Council - Regular Meeting

To the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible with liberty for all.

Roll call. Mayor Herarda, present. Vice Mayor Juan Castillo, present. Lorena Degado, present. Council member Jesus Raldan. Council member Luis Galindo present. Council member Miguel Vando present. Council member Martha Gonzalez present. Vice Mayor you have a quorum. Thank you Andrea. Do we have any uh do we have anyone to from the audience? No call to the Thank you. Moving on to our proclamations. um month of the military child, April 2026.

Whereas military families make a significant sacrifice in service to our nation and their children demonstrate resilience and strength in the face of unique challenges. And whereas the month of the military child is an opportunity to recognize and honor the sacrifices and contributions of military connected children who serve alongside their parents and guardians. And whereas the city of Summerton is proud to be home to many military connected children and families whose parents or guardians serve at Marine Corpse Air Station Yuma and Yuma proving grounds. Vital installations that play a crucial role in defending our nation and supporting our armed forces. And whereas the military connected children of our community, including those from Marine Corps Air Station Yuma and Yuma Proving Ground, enrich our city with their diversity, talents, and perspectives. And whereas the military connected children face frequent relocations, deployments and separations from their loved ones which can impact their educational experiences, social development and emotional well-being. And whereas it is our collective responsibility as a community to ensure that military connected children receive the support, resources, and connection they deserve both in school and within the broader community. And whereas the month of the military child serves as a reminder to all citizens to express gratitude and appreciation to military families for their sacrifices and service to our nation. Now therefore, I, Herardo Naya, mayor of the city of Summerton, do hereby proclaim the month of April 2026 as month of the military child and call upon all residents, businesses, schools, and organizations to join in honoring and supporting military connected children and their families throughout the throughout this month and beyond.

Thank you, Andrea. And uh we do have here uh Colonel Jared K. Stone, United States Marine Corps. We also have uh Mary Ellen Finch, community community liaison officer. We have Candace Brown, school liaison. And we have Antonio Martinez, community liaison specialist. So, uh is the award Uh, can I get Miss Gonzalez? Can I get you on? No, no, they're fine. Okay, everyone ready? One, two, and three. More. One, two, and thank you. Colonel. Um, is there anything that you guys want to to say?

Uh, thank you for just saying. Yeah, I really appreciate it. Um, they talk about relocating a lot. I have two kids who grew up in the military. Want to move eight states, two countries. the other one, seven states in two countries by the time they were out of high school. Lots of advantages to grow up in the military. Lots of exposure to different things, but it's definitely challenging as well, right, as you move from one school system to another, different curriculum, making new friends. Um, so I just I appreciate the acknowledgement and the effort on the part of the community to uh to help out kids. We enjoy being a part of this community. I think uh living in Yuma County, really all the towns around here, what we're able to do as a as a Marine Corps installation here, we couldn't do without the community support and that really extends to supporting the families as well. So, I very much appreciate it.

Thank you. Thank you. Thank you so much.

Moving on to uh 5.2, 2, we have National Small Business Development Center Day, March 18, 2026. Whereas, National SPDC Day recognizes the collective impact of small business development centers in driving innovation, job creation, and economic resilience nationwide. And whereas Arizona Western Entrepreneur Colleg's small business development center serves entrepreneurs and small businesses across Yuma and Laos County counties through no cost confidential advising and impactful training. And whereas in federal fiscal year 2024 and 2025, AWCDC delivered more than 1,800 client services, facilitated 7.8 8 million in capital formation, supported 39 new business starts, and helped generate over 6.6 million in increased sales. And whereas AWC SBDC contributed to the creation of 110 jobs, retention of 66 jobs, and hosted more than 50 workshops and events to strengthen the regional economy. Now therefore, I, Herardo Anaya, mayor of the city of Summerton, do hereby proclaim March 18, 2026 as National Small Business Development Center Day in the city of Summerton and encourage residents to recognize the vital contributions of AWC SBDC and the small businesses that strengthen our community.

Thank you, Andrea. And uh we do have here from AWC Crystal Mendoza and Myra Frank. Right. There we go. It's kind of

two steps to the left. Still kind of fuzzy, but maybe when you edit it, it'll be fine. No, it's fine. It's fine. It's just my eye problem. Sorry, we were moving one more time. Sorry. All right. One, two, three. Beautiful.

One, two, three. And this one too. Yeah.

Good afternoon, uh, mayor, vice mayor, council. Um, I'm Crystal Mendoza. I'm the director of the Small Business Development Center at Arizona Western College. Um and I want to begin by thanking the city of Summerton um for your unwavering support as we get ready to celebrate tomorrow is actually national SBDC day. So that is a celebration but also to a thank you for your continued support and partnership. Um in addition I would also like to recognize um the economic development um team uh Miss Kasmine. She's definitely been very very supportive. Her tireless dedication as um not only does she support SBDC, but she actually takes the time with her business counselor, Myra Franz, as they walk together. Oh, you're taking the video of me. I apologize. Um they walk together door to door to our businesses to make sure that they know the resources that support that's here through the city as well as through SBDC to guide them and support them. So their work embodies the true spirit of of SBDC, meaning that entrepreneurs are being helped where they are, where they need us, right? So um I thank you for that partnership because together not only are we starting new jobs, starting new businesses, but we are fulfilling dreams and creating a thriving community. So thank you for your partnership and thank you for the proclamation.

Thank you. Moving on to uh consent agenda. Um 6.1 approval of minutes for uh January 6, January 20, February 3rd, February 17 and February 17. Uh 6.2 Two, check register for the months of February 2026. And 6.3, approval of an Arizona Department of Liquor License and Control application of a beer and wine liquor license submitted by Lauren K. Merritt agent on behalf of Shea Oil Company, Inc. located at 926 West Main Street, Summerton, Arizona, A5350. Does anyone have a question or wish to pull something from consent agenda?

Need a motion. So moved. Vice Mayor. Motion was made by uh Mr. Galindo. Second. Second by Miss uh Delgado. All those in favor say I. I. I. Anyone opposed? Motion carries. Moving on to uh presentations. 7.1 presentation on the city of Summerton's 2025 annual cleanup report.

Hi. Good evening. Um mayor, vice mayor, council members. Oh, sorry. Yeah, thank you. Representative Douglas, public works director, providing in uh the 2025 annual cleanup program report. The purpose of the annual cleanup was to provide residents an opportunity to dispose of bulky waste, improve neighborhood cleanliness, safety, and reduce illegal dumping throughout the city. The program lasted October 1st through November 19th, 2025. It was advertised on social media at the beginning and the end of each area. And the schedule was posted on the city's website for the duration of the program. The annual cleanup provided citywide residential coverage. The city was divided into 12 service areas for planning and coordination. All residential areas received scheduled cleanup service during the program. Area 1 ran through September uh late September early October. Area two early October mid-occtober for area 4 through 7 and then 8 through 9 early November and 12 mid November. We used uh in-house equipment, front loader, backhoe, dump truck, dump trailers, small dump trucks, and our staff, eight public works uh employees, as well as p prison labor crews. I provided some pictures of the cleanup. Make sure it's in order. So, conclusions and outcomes. That was

the slide that didn't go through. The annual cleanup program provided citywide residential service across all designated areas. The program was implemented through coordinated scheduling, staffing, and equipment use. The program objectives were achieved within the plan time frame and within budget. So, here's a dashboard of our tipping fees and in comparison to the previous years, which there was not much of a difference at all. So, here's a breakdown of our staffing and labor costs for nine employees, the hours they worked, average hours per employee, the cost, and the prison labor support broken down as well. Due to the city's growth for the 2026 cleanup, the new subdivision 1898 will be added to area 10 and the new Las 7 subdivision will be added to area 11. Does anybody have any questions?

Questions or comments? Thank you. Thank you. Moving on to uh 7.2 two presentation on senior center operations successes, challenges and future plans.

Same thing. Um, good evening, uh, vice mayor and council. Uh we asked our uh senior center manager to come and give you a presentation about the overall operations of the senior center. Um she's been on the job for nine months. So we wanted to show you her successes, her her uh challenges and her plans for the future. Um so I asked her to come in and give you guys a presentation which I'll help you with. And I'm here to also answer any qu questions you have about agreements orus that we have with the senior center. Good evening, Vice Mayor and Council. Uh Martin Gonzalez, senior center service manager. Um I'm here with the purpose of this presentation is to inform you on the daily senior center operations. Um this includes successes, challenges, and the future plans. So this is the program overview. We're going to go over the arts and crafts, games and cognitive activities, fitness and wellness, nutrition services, social and community engagement, and transportation support. We're going to start off with the participation in impact. So, by the end of 2024, we were averaging on 49 seniors daily. Um, as we progress by the end of 2025, now we're averaging 57 seniors daily. That's an 11.76% increase. Uh, average daily engagement across programs is 50 to 60 seniors daily. And for special events attendance, that's 70 to 80 seniors. Um, register center participants. Of course, we also have guests that show up. Do you want to help me?

Okay. So, we have the core programs. Um, here the director is going to pass out a special.

So, the senior center um created they're working on these super awesome plants. The best part, you don't have to water them. So you can put it in your office or wherever you like. So the programs that we're being offered are arts and crafts. Um we have painting. We have one of our volunteers there who's a art teacher that's been uh teaching and instructing our seniors across and doing painting crochet. They're also doing sculpting activities. So they've been learning. Some of them have has been doing in our hobbies. Others are um learning from there. Uh we also have table games. This all supports the cognitive and fine motor skills. Um you know as you know they love Loia. Um but other table games as well. They really like dominoes. Um for fitness they do chair exercise, treadmills and cycling on that area. Um we're working with the director to expand more programming uh on the fitness area. And for seasonal, we have like the aqua aerobics. Uh that's throughout June, July when we have the pool, June, July, August that we have it that starts at 6:00 a.m. early in the morning. Uh this is why we do it. It improves the balance, the mobility, the social connection within them, um cognitive engagement and fall prevention support. Moving on to nutrition services. Uh daily lunch service at 11:00 a.m. that is 55 to 60 seniors served daily. That is at lunch. We also do provide oatmeal um coffee in the mornings. Uh nutrition balance meals demonstrated to support their senior health. That's all in a line with wakecock. They do uh we don't use salt those things keeping it healthy. For special event meals, we do

have 70 to 80 senior served during center hosted events. Any questions so far? Go ahead. So special event meals, what what is that? So that's during like the monthly meeting, the monthly celebrations. So any like the birthday celebrations, any in-house that we do. So we've done also an open house that invited more people over. So those are like the centerbased um special events. So why do you think there's more attendance during the special events meal than the regular daily?

Uh I believe that they love the outgoing and you know they know that there there's going to be special meal or they're going to have to party you know those type of things. It's more fun and engaging for them. Thank you. If I'm not mistaken tomorrow is the birthday celebration.

Tomorrow is the birthday celebration. Animal print is the theme. Okay. Okay. So, moving on to invest in social engagement. So, these are the center hosted events. We have the monthly birthday celebrations that is the every third Wednesday of the month. Uh we do the wellness fairs. We had annual health resources, benefits, screening and wellness services designed to support their well-being. and and we have the yearly trip annual social outgoing for senior engagement and connection. For community participation, we do uh participate in community events. This is city events and parades, open houses and outreach events um some of the local businesses invites us to go over um and benefit from, you know, health screenings that they have and any other um support that they bring over. questions there. Good. Okay. So, these are the partnerships and support for service partners. We have NAU like they help with the volunteers um with them. And then we have WCOG. We work one-on-one and be the health. They provide presentations on different topics, fall prevention, um diabetes. Right now we are working on a diabetes program that it lasts uh 16 sessions so around 16 weeks or so. Uh well care that they go over and help them with any um medical questions they might have. And then of course compasses inhabit life care, hospice of Yuma, all of that to support um the hospice, home health and any other um activity they might need. For resources and partners, we do have

the food bank. They come over once a month. It's every second Tuesday of the week of the month. And they are from there from 8 to 11. So they get their food box right there. So they don't even have to go to Yuma. For Yuma County, they also provide um more of the diabetes programs and all of that. And the Yuma County Library District, they offer classes and they also invite us to come over and be part of them. For program supporters, we have Housing America Corporation, Ryell Construction, Cocopa, Regional Center for Border Health. Uh they help us more with uh providing education and social wellness to clients questions there.

Yeah. Um so do you provide or have ever thought of providing um resources or maybe a session on living wheels because a lot of our seniors they have no idea what that is or doesn't know how that works and and um have you like thought of that?

Yes. Um we have Marta Gonzalez has helped out with that and then we can also working with another um agency and seeing if they can come over and then just explain a little bit more but definitely yeah and we can talk a little bit more on that. So maybe we can have that presentation for them in that resource which I like. Another resource that we do have is the um electricity. We do help them with the utility assistance. So, we help them there on site. We do all the forms and then we send it to Wake. Thank you. Yeah.

And and I'm pretty sure you also provide, you know, information about other community resources that are available to them on a continuous basis, right? Yes, we do them monthly. We do different topics throughout the month. Yep. Any others? Good. Yeah.

Okay. Uh we're gonna move on to the staffing and operations. So right now we have a full-time manager, uh one full-time cook, part-time prep cook, uh 19 hours a week. A bus driver slashmaintenance, that's 25 hours a week part-time, and one recreation part-time, 10 hours a week. Uh we do also sometimes um request to sub to substitute staff. So we might ask for a recreational aid to help cover. And we have our NA volunteers. We have four of them uh from 7 to 12 and for the sole purpose of senior companionship accessibility transportation and cap alignment. you want to do that?

Okay.

So, I'm I'm gonna step in here because this is more budget. Um, we are looking at adding some things to our CIPs to help the seniors. Uh, with for instance, we have an automatic door. We have a ra a ramp. We have a handrails, but we do not have call buttons in the bathroom. That's something that we need to add to in the next I think it's next year's budget. We also have some uh CIP priorities like uh pushing a pathway all the way to the curb and having the bus stop be from uh Bingham and them coming in rather than walking all the way around. Just ease of kind of ease of movement. Um we also are looking at 8 to 12 seniors a day daily. Um our bus is from 2004 and so it's it's an aging it's an aging vehicle. So we are looking at in the future what to do as far as our CIPs there and like it like it says here 23 miles a day at 5 that's twice you know that's two routes a day. So that's we're really looking at 55 to 70 minutes route and on food bank days it really creates that problem because they're bringing their food boxes with them on the bus. So we are looking at transportation could as our senior center grows that could be an issue in the future that we would need to address. Um, as I said, as I've been saying, like we're looking at maybe a 20 passenger bus in the future, um, in the future budgets. Um, the other thing is we can do this with grant funding, AOT, section five, uh, 5310, WHOG funding or general funds as a fallback. Our facilities, um, we last year we talked about the facilities and, um, maybe comp parking lot, changing the parking lot, covered the drop off because you know how they're picking up in the sun right now. So, there's a wait. Um, staffing, adding staffing to create, you know, more activities or help like a part-time cook to advance that. The big thing that I know that we talked about in the future, and I I want to make sure that we talk about this, is we talked about an expansion. Um,

admin and I have been researching and looking at different options to address that. Uh, last year it was brought to our attention, do we really want to put money in a building that doesn't belong to us? Um, and we've We are talking about some future projects that we have, for instance, at the West Summerton Park master plan that we could bring back to you and get more direction on in the future and maybe including the senior center in one of those buildings in the future. But like I said, we'll come back to you in the future and talk about that so that maybe we have our own senior center and a building that we can use all day. Um, take but any questions on these projects?

Questions. Um you mentioned about you know facility for now upkeeping it and whatever. Um the owner which is housing America are we in talks with them also pitching in for you know the needs that are within the facility. So we signed a 20-year agreement in 2008. So it's going to be coming up in the next couple years that we we will have to talk to them and ask them and talk to them about this items. um we can make that a priority to go ahead and add that to our list of daily operations that we can get in there and talk and see if they're interested in that and come back to you with an answer.

Does the contract um the contract that we have it we are supposed to um do you know if we want renovations or whatever they're not.

Yeah. So the contract we currently have every we are in charge of our own area our own facilities and our own maintenance of that facilities. For instance that UDA USDA grant we got and we put the equipment in there we put that equipment in there. If we leave the building that belongs to them. So there's a lot of things like that that that is in our contract currently that we will have to work through when we sign the new if we choose to extend it or choose to do something different. So that's why we as admin, we're going to investigate this and come back to you with some ideas and see where where direction you guys send us. Thank you. Go ahead.

So clarify for me again what you just said. So we're investing all this money yet we're at a loss. So that that's how the contract was set up, right? How long is the contract? 20 years. 20 years. So, in 2028, December 2028.

Yeah. So, so we're going to be looking at this uh this next fiscal year to bring back to council uh any direction, but again, uh the contract does state any improvements that we do to to the building uh stay there. Uh and that's something that we invest in. But when we leave, uh whatever is uh tied to the floor or ground or walls, it stays there. to the brand new kitchen or or stove, the million dollar stove that you got. I mean, it stays. Yep. Thank you, Mr. Galindo. Do we have a monthly? Do we pay the monthly or no? Are we do not pay anything monthly? No, that's part of the agreement.

Okay. It's free rent, but of course, anything that we do to the building, uh, it stays. Okay. Thank you, Vice Mayor, if I may.

Go ahead. Uh yes. Uh James, you might want to look into um the requirements the the ADA uh requirements for for door handles, uh the the bars that that you're seeking. I believe those are all requirements and they must be kept up to date, especially if they're receiving federal funding. So that would be something that's that's on that's on them. Um, as as far as us investing in in the building, I think we already did when we used our CDBG funding to to uh help build that particular that particular project. But you might want to check on stuff that's removable like the stoves and and things like that because I thought everything was tied to more structural than uh than amenities. Those are all amenities. the new stove, all that stuff that we paid for, you might want to double check because uh I believe that that is not attached to or permanently attached to the building. So therefore, we still might retain ownership of that.

Vice Mayor, if I may. Yeah. And I, you know, I I agree with Council Vapando. Uh, I think when it comes to the oven, the the things that we can what we can, but like the uh what the hoods hood uh the oven hood and those type of things, uh we we they would have to stay. But uh yeah, as long as they're movable, we can we can uh relocate them. And we don't pay electricity, you said, right? We we we actually Yes, we do. M vice mayor friend.

Yes. Uh councilwoman uh it's like uh we get free building uh but everything that comes with it uh we we pay uh yeah there's a there of course water's from the city so that's kind of inind as we want to say. Uh it still has a cost to it but it's in kind. uh but electricity um any maintenance or anything that we do that is from our side and that's just what was agreed upon on the contract. Go ahead. Um any questions for anything from the presentation? I think

No, I mean I think any questions or anything I think most of the questions they've been asking them throughout. Okay. Vice Mayor, if I may.

Go ahead. Um, Marlene, I do have a vast uh vast uh vast resources that I could provide. So, if you need anything, if you want to give me a call and check and see if there's a resource or any type of service that you're looking for, we collaborate with everybody. Regional Center for Border Health, a lot of them that you've already mentioned, but there's also organizations like a particular organization that's called access, not to be confused with the Arizona cost containment health system. This is ACCESS. They actually provide a service that is very critical and and uh that's uh with meal prep, it has to do with meal preparation. And so that they also do like some light cleaning around the house, especially for those those that are elderly that are at a point where they're not as mobile at the as they used to be. And it can be covered by by u Medicaid, which is access.

Sounds really good. Okay. Definitely. Thank you. Any other questions or comments? Okay, hearing none. Thank you. Thank you. We're moving on to uh new business 8.1 discussion and possible action to approve and adopt the leftover food policy for the Desert Valley Senior Center Congregate Nutrition Program to ensure food safety regul regulatory compliance and consistency with regional partner standards.

Good evening, Vice Mayor and Council. James Jones, parks director. Um the purpose of this action is to formally adopt a leftover uh food policy governing and handling the unconsumed food from meals served through the desert valley senior center congre nutrition program. The policy was developed at the request of the wake wogg um and they asked all their partner agencies to create their own. This staff has created this one. The key elements of this policy include leftovers may only be taken in the participant's own container. Staff and volunteers are prohibited from packaging, storing, refrigerating, and distributing leftovers. Once food leaves the facility, all responsibility transfers to the participant. Leftovers may not be shared, redistributed, or resold. Uh requirement notice or required public notice must clearly be posted at the meal site. And this uh policy applies solely to food that has already been served to the participant. Does not apply to unserved meals or grab or go meals. Um we ask you to approve this and so we can move forward with it.

Any questions or comments? Vice Mayor, if I may.

Go ahead. But I just um when I first heard about this this policy, you know, I um I was a little bit a little bit surprised that that an organization did not provide any templates. So, I just want to congratulate um James and um our legal team for for coming up with this policy because I was aware of this of this requirement, but also other municipalities had reached out to James to try and piggyback on his on his policy. So, but uh I think that is something that needs to be addressed with future contracts with WHOG is make sure that they provide us some form of templates because ultimately they need they need those those that documentation in order to secure their their funding. So, I I think it's be best if they if it comes from them. Uh so, again, James, good job and uh I'm glad you you guys were able to come up with that policy. Thank you. Any other vice mayor? Um, this is Mayor Annaya.

Go ahead, Mayor. I have a question. Does the uh containers have a limit? Is it just a personal container or is it a big pot that they can come and and take? What what's do we have limits on it? So, it's only limited to what is served for them for the kitchen. Once it leaves the kitchen, that's the only food they can they can take. They can't bring their own container to the kitchen and ask us to clean it. It's only what we serve them for their meal. Just a plate. Okay. Thank you. Any any other questions or comments? No.

And um so I need a motion. So move. Motion was made by uh council member Valando. Second. Second. Second by uh council member Galindo. All those in favor say I. I. I. Anyone opposed? Motion carries. Moving on to uh 8.2. Discussion and possible action to approve amendment number one to the intergovernmental agreement between the Arizona Department of Transportation and the city relating to roadway construction on County 15th Street and Avenue D for the highway safety improvement program. Crest Curve Correction Program.

Good evening, Vice Mayor, Mayor, Council. Um, Chona Medell, finance director. Uh, the amendment in front of you is an amendment from U project located on uh County 15th Street and Avenue D intersection. The original estimate was 2.2,136,975 um with a local city match of $121,88. The state had um submitted some information that the project was rebid and it became it was a decrease in cost. There was no change in the scope of work but it is a decrease. So, the project decreased it decreased $972,975 um which um 500 uh 55,460 decrease for our local match. Um I I'm asking if um we can go ahead and approve the amendment so that we can go ahead and give this back to A DOT um so they can continue working on starting the project.

Thank you. Any questions or comments? Need a motion. Motion was made by Councilwoman uh Delgado. Second by council second by councilwoman Gonzalez. All those in favor say I. I. Anyone opposed? Motion carries. Thank you. Moving on to 8.3. discussion and possible action to award the contract for the water treatment plant pressure filter media replacement project to Lane at Grant Granite Company in in an amount not to exceed $280,23.

Good evening, mayor, vice mayor, and council members. Again, Rosanna Douglas, public works director. The city of Summerton Water Department solicited proposals under RFP 2026-011 for the rehabilitation of pressure filter vessels at the city's water treatment plant. Those of you that attended the water treatment site visit, this is what we discussed last week that I mentioned was ready to come forward for council. This project includes removal of the existing filter media, inspection of internal components, replacement of filter media and under under drain laterals and restoration of the vessels to operational condition. The work is necessary to pro to maintain proper filtration performance and ensure continued compliance with the drinking water treatment standards. Rehabilitation of the vessels will improve filtration efficiency and extend the operational life of the treatment system. Proposals were received and evaluated in accordance with the evaluation criteria outlined within the solicitation. Based on the review and evaluation processes, Lane A Granite Company was determined to be the most responsive and responsible proposal. Lane's proposal demonstrated verified experience in water treatment rehabilitation process projects, a clear understanding of the project's scope and pricing that aligns with the documented internal material costs and comparable industry proposals. The bid submitted and formally open by lane at $280,23 which remains within the water department's approved budget at 300,000 based on the evaluation qualifications, project approach, and cost. Lane is recommended for award for the rehabilitation of four pressure filter vessels in the city of Summerton's waste water sorry water treatment plant. Um and as discussed last week as well um this project is actually a carryover from last year. So we're kind of behind in our projects and we really would like to move forward and close out this project as well. The suggested action is a motion to

award the contract for the water treatment plant filter replacement project RFP 2026 011 to Lane A Granite Company in the amount of $280,23. Any questions or comments? No. You know what? I I just have a question or comment on it. Um I was looking at the contractors that submitted bid. Yes. And I saw one that um had a lower one. Uh yes. Can you elaborate on the experience on that one? I'm Yes, I'm assuming that, but I just want to be sure.

Yeah, no problem. Um thank you for that question because I I was actually hoping somebody would answer it would ask it. I should have actually brought it forward, but I Yeah, I did want I did want to point out that this project needs to be completed by May 18th. That was in the scope of work. And the company you're referring to had a project completion date of June 1st. So, it was after the fact, two weeks. Yes. And I I do understand that the money is an issue, but if you go over to um let me find if you've seen their actual bid, the only way that um we explained it internally, uh that bid I'm trying to get the page number for you, Andrea. Okay, I see it.

Okay. It's page 31 of 71. I'm sorry, 32 of 71. Yes. Okay. So unfortunately in the review process when we reviewed this if any of you are familiar with chat GPT uh this is a chat GPT style proposal which tells me they didn't go and gather the information themselves to write it into a proposal and me personally my experience as a grant writer and proposal writer they should have been more constructive with their approach um this approach to you know, wasn't a well approach. Also, they didn't want to complete the timeline. The timeline was out of the scope that was advertised. There was some red flags in there. Excuse me. Some red flags in there that the other bidder who was under the bid completed successfully.

Okay. And really, that was just my my question because I think sometimes getting the lowest is not always the best and and and you know, and and we might end up paying more. change orders. I I just wanted to know before I read the motion. We That's fine. I'm not a fan of change orders as well. And if you go to their last page, um Andrea, another thing that stood out to me in the evaluation, they didn't have the they had the qualification, but they didn't have the experience that the other companies had. So again, another red flag. Well, thank you. Thank you for doing that due diligence. Thank you. Uh any other question if I may

go ahead council just for for the record we we are basing it on the fact that they cannot complete the timeline not on uh on any other criteria because this is an RFP a request for proposal so it's strictly based on price not necessarily an RFQ which based on qualifications yes council member Vipondo you are correct it was based on not meeting the goals and objectives that were within the scope of work. Um, okay. Okay, then I'm I'm okay with not hiring the lowest bid in this case. I'll make a motion to approve. Vice Mayor, if there's no more questions,

motion was made by uh council member Valpando. Second. Second by uh council member Galindo. All those in favor say I. I. I. Anyone opposed? Motion carries. Thank you, council. So moving on to 8.4 review and direction on proposed changes to the city's fee schedule for fiscal year 2027 prior to the initiate prior to initiate the public review process.

Good evening mayor, vice mayor, council members common, deputy city manager. This is the annual review. This is tonight is not the uh public hearing. Um, last year, as you may remember, the directive from council was to open up a new step to allow council to review the fees that are being proposed before we go into the actual public public review, which takes 60 days. So, tonight, this is the new step and what we're going to do is we we're going to present to you the uh proposed changes to this uh fee schedule by the various departments. If everything is okay, if you give us direction to amend some of the the proposals, we're going to make the changes and we're going to um post it or publish it in our website tomorrow to begin the 60-day public review. And we're going to come back to you with the actual public hearing in June 2nd at 7 PM during regular council meeting for the actual uh final approval from council. If um is that okay with you, what we're going to do, we're going to go uh through the list of items is the same format as we have done it in in the previous years. The left column, can you open it up a little bit more? Yes, thank you. So I can read it. Um to the column to the left is the name of the fee. The column to the in the in the middle is the current fee and the recommendation on the right hand side is if the line is blank that means the department is not proposing any changes and if there is information in that one particular line that means that's the item or the fee that is being proposed to be amended. So that's that's the same format that we have used before

and if it's okay I can start with um city clerk schedule we have um I forgot to mention that on the uh left hand side if you see blue ink

that means that we are um amending the the name of the fee. So, um there are a couple of changes that the city clerk is proposing. Um the electronic payment convenience fee is being proposed up to 3% of the total transaction amount. That's what is being proposed. It's it's a new fee that is being proposed because we didn't have nothing in the um middle column. At any time you can stop me if you have any questions and I'll bring the uh director of that department to respond to your questions. Under public record request, there is a a request to remove the non-commercial use hard digital uh pursuant to ARS. Uh that that's a removal of that fee. Um also we have some uh blue ink on the name of the fees that we are proposing to just change the name sometimes is to better to clarify the name um um and that's basically the reason why we are changing the name of the fee. There are no changes being proposed to those um except for the uh commercial use hard copy digital that now we're proposing to be named commercial request and staff time and instead of the $20 that we are currently charging uh it will be the actual cost of the media. Any questions for about that? Um

but it will be less right because it's the cost of a USB drive. Yes. Um I don't have the exact price of but yeah whatever we pay when we purchase the the media that's what we would charge. So we continue um the the bottom of the information for clerk's office is uh just clarifying those asteris um that's the way that um the the clerk's office um has to explain better explain the uh the information on the upper lines the upper fees uh when it comes to those asteris

yeah if I could just add something on the convenience fees um which the 3% it's it's not an actual fee that we're adopting. It's just a disclosure that if if now that we offer online payment options for for residents, it's just disclosing that if you decide to pay with um your credit card, the service providers is charging up to a 3% charge of the transaction amount. Um but the customers are they know they could I mean we give them options if they want to avoid that fee, they can pay by check or in person. with cash or what about a debit card? It's the same the same.

Vice,

go ahead. That's um she just answered my question, but uh that's that's where I have a big issue with that convenience fee because first of all, when we first went into this uh this payment method and we pushed it, we were just saying how how we would be able to process a lot more transactions and it was easier and less time consuming for staff. And now it seems like we adopted that and we went towards that format and now we're we're charging people for for doing that because uh I tell you what I mean my recommendation to everybody is get get off that automatic payment, stop paying with your with your debit cards and then just give them cash. And what is that going to create? It's going to create a a lot more clientele that is that is coming in in in person to to pay pay their bills. I mean, 3% might not seem like like much, but it adds up.

Vice Mayor,

go ahead, Mayor. And and I think for me, I would rather pay the 3% convenience fee than than um than going out of my way. It's just more convenient. So I I think the 3% is it's a convenience fee, faster, more efficient, and uh takes you from going to the building and especially with busy lives. That's that's another way of looking at it. Yeah. And and I I think for me, I mean, it's it's an option. It doesn't tie me to doing it this way, you know? I mean, I I can see both perspective and, you know, I I'd rather pay the 3% fee to avoid save my time, but I can see how it can go.

Yeah, we we still have options. If they don't want to pay that fee, right? Well, I I do hope that uh the city does do its due diligence and inform people that there is going to be a 3% fee added to to their bills and not just automatically do it without notifying them. So, they do have that option to to opt in or opt out.

Yes, they are not. Any additional questions for the clerk's office? So, we can move on to the next department uh community development. We have a an engineering review of development and subdivision plans that is being proposed. Instead of referring to a table, um an an exhibit, um the recommendation is to actually put the uh the breakdown of the the lots in a subdivision and the price per lot as the recommendation.

Okay, keep going.

The uh next change that is being proposed is the mobile food vendor sighting permit. Um the current charge is $200 per year per vendor and the proposal is $200 onetime fee. The next change that is being proposed is the defer submitts residential $100 and commercial 300. This is a new fee that is being proposed and I have Saul here to answer any questions uh with the uh defer building permit fee. The proposal in the blue inc is uh to change the name to defer impact fees. This is a program that the the city has for those subdivisions uh or those developers that are building five or more new houses in one subdivision. Right now, the fee is $50 per permit per each permit. And the the proposal is to break it down uh based on the the number of lots that are being um developed. So, if it's a three to 10 lots, it's $50 per lot. And if it's a sub uh 11 or more lots that are being developed by the same developer in a subdivision, it's a $500 per subdivision. That's the proposal building permit reinstatement uh when the permit has expired and uh they need to

Yes. Yes, ma'am.

Uh my my question is those changes in fees is it in an effort to to make it uniform uh across the county. Mayor Saul Alvore, community development director. The change that is being proposed is in an effort to um keep the the cost of this very basic mostly administrative service um at an affordable $500 rate. Because when you get into the large subdivisions, let's just say 100 to 200 lots, um, if the developer wants to defer the impact fees to the end of the building permit, you multiply 200 time 50, that's that's a quite a bit of money. And so we looked into this and it turns out that the city of Yuma has a a $500 cap for these impact fee deferrals. So we're it's an attempt to be competitive as well here in the region with this um cost. Thanks.

Thank you.

So, the next proposal is the uh building permit reinstatement from $45 the current fee to um a small increase of um $250. Then we move into the uh solar permits. The um the proposal is to increase the installation permit for um the installation rated at about 10 kilowatts from $300 to $350. Another change that is being proposed is under the electrical permit fees, the uh each temporary power service from $45 to $50 increase. Under plumbing permit fees, there is a proposal to increase for issuing each plumbing permit base fee from $20 to $25. Under additional fees, community development is recommending to replace or reissue the building permit, inspection card, certificate of occupancy or permit from $10 to $15 every time they lose the inspection card or the certificate of occupancy and they need a a duplicate. Uh the charge right now is $10 and their um community development is proposing $15 from now on. The ne the next one it's the um expedited plan review residential three business days and commercial 10 business days and the the proposal is to double the plan review fee.

Um the next proposals or recommendations are on the copies for adopted codes and maps. Um, there's a noncolor address map 24 by 36 inches from $10 to $15. Um, 24 by 36 inch from 20 to 30. Color non-color annexation map to from 20 to $30. Any color map 48 by 36 in from $30 to $50 and letter size copies from 25 to 50. A legal size from 50 cents to 75 cents per page. Ledger size from 75 to a dollar per page. And the US B flash drive 16 to 32 gigabytes. Um this is a new fee uh $30. This is basically to recuperate the cost of the materials when when we're printing these large maps. Any questions on community development? Any additional questions?

Thank you. Uh next department is finance. There they are not recommending any changes to their current fees. fire department. Uh the rec they have some recommendation on the um standby fees and um actually for the squad and two staff they're recommending a reduce uh per FEMA 2025 from 188 per hour to 152 per hour. Same thing with the engine plus three staff. The recommendation is to reduce the fee from 278 per hour to 267 per hour per FEMA 2025. Uh there's a new pro um fee that is being proposed uh for standby is the ladder truck and three staff members uh to three $365 per hour. This is for standby fees inservice fees. Uh we have new fees being proposed. The ambulance and two staff. Um it's a new fee. $90 per hour in service rate at regular staff hours without the overtime charge. Squad plus two staff members $129 per hour. Engine and three staff members $232 per hour. the letter truck and three staff members. $330 per hour. Any um questions for fire department? The next one is Parks and Recreation. Um this year Parks and Recreation is not proposing any changes to their fees, so we're good. Uh for the first time in three years, no changes.

municipal court uh fee schedule. Um they are proposing a change to the certified document. The current fee is $28 per document plus $17 fee of research in locating a document. The recommendation is a flat fee of $33 per certified document. And also they are adding the marriage license fee of $98. Any questions for municipal court?

Police department is recommending some changes to their um fees. The record clearance letter. Uh the current fee is $5. They are recommending a $10. It's a $5 increase. Um incident history. The current fee is $5 per year per address search. The recommendation is to increase it to $10. Audio 911 CD, the current fee is $20 plus employee hourly rate per statute, the recommendation is a flat $20 fee. Photo CD, the current fee is $10. The recommendation is 15. The video CD, uh, police is recommending to change the name of that fee to digital media. The current fee is $20 plus employee hourly rate per statute and the recommendation is a flat $46 per hour. The next recommendation is the impounded vehicles. The current fee is $125 per toe and the recommendation is $125 base rate. Um, also under animal license, there's a recommendation to remove the fee of replacement of tax. We currently they currently charge $5 and the recommendation is to remove. So there's no issuance of replacement of tax late fees. Under animal control, the recommendation is to remove the late fee charge, which is currently a $1 per month on alter dogs and unaltered dogs three months or older. There's a $2 per month late fee charge and the recommendation is to remove this charge.

Any questions for police department? Vice Mayor, go ahead. Council member Varando. Uh yeah, I was just wondering why are you guys going away from state statute when we saw the fire department site FEMA which is uh it's not I know it's not state statute but at least they cited somebody on why the reduction of fees.

Council member Alando uh police chief is here to answer the question. Good afternoon, chief of police. Mr. Vilando, can you be a little bit more specific as to which one you're referring to? Uh, the there was a couple of fees that you site that were cited where it said per state statute. Believe it was in the previous Oh, yeah. The audio 911 CD and video CD. Video. Yeah, those two.

So, the audio 911 that is the um rate per statue. So, that one, let me look at my notes here real quick. Um, I know the second one I can answer right away because that's the one that the the statute changed on that one

and it recommended that we do 46 per hour. So, that's we're going because we're doing if we're doing one or two hours, we want to go with the $46 per each hour of the the uh recording of the video. That's the second one. And the first one is going to be the 911 audio CD. We had a no change on that one. So there is a said a change. It says 20 plus employee hourly rate per statute. Then you guys did a flat rate of 20.

I have Mr. Vipando. There must be a typo or something because this one I'm looking at my notes and we had a note change for the 911 CD. So that should remain the same. Oh, okay. Okay. No, I was just wondering because again uh the fire department cited a reduction in rates because uh due to the FEMA standard so which makes sense and so when there was a reduction and there was no explanation on why I was just curious or there was a change I should say. Okay, thank you. So, we'll remove that and it's going to be no change for that particular one.

Okay. Um, the next one is public works. The fee schedule, uh, the recommendation from public works is to amend the encroachment permit fees. Commercial is uh, currently at $62 and the recommendation is to increase it to $80. residential encroachment permit fees is currently at $24 and the recommendation is to increase it to $35. Um, also they are recommending two new fees and their hydrant fees. The nonre penalty, uh, the recommendation is $200 monthly and the meter equipment fee, the recommendation for this new fee is $45 monthly. Any questions for public works fees? questions or comments?

Okay, thank you. Uh that concludes the uh the proposals. Uh as I mentioned, this is for recommendation and duration uh for staff to move forward. And if you are okay with these recommendations, we're going to be posting this tomorrow again for 60 days, which is the what the statute requires. And we're going to come back to you on June 2nd with the public hearing. And that's when you um uh will actually approve this new fees. And when you approve it, this will become effective July 1st of 2026 for the next fiscal year. Any questions?

Questions or comments? No. I I say with no questions or comments, um I'd say just continue the process with what just what was presented to us. Okay, we'll do. Thank you. Thank you, Carmen. So um summary of current events or any future agenda items public works or

good evening again mayor, vice mayor, council members. Rosanna Douglas, public works director. We are preparing for public works week. We will be submitting our draft proclamation prior to the May 26th uh meeting. Our public event is scheduled for May 20th from 11:00 a.m. to 4 p.m. tenatively. Our public works employee appreciation lunchon will be May 21st at 11:00 a.m. at the community center again tenatively. And I'd like to close with I'm not sure if you guys get these beforehand, but I'm very pleased to announce that we received notification that our state appropriations application has now moved to the second stage effective today. This project is for the state street drainage and flood control. Awesome. That's all I have.

Vice Mayor, that's all we have. Okay. Council member Vapando. I don't have anything, Vice Mayor. Thank you. Thank you, Mayor.

This last week, uh, I attended GYDC. there was a presentation on those opportunity zones that and and there's going to be um a meeting that council's going to be invited and uh hopefully I don't have the the date uh right now but when there is hopefully some of us can attend. It's one of those that it's been um in service since the first uh Trump administration not not a lot of Arizona cities took advantage of it. Now it's being amend amended and and some recommendations are being sent to the governor. So hopefully we can get engaged and and and try to get um the summer into those opportunity zones. There there was also a presentation on um um what I don't I remember the acronym for it but um possibly team up with um with Imperial Valley and uh and Yuma County for attracting uh some grants for uh economic development like for um currently we're with um La Pas and Mojave which were not very active. So, it would be make more sense to join uh Imperial County since we have similar demographics and and hopefully we can um take advantage of those grants, the economic development grants. The other thing um this weekend I attended our sister city um event and um I had the opportunity to meet with all the uh mayors in the region and u how they want to u export bakanora right now what they're having issues is uh with the distributors the big distributors they they don't want to take on the the task promoting the bakanora because it's

only known here in Arizona. So, if anybody knows those smaller distributors that are willing to to uh to help promote the region and right now that that that's what they're they don't have a I guess a a line to exporting it and it's mostly small small distilleries that are from from the area. So um that was um very interesting just to hear and the director of the state with Vakanora was there also uh national uh senator that's one of the favorites to win the governorship for Sonora. So that that was good to connect with her and and network with her. And uh the other thing we were able to to um present our donation for the fire department. Uh they they they just bought a an engine, but they're they don't have any equipment. So the uh the hoses that the fire department are going to donate are going to be a great uh asset for them because they they don't have anything. They just the state just bought them at one of the fire engines and that's all.

Thank you, Mayor Council Woman Gonzalez.

Just a reminder, um this Thursday is the next vaccine clinic at the cultural center from 3 to 6. Um the vaccines available are you know the general vaccines. Um also I attended the ribbon cutting ceremony for and I don't know how to pronounce it. no dye or ny because it stands for no diet. I love it. So, it's no dye, whatever. But, um it was a it was a a good turnout. Um uh I didn't stay I stayed for the ribbon cutting, but um uh like I mentioned to the um the new owners, you know, that that spot is very holds a very special place in in a lot of summer people's hearts. So being it being back open is is is quite nice. So um um it was it was nice to see um that it was one of our um SBDC um uh ladies that was here earlier today. So yeah,

thank you Councilwoman.

I want to thank uh Rosanne and her staff for the tour today. You know I ever since we started taking these tours um you know I kind of feel disappointed in myself as a council woman sitting here for the past four years that um and have gone through budget um meetings and so forth and we've never done this and and thank you Louie for for starting this because now it's an eye openener as I mentioned in the last council meeting it's an eye openener to me um it kind of gives me a picture of what because it's easy to put what you want and and what we want to to approve or disapprove but without really knowing what we need to do. Um, you know, I think it's also very important for the directors in my opinion to ask your staff, you know, um, it's we don't know like I didn't know, especially today with that over there at the sewer thingy over there. I mean it it was an eye openener to me and everywhere you know the fleets and and the fire department and the police department and just seeing we're not perfect and I understand you know and and there's a lot there's a lot we need to do and and I and I know but we also have to have priorities and I think your staff are the ones that know what the priorities are and in my opinion I think we need to listen to them and we need to take into account because they're the ones that are working out there. We're not. Louisie isn't. You know, uh Carmen isn't. And I think that their opinion matters on what is for them in order for this city to continue growing successfully and in good condition to what we can provide at the moment. I wish we had so much money and and we don't, but I think we need to have

priorities. And thank you so much again for for taking the time. An hour is not enough or 45 minutes is not enough because I had a lot of questions today. So, I'll be sending you an email, Louie, too, for and Rosanne because I I do have some questions on on that. And and um the city is growing and what we see is potential for our city, but without the infrastructure and staff, it's not going to be it's not going to be good. And so, thank you again. Thank you,

Vice Mayor. Sorry, I'd like to add I totally on the spot. Um, and of course it matters a lot for employee retention, too, because if if your staff, if they're not happy, we can't work. We we're not able to work and we're not able to run the city. and and and like she said, we sit behind these nice screens and and an AC and and going out there and realizing the smell, the heat is coming up and the conditions that the that that these um staff members have to work under. Yeah, I I I totally agree with Mrs. Gio. Thank you. Thank you,

Council Member Galindo. I don't have anything small thing

and um I mean I was gonna say something but mayor said everything you know I I ac you know I accompanied him to that to that uh that donation uh when in Rosario Tesopa and like he said I mean a lot of network working with the uh mayors around that area with the future candidate Lorenia um Vayz believe is her name um and and really that that fire truck was was bare I mean it I mean, you see ours full of all the equipment and all the supplies, uh, you know, that that might be needed. I mean, you look at theirs and it I mean, it's like we we're blessed, you know, we're we we really are blessed and and it felt great to, uh, support and help another community that's that that's in that that's in need. So, um, and you know, public works in the recycling center. It was a great tour. I I mean I really like that we embed those um you know uh smell. I don't know what we can do about the smell, but I know I think you guys are trying your best to to control it. Um it's just how do you control it? Um aside from that, I mean that's that's all I have. Uh we do have two items in executive session. Uh we have 10.1 exe executive session pursuant to ARS 38-431 um for legal advice, discussion or consultation with the city attorney regarding the possible sale and development of city- owned property located at 203 West Main Street, including review of a proposal submitted in response to the city's request for proposals and possible direction to staff. Under uh 10.2, 2, we do have executive session pursuant to ARS38-431.03 for legal advice and discussion regarding the potential lease of Freel

property located at 346 West Main Street, Summerton, Arizona, A5350, including the city's position and negotiations. So, we're going to go ahead and take a fivem minute break and then we'll uh reconvene upon completes.

A motion to adjurnn. So motion was made by Mr. Gadio, second by Mr. Galindo. Tho say I. Anyone opposed? We're adjourned. It is 9:17. Yeah, I was