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HomeMy WebLinkAbout2021.1207.TCCRMWS.Agenda.Packet            NOTICE OF MEETING COMBINED REGULAR MEETING / JOINT WORK SESSION FOUNTAIN HILLS TOWN COUNCIL      Mayor Ginny Dickey Vice Mayor Alan Magazine Councilmember Gerry Friedel Councilmember Sharron Grzybowski Councilmember Peggy McMahon Councilmember Mike Scharnow Councilmember David Spelich    TIME:5:30 P.M. – COMBINED REGULAR MEETING / JOINT WORK SESSION WHEN:TUESDAY, DECEMBER 7, 2021 WHERE:   FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ Councilmembers of the Town of Fountain Hills will attend either in person or by telephone conference call; a quorum of the Town’s various Commission, Committee or Board members may be in attendance at the Council meeting. Notice is hereby given that pursuant to A.R.S. §1-602.A.9, subject to certain specified statutory exceptions, parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings of the Town Council are audio and/or video recorded and, as a result, proceedings in which children are present may be subject to such recording. Parents, in order to exercise their rights may either file written consent with the Town Clerk to such recording, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made, the Town will assume that the rights afforded parents pursuant to A.R.S. §1-602.A.9 have been waived.    REQUEST TO COMMENT The public is welcome to participate in Council meetings. TO SPEAK TO AN AGENDA ITEM, please complete a Request to Comment card, located in the back of the Council Chambers, and hand it to the Town Clerk prior to discussion of that item, if possible. Include the agenda item on which you wish to comment. Speakers will be allowed three contiguous minutes to address the Council. Verbal comments should be directed through the Presiding Officer and not to individual Councilmembers. TO COMMENT ON AN AGENDA ITEM IN WRITING ONLY, please complete a Request to Comment card, indicating it is a written comment, and check the box on whether you are FOR or AGAINST and agenda item, and hand it to the Town Clerk prior to discussion, if possible. TO COMMENT IN WRITING ONLINE: Please feel free to provide your comments by visiting  https://www.fh.az.gov/publiccomment and SUBMIT a Public Comment Card by 3:00 PM on the day of the meeting. These comments will be shared with the Town Council.      REGULAR MEETING AGENDA  NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the Town Council, and to the general public, that at this meeting, the Town Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the Town's attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).             1.CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Dickey     2.MOMENT OF SILENCE     3.ROLL CALL – Mayor Dickey     4.REPORTS BY MAYOR, COUNCILMEMBERS AND TOWN MANAGER     A.RECOGNITION: Stellar Students of the Month for November     B.RECOGNITION: Award from the Arizona Parks and Recreation Association for Youth Program.    5.SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS     A.PRESENTATION: Monthly Update by Captain Larry Kratzer with Maricopa County Sheriff's Office     6.CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H), public comment is permitted (not required) on matters NOT listed on the agenda. Any such comment (i) must be within the jurisdiction of the Council, and (ii) is subject to reasonable time, place, and manner restrictions. The Council will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action. At the conclusion of the Call to the Public, individual councilmembers may (i) respond to criticism, (ii) ask staff to review a matter, or (iii) ask that the matter be placed on a future Council agenda.     7.CONSENT AGENDA ITEMS All items listed on the Consent Agenda are considered to be routine, noncontroversial matters and will be enacted by one motion of the Council. All motions and subsequent approvals of consent items will include all recommended staff stipulations unless otherwise stated. There will be no separate discussion of these items unless a councilmember or member of the public so requests. If a councilmember or member of the public wishes to discuss an item on the Consent Agenda, he/she may request so prior to the motion to accept the Consent Agenda or with notification to the Town Manager or Mayor prior to the date of the meeting for which the item was scheduled. The items will be removed from the Consent Agenda and considered in its normal sequence on the agenda.     A.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Special Meeting of      Combined Regular Meeting/Work Session of December 7, 2021 2 of 5 A.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Special Meeting of November 16, 2021; and the Regular Meeting of November 16, 2021.     B.CONSIDERATION AND POSSIBLE ACTION: Approval of budget transfers for the General Fund and Capital Projects Fund.     C.CONSIDERATION AND POSSIBLE ACTION: Approving the 2022 Town Council Meeting Dates and Summer Break.     D.PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Approval of Liquor License Application for Batchelor's Pad BBQ, located at 13407 N. La Montana Drive, Fountain Hills, Arizona, for a Series 12 (Restaurant) license.      E.CONSIDERATION AND POSSIBLE ACTION: Approving a Map of Dedication for Keystone Fountain Hills.      F.CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills VFW Post 7505 for a second location beer garden in conjunction with the Fountain Festival of Arts and Crafts on February 25, 26, and 27, 2022     G.CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills VFW Post 7505 for a beer garden in conjunction with the Fountain Festival of Arts and Crafts on February 25, 26, and 27, 2022     H.CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills Community Services for a beer garden in conjunction with the Music Fest on April 1 & 2, 2022.     I.CONSIDERATION AND POSSIBLE ACTION: Resolution 2021-37 Adopting the Youth Field, Court, and Sport League Fee Waiver Policy.     J.CONSIDERATION AND POSSIBLE ACTION: Approval of Amended and Restated Employment Agreement between the Town of Fountain Hills and Grady E. Miller.     K.CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2021-38, abandoning the 1' Vehicular Non-Access Easement along a portion of the south side of 15835 E Firerock Country Club Drive     8.REGULAR AGENDA     A.CONSIDERATION AND POSSIBLE ACTION: Acceptance of public art concept for Casas Del Lago Apartments.     B.CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2021-36 approving      Combined Regular Meeting/Work Session of December 7, 2021 3 of 5 B.CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2021-36 approving the Fountain Lighting Policy.     C.CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-20 providing penalties for violation of Town Code Article 8-6, Vacation Rentals.      D.PUBLIC HEARING, CONSIDERATION, AND POSSIBLE ACTION: Ordinance 21-12, amending Chapter 18, Town Center Commercial District, and Chapter 25, Entertainment Overlay District, by adjusting and clarifying provisions for outdoor seating in the public right-of-way.     E.PUBLIC HEARING, CONSIDERATION, AND POSSIBLE ACTION: SPECIAL USE PERMIT to allow 17 residential units on a 1.62-acre property generally located north of the northeast corner of N. Saguaro Boulevard and E. Shea Boulevard (AKA 9637 N. Saguaro Boulevard; APN#176-10-805) on the C-1 (Neighborhood Commercial) zoning district.     F.PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Regarding Ordinance 21-18, amending Chapter 4 (Nonconforming Uses and Structures) and Chapter 10 (Single-Family Residential Zoning Districts) by adding new provisions for extensions to nonconforming structures on corner lots zoned for single-family residential use.     G.CONSIDERATION AND POSSIBLE ACTION: Approving Amendment No. 2 to Professional Services Agreement 2019-079 with JE Fuller Hydrology & Geomorphology, Inc.     9.COUNCIL DISCUSSION/DIRECTION to the TOWN MANAGER Item(s) listed below are related only to the propriety of (i) placing such item(s) on a future agenda for action, or (ii) directing staff to conduct further research and report back to the Council.     10.ADJOURNMENT     WORK SESSION AGENDA     1.CALL TO ORDER     2.PRESENTATION: Proposed Strategic Priorities and Supporting Tasks for inclusion in the major update of the Town of Fountain Hills Strategic Plan as recommended by the Strategic Planning Advisory Commission.     3.ADJOURNMENT       CERTIFICATE OF POSTING OF NOTICE    Combined Regular Meeting/Work Session of December 7, 2021 4 of 5 CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a copy of the foregoing notice was duly posted in accordance with the statement filed by the Town Council with the Town Clerk. Dated this ______ day of ____________________, 2021. _____________________________________________  Elizabeth A. Klein, MMC, Town Clerk   The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 480-816-5199 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to participate in the meeting or to obtain agenda information in large print format. Supporting documentation and staff reports furnished the Council with this agenda are available for review in the Clerk's Office.    Combined Regular Meeting/Work Session of December 7, 2021 5 of 5 ITEM 7. A. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Administration Prepared by: Elizabeth A. Klein, Town Clerk Staff Contact Information: Grady E. Miller, Town Manager Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Special Meeting of November 16, 2021; and the Regular Meeting of November 16, 2021. Staff Summary (Background) The intent of approving meeting minutes is to ensure an accurate account of the discussion and action that took place at the meeting for archival purposes. Approved minutes are placed on the Town's website and maintained as permanent records in compliance with state law. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approving the minutes of the Special Meeting of November 16, 2021; and the Regular Meeting of November 16, 2021. SUGGESTED MOTION MOVE to approve the minutes of the Special Meeting of November 16, 2021; and the Regular Meeting of November 16, 2021.  Attachments 2021.1116.TCSMES.Minutes  2021.1116.TCRM.Minutes  Form Review Inbox Reviewed By Date Town Manager Grady E. Miller 11/23/2021 11:17 AM Form Started By: Elizabeth A. Klein Started On: 11/23/2021 07:54 AM Final Approval Date: 11/23/2021  TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS TOWN COUNCIL NOVEMBER 16, 2021                  1.CALL TO ORDER – Mayor Dickey    Mayor Dickey called the Special Meeting of November 16, 2021, to order at 4:00 p.m.   2.ROLL CALL – Mayor Dickey Present: Mayor Ginny Dickey; Councilmember Mike Scharnow; Councilmember Gerry Friedel; Councilmember Sharron Grzybowski; Councilmember Peggy McMahon; Vice Mayor Alan Magazine Absent: Councilmember David Spelich Staff Present: Town Manager Grady E. Miller (Partially); Town Attorney Aaron D. Arnson 3.RECESS INTO EXECUTIVE SESSION    MOVED BY Councilmember Sharron Grzybowski, SECONDED BY Councilmember Mike Scharnow to recess into Executive Session.  Vote: 6 - 0 Passed - Unanimously   4.EXECUTIVE SESSION    The Fountain Hills Town Council recessed into Executive Session at 4:00 p.m.   A.Discussion or consideration of employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee or employee of any public body, except that, with the exception of salary discussions, an officer, appointee or employee may demand that the discussion or consideration occur at a public meeting. The public body shall provide the officer, appointee or employee with written notice of the executive session as is appropriate but not less than twenty-four hours for the officer, appointee or employee to determine whether the discussion or consideration should occur at a public meeting; and discussion or consultation for legal advice with the attorney or attorneys of the public body, pursuant to A.R.S. §38-431.03(A)(1) and (3), respectively.   i.Town Manager Salary Discussions               5.ADJOURNMENT    The Fountain Hills Town Council reconvened into Open Session at 4:37 p.m. at which time the Special Meeting of November 16, 2021, adjourned.     TOWN OF FOUNTAIN HILLS ____________________________ Ginny Dickey, Mayor ATTEST AND PREPARED BY: ______________________________ Elizabeth A. Klein, Town Clerk Town Council Special Meeting of November 16, 2021 2 of 2 TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS TOWN COUNCIL NOVEMBER 16, 2021                  1.CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Dickey    Mayor Dickey called the Regular Meeting of November 16, 2021, to order at 5:30 p.m. and led the Town Council and audience in the Pledge of Allegiance.   2.MOMENT OF SILENCE    A Moment of Silence was held.   3.ROLL CALL – Mayor Dickey Present: Mayor Ginny Dickey; Councilmember Mike Scharnow; Councilmember David Spelich; Councilmember Gerry Friedel; Councilmember Sharron Grzybowski; Councilmember Peggy McMahon; Vice Mayor Alan Magazine Staff Present: Town Manager Grady E. Miller; Town Attorney Aaron D. Arnson; Town Clerk Elizabeth A. Klein 4.REPORTS BY MAYOR, COUNCILMEMBERS AND TOWN MANAGER    Councilmember Grzybowski reported that she attended a ribbon cutting for Jazzercize. She attended the Biophilic Cities meeting; the next steps after the Community Services Advisory Commission meeting last month will be to bring it before the Town Council. She said that this is the last week of the Leadership Academy and tomorrow is graduation. Mayor Dickey reported that she attended an East Valley Mayors' Meeting in Scottsdale, and the Flutter at Fountain Hills event for the Community Foundation which raised a lot of funds. She also attended the Fountain Hills Medical Center briefing on future plans. She also greeted attendees at the Boys and Girls Club Auxiliary Fundraiser, with attendance by Paradise Valley Mayor Bien Willner and Mayor Dave Ortega of Scottsdale.   A.RECOGNITION OF Outgoing Community Services Advisory Commission Chairman Amy Arnold.    Mayor Dickey recognized Amy Arnold who served as Chairman of the Community Services Advisory Commission, and presented her with a Certificate of Appreciation.               5.SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS   A.RECOGNITION: A $27,000 Donation from the Fountain Hills Association of Dog Owners Group (ADOG), for a Shade Structure in the Desert Vista Dog Park, and thanking Denise Dunning-Ricketts, President of ADOG, for the generous contribution.       Mayor Dickey said that they appreciated them inviting them to their Board meeting, which gave a chance for Councilmembers Friedel and Grzybowski and Director Goodwin, as well as herself, to meet them. They now had an opportunity to thank them publicly for this important amenity. She thanked Denise Dunn-Ricketts and ADOG for their donation. Ms. Dunn-Ricketts said that it was donated by an anonymous donor who believes in their mission. She said that it will be blessing for the seniors that go to the dog park to be able to sit and have shade.   B.PRESENTATION: Annual financial audit results by Heinfeld Meech & Co.      Mr. Miller said that under state law it is required for the Town to undergo a financial audit, but it is also good governance providing transparency. He then introduced Joshua Jumper with Heinfield Meech & Co. who said that he was happy to present the results of the July 31, 2021, audit. He said that the Council had all the information before them, but it was a clean opinion. He said that another report that is required is the Expenditure Limitation Report, and the Town is under its expenditure limit. A new report was issued this year, the Single Audit Reporting Package, which is required when governmental entitles spend over $750,000 of federal funding. With the $2.9 million received from AZ Cares it was required, and in that report they would note any internal control deficiencies, of which there were none. Mayor Dickey asked what "other" referenced in the chart on page 22. Mr. Miller said that he did not know off hand, but staff will get back to the Council with that information.   C.PRESENTATION: First Quarter FY22 Revenue Update       Finance Director David Pock said that staff started doing quarterly reports a year ago, and he then gave an overview: FISCAL YEAR 2021 YEAR-END UPDATE SUMMARY UNRESTRICTED FIRST QUARTER REVENUE UPDATE Summary Net Taxable Activity Total TPT Collections Retail Sales Construction Utilities & Communications Real Estate Restaurants & Bars Town Council Regular Meeting of November 16, 2021 2 of 12 Services State Shared Revenues Vice Mayor Magazine said that it looks like they were in very good shape, and he asked if they had any idea what the net would be. Mr. Pock said that they were in line with their budgeted numbers. He said that in the budget process, they were a little more aggressive since they had $3 million more than what they thought they were going to have. Mr. Miller said that he and Mr. Pock have talked mid-term to long-term. They have been benefiting from construction activity, but in the long term, as they build out as a community, it will be problematic as they will not have that revenue coming in. Vice Mayor Magazine complimented staff for doing a tremendous job. Mr. Miller said that it was due to Mr. Pock and his staff. Mr. Pock noted that tomorrow is next year's budget kick-off meeting.   6.CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H), public comment is permitted (not required) on matters NOT listed on the agenda. Any such comment (i) must be within the jurisdiction of the Council, and (ii) is subject to reasonable time, place, and manner restrictions. The Council will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action. At the conclusion of the Call to the Public, individual councilmembers may (i) respond to criticism, (ii) ask staff to review a matter, or (iii) ask that the matter be placed on a future Council agenda.    Crystal Cavanaugh, Fountain Hills resident, voiced concern with the continued mask mandate in Town facilities. Ted Price and Maureen Earp, Fountain Hills residents, voiced concerns with a cell tower in the La Vida Buena community, where they understand a new tower will be going in that will be going from 3G to 5G. Mr. Miller said that he would be happy to set up a meeting with both of the residents to discuss the matter further.   7.CONSENT AGENDA ITEMS All items listed on the Consent Agenda are considered to be routine, noncontroversial matters and will be enacted by one motion of the Council. All motions and subsequent approvals of consent items will include all recommended staff stipulations unless otherwise stated. There will be no separate discussion of these items unless a councilmember or member of the public so requests. If a councilmember or member of the public wishes to discuss an item on the Consent Agenda, he/she may request so prior to the motion to accept the Consent Agenda or with notification to the Town Manager or Mayor prior to the date of the meeting for which the item was scheduled. The items will be removed from the Consent Agenda and considered in its normal sequence on the agenda.    MOVED BY Vice Mayor Alan Magazine, SECONDED BY Councilmember Sharron Grzybowski to approve Consent Agenda Items 7-A through 7-E.  Vote: 7 - 0 Passed - Unanimously    Mayor Dickey said that the Town Council would first be discussing Items G and H.   A.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular    Town Council Regular Meeting of November 16, 2021 3 of 12 A.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of November 2, 2021.      B.CONSIDERATION AND POSSIBLE ACTION: Approving a Special Event Liquor License application for the Fountain Hills Democratic Club for a fundraiser to be held in ballrooms 1, 3 and 4 at the Fountain Hills Community Center, 13001 N. La Montana Drive, Fountain Hills, AZ 85268 on December 9, 2021, from 6pm-8:30pm.      C.CONSIDERATION AND POSSIBLE ACTION: Approving a Special Event Liquor License application submitted by Jealine Goldapper, representing the Fountain Hills Unified School District PTO, for a fundraiser to be held in the Grand Ballroom of the Fountain Hills Community Center on March 5, 2022, from 5 pm to 11 pm.      D.CONSIDERATION AND POSSIBLE ACTION: Resolution 2021-35 Decommissioning Three Works of Public Art located at the Town of Fountain Hills Community Center.      E.CONSIDERATION AND POSSIBLE ACTION: Approval of Contract C2022-036 with Matlick Enterprises, Inc. dba United Fire Equipment Company in an amount not to exceed $75,000.00 for replacement of extrication equipment and lifting airbags.      8.REGULAR AGENDA   A.CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-11, amending Section 11-1-7, Noise, of the Town Code.       Mr. Miller said that after the presentation by the prosecutor the last time this was discussed, the Development Services Director rewrote some of the section and will be presenting it tonight. Development Services Director John Wesley gave a PowerPoint presentation which addressed: PURPOSE/BACKGROUND PROPOSED TEXT AMENDMENT Discussion was held on "landscape maintenance" and whether it would include private residences or just address golf courses. It was agreed that the hours of operation anywhere should be consistent with that of construction, which was 5:30 AM to 6:30 PM during the summer, and 6:00 AM to 6:30 PM in the winter. Madelaine Bauer, attorney at Rose Law Group and speaking on behalf of Adero Resort, thanked the Council and Town in its efforts and said that, in general, the proposed ordinance was great. They had some concern moving forward that it could impact existing uses, such as weddings and other events that have been held at the resort over the years. Their preference would be to make it clear in the ordinance, but at the least place it in the minutes, that Adero could continue operating as it always has. Town Clerk Elizabeth Klein read written comments of support for the recommended changes from Jim Ruff, James Henke, and Vanessa Davisson. Some comments also included that the definition of "unruly gathering" needed amending. Town Council Regular Meeting of November 16, 2021 4 of 12 included that the definition of "unruly gathering" needed amending. After some discussion, Mayor Dickey said that she believed it was already covered. From the tone of the conversation, she thought that Adero was in good shape as it was. Mr. Arnson said that the intent is not to preclude anyone from operating in the normal course of business. He said that the noise ordinance applies to all businesses within the zoning regulations. Councilmember Grzybowski said that she believed that what was being asked for is already covered in #6 of the ordinance, and she preferred to go with the Town Attorney's recommendation.    MOVED BY Vice Mayor Alan Magazine, SECONDED BY Councilmember Peggy McMahon to adopt Ordinance 20-11, with the landscape maintenance hours to be consistent with current building construction hours.  Vote: 7 - 0 Passed - Unanimously   B.CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-19, amending The Town of Fountain Hills Town Code Chapter 12, Article 12-2, Traffic Control, Section 12-2-2, Traffic Control Devices; Speed Limits       Town Engineer David Janover said that staff was asked by residents on El Pueblo to match the speed limit on Grande. In response, the Town prepared a speed study, and he then reviewed the results of the study: OVERVIEW Review of Speed Limit Study Amendment to Municipal Code SPEED LIMIT STUDY Presented to the Transportation Pedestrian Safety Committee Mr. Janover responded to a question that there was one school located on El Pueblo, one crosswalk and one complaint had been received. Vice Mayor Magazine asked why they should lower it when people do not follow the speed limit now. Mr. Janover said that there are a number of driveways and curves on El Pueblo and collector streets do not usually have that. It made sense to lower the speed limit to be consistent with Grande because of the driveways. He said that the additional 5 mph is what they would see on a collector, which are roads that go from local streets to arterials. Councilmember Spelich said that he lives on El Pueblo and drives down it numerous times a day. The key to reducing accidents, from a law enforcement perspective, is enforcement. He said that they would reduce accidents by keeping the current speed limit and enforce it more. He said that the road is too big and too long. For all of this to come from one resident does not make sense. Councilmember Grzybowski said that she agreed with the Vice Mayor. She asked if the streets were the same width. Mr. Janover replied that they were. Vice Mayor Magazine said that he agreed with Councilmember Spelich that enforcement is the key. They should lower the speed and monitor it. Councilmember Friedel suggested that they consider increasing the speed on Grande. Mr. Miller said that it is clear, the attempt is to standardize the streets, but he agrees with Town Council Regular Meeting of November 16, 2021 5 of 12 Mr. Miller said that it is clear, the attempt is to standardize the streets, but he agrees with Councilmember Spelich that enforcement is the key. He suggested that they consider speed humps. Councilmember Spelich said that he would support other techniques, such as rumble strips, but lowering the speed on the whole street does not make sense. Vice Mayor Magazine said that if standardization was the intent, then he would support it.    MOVED BY Vice Mayor Alan Magazine, SECONDED BY Councilmember Mike Scharnow to adopt Ordinance 21-19.  Vote: 4 - 3 Passed  NAY: Councilmember David Spelich  Councilmember Gerry Friedel  Councilmember Sharron Grzybowski   C.CONSIDERATION AND POSSIBLE ACTION: on a proposed grant program to assist non-profit organizations negatively impacted by the COVID-19 pandemic.       Last year the Town Council authorized using a portion of its allocation of $2.89 million in CARES Act funding to provide grants to small businesses impacted by the COVID-19 pandemic. A total of $300,000 was approved by the Town Council in June 2020 for this purpose. The grant program was marketed and administered by the Economic Development Department. In 2020 the Economic Development Department distributed $300,000 in grants to several small businesses in Fountain Hills. During the final budget adoption meeting on June 1, staff proposed to the Town Council a similar grant assistance program that would provide grants targeted to Fountain Hills-based not-for-profits to be funded from the ARPA to be received this year. Councilmember Friedel asked if there would be a cap per organization. Mr. Miller said that it would be a one-time application. When they did the small business grants they were mostly at $5,000; it would be similar for this program, although the nonprofits did not have as many opportunities through the county and state that were available to small businesses.    MOVED BY Councilmember Mike Scharnow, SECONDED BY Councilmember Peggy McMahon to approve staff creating and implementing a one-time $300,000 grant program for Fountain Hills-based not-for-profit organizations negatively impacted by the pandemic, and the associated budget transfer.  Vote: 7 - 0 Passed - Unanimously   D.CONSIDERATION AND POSSIBLE ACTION: on the 2022 Proposed Legislative Agenda.      Fountain Hills' contract lobbyist Jack Lunford gave a PowerPoint presentation which addressed: LOCAL GOVERNMENT LOCAL GOVERNMENT FINANCE NEIGHBORHOOD QUALITY OF LIFE ISSUES Town Council Regular Meeting of November 16, 2021 6 of 12 PUBLIC SAFETY TRANSPORTATION WHAT'S COMING SHORT-TERM RENTALS MORE PREEMPTION ATTEMPTS LEGISLATIVE COMPOSITION - RESIGNATIONS REDISTRICTING ELECTION YEAR Councilmember Scharnow said that he agreed with all of the Quality of Life issues, but would like to see recreational marijuana added to regulations on advertising. Mr. Lunford said that they will begin to see legislation dropped in the next month. The Legislature will have to introduce bills by the third week in January. He may need to come back and speak to anything specific as it is hard to anticipate what bills will look like. Vice Mayor Magazine said that as they go through the process this year, he would like to have included if a bill has been introduced before, how many times, and if it was seriously being considered. Mr. Lunford said that he would be prepared to do that. Mr. Miller said that each year they start off with what the League is moving forward with. They focus on things that impact municipalities. Staff will add another column to their report before it comes before Council. Mr. Lunford added that he will now be attending the Monday morning calls provided by the League.    MOVED BY Vice Mayor Alan Magazine, SECONDED BY Councilmember Mike Scharnow agree that when individual bills come forward, they will take positions on them as needed.  Vote: 7 - 0 Passed - Unanimously    A break was held from 8:19 p.m. to 8:30 p.m.   E.CONSIDERATION AND POSSIBLE ACTION: Professional Services Agreement 2022-043 with McGrath Consulting to conduct a financial analysis of fire and emergency medical services with a total not-to-exceed amount of $40,000 and associated budget transfers.       Mr. Miller said that he would like to present this item and the next together. He reminded the Town Council that they had a discussion at the retreat last year that they spend $9.2 million annual for both fire/emergency services and law enforcement services. It is very important, from the Town's standpoint, to get a good handle on their long-term service delivery costs. In law enforcement, some years services have increased in double digits. The cost of the study for fire services is $40,000; for law enforcement it is $79,000. He said that the cost is about 1% of providing those services. On the fire side, he said, they will look at other fire services, while the Town owns all the apparatus and the fire stations. On the law enforcement side, they would also consider the costs of bringing in the service as a Town department. They will also look at the current agreement with Maricopa County Sheriff's Office. He believed there is some value in them doing that. Mr. Miller said that they did a Request for Proposals and received two proposals on law enforcement and one for fire. He said that the firm that submitted for the fire services also Town Council Regular Meeting of November 16, 2021 7 of 12 submitted for law enforcement, but the other firm that submitted for law enforcement has done a lot of these in Arizona and western US. Part of this will also include interviews with Council and they will hold a town-hall style meeting. He said that he and staff talked about having an oversight committee and he would be happy to have Councilmember Spelich sit on the committee. Councilmember Spelich replied that he would. Councilmember Grzybowski said that the Town gets a lot of grief about audits and reports, paying outsiders to do them, but it is important to drive home that they rely on the professionals as they know how these things work. She said that she did like the idea of having Councilmember Spelich sit on the committee. Councilmember Scharnow said that he thought it was important on these topics to have an objective third party weighing in on both sides.    MOVED BY Councilmember Sharron Grzybowski, SECONDED BY Councilmember Peggy McMahon to approve Professional Services Agreement 2022-043 with McGrath Consulting and the associated budget transfers (for fire/emergency medical services).  Vote: 7 - 0 Passed - Unanimously   F.CONSIDERATION AND POSSIBLE ACTION: Professional Services Agreement 2022-046 with Matrix Consulting to conduct a financial analysis of law enforcement services with a total not-to-exceed amount of $79,000 and associated budget transfer.       MOVED BY Councilmember Mike Scharnow, SECONDED BY Vice Mayor Alan Magazine to approve Professional Services Agreement 2022-046 with Matrix Consulting and the associated budget transfer (for law enforcement services).  Vote: 7 - 0 Passed - Unanimously   G.CONSIDERATION AND POSSIBLE ACTION: Approval of the Fee Waiver Policy Relating to Youth Fields, Courts, and Sport Leagues.       Mr. Miller said that this is part Two to the discussion of fee waivers. Community Services Director Rachael Goodwin said that they have a lot of demand for fields and want a fair and consistent way to allocate them. She then reviewed a PowerPoint presentation which addressed: POLICY INCLUSIONS QUALIFICATIONS, RESTRICTIONS AND CRITERIA FOUNTAIN HILLS YOUTH SPORTS ALLIANCE Mr. Miller said that Ms. Goodwin did a good job of summarizing. He said that they would try to get user agreements from the organizations to provide for in-kind services, such as field preparation. Councilmember Spelich said that it is no secret that these fees have been brought up by him. No matter what is played on the fields, they should have skin in the game. It bothers him when people make arranagements to use the field, staff turns the lights on, and then they do not show up. He would like to see some type of policy put into effect. He said that they are talking about two user agreements now, but he asked how many there could be in Town Council Regular Meeting of November 16, 2021 8 of 12 the future. Councilmember Scharnow asked if they were contemplating zero costs in exchange for in-kind work. Ms. Goodwin said those issues would all be worked out. Councilmember Scharnow said that he was not opposed to what Councilmember Spelich was saying about scheduling and not showing up. He talked with Ms. Goodwin about the issue of priority. Ms. Goodwin said that in the draft policy they did outline the priority scheduling for those cases where are multiple asks: (1) Town program/maintenance; (2) organizations with a contract; and (3) members of the Sports Alliance. She said that rentals are made a year in advance. The local users would have first dibs. Councilmember Spelich said that the Town should be run as a business; they are not in the business of losing money. Councilmember Scharnow said that it is understood that little league has a generic season, soccer, etc. He said that then they have the contracts, tournaments, paying customers for the other times of the year. There is not a lot of conflict. He thought they were doing a good job. He said that every Parks and Recreation Department in the country is subsidizing their programs. Ms. Goodwin agreed that it is a balance between local use and revenue component. Councilmember Grzybowski said that she feels like there is financial gain with little league and youth soccer that they subsidize. Yes, it is a business, but they also want the younger generations to move into town with kids. She said that she supports the subsidy. Mayor Dickey added that they have parks that never make money. Councilmember Friedel asked what they would do if a contractual group did not fulfill their end of the agreement. Ms. Goodwin said that they would ask them to come back in to review the agreement. They could either renegotiate or reevaluate whether the fee waiver was an appropriate tool for them. Councilmember McMahon asked why they would not reduce their fee reduction. Ms. Goodwin said they could do that. Councilmember Spelich said that there should be some verbiage in the agreement to address that issue, but he would leave that up to staff to determine. Mr. Miller said that he believed staff was in good hands. Councilmembers are the policy makers and staff will do its best to make sure the agreements have the spirit and intent of Council. He noted that when the Town provided the small business assistance grants, staff came up with the verbiage.    MOVED BY Councilmember Peggy McMahon, SECONDED BY Councilmember David Spelich to approve of the Youth Field, Court, and Sport League Fee Waiver Policy.  Vote: 7 - 0 Passed - Unanimously   Town Council Regular Meeting of November 16, 2021 9 of 12             H.CONSIDERATION AND POSSIBLE DIRECTION: Community Center and Special Event Fee Waiver Policy.       Ms. Goodwin said that this has been the most difficult piece of the policy to tackle. Tonight was for discussion, and to receive further direction from the Council. Staff is looking for a uniform process with a policy meant to be guiding, to be applied across the board by staff. She then began a Powerpoint presentation which addressed: COMMUNITY CENTER RECOMMENDATIONS Councilmember McMahon asked if it would be an automatic reduction for Fountain Hills 501c3's. Ms. Goodwin replied that they would have to provide their 501c3 status documentation, but it would be automatic. Vice Mayor Magazine said that it was his understanding that there are nonprofits that are not 501c3. Mr. Miller said that they know what groups they are, such as fraternal organizations, foundations, etc. They could call them out by name and if someone comes in that does not fit that, they would make that determination. He said that there are 21 different 501c organizations. They would add "as determined by the Town." Vice Mayor Magazine asked why they were requiring a minimum of two ballrooms. Ms. Goodwin explained that the weekend times are peak demand. In order to justify the use of space and staff time for set up and tear down, they were suggesting the two ballroom minimum. Ms. Goodwin then reviewed the rates for nonprofits. EXCEPTIONS SPECIAL EVENTS RECOMMENDATIONS It was agreed that they would amend the verbiage regarding 501's. CURRENT AND PROPOSED FEES Vice Mayor Magazine asked if they could break the 500 into 250 and 500. Mr. Miller said that they could discuss that further, but they have gone through quite a bit of analysis. They think this is still a pretty good deal. Ms. Goodwin added that if it is a small event, they generally steer them toward a ramada rental. FOUNTAIN HILLS CHAMBER OF COMMERCE Mr. Arnson left the meeting at this time (7:28 p.m.) Ms. Goodwin said that it is recommended that the Chamber have a User Agreement. Councilmember McMahon said that the Chamber does bring in a lot to the community, but they do need to pay some type of fee so they have "skin in the game." Vice Mayor Magazine said that to prevent the mayhem they had with the Chamber over the sign ordinance, perhaps they should sit down with them. Ms. Goodwin said that she has been in touch with the Chamber. Vice Mayor Magazine asked about those events that are not Chamber related, such as the Thunderbird Artists. Ms. Goodwin said that they are not nonprofit. Their fee would be Town Council Regular Meeting of November 16, 2021 10 of 12 $3,500 per day. Vice Mayor Magazine said that they would be run right out of town. Councilmember Spelich said that he knew this would come up. They will find very few towns that have the fountain and the avenue. They need to consider that. They could charge an admission fee. Vice Mayor Magazine said that he is involved with them, but he is saying they are good for the town. They already charge an entry fee. If they charge $10/person it will end the show. Mayor Dickey said this is the problem they have. She said that there are things they do not charge the Town for. They provide free booths to service organizations. While they make money, she sees them differently than a show coming to town that is for profit. Councilmember Spelich said that he is pro-business. Every vote he has made has been pro-business. Mayor Dickey said those things can come into play if they agree that they will have a User Agreement. Tammy Bell, representing the Fountain Hills Cultural and Civic Association, read the list of programs under their umbrella. They use 520 hours annually. They have given $500,000 for furnishings, $4,500 for Bingo, $2,500 medical, $1,500 new adventure. This began pre-incorporation. She is not suggesting that they continue to let them use the way they have in the past, but she would ask that the Council honor the relationship they have had for a long time. She requested that they give her direction to work with FHCCA's to talk about what programs do fit, quality of life programs, and continue a User Agreement for those programs that Ms. Goodwin sees fit. Councilmember Grzybowski said that seems reasonable. One of the problems she understands with FHCCA use is they started as a small organization and it got bigger and bigger. They need to find a happy medium. Town Clerk Elizabeth Klein read a letter from Deb Fisher, on behalf of the Fountain Hills Community Band, thanking the Town for usage of the ballroom to hold their concerns. She also read a letter from Jerry Butler in opposition to charging 501c3 organizations for use of the Community Center. Mr. Miller said that they are thinking that the new policy would be implemented with the new fiscal year. He suggested that when they come back they will have some other points about what the User Agreement may have. Councilmember Spelich said that he thought it would be good to also be able to articulate, with charging the 50%, how much of a cost recovery that would be. He said that he did not think it will come close to what they put into the Community Center. Ms. Goodwin said that last year they pushed close to $50,000 in fee waivers, and they will not make that up. She said that she would bring back some sample versions. Mayor Dickey said that the recent fee schedule study they had done indicated the actual costs, and they were not allowed to make money. Mr. Miller said that there is a difference in just waiving fees. He said that this is not in the current fee schedule, so the Council will need to formally adopt whatever policy they agree to.    MOVED BY Councilmember Sharron Grzybowski, SECONDED BY Councilmember Town Council Regular Meeting of November 16, 2021 11 of 12  MOVED BY Councilmember Sharron Grzybowski, SECONDED BY Councilmember David Spelich to direct staff to develop a final draft of the Fee Waiver Policy with the policy direction received from the Town Council, and to come back at a later date to Council with recommended, negotiation points to include in user agreements.  Vote: 7 - 0 Passed - Unanimously   9.COUNCIL DISCUSSION/DIRECTION to the TOWN MANAGER Item(s) listed below are related only to the propriety of (i) placing such item(s) on a future agenda for action, or (ii) directing staff to conduct further research and report back to the Council.    None   10.ADJOURNMENT    MOVED BY Councilmember David Spelich, SECONDED BY Vice Mayor Alan Magazine to adjourn.  Vote: 7 - 0 Passed - Unanimously    The Regular Meeting of the Fountain Hills Town Council held November 16, 2021, adjourned at 9:07 p.m.     TOWN OF FOUNTAIN HILLS ____________________________ Ginny Dickey, Mayor ATTEST AND PREPARED BY: ______________________________ Elizabeth A. Klein, Town Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Meeting held by the Town Council of Fountain Hills in the Town Hall Council Chambers on the 16th day of November, 2021. I further certify that the meeting was duly called and that a quorum was present. DATED this 7th day of December, 2021. _________________________________ Elizabeth A. Klein, Town Clerk Town Council Regular Meeting of November 16, 2021 12 of 12 ITEM 7. B. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Administration Prepared by: David Pock, Finance Director Staff Contact Information: David Pock, Finance Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approval of budget transfers for the General Fund and Capital Projects Fund. Staff Summary (Background) Throughout the fiscal year, it is sometimes necessary to transfer funds from one budget account to another.  In most cases, the funds to be transferred are within the same department and can be made administratively without the need to request Town Council approval.  The following transfers are needed to move budget between departments and between capital projects.  $6,500 from Facilities Operations (FACOP) to Parks and Recreation Trail (PRTRAIL) to install electrical outlets around the Event Circle near the Community Center and Library $1,962.50 from Capital Projects Contingency (CIPAD) to D6003 Unpaved Alley Paving (CIPST) to complete and close out the program. Related Ordinance, Policy or Guiding Principle Town Council approved financial policies and best practices. Risk Analysis If not approved, the budgets for the General Fund and Capital Projects Fund could be exceeded. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the budget transfers as requested.  SUGGESTED MOTION MOVE to approve the attached budget transfers as requested. Attachments Budget Transfers  Form Review Inbox Reviewed By Date Finance Director (Originator)David Pock 11/29/2021 11:15 AM Town Attorney Aaron D. Arnson 11/29/2021 12:29 PM Town Manager Grady E. Miller 11/29/2021 02:30 PM Form Started By: David Pock Started On: 11/09/2021 02:24 PM Final Approval Date: 11/29/2021  11/29/2021 11:09 |TOWN OF FOUNTAIN HILLS |P 1 DPock |BUDGET AMENDMENTS JOURNAL ENTRY PROOF |bgamdent LN ORG OBJECT PROJ ORG DESCRIPTION ACCOUNT DESCRIPTION PREV BUDGET AMENDED ACCOUNT LINE DESCRIPTION EFF DATE BUDGET CHANGE BUDGET ERR____________________________________________________________________________________________________________________________________ YEAR-PER JOURNAL EFF-DATE REF 1 REF 2 SRC JNL-DESC ENTITY AMEND 2022 06 6 12/07/2021 BUA QTRLY BUDG 1 8 1 FACOP 6213 FACILITIES-OPERATIONS ELECTRICAL REPAIR 4,140.00 6,500.00 10,640.00 100-40-30-303-110-1515-6213-FM PRTRAIL 12/07/2021 2 PRTRAIL 6412 OPEN SPACE/TRAILS CONTRACTUAL SERVICES 13,065.00 -6,500.00 6,565.00 100-50-50-502-540-1505-6412-TO EVENT CIRCLE ELECTRICAL 12/07/2021 3 CIPST 8060 S6003 STREETS CAP PROJECTS STREET IMPROVEMENTS 34,000.00 1,962.50 35,962.50 600-40-30-302-000-1610-8060-S6003 FM CIP CONTINGENCY 12/07/2021 4 CIPAD 7010 CAPITAL PROJECTS ADMIN CONTINGENCY 296,200.00 -1,962.50 294,237.50 600-10-10-105-000-0106-7010-TO 6003 UNPAVED ALLEY 12/07/2021 ** JOURNAL TOTAL 0.00 ITEM 7. C. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Administration Prepared by: Elizabeth A. Klein, Town Clerk Staff Contact Information: Grady E. Miller, Town Manager Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approving the 2022 Town Council Meeting Dates and Summer Break. Staff Summary (Background) This item has been placed on the agenda to provide an opportunity for the Town Council to discuss the Calendar Year 2022 meeting schedule and consider providing staff direction on the timeframe for the Town Council Summer Break. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) N/A SUGGESTED MOTION MOVE to approve the Calendar Year 2022 Town Council meeting dates and recommended Summer Break. Attachments Proposed 2022 Schedule  Form Review Inbox Reviewed By Date Town Manager Grady E. Miller 11/23/2021 09:44 AM Form Started By: Elizabeth A. Klein Started On: 11/16/2021 07:47 AM Final Approval Date: 11/23/2021  2022 PROPOSED TOWN COUNCIL MEETING SCHEDULE AND SUMMER BREAK MEETING DATE TYPE OF MEETING 01/04/2022 Regular Meeting 01/11/2022 Work Session (Tentative – If needed) 01/18/2022 Regular Meeting 02/01/2022 Regular Meeting 02/08/2022 Work Session (Tentative – If needed) 02/15/2022 Regular Meeting 02/22/2022 Council Retreat 03/01/2022 Regular Meeting 03/08/2022 Work Session (Tentative – If needed) 03/15/2022 Regular Meeting 03/22/2022 Special Session (CIP Projects) 04/05/2022 Regular Meeting 04/12-14/2022 Budget Workshop (additional days if needed) 04/19/2022 Regular Meeting 05/03/2022 Regular Meeting 05/10/2022 Work Session (Tentative – If needed) 05/17/2022 Regular Meeting 06/07/2022 Regular Meeting 06/14/2022 Work Session (Tentative – If needed) 06/21/2022 Regular Meeting 06/22-08/21/2022 Summer Break 07/05/2022 Regular Meeting – No Meeting Recommended 07/19/2022 Regular Meeting – No Meeting Recommended 08/02/2022 Regular Meeting – No Meeting Recommended 08/22/2022 Special Meeting 08/30-09/02/2022 League of Arizona Cities Towns Annual Conference Renaissance Phoenix Glendale Hotel & Spa (Glendale) 09/06/2022 Regular Meeting 09/13/2022 Work Session (Tentative – If needed) 09/20/2022 Regular Meeting 10/04/2022 Regular Meeting 10/11/2022 Work Session (Tentative – If needed) 10/18/2022 Regular Meeting 11/01/2022 Regular Meeting 11/08/2022 Work Session (Tentative – If needed) 11/15/2022 Regular Meeting 12/06/2022 Regular Meeting 12/13/2022 Work Session (Tentative – If needed) 12/20/2022 NO MEETING SUMMER BREAK ITEM 7. D. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Administration Prepared by: Kukkola Sonia, Financial Services Technician Staff Contact Information: David Pock, Finance Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Approval of Liquor License Application for Batchelor's Pad BBQ, located at 13407 N. La Montana Drive, Fountain Hills, Arizona, for a Series 12 (Restaurant) license.  Staff Summary (Background) The purpose of this item is to obtain the Town Council's recommendation regarding a liquor license application submitted by Jeffrey Craig Miller, owner of Batchelor's Pad, for submission to the Arizona Department of Liquor. Staff reviewed the liquor license application and found that it is in full compliance with Town ordinances. Related Ordinance, Policy or Guiding Principle A.R.S.§4-201; 4-202;4-203 &4-205 and R19-1-102 and R19-1-311. Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the liquor license application. SUGGESTED MOTION MOVE to approve a series #12 liquor license application for Batchelor's Pad BBQ LLC. Attachments Departmental Recommendation  Liquor License Application  Form Review Inbox Reviewed By Date Finance Director David Pock 11/23/2021 06:55 AM Town Attorney Aaron D. Arnson 11/23/2021 08:45 AM Town Manager Grady E. Miller 11/23/2021 11:19 AM Form Started By: Kukkola Sonia Started On: 11/22/2021 04:41 PM Final Approval Date: 11/23/2021  TOWN OF FOUNTAIN HILLS ADMINISTRATION DEPARTMENT INTER OFFICE MEMO TO: (as applicable) • Streets Division • Fire Department • Building Division • Community Services • Development Services • Law Enforcement • Licensing DATE: 11/18/21 FR: Sonia Kukkola, Financial Services Technician RE: Liquor License Application Attached is a Liquor License Application for staff review. Review the application, then mark or sign, indicating staff’s recommendation for approval (with or without stipulations) or denial. If staff’s recommendation is to deny and/or there are stipulations for approval, please attach a memo that specifies the reasoning and the memo will be forwarded on to the Town Council for their consideration of this application. Name of Organization: Bachelor’s Pad BBQ 13407 N. La Montana Drive , Fountain Hills AZ 85268 Applicant: Jeffrey Craig Miller Date(s) of Event: N/A Date Application Received: 10/18/21 Town Council Agenda Date: 12/7/21 STAFF REVIEW AND RECOMMENDATION: Department/Division Staff Member Approved Denied N/A P & Z John Wesley X Community Services Linda Ayres X Peter Johnson Building Safety X Fire Department Dave Ott X Law Enforcement Larry Kratzer X Licensing Sonia Kukkola X Street Department Jeff Pierce X Attach r eport for denial or any recommendation requiring stipulations. ITEM 7. E. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent Submitting Department: Development Services Prepared by: John Wesley, Development Services Director Staff Contact Information: John Wesley, Development Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approving a Map of Dedication for Keystone Fountain Hills.  Staff Summary (Background) Kesystone Fountain Hills, now known as The Havenly, is a new 147-unit, multifamily development located at the northwest corner of La Montana and Avenue of the Fountains.  The Planned Area Development zoning and site plan for this property was approved in August 2019.  Construction has been ongoing and the first phase of the development is nearing completion. The development plans include internal access, drainage, and utility easements.  The attached Map of Dedication provides the easements associated with those improvements.   Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the Map of Dedication for Keystone of Fountain Hills. SUGGESTED MOTION MOVE to approve the Map of Dedication for Keystone of Fountain Hills and accept the dedications. Attachments Vicinity Map  Map of Dedication  Form Review Inbox Reviewed By Date Development Services Director (Originator)John Wesley 11/15/2021 09:58 AM Form Started By: John Wesley Started On: 11/10/2021 01:48 PM Final Approval Date: 11/15/2021  VicinityCASE:S2020-06SITE / ADDRESS:16550 E Avenue of the FountainsAPN#176-07-853REQUEST:Map of Dedication for Keystone(The Havenly)All that is Ari z o na FO U NTAIN HILLST O W N OF INC. 1989MCDOWELL MOUNTAIN REGIONAL PARKSALT RIVER PIMA - MARICOPA INDIAN COMMUNITYFORT MCDOWELL YA V A P A I N A T I O N SCOTTSDALE Site LocationVicinityMapMap::CaseCaseDetailsDetailsPALISADES BLVDLA MO N T A N A D RAVENUE OF THE FOUNTAINSALMON T DRWESTBY DRPARKVIEW AVES2020-06S2020-06 PALIS A D E S B L V D LA MONTANA DRVICINITY MAP A FINAL PLAT OF KEYSTONE FOUNTAIN HILLS LOCATED IN THE NORTHEAST QUARTER OF SECTION 15, TOWNSHIP 3 NORTH, RANGE 6 EAST OF THE GILA AND SALT RIVER BASE AND MERIDIAN, MARICOPA COUNTY, ARIZONA. TOWN APPROVAL SURVEYOR'S CERTIFICATION SURVEYOR SHEET INDEX BASIS OF BEARINGS SITE DATA NOTES OWNER LEGAL DESCRIPTION A FINAL PLAT OF1 2KEYSTONE FOUNTAIN HILLSFOUNTAIN HILLS, ARIZONACONVEYANCE AND DEDICATION NOTARY ACKNOWLEDGMENT APPROVALS ASSURED WATER SUPPLY UTILITY AND PUBLIC SERVICES ASSURANCE STATEMENT AVEN U E O F T H E F O U N T A I N S LA MONTANA DRIVEWESTBY DRIVEPALIS A D E S B O U L E V A R D LOT 1 PARKV I E W A V E N U E A FINAL PLAT OF2 2KEYSTONE FOUNTAIN HILLSFOUNTAIN HILLS, ARIZONALEGEND DETAIL "A" ITEM 7. F. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Community Services Prepared by: Linda Ayres, Recreation Manager Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills VFW Post 7505 for a second location beer garden in conjunction with the Fountain Festival of Arts and Crafts on February 25, 26, and 27, 2022 Staff Summary (Background) The purpose of this item is to obtain the Council's approval regarding the Special Event Liquor License application submitted by Boris Biloskirka, representing the Fountain Hills VFW Post 7507 for submission to the Arizona Department of Liquor.  The applicant and Fountain Hills VFW are keenly aware that the final issuance of a liquor license as well as approval to hold the Fountain Festival of Arts and Crafts on February 25th-27th, 2022, is contingent upon the state, county, and local ordinances and guidelines as it relates to public health and the COVID-19 pandemic.  Furthermore, the applicant and Fountain Hills VFW understand the Avenue of the Fountains may not be able to serve as the venue and that the Fountain Festival of Arts and Crafts event is subject to cancellation.   All special event liquor license applicants are required to submit an application and pay a $25 fee for processing.  Once the fee is paid and the application is reviewed by Town staff, the application is forwarded to the Town Council for review and consideration. After the application is approved by Town Council, the applicant will bring the signed paperwork to the Arizona Department of Liquor, and be issued a physical license to be displayed for the duration of the event. The special event liquor license application was reviewed by staff for compliance with Town ordinances and staff unanimously recommends approval of the application as submitted.   Related Ordinance, Policy or Guiding Principle A.R.S. §4-203.02; 4-244; 4-261 and R19-1-228, R19-1-235, and R19-1-309 Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval. SUGGESTED MOTION MOVE to approve the Special Event Liquor License. Attachments G:\Special Events\Liquor Apps\2022  Form Review Inbox Reviewed By Date Community Services Director Rachael Goodwin 11/24/2021 01:44 PM Finance Director David Pock 11/24/2021 03:26 PM Town Attorney Aaron D. Arnson 11/29/2021 10:15 AM Town Manager Grady E. Miller 11/29/2021 02:42 PM Form Started By: Linda Ayres Started On: 11/24/2021 11:32 AM Final Approval Date: 11/29/2021  ITEM 7. G. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Community Services Prepared by: Linda Ayres, Recreation Manager Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills VFW Post 7505 for a beer garden in conjunction with the Fountain Festival of Arts and Crafts on February 25, 26, and 27, 2022 Staff Summary (Background) The purpose of this item is to obtain the Council's approval regarding the Special Event Liquor License application submitted by Boris Biloskirka, representing the Fountain Hills VFW Post 7507 for submission to the Arizona Department of Liquor.  The applicant and Fountain Hills VFW are keenly aware that the final issuance of a liquor license as well as approval to hold the Fountain Festival of Arts and Crafts on February 25th-27th, 2022, is contingent upon the state, county, and local ordinances and guidelines as it relates to public health and the COVID-19 pandemic.  Furthermore, the applicant and Fountain Hills VFW understand the Avenue of the Fountains may not be able to serve as the venue and that the Fountain Festival of Arts and Crafts event is subject to cancellation.   All special event liquor license applicants are required to submit an application and pay a $25 fee for processing.  Once the fee is paid and the application is reviewed by Town staff, the application is forwarded to the Town Council for review and consideration. After the application is approved by Town Council, the applicant will bring the signed paperwork to the Arizona Department of Liquor, and be issued a physical license to be displayed for the duration of the event. The special event liquor license application was reviewed by staff for compliance with Town ordinances and staff unanimously recommends approval of the application as submitted.   Related Ordinance, Policy or Guiding Principle A.R.S. §4-203.02; 4-244; 4-261 and R19-1-228, R19-1-235, and R19-1-309 Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval. SUGGESTED MOTION MOVE to approve the Special Event Liquor License. Attachments G:\Special Events\Liquor Apps\2022  G:\Special Events\Liquor Apps\2022  Form Review Inbox Reviewed By Date Community Services Director Rachael Goodwin 11/24/2021 01:44 PM Finance Director David Pock 11/24/2021 03:26 PM Town Attorney Aaron D. Arnson 11/29/2021 10:13 AM Town Manager Grady E. Miller 11/29/2021 02:44 PM Form Started By: Linda Ayres Started On: 11/24/2021 11:22 AM Final Approval Date: 11/29/2021  ITEM 7. H. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Community Services Prepared by: Linda Ayres, Recreation Manager Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: approving a Special Event Liquor License application for the Fountain Hills Community Services for a beer garden in conjunction with the Music Fest on April 1 & 2, 2022. Staff Summary (Background) The purpose of this item is to obtain the Council's approval regarding the Special Event Liquor License application submitted by Linda Ayres, representing the Fountain Hills Community Services (FHCS) for submission to the Arizona Department of Liquor. The applicant is keenly aware that is contingent upon the state, county, and local ordinances and guidelines as it relates to public health and the COVID-19 pandemic. After the application is approved by Town Council, the applicant will bring the signed paperwork to the Arizona Department of Liquor, and be issued a physical license to be displayed for the duration of the event. The special event liquor license application was reviewed by staff for compliance with Town ordinances and staff unanimously recommends approval of the application as submitted.   Related Ordinance, Policy or Guiding Principle A.R.S. §4-203.02; 4-244; 4-261 and R19-1-228, R19-1-235, and R19-1-309 Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval.  SUGGESTED MOTION MOVE to approve the Special Event Liquor License Attachments G:\Special Events\Liquor Apps\2022  G:\Special Events\Liquor Apps\2022  Form Review Inbox Reviewed By Date Community Services Director Rachael Goodwin 11/24/2021 01:43 PM Finance Director David Pock 11/24/2021 03:26 PM Town Attorney Aaron D. Arnson 11/29/2021 10:12 AM Town Manager Grady E. Miller 11/29/2021 02:42 PM Form Started By: Linda Ayres Started On: 11/10/2021 08:39 AM Final Approval Date: 11/29/2021  ITEM 7. I. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Community Services Prepared by: Rachael Goodwin, Community Services Director Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Resolution 2021-37 Adopting the Youth Field, Court, and Sport League Fee Waiver Policy. Staff Summary (Background) During the November 16, 2021, Regular Council Meeting, the Town Council voted unanimously to approve the Youth Field, Court, and Sport League Fee Waiver Policy. In order to formalize this policy it is recommended that a resolution be utilized to adopt the policy, as has been done in the past with policy adoptions. Related Ordinance, Policy or Guiding Principle Sponsorship and Naming Rights Policy Risk Analysis Youth sport programs and leagues are a vital part of the recreational services offered within Fountain Hills. Many organizations are financially unable to pay full rates for the use of Town fields and sports courts, however the Town incurs direct and indirect costs for usage of the facilities. Fee waivers must be considered to adequately support youth programs while balancing the resulting fiscal repercussions.  Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the Youth Field, Court, and Sport League Fee Waiver Policy SUGGESTED MOTION MOVE to Approve the Youth Field, Court, and Sport League Fee Waiver Policy Attachments DRAFT- Youth Field, Court and Sport Fee Policy  Form Review Inbox Reviewed By Date Community Services Director (Originator)Rachael Goodwin 11/04/2021 04:17 PM Finance Director David Pock 11/04/2021 06:25 PM Town Attorney Aaron D. Arnson 11/04/2021 08:35 PM Town Manager Grady E. Miller 11/05/2021 11:46 AM Form Started By: Rachael Goodwin Started On: 10/31/2021 01:40 PM Final Approval Date: 11/18/2021  DRAFT: Youth Field, Court, and Sport League Fee Waiver Policy The Town establishes the following Youth Field, Court, and Sport League Fee Waiver Policy to provide a uniform set of guidelines regarding requests for Town resources and the associated rental fees. Purpose: The Town is regularly requested to reduce park/field/court use fees for youth athletic program use. This policy is designed to pro vide an equitable means for organizers to apply for fee reductions and to establish mutually beneficial partnerships between the department and the community. This policy shall establish the guidelines, criteria, and process for youth field, court, and spo rt league resource allocation as well as applicable conditions for fee reductions. Guidelines: Fee reductions are for established facility permit or reservation fees only. Direct cos ts including but not limited to field preparations, materials, traffic co ntrol, staff time, or other Town fees are not eligible for a fee reduction under this policy. No more than 50% of the applicable rental fees may be waived. In exceptional circumstances, should additional considerations arise, a User Agreement will be considered if mutually beneficial for the Town and the requesting organization. Fee waivers do not relieve the applicant from payments and obligations for the following: a. Insurance/indemnification requirements; b. Other permits as required for the program or a ctivity; c. Security/damage deposit or other financial obligations associated with the program or activity; d. Other conditions of approval that may be required. Fountain Hills Youth Sports Alliance : The Town recognizes the many partnerships that exist within th e community. It is through these partner programs that many local youth sport leagues are operated. In order to qualify for fee reductions for youth field, court or league rentals, participation within the Alliance is required. The Youth Sports Alliance is open to all youth programs and leagues that operate within Fountain Hills and serve the youth of our community. Qualifications: In order to qualify for the Fountain Hills Youth Spots Alliance, members must be a youth sports organization documented by le gal status and insured with General Liability protection per the Town’s standards. The organization must be led by a board, commission, or other governing group that is comprised of at least 50% Fountain Hills residents. Members must be in good financial s tanding with the Town of Fountain Hills and provide sports based youth development programs that compliment Town programming efforts and are not in direct competition. Please review the Fountain Hills Youth Sports Alliance Handbook for further details. Alliance members must also provide: a. An organizational chart that lists all formal board members, commissioners, or governing individuals (ex: league president, director or executive officer), and proof of Fountain Hills residency. b. The most recent organizati onal meeting minutes. c. Operating guidelines in the form of bylaws, rules, regulations, and/or written organizational operating policies and procedures. d. Organizational financial statements, records, budgets and/or ledgers consistent with generally accepted accounting principles. e. A current certificate of insurance, meeting all insurance requirements as per Town of Fountain Hills standards. f. A copy of the most recent league rosters to include the required minimum of 80% Fountain Hills residents. g. A written code of conduct that follows the Arizona Sport Summit Accord, and that all members of the organization shall abide by throughout the Alliance year. Priority: The following has been established to create a priority allocation system to allow for cooperative use of the limited fields and court spaces available within Fountain Hills. Priority 1- Fountain Hills Town Programs and Field/Facility Maintenance and Repairs Priority 2- Organizations with Contractual Agreements with the Town of Fountain Hills , including Intergovernmental Agreements, Contractual Rentals, etc. Priority 3- Members of the Sports Alliance -In Season/Primary Season a) Prior site history b) N umber of participants Priority 4- Member of the Sports Alliance - Out of Season/Other Season a) Prior site history b) Number of participants Priority 5- All other requests for field and court usage Other Policy Obligations: Any reduction of Town of Fountain Hills facility fees above will not affect the applicant's obligation to comply with the remaining qualifications, restrictions and criteria of this policy. a. The organization will be expected to pay other Town costs or insurance as required by this policy or by ordinance. b. Members that fail to abide by the guidelines and requirements set forth in this policy will be ineligible to receive future fee waivers or fee reductions for a period of at least one (1) year . c. Scheduling and use of Town facilities are subject to the availability of the requested facilities. d. Reduced fee programs do not have preference over Town programs and activities or previous commitments to third parties. e. Applicants are required to adhere t o all applicable rules, regulations, laws, and ordinances of the Town of Fountain Hills and other applicable governmental entities. RESOLUTION NO. 2021-37 A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS, MARICOPA COUNTY, ARIZONA, APPROVING THE TOWN OF FOUNTAIN HILLS, ARIZONA TOWN COUNCIL YOUTH FIELD, COURT, AND SPORT LEAGUE FEE WAIVER POLICY RECITALS: WHEREAS, following direction received from the Town Council on Tuesday, September 7, 2021, staff developed the Youth Field, Court, and Sport League Fee Waiver Policy, providing a uniform set of guidelines regarding requests for Town resources and associated rental fees for youth sports, leagues, and organizations. WHEREAS, the proposed policy provides an equitable means for organizers to apply for fee reductions and to establish mutually beneficial partnerships between the Town and the community. WHEREAS, the Fountain Hills Town Council voted unanimously on November 16, 2021, to approve said policy, and now wishes to formalize it through adoption of this resolution. ENACTMENTS: NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS that the Youth Field, Court, and Sport League Fee Waiver Policy, attached hereto as Exhibit A, is hereby adopted. PASSED AND ADOPTED by the Mayor and Council of the Fountain Hills, Maricopa County, Arizona, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: ___________________________________ __________________________________ Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: ____________________________________ __________________________________ Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney RESOLUTION 2021-37 PAGE 2 EXHIBIT ‘A’ YOUTH FIELD, COURT, AND SPORT LEAGUE FEE WAIVER POLICY The Town establishes the following Youth Field, Court, and Sport League Fee Waiver Policy to provide a uniform set of guidelines regarding requests for Town resources and the associated rental fees. Purpose: The Town is regularly requested to reduce park/field/court use fees for youth athletic program use. This policy is designed to provide an equitable means for organizers to apply for fee reductions and to establish mutually beneficial partnerships between the department and the community. This policy shall establish the guidelines, criteria, and process for youth field, court, and sport league resource allocation as well as applicable conditions for fee reductions. Guidelines: Fee reductions are for established facility permit or reservation fees only. Direct costs including but not limited to field preparations, materials, traffic control, staff time, or other Town fees are not eligible for a fee reduction under this policy. No more than 50% of the applicable rental fees may be waived. In exceptional circumstances, should additional considerations arise, a User Agreement will b e considered if mutually beneficial for the Town and the requesting organization. Fee waivers do not relieve the applicant from payments and obligations for the following: a. Insurance/indemnification requirements; b. Other permits as required for the program or activity; c. Security/damage deposit or other financial obligations associated with the program or activity; d. Other conditions of approval that may be required. Fountain Hills Youth Sports Alliance: The Town recognizes the many partnerships that exist within the community. It is through these partner programs that many local youth sport leagues are operated. In order to qualify for fee reductions for youth field, court or league rentals, participation within the Alliance is required. The Youth Sports Alliance is open to all youth programs and leagues that operate within Fountain Hills and serve the youth of our community. Qualifications: In order to qualify for the Fountain Hills Youth Spots Alliance, members must be a youth sports organization documented by legal status and insured with General Liability protection per the Town’s standards. The organization must be led by a board, commission, or other governing group that is comprised of at least 50% Fountain Hills residents. Members must be in good fin ancial standing with the Town of Fountain Hills and provide sports based youth development programs that compliment Town programming efforts and are not in direct competition. Please review the Fountain Hills Youth Sports Alliance Handbook for further details. Alliance members must also provide: a. An organizational chart that lists all formal board members, commissioners, or governing individuals (ex: league president, director or executive officer), and proof of Fountain Hills residency. b. The most recent organizational meeting minutes. c. Operating guidelines in the form of bylaws, rules, regulations, and/or written organizational operating policies and procedures. RESOLUTION 2021-37 PAGE 3 d. Organizational financial statements, records, budgets and/or ledgers consistent with generally accepted accounting principles. e. A current certificate of insurance, meeting all insurance requirements as per Town of Fountain Hills standards. f. A copy of the most recent league rosters to include the required minimum of 80% Fountain Hills residents. g. A written code of conduct that follows the Arizona Sport Summit Accord, and that all members of the organization shall abide by throughout the Alliance year. Priority: The following has been established to create a priority allocation system to allow for cooperative use of the limited fields and court spaces available within Fountain Hills. Priority 1 Fountain Hills Town Programs and Field/Facility Maintenance and Repairs Priority 2 Organizations with Contractual Agreements with the Town of Fountain Hills, including Intergovernmental Agreements, Contractual Rentals, etc. Priority 3 Members of the Sports Alliance-In Season/Primary Season a) Prior site history b) Number of participants Priority 4 Member of the Sports Alliance- Out of Season/Other Season a) Prior site history b) Number of participants Priority 5 All other requests for field and court usage Other Policy Obligations: Any reduction of Town of Fountain Hills facility fees above will not affect the applicant's obligation to comply with the remaining qualifications, restrictions and criteria of this policy. a. The organization will be expected to pay other Town costs or insurance as required by this policy or by ordinance. b. Members that fail to abide by the guidelines and requirements set forth in this policy will be ineligible to receive future fee waivers or fee reductions for a period of at least one (1) year. c. Scheduling and use of Town facilities are subject to the availability of the requested facilities. d. Reduced fee programs do not have preference over Town programs and activities or previous commitments to third parties. e. Applicants are required to adhere to all applicable rules, regulations, laws, and ordinances of the Town of Fountain Hills and other applicable governmental entities. ITEM 7. J. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent                   Submitting Department: Administration Prepared by: Elizabeth A. Klein, Town Clerk Staff Contact Information: Aaron D. Arnson, Town Attorney Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approval of Amended and Restated Employment Agreement between the Town of Fountain Hills and Grady E. Miller. Staff Summary (Background) Town Manager Grady Miller is employed by the Town of Fountain Hills pursuant to an Employment Agreement, which was last amended in June 2017. In November 2021, the Town Council held salary discussions in executive session pursuant to A.R.S. § 38-431.03(A)(1) and directed the Town Attorney to prepare an amendment to the Employment Agreement for consideration and possible action. This Amended and Restated Employment Agreement:    Raises the Town Manager’s base salary to $180,000.00, from the current base salary of $154,664.00; Changes the date of the Town Manager’s annual review from April to October, consistent with the Council’s and Manager’s mutual preference and recent practice; Updates the previous version of the agreement to remove obsolete references and unnecessary provisions; and Makes minor technical, wording, and grammatical changes. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A  Staff Recommendation(s) Consistent with the Council’s direction, staff recommends approval of the Amended and Restated Employment Agreement Between the Town of Fountain Hills and Grady E. Miller.   SUGGESTED MOTION MOVE to approve the Amended and Restated Employment Agreement Between the Town of Fountain Hills and Grady E. Miller. Attachments New Agreement  Redline Agreement  Form Review Inbox Reviewed By Date Finance Director David Pock 11/22/2021 01:56 PM Town Attorney Aaron D. Arnson 11/22/2021 02:03 PM Town Manager Grady E. Miller 11/22/2021 02:22 PM Form Started By: Elizabeth A. Klein Started On: 11/22/2021 07:52 AM Final Approval Date: 11/22/2021  1 EMPLOYMENT AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND GRADY E. MILLER Amended and Restated December 7, 2021 THIS AMENDED AND RESTATED EMPLOYMENT AGREEMENT (this “Agreement”) is made and entered into December 7, 2021, by and between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”) and Grady E. Miller (“Miller”). RECITALS A. The Town and Miller entered into an employment agreement on May 21, 2015, and an amended and restated employment agreement on June 15, 2017 (collectively, the “Employment Agreement”), to provide certain benefits, to establish certain conditions of employment, and to set working conditions for Miller. B. It is the desire of the Mayor and Council of the Town of Fountain Hills (the “Town Council”) to continue to employ Miller as Town Manager of the Town, as provided by Article 3-1 of the Fountain Hills Town Code (the “Town Code”) and to modify the Employment Agreement to increase Miller’s salary and to amend other provisions as agreed upon herein. C. Miller desires to continue his employment as Town Manager of the Town. D. The parties acknowledge that Miller is a member of the International City/County Management Association (“ICMA”), and that Miller is subject to the ICMA Code of Ethics. AGREEMENT NOW, THEREFORE, in consideration of the foregoing recitals, which are hereby incorporated into and are deemed an integral part of this Agreement, the mutual covenants set forth below and other good and valuable consideration, the receipt and sufficiency of which are mutually acknowledged by the parties hereto, the Town and Miller hereby agree as follows: 1. Duties. Miller shall perform the functions and duties specified for the Town Manager in the Town Code and to perform other legally permissible and proper duties and functions as the Town Council shall from time-to-time assign. Miller shall not be reassigned from the position of Town Manager to another position without his express, written consent. 2. Term. This Agreement shall be effective as of the date first set forth above and shall remain in full force and effect until terminated by either the Town or Miller as set forth below. The Town and Miller agree that Miller shall continue his official duties for the Town and, during the term of this Agreement, Miller shall be in the exclusive employ of the Town and shall not accept other employment or carry out any other business except that of the position of 2 the Town Manager unless authorized to do so by the Town Council, in writing, prior to Miller engaging in such other activity; provided, however, that any such additional duties shall be conducted on Miller’s vacation time and without the use of Town resources or equipment. 3. Termination. This Agreement may be terminated by the Town with or without cause at any time, subject only to subsection 3-1-l(E) of the Town Code and the severance provisions set forth in subsections 3.1 and 3.2 below. Miller may terminate this Agreement at any time, with or without cause, upon not less than 30 days written notice to the Town Council. 3.1 Severance With Cause. If the Town Council terminates this Agreement with cause, no severance pay will be paid to Miller unless otherwise approved by the Town Council in its sole discretion. For the purposes of this Agreement, “with cause” shall mean that the Town Council, at a duly posted public meeting, has determined that Miller has: (A) committed an act of gross insubordination by refusing to take a legal, valid action that is clearly within the scope of his employment when specifically directed to do so by a majority of the Town Council at a duly posted public meeting, (B) been incarcerated and charged with a felony as defined in Arizona Revised Statutes (the Town Council may, in its sole discretion, choose to suspend Miller with pay during the pendency of any such prosecution), (C) either in his personal or professional capacity, severely damaged the reputation of the Town or the Town Council, (D) materially failed to perform a significant portion of his duties as the Town Manager as set forth in this Agreement, (E) caused or by gross negligence allowed any practice, activity, decision or organizational circumstance that is either illegal or im moral, (F) violated provisions of the ICMA Code of Ethics, or (G) committed malfeasance in office or willful breach or habitual neglect of the duties described in subsection 3-1-l(H) of the Town Code. 3.2 Severance Without Cause. A. In the event the Town Council terminates this Agreement without cause, Miller shall be entitled to severance pay in an amount equal to six months of his annual base salary, benefits and allowances (excluding the value of the use of a Town vehicle, but including any automobile allowance granted by the Town Council pursuant to subsection 6.5 below), including pay-out of accrued vacation and sick leave at the then-current rates set forth for all Town employees in the Town’s personnel rules, at the time of such termination, but specifically excluding any payout for unused Management Leave as described in Subsection 6.7 below. Payment of any such severance shall be contingent upon all of the following: (1) Miller executing a severance agreement acceptable to both parties, which shall include Miller’s (a) full release of the Town and all its agents and employees from any and all claims, including but not limited to, demands, damages, causes of action or liability arising out of Miller’s employment or termination of employment with Town, (b) agreement not to initiate or cause to be initiated under any lawsuit, claim, grievance proceeding or investigation of any kind, under any contract, law or regulation, pertaining to his employment with the Town, and (c) acknowledgement that the Town will provide no more than neutral references for Miller, but that the Town may be required to disclose any and all records related to such termination pursuant to a valid request for public records. 3 (2) Miller making himself reasonably available as needed by the Town for consulting purposes for a period of time equal to the number of months of severance paid. B. It shall be deemed severance without cause if, at any time during the term of this Agreement the Town Council (1) reduces Miller’s salary or other financial benefits in a greater percentage than an applicable across-the-board reduction for all Town employees or (2) refuses to comply with a material term of this Agreement within 30 days after written notice from Miller. C. If Miller’s employment is terminated pursuant to this subsection 3.2, all fringe benefits furnished by Town shall terminate on the date of termination of this Agreement. 3.3 Voluntary Resignation. In the event Miller voluntarily terminates this Agreement for any reason, he shall not be entitled to severance pay, unless otherwise approved by the Town Council in its sole discretion. 3.4 Forced Resignation. In the event of a suggestion, either formal or informal, by one or more members of the Town Council, including the Mayor, that he resign, Miller may require that the Mayor, Town Council and Miller meet and discuss the matter in an effort to resolve any disagreement or misunderstanding that led to the suggestion of resignation, subject to compliance with the Open Meeting Law and other applicable laws. If Miller resigns following an offer to accept resignation by a majority of the Town Council, whether formal or informal, then he may declare a termination as of the date of the acceptance. 4. Suspension. If the Town Council has determined that “for cause” termination is appropriate as set forth in subsection 3.1 above, the Town Council may, in its sole discretion, as an alternative to, or prior to, termination, suspend Miller with or without pay for a period of up to 30 days. 5. Disability. If Miller is permanently disabled or is otherwise unable to fulfill his duties hereunder due to sickness, accident, injury, health or mental incapacity for a period of four consecutive weeks beyond any accrued sick leave, or a minimum of 12 weeks as defined under the Family Medical Leave Act of 1993 (FMLA) should said accrued sick leave be less than twelve weeks, the Town shall have the option to terminate this Agreement; provided, the Town shall pay the full amount of severance pay set forth in Section 3 above. Miller shall, during such disability event, continue to accrue vacation leave and sick leave and receive holiday compensation benefits. A termination due to disability shall not be exercised unreasonably. 6. Compensation. 6.1 Salary. The Town agrees to pay Miller a base salary of $180,000.00, beginning with the first pay period immediately after the date on which this Agreement is effective, for his services rendered pursuant to this Agreement, payable in installments at the same time as other management employees of the Town are paid. In the event Miller has met or 4 exceeded the Town Council’s expectations during any fiscal year under this Agreement, as determined according to the performance evaluation criteria set forth in Section 7 below, Miller’s base salary shall be increased in each fiscal year by the same percentage amount approved by the Town Council for other Fountain Hills employees as a merit increase, market adjustment and/or cost of living increase, if any, as part of the Town’s annual budget. The Town shall adjust Miller’s other benefits in such amounts as are generally provided other Town employees. 6.2 Disability Health and Life Insurance. The Town agrees to provide life, accident, sickness, short- and long-term disability income benefits, major medical, hospitalization, surgical and comprehensive medical insurance, workers compensation and FMLA benefits in the same manner and at the same benefit level as is generally provided to all the Town employees. Except as otherwise provided in this Agreement, Miller shall be entitled, at a minimum, to the highest level of benefits enjoyed by and/or available to other employees, department heads or general employees of the Town as provided by the Town’s policies, Town Code, ordinances, personnel rules and regulations or other practices. Miller may choose to forego coverage under this Subsection, in which case the Town shall provide Miller with a stipend of $500.00 per month to offset medical costs. 6.3 Retirement and Deferred Compensation. The Town shall make contributions to the Town's ICMA 401 plans on Miller's behalf in the same amount as contributed for other management employees of the Town. Miller may, at his sole option and expense, contribute to the Town’s existing ICMA-RC 457 plan account (any catch-up amounts permitted by the plan shall be made separately by Miller). Such contributions shall be in 26 equal bi-monthly installments. The Town further agrees to transfer ownership of Miller’s plan(s), to the extent permitted by law, to any succeeding employer in the event of Miller’s termination of employment, for any reason. 6.4 Cellular Telephone. The Town shall provide Miller a $75.00 monthly cellular telephone stipend. Miller shall maintain a cellular telephone, with a telephone number published internally in the Town directory, for use in conducting Town business. 6.5 Automobile. The Town shall provide Miller with a vehicle allowance of $600.00 per month. 6.6 Vacation and Sick Leave. Miller shall accrue vacation and sick leave at the same rate as granted other employees. Miller shall be compensated for unused vacation and sick leave upon termination according to the provisions of the Town’s then-current personnel rules relating thereto. 6.7 Management Leave. Miller shall be granted, on July 1 of each year, 80 hours of Management Leave to be used at his discretion. Leave under this Subsection 6.7 shall not accumulate from year to year, and the unused portion shall be forfeit on June 30 of each year. This leave shall not be included as a portion of Severance Pay as set forth in Section 3 above. 7. Performance Evaluation. The Town Council shall annually review and evaluate Miller's performance in or around October of each year. Miller’s review and evaluation shall be 5 based upon: (i) success at fulfilling the reasonably achievable goals and performance objectives set forth by the Town Council in its annual goal-setting retreat, (ii) personnel management, including overall management style and ability to lead and direct staff and ability to supervise department heads, but specifically excluding any evaluation of Miller’s hiring and firing decisions with respect to individual staff members, (iii) obtainment of additional, reasonably achievable policy objectives and goals as set forth by a majority of the Town Council at a public meeting; provided, however, that such goals and objectives are generally obtainable within the time allowed and within the limitations of the annual budget and (iv) professionalism, including manner of addressing the Town Council, preparation of Council agendas and supporting material and preparation and management of the annual budget. 8. Hours of Work. The Town Council recognizes that Miller is a salaried employee and must devote a great deal of time beyond the normal office hours to business of the Town and, to that end, Miller will be allowed to take reasonable time off as he shall deem appropriate during said normal office hours. 9. Dues and Subscriptions. The Town agrees to budget for and to pay for Miller’s professional dues and subscriptions necessary for his continuation and full participation in national, regional, state and local associations and organizations of which he is currently a member or expected to be a member because of his position as Town Manager, and for other necessary and desirable expenses for his continued professional participation, growth, and advancement, and for the good of the Town, as the Town Council deems appropriate. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 10. Professional Development. 10.1 Professional Associations. The Town hereby agrees to budget for and to pay for Miller’s travel expenses of professional and official travel, meetings, and occasions it deems necessary to continue his professional development and to adequately pursue necessary official functions for the Town, including but not limited to the ICMA annual conference, the Arizona City/County Management Association conferences, the League of Arizona Cities and Towns annual conference, and such other national, regional, state, and local governmental groups and committees thereof on which Miller serves as a member. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 10.2 Continuing Education. The Town also agrees to budget for and to pay for Miller's reasonable travel, registration and subsistence expenses for short courses, institutes and seminars that it deems necessary for his professional development and for the good of the Town. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 11. Expenses. The Town recognizes that certain expenses of a non-personal and generally job-affiliated nature are periodically incurred by Miller. The Town agrees to: (A) reimburse or to pay said general expenses and (B) authorize the Finance Director or authorized designee to disburse such monies upon receipt of duly executed expense or petty cash vouchers, receipts, statements or personal affidavits. 6 12. Civic Club Membership. The Town recognizes the desirability of representation in and before local civic and other organizations, and Miller is authorized to become a member of such civic clubs or organizations the Town Council deems necessary and for which the Town shall pay all expenses. Miller shall report to the Town on each membership that he has taken out at the Town's expense. 13. Indemnification. In addition to that required under state and local law, the Town shall defend, save harmless, and indemnify Miller from and against any tort, professional liability claim, or demand or other legal action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of Miller’s duties as prescribed by the Town Code or separate directions of the Town Council. 14. Bonding. The Town shall bear the full cost of any fidelity or other bonds required of Miller under any law or ordinance. 15. Default; Cure. Failure or unreasonable delay by Miller or the Town to perform or otherwise act in accordance with any term or provision hereof shall constitute a breach of this Agreement and, if the breach is not cured within 30 days after written notice thereof from the other party, shall constitute a default under this Agreement; provided, however, that if the failure is such that more than 30 days would reasonably be required to perform such action or comply with any term or provision hereof, then the party shall have such additional time as may be necessary to perform or comply so long as the party commences performance or compliance within 15 days after written notice and diligently proceeds to complete such performance or fulfill such obligation (the “Cure Period”); provided further, however, that no such cure period shall exceed 90 days, unless otherwise agreed to, in writing, by the parties. Any notice of a breach shall specify the nature of the alleged breach and the manner in which said breach may be satisfactorily cured, if possible. In the event a breach is not cured within the Cure Period, the non-defaulting party shall have all rights and remedies which may be available under law or equity. 16. Notices and Requests. Any notice or other communication required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if: (i) delivered to the party at the address set forth below, (ii) deposited in the U.S. Mail, registered or certified, return receipt requested, to the address set forth below or (iii) given to a recognized and reputable overnight delivery service, to the address set forth below: If to the Town: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Mayor With copy to: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Town Attorney 7 If to Miller: Grady E. Miller 16344 East Crystal Ridge Drive Fountain Hills, Arizona 85268 or at such other address, and to the attention of such other person or officer, as any party may designate in writing by notice duly given pursuant to this Section. Notices shall be deemed received: (i) when delivered to the party, (ii) three business days after being placed in the U.S. Mail, properly addressed, with sufficient postage or (iii) the following business day after being given to a recognized overnight delivery service, with the person giving the notice paying all required charges and instructing the delivery service to deliver on the following business day. If a copy of a notice is also given to a party's counsel or other recipient, the provisions above governing the date on which a notice is deemed to have been received by a party shall mean and refer to the date on which the party, and not its counsel or other recipient to which a copy of the notice may be sent, is deemed to have received the notice. 17. Waiver. No delay in exercising any right or remedy shall constitute a waiver thereof, and no waiver by the Town or Miller of the breach of any covenant of this Agreement shall be construed as a waiver of any preceding or succeeding breach of the same or any other covenant or condition of this Agreement. 18. Attorneys’ Fees. In the event either party finds it necessary to bring any action at law or other proceeding against the other party to enforce any of the terms, covenants or conditions hereof, or by reason of any breach or default hereunder, the party prevailing in such action or other proceeding shall be paid all reasonable costs and reasonable attorneys’ fees by the other party and, in the event any judgment is secured by said prevailing party, all such costs and attorneys' fees shall be included therein, such fees to be set by the court and not by jury. 19. Headings. The descriptive headings of the sections of this Agreement are inserted for convenience only and shall not control or affect the meaning or construction of any of the provisions hereof. 20. Further Acts. Each of the parties hereto shall execute and deliver all such documents and perform all such acts as reasonably necessary, from time to time, to carry out the matters contemplated by this Agreement. 21. Time of the Essence. Time is of the essence in this Agreement. 22. Assignment. This Agreement may not be assigned, in whole or in part. 23. Entire Agreement. This Agreement constitutes the entire agreement between the parties hereto pertaining to the subject matter hereof. All prior and contemporaneous agreements, representations and understandings of the parties, oral or written, are hereby superseded and merged herein. 24. Amendment. No amendment or waiver of any provision in this Agreement will 8 be binding (i) on the Town unless and until it has been approved by the Town Council and has become effective or (ii) on Miller unless and until it has been executed by Miller or his authorized representative. 25. Governing Law. This Agreement is entered into in Arizona and shall be construed and interpreted under the laws of the State of Arizona. 26. Severability. Every provision of this Agreement is and will be construed to be a separate and independent covenant. If any provision in this Agreement or the application of the same is, to any extent, found to be invalid or unenforceable, then the remainder of this Agreement or the application of that provision to circumstances other than those to which it is invalid or unenforceable, will not be affected by that invalidity or unenforceability. Each provision in this Agreement will be valid and will be enforced to the extent permitted by law and the parties will negotiate in good faith for such amendments of this Agreement as may be necessary to achieve its intent, notwithstanding such invalidity or unenforceability. 27. Covenant of Good Faith. In exercising their rights and in performing their obligations pursuant to this Agreement, the parties will cooperate with one another in good faith to ensure the intent of this Agreement can be attained. The Town and its Town Council shall not unreasonably withhold appropriation authority to fund the salary, benefits and other provisions of this Agreement. 28. Conflict of Interest. This Agreement may be cancelled by the Town pursuant to ARIZ. REV. STAT. § 38-511. 29. Counsel Assistance; Fair Interpretation. 29.1 Counsel for Miller. Miller has either been assisted by counsel in connection with the preparation and execution of this Agreement or has chosen to forego such legal representation despite a recommendation from the Town that Miller seek advice from legal counsel. 29.2 Counsel for Town. The Town has been assisted by counsel of its own choosing in connection with the preparation and execution of this Agreement. 29.3 Fair Interpretation. This Agreement shall be construed according to the fair meaning of its language. The rule of construction that ambiguities shall be resolved against the party who drafted a provision shall not be employed in interpreting this Agreement. 30. Non-Default. By executing this Agreement, Miller affirmatively asserts that: (i) the Town is not currently in default, nor has been in default at any time prior to this Agreement, under any of the terms or conditions of the Employment Agreement and (ii) any and all claims, known or unknown relating to the Employment Agreement and existing on or before the date of this Agreement are forever waived. 9 [SIGNATURES APPEAR ON FOLLOWING PAGE] 1 0 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first set forth above. “Town” TOWN OF FOUNTAIN HILLS, an Arizona municipal corporation ________________________________ Ginny Dickey, Mayor of Fountain Hills ATTEST: ________________________________ Elizabeth A. Klein, Town Clerk APPROVED AS TO FORM: ________________________________ Aaron D. Arnson, Town Attorney “Miller” Grady E. Miller, Town Manager By: __________________________ 1 EMPLOYMENT AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND GRADY E. MILLER Amended and Restated December 7, 2021 THIS AMENDED AND RESTATED EMPLOYMENT AGREEMENT (this “Agreement”) is made and entered into December 7, 2021, by and between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”) and Grady E. Miller (“Miller”). RECITALS A. The Town and Miller entered into an employment agreement on May 21, 2015 (the “Original Agreement”), and an amended and restated employment agreement on June 15, 2017 (collectively, the “Employment Agreement”), to provide certain benefits, to establish certain conditions of employment, and to set working conditions for Miller. B. It is the desire of the Mayor and Council of the Town of Fountain Hills (the “Town Council”) to continue to employ Miller as Town Manager of the Town, as provided by Article 3-1 of the Fountain Hills Town Code (the “Town Code”) and to modify the Original Employment Agreement to increase Miller’s automobile allowance and management leavesalary and to amend other provisions as agreed upon herein. C. Miller desires to continue his employment as Town Manager of the Town. D. The parties acknowledge that Miller is a member of the International City/County Management Association (“ICMA”), and that Miller is subject to the ICMA Code of Ethics. AGREEMENT NOW, THEREFORE, in consideration of the foregoing recitals, which are hereby incorporated into and are deemed an integral part of this Agreement, the mutual covenants set forth below and other good and valuable consideration, the receipt and sufficiency of which are mutually acknowledged by the parties hereto, the Town and Miller hereby agree as follows: 1. Duties. Miller shall perform the functions and duties specified for the Town Manager in the Town Code and to perform other legally permissible and proper duties and functions as the Town Council shall from time-to-time assign. Miller shall not be reassigned from the position of Town Manager to another position without his express, written consent. 2. Term. This Agreement shall be effective as of the date first set forth above and shall remain in full force and effect until terminated by either the Town or Miller as set forth below. The Town and Miller agree that Miller shall continue his official duties for the Town and, during the term of this Agreement, Miller shall be in the exclusive employ of the Town and 2 shall not accept other employment or carry out any other business except that of the position of the Town Manager unless authorized to do so by the Town Council, in writing, prior to Miller engaging in such other activity; provided, however, that any such additional duties shall be conducted on Miller’s vacation time and without the use of Town resources or equipment. 3. Termination. This Agreement may be terminated by the Town with or without cause at any time, subject only to subsection 3-1-l(E) of the Town Code and the severance provisions set forth in subsections 3.1 and 3.2 below. Miller may terminate this Agreement at any time, with or without cause, upon not less than 30 days written notice to the Town Council. 3.1 Severance With Cause. If the Town Council terminates this Agreement with cause, no severance pay will be paid to Miller unless otherwise approved by the Town Council in its sole discretion. For the purposes of this Agreement, “with cause” shall mean that the Town Council, at a duly posted public meeting, has determined that Miller has: (A) committed an act of gross insubordination by refusing to take a legal, valid action that is clearly within the scope of his employment when specifically directed to do so by a majority of the Town Council at a duly posted public meeting, (B) been incarcerated and charged with a felony as defined in Arizona Revised Statutes (the Town Council may, in its sole discretion, choose to suspend Miller with pay during the pendency of any such prosecution), (C) either in his personal or professional capacity, severely damaged the reputation of the Town or the Town Council, (D) materially failed to perform a significant portion of his duties as the Town Manager as set forth in this Agreement, (E) caused or by gross negligence allowed any practice, activity, decision or organizational circumstance that is either illegal or immoral, (F) violated provisions of the ICMA Code of Ethics, or (G) committed malfeasance in office or willful breach or habitual neglect of the duties described in subsection 3-1-l(H) and Section 3-1-10 of the Town Code. 3.2 Severance Without Cause. A. In the event the Town Council terminates this Agreement without cause, Miller shall be entitled to severance pay in an amount equal to six months of his annual base salary, benefits and allowances (excluding the value of the use of a Town vehicle, but including any automobile allowance granted by the Town Council pursuant to subsection 6.5 below), including pay-out of accrued vacation and sick leave at the then-current rates set forth for all Town employees in the Town’s personnel rules, at the time of such termination, but specifically excluding any payout for unused Management Leave as described in Subsection 6.7 below. Payment of any such severance shall be contingent upon all of the following: (1) Miller executing a severance agreement acceptable to both parties, which shall include Miller’s (a) full release of the Town and all its agents and employees from any and all claims, including but not limited to, demands, damages, causes of action or liability arising out of Miller’s employment or termination of employment with Town, (b) agreement not to initiate or cause to be initiated under any lawsuit, claim, grievance proceeding or investigation of any kind, under any contract, law or regulation, pertaining to his employment with the Town, and (c) acknowledgement that the Town will provide no more than neutral references for Miller, but that the Town may be required to disclose any and all records related 3 to such termination pursuant to a valid request for public records. (2) Miller making himself reasonably available as needed by the Town for consulting purposes for a period of time equal to the number of months of severance paid. B. It shall be deemed severance without cause if, at any time during the term of this Agreement the Town Council (1) reduces Miller’s salary or other financial benefits in a greater percentage than an applicable across-the-board reduction for all Town employees or (2) refuses to comply with a material term of this Agreement within 30 days after written notice from Miller. C. If Manager’s Miller’s employment is terminated pursuant to this subsection 3.2, all fringe benefits furnished by Town shall terminate on the date of termination of this Agreement. D. Town and Miller acknowledge that the escrow agreement executed between the Town and Miller relating to the 2015-2016 budget year (the "Escrow Agreement") will expire by its terms on July 1, 2017, and all amounts held by the escrow officer according to the Escrow Agreement will be returned to the Town within 15 days of such expiration. 3.3. Voluntary Resignation. In the event Miller voluntarily terminates this Agreement for any reason, he shall not be entitled to severance pay, unless otherwise approved by the Town Council in its sole discretion. 3.4 Forced Resignation. In the event of a suggestion, either formal or informal, by one or more members of the Town Council, including the Mayor, that he resign, Miller may require that the Mayor, Town Council and Miller meet and discuss the matter in an effort to resolve any disagreement or misunderstanding that led to the suggestion of resignation, subject to compliance with the Open Meeting Law and other applicable laws. If Miller resigns following an offer to accept resignation by a majority of the Town Council, whether formal or informal, then he may declare a termination as of the date of the acceptance. 4. Suspension. If the Town Council has made a determinationdetermined that “for cause” termination is appropriate as set forth in subsection 3.1 above, the Town Council may, in its sole discretion, as an alternative to, or prior to, termination, suspend Miller with or without pay for a period of up to 30 days. 5. Disability. If Miller is permanently disabled or is otherwise unable to fulfill his duties hereunder due to sickness, accident, injury, health or mental incapacity for a period of four consecutive weeks beyond any accrued sick leave, or a minimum of 12 weeks as defined under the Family Medical Leave Act of 1993 (FMLA) should said accrued sick leave be less than twelve weeks, the Town shall have the option to terminate this Agreement; provided, the Town shall pay the full amount of severance pay set forth in Section 3 above. Miller shall, during such disability event, continue to accrue vacation leave and sick leave and receive holiday compensation benefits. A termination due to disability shall not be exercised unreasonably. 4 6. Compensation. 6.1 Salary. The Town agrees to pay Miller a base salary of $137,383.42180,000.00, for fiscal year 2017-18beginning with the first pay period immediately after the date on which this Agreement is effective, for his services rendered pursuant to this Agreement, payable in installments at the same time as other management employees of the Town are paid. In the event Miller has met or exceeded the Town Council’s expectations during any fiscal year under this Agreement, as determined according to the performance evaluation criteria set forth in Section 7 below, Miller’s base salary shall be increased in each fiscal year (beginning FY 2021-2022) by the same percentage amount approved by the Town Council for other Fountain Hills employees as a merit increase, market adjustment and/or cost of living increase, if any, as part of the Town’s annual budget. The Town shall adjust Miller’s other benefits in such amounts as are generally provided other Town employees. 6.2 Disability Health and Life Insurance. The Town agrees to provide life, accident, sickness, short- and long-term disability income benefits, major medical, hospitalization, surgical and comprehensive medical insurance, workers compensation and FMLA benefits in the same manner and at the same benefit level as is generally provided to all the Town employees. Except as otherwise provided in this Agreement, Miller shall be entitled, at a minimum, to the highest level of benefits enjoyed by and/or available to other employees, department heads or general employees of the Town as provided by the Town’s policies, Town Code, ordinances, personnel rules and regulations or other practices. Miller may choose to forego coverage under this Subsection, in which case the Town shall provide Miller with a stipend of $500.00 per month to offset medical costs. 6.3 Retirement and Deferred Compensation. The Town shall make contributions to the Town's ICMA 401 plans on Miller's behalf in the same amount as contributed for other management employees of the Town. Miller may, at his sole option and expense, contribute to the Town’s existing ICMA-RC 457 plan account (any catch-up amounts permitted by the plan shall be made separately by Miller). Such contributions shall be in 26 equal bi-monthly installments. The Town further agrees to transfer ownership of Miller’s plan(s), to the extent permitted by law, to any succeeding employer in the event of Miller’s termination from the Townof employment, for any reason. 6.4 Cellular Telephone. The Town shall provide Miller a $75.00 monthly cellular telephone stipend. Miller shall maintain a cellular telephone, with a telephone number published internally in the Town directory, for use in conducting Town business. 6.5 Automobile. The Town shall provide Miller with a vehicle allowance of $600.00 per month. 6.6 Vacation and Sick Leave. Miller shall accrue vacation and sick leave at the same rate as granted other employees; provided, however, that Miller shall be credited with 40 hours of vacation leave and 40 hours of sick leave, in addition to any unused amounts in his vacation and sick leave "banks" as of the date of this Agreement, which shall be available on the 5 date he reports for duty as set forth in Section 2 above. Miller shall be compensated for unused vacation and sick leave upon termination according to the provisions of the Town’s then-current personnel rules relating thereto. 6.7 Management Leave. Miller shall be granted, on July 1 of each year, 80 hours of Management Leave to be used at his discretion. Leave under this Subsection 6.7 shall not accumulate from year to year, and the unused portion shall be forfeit on June 30 of each year. This leave shall not be included as a portion of Severance Pay as set forth in Section 3 above. 7. Performance Evaluation. The Town Council shall annually review and evaluate Miller's performance as far in advance of the adoption of the annual operating budget as practicable, but not later than April 30in or around October of each year. Miller’s review and evaluation shall be based upon: (i) success at fulfilling the reasonably achievable goals and performance objectives set forth by the Town Council in its annual goal-setting retreat, (ii) personnel management, including overall management style and ability to lead and direct staff and ability to supervise department heads, but specifically excluding any evaluation of Miller’s hiring and firing decisions with respect to individual staff members, (iii) obtainment of additional, reasonably achievable policy objectives and goals as set forth by a majority of the Town Council at a public meeting; provided, however, that such goals and objectives are generally obtainable within the time allowed and within the limitations of the annual budget and (iv) professionalism, including manner of addressing the Town Council, preparation of Council agendas and supporting material and preparation and management of the annual budget. 8. Hours of Work. The Town Council recognizes that Miller is a salaried employee and must devote a great deal of time beyond the normal office hours to business of the Town and, to that end, Miller will be allowed to take reasonable time off as he shall deem appropriate during said normal office hours. 9. Dues and Subscriptions. The Town agrees to budget for and to pay for Miller’s professional dues and subscriptions necessary for his continuation and full participation in national, regional, state and local associations and organizations of which he is currently a member or expected to be a member because of his position as Town Manager, and for other necessary and desirable expenses for his continued professional participation, growth, and advancement, and for the good of the Town, as the Town Council deems appropriate. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 10. Professional Development. 10.1 Professional Associations. The Town hereby agrees to budget for and to pay for Miller’s travel expenses of professional and official travel, meetings, and occasions it deems necessary to continue his professional development and to adequately pursue necessary official functions for the Town, including but not limited to the ICMA annual conference, the Arizona City/County Management Association conferences, the League of Arizona Cities and Towns annual conference, and such other national, regional, state, and local governmental groups and committees thereof on which Miller serves as a member. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 6 10.2 Continuing Education. The Town also agrees to budget for and to pay for Miller's reasonable travel, registration and subsistence expenses for short courses, institutes and seminars that it deems necessary for his professional development and for the good of the Town. This benefit shall not be included as a portion of Severance Pay as set forth in Section 3 above. 11. Expenses. 12. 13. General Expenses. The Town recognizes that certain expenses of a non-personal and generally job-affiliated nature are periodically incurred by Miller. The Town agrees to: (iA) reimburse or to pay said general expenses and (iiB) authorizes the Finance Director or authorized designee to disburse such monies upon receipt of duly executed expense or petty cash vouchers, receipts, statements or personal affidavits. 14.11. 14.1 Relocation Allowance. The Town shall reimburse Miller up to $10,000.00 related to Miller's moving expenses (and other related storage costs) from his current residence to Fountain Hills for household and personal items, but not including any livestock, personal pets or recreational vehicles. All requests for reimbursement by Miller shall be accompanied by receipts supporting such request. 15.12. Civic Club Membership. The Town recognizes the desirability of representation in and before local civic and other organizations, and Miller is authorized to become a member of such civic clubs or organizations the Town Council deems necessary and for which the Town shall pay all expenses. Miller shall report to the Town on each membership that he has taken out at the Town's expense. 16.13. Indemnification. In addition to that required under state and local law, the Town shall defend, save harmless, and indemnify Miller from and against any tort, professional liability claim, or demand or other legal action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of Miller’s duties as prescribed by the Town Code or separate directions of the Town Council. 17.14. Bonding. The Town shall bear the full cost of any fidelity or other bonds required of Miller under any law or ordinance. 18.15. Default; Cure. Failure or unreasonable delay by Miller or the Town to perform or otherwise act in accordance with any term or provision hereof shall constitute a breach of this Agreement and, if the breach is not cured within 30 days after written notice thereof from the other party, shall constitute a default under this Agreement; provided, however, that if the failure is such that more than 30 days would reasonably be required to perform such action or comply with any term or provision hereof, then the party shall have such additional time as may be necessary to perform or comply so long as the party commences performance or compliance within 15 days after written notice and diligently proceeds to complete such performance or fulfill such obligation (the “Cure Period”); provided further, however, that no such cure period shall exceed 90 days, unless otherwise agreed to, in writing, by the parties. Any notice of a breach shall specify the nature of the alleged breach and the manner in which said breach may 7 be satisfactorily cured, if possible. In the event a breach is not cured within the Cure Period, the non-defaulting party shall have all rights and remedies which may be available under law or equity. 19.16. Notices and Requests. Any notice or other communication required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if: (i) delivered to the party at the address set forth below, (ii) deposited in the U.S. Mail, registered or certified, return receipt requested, to the address set forth below or (iii) given to a recognized and reputable overnight delivery service, to the address set forth below: If to the Town: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Mayor With copy to: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Town Attorney If to Miller: Grady E. Miller 16344 East Crystal Ridge Drive Fountain Hills, Arizona 85268 or at such other address, and to the attention of such other person or officer, as any party may designate in writing by notice duly given pursuant to this Section. Notices shall be deemed received: (i) when delivered to the party, (ii) three business days after being placed in the U.S. Mail, properly addressed, with sufficient postage or (iii) the following business day after being given to a recognized overnight delivery service, with the person giving the notice paying all required charges and instructing the delivery service to deliver on the following business day. If a copy of a notice is also given to a party's counsel or other recipient, the provisions above governing the date on which a notice is deemed to have been received by a party shall mean and refer to the date on which the party, and not its counsel or other recipient to which a copy of the notice may be sent, is deemed to have received the notice. 20.17. Waiver. No delay in exercising any right or remedy shall constitute a waiver thereof, and no waiver by the Town or Miller of the breach of any covenant of this Agreement shall be construed as a waiver of any preceding or succeeding breach of the same or any other covenant or condition of this Agreement. 21.18. Attorneys’ Fees. In the event either party finds it necessary to bring any action at law or other proceeding against the other party to enforce any of the terms, covenants or conditions hereof, or by reason of any breach or default hereunder, the party prevailing in such action or other proceeding shall be paid all reasonable costs and reasonable attorneys’ fees by the other party and, in the event any judgment is secured by said prevailing party, all such costs and attorneys' fees shall be included therein, such fees to be set by the court and not by jury. 8 22.19. Headings. The descriptive headings of the sections of this Agreement are inserted for convenience only and shall not control or affect the meaning or construction of any of the provisions hereof. 23.20. Further Acts. Each of the parties hereto shall execute and deliver all such documents and perform all such acts as reasonably necessary, from time to time, to carry out the matters contemplated by this Agreement. 24.21. Time of the Essence. Time is of the essence in this Agreement. 25.22. Assignment. This Agreement may not be assigned, in whole or in part. 26.23. Entire Agreement. This Agreement constitutes the entire agreement between the parties hereto pertaining to the subject matter hereof. All prior and contemporaneous agreements, representations and understandings of the parties, oral or written, are hereby superseded and merged herein. 27.24. Amendment. No amendment or waiver of any provision in this Agreement will be binding (i) on the Town unless and until it has been approved by the Town Council and has become effective or (ii) on Miller unless and until it has been executed by Miller or his authorized representative. 28.25. Governing Law. This Agreement is entered into in Arizona and shall be construed and interpreted under the laws of the State of Arizona. 29.26. Severability. Every provision of this Agreement is and will be construed to be a separate and independent covenant. If any provision in this Agreement or the application of the same is, to any extent, found to be invalid or unenforceable, then the remainder of this Agreement or the application of that provision to circumstances other than those to which it is invalid or unenforceable, will not be affected by that invalidity or unenforceability. Each provision in this Agreement will be valid and will be enforced to the extent permitted by law and the parties will negotiate in good faith for such amendments of this Agreement as may be necessary to achieve its intent, notwithstanding such invalidity or unenforceability. 30.27. Covenant of Good Faith. In exercising their rights and in performing their obligations pursuant to this Agreement, the parties will cooperate with one another in good faith to ensure the intent of this Agreement can be attained. The Town and its Town Council shall not unreasonably withhold appropriation authority to fund the salary, benefits and other provisions of this Agreement. 31.28. Conflict of Interest. This Agreement may be cancelled by the Town pursuant to ARIZ. REV. STAT. § 38-511. 32.29. Counsel Assistance; Fair Interpretation. 9 32.129.1 Counsel for Miller. Miller has either been assisted by counsel in connection with the preparation and execution of this Agreement or has chosen to forego such legal representation despite a recommendation from the Town that Miller seek advice from legal counsel. 32.229.2 Counsel for Town. The Town has been assisted by counsel of its own choosing in connection with the preparation and execution of this Agreement. 32.329.3 Fair Interpretation. This Agreement shall be construed according to the fair meaning of its language. The rule of construction that ambiguities shall be resolved against the party who drafted a provision shall not be employed in interpreting this Agreement. 33.30. Non-Default. By executing this Agreement, Miller affirmatively asserts that: (i) the Town is not currently in default, nor has been in default at any time prior to this Agreement, under any of the terms or conditions of the Original Employment Agreement and (ii) any and all claims, known or unknown relating to the Original Employment Agreement and existing on or before the date of this Agreement are forever waived. [SIGNATURES APPEAR ON FOLLOWING PAGE] 1 0 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first set forth above. “Town” TOWN OF FOUNTAIN HILLS, an Arizona municipal corporation ________________________________ Ginny Dickey, Mayor of Fountain Hills ATTEST: ________________________________ Elizabeth A. Klein, Town Clerk APPROVED AS TO FORM: ________________________________ Aaron D. Arnson, Town Attorney “Miller” Grady E. Miller, Town Manager By: __________________________ ITEM 7. K. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Consent Submitting Department: Public Works Prepared by: David Janover, Town Engineer Staff Contact Information: Justin Weldy, Public Works Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2021-38, abandoning the 1' Vehicular Non-Access Easement along a portion of the south side of 15835 E Firerock Country Club Drive Staff Summary (background) This is a proposal to abandon the 1-foot wide Vehicular Non Access Easement (VNAE) along a portion of the southern property line of Firerock Parcel D Plat, Lot 41 (15835 E Firerock Country Club Drive).  Mr. Frank Boxberger, PE, the applicant of this request, is proposing to construct a single-family dwelling on the subject parcel, and this abandonment will allow for the placement of the private driveway entrance off of Tombstone Trail instead of the heaver traveled street Firerock Country Club Drive, resulting in a safer ingress/egress.  The Firerock Community Association submitted a letter dated November 3, 2021, stating that their Committee of Architecture is in favor of the VNAE abandonment to allow the safer ingress/egress for the subject parcel. Staff has reviewed the site, and is also in favor of placing the driveway on Tombstone Trail instead of Firerock Country Club Drive, supporting the requested abandonment of the VNAE. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends adoption of Resolution 2021-38 SUGGESTED MOTION MOVE to adopt Resolution 2021-38. Attachments Vicinity Map  Aerial Photo Map  Exhibit A: Survey  Exhibit B: HOA Letter of Support  Res 2021-38  Form Review Inbox Reviewed By Date Development Services Director John Wesley 11/29/2021 05:44 PM Town Attorney Elizabeth A. Klein 11/30/2021 01:56 PM Town Clerk Elizabeth A. Klein 11/29/2021 02:34 PM Development Services Director John Wesley 11/29/2021 05:44 PM Town Manager Form Started By: David Janover Started On: 11/22/2021 04:58 PM BEELINE H W Y SHEA BLVDPALISADES BLVDSAGUARO BLVD SAGUARO BLVDPALISA D E S B L V D PALISAD E S B L V D SA G U A R O B L V DFOUNTAIN HILLS BLVDMcDOWELL MO U N T A I N R D FOUNTAIN HILLS BLVDSUNRIDGE DREL L A G O B L V D AVENU E O F T H E FOUNT A I N S PANORAMA DRFIREROCK COUNTRYCLUB DRCRESTVIEW DRPALO M I N O B L V D SIERRA M A D R E GRANDE BLV D G O L D E N E A G L E B L V D E AG L E R I D G E D R E A G L E R I D G E D R VICINITY MAP TOWN OF FOUNTAIN HILLS NORTH SCALE: 1" = 3500'All that i s A r izonaFOUN T A IN HIL L S TOWN OFINC. 1989TOWN HALL DEVELOPMENT SERVICES DEPARTMENT SCOTTSDALE McDOWELL MOUNTAIN PARK FORT McDOWELL YAVAPAI NATIONSALT RIVER PIMA MARICOPA INDIAN COMMUNITY TOWN BOUNDARY SCOTTSDALE 15835 E FIREROCK COUNTRY CLUB DR A21-000002 DEVELOPMENT SERVICESAll that is Ari z o na FO U NTAIN HILLST O W N OF INC. 1989FIREROCK COUNTRY CLUB DRIVETOMBSTONE TRAILZONING: R1-35HLOT 41LEGEND:PHOTO MAP2020 AERIAL1' V.N.A.E.TO REMAINABANDON1'X48.27'V.N.A.E.1' V.N.A.E.TO REMAIN8' P.U.E., 20' N.B.E.& 25' D.E. TO REMAINLOT 40LOT 35LOT 34LOT 33PARCEL J-1A21-000002 EXHIBIT A VEHICULAR NON-ACCESS EASEMENT (VNAEJ RELEASE N39'06'20"E --21.89' (R) 00 o· � �,.! �' ... " -I SCALE: 1 "=80' (R)R-25.00'L-35.74' LDT 41 F/RERDCK PARCEL D (BK 507, PG 1 0 MCRJ P.O.C. = POINT OF COMMENCEMENT P.0.8. = POINT OF BEGINNING ALL VALUES SHOWN ARE CALCULATED UNLESS NOTED OTHERWISE (R=RECORDED VALUE PER BK 507, PG 10 MCR) L=5.46' N25 °35'56" 1.00' DETAIL OF AREA RELEASED SCALE: 1 "=40' RESOLUTION 2021-38 A RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA ABANDONING WHATEVER RIGHT, TITLE, OR INTEREST IT HAS IN A PORTION OF THE CERTAIN 1’ VEHICULAR NON - ACCESS EASEMENT LOCATED ALONG A PORTION OF THE SOUTH SIDE OF 15835 E FIREROCK COUNTRY CLUB DRIVE, AS RECORDED IN BOOK 507 OF MAPS, PAGE 10, RECORDS OF MARICOPA COUNTY, ARIZONA RECITALS: WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”), as the governing body of real property located in the Town of Fountain Hills (the “Town”), may require the dedication of public streets, sewer, water, drainage, and other utility easements or rights-of-way within any proposed subdivision; and WHEREAS, the Town Council has the authority to accept or reject offers of dedication of private property by easement, deed, subdivision, plat or other lawful means; and WHEREAS, all present utility companies have received notification of the proposed abandonment. ENACTMENTS: NOW THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Fountain Hills, as follows: SECTION 1. That a portion of the certain 1’ Vehicular Non-Access easement, located within Lot 41 of Firerock Parcel D, Fountain Hills, Arizona; as shown in Exhibit “A”; as recorded in book 507 of maps, page 10 records of Maricopa County, Arizona is hereby declared to be abandoned by the Town of Fountain Hills. SECTION 2 That this Resolution is one of abandonment and disclaimer by the Town solely for the purpose of removing any potential cloud on the title to said property and that the Town in no way attempts to affect the rights of any private party to oppose the abandonment or assert any right resulting therefrom or existing previous to any action by the Town. PASSED AND ADOPTED BY the Mayor and Council of the Town of Fountain Hills, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney RESOLUTION NO. 2021-38 PAGE 2 EXHIBIT ‘A’ ITEM 8. A. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda                   Submitting Department: Community Services Prepared by: Patti Lopuszanski, Executive Assistant Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Acceptance of public art concept for Casas Del Lago Apartments. Staff Summary (Background) In accordance with the Public Art Policy's requirement for commercial development, Casas Del Lago, a 23-unit apartment rental community, located at 16655 East El Lago Blvd is subject to the Town of Fountain Hills Public Art requirement. Casas Del Lago is required to either make a financial contribution to the Public Art Program of 0.75% (three-quarters of one percent) of the total construction cost, or an art installation of equivalent or greater value. In lieu of paying the public art fee, the developer has opted to install public art on the property that adheres to the guidelines of the Public Art policy, including public access and 24-hour visibility. The piece will be located on the corner of El Lago Blvd at Verde River Drive. The construction cost is estimated at $3,500,000 of which $26,250 represents the value of 0.75%. The proposed art installment is entitled “Movimento Organico” and was created by artist Luigi Cantone and has an estimated value of $27,000.  The additional cost of delivery and installation once completed will be borne by the developer. The installation of the piece is required before a Certificate of Occupancy can be issued. The proposed art concept has been reviewed and approved by the Public Art Committee. The proposed concept will be reviewed by the Town Council and approval prior to installation, fabrication, permitting, and final inspections from Development Services. The proposed limestone sculpture will measure 67” H x 36” W x 36” D and be displayed on a limestone base that will measure 24” H x 40” W x 40” D. The total height of this sculpture will be 7'7". An estimated 78 hours of artist time has been budgeted for fabrication, pending Council approval.    The Public Art Committee has recommended approval of the sculpture. The engineering drawings will be subject to review by Town staff and approval of the installation will be contingent upon meeting all structural engineering requirements. Related Ordinance, Policy or Guiding Principle Resolution 2003-70 adopting the Town of Fountain Hills Public Art Master Plan for the acquisition of public art.  Risk Analysis Conceptual approval and proper inspections forthcoming. Recommendation(s) by Board(s) or Commission(s) The Public Art Committee recommended approval of the design concept and to add it to the Town's public art collection.  Staff Recommendation(s) Staff recommends approval contingent upon plan review and recommendations. SUGGESTED MOTION MOVE to accept the public art application for the sculpture and authorize it to be installed at the designated location at Casas Del Lago Apartments. Attachments Casas Del Lago PowerPoint  Concept Sketch by Luigi Cantone  Casas Del Lago Sculpture Mock-up  Luigi Cantone Bio  Casas Del Lago Sculpture Location Map  Budget and Timeline for Design, Fabrication and Installation  Untitled by Luigi Cantone  Spheres by Luigi Cantone  Form Review Inbox Reviewed By Date Community Services Director Rachael Goodwin 11/24/2021 03:38 PM Finance Director David Pock 11/29/2021 11:54 AM Town Attorney Aaron D. Arnson 11/29/2021 12:28 PM Town Manager Grady E. Miller 11/29/2021 02:18 PM Form Started By: Patti Lopuszanski Started On: 11/09/2021 10:20 AM Final Approval Date: 11/29/2021  Public Art Donation – Town of Fountain Hills CASAS DEL LAGO www.fh.az.gov www.fh.az.gov Movimento Organico •Public Art Requirement for commercial development Casas Del Lago, a 23-unit apartment complex located at 16655 East El Lago Blvd. •Sculpture: 67” H x 36” W x 36” D •Base: 24” H x 40” W x 40” D •Total height 7’ 7” •The budget for design and fabrication of the piece totals $29,800, to be donated, representing the ¾% requirement for this project. Additional cost of installation to be borne by developer. •78 hours budgeted for fabrication upon approval. www.fh.az.gov Luigi Cantone In 1997, Luigi opened his studio in Mesa, Arizona and has been creating both figurative and abstract sculpture for private clients and organizations throughout the region ever since. Luigi’s work is tactile, created by hand and using pneumatic tools. It is characterized by organic forms and the use of natural materials such as limestone, marble, and onyx, though he also incorporates metals such as steel. His monumental sculptures are displayed in both private and public spaces throughout the valley. www.fh.az.gov Location Planned installation location is at the corner of El Lago Blvd and Verde River Dr. Optimal location to ensure that the piece is as visible to the community as possible. Landscape to the north of the piece slopes downward toward El Lago, thus the piece is raised and visible from the street and sidewalks and removed from the edge of the property only by about 40-50ft. www.fh.az.gov Site Plan The sculpture will be placed on the north end of this section of the property in order to maximize visibility from El Lago Blvd. It will have a 10x10” plaque containing the name of the work, the artist, the year created, and the material. The sculpture itself will be surrounded by a flower bed, and the area will contain grass and two benches facing the sculpture in order for residents to enjoy the artwork and the mountain backdrop of Four Peaks. www.fh.az.gov Movimento Organico Abstract sculpture in limestone (with limestone base) capturing the idea of organic movement. Use of negative space gives the appearance of lightness and fluidity despite the actual heaviness and rigidity of the source material, creating visual interest. Luigi’s idea is to create a sculpture in materials and with a finish that suit the natural context of the surrounding desert, while at the same time utilizing forms that reflect the modernity of the building site. Maintenance on 120 grit stone finished limestone is unnecessary, and the piece is expected to last >50 years. ITEM 8. B. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda                   Submitting Department: Community Services Prepared by: Patti Lopuszanski, Executive Assistant Staff Contact Information: Rachael Goodwin, Community Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2021-36 approving the Fountain Lighting Policy. Staff Summary (Background) The purpose of this policy is to establish an internal operating procedure for the fountain lighting options at Fountain Park.    Background: In 2020, new LED color changing lights were added to the fountain in Fountain Park. These lights have been well received by the public and staff regularly receive requests to change the colors to celebrate holidays, personal milestones, anniversaries, birthdays, etc. Due to the nature of these requests, a policy has been developed to determine guidelines for when and how the fountain lights will be used. The fountain lights require manual programming, generally overseen by Parks staff. When display colors are changed, staff time and presence are required to begin and end the display period. Currently, the lights cannot be changed remotely or through virtual or cloud technology.  Visibility of the lights is limited to evening hours, therefore viewing times vary seasonally as colors are not detectable during daytime hours. The Fountain lighting controller has the capability of displaying in two basic modes:    Static Color Mode: one color, to be continuously displayed throughout the duration of the fountain run time. Variable Color Mode: multiple colors that change throughout the fountain run time.  Policy Recommendations: Standard Operation: Staff, at the direction of the Town Council and/or Town Manager, will plan to utilize the fountain lighting system for annual holidays and observances. Appropriate color choices will be used to highlight significance and show support, advocacy, or celebration of the occasion. In some instances, with the authorization of the Town Manager, local events, happenings or celebrations may be added to the fountain color lighting calendar.   Public Requests : Public requests for fountain lighting will be accepted on a very limited basis. These requests may not be for personal or professional use, and must adhere to the following process:   Requests for Special Color Displays must be submitted in writing to the Community Services Department, no less than four weeks and no more than one year in advance of the date requested. Upon review by Town staff, applicants will be notified of the approval or denial of the request within 10 days of submission. Approved applications must meet one of the following criteria:  The lighting request is intended to educate or enlighten the public about a significant health or safety issue or emphasize a recognized awareness campaign. (Examples include: Domestic Violence Awareness, Cancer Awareness, etc.) The lighting request is intended to draw public attention to an activity or event held by or partnered with the Town of Fountain Hills. The lighting promotes a local, state, or national holiday or day of remembrance not already recognized. Other Standard Guidelines: The following guidelines will also be in effect for any approved public lighting requests:  No more than four (4), Fountain Color Displays will be allowed within any calendar month. Each fountain lighting request will be permitted to last up to four nights, with the exception of national holidays and national health observations, which may be extended at the discretion of the Community Services Director.  A weekday block, (Monday through Thursday) or weekend block (Friday through Sunday) will be used. Approvals will not be granted for multiple years, nor will they be automatically approved for successive years. Every attempt will be made to meet the color choice request, however the Town cannot guarantee all colors will be precise.  Color choices, or combinations thereof include: Red, Blue, Teal, Yellow, White, Green, Orange, Pink and Purple. The fountain operates daily from 9:00 am to 9:00 pm and is subject to wind and other natural factors. Lighting requests will not be rescheduled or amended if the fountain operations are altered due to wind. All display approvals are contingent upon equipment operation and maintenance. No lighting request approval is guaranteed for any reason. Related Ordinance, Policy or Guiding Principle None Risk Analysis None Recommendation(s) by Board(s) or Commission(s) The Community Services Advisory Commission (CSAC) unanimously supports and recommends the Fountain Lighting Policy. Staff Recommendation(s) Staff recommends the approval of the Fountain Lighting Policy. Staff recommends the approval of the Fountain Lighting Policy. SUGGESTED MOTION MOVE to adopt Resolution 2021-36. Attachments Res 2021-36  Form Review Inbox Reviewed By Date Community Services Director Rachael Goodwin 11/24/2021 03:38 PM Finance Director David Pock 11/29/2021 11:57 AM Town Attorney Aaron D. Arnson 11/29/2021 12:31 PM Town Manager Grady E. Miller 11/29/2021 02:51 PM Form Started By: Patti Lopuszanski Started On: 11/10/2021 10:52 AM Final Approval Date: 11/29/2021  RESOLUTION 2021-36 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, ADOPTING THE FOUNTAIN PARK FOUNTAIN LIGHTING POLICY ENACTMENTS: BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF FOUNTAIN HILLS, as follows: SECTION 1. The Fountain Park Fountain Lighting Policy is hereby adopted, as substantially set forth in Exhibit A attached hereto. SECTION 2. The Mayor, the Town Manager, the Town Clerk, and the Town Attorney are hereby authorized and directed to take all steps necessary to carry out the purpose and intent of this Resolution. PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Grady E. Miller, Town Manager Aaron D. Arnson, Pierce Coleman PLLC Town Attorney RESOLUTION NO. 2021-36 PAGE 2 EXHIBIT ‘A’ FOUNTAIN PARK FOUNTAIN LIGHTING POLICY Policy: Establish an internal operating procedure for the fountain lighting options at Fountain Park. Procedure: The fountain lights require manual programming, generally overseen by Parks staff. When display colors are changed, staff time and presence are required to begin and end the display period. The Fountain controller has the capability of displaying in two basic modes:  Static Color Mode: one color, to be continuously displayed throughout the duration of the fountain run time.  Variable Color Mode: multiple colors that change throughout the fountain run time. Standard Operation: Staff, at the direction of the Town Council and/or Town Manager, will plan to utilize the fountain lighting system for annual holidays and observances. Appropriate color choices will be used to highlight significance and show support, advocacy, or celebration of the occasion. In some instances, with the authorization of the Town Manager, local events, happenings or celebrations may be added to the fountain color lighting calendar. Public Requests: Public requests for fountain lighting will be accepted on a very limited basis. These requests may not be for personal or professional use, and must adhere to the following process:  Requests for Special Color Displays must be submitted in writing to the Community Services Department, no less than four weeks and no more than one year in advance of the date requested.  Upon review by Town staff, applicants will be notified of the approval or denial of the request within 10 days of submission.  Approved applications must meet one of the following criteria: o The lighting request is intended to educate or enlighten the public about a significant health or safety issue or emphasize a recognized awareness campaign. (Examples include: Domestic Abuse Awareness, cancer awareness, etc.) o The lighting request is intended to draw public attention to an activity or event held by or partnered with the Town of Fountain Hills. o The lighting promotes a local, state, or national holiday or day of remembrance not already recognized. Other Standard Guidelines: The following guidelines will also be in effect for any approved lighting requests: RESOLUTION NO. 2021-36 PAGE 3  No more than four (4), Fountain Color Displays will be allowed within any calendar month.  Each fountain lighting request will be permitted to last up to four nights, with the exception of national holidays and national health observations, which may be extended at the discretion of the Community Services Director.  Approvals will not be granted for multiple years, nor will they be automatically approved for successive years.  Every attempt will be made to meet the color choice request, however the Town cannot guarantee all colors will be precise. Color choices, or combinations thereof include: Red, Blue, Teal, Yellow, White, Green, Orange, Pink and Purple.  The fountain operates daily from 9:00 am to 9:00 pm and is subject to wind and other natural factors. Lighting requests will not be rescheduled or amended if the fountain operations are altered due to wind.  All display approvals are contingent upon equipment operation and maintenance. No lighting request approval is guaranteed for any reason. ITEM 8. C. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda Submitting Department: Development Services Prepared by: John Wesley, Development Services Director Staff Contact Information: John Wesley, Development Services Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-20 providing penalties for violation of Town Code Article 8-6, Vacation Rentals.  Staff Summary (background) In January 2021 the Town Council approved an ordinance establishing Article 8-6 of the Town Code.  This Article provides basic requirements and regulations as allowed by State Statute regarding the registration and operation of vacation rentals. Since the adoption of this ordinance, staff has been working to notify known owners of rental properties to provide the contact information required by the ordinance if the property is being operated as a short-term rental.  To date, the town has received registration for 80 properties.  It is estimated there are over 200 such properties in Fountain Hills. Staff meets periodically to review efforts to enforce the requirements and determine if there are additional steps that can be taken to help mitigate the impacts of this use in the community.  During a recent meeting on this topic, it was noted that the ordinance adopted by Council last January did not include any penalty provisions.  Therefore, as a default, any violation would be considered a civil penalty.  Staff determined this would be an appropriate penalty for a person who fails to register a rental property and provide the contact information, but that it would be more appropriate to make it a criminal penalty for violation on the use of the property. The attached ordinance makes violations of Section 8-6-1, for failing to provide contact information, a civil penalty and violation of Section 8-6-2 and 8-6-3, dealing with issues of complying with laws and establishing uses that are not allowed, criminal violations.   Related Ordinance, Policy or Guiding Principle Town Code Article 1-8 Penalty Town Code Article 8-6 Vacation Rentals Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the ordinance as submitted. SUGGESTED MOTION MOVE to adopt Ordinance 21-20. Attachments Ord 21-20  Form Review Inbox Reviewed By Date Town Clerk Elizabeth A. Klein 11/15/2021 05:49 PM Development Services Director (Originator)John Wesley 11/15/2021 05:59 PM Town Attorney Aaron D. Arnson 11/15/2021 06:17 PM Town Manager Grady E. Miller 11/23/2021 07:32 AM Form Started By: John Wesley Started On: 11/03/2021 05:11 PM Final Approval Date: 11/23/2021  ORDINANCE NO. 21-20 AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, AMENDING THE TOWN OF FOUNTAIN HILLS TOWN CODE, CHAPTER 8, BUSINESS REGULATIONS, ARTICLE 8-6, VACATION RENTALS, BY ADDING SECTION 8-6-5 VIOLATION; CLASSIFICATION RECITALS: WHEREAS, the Town Council desires to amend Chapter 8, Business Regulations, Article 8-6, Vacation Rentals, by adding Section 8-6-5 Violations; Classification. ENACTMENTS: NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. The recitals set forth above are hereby incorporated as if fully set forth herein. SECTION 2. Chapter 8, Business Regulations, Article 8-6 Vacation Rentals, is amended by adding Section 8-6-5 as follows: SECTION 8-6-5 VIOLATION; CLASSIFICATION 1. ANY PERSON WHO FAILS TO COMPLY WITH THE REQUIREMENTS OF SECTION 8-6-1 OF THIS ARTICLE IS RESPONSIBLE FOR A CIVIL CODE INFRACTION, PUNISHABLE PURSUANT TO SECTION 1-8-3 OF THIS CODE. 2. ANY PERSON WHO VIOLATES SECTION 8-6-2 OR SECTION 8-6-3 OF THIS ARTICLE IS GUILTY OF A CLASS 1 MISDEMEANOR, PUNISHABLE PURSUANT TO SECTION 1-8-2 OF THIS CODE. SECTION 3. If any section, subsection, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions thereof. PASSED AND ADOPTED BY the Mayor and Council of the Town of Fountain Hills, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney ITEM 8. D. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda Submitting Department: Development Services Prepared by: Farhad Tavassoli, Senior Planner Staff Contact Information: Farhad Tavassoli, Senior Planner Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   PUBLIC HEARING, CONSIDERATION, AND POSSIBLE ACTION: Ordinance 21-12, amending Chapter 18, Town Center Commercial District, and Chapter 25, Entertainment Overlay District, by adjusting and clarifying provisions for outdoor seating in the public right-of-way. Staff Summary (Background) Staff initiated this request to amend the Town's Zoning Ordinance to adjust and clarify certain provisions in Chapter 18, Town Center Commercial District (TCCD), and Chapter 25, Entertainment Overlay District (EOD), regarding outdoor seating areas for food and beverage service in sidewalk areas within the Town's right-of-way (ROW). Currently, Chapter 25 allows outdoor seating in sidewalk areas in the Entertainment Overlay District (the north side of Avenue of the Fountains) with a Council-approved encroachment permit.  The south side of the Avenue of the Fountains is zoned TCCD.  This zoning district allows outdoor seating for dining, but not on sidewalks or in the ROW.  The goal of these text amendments is to make the regulations on both sides of the street the same. Proposed Amendments In order to allow outdoor seating for food and beverage in sidewalk areas in the public ROW of the TCCD with a Council-approved encroachment permit, it is proposed that language be added to Section 18.03. B. 23 regarding permitted uses. The existing wording in the aforementioned section appears below, followed by the proposed wording in capital letters: 23. Outdoor seating areas for restaurants, delicatessens, cafes or bars with or without alcoholic beverage service, subject to the regulations of this Chapter 18 and provided that any outdoor patio with alcoholic beverage service must be enclosed as required by Arizona Revised Statutes § 4-207.01, as amended, except for the time during which a current and applicable barrier exemption, as granted by the Arizona Department of Liquor Licenses and Control, is in place for the outdoor patio. SUCH OUTDOOR SEATING AREAS ARE ALLOWED WITHIN THE SIDEWALK AREAS LOCATED IN A PUBLIC RIGHT OF WAY, PROVIDED AN ENCROACHMENT PERMIT IS APPROVED BY TOWN COUNCIL, AT ITS SOLE DISCRETION. SUCH OUTDOOR SEATING AREAS MUST BE PROPERLY MAINTAINED TO ENSURE SAFE ACCESS AND MOBILITY FOR BUSINESS PATRONS. The proposed change to Chapter 25 is to clarify that the encroachment permit is needed only for outdoor seating on public sidewalks.  The following wording is proposed for Section 25.02 E.: E. Outdoor seating areas for food and beverage service are allowed within the sidewalk areas, provided an encroachment permit is approved by the Town Council, in its sole discretion FOR ANY SEATING AREAS LOCATED IN A PUBLIC RIGHT OF WAY. SUCH OUTDOOR SEATING AREAS MUST BE PROPERLY MAINTAINED TO ENSURE SAFE ACCESS AND MOBILITY FOR BUSINESS PATRONS. Sidewalk seating is already allowed in the Entertainment Overlay District (EOD) with an encroachment permit. This amendment acknowledges the close similarities in function and character between the EOD and the TCCD and ensures consistency between permitted uses for the two districts, and also clarifies the requirement for a Council-approved encroachment permit for such areas that are located in the Town's ROW.   Related Ordinance, Policy or Guiding Principle General Plan 2020, Section III: Thriving Environment, Social Environment, Streets, Sidewalks and Trails as Social Connectors Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) The proposed text amendment was presented to the Planning and Zoning Commission at their regular meeting on September 13, 2021. The Commission recommended approval of the text amendment with added clarification that outdoor seating areas must be properly maintained for ensure safe access and mobility for business patrons. Staff Recommendation(s) Staff recommends approval of Ordinance 21-12 as presented. SUGGESTED MOTION MOVE to approve Ordinance 21-12. Attachments Ordinance 21-12  Form Review Inbox Reviewed By Date Development Services Director John Wesley 11/17/2021 04:02 PM Form Started By: Farhad Tavassoli Started On: 11/17/2021 09:22 AM Final Approval Date: 11/17/2021  ORDINANCE NO. 21-12 AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, AMENDING THE TOWN OF FOUNTAIN HILLS ZONING ORDINANCE, CHAPTER 18, TOWN CENTER COMMERCIAL DISTRICT, BY AMENDING SECTION 18.03. B. 23., AND CHAPTER 25, ENTERTAINMENT OVERLAY DISTRICT, SECTION 25.02. E. TO ALLOW OUTDOOR SEATING AREAS FOR FOOD AND BEVERAGE SERVICE WITHININ SIDEWALK AREAS LOCATED IN A PUBLIC RIGHT OF WAY, PROVIDED AN ENCORACHMENT PERMIT IS APPROVED BY TOWN COUNCIL. RECITALS: WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”) adopted Ordinance No. 93-22 on November 18, 1993, which adopted the Zoning Ordinance for the Town of Fountain Hills (the “Zoning Ordinance”); and WHEREAS, the Town Council desires to amend the Zoning Ordinance to revise Chapter 18, Town Center Commercial District, by amending provisions related to outdoor seating areas for food and beverage service in Section 18.03. B. 23.; and WHEREAS, in accordance with the Zoning Ordinance and pursuant to ARIZ. REV. STAT. § 9-462.04, public hearings regarding this ordinance were advertised in the August 25, 2021, and September 1, 2021 editions of the Fountain Hills Times; and WHEREAS, public hearings were held by the Fountain Hills Planning & Zoning Commission on September 13, 2021 and by the Town Council on December 7, 2021. ENACTMENTS: NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. The recitals above are hereby incorporated as if fully set forth herein. SECTION 2. The Zoning Ordinance, Chapter 18, Town Center Commercial District, Section 18.03 B. 23., Permitted Uses, is amended as follows: … 23. Outdoor seating areas for restaurants, delicatessens, cafes or bars with or without alcoholic beverage service, subject to the regulations of this Chapter 18 and provided that any outdoor patio with alcoholic beverage service must be enclosed as required by Arizona Revised Statutes § 4-207.01, as amended, except for the time during which a current and applicable barrier exemption, as granted by the Arizona Department of Liquor Licenses and Control, is in place for the outdoor patio. SUCH OUTDOOR SEATING AREAS ARE ALLOWED WITHIN SIDEWALK AREAS LOCATED IN A PUBLIC RIGHT OF WAY, PROVIDED AN ENCROACHMENT PERMIT IS APPROVED BY TOWN COUNCIL, AT ITS SOLE DISCRETION. SUCH OUTDOOR SEATING AREAS MUST BE PROPERLY MAINTAINED TO ENSURE SAFE ACCESS AND MOBILITY FOR BUSINESS PATRONS. … SECTION 3. The Zoning Ordinance, Chapter 25, Town Center Commercial District, Section 25.02 E., Provisions Applicable to all Uses, is amended as follows: E. Outdoor seating areas for food and beverage service are allowed within the sidewalk areas, provided an encroachment permit is approved by the Town Council, in its sole discretion FOR ANY SEATING AREAS LOCATED IN A PUBLIC RIGHT OF WAY. SUCH OUTDOOR SEATING AREAS MUST BE PROPERLY MAINTAINED TO ENSURE SAFE ACCESS AND MOBILITY FOR BUSINESS PATRONS. … SECTION 4. The Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby authorized and directed to execute all documents and take all steps necessary to carry out the purpose and intent of this Ordinance. PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney ITEM 8. E. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda Submitting Department: Development Services Prepared by: Farhad Tavassoli, Senior Planner Staff Contact Information: Farhad Tavassoli, Senior Planner Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   PUBLIC HEARING, CONSIDERATION, AND POSSIBLE ACTION: SPECIAL USE PERMIT to allow 17 residential units on a 1.62-acre property generally located north of the northeast corner of N. Saguaro Boulevard and E. Shea Boulevard (AKA 9637 N. Saguaro Boulevard; APN#176-10-805) on the C-1 (Neighborhood Commercial) zoning district. Staff Summary (Background) The 1.62-acre subject property, located north of the northeast corner of Saguaro and Shea Blvd., is vacant and zoned C-1 (Neighborhood Commercial and Professional). This zoning is established to provide a location for modest, well-designed commercial enterprises to serve the surrounding neighborhood, such as medical offices, banks, food establishments and retail. The subject property is part of the Redrock Business Center, which was originally platted in 1972 and re-platted in its current configuration in 1997. Currently, among other things, the center houses indoor car showroom, a fraternal order, a butcher shop and a wellness center.  The Monterro condominium neighborhood is adjacent to the north, and the former MCO realty office is to the south. The applicant is proposing a small development with 5 townhome-style buildings consisting of a total of 17, three-story residential units. The bottom floors of each unit will contain a two-car garage, while the second floor contains the majority of the living area and balcony. The purpose for the special use permit request is to allow a residential use in a commercial district, as required by the zoning ordinance. The alternative would be to rezone the property to an appropriate multiple-family zoning district.  The applicant has chosen the Special Use Permit option due to this lot being part of the larger business center.   The primary ingress/egress will be off of Saguaro Blvd, with limited access from the interior of the Redrock Business Center. The applicant will maintain a 20-foot building setback from the Monterro condominiums to the north, which is the required building setback to a residentially zoned property, and will contain a landscaped open area. The applicant has provided building elevations to show facade treatment, wall articulation, and other modern architectural elements.  Section II of the Fountain Hills General Plan 2020 discusses the elements that help create thriving neighborhoods.  One of the items listed is having a variety of housing types.  This section includes policies to encourage a broad range of housing types affordable to all income ranges and a range of housing types and densities consistent with the character area.  Section III of the General Plan includes the information on the Character Areas in the Town.  This small commercial parcel was included as part of the Shea Corridor and a Secondary Gateway to the Town.  More specifically, the Shea Corridor character area anticipates increasing the mix of uses which will include some multi-residential uses and an integrated environment.  This area is to focus on infill and redevelopment and “invite residents and visitors to explore the Town.”  Allowing the proposed residential use would be consistent with the intent of the Plan for this area by accommodating new residents and thus inviting new clientele for existing and future businesses. The zoning ordinance Section 12.03 allows consideration of residential uses in all commercial zoning districts with the approval of a Special Use Permit (SUP).  Section 2.02 of the zoning ordinance establishes the process and criteria for consideration of a SUP.  With regards to the review and recommendation by the Planning and Zoning Commission, Section 2.02 D. 5. of the Zoning Ordinance states:  5. In order to recommend approval of any use permit, the findings of the Commission must be that the establishment, maintenance, or operation of the use or building applied for will not be detrimental to the public health, safety, peace, comfort, and general welfare of persons residing or working in the neighborhood of such proposed use, nor shall it be detrimental or injurious to property and improvements in the neighborhood or to the general welfare of the Town.  This area has been zoned and platted prior to incorporation of the Town for commercial uses.  It is still the desire of the Town that the Redrock Business Center continue to be successful.  The Planning and Zoning Commission must determine if the introduction of residential uses to this area of the Redrock Business Center would be detrimental to the desired commercial activity and whether the residential use would be detrimental to the public health, safety, peace, or comfort of the neighborhood.   A review of this property shows that over its almost 50-year history it has not fully developed and has been considerably underutilized.  The property was the subject of another recent special use permit request for a 67-room hotel in March 2020. There was significant opposition to the project, and request was recommended for denial by a unanimous vote by the Commission. The applicant withdrew the application before moving forward to the Town Council hearing.  Should the Town Council approve the Special Use Permit, staff will continue to work with the applicant on details related to the site plan, grading and drainage plan, and required landscaping before filing for a building permit. Related Ordinance, Policy or Guiding Principle Zoning Ordinance Section 2.02 - Special Use Permits Zoning Ordinance Section 12.03 - Uses Subject to Special Use Permits in the C-1, C-C, C-2, and C-3 Zoning Districts General Plan 2020, Section II: Thriving Neighborhoods General Plan 2020 Character Areas, Table 1 Character Area Plan Risk Analysis N/A N/A Recommendation(s) by Board(s) or Commission(s) At the regular meeting on November 8, 2021, the Planning and Zoning Commission expressed concern about the proposed driveway access at Saguaro Blvd., particularly with regard to left turns onto Saguaro, and questioned if there was a traffic study performed with the SUP request. Staff stated that there is no traffic study currently available, but may be required with the site plan submittal, should the Commission move to recommend approval. Subsequently, the Commission moved to recommend approval of the SUP request with a 7-0 vote, with the added stipulation that a traffic impact statement be included for review by the Town Engineer, who would be expected to determine if any traffic control measures are needed to accommodate safe access to and from the development. Staff Recommendation(s) Staff supports a recommendation for approval of this Special Use Permit.  Based on the Planning and Zoning Commission discussion and recommendation, staff recommends including the following stipulations:  Applicant shall provide a traffic impact statement (TIS) with the site plan submittal. The TIS shall be prepared by a registered professional engineer, and shall demonstrate safe ingress and egress at the site and any if mitigation measures shall be taken to ensure traffic safety. 1. The site plan shall incorporate any recommendations for traffic mitigation as determined by the Town Engineer based on the review and approval of the TIS. 2. SUGGESTED MOTION MOVE to approve the Special Use Permit to allow residential uses at 9637 N. Saguaro Blvd for a maximum of 17 dwelling units, subject to the stipulations as recommended by staff and the Planning and Zoning Commission. Attachments Vicinity map  Site Plan and Elevations  Narrative  Form Review Inbox Reviewed By Date Development Services Director John Wesley 11/17/2021 01:58 PM Form Started By: Farhad Tavassoli Started On: 11/16/2021 04:10 PM Final Approval Date: 11/17/2021  VicinityCASE:SU2021-05SITE / ADDRESS:9637 N Saguaro BlvdAPN#176-10-805REQUEST:A Special Use Permit to allow adevelopment of a residential community.All that is Ari z o na FO U NTAIN HILLST O W N OF INC. 1989MCDOWELL MOUNTAIN REGIONAL PARKSALT RIVER PIMA - MARICOPA INDIAN COMMUNITYFORT MCDOWELL YA V A P A I N A T I O N SCOTTSDALE SHEA BLVDSA G U A R O B L V D Site LocationVicinityMapMap::SU2021-05SU2021-05CaseCaseDetailsDetails ITEM 8. F. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda Submitting Department: Development Services Prepared by: Farhad Tavassoli, Senior Planner Staff Contact Information: Farhad Tavassoli, Senior Planner Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Regarding Ordinance 21-18, amending Chapter 4 (Nonconforming Uses and Structures) and Chapter 10 (Single-Family Residential Zoning Districts) by adding new provisions for extensions to nonconforming structures on corner lots zoned for single-family residential use. Staff Summary (Background) Over the past few years, staff has received several building permit applications for dwellings on corner lots with the additions being on the street-side yard of single-family homes (not along the front yard) in small-lot subdivisions. Many such permit requests were denied on the basis that the proposed extensions did not meet the required minimum street-side building setback from the property line.  Often the existing residences were already built within the required setback of the street side yard. Such existing structures are often identified as a "nonconforming structure", which is defined by the zoning ordinance "as a structure which was lawfully erected prior to the adoption of [the current] ordinance but which, under [the current] ordinance, does not conform with the standards of coverage, yard spaces, height of structures or distance between structures prescribed in the regulations for the district in which the structure is located." The Town contains numerous nonconforming structures, and most appear to have been built prior to incorporation of the Town in 1990. Currently, the zoning ordinance requires that all extensions to nonconforming homes comply with the current development standards.   All corner lots within the small-lot, single-family zoning districts (R1-10, R1-10A, R1-8, R1-8A, R1-6, R1-6A) require a minimum street side building setback of 20 feet, or the height of the building, whichever is greater. For interior lots, however, the required minimum building setback is 7 feet from each side property line in the R1-10, R1-10A, R1-8, R1-8A zoning districts, and a 5-foot minimum side yard building setback in the R1-6, R1-6A zoning districts.  Staff has observed that corner lots in the aforementioned zoning districts are not necessarily wider than interior lots. Thus, staff believes the required 20-foot street side setback creates a more restrictive building envelope, especially for owners of nonconforming homes who wish to build additions that are compatible with the exterior appearance, promote interior functionality, and positively impact property values throughout the neighborhood. The Fountain Hills General Plan 2020 has two goals with related policies that support the need to protect and maintain existing neighborhoods. These statements are:  Thriving Neighborhoods Goals and Policies Goal 2: Support a housing strategy that encourages a broad range of quality housing types to address current and future needs and support long-term vitality. Policy 6: Support quality residential development that meets Town housing needs, promotes vitality of established neighborhoods, and enhances the quality of life in Fountain Hills. Goal 3: Maintain the quality of existing neighborhoods. Policy 1: Protect established single-family residential neighborhoods from the transition, intensification, and encroachment of uses that detract and/or change the character of the residential neighborhood.    Staff believes that providing some flexibility for current owners of nonconforming homes on corner lots is consistent with the General Plan's goals and policies, and accommodates more design considerations for long-term maintenance of existing homes and neighborhoods. Therefore, this zoning ordinance text amendment proposes that extensions to nonconforming structures on corner lots in the aforementioned zoning districts may encroach into the required minimum street side-yard building setback line if the extension is at or behind the wall plane of the existing structure, but shall be no closer than 10 feet to the property line, or the height of the extension, whichever is greater. It is important to note, however, that conforming structures on corner lots, as well as undeveloped corner lots, must still maintain a minimum 20-foot street side setback (or the height of the building, whichever is greater) for all future construction.   Related Ordinance, Policy or Guiding Principle General Plan 2020, Thriving Neighborhoods, Goals 1 and 2 Zoning Ordinance Section 1.12, Definitions for "Nonconforming Structure" and "Lot Line, Street Side" Zoning Ordinance Chapter 4.01.E, Nonconforming Uses and Structures, Extensions Zoning Ordinance Chapter 10, Single-Family Residential Districts Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) At the regular meeting on November 8, 2021, the Planning and Zoning Commission moved to recommend approval of the zoning ordinance text amendment with a 7-0 vote. Staff Recommendation(s) Staff believes the standards being proposed provide the balance between allowing flexibility in design Staff believes the standards being proposed provide the balance between allowing flexibility in design of extensions in small-lot neighborhoods while giving greater opportunity to maintain the existing neighborhood character. Staff recommends approval. SUGGESTED MOTION Move approval of Ordinance 21-18. Attachments Ordinance 21-18  Form Review Inbox Reviewed By Date Development Services Director John Wesley 11/17/2021 02:45 PM Form Started By: Farhad Tavassoli Started On: 11/17/2021 08:48 AM Final Approval Date: 11/17/2021  ORDINANCE NO. 21-18 AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, AMENDING THE TOWN OF FOUNTAIN HILLS ZONING ORDINANCE, CHAPTER 4, NONCONFORMING USES AND STRUCTURES, BY AMENDING SECTION 4.01.E.1 AND CHAPTER 10, SINGLE FAMILY RESIDENTIAL ZONING DISTRICTS: R1 -190, R1-43, R1- 35, R1-35H, R1-18, R1-10, R1-10A, R1-8, R1-8A, R1-6, R1-6A, SECTION 10.09, TO ALLOW EXTENSIONS TO NONCONFORMING STRUCTURES ON CORNER LOTS TO ENCROACH INTO THE REQUIRED MINIMUM STREET SIDE BUILDING SETBACK AREA RECITALS: WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”) adopted Ordinance No. 93-22 on November 18, 1993, which adopted the Zoning Ordinance for the Town of Fountain Hills (the “Zoning Ordinance”); and WHEREAS, the Town Council desires to amend the Zoning Ordinance to revise Chapter 4, Nonconforming Uses and Structures, by amending provisions related to extensions to nonconforming structures in Section 4.01.E.1., and Chapter 10, Single-Family Residential Zoning Districts: R1-190, R1-43, R1-35, R1-35H, R1-18, R1-10, R1-10A, R1-8, R1-8A, R1- 6, R1-6A, in by amending provisions in Section 10.09; and WHEREAS, in accordance with Article II, Sections 1 and 2, Constitution of Arizona, and the laws of the State of Arizona, the Town Council has considered the individual property rights and personal liberties of the residents of the Town and the probable impact of the proposed ordinance on the cost to construct housing for sale or rent before adopting this ordinance; and WHEREAS, in accordance with the Zoning Ordinance and pursuant to ARIZ. REV. STAT. § 9-462.04, public hearings regarding this ordinance were advertised in the October 27, 2021, and November 3, 2021 editions of the Fountain Hills Times; and WHEREAS, public hearings were held by the Fountain Hills Planning & Zoning Commission on November 8, 2021 and by the Town Council on December 7, 2021. ENACTMENTS: NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. The recitals above are hereby incorporated as if fully set forth herein. SECTION 2. The Zoning Ordinance, Chapter 4, Nonconforming Uses and Structures, Section 4.01.E., Extensions, is amended as follows : … 1. UNLESS OTHERWISE PROVIDED FOR IN THIS CHAPTER , aAny extension of a nonconforming structure shall conform with all regulations for the zoning district in which such structure is located., EXCEPT FOR CORNER LOTS IN THE R1-10, R1- 10A, R1-8, R1-8A, R1-6 and R1-6A ZONING DISTRICTS, IN WHICH CASE EXTENSIONS TO A NONCONFORMING STRUCTURE ON THE STREET SIDE YARD MAY ENCROACH INTO THE REQUIRED MINIMUM BUILDING SETBACK LINE IF THE EXTENSION IS AT OR B EHIND THE EXISTING WALL PLANE OF THE ADJOINING STRUCTURE, BUT SHALL BE NO CLOSER THAN 10 FEET TO THE PR OPERTY LINE, OR THE HEIGHT OF THE EXTENSION, WHICHEVER IS GREATER … SECTION 3. The Zoning Ordinance, Chapter 10, Single-Family Residential Zoning Districts: R1-190, R1 -43, R1-35, R1-35H, R1-18, R1-10, R1-10A, R1-8, R1-8A, R1 -6, R1-6A, Section 10.09., Density, Area, Building and Yard Regulations, is amended as follows: a Flag lots permit a 30-foot width provided there are no more than 2 flag lots adjoining each other. b A side entry garage is allowed a 10 feet setback. c An approved P.U.D. permits lots no smaller than 4,500 square feet, provided there is 1,500 square feet of useable common open space per lot or a combination thereof. lots larger than 4,500 square feet may have less than 1,500 square feet of common useable open space per lot if the combination of lot size and the common useable open space is at least 6,000 square feet per lot. d Or building height, whichever is greater. e A garage positioned at a 45 degree angle or greater from the front property line must setback at least 15-feet or a greater lot size to ensure consistency with existing platted lots in the immediate vicinity, as calculated pursuant to Section 5.03. f Lo ts on which the house footprint has an average natural slope in excess of equal to or greater than 30% are permitted to utilize the modified front setback and height standards for canyon-side lot, as determined pursuant to Section 5.10. G FOR CORNER LOTS, EXTENSIONS TO A NONCONFORMING STRUCTURE ON THE STREET SIDE YARD MAY ENCROACH INTO THE REQUIRED MINIMUM BUILDING SETBACK LINE IF THE EXTENSION IS AT OR BEHIND THE EXISTING WALL PLANE OF THE ADJOINING STRUCTURE, BUT SHALL BE NO CLOSER THAN 10 FEET TO THE PR OPERTY LINE, OR THE HEIGHT OF THE EXTENSION, WHICHEVER IS GREATER. … SECTION 4. The Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby authorized and directed to execute all documents and take all steps necessary to carry out the purpose and intent of this Ordinance. PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, this 7th day of December, 2021. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: Ginny Dickey, Mayor Elizabeth A. Klein, Town Clerk REVIEWED BY: APPROVED AS TO FORM: Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney ITEM 8. G. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Regular Agenda                   Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Justin Weldy, Public Works Director Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   CONSIDERATION AND POSSIBLE ACTION: Approving Amendment No. 2 to Professional Services Agreement 2019-079 with JE Fuller Hydrology & Geomorphology, Inc. Staff Summary (Background) At the Town Council meeting on January 21, 2020, representatives of J.E. Fuller/Hydrology & Geomorphology presented their recommendations contained in the "Golden Eagle Park Drainage Improvements Study" to minimize future Golden Eagle Park site flooding with a design to accommodate the 10-year design storm, including minimizing the type of damages sustained at the Park during past storms. Based on the Council's direction, J.E. Fuller submitted its proposal for the initial grading and drainage design of those facilities, the "Golden Eagle Park Drainage Improvement - Phase 1.   As part of the design, due diligence and discussions with the Community Services Department, several issues have come to light, requiring an expansion of the project scope, including:  The relocation of shallow irrigation and electrical lines within and across drainage channels and light pole relocations to increase the channel capacity; The addition of a floodwall on Cloudburst Wash that contains the design flow without impacting the ball field; Providing a sidewalk extension along Cloudburst Wash that requires a retaining wall and structural calculations; Evaluation of a pedestrian bridge crossing of Bristol Wash as an alternative to the currently proposed sidewalk relocation (initial analysis will define a concept location, design, and cost estimate); and Replacement of existing 5-foot sidewalks with 8-foot multiuse fitness paths (MUP) sidewalks, connecting the north and south side of the park and fitness loop around the back of the Park.  These MUPs need to meet ADA accessible route guidelines and also serve as maintenance vehicle access. In order for J.E. Fuller to complete the design incorporating the expanded scope items described above requires additional sub-consultants, including a Landscape Architect and Structural Engineer.  The additional fee for the design to include the expanded scope items is $129,484.  Related Ordinance, Policy or Guiding Principle Capital Projects. Risk Analysis Not approving this contract amendment leaves Golden Eagle Park susceptible to the major flood damages experienced in past years. Mitigation of these flood hazards is the purpose of this project. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of the Second Amendment to Professional Services Agreement 2019-079 with JE Fuller Hydrology & Geomorphology, INC. SUGGESTED MOTION MOVE to approve Amendment No. 2 to Professional Services Agreement 2019-079 with JE Fuller Hydrology & Geomorphology, INC. in the amount of $129,484.  Fiscal Impact Fiscal Impact:$129,484 Budget Reference:251 Funding Source:Capital Projects If Multiple Funds utilized, list here:N/A Budgeted: if No, attach Budget Adjustment Form:N/A Attachments Professional Services Agreement  Scope and Fee  Form Review Inbox Reviewed By Date Public Works Director (Originator)Justin Weldy 11/24/2021 10:10 AM Finance Director David Pock 11/24/2021 03:36 PM Town Attorney Aaron D. Arnson 11/29/2021 10:15 AM Town Manager Grady E. Miller 11/29/2021 03:17 PM Form Started By: Justin Weldy Started On: 11/23/2021 07:41 AM Final Approval Date: 11/29/2021  JE FULLER wWW.jefUller.00m dellne•communicate•solvs January 28, 2019 Randy Harrel, PE, SE, RLS, CFM Town Engineer Town of Fountain Hills 16705 E. Avenue of the Fountains Fountain Hills, AZ 85268 RE: Golden Eagle Park Drainage Improvement—Phase 1(Grading) Final Design SOW and Fee Estimate Dear Mr. Harrel: Thank you for requesting the services of JE Fuller/Hydrology and Geomorphology, Inc. (JE Fuller). We are very interested in the opportunity to continue working with the Town. This document summarizes our understanding and needs of the project as well as outlines the proposed scope of services to be completed. BACKGROUND Golden Eagle Park, originally gifted to the Town of Fountain Hills (Town) by MCO Properties in c.1995, lies mostly within and below the flood detention basin high water level of the Golden Eagle Park Dam.Three washes—Ashbrook Wash, Bristol Wash, and Cloudburst Wash —flow into this dam/detention basin. The Town had originally graded channels for frequent flows around baseball/softball fields constructed in the detention basin, recognizing that in larger storms that the fields would be inundated due to dam backwater anyway. Overflow from the channels onto the ballfields has been an on-going issue during many periodic storm events at Golden Eagle Park. In particular,two storms (October 2, 2018 and September 23, 2019) caused significant damage to the park due to inundation resulting from these storms. JE Fuller has recently submitted to the Town a conceptual design report for recommended drainage improvements within and adjacent to Golden Eagle Park. The implementation of those recommendations will be accomplished by the Town in two phases. Phase 1 will include rough grading the proposed channel improvements (including sediment basins) and replacement of the sidewalk crossings within the reconstructed channels. Phase 2 will provide for the finished grading and landscape of the channels, reconstruction of the inlet works and debris racks for the primary outlets of Golden Eagle Park Dam,the stabilization of the pedestrian crossing of Ashbrook Wash, and improvements of two curb inlets—one on Golden Eagle Boulevard and the other on Desert Canyon Drive. This proposal covers the final design and development of the Phase 1 construction documents. The current contract(Contract No. 2019-079) will be amended to refine the channel grading and sidewalk replacement of the recommended alternatives and to produce construction drawings that the Town can use to contract the construction of the channel I Tempe,AZ I Tucson,AZ I Flagstaff,AZ I Prescott,AZ I Silver City,NM JE FULLER deflne•comm unleate•a otve www.jefuller.com grading and sidewalk replacement of the recommended improvements. An overview of all the recommended improvements is attached as Exhibit 1. The following is a scope of services to complete the construction design plans for Phase 1, where Phase 1 includes the channel grading and sidewalk replacement. SCOPE OF SERVICES The following tasks below encompass the scope of services to finalize the Phase 1 design and produce bid-ready construction design plans for the Town. A task item is also included that begins the Agency coordination that will be required to complete the Phase 2 recommended improvements (shown in Exbibit 1) Task 1. Project Management and Site Visit.This task includes up to three (3) in-person progress meetings as well as one (1)field visit to observe post-Sept. 2019 flood impacts and maintenance changes to the area. Task 2. New Topography, and Basemap Preparation. The most recent detailed topography for the area predates the 2018 flood and subsequent maintenance alterations to the park terrain. Moreover, the existing topography is not of adequate resolution for detailed engineering design and construction quantities. Additionally, during the conceptual alternatives evaluation, numerous detailed planimeteric features were noted that will require field survey of hard features such as edge of pavement, building footprints, walls, etc. This additional field survey will be incorporated into the CAD basemap for the final design drawings. JE Fuller will engage a registered land surveyor and bill this cost as a direct expense. See attached fee for cost breakdown. Task 3. Utilities. JE Fuller will work with the Town and a utility subcontractor to locate key utilities and elevations before finalizing the grading and design of the new construction features, Utility relocation requirements for the various project elements will also be determined. This task will require collection of utility quarter section maps, contacting Blue Stake for a utility mark-out and subsequent survey, and may require potholes to accurately determine the elevation of the utility. The utility subcontractor will provide a utility base map using the results of Task 3. Potholes and sewer inverts and locations will be provided by the Town. JE Fuller's utility subconsultant's cost is estimated as a direct expense in the attached fee estimate. JE Fuller's time for this task is also estimated in the attached fee estimate. Task 4.Construction Document Preparation.JE Fuller will prepare the necessary construction documents for the Phase 1 improvements. This work includes the channel rough grading, and sediment basins within the Park, and sidewalk replacement for the 3 sidewalk crossings (2 crossings on Bristol Wash and 1 on Cloudburst Wash). Bid and Construction Contract Documents will be prepared by the Town. JE Fuller will prepare construction plans and provide an engineer's opinion of construction cost (EOCC). Technical specifications for channel grading and screening of the removed material will be provided. No other special provisions or conditions are anticipated, and all construction shall be referenced to Page 12 JE FULLER y Fs f deflne•oommunieete•solve www.jefuller.com the latest MAG Standard Details and Specifications or specifications provided by the Town of Fountain Hills. All applicable information will be included on the construction plans. JE Fuller will prepare and submit the construction plans and an EOCC at the 60% and 90%design levels for Agency review and comment. A Final Sealed set of construction documents will be provided once all comments have been resolved. The following is a list of anticipated sheets related to the drainage elements for the Phase 1 portion of the project within or adjacent to Golden Eagle Park: 1 Title Sheet 1 Control Sheet 1 Notes Sheet 5 Plan and Profile Sheets at 40-scale (Ashbrook, Bristol, and Cloudburst Washes within Golden Eagle Park) 2 Grading Plan Sheets for Sedimentation Basins 1 Plan and Profile Sheet for minor drainage channel within Park 1 Utility Conflict Sheet 4 Misc. Detail Sheets (e.g., sidewalk replacement, concrete channel guide sections, armoring of drop on Bristol, etc.) This leads to an estimated total sheet count of 16 sheets. Task 5. Final Engineer's Design Report. A final design report will be provided to document the steps taken in the analysis supporting the final design and EOCC. This task also includes final edits to the draft conceptual design report that was submitted to the Town in October 2019. Task 6.Agency Coordination.JE Fuller will engage FCDMC and ADWR for feasibility of lowering the drop inlet on the auxiliary outlet of Golden Eagle Park Dam (one alternative that was outlined in the October 2019 conceptual design report). This task includes up to three (3) meetings with FCDMC and/or ADWR. As a part of this task,JE Fuller will coordinate with the Town for development of future Phases of the final design project. P I JE FULLER dell ne•communicete•soivs www.jefuller.com FEE AND SCHEDULE JE Fuller will initiate work on the base tasks within one week of notice to proceed (NTP) and a signed contract. JE Fuller will bill the Phase 1 final design services on a time and materials basis not to exceed the amount of$116,536 as outlined in the attached fee table. Table 1.Fee Estimate Golden Eagle Park Drainage improvements Fee Estimate-Phase 1 Final Design Principal Project Manager Project Engineer ER Task 155 $125 $118 $ 95 1 Project Management and Site Visit 12 36 24 9,192 3 Utility Location 2 8 4 2 $ 1,972 4 Construction Document Preparation 12 32 64 172 $ 29,752 5 Final Engineer's Design Report 2 16 20 24 $ 6,950 6 Agency Coordination 8 16 16 8 $ 5,888 Labor Total: $ 53.754 Direct Costs Task 2.New Topography $ 21,740 Task 3.Utilities(Includes Allowance for Possible Relocation Plans) $ 40,812 Mileage(400 ml @$0.575/mi) $ 230 Direct Costs Total: $ 62,782 Total $116,536 Assuming a notice to proceed (NTP) date of February 18, 2020, an estimated milestone schedule is outlined below. NTP—February 18, 2020 Topography/Basemap Acquisition—March 19, 2020 60% Design Plan Submittal—April 26, 2020 o TOFH Review (2 weeks) 90% Design Plan Submittal—May 28, 2020 o TOFH Review (2 weeks) Final Submittal—June 25, 2020 4 JE FULLER d.tina•communicate•aoiva www.jefuller.com TERMS AND CONDITIONS The following terms and conditions apply: 1. Data Provided by the Clients: The following will be provided by Client at no cost to JE Fuller: a. Topographic data, property boundaries, utility locations, pertinent grading and drainage plans, if available. 2. Services not included in this scope of work. The following services are not included in this scope of work but can be added for additional fee: a. Tasks not specifically identified in the scope of work above. b. Data acquisition fees c. Landscaping Design d. Environmental Permitting e. Agency review fees f. CLOMR/LOMR Applications g. Geotechnical Services h. Construction Staking i. Re-staking of any kind j. Hard Copy Full Size Plans, Blueprints, or Mylars k. Construction Phase or Post Design Services including As-Built Drawing Preparation Thank you again for requesting our services. We are looking forward to working with you on this project. Sincerely, JE Fuller/Hydrology& Geomorphology, Inc. Richard Waskowsky, PE Vice-President I I Page 15 T„,,,,,,NN.,. 7 d s D 3 a N a) a0 ce f Z W et 0 O Ct- co 1 GO\ QF a a) o r i a o am2 O o o c 7 o i a U a) o a E 0 U c• O o a o• — j c• _S 0U m p z a U O o U Z Q 0 IX W Co W a Tempe, AZ Tucson, AZ Flagstaff, AZ Prescott, AZ Silver City, NM www. jefuller.com DATE: November 10, 2021 TO: Justin Weldy – Town of Fountain Hills FROM: Richard Waskowsky – JE Fuller CC: David Janover – Town of Fountain Hills RE: Golden Eagle Park Drainage Improvements Phase 1 – Change Order Request JE Fuller (JEF) was issued a notice to proceed for the Golden Eagle Park Drainage Improvements Phase 1 on March 19, 2020. Since the initial NTP, the project has been expanded to include items that were not anticipated at the time of scoping. The major items are: 1) The addition of a floodwall on Cloudburst Wash that contains the design flow without impacting the ball field. 2) A sidewalk extension along Cloudburst that requires a retaining wall and structural calculations. 3) Irrigation and lighting relocation plans that will address comments from the Town. 4) Evaluation of a pedestrian bridge crossing of Bristol Wash as an alternative to the currently proposed sidewalk relocation. The initial analysis will define a concept location, design, and cost estimate. Preparation of final design documents will be optional based on a decision by the Town. 5) Replacement of existing 5-foot sidewalks with 8-foot sidewalks at various strategic locations within the park. These items will require additional design hours and fee by JEF to modify the construction documents, and inclusion of two subconsultants that are not currently part of the design team . Therefore, JEF is requesting additional fees to complete the Phase 1 final design with the above added scope items. A fee estimate for the additional work is shown in Table 1. This additional fee would change the not-to-exceed amount from $129,484.00 to $292,994.90. The subconsultants’ proposals are attached to this letter. Each proposal includes a breakdown of hours by task. Page | 2 www. jefuller.com Table 1. Fee Estimate - Additional Services Golden Eagle Park Drainage Improvements - Phase 1 Principal Project Manager Project Engineer EIT Task $157.30 $147.86 $106.96 $94.38 1 Project Management and Site Visit 12 30 6 $ 6,965.16 2 Supplemental Survey 2 4 $ 723.56 3 Utility Location 2 20 12 $ 4,555.32 4 Construction Document Preparation 20 40 120 $ 21,895.60 5 Final Engineer's Design Report 12 20 20 $ 6,984.00 6 Agency Coordination 12 36 24 $ 9,777.60 7 Structural and Geotechnical 1 2 4 $ 880.86 8 Landscape and Lighting Design 1 2 4 $ 880.86 Labor Total: $ 52,662.96 Direct Costs Task 2. Supplemental Survey (non FHSD related: $1,700 - $595 = $1,105) $ 1,105.00 Task 7. Structural and Geotechnical $ 35,685.80 Task 7. Structural and Geotechnical (Allowance for Bridge Final Design) $ 37,584.60 Task 8. Landscape Design (Irrigation Plans, etc.) $ 35,937.50 Mileage (384 mi @ $0.56/mi), Sediment Samples $ 535.04 Direct Costs Total: $ 110,847.94 Total: $ 163,510.90 ATTACHMENTS: • Wilson Proposal (Supplemental Survey) • Dig Studio Proposal (Landscape) • Ethos Engineering Proposal (Geotechnical and Structural) 410 North 44th St., Ste. 460 Phoenix, AZ 85008 602-283-2701 phone 602-273-1230 fax November 9, 2021 Mr. Ted Lehman JE Fuller 8400 S. Kyrene Rd. Suite 201 Tempe, AZ 85284 RE: Fountain Hills, Golden Eagle Park Mapping Additional Topo Survey and Aerial Mapping Wilson & Company is pleased to present our proposal for additional survey services on the referenced project. We will acquire additional detail survey information in the areas shown below: We will provide detail survey along both sides of the highlighted wall, the manhole area and the retaining wall along the outfield fence. We will incorporate this data into the final mapping data files previously provided as well as separate survey files of the new data. Fee Estimate Wilson & Company proposes a fixed fee of $1,700. Please do not hesitate to contact me if you have any questions or need additional information. Page 2 Sincerely, WILSON & COMPANY Ryan Branfort, PLS, GISP Senior Vice President We accept the scope and fee as presented and hereby authorize Wilson & Company to proceed as outlined By: ______________________________ Name: ____________________________ Date: _____________________________ 600 N. 4th Street, Phoenix, Arizona 85004 June 9, 2021 Richard Waskowsky Je Fuller 8400 S. Kyrene Road, Suite 201 Tempe, AZ 85284 richard@jefuller.com cc: Scott Ogden -scott@jefuller.com Re: Golden Eagle Park (REVISED 10/22/21) Dear Richard: The following scope of work is for design, construction document preparation for Golden Eagle Park. Please review the attached scope of work and please call with any questions or I can meet with you to go over the scope in detail. Thank you for the opportunity to continue our work with JE Fuller and the Town of Fountain Hills. Sincerely, Jay Hicks, RLA, ASLA Principal Partner m. 602-363-1890 Enclosed: Scope of Service and Fee Dig Studio, Inc. Golden Eagle Park June 9, 2021 PROJECT DESCRIPTION Town of Fountain Hills is improving Golden Eagle Park located at 15900 E Golden Eagle Blvd. Improvements will include wash, access, landscape & irrigation improvements as outlined in the Golden Eagle Park Drainage Improvements – Phase 1 Plans prepared by JE Fuller. Golden Eagle Park – Scope Area Plan SCOPE OF WORK PROJECT DESCRIPTION Dig Studio, Inc. (Dig) is pleased to provide the following scope of work for Golden Eagle Park for the Town of Fountain Hills. Generally, the project will include schematic design, and construction documents. Dig will coordinate our work with the team members listed below. JE Fuller Engineering – Prime, providing civil, and drainage. Wright Engineering - providing electrical design. SCOPE OF SERVICES All work outlined below will be completed in accordance with a project schedule prepared by JE Fuller and the Town of Fountain Hills. TASK 1.0 CONCEPT & CONCEPT DESIGN (30%) 1.01 Schematic Design - Dig will review the current plan and prepare conceptual design alternatives. The landscape design will build on previous work prepared by JE Fuller and the Town and closely follow the current natural landscape theme. The design concept will be presented as illustrative graphics that showcase the proposed designs. Also, Dig will prepare photo boards displaying the proposed materials, colors, and plant palette. Dig Studio, Inc. Golden Eagle Park June 9, 2021 Based on the design consensus on the Preferred Concept Design, Dig will prepare an initial 30% design identifying the parameters for the project, including any additional recommended park access work. 1.02 Preliminary Estimate of Probable Construction Cost - Dig will prepare an initial estimate of probable cost of construction for the site improvements. The cost estimate will be itemized and quantified with unit prices based on recent and available unit pricing received on previous Dig contracts. 1.03 Town Coordination Meetings– Dig will attend project coordination meetings with the Town to review the design progress and overall status of the project. We are anticipating that these meeting will include design presentations and reviews, coordinating with other project disciplines, and discuss project issues and schedule. TASK 2.0: CONSTRUCTION DOCUMENT PHASE (90%-100%) After the Town has approved the Schematic Design direction, Dig and the Design Team will refine the park features, hardscape, landscape and irrigation documents. All plans and details will be prepared in AutoCAD format. The drawing format will be 24” by 36” sized sheets. Final construction specifications will reference the Town’s or MAG’s Standard Specifications and will be supplemented or modified as required. Dig anticipates that there will be (2) two submittals during the Construction Document phase of the project. The 90% submittal will prepare the documents for Town permit review and for Contractor Pricing. The second 100% submittal will prepare the documents for final construction. The construction document phase will be considered complete when we receive approved plans from the Town of Fountain Hills. 2.01 Hardscape / Detail Plans – Dig, in will prepare construction documents based on the approved layout of the design and any adjustments to the probable cost. The hardscape plan will utilize horizontal and vertical control coordinate points for staking the location of paving, walls, planting, etc. The materials and finishes of the hardscape will be identified and detailed on the plan. Dig will provide installation details for all hardscape components. All structural components will be coordinated with the project structural engineer and the hardscape plans will reference the details shown on the structural plans if needed. 2.02 Landscape Plans / Tree Inventory – Dig will prepare the landscape construction documents that respond to the drainage improvements and existing Landscape material to remain and any adjustments to the probable cost. The landscape plan will identify the final locations of inert groundcover for dust control and the location of new plant and relocated material. The plan will also include a complete plant key, materials schedule, and quantities. Dig will provide Town of Fountain Hills standard installation details for all landscape components. Dig understands that the Town has a tree inventory of the park. Dig will utilize this information as part of construction document submittal (if required) 2.03 Irrigation Plans – Dig will prepare irrigation design. The work will reflect the layout and the method of connection to the overall park master system as well as to the Town’s master control system (if necessary). Additionally, the team is available to meet with the park supervisors and maintenance personnel to walk the proposed irrigation design and address any known irrigation issues. Irrigation point of connection will be from the existing system or a tap identified by the Town. Dig Studio, Inc. Golden Eagle Park June 9, 2021 2.05 Electrical Plans – Wright Engineering will prepare electrical designs for the park and path improvements. The drawings will support the drainage/access renovation and additions to the path lighting. All landscape accent lighting will be coordinated with the electrical engineer and will reference from the layout and details shown on the electrical plans. 2.06 Grading, Drainage Plans – Provided by JE Fuller. Dig will advance a fine grading plan in coordination with JE Fuller’s overall grading and drainage plans. 2.07 Estimate of Probable Construction Cost - Dig will prepare a 60% estimate of probable cost for construction of access, landscape, and irrigation components as described. The estimate will be itemized and quantified with unit prices to support program elements that will be documented in the 90% and 100% plans. Program items the Town deems beyond the budget may be include as “add alternates” in the final construction sets. 2.08 Construction Document Coordination Meetings - Dig will participate in project conference calls and/or coordination meetings with the design team to review the status of the project, coordinate with other project disciplines, and discuss project issues and schedule. 2.09 Permit Submittal – Dig will coordinate permit set submittals with JE Fuller and the Town’s Project Manager. Work will include providing the required set of drawings, application, special inspection forms and reports to the Town and FCDMC. Dig will provide comment resolution for Town, Park Department, and FCDMC review comments. 2.10 Final Estimate of Probable Construction Cost / Bid Assistance - Dig will prepare a final estimate of probable cost for construction of landscape, and irrigation components as described. The estimate will be itemized and quantified with unit prices to support a schedule of values to be utilized during JOC negotiations. TASK 3.0 CONSTRUCTION OBSERVATION 3.01 Construction Observation – Dig will be available to provide in-field design direction, submittal review and general construction observation services to ensure design intent. We are anticipating a 9-month construction schedule with weekly on-site meetings. Dig and their consultants will provide construction observation in coordination with the Town of Fountain Hills. Work will include: - (36) Weekly Construction Meetings / Site Visits / Reports -Estimated at 3 hours each meeting - Request of Information - Submittal Review - Substantial Punch List - Final Punch List - Warranty Punch List (if required) SUBMITTALS Project submittals are as follows: Task 1.0 – Concept and Schematic Design (30%) - Concept Design Graphics (Rendered Hardscape/Landscape Plan, Sections) Dig Studio, Inc. Golden Eagle Park June 9, 2021 - 30% Schematic Design o Hardscape Plan and Sketch Details o Landscape Plan and initial Plant Materials List o Irrigation Narrative o Probable Cost Estimate Task 2.0 90% Permit/Bid Ready Construction Documents (24” x 36”) - Complete Contract Documents Set - Cost Estimate 100% Permit/Bid Ready Construction Documents (24” x 36” sealed/signed prints and PDFs) - Complete Contract Documents Set - Final Cost Estimate and Schedule of Values Task 4.0 Construction Observation - Site Visits - RFI / Field Reports - Punch Lists - As-Built Verification FEE PROPOSAL See the following Exhibits B-1 and B-2 for a Fee Summary, including sub-consultant, and breakdown of Dig Studio’s fee by task, staff and hours. Sub-consultant fee proposals are enclosed as a separate attachment to this proposal. Dig Studio Personnel HOURLY RATES Sr. Principal $205.00 Associate Principal $140.00 Landscape Designer IV Project Manager $122.00 Landscape Designer III $111.00 Landscape Designer II $101.00 Landscape Designer I $91.00 Exhibit A-1 – Dig Studio Rate Schedule Dig Studio, Inc. Golden Eagle Park June 9, 2021 FEE SUMMARY WITH SUBCONSULTANTS Exhibit B-1 Dig Studio, Inc. Golden Eagle Park June 9, 2021 DIG STUDIO FEE BREAKDOWN Exhibit B-2 November 8, 2021 Richard Waskowsky, PE Project Manager JE Fuller 8400 South Kyrene Road, Suite 201 Tempe, Arizona 85284 SUBJECT: Proposal for Geotechnical & Structural Design – Rev 02 Town of Fountain Hills Golden Eagle Park - Drainage Improvements – Phase I Fountain Hills, Arizona Dear Richard: As requested, Ethos Engineering, LLC (Ethos) is pleased to present this proposal for professional geotechnical and structural engineering services for the referenced project. Included is our understanding of the project, our proposed scope of work, work-hour estimate and estimated fees. 1.0 PROJECT INFORMATION JE Fuller has been tasked by the Town of Fountain Hills (Town) to evaluate the overall drainage conditions which are present within a portion of Golden Eagle Park in the Town of Fountain Hills, Arizona. The recommended solution requires a flood wall to protect the park grounds from getting inundated from a 10-year flow event. The Town also desires a new sidewalk connection to eliminate an existing pedestrian trail that crosses the Cloudburst Wash. Ethos has been retained by JE Fuller to provide geotechnical and structural engineering support services. Our requested scope includes a geotechnical evaluation and final design structural engineering services. An allowance for geotechnical and structural design of a pedestrian bridge is also provided should the City decide to move forward with final design. Our scope of work includes time for the bridge investigation phase. 2.0 GEOTECHNICAL INVESTIGATION Our geotechnical scope will address the planned flood wall and new sidewalk alignment. Additionally, we will drill two test borings at the planned abutments of the planned single- span pedestrian bridge. 2.1 Review of Existing Data Ethos will review available aerial photos, existing geotechnical investigation reports prepared for the dam and other available geologic mapping for the site. November 8, 2021 Golden Eagle Park - Drainage Improvements – Phase I Geotechnical and Structural Scope and Fee Proposal 2 2.2 Field Visit We will visit the site and observe general site conditions and exposures of soil/rock conditions present at the site. We may hand excavate one or two locations to depths not exceeding two feet in order to ascertain the near surface soil conditions in the area of the existing planter beds which are located in the planned alignment of the new sidewalk. We will also observe the site conditions present for a possible pedestrian bridge to be located between the single baseball field (to the north) and the northwestern most softball field. We will perform a visual assessment of the site conditions as they relate to preliminary design of bridge foundations. 2.3 Pedestrian Bridge Test Drilling (Allowance) Should the City wish to proceed with the bridge option, Ethos will subcontract a drill rig and crew to drill two truck-mounted down-hole percussion hammer (or rotary tricone gear- bit) borings to a depth of 40 feet. If rock is encountered at shallow depths, we will core a portion (10 feet minimum) of the rock by HQ coring methods. These methods of drilling, while somewhat costly, will be required as we anticipate shallow refusal would be encountered by standard auger drilling methods when drilling within coarse grained alluvium or the conglomerate bedrock known to be present at the site. We will drill to sufficient depths for design of drilled shaft or drilled shaft rock socket foundations. Standard penetration test (SPT) samples, and bulk samples at selected depths will be obtained from the test borings (where possible) to conduct laboratory testing. SPT sampling intervals will generally be at intervals of 5 feet or less. We anticipate the much of drilling will be advanced through conglomerate bedrock. HQ-sized core will be retrieved from the borehole. All rock core will be placed in waxed cardboard boxes by our field engineer. The boxes will be transported to our office for photographing, further observation, collection of samples for laboratory testing, and storage until construction of the new bridge is complete. 2.4 Laboratory Testing As shallow rock is anticipated at the pedestrian bridge site, laboratory testing is not currently proposed. 2.5 Analysis and Report Preparation Ethos will develop geotechnical design recommendations for the flood wall, sidewalk and preliminary pedestrian bridge foundations based on the results of laboratory testing and also upon visual observations and our review of the plans. Our report will be prepared under the supervision of a Professional Civil Engineer registered in the State of Arizona and will include the following items: · Discussion regarding review of existing geotechnical/geologic data · Discussion regarding our field site observations · Description of the geotechnical profile · Recommendations for site grading including any needed overexcavation or other treatment of problematic soil conditions November 8, 2021 Golden Eagle Park - Drainage Improvements – Phase I Geotechnical and Structural Scope and Fee Proposal 3 · Recommendations for design and construction of shallow foundations for retaining walls · Preliminary (conservative) design recommendations for a pedestrian bridge 2.6 Pedestrian Bridge Final Design Recommendations (Allowance) Axial and lateral resistance for drilled shafts or drilled shaft rock sockets for support of pedestrian bridge will be provided. 3.0 STRUCTURAL DESIGN Ethos will assist JE Fuller with the final design of a flood wall and also for a retaining wall for the proposed sidewalk connection. 3.1 Flood Wall Ethos will prepare the structural calculations and details for the flood wall. The wall will be designed in accordance with the U.S. Army Corps of Engineers design manual for Retaining and Flood Walls. Ethos will investigate the use of a masonry wall as this is a more economical section. Ethos will use the channel cross sections along the wall to ensure the toe of the footing doesn’t encroach into the dam. Should the footing toe or construction of the footing would encroach into the toe of the dam, then a different wall alternative will be developed to eliminate the conflict. An exhibit for JE Fuller will be developed to show the wall construction limits using the channel cross sections along the wall. These cross sections will be used by JE Fuller for approval by ADWR. Ethos will work with JE Fuller during the development of the wall alternatives to consider non-linear wall alignments to minimize or eliminate conflicts with the dam. The deliverables will consist of a drawing with General Notes, a wall plan and elevation drawing and typical wall sections and details. The wall plan will show the wall footing areas/limits. 3.2 Retaining Wall at Sidewalk Connection Ethos will prepare the structural calculations and details for the retaining wall planned to be constructed along the proposed sidewalk path connection. JE Fuller will provide a copy of the as-built drawings for the existing retaining wall and fence that exists in close proximity to Field #4. Since the proposed retaining wall will be in close proximity to this wall, Ethos will prepare wall alternatives that won’t jeopardize the structural integrity of the existing wall. The wall will be designed in accordance with IBC 2018. Ethos anticipates the use of a masonry wall as this is a more economical section. It is anticipated the existing wall planter will interfere with the new wall and sidewalk and will require its removal. Ethos will coordinate with JE Fuller to determine possible scenarios for wall and sidewalk alignments in order to eliminate conflict with the overhead power poles, preserve the structural integrity of the existing wall and to better mitigate for grade differentials that must be considered to meet ADA requirements. Civil design for the pathway can be provided by Ethos on a Time and Material basis if desired by JE Fuller. JE Fuller will provide cross sections along the wall to show the location of the existing improvements. The deliverables November 8, 2021 Golden Eagle Park - Drainage Improvements – Phase I Geotechnical and Structural Scope and Fee Proposal 4 will consist of a drawing with General Notes, a wall plan and elevation drawing and typical wall sections and details. The wall plan will show the wall footing areas/limits. 3.3 Pedestrian Bridge Final Design (Allowance) Ethos will design a pedestrian bridge at the location chosen by the project Team. The bridge superstructure is anticipated to be a pre-fabricated steel truss bridge; thus, the cost of design for the superstructure is excluded from our scope and fee proposal. The length of the pedestrian bridge is projected to be 40 feet in length and 10 feet in width. The bridge will be designed for pedestrian loading as well as for vehicular live load from an occasional maintenance vehicle. The bridge foundations are anticipated to be drilled shafts primarily to mitigate for possible scour. Retaining walls and/or wingwalls are included in our scope. 4.0 PROJECT SCHEDULE We will begin our work upon receiving the notice-to-proceed (NTP) and will endeavor to complete our work within 4 months from the NTP. The design schedule for the pedestrian bridge can be assumed to take four months from the decision to add this design to the project scope. This time allows time for drilling and testing and for geotechnical and structural design. 5.0 PROJECT FEES Our services will be performed under the direction of an Arizona-registered Professional Civil Engineer. Based on the proposed scope of work and our understanding of the project, we propose to complete the design for the scope of work presented above on a time-and-materials basis for an estimated cost of $35,685.80. Geotechnical Design $ 5,240.00 Flood Wall Design $13,130.00 Retaining Wall for Sidewalk Connection $11,650.00 Preliminary Pedestrian Bridge Investigation $ 5,565.00 Indirect Costs $ 100.80 Allowance for Pedestrian Bridge Design (Geotech and Structures) $37,584.60 If there is a need for any change in the scope of services described in the proposal, please call us immediately. Changes may require revision of the proposed fee, which will be communicated to you upon assessment of the requested changes effect on the fee. Our fees will be invoiced on a monthly basis. In the event that field conditions require a modification to the scope of work developed for this proposal and may affect either our planned project schedule or budget, we will contact you at the earliest opportunity to discuss these conditions. November 8, 2021 Golden Eagle Park - Drainage Improvements – Phase I Geotechnical and Structural Scope and Fee Proposal 5 6.0 LIMITATIONS The geotechnical services will be performed in a manner consistent with that level of care and skill ordinarily exercised by other members of the geotechnical profession practicing in the same locality, under similar conditions and at the date the services are provided. Our conclusions, opinions and recommendations will be based on information collected by Ethos and provided by others. It is possible that conditions could vary between or beyond the data evaluated. Ethos makes no guarantee or warranty, express or implied, regarding the services, communication (oral or written), report, opinion, or instrument of service provided. 7.0 AUTHORIZATION We will proceed upon successful negotiation and execution of the subconsultant agreement provided by JE Fuller. We appreciate the opportunity to submit this proposal and look forward to working with you on this project. If you have any questions or require additional information pertaining to this proposal, we would be pleased to discuss them with you. Sincerely, ETHOS ENGINEERING LLC Sergio E Oliden, PE Ethos Engineering, LLC Estimated Direct Labor Average Hourly Loaded Rates Classification Hours Rate Cost Project Manager 49 $185.00 $9,065.00 Project/Profesional Engineer 89 $160.00 $14,240.00 Design Engineer 92 $90.00 $8,280.00 Sr. CADD Designer 50 $80.00 $4,000.00 280 Total Estimated Labor: $35,585.00 Estimated Direct Expenses (Listed by Item at Estimated Actual Cost - NO MARKUP) Mileage (Personal Vehicle)$100.80 Total Estimated Direct Expenses: $100.80 Total Estimated Cost:$35,685.80 8-Nov-21 Signature Date Derivation of Cost Proposal Golden Eagle Park Summary Item/Task Project Manager Project/Profesional Engineer Design Engineer Sr. CADD Designer TOTAL Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design Admin/Coordination/ADWR Comment Resolution/Meetings (3 Ea)12 12 Review of Data 2 2 Site Visit 3 3 Letter Report 4 2 6 Preliminary Ped Bridge Foundation Design 3 3 6 Final Ped Bridge Foundation Field Inv 0 Final Ped Bridge Analysis & Recommendations 0 Total Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design 24 5 0 0 29 Fee Total Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design 4440 800 0 0 5240 TOTAL HOURS 24 5 0 0 29 Ethos Engineering, LLC Floodwall Golden Eagle Park 1 Item/Task Project Manager Project/Profesional Engineer Design Engineer Sr. CADD Designer TOTAL Billing Group 01:Flood Wall Admin/Coordination/ADWR Comment Resolution/Meetings (3 Ea) 12 12 Site Visit 2 2 4 General Notes (1 sheet)2 4 8 14 Typical Sections and Details (2 sheets)1 20 40 12 73 Wall Report 1 6 7 Total Billing Group 01:Flood Wall 14 30 46 20 110 Fee Total Billing Group 01:Flood Wall 2590 4800 4140 1600 13130 Billing Group 02:Sidewalk Connection Admin/Coordination 4 4 Site Visit 2 2 4 General Notes (1 sheet)2 4 8 14 Typical Sections and Details (2 sheets)1 20 40 12 73 Wall Report 1 6 7 Total Billing Group 02:Sidewalk Connection 6 30 46 20 102 Fee Total Billing Group 02:Sidewalk Connection 1110 4800 4140 1600 11650 Billing Group 04:Preliminary Pedestrian Bridge Investigation Phase Bridge Layout and Alternatives 2 16 10 28 Scour Mitigation Options 1 4 5 Construction Cost 2 4 6 0 Total Billing Group 04:Preliminary Pedestrian Bridge Investigation Phase 5 24 0 10 39 Fee Total Billing Group 04:Preliminary Pedestrian Bridge Investigation Phase 925 3840 0 800 5565 TOTAL HOURS 25 84 92 50 251 TOTAL STRUCTURAL HOUR DOLLARS 4625 13440 8280 4000 30345 Ethos Engineering, LLC Golden Eagle Park Flood Wall 1 Mileage (Personal Vehicle) Item Trips Miles/1 way Total Rate Cost Site Visit 3 30 180 $0.560 $100.80 Total Mileage (Personal Vehicle)$100.80 Total: $100.80 Estimated Direct Expenses Golden Eagle Park Ethos Engineering, LLC Item/Task Project Manager Project/Profesional Engineer Design Engineer Sr. CADD Designer TOTAL Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design Admin/Coordination/ADWR Comment Resolution 0 Final Ped Bridge Foundation Field Inv 2 8 10 Final Ped Bridge Analysis & Recommendations 4 4 2 10 Admin/Coordination/ADWR Comment Resolution 0 Bridge Plan and Elevation, Typical Section 4 24 4 12 44 General Notes and Quantities 1 6 12 12 31 Foundation Plan 2 10 20 12 44 Abutment Plan and Eelevation (2 Drawings)2 10 20 12 44 Abutment Details (1 Drawing)2 8 16 12 38 Miscellaneous Details (1 Drawing)2 8 16 12 38 Total Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design 19 70 98 72 259 Fee Total Billing Group 03:Geotechnical and Structural Allowance - Pedestrian Bridge Final Design 3515 11200 8820 5760 29295 TOTAL HOURS 19 70 98 72 259 TOTAL GEOTECH LABOR DOLLARS 3,515.00$ 11,200.00$ 8,820.00$ 5,760.00$ 29,295.00$ Supplemental Drilling: Drill Rig 8,200.00$ Mileage for Drilling (2 trips)89.60$ TOTAL 37,584.60$ Pedestrian Bridge - Final Design for Structures Ethos Engineering, LLC Golden Eagle Park Pedestrian Bridge - Final Design for Geotech 1 We estimate completion time to be 2 days on site, depending on formations, site access, weather conditions and traffic control. We at Geomechanics Southwest Inc., appreciate the opportunity to provide you with an estimate. If you have any questions, please don’t hesitate to call or email us. We look forward to hearing from you soon. Respectfully submitted by, GEOMECHANICS SOUTHWEST, INC. Mike Shelquist Operations Manager – Phoenix ETHOS 110321 Golden Eagle Park Pedestrian Bridge Geomechanics Southwest, Inc. 5435 W. Mohave Street Phoenix, Arizona 85043 602-252-0559 AROC 079441 / ADWR 498 www.gsidrilling.com Date: November 3, 2021 Proposal # [0222P] Keith Dahlen, PE ethos Engineering RE: Geotechnical Drilling Project – Golden Eagle Park Pedestrian Bridge, Fountain Hills, AZ. SCOPE: Tubex/Core • Provide a CME-75HT or CME-85 Truck-Mounted Drill with a 3-man crew, the drill will come equipped with 5-inch Tubex casing advance and HQ3 wireline coring equipment with required support equipment. • Tubex/Sample/Core two (2) borings to a maximum depth of 40-ft. • GSI assumes all traffic control and permitting will be handled by others. • GSI assumes reasonable access for our truck mounted equipment. ITEM QUANTITY UNITS UNIT PRICE LINE TOTAL Prep / Mob / Demob 2 DAYS 700.00 $1,400.00 Tubex / Sample / Core 80 L.F. 38.00 $3,040.00 Support Trucks / Air Compressor /Water Wagon 2 DAYS 1025.00 $2,050.00 Core Bit Fluid 10 L.F. 12.50 $ 125.00 Core Boxes 2 EACH 12.50 $ 25.00 Standby / Site Clean-up / Traffic Control 2 HOURS 380.00 $ 760.00 Additional Crew Members (1-man) Tubex/Core Drilling 2 DAYS 400.00 $ 800.00 E S T I M A T E D T O T A L $8 , 2 0 0 . 0 0 ITEM 2. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 12/07/2021 Meeting Type: Town Council Combined Regular Meeting/Work Session Agenda Type: Council Discussion                   Submitting Department: Administration Prepared by: Grady E. Miller, Town Manager Staff Contact Information: Grady E. Miller, Town Manager Request to Town Council Combined Regular Meeting/Work Session (Agenda Language):   PRESENTATION: Proposed Strategic Priorities and Supporting Tasks for inclusion in the major update of the Town of Fountain Hills Strategic Plan as recommended by the Strategic Planning Advisory Commission. Staff Summary (Background) The Strategic Plan is a major policy document that provides guidance to the Town Council, Town Manager, and department directors on moving the organization towards accomplishing strategic priorities for the Town of Fountain Hills. The Strategic Plan helps justify actions and the use of budget resources to implement tasks and strategic priorities contained in the policy document.   For several months, the Strategic Planning Advisory Commission (SPAC) has been in the process of identifying and proposing strategic priorities and supporting tasks for the major update of the town's Strategic Plan.  According to the charge of SPAC, the Strategic Plan undergoes a major update every ten years and a minor update every five years.  The Town Council approved the current Strategic Plan in 2017 which consisted of a minor update.   SPAC Chair John Craft, Commissioner Patrick Garmin, and other members of SPAC will present the proposed strategic priorities and supporting tasks to the Town Council for its review and consideration on December 7, 2021.  The intent of the Strategic Planning Advisory Commission is to obtain feedback and buy-in to the proposed strategic priorities and associated tasks to ensure that they are "in sync" with the Town Council prior to bringing the entire completed Proposed Strategic Plan and Report for possible action at a future Town Council meeting in January or February 2022.    Attachments Strategic Plan Presentation  Form Review Inbox Reviewed By Date Finance Director David Pock 11/23/2021 03:30 PM Town Attorney Aaron D. Arnson 11/23/2021 03:45 PM Town Manager (Originator)Grady E. Miller 11/23/2021 05:56 PM Form Started By: Grady E. Miller Started On: 11/23/2021 09:49 AM Final Approval Date: 11/23/2021  TO WN O F F O UNTAIN H ILLS WWW.FH.AZ.GOV Strategic Plan 2021 Preview Strategic Planning Advisory Commission (SPAC) December 7, 2021 TO WN O F F O UNTAIN H ILLS WWW.FH.AZ.GOV Guiding Principles Manageable Measurable Impactful WWW.FH.AZ.GOV PLANNING ACKNOWLEDGEMENTS Town has limited resources Economic seasonality Strong, talented volunteer base Revenue variability Limited residential growth Unmatched natural beauty WWW.FH.AZ.GOV COMMUNITY & STAKEHOLDER INPUT The Strategic Planning Advisory Commission’s Approach: •Engaged local business, civic, education and government leaders for inputs, observations and experiences. •Collaborated with Vision Fountain Hills to survey over 900 local residents. •Assessed the impact of the 2017 strategic plan •Reviewed developing strategic plans of the Town (i.e., General Plan –Parks & Rec) WWW.FH.AZ.GOV VISION FOUNTAIN HILLS -Survey Results Respondents’ Primary Community Interests: •Business Development •Technology Services •Town’s Condition •Environment •Town Finances •Safety * Reflecting highest levels of importance WWW.FH.AZ.GOV TITLE ONE TITLE TWO TITLE THREE KEYNOTE THEMES IN THE PLAN’S DEVELOPMENT Collaborative Partnering Transparency & Ownership Stewardship of Local Environment WWW.FH.AZ.GOV PROPOSED STRATEGIC PRIORITIES -2021 •Targeted collaborative economic development •Long-term financial sustainability of community infrastructure, environmental and social resources •Improve public health, well-being, and safety of our community •Maintain current infrastructure and prepare for emerging trends WWW.FH.AZ.GOV TARGETED COLLABORATIVE ECONOMIC DEVELOPMENT Signature Strategy #1 Retain existing businesses & attract new ones Supporting Tasks •Develop/promote effective brand image •Action plans targeting health & wellness, professional services, and S.T.E.M. •Add Economic Development webpage and business metric database to the Town’s website •Streamline the business building permit process Signature Strategy #2 Lead the formation of collaborative economic development groups Supporting Tasks •Town to coordinate semi-annual meetings with CofC and Ft McDowell Yavapai Nation regarding business and tourism efforts/messaging •Town to establish a business professional advisory group •Increase local business development literacy WWW.FH.AZ.GOV Promote Long-Term Financial Sustainability of Community Infrastructure, Environmental and Social Resources Signature Strategy #1 Increase transparency and communication with the public regarding continuous monitoring and internal controls of town finances Supporting Tasks •Hold public meetings twice a year, separate from council meetings, to review the Town’s financial health with the public •Conduct a regularly occurring satisfaction survey to track levels over time on the provision of Town services Signature Strategy #2 Promote long-term financial health and stability Supporting Tasks •Produce a feasibility study for the Town Council evaluating a two-year budget cycle •Produce a 5-year financial plan that incorporates fiscally responsible revenue and expenditure forecasts •Conduct a facilities reserve study that provides funding strategies for the repair, replacement of existing facilities and infrastructure •Establish a grant researcher/writer as a permanent function. WWW.FH.AZ.GOV Promote Long-Term Financial Sustainability of Community Infrastructure, Environmental and Social Resources (cont.) Signature Strategy #3 Review the provision of governmental services to identify opportunities for increased efficiency and economies of scale Supporting Tasks •Conduct an analysis of government services to identify opportunities to achieve increased efficiency and flexibility through additional outsourcing •Increase public’s access to self-service options WWW.FH.AZ.GOV IMPROVE PUBLIC HEALTH, WELL-BEING AND SAFETY IN COMMUNITY Signature Strategy #1 Enhance the natural and built environment in Fountain Hills Supporting Tasks •Promote, expand and connect open space and recreational facilities •Work directly with local environmental organizations to guide and synchronize their efforts •Incorporate public health, well-being, and safety in all FH governmental policies •Create and publicize an environmental plan Signature Strategy #2 Make Fountain Hills a community focused on public health, well-being & safety Supporting Tasks •Support the expansion of public health and wellness access within FH •Create awareness of FH as a community focused on public health, well-being, and safety Maintain Current Infrastructure While Preparing Our Town For Emerging Trends That Increase Public Safety And Quality of Life Signature Strategy #1 •Develop an investment plan and schedule to maintain/bring FH’s streets, medians, and parks to established standards Supporting Task •Develop a detailed infrastructure condition report with a scoring mechanism for evaluating the Town’s fixed assets annually Signature Strategy #2 Support local broadband buildouts while ensuring conduit right of way for future technologies Supporting Tasks •Make co-location of broadband a requirement as a condition for permit use on public-funded developments •Enact and enforce codes and standards that support 4G/5G and future telecommunications Maintain Current Infrastructure While Preparing Our Town For Emerging Trends That Increase Public Safety And Quality of Life (cont.) Signature Strategy #3 Increase ease and safety of multi-use aspects of Fountain Hill’s roads Supporting Tasks •Work with subcommittee on Pedestrian & Traffic Safety to produce a plan to remedy roads with lack of interconnected sidewalks •Develop a comprehensive bicycle master plan in cooperation with dedicated citizen and organizational support Signature Strategy #4 Partner with outside groups to report on FH’s parks and its asset maintenance/management system Supporting Task •Complete a park metric scoring analysis using a nationally recognized system to benchmark FH’s park system TO WN O F F O UNTAIN H ILLS WWW.FH.AZ.GOV Questions -Suggestions