School Board - Regular Meeting

Heat. Heat. [Music] Good morning. [Music] Goodbye. [Music] Are you [Music] down? [Music]

Good morning. [Music]

[Music] Heat. [Music] Heat. Heat [Music] up here. [Music]

I'd like to call this meeting the Xolo City Council to order. Show that all council members are present. Um before we do the invocation and pledge, um I think a lot of you know have known we've lost a couple of our local firefighters and um great family. Um, but I want to give a moment of silence, please. Thank you. Tonight, I've asked Councilman Whipple to lead us in the invocation followed by the pledge by Councilman Jud. If you'd all like to stand and join us, you may do so. Dear heavenly father, as we come before you this night, we are grateful for the opportunity that we have to meet as a council. And we are grateful for the city staff that made this meeting possible and for the efforts that they put in. We're grateful for the moisture that we have been receiving and ask you to please continue to bless us with more. We are especially grateful for our first responders and for the sacrifices that they and their families make. At this time, we ask you to please bless those that are mourning and those that are going through a difficult time that they may feel of thy love and that they can get through it. And these things we pray for in the name of Jesus Christ. Amen.

Amen. Please join us in the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Thank you, Councilman Whiff and Councilman Jud. Please keep them in your prayers. Um, next item on the agenda is call the public city attorney.

Thank you, mayor. Any citizen desiring to speak on a matter that is within the jurisdiction of the city council may do so at this time. Comments shall be limited to three minutes per person and shall address the city council as a whole. Issues raised shall be limited to those within the jurisdiction of city council. Pursuant to the Arizona open meeting law, the city council cannot discuss or act on items presented at this time. At the conclusion of the call to the public, individual city council members may respond to criticism made by those who have spoken, ask that staff review of a matter, and ask that a matter be put on a future agenda. Thank you. And we do have one, Mr. Roberts.

Hi there, mayor, council, administration. Thank you for having us here. We uh it's that time of year when we have our second car show of the year and we'll be having the the cavalcade that goes through town. Um the city of Xolo and everybody involved with the city of Xolo has always been extremely supportive and for that we're very grateful. Uh for this run to the pines car show, the car show is held in Pinetop and it will be on the car show will be on Saturday the 27th. The cavalcade that runs through Xolo will start at the LDS church across from the Circle K and the Victorian house at the corner of Clark and 260. We last year had about 450 cars that were in that cavalcade. And the city's always been very helpful provide um help from public works and help from police department to help manage all of those cars and get them through town. And we've been doing this, this is the 41st year for the car show this year. and we appreciate all the help and we would like to encourage everybody to get out and put up their popup um along the side of the road and watch all the cars as they go by. They'll be leaving the parking lot at 4:15 on the 26th on Friday the 26th. It'll probably take about an hour to get those 450 cars out of the church parking lot. So, we want everybody to enjoy, have a good time, and we appreciate all the support that we get from the city of Shel.

So, thank you, Doug, and thank you for everything you guys do. I know it's kind of one of the things that we were leaning on toward with the building tonight. So, right. So, anyway, thank you guys for everything you do. We appreciate it. Thank you. Thank you, Doug.

Okay. Okay, next item on the agenda. We'll we'll look for a motion for the consent calendars proclamation by the mayor procla proclaiming September 17th through the 23rd as constitution week. Proclaiming by the mayor or proclamation by the mayor proclaiming October 5th through the 11th as fire prevention week. Proclamation by the mayor procla proclaiming October 12th through the 18th as Arizona cities and towns week. Consideration of amendment transforming non-commercial hangup development ground lease from Apache Underground LLC to Gardener Aviation consideration of non-commercial hangar development and ground lease with a aso LLC and termination of ground lease with big dog development consideration of award purchase of city vehicles consideration approval declaration of surplus supplies surplus property for September. I shouldn't shrink it down till I read it. Uh 2025 consideration approval of first amendment to contract for city landscape. Consideration approval of first addendum to contract for citywide Christmas lightings. Consideration of approval of first addendment to contract commercial trash dumpster rolloff service. Consideration of lease agreement with Navajo County Properties located at 1400 North David A. Foil Jr. Drive. Consideration of the Solo Council minute meetings on September 2nd, 2025. Does anybody want to pull anything or make a motion to

May? I'm going to declare conflict on one of these items. So conflict. Okay. Councilman Adams, were you making a motion? Make a motion to approve extinct calendar. Got a motion. Got a second by Councilman Jud. All those in favor? Motion passed unanimously. So with one sustaining. Next item on the agenda is new business. Consideration of award of contract for commercial roof replacement a three bay hanger city of Xolo project number 750 261 or 2641. Mr. Austin.

Hello. Good evening. Council, city staff. Um, city- owned 3ay airport hanger roof has fallen into disrepair and has developed many leaks due to the age of the roof and movement due to the wind resulting in damage to most of the old sheet metal. Staff invest in investigated two options for the repairs. Option one is a complete roof replacement wi which involves removing all of the damaged sheet metal from the building likely cause causing the tenant arrow products to be displaced until the roof can be replaced. Alternatively, option two is to overlay the entire roof. This option will permit Aerero products to continue business as usual with little inconvenience. Staff is proposing to cover the entire hanger roof by installing half inch OSB in between the ridges and the metal of the metal roof to make a flat surface to attach the 60mm mulehide grand TPO rubber membrane with a heavyduty drip edge mechanically fastened to cover the entire roof. On August 8th, 2025 and August 12th, 2025, a request for sealed quotes were advertised in the White Mountain Independent and was posted to the city's website. Four company submitted bids with the following results. White Mountain Repair LL I'm sorry, Mountain Roof Repair LLC, $117,585. RTK Roofing and more, $180,000. uh Spray Foam Southwest Global Roofing at $239,000 and n uh $239,915. Morris Company at $245,000. Staff checked the the references for Mountain Roof Repair LLC and found

credible projects have been completed with other municipalities in Arizona. Staff also contacted Mountain Roof Repair LLC to confirm project bid pricing. Staff recommends awarding the contract to roof replacement uh for roof replacement at the city 3 bay hanger city of Shillow project number 7502641 to Mountain Roof Repair LLC in an amount not to exceed $117,585 which came in under under budget.

Thank you sir. Just a quick comment. More than anything, when we see bids over the years, when there's such difference, it brings a concern. And I had the I appreciate your background checking to make sure that, you know, because it was $80,000, I think, or somewhere in that area. So, of course, probably most of us sitting up here going, "Wait, make sure this is good and we don't want to see an override. You did all your background, and I appreciate that." So, any questions or comments for staff? or motions. Make a motion. Vice Mayor

move to award the contract for the commercial roof replacement of the three bay hanger city of Xolo project number 7502641 to Mountain Roof Repair LLC and amount not to exceed $117,585. Got a motion. I need a second. Got a second by Councilman Whipple. All those in favor? All those opposed? Motion passed unanimously. Thank you, Rick. Appreciate your hard work on getting this through. Appreciate it.

Next item on the agenda is consideration of award of a con construction contract for airport parking lot expansion city of Xolo project numbers 7502638. Mr. Hemsaw.

Thank you, Mayor and Council. Uh 2026 capital improvement plan includes $250,000 in funding for expansion of the parking lot labeled airport parking lot expansion. Sorry. Uh the scope of the work consists of expanding the the non-gated long-term parking at the city's airport located at 3150 Airport Loop Road, uh Choler, Arizona. Uh the parking lot ex expansion includes new asphalt, concrete for an additional 47 parking stalls, concrete sidewalk, curb and gutters, striping, irrigation sleeves, electrical sleeves, and uh a new access driveway to the airport loop road. The project was designed by city engineering staff with an engineering's construction cost estimate of 247,000. Uh the invitation to bid was published as required and sealed bids were publicly opened with the following results. Uh, Copper State Paving and Construction LLC at $243,7485. McCulla Construction at 270,562. Uh, Gunner Contracting LLC at $271,32.60. PAP LLC uh $288,78.20. Western Grade LLC at $315,361. Uh Perkins Center Incorporated $342, $331.60, Surface Contract Incorporated at $377,910, and finally J. Benki construction at $492,169.88. Uh staff recommends awarding the airport parking lot expansion to Xolo project number 7502638 to Copper State Paving and Construction LLC for that base bid and alternative bid amounts not to exceed that $243,7485. Um the bid tab and the site uh map is

attached. I'm here for any questions. Any questions or comments, staff? Just I'm glad we're keeping up with our own code because people are parking there anyway. So, we need to pave it. So, I'm glad we're paving it. Yeah. I'm surprised Jacob's not jumping them down back there. He needs He needs more room out there. Well, we haven't voted on it yet. Okay. Should we table it then? Make Jacob come back. They're parking there anyway. J. Anyway, entertain a motion. Someone someone vice mayor

I move to award the construction contract for the airport parking lot expansion city of Xolo project number 7502638 to Copper State Paving and Construction LLC in an amount not to exceed $243,7485. Got a motion. I'll second. All those in favor of the motion. All those opposed? Motion passed unanimously. Now you can jump up and down. Next item on the agenda, consideration of approval of a of contract for pre-incubation business service with White Mountain Economic Development. Mr. North.

Good evening, Mayor and Council. Uh, White Mountain Economic Development conducted the feasibility study and assisted in the successful award of a $275,000 EDA planning grant for the proposed business incubator project. This contract and associated proposal build on the work already completed and creates momentum for the eventual opening of the business incubator. Services that White Mountain Economic Development will provide under this contract include pre-inccubation services to select Xolo businesses to prepare them for eventual move into the incubator. uh provide cyber and IT training for local students and secure grants for additional computer equipment and training at Xolo High School for the purpose of building an IT ecosystem in Xolo. Um establish access to shared kitchens in the area for food related businesses and create use policies, procedures, and certifications. work directly with NPC to recruit students into the construction pre-inccubation program and provide training and tech technical assistance and finally build and expand a partner network of support services and activities for the business incubator. Staff recommends approving the contract with White Mountain Economic Development for pre-incubation business services in amount not to exceed $54,615. and I'm happy to answer any questions.

Thank you, sir. Any questions or comments? Any motions? Vice Mayor, before I make a motion, Steve, I want to express my gratitude for you to pursuing this this program. It's really important to the future of our kids and our businesses and to Miss Adams for pursuing the grant and doing such a great job on all of her grant applications. But it's been a lot of hard work and um I appreciate all you've done. Thank you very much. With that, I move to approve the contract with White Mountain Economic Development to provide pre-inccubation services in an amount not to exceed $54,615.

Got a motion. Got a second by Councilman Adams. All those in favor of the motion? All those opposed? Motion passed unanimously. Thank you, sir. Appreciate it. Next item on the agenda is summary current events. Council members down there. Summary. Vice Mayor.

I just want to express my condolences to the families of the fallen officers and particularly to the family of Timber Mesa um and our community. It's been a great loss this last week. and I'd like to express my condolences to the Kirk family and it's my wish and prayer that our communities and our nation could do more and better at having uh political and public discourse with more grace and dignity and respect.

Well said. Thank you. Anybody else? Yeah, I just um ditto what vice mayor said. It's, you know, there's a lot of things. There's a lot of moving parts um when you have a death of a a a fallen firefighter or officer. And you know, I' I've been representing um the city, going to the meetings with them. And what's really nice is um I actually with the help of a couple council members served them lunch today. And today they just got to hang out and reflect on themselves. We have we have fire departments from all over this state covering for these firefighters. And what's nice is when you hear them say come go back to work when you're ready. There's no hurry. And and this not just the community but the state. The show of support from Phoenix Pace and Flight. They're all here. And it's nice that we have the coverage from these and and obviously it's a great brotherhood, but they're it it's really nice that that I got to see them hang out and just be with each other and support each other. Um it it's it's sad what happened, but it's amazing how this community comes together. I I reached out to this community for force support for them and you know, food, coffee, I whatever. And the outpour was amazing. I actually had to stop. It was We all know we live in such a great community, but the show of support for these guys and not only for them, but for their families. Their families aren't alone. They have a lot of support and I think when they walk in the room and see that support, it's it kind of starts over again. But keep them in your prayers and and I there's no update on the services yet. Um but just keep an eye on social media. you can't be faster than social media. So, we can't tell you today because if I do, by the time it hits that, it's already

through social media. So, um just keep your eyes out. Um there'll be some announcements probably toward more toward the end of the week, but um yeah, it's a sad sad day in our community, city manager.

Thank you, Mayor Council. Just a couple things. Uh the recreation department is hosting our popular scarecrow walk-in contest. Last year, this event was very well attended and individuals, families, businesses, and groups are all invited to join in the fun and enter the contest with their best scarecrow. You can register now through October 8th. You can contact our recreation department at 5324130 for more information. The walk and vote contest will go from October 18th through November 1st. The recreation department is also hosting a Halloween witchy watch party on Saturday, October 4th at the Xolo High School parking lot. There will be free event activities starting at 4:30. Free movie Hocus Pocus that starts at 7. Again, for more information, you can call 5324130 or visit soloaz.gov. So, a reminder, our Solo Aquatic Center will close for annual maintenance starting on Monday, September 22nd through October 20th. Regular operations will resume on Tuesday, October 21st. Then in just a few public works projects, the contractor finished paving the downtown parking lot and they're going to be striping and painting that soon. And then also we're working in the Fool's Hollow subdivision. They're working on a lot of tieovers and the finishing the water man installation there. And also just uh as a reminder, crews are going to be doing some large paving repairs in the Sierra Pine subdivision this month. So we thank our citizens for their patience as we do these projects. Thank you, Mayor.

Thank you. Anybody need seconds? Schedule a meetings. So, just as a reminder, uh, we have our retreat coming up on October 1st. That's at the Darren Reed Community Room, the public safety headquarters starting at 9:00 a.m. And as we talked with the mayor, um, the following week is a regular council meeting, but we only so far have just a few items on there. So, with the mayor, we talked about maybe just having that meeting uh after the retreat on October 1st where we just do a few items and then that way we don't have to have the meeting on October 7th if everybody's okay with that. You guys okay with that?

So, then their next regular meeting would be on October 21st.

Very good. All right. Seeing no more business before this council, thank you guys very much. It's kind of been a long day, but uh we appreciate every one of you all during this meeting. [Music] [Music] [Music] [Applause] [Music] [Applause] [Music]