it inhouse for a little over or a little under $25,000. Um and there was a lot of rebar. Um if you want any pictures or anything, I'd be happy to share that. But it was a lot of rebar. um total spent to date, including the um the concrete was the the biggest about $25,000 of that expenditure. Um but getting some forms and the rebar and several other things that we needed to to complete that project and make that happen, as well as an equipment rental of a 320 excavator. We have spent $480,810.3. Uh, the Texas Aqua Store contract came in right on the money, $429,476. Um, the target date, I I can't give you guys a target date. That's all going to depend on the budget of what we have left for um for in capital projects and what we can afford in our parks funds. Um the we do have some changes that need to there were some pretty significant changes uh that uh we we have made along the way. Um there's going to be some items removed and so we need to have the the engineer um redo the drawings. Um one of the the major things to have the engineer do the redo the drawings is the drain for the tank um ended up not being at the bottom of the foundation. So, we did not have to plum that that pretty significant size pipe. I want to say it was a it was between an 8 and 12 inch line to bring up um that is now on the outside um above the foundation. So, that'll be easier for for if there's any repairs needed. Um so, we need to do a

little bit of engineering work and design change. I've spoken with Alicia at Ardura and um those minor design changes and she's estimating uh $5,000 which I did get. Ardura is one of our on call engineers as well. Um that includes then preparing the bid documents and then managing the project from the the bidding perspective and and keeping track of all the draw requests and submittals and and anything like that. Um the estimated remaining this is where I I don't quite know yet until we get that that final cost estimate from the engineer. But based on what was what was done before um on the engineer's estimation of cost, taking out $180,000 for the hot dip galvanized tank and adding in the the $430 for the glass fuse tank, we're looking at just under $400,000 remaining. However, that will become lower because we have removed a water line that was going to be extended over to the nature center to help provide them some water. As well as we had originally intended to um put some install um irrigation lines over to the wetlands that are um if you've been to Mountain Meadow, there's a lot of cattails back there and there's a a little pier that you can go and view wildlife. It was originally talked about and discussed to to use our irrigation system and our well to to make sure those were filled. Um that has since been removed that we won't do that. So some of those costs are are going to come off. So we will have a a little bit less than that. Additionally, we could look at not installing the truck fill station right away. Um that's a a pretty significant cost because we have a concrete vault that we'd have to to put

in for that. The truck fill station would help the public works department and getting getting water, but also if we had an emergency in the fire department or forest service needed to do to have access to water, that would give us that option as well. Um the estimated completion, we're I'm estimating that is 50%, because we've got the tank, it's there, it's it's ready to go. We just need to get the apprentices um um connected and um get the pumps and and all that um installed. Um we did have the um a whiffer grant in the amount of $250,000 and that all went toward the um Texas Aqua Store contract and then the remaining of it came out of the capital projects for Mountain Meadow um 196480. The last one that I have on my list,

one question on that. Oh yeah, that whiffer grant had a timeline. It did. But but that's so just the tank. We were okay with that.

Correct. Yes. Um we actually did a grant amendment. Um and that was I don't remember if you signed that grant amendment or if it was it was Rick. Um just basically we we took we lowered our match um because we we weren't going to be able to meet that timeline um to complete the entire project. Um our match was well over um I I want to say it was a 10% match. Um it was well over 10%. So um that grant uh we're just waiting for the final reimbursement. It has taken its sweet time. Has to go to the governor's office to get signed and approved and then come back to us. Um hopefully we'll we'll be getting that soon. And then um as soon as we get that, I will be doing the grant closure.

So yes, how many gallons is this tank? I forget 100,000 gallons. How many? 100,000. 100,000 gallons. Okay. Okay. Thank you. Mhm. That's stowage. What's that? That's stowage. Yes. Yeah. Yes. They forgot they are.

Any more questions on the the tank? All right. So, Mountain Meadow um ADA path and parking lot. Uh the original submitt grant submitted amount for the project was $336,647.97. That included the equipment and labor for public works. Um we did have that that grant was originally submitted in um 2020. Um with COVID there was quite a few delays and then we saw as as everybody knows the the cost astronomically increased. Um we went back and resubmitted and we were able to get additional grant funding and uh the we increased the budget to $467,897. The total spent to date um per per Nova Solutions or our in-house tracking software is 1,25,656.79. That does include labor and equipment. The significant changes. We had significant changes. This is one of those things that that we've talked about is um we we didn't have any engineered plans on this project. Um when we got into the project, there was some significant drainage um problems that were brought to light. Um flooding um Mr. Runner's property next door. Um so those were were tied into to this project as well, not included in the grant funding, but into the project as a whole. Um and then also the uh detention pond that is at the front of the park. Uh the target completion date, same as the tank. It's going to depend on our budget. Um, so that's something that we'll we'll be discussing. Um, the the estimated costs, these are these are rough estimates based on what we have

left to to pave. The path um the asphalt for the path is 17,000, a little over $17,000. the prep work has already been completed and um we have a a geog grid um material that we've installed to help with the shifting because of that that it's the soil and the groundwater is very very um high so that you it it shifts a lot. Um and then we've we've done AB as well as millings so it's it's pretty stable. Um the multi-ur multi-purpose court parking lot, which is what we often refer to as the basketball court parking lot, estimated to pave just for asphalt, is uh a little over $52,000. And uh then we something that we had not originally planned but um for safety reasons we've we've really felt that it was necessary to add additional lighting in that parking lot as well as a little bit along the path that is is right there by that intersection going from the front entrance of the park into the the basketball court. Um that's estimated at $24,000 and that's a little inflated. Um Betty Miller, our um facility supervisor, has gotten all that. That does include the wire, the sauna tubes, the light poles, light the light fixtures, all of that kind of stuff. Um so total estimated cost right now is $93,951.71. However, there I did not include in this is that we do have an access road that was was added as at a later date because we had some issues with where we were going to originally enter there by the nature center. So, that was kind of a a thought. I did not include that in here because it's not something that is 100% necessary at this time. So, um that

could be a future project. Um we're estimated at 75% completion. Um the sources of funds were Arizona State Parks Trails Grant. We had $200,000 that was approved via resolution 246459 and then the remaining came out of capital projects for Mountain Meadow as well as the a small portion coming out of the parks hard surface maintenance um in our our funds of 29 and we have received that 200,000. Yes, we sure have. That grant is closed out and has been closed out. Okay. Thank you. So,

any other questions or comments for Melena? I think that was great. That's what I can speak for myself. That's what I was looking for to know where we got the money and how we financed all these. And I do think project management would be great because a lot of those costs I think are probably for lack of a better word buried within our fixed overhead public works parks costs. So, any other questions or comments for Molina? Councelor Heisler? I was just cur and I I can see like on the last one there we got $200,000 in grants, right? And maybe it's not a question for you, maybe it's a question for you guys, but where where does the rest of that money come from when we go when we have a $400,000 budget and we go $600,000 over on cost? Where does that come from?

So, it depends. I mean, you know, if we look back at some of the utilizing our own internal resources, those are fixed costs that are part of just our our normal budget. So, that that's how that gets handled. Um, if it's not and we're paying thirdparty vendors to come in and do work or buying additional materials above and beyond what we had already programmed in the budget, then that's what's driving reduction in our fund balance. So fixed cost, you're saying like employee wages and benefits, which we're going to pay for whether they're working on that or they're working on something else. Correct.

Yeah. Um, and if you guys if if any council members or or any staff um I have um pretty substantial uh um spreadsheet on specifically the PD project. I try to do that with all of our projects and and we'll certainly even get more do that even more. But I have gone through everything that we have spent on PD and tried to tried my best to this is computers and electronics. This is what we spent on furniture. this was what was spent for civil work and and broken that down by the years as well as the contractor costs. So, if that's anything that that you guys are interested in, I' I'd certainly be happy to to share that with you or or sit down and meet with you on that as well.

So, going back to these costs that are varied um like equipment costs, do you just assign a dollar of value per hour? We do. Um and that's based on the FEMA rates. So, so that may be an inflated cost. Really? Absolutely. Absolutely. Yes. And that's kind of what we were talking about is those those salary hours and then when we track it in our in our software with Nova Solutions, it's a billable rate. So that includes our our um the whole full thing for for the FTE. So benefits, retirement, all of that kind of stuff. Going back to the equipment, that would be like if you rented the equipment and paid for the insurance and the fuel and the oper, you know, all that. Absolutely.

So we probably are not really truly out of pocket for that dollar amount. It's okay. The value of the project. Okay. Thank you. Those are my questions. Anything else? Councelor Phillips, just one quick question. Did we come under budget on any of the projects? No.

No. I I I I wish I could tell you a different answer. Um and um I I say no, but it but also there wasn't a a hard fast. this is what we have the council has approved to spend on this project. And I and I know that was something that I think was always intended to to happen and that we were working to get forward um to to move forward to get done. Um and that you know for whatever reason it didn't. That that's going to change. We're going to do we're going to be it's going to be different. We're going to do better.

Yes. I I think just to speak to you and I I appreciate you doing this presentation, but I think the larger point is we didn't have a budget to start with. So, it's hard to say if we went under or went over. Exactly. Right. And so, um and that's something I think that we're going to we're going to fix moving forward and I'm I'm really excited about that and I this was great and I I really appreciate you taking the time to do it. Absolutely. Pleasure.

Go ahead, Gabe. The only other thing I want to add too that we're going to also do with our tracking is ensure the clear delineation between true dollars expended for the project versus usage of our internal resources and things like that. And so we can we can speak to the fact that okay council approved this project not to exceed X you know and this much was spent from you know outside vendors you know equipment rentals whatever. Um, and then we have, you know, what the, you know, kind of true cost is when you add in the allocation of our our resources that are already fixed cost, sunken costs that we're just out utilizing those for for those projects. So, you know, just I'm sorry. Go ahead, Mayor.

No, I was just going to say it's a challenge in this day and age because I don't think any of us would say that our personal budgets have not taken a hit too because of the cost of inflation. Yes. Yes. And you know, so I think we're all we're all faced with this because since co things have just gone up exponentially, astronomically. Yes. So I mean it doesn't make it any easier or better to handle, but I think that Yeah. is a factor. Yes. Anyway, go ahead. I'm sorry, Melina. I No, it's okay. I it the thought is gone, so I apologize. Okay. Well, thank you for this. I think this was a great presentation. I think this is what we were all looking for. Okay. So, thanks. you have any other questions or think of anything, I'm always happy to to answer them and and have that conversation. Thank you.

Welcome. Okay. Um, last item on our agenda tonight, item D is the town manager monthly report. Christie, Sarah, we're leaving. Oh, good night. Safe travels,

you guys. Be safe. Okay, this this um report is a little long, so I'm going to try to shorten it up a little bit for you guys um just because it's been a long night and we went over some of this already in our work session today, but the finance department is working on the they're actually finishing up the the fiscal year 25 audit. Um it's nearly complete. So, just kind of uh working with um Hint and Bird Hint and Tin Berdick on completing some stuff for them. Um the budget preparation remains a primary organizational focus. And then um Gabe did mention a little bit our transition plan with um Stacy MacArthur exiting. Um we're going to we have some plans going forward and I did share that with council a little bit. I I sent out for some HR quotes for an outsource. We're not big enough to have a full-time HR position to help us um with that while Stacy MacArthur is gone. Um, public works. I wanted to just say a quick thank you to the workers who have been working this last couple three nights up for the storms. Um, they're working again tonight. I believe Molina told me they're coming in at 4:00 in the morning and we're expecting another 1 to two inches overnight tonight. So, please pass that along to your guys, Molina. Um, I won't go too too hard on the public works project updates because Molina just did um all updates. The one thing that wasn't on there because it is an expense of the town is the teides. I did mention at the last um manager report that our scraper was down and it was quite costly to fix that $26,000. $9,000 to rent one for a month, but they're hard to find. Um I've spoken with Molina and that project can be done without a scraper. With the equipment we do have, it might just take a few extra days. So that will probably go that

route. Um then um the public works department is working hard on the development of some maintenance plans. This is going to help us when we work on our budget this year and then also help us stay on track of keeping on top of equipment that needs to be fixed, replaced, buildings um that need updating and work. The collection center, I wanted to do a quick mention on this. This is just a mockup um flyer. This is not the exact dates. Molina and I have been talking about bringing back the green waste disposal that we did last year to try to help encourage our employee or our employees, our citizens to firewise their properties. And we last year we did not charge for anybody to drop off and we had I don't know if you remember at Mount Meadow Park we had a huge mount and it was awesome to see that people took advantage of that. Um, this year we are thinking about still making that free for citizens of Pinetop Lakeside and then we will come up with a discounted rate for non-residents if that's the council's wish. If they want us to offer that for free again, we can talk about that at the work session we'll have on March 5th, but we are going to do that again.

On that, do we have any idea and it would be a guess I guess uh of how many non town residents you took advantage of that. Does Eric have any numbers on that? Yeah, go ahead. Or it might have been Damian then. That was Damian.

Um, and no, we didn't track residents and non-residents at that time. We didn't start tracking residents and non-residents until July, um, when we brought it when we implemented the resident card. Um, so this year, um, we absolutely would be able to to be able to track that better. Um and um we can set up something in our system that uh that would track the resident versus non-resident for for that green waste disposal. Okay. Thanks. Do you remember real quick while you're up there? Do you remember it was like $8,000 or something when they came in and something like that? Yeah. So it wasn't like a huge expense for us to get rid of that material. Correct. Yeah. I thought it was less I thought it was less than that. I thought it was five. Yeah. I I I didn't remember exactly, but I

I don't remember exactly, but it was not astronomical. No. Um and it and originally the intention was to allow the high school to use it for their bonfire. Um it grew too big a heck of a bonfire. So I think Timber Mered up I don't remember came to light it and they're like not going to happen. Um so we had um I believe it was Canyon Creek Logging come in and and chip it all up and take it out to and they did something really reasonable for us and I it was I remember 5,000. Okay. Okay. Yeah. Yes. to do it. And that fee, we can definitely look into that again. So, we'll defer to you guys on what you want us to do because it was a nice service and well utilized. So,

I'd almost like to see us start at April 15th and run through June 1st, but that's just a thought. We just threw out May 1 or the Yeah, it was just kind of for the flyer per just to bring it up to you guys. But yeah, because I think last year we started out in March if I remember correctly and then randomly it snowed and so we extended it and then we did. Yes, we extended a couple times. Anyway, just a thought, but thank you for putting that down. I appreciate it.

We can definitely do that and we will at our work session um next week for town council. We can add that to the agenda to talk about that and a few other things. Um the executive secretary position at the police department is open. Last I heard, we were at six to eight applicants for that. So, they're going to start um scheduling some interviews for that position and uh get Dan and chief and commander some relief over there. Um the police department is working on a vehicle replacement program that's going to be part of our um capital as we work through our budget. Um with the James Vincent Group, we are looking at some surplus of our vehicles and what can go to auction. Um we have a lot of vehicles sitting around that are well past their lifespan for being in our police force. So, um, we're looking at that. Um, we're still going to look really highly at our animal control operator, uh, animal control position. That has not been filled. It actually hasn't been posted, but it's something that's greatly needed. Um, chief and commander are going to be working on some numbers for me on the amount of calls they get on animal control. Um, they constantly are just continuously working on fire season preparedness. And then this picture up here is a piece of gym equipment. We've been talking about a lot of gym equipment got donated by um Timber Mesa Fire Department and then um council member Phillips and uh citizen um Tim Kinslick bought this piece of equipment and commander built this and was really proud of himself. So I wanted to put the picture up for him job.

Um everybody likes some stats so we decided to throw some um police department stats on here. Um calls for service. These are for January. 397 calls, 259 traffic stops, eight accidents, two agency assists, 18 misdemeanor arrests, six felony arrests, 94 citations, 13 of those were personal criminal, 40 were vehicle moving vehicle um citations, and then 41 warnings. Spider is the survey system that they use. um they had 1,08 uh total messages. The completion rate was 16.2 which is down 2.6%. And then you can see down there uh satisfied with PD professionalism of officers. Um those are some pretty good marks. So thank you to our police department for everything they do. All right, community development. Um these are some statistics I got from Frank. Um there was one annual vendor permit so far this. It's not really time for vendor permits yet. So that those numbers will come up as the summer as the warm warmer weather gets here. We've had eight new building permits, five new business licenses, one code enforcement claim, 36 building inspections, and the total fees collected from the community development department for January was 4,845. The picture there are two new businesses in town. I want to mention those are ribbon cutings. Those were actually put on by the chamber, not the town, but several town um employees and some council members were there. Um the top one is High Country Sourdough. If you have not been there, try it out. Their sourdough is amazing. The bottom one is the Oasis Restaurant. I don't know what was there before, but if any What was that building before? So, I could tell people where that's at.

Hilltop.

Okay. If anybody knows, it's where Hilltop Cafe was. Um, just wanted to big give a reminder for everybody to dine local, shop local. Our businesses are hurting right now with the lack of snow. Um, get out and give these new businesses a try. And then also remember the businesses that we already have in town. Um, community services. Um, Priscilla has started cemetery training today. Katherine Nun and Melena got on a Zoom call with her and started some cemetery training with Priscilla. Priscilla's been spending a lot of time over at the library um on boarding and doing some staffing assessments and learning the ways of the library. She's got some community events coming up that Annie will be helping her with. One is Easter. That is going to be on March 28th. The location is to be determined. Um let's see. On the highway cleanups, Priscilla has um found all of Tony's old records and found who she needed to reach out to at AOT and has reached out to them. We are hoping to be able to work with the chamber and tracks on a highway cleanup day and make a little bit bigger of an impact. Um it the new firewall at the police department is nearly finished. I think it'll pro it might be finished by tomorrow. It might be finished today. I forgot to ask Ryan. Um he's working on an active directory restructuring for the police department and then as budget allows he's wanting to add some security cameras back to our parks because of an increased amount of vandalism. Um we had some nest cameras out there. They no longer work. So it's something we're going to be looking at um you know putting some cameras out there so that we're not having to do costly um fixes anymore at the the parks. the clerk department. Um Mackenzie's been really busy with the upcoming election. There's this uh flyer is on our website and it has some key dates for candidate filing periods. First day

to register to vote, last day to register to vote. Um the primary election was changed to July 21st. So um everybody remember to it got moved up by two weeks this year instead of one week. Um, next week, no in two weeks. March 5th, we're going to have a council works. I keep saying next week. That meeting is not next week. It is in two weeks. The March 5th work session is in two weeks. The one next week is the CBDG funding special meeting, and that's the one I I'm getting those two mixed up. Um, we're preparing for a fee schedule. We're going to have some new fees going on our fee schedule. The senior center, um, as Lori McCormick mentioned earlier, wants to have bingo. they will be um playing for money that is considered gambling in the state of Arizona. It's like a liquor license. It will be coming to council. Um I also was reached out um and the owner of the den reached out to me and he's wanting to do some offtracking. He has in the past. That will also have to come to council. That is not on our fee schedule and there is a fee that cities and towns should be collecting for that. So we will be adding that to our fee schedule. We're also going to look at um increasing the price of an electrical and gas permit. They're very they're very minimal fees, but we are about $10 lower than every other city in town surrounding us. Frank did a an audit on that and we're going to be bringing that to council on the fee schedule as well. Marketing and communications. Annie just put out a January talk of the town. Um with that, I put in a town manager report and reported a little bit on every department for the community. Um, I apologize that it made the report a little bit longer, but I do think it's some important to get that information out to the citizens that don't make it to our meetings. Um, the open rate of that is 25.5%. Um, Annie said that sounds low, but she said it's an average of 15 to 20% that those types of things are usually opened. I do know that is a wide

reaching um, talk of the town. My sister who lives and works in Mesa, Arizona, said her boss gets that and comes in and gives her all the news for Pinetop Lakeside. So, um the visit um Pinetop Lakeside socials had 496,000 views and 99 um published content pieces and the town of Pinetop Lakeside socials had 155 views with 40 pieces of published content. Um Annie has recorded three live broadcasts and that really delicious looking dessert on the right was um from a dinner that Annie and I attended that was hosted by the CH. Well, it was actually put on by the chamber hosted by Sunrise Resort. It was at their um hotel resort over there and they've they're really proud of it. They've been doing some work on that. So, if you guys have a chance to get over there, the food was amazing. And I had never been in the Sunrise Resort Hotel and it's looking really good. Organizational focus. We're going to continue to um refining our departmental dashboards. The the dollars and dashboards, projects and dollars dashboard will be coming up now that we have some numbers on some of our projects and depending on where we go with our budget, what projects need to be put on our projects and dollars dashboard. That a lot of that is going to depend on what our budget is moving forward. We've been working on goal setting with all department directors and coming up with an organizational start and a staffing plan. We will make staffing adjustments um as needed. Some policy considerations coming up. Um we had a in our uh department director meeting this week, we had a discussion on tool tracking and asset management policy. Um we've never had policy in place that I know of to date. And talking to Melina, there hasn't been one. So, we're going to really um start

looking into in a really honed out way to track the tools that we have in our assets. Um Melina is working on a qualified vendor list so that when we do have repairs that need to be done in a timely manner, we have a list of qualified vendors that we can use to make repairs quickly and efficiently. We're doing a review on how project costs are being allocated and making sure that they're going in the correct GL accounts, event sponsorship policy and review program. Annie talked a little bit about that today at our budget work session. And then that also includes the nonprofit funding review program. There's Frank. Frank is the employee of the month. And I want to just read a little something um about Frank cuz I don't want to forget to mention all the things that Frank does for the town. So please join us in congratulating Frank Young as this month's employee of the month. Frank has been a dedicated member of the town team since October of 2019. During that time, Frank has served in multiple roles, including the collection center, facility supervisor, town building official, and now interim community development director. Frank's willingness to step up wherever he is needed demonstrates his commitment to the organization and to serving our community. Frank consistently approaches his work with professionalism, initiative, and pride. He is kind, approachable, and an exemplary team player who supports both staff and residents alike. Thank you, Frank, for your hard work, leadership, and the positive attitude you bring to the town each day. You are truly appreciated and a pleasure to work with. So, THANKS. Last slide. Um, we've gone over this when we had our work session for my six month strategic initiatives and I just

wanted to go over this again for um citizens who weren't there. Um, I'm going to be focusing highly on delivering a balanced budget, delivering um, sorry, strengthening operational systems, building reserves, improving accountability, and supporting staff morale. And with that, does anyone have any questions? Turner on the goal setting. I didn't want to stop you. You were on a roll. Yeah. Um is achievement of goals somehow tied into any appraisals? Yeah. The reason why we um so I've asked all the department directors to um come up with goals for personal and for their department and those goals are going to be the things that they'll be reviewed on at their yearly annual reviews.

Great. Okay. Anything else? Okay. That concludes our business tonight. Then the meeting is adjourned. Thank you.