School Board - Regular Meeting

What do you want? Heat. Heat. What do you want? Heat. Heat. Billy Bill.

Goodbye. What do you want? Heat. Heat.

Heat. Heat. Heat. Heat. Call this meeting the Xolo City Council to order. Show that all council members are present with the exception Councilman uh Clark has to be excused and we'll probably have one sworn in here in a little bit. So tonight I've asked uh Councilman Adams to lead us in the invocation followed by the vice mayor Kakavas to lead us in the pledge. If you'd all like to stand and join us, you can. Our father in heaven, we humbly come before thee this beautiful evening as a council and as a community. We are grateful for the opportunity we have to meet together and to talk about our our community. We're grateful for the where that we live and we get to enjoy. And we pray that thou will please bless us with the moisture we need in our lands and our forest to help us and protect our protect our trees and from the fire the danger of the of the summer. Father we pray that that will be with us and that spirit may be here in this meeting this night and we say in the name of our savior Jesus Christ. Amen. Amen.

America to the republic for it stands nationisible and justice for all. Thank you vice mayor council Adams. Next item on the agenda is call to the public city attorney. I think he would there has missions to speak. Okay. Thank you. Next item is special events. Swearing in a new council member, Mrs. Hall.

Please raise your right hand and repeat after me. I state your name. I, Gentry Hatch, do solemnly swear do solemnly swear that I will support the Constitution that I will support the Constitution of the United States United States and the Constitution and laws the Constitution and laws of the state of Arizona state of Arizona. That I will bear true faith that I will bear true faith and allegiance to the same and allegiance to the same and defend them and defend them against all enemies against all enemies foreign and domestic foreign and domestic. that I will that and that I will faithfully that I and that I will faithfully and impartially and impartially discharge this duties discharge this duties

of the position of city council member position of city council member according to the best of my ability according to the best of my ability. So help me God. So help me God.

You don't get to sit down there anymore. You get to come up here. Oh, yeah. You want a couple pictures with your wife? We'll get out of the way.

You get right here and we'll stand behind you. How's that sound?

We have no protocol here. I think that's the first time I've heard it word for word and the hiccup in there. So, that was really good, Gentry. Good job. Anyway, congratulations and welcome aboard. We're excited to move forward. Okay, next item on the agenda is consent calendar. We'll all entertain a motion for consideration of resolution number R 202607 appro approving an undergovernment agreement with Arizona Department of Transportation for sidewalk improvements. Consideration of resolution number R202608 approve and submission of application for better utilizing investments. Consideration of all acceptance of well 3B upgrades. Consideration of acceptance of Fool's Hollow subdivision waterline. Fool's Hollow. I wonder where that's at. Consideration of acceptance of airport ground lease for hanger construction. Consideration of the special meeting minutes on January 20th, study session on January 20th, and also the regular meeting on January 20th. Busy day. Councilman Adams.

I move to approve the consent counter. Second by vice mayor. All those in favor of the consent calendar? All those opposed? Motion passed unanimously. Next item on the agenda is a public hearing and consideration of resolution number R20 26 authorizing submitting application to Arizona Department of Transportation for federal transit administration funding. Mr. Johnson.

Thank you, Mayor. Lisa couldn't be here tonight, so I'm filling in for her. Good evening, Mayor and Council. The Arizona Department of Transportation administers the Federal Transit Administration Rural Public Transit Program, commonly known as the Section 5311 program. This program provides funds for public transportations projects and inner city bus services in rural areas. Section 5311 grants are intended to provide access to employment, education, healthcare, shopping, and recreation. Matching funds for the Four Seasons Connection are split between the city of Xolo 50% and the town of Pinetop lakeside at 50%. The White Mountain Connection has six partners with five partners each contributing 1 nth of the match and Navajo County contributing four nights. Advertising and donations from Honda Casino and Conference Center and Envy Transportation contribute to the local match. Matching funds are met by cost share contributions from the city of Xolo, town of Pinetop Lakeside, Town of Taylor, Town of Snowflake, Northland Pioneer College, and Navajo County. The ADOT grant is a two-year agreement effective October 1st, 2026 through September 30th, 2028. Staff recommends adopting resolution number R202606, submitting an application to ADOT for continued Federal Transit Administration section 5311 funding for public transit systems in the White Mountain area. I'm available for any questions.

Thank you, sir. At this time, I'll open it up for a public hearing. Seeing no one move, I'll bring it back to the council for comments, questions, or motions. A motion. Anybody have time questions or anything? Councilman Jud, I move to adopt resolution number R2026-06 authorizing authorizing submitting an application to the Arizona Department of Transportation for Federal Transit Administration section 5311 Funding and authorize the mayor to sign the application.

Got a motion. Got a second by Councilman Whipple. All those in favor? All those opposed? Motion passed unanimously. Thank you, sir. Thank you.

Appreciate it. Um, next item on the agenda. Before we go to the next item, I want to thank everybody that came to the public hearing tonight or not public hearing, the open house on the event center. We appreciate your input and we promise that that'll continue going on until this thing is built. We want the public input at all these all these open houses. So, um, next time invite your friends. I appreciate the ones that did show. So, um, but the next item on the agenda is consideration of acceptance of the Xolo Sports and Event Center revised layout and interior design concept city of Xolo project number FM 4625. Mr. Heaw,

good evening, Mayor and Council. At its regular meeting on January 6th, 2026, city council reviewed the revised final programming, the final programming level cost estimate for the Shola Sports and Event Center. Minor revisions were discussed regarding the tightening of the total square footage and focusing on the kitchen layout and design. Uh the city did earlier this evening hold an open house for the public also to comment on the facility. Uh the heating architect architecton and forland studio team is here. They've been working on this with staff to develop the schematic design of the facility. During this phase of design, the team is working to confirm the building footprint and develop highlevel interior aspects of design aspects for the facility. Uh the team is here. They're present and we'll go ahead and give you a presentation on the interior concepts.

He left you hanging, I guess. So,

right. Thank you, Mr. Mayor and Council. Um, so want to start with a quick recap of kind of where we're at in the process. Um, building on kind of what Shane said and kind of next steps moving forward just to kind of keep everyone up to date. Um, obviously we're here for our uh, February city council presentation. Um, we are basically halfway through the schematic design phase. As a reminder, there are four basic phases of the design process. Programming, schematic design, design development, and construction documents. So we've obviously finished programming. We're halfway through SD. Um our plan is to submit our 100% SD submitt um at the end of February. The Hayden team will be doing an cost estimate, another cost estimate of that set um in which we'll be delivering it in end of March to for council to approve before we move on to design development. And then um that basically takes 3 months um moving forward to we will split the site permit package from the building package to kind of maintain continuity as there's obviously a lot of site work to move forward. And then our anticipated council approval dates are on this uh schedule here. Um we are continuing to revise this schedule to uh get it as tight as we can. Um but we we're not currently ready to commit anything beyond what's in front of you. Um but we are working hard to kind of tighten it up as much as possible. So, um, obviously we've kind of gave a really high level overview of the project, um, at our previous council session. Um, so I'm not going to go in too in depth of the things that we've already presented. Um, more focusing on the items that are proposed to change that we're reviewing here. Um, so what you have here is an updated site plan. Um, one of the things that I'll just point out is that we kind of previously had a more angular parking lot. Um, we've kind of gotten that more riked to linear which has allowed us to be a little more efficient and get more parking on our actual lot itself um versus what we had previously. Um, we've

also explored a back of house solution that is a little more efficient um for the mechanical approach to building. We're still vetting that in terms of pricing and what impacts that has on the building systems. Um, but those are really the two major impacts on the site as to date. Um, in terms of the floor plan, um, obviously the feedback that we got during the last presentation was specific to the kitchen and kind of seeing what we can do to reduce the footprint of that. Um, but we also wanted to take a little bit of a high look at the overall building itself to see if there was any efficiencies that could be gained in the layout itself. Um, so I will break down kind of the square footage reductions that we had in a second, but what I'll point out is we have we were able to reduce the kitchen size, and I'll go through that in a second. Um, we were able to reduce the meeting room size slightly without inhinging or impending on the um, capacity. We squeezed a little bit of space out of the lobby and central corridor. Again, there's still plenty big for what we're trying to accomplish here. And then we were able to get a little bit of space out of the overall gym itself um, based on the clearances that we were required. So, overall, we were able to get about 3,000 foot out of the building. And again, we'll talk about that in a second, but those are really the only plan changes that we have addressed um, from the last time we met. And then this is the second floor that is remain unchanged. Um so in regards to the kitchen um what you have here is a I'll call this the preliminary kitchen layout. You'll know if you'll notice that it's rotated from what was in the previous plan. Um that is just because we're consistent. We're constantly updating the location of the kitchen inside the building. But basically with this reduction we got about 885 ft out of the kitchen. Um bringing it down to 2,000T overall. So, it was basically 2900 before. Now, it's down to 2,000. And the main way that we were able to achieve that is the reduction in walk-in cooler and freezer capacity, as well as removal of the private office inside the kitchen space

itself. Um, we've still maintain a um a desk with a computer and lockers for kitchen staff. Um, but after discussions with the city staff, SSC, and our kitchen consultant, that was deemed um an unnecessary accommodation for this project. Um, the other item again like I talked about is a roughly a 40% reduction in uh walk-in capacity. Um, we have allocated the potential of an outdoor walk-in cooler for future expansion if the need arises, but as currently shown with this 2,000t reduction, we feel this is properly sized for the facility. So, as mentioned, here's just kind of a really quick breakdown of those reductions. Obviously the 885 foot in the kitchen um almost 1,200 in the lobby/c corridor 360 ft in the meeting room and 760 in the sports court. Um we did see a slight increase in some of the storage and back of house facility things uh spaces but basically an overall net reduction of 3200 foot in the facility without compromising any of the usability or any of the needs of the space itself. Um we did put a very high level estimated savings here of $500,000. Um, this is obviously being very very conservative. We don't want to overpromise what this means cuz we'd still need to vet the specifics of this um, specifically as it relates to equipment, mechanical systems, structure, all of those things. Um, but we feel very confident that this is kind of a conservative approach of what that reduction in square footage meant for the building. So, I guess before we jump into the interior portion of like the design portion, any questions on that that we want to talk about or save that for the end? Yeah, we can save it to the

Okay. All right. Just want to make sure. Um, so now we're going to jump into what we call the interior architecture concept. Um, our purpose of this is because obviously council has not seen any kind of interior visualization. It's all been exterior focused. Um, so our purpose is not showing you 100% what the interior is going to look like. We still have to go through material selections to see what, you know, paint colors we're going to choose, all those types of things. It's really more just to help uh city council understand the scale of the spaces and how they feel and how we're approaching them. So it's a very highle presentation before we dump jump into the detail of exactly what kind of wood paneling we're proposing or you know paint colors etc. So we're basically going to break it down into the three main public spaces. The lobby, the gym and the meeting rooms. So starting with the lobby what you have here is a very highle material pallet. Again, none of these are specific products that we've specified yet or located in the space. It's more just to give an idea of kind of what what we're thinking from a design perspective for the lobby and common corridor space. So, because we're not focusing on materiality specifically, all the images are going to be black and white to really just more focus on how the spaces feel and how tall they seem in comparison to the people in terms of the scale. Um, so this is the lobby. So, this is basically looking at the front door here to the right and then down that corridor. One of the things you'll notice is we are obviously having some uh ceiling treatments here to kind of help break up the space. Um the use of, you know, obviously what you don't see here is light fixtures and stuff like that. So, again, it's still very high level. Um but as you can see here, you have the reception desk to the left, that main corridor um of the building, meeting rooms to the right, and this is the front door here into the uh facility. And now if we kind of flip around, um, we're basically standing by the concession space. The front door is kind of behind the group of people here. And then the fireplace moment that we still

are working on the exact design on is here in the back. Uh, so now we're going to jump to the meeting rooms. Again, same concept of these are just very highle imagery imagery that we want to provide, not specific, you know, not specific carpet that we're proposing. um just to kind of give you an idea of the materiality in the space. And one of the things that we're proposing in the meeting room is because we do have um the roof structure that is kind of creating this angled uh feeling from the outside, we want to kind of bring that on the inside um but still remaining kind of the height that we need in these meeting room spaces. Um you know, that kind of grand ballroom feel. And so what we're proposing is basically having the roof or the ceiling line inside the meeting room slope to match the exterior. And here, this is basically at the the southwest corner or southeast corner of the meeting room looking back. And you can kind of see how that ceiling element is going to slope from high to low following the pitch of the roof on the exterior. So, it really does feel like that extension from inside to out. And then you have the three or the two um divisible walls that will break it up into three individual meeting room spaces. One here and then one more in the back. And then finally, jumping into the gym. Um, again, in terms of materiality, in terms of expectations, here's a view kind of from ground level as you've walked into the gym from the lobby. And this is basically in championship mode where you have all the seats pulled out. You have a central court. Um, obviously there's room for all the tip and rolls that we've discussed, all the seating. Um, and then there's obviously basketball hoops, dividers, all that. Um, all those elements hung from the ceiling. And then last image here is kind of up on the track right above that. So still in that same corner of the building um just seeing kind of how you can look down to that space um and how that feels just from a scale perspective.

So with that that's like I said a very high level presentation of kind of where we're at with the interiors. um with you know comments and blessings. We obviously hope to move forward and next next time we present that to have actually defined finishes so that it's a more refined uh rendering. But again, we really just want to make sure we're headed in the right direction and everything feels good from the council's perspective. How are we going to handle the sound in there as far as sound echoing and is that part of in the in the gym or the both? I mean in that lobby everywhere.

Yeah. So um there will be acoustical treatments that we are going to recommend as part of the SD package. Um we do have a sound acoustician on our team that's making those recommendations. Um so that for each of those spaces that recommendation will be provided at the SD level. Questions comments? Could you go back to slide 11 and 12 for me?

Is that an additional cost to to put that lowering in in that room? Um, so there will be there was going to be a ceiling in that space no matter what. Um, the the sloping itself is relatively similar to what a flat ceiling would be. It's really more about the material of the ceiling. So again, we're not we're not getting to that point yet of specifying exactly what that is. Um, again, whether it's wood or a mixture of ACT ceilings, there's kind of a level of there's different level of finishes we can get into in the space, but the idea of dropping a ceiling and putting at an angle is basically about what we've assumed to date. So, that's not should not be an issue. Madam

move to approve the revised layout and interior design concepts for the Xolo Sports and Events Center City of Xolo project number FM 4625. Got a motion. Got a second by the vice mayor. All those in favor? All those opposed? Motion pass unanimously. Thank you guys again for coming up. Appreciate that and and answering all the questions that people had. We appreciate it. Next item on the agenda is consideration of acceptance of cancellation of construction contract with central Arizona civil construction company and ward of construction contract for manhole replacement job contract job number two city of Xolo project number 7552680. Mr. Reed, good evening mayor and council. The manhole replacement JOC job order 2 consists of replacing six manholes located along the 18th hole of the Bison Golf Course. These manholes have extensive hydrogen sulfide corrosion and will be replaced with new polymer manholes to prevent corrosion typically seen in regular concrete manholes. Depths of the manholes range between 10 and 11 ft deep. At its regular meeting on November 4th, 2025, the city council awarded job order number two to Central Arizona Civil Construction Company in the amount of $28,000 9 208940 for replacing the six manholes. On January 12th, 2026, Central Arizona indicated in writing that they were unable to perform the work as priced since their bid pricing was based on the use of polymer polymer concrete manhole products that did not meet city standard

specifications outlined in the bid documents. Therefore, job order two was then represented to the approved JC contractors and the city received the following repricing to perform the work. Apache Underground and Excavating LLC 198,1560. Central Arizona 220,940. Staff recommends accepting the cancellation request from Central Arizona for the job order contract number two and awarding the construction contract for job order 2, City of Xolo project number 7552680 to Apache Underground and Excavating LLC in an amount not to exceed $198,156.0. Staff will coordinate with the contractor to incorporate additional manholes into the project utilizing remaining budget funds.

Sir, questions being none motions. Council whipple. I move to accept the cancellation of the construction contract with Central Arizona Civil Construction Company and award the manhole replacement job order contract number two city of Xolo project number 7552680 Apache Underground and Excavating LLC in the amount not to exceed $198,156. Got a motion. I need a second. Got a second. All those in favor of the motion? All those opposed? Motion passed unanimously. Thank you, sir. Appreciate it. Next item on the agenda is consideration of appointment of Xolo Planning and Zoning Commissioner. Mrs. Hall received seven applications and interviewed six of those applicants for the vacancy. Council approved Gentry Hatch to the vacant seat at the January 20th, 2026 regular meeting. Due to this appointment, Gentry Hatch has resigned from planning and zoning commission. The commission now has a vacancy with a term expiring March of 2027. City council directed staff to gauge the council vacancy applicants interest in serving on the Xolo Planning and Zoning Commission. All applicants said that they were interested. The council felt it appropriate to use the same applicants for the commission vacancy attached. Each council member has um a ballot showing the names of the six six applicants. If council members please mark one choice on the ballot for their for the individual they wish to appoint and then I'll tally up the votes and I'll look for a formal motion.

Mayor, uh, the applicant with the most votes is Lindseay McGregor. Congratulations. Yeah. Bring it back to the council for a motion to accept the ballots.

Got a motion. I'll second it. All those in favor? All those opposed. Motion passed. Congratulations, Lindsay. Welcome. And thank for all the all the people that put in. It was pretty exciting to have that many people put in, not just for council, but for commission. They all accepted to to move on. It makes it it makes it nice to get all the people involved in our community. Anyway, next item on the agenda, a summary of current events. Start with Mr. Hatch. Um, I'll just kind of parse off of what I did in planning and zoning. It's a great day in Xolo and I'm glad to be here. Short and sweet. Perfect. Anybody else? I don't have anything, mayor.

Nothing. Councilman Whipple, I just want to thank everyone that showed up to the groundhog breakfast yesterday in the city to to help putting that on and I think it was a pretty good turnout. So, thank you.

Good. Yeah, it was good turnout. And I think that I showed up about 6:30 and there was a lot of people and I I left early but uh city manager and council just a few quick things. Uh the recreation department is now taking registrations for the youth basketball league. Registration can be completed online at solo.activity.com. Uh city clerk wants me to remind everyone that there are still council packets available. If anyone's interested in running for a council seat, they can call Rachel at 532460, set up an appointment to meet with just kind of an exciting milestone. We finally in the public works building out there, they finished the insulation and are actually putting up drywall. So, we're hoping that that project uh is completed sometime in April. So, excited about that.

Thank you. Anybody needs schedule of meetings? So, a couple things we wanted to remind you about. Um, now that we have a new council member, we're wondering if the council prior to the February 17th meeting could come a little early and we take a a council picture with the new council member about 6:40 on February 17th. Does that work for everybody? Rachel will remind us. I'm sure she'll send out a text and remind you. Yeah, Rachel. But Rachel sends a text out. What time was that? Last time you forgot. time we it's come a little little bit early to the council meeting basically.

And then just a reminder in March, our regular meeting is scheduled for March 17th, but we're going to try to reschedule that to the 24th. That's when the um architects and Hayden will be able to present to us the next step and phase in the project. Uh the schematic design I believe is be complete and to present that on that date. So we won't meet on the 17th. We will meet on the 24th of March.

Thanks council for being flexible. It helps with a lot of this. Okay, seeing no more business before this council, nobody's jumping up. I adjourn this meeting. Thank you guys. Heat up