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HomeMy WebLinkAbout2022.0405.TCRM.Agenda.Packet       NOTICE OF MEETING REGULAR MEETING FOUNTAIN HILLS TOWN COUNCIL      Mayor Ginny Dickey Vice Mayor Gerry Friedel Councilmember Sharron Grzybowski Councilmember Alan Magazine Councilmember Peggy McMahon Councilmember Mike Scharnow Councilmember David Spelich    TIME:5:30 P.M. – REGULAR MEETING WHEN:TUESDAY, APRIL 5, 2022 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.         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     5.SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS     A.PRESENTATION: Update by Fountain Hills Coalition     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 March 15, 2022, and the Regular Meeting of March 15, 2022.      B.CONSIDERATION AND POSSIBLE ACTION: Resolution 2022-15 approving the designation of Chief Fiscal Officer of the Town of Fountain Hills for FY22.     8.REGULAR AGENDA        Town Council Regular Meeting of April 5, 2022 2 of 4 A.PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-01, amending Chapters 1, 5, 10, and 11 of the Zoning Ordinance to provide the definition of family and community residences, the regulations for community residences, and provide the zoning districts where community residences are permitted.     B.CONSIDERATION AND POSSIBLE ACTION: of approving the Second Amendment to Cooperative Purchase Agreement C2020-065 with M. R. Tanner Development and Construction, Inc.     C.CONSIDERATION AND POSSIBLE ACTION OF Resolution 2022-014, approving Amendment One to the Intergovernmental Agreement with the State of Arizona for design and construction of sidewalk gap elimination along Saguaro Boulevard and Palisades Boulevard     D.CONSIDERATION AND POSSIBLE ACTION: Approval on Amendment No.1 to Cooperative Purchasing Agreement C2022-013 with Brown & Associates Certified Inspection, Services, INC      E.CONSIDERATION AND POSSIBLE ACTION: Approving Professional Services Agreement 2022-039 with Systems 4 for Town Janitorial Services.     F.DISCUSSION WITH POSSIBLE DIRECTION relating to any item included in the League of Arizona Cities and Towns’ weekly Legislative Bulletin(s) or relating to any action proposed or pending before the State Legislature.     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         CERTIFICATE OF POSTING OF NOTICE    Town Council Regular Meeting of April 5, 2022 3 of 4 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 ____________________, 2022. _____________________________________________  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.    Town Council Regular Meeting of April 5, 2022 4 of 4 ITEM 7. A. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting 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 Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Special Meeting of March 15, 2022, and the Regular Meeting of March 15, 2022.  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 March 15, 2022, and the Regular Meeting of March 15, 2022. SUGGESTED MOTION MOVE to approve the minutes of the Special Meeting of March 15, 2022, and the Regular Meeting of March 15, 2022.  Attachments 2022.0315.TCSMES.Minutes  2022.0315.TCRM.Minutes  Form Review Inbox Reviewed By Date Town Manager Grady E. Miller 03/25/2022 11:55 AM Form Started By: Elizabeth A. Klein Started On: 03/24/2022 11:01 AM Final Approval Date: 03/25/2022  TOWN OF FOUNTAIN HILLS MINUTES OF THE SPECIAL MEETING OF THE FOUNTAIN HILLS TOWN COUNCIL MARCH 15, 2022            1.CALL TO ORDER – Mayor Dickey    Mayor Dickey called the Special Meeting of the Fountain Hills Town Council held March 15, 2022, to order at 4:00 p.m.   2.ROLL CALL – Mayor Dickey Present: Mayor Ginny Dickey; Councilmember Mike Scharnow; Councilmember David Spelich; Vice Mayor Gerry Friedel; Councilmember Sharron Grzybowski; Councilmember Peggy McMahon; Councilmember Alan Magazine  Staff Present: Town Manager Grady E. Miller; Town Attorney Aaron D. Arnson; Development Services Director John Wesley; Town Clerk Elizabeth A. Klein  3.RECESS INTO EXECUTIVE SESSION    MOVED BY Councilmember Alan Magazine, SECONDED BY Councilmember Sharron Grzybowski to recess into Executive Session.   Vote: 5 - 0 Passed - Unanimously   4.EXECUTIVE SESSION:    The Fountain Hills Town Council recessed into Executive Session at 4:00 p.m.   A.Discussion or consultation for legal advice with the attorney or attorneys of the public body, pursuant to A.R.S. Section 38-431.03(A)(3).   i.Ordinance regarding Sober Living Text Amendment    John Paldini, Pierce Coleman, joined the meeting at 4:17 p.m.; Councilmember Spelich joined the meeting at 4:22 p.m.; and Vice Mayor Friedel joined the meeting at 4:29 p.m. Mr. Paldini left the meeting at 5:04 p.m.   ii.Adero Development Agreement Amendment   B.Discussion or consultation for legal advice with the attorney or attorneys of the public body; and discussion or consultation with the attorneys of the public body in order to consider its position and instruct its attorneys regarding the public body's position regarding contracts that are the subject of negotiations, in pending or contemplated litigation or in settlement discussions conducted in order to avoid or resolve litigation, pursuant to A.R.S. Sections 38-431.03(A)(3) and (4), respectively.      i.Park Place Site Plan and Development Agreement   5.ADJOURNMENT    The Fountain Hills Town Council reconvened into Open Session at 5:28 p.m., at which time the Special Meeting of March 15, 2022, adjourned.     TOWN OF FOUNTAIN HILLS ____________________________ Ginny Dickey, Mayor                ATTEST AND PREPARED BY: ______________________________  Elizabeth A. Klein, Town Clerk       Town Council Special Meeting of March 15, 2022 2 of 2 TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS TOWN COUNCIL MARCH 15, 2022            1.CALL TO ORDER AND PLEDGE OF ALLEGIANCE – Mayor Dickey    Mayor Dickey called the Regular Meeting of the Fountain Hills Town Council held March 15, 2022, to order at 5:30 p.m. and led the 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; Vice Mayor Gerry Friedel; Councilmember Sharron Grzybowski; Councilmember Peggy McMahon; Councilmember 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    Counclimember McMahon said that she attended the Irish Fest and it was great. Vice Mayor Friedel said that was also there, and he attended the ribbon cutting for The Havenly. Councilmember Grzybowski said that she attended the groundbreaking for the Fountain of Light, as well as the legislative update call this week. She and Councilmember Scharnow attended a call regarding broadband, and she and her husband worked at the Irish Fest last weekend. She said they had record sales, with around 8,000 in attendance. Mayor Dickey thanked them and all volunteers for putting together the Irish Fest. She said that she attended the Coalition's essay contest, and it was an honor for her to go and meet the students. She, too, attended the Fountain of Light groundbreaking. Mayor Dickey reported that she attended a Fountain Hills Cares meeting, and also Zoom calls with Senators Kelly and Sinema regarding the federal Infrastructure Bill. She said that the bill regarding condo ownership changes requiring 100% of the owners to agree to a sale got through the Senate Commerce Committee, and she hopes to see that get through. She attended the GPEC Mayors/Supervisors quarterly meeting and also a meeting with the Arizona/Canada group.   A.RECOGNITION : Stellar Students for February 2022    Mayor Dickey read what had been written about each of the following students. They came forward and received a certificate and a group photo was taken. Sydney Hagerman McDowell Mountain Elementary School Matthew Nunez McDowell Mountain Elementary School Mia Junk Fountain Hills Middle School Jayden Pena Fountain Hills Middle School Hannah Mowers Fountain Hills High School Tory Johnson Fountain Hills High School   5.SCHEDULED PUBLIC APPEARANCES/PRESENTATIONS   A.PRESENTATION: Monthly Update by the Maricopa County Sheriff's Office.    Lt. Halverson, Acting Division Manager for Fountain Hills MCSO, gave a report on two incidents that recently occurred in Town. First, on February 6, 2022, there was a break-in at Fountain Hills Bikes where a $5000 - $7000 bike was stolen after they broke the window to get. They contacted the crime lab, who responded and took DNA blood samples from the window. They put that in for analysis and received a rapid DNA hit. They were able to identify the suspect, and they reached across the border and worked as a team to push the suspect back into Fountain Hills. He was then arrested and confessed. They have worked to build relationships with neighboring communities and it always makes things better. He said that the officers (Det. Sgt. Broadwater, Det. Bowers, Det. Roberts and Det. Garcia) are all very experienced, and it shows that Fountain Hills MCSO goes the extra mile. Second, was an incident where the restrooms at Four Peaks Park were destroyed. They reviewed the surveillance footage and saw two girls doing the damage. They contacted the School Resource Officer, Deputy Hampton. She is exceptionally engaged in her work, and she recognized the girls. They conducted an interview and both confessed. He said that while these efforts may be small, they go to show the work product and ethics of their officers. He reported that they are receiving a new Officer in Training, and he is hoping that once he has completed his training they can keep him. Councilmember Magazine said that it was excellent work. He said that it sounds like it took a lot of manpower to identify who stole the bike. He asked how they triage these things, and why they spend so much time. Lt. Halverson said that Fountain Hills has every kind of crime. Their officers have a high level of experience and while there are other cases as well, they are extremely efficient. He said that there are a lot of resources that Fountain Hills enjoys that certain agencies do not, such as the crime lab. Councilmember Spelich said that he has known Lt. Halverson for three years. He said that the Town did not have him for over a year, but now they are lucky to have him back. He added thoughts and prayers to Captain Kratzer. Town Council Regular Meeting of March 15, 2022 2 of 9 added thoughts and prayers to Captain Kratzer. Vice Mayor Friedel said that it was a great report, and it is important to share to show there are resolutions to cases. Mayor Dickey thanked Lt. Halverson and the department.   B.PRESENTATION: Communications Strategic Plan and Citizen Engagement Plan.      Mr. Miller said that within the next five years, when they see the results of another overall survey, they hope to see that residents are getting most of their information from the Town. Bo Larsen, Community Relations Manager/PIO, then gave a PowerPoint presentation which addressed: THE COMMUNICATIONS STRATEGIC PLAN KEY GOALS 1. To establish the Town of Fountain Hills as the primary source for Town news, emergency communications, and information on events. 2. To inform, educate and engage residents and stakeholders about Town responsibilities, services, activities, and results. 3. To inform Town elected officials and Town leadership of any Town projects, incidents, and potential and current media coverage. 4. To help inform, educate and engage Town employees about the policies, procedures and information they need to succeed in their jobs and repent the Town in public interactions. TO ACHIEVE COMMUNICATION GOALS Raise public awareness of the decisions made by the Town Council and Town Manager using multiple communication channels Crisis communications planning and action as needed Provide Town information via the web, social media, printed newsletters, and the news media Stream Town Council meetings live on www.fountainhillsaz.gov and Cox Cable Government Access Ch. 11 with replays on YouTube Respond in a timely manner to media and public records requests Utilize video, digital and multimedia content to enhance communication Design and produce printed and digital content that engages and informs the reader Create custom communication plans to address Town client needs Speech writing and media coaching for elected officials and key town staff, as needed GOAL: DELIVER EFFECTIVE CRISIS COMMUNICATIONS GOAL: PRODUCE HIGHLY VISUAL AND INFORMATION SOCIAL MEDIA GOAL: BUILD AND MAINTAIN STRONG MEDIA RELATIONS GOAL: BUILD A STRONG ONLINE DIGITAL MANAGEMENT SYSTEM GOAL: PRODUCE PROACTIVE AND RESPONSIVE PUBLIC INFORMATION AND COMMUNITY RELATIONS GOAL: CREATE ENGAGING EMPLOYEE COMMUNICATIONS GOAL: CITIZENS ENGAGEMENT PROCESS GOAL: DEVELOP VERSATILE VISUAL CONTENT LIBRARY MEASURING EFFECTIVE COMMUNICATIONS Councilmember Magazine said that Mr. Larsen does a terrific job and is incredibly Town Council Regular Meeting of March 15, 2022 3 of 9 ambitious. He is concerned that he is setting himself up for failure with how many goals/tasks he has listed. Mr. Miller said that he believed Mr. Larsen can do it. A lot of what is listed has already been started, and he is using other resources. Councilmember Magazine suggested that he provide a quarterly report to the Town Council on the various things he is working on. Mr. Miller said that was a good suggestion. Vice Mayor Friedel told Mr. Larsen to keep doing a good job. He could not think of when communications have been better. Councilmember Spelich asked Mr. Larsen how long he has worked for the Town. Mr. Larsen replied about one and one-half years. Councilmember Spelich said that the plan is well put together, and in his first year versus now, communication is off the chart. He said that he would like the Council to consider having an emergency hotline, a dedicated phone number for residents. Councilmember Grzybowski said that the amount of communication since she has been on board, and changes on the website, are leaps and bounds over prior. Councilmember Scharnow said that he echoed everything said so far. He said that having been on the other side of the fence, it has been a good transformation. Mayor Dickey said that when they first discussed this position, it was noted that councilmembers should be communicating with the residents, and that was their job. She said that it was right, it was all their jobs, but it is great having someone to devote their time to such communications. She said that they are still working on making the website more searchable, and with the pandemic they stopped their Town Talk Tuesdays, but she would like to see them start doing that again. She said that the Times has been a huge resource and the ability to work with them communicating has been invaluable. Bo has great contacts, and she looks forward to all the things he will be doing, but he will not do it alone. Mr. Larsen thanked everyone for the comments. He said he feels fortunate, has over 30 years experience, and a lot of what has been outlined he is already doing. Councilmember McMahon thanked Mr. Larson, adding that it is always a pleasure to work with him and his professionalism. Councilmember Magazine said that he agreed with everything that has been said, but he still worries about him a little.   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, said that she has witnessed the drafting of the group home ordinance. It is solid, well-written and fair. She gave a big thank you to the Planning and Zoning Commission and Mr. Wesley, and she urged the Town Council to pass it as recommended. Town Council Regular Meeting of March 15, 2022 4 of 9   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.    Councilmember Spelich abstained from voting on the Elks Lodge extension of premises application (Item 7-D).    MOVED BY Councilmember Alan Magazine, SECONDED BY Councilmember Sharron Grzybowski to approve Consent Agenda Items 7-A through 7-G (with Councilmember Spelich abstaining on Item 7-D).  Vote: 7 - 0 Passed - Unanimously   A.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes of the Regular Meeting of March 1, 2022.      B.CONSIDERATION AND POSSIBLE ACTION: Approval of a budget transfer for the General Fund and Vehicle Replacement Fund.      C.CONSIDERATION AND POSSIBLE ACTION: Adoption of Resolution 2022-12 Authorizing renewal of the Town of Fountain Hills' membership in the Arizona Metropolitan Trust.      D.CONSIDERATION AND POSSIBLE ACTION: Approval of an Extension of Premises Application for the Fountain Hills Elks Lodge which is hosting a beer garden in conjunction with a charity event on April 2, 2022.      E.CONSIDERATION AND POSSIBLE ACTION: Approving a Map of Dedication for a portion of Serenity Estates.      F.CONSIDERATION AND POSSIBLE ACTION: Approval of a six-month extension to the approved Special Use Permit to allow four residential units at an existing building located at 16842, 16843, 16844 and 16845 E. Avenue of the Fountains (generally located north of Avenue of the Fountains, between Saguaro Blvd. and Verde River Dr.) and in the C-2 (Intermediate Commercial) Zoning District and the Entertainment Overlay District. SU 2021-04      G.CONSIDERATION AND POSSIBLE ACTION: Extension of a Special Use Permit to allow residential uses on a 0.58 acre property in the Community Commercial (C-C) zoning district at 17134 E. Kingstree Blvd., generally located at the northwest corner of Saguaro Blvd. and Kingstree Blvd.      8.REGULAR AGENDA Town Council Regular Meeting of March 15, 2022 5 of 9   A.CONSIDERATION AND POSSIBLE ACTION: Resolution 2022-13 approving an Intergovernmental Agreement with the City of Tempe authorizing the Town of Fountain Hills to participate in the East Valley Regional Veterans' Court.       Court Administrator Joanna Elliott said that she is a veteran herself, and they have been working in cooperation with other municipalities on the Veterans Court. When they receive a case with a veteran involved, at their request, or that of their attorney, they refer them to Veterans Court. The City of Tempe has done a great job partnering them with resources for in-patient care, counseling, etc. The court is asking to continue that partnership with them. The current budget is $650. They have referred three cases since 2018. Councilmember Spelich thanked her for her service, and said he wholeheartedly supported the program. He asked if they needed more money. Ms. Elliott replied that the budgeted amount is ample. They provide pamphlets that make them aware of the program, but they do not convince them to do it. She said that it is time consuming, but it has been very successful. She said that a lot of times they get people with cases in multiple jurisdictions. Councilmember McMahon asked what the cost was to the Town. Ms. Elliott replied that last year they paid $399.62. Mayor Dickey noted that when she was at the State Attorney's Office they were just starting this program, along with the Drug Court, Youth Court, Mental Health Court. Ms. Elliott said that they have not seen much of a need for the Drug Court, but they are looking further into the Mental Health Court.    MOVED BY Vice Mayor Gerry Friedel, SECONDED BY Councilmember David Spelich to adopt Resolution 2022-13.  Vote: 7 - 0 Passed - Unanimously   B.CONSIDERATION AND POSSIBLE ACTION: Reconsideration of denial of the Park Place Site Plan, Phase III.       Mr. Wesley said that a couple of weeks ago the Town Council voted to deny the site plan for Park Place. Since then, the applicant came back, noting that Building B did not have many comments and is requesting that they reconsider the site plan for Building B. He said that the first step in doing this would be to approve a motion for reconsideration. Ed Stizza, Fountain Hills, said that one concern is that this would not apply to the rest of the project, and he would like to see a different color for the accent, not orange. Mr. Arnson said that if the Council does not want to move forward, they do not have to.    MOVED BY Councilmember Alan Magazine, SECONDED BY Councilmember David Spelich to not reconsider the Park Place Phase III site plan.  Vote: 7 - 0 Passed - Unanimously   Town Council Regular Meeting of March 15, 2022 6 of 9 C.CONSIDERATION AND POSSIBLE ACTION: regarding the proposed site plan for Phase III, Building B, of Park Place located on the west side of the 13000 block of North Verde River Dr.       No action. Item above was not approved.   D.CONSIDERATION AND POSSIBLE ACTION: Authorization to Purchase and Install Illuminated Speed Limit Signs.       Public Works Director Justin Weldy said that while the recommended motion was correct, the amount of the estimate was reduced by $2,000. He said that the locations were discussed and selected by the Traffic and Pedestrian Safety Committee. Based on research, this is the best for the Town of Fountain Hills. It is the latest in technology with online and phone support. He said that it will count traffic and record their speed. At this time they are asking for permission to purchase and install five; however, they would like to buy an additional five in this contract so they have those for future use. Councilmember Magazine thanked the Traffic and Pedestrian Safety Committee and all involved; he thought this would be a tremendous asset. He is glad they are putting up five. Councilmember Grzybowski said that she loved the idea of going with the ones with data, but disappointed they were not going to the cloud based units. She has had people question why they are putting it further north on Saguaro; people speed through there, even if the lights are blinking. Mr. Weldy said that while the map is not exact, it will be as they enter the Safety Corridor, just south of the crosswalk; it will be near it.    MOVED BY Councilmember Peggy McMahon, SECONDED BY Councilmember Sharron Grzybowski to authorize the purchase of ten (10) Illuminated Speed Limit Signs in the amount of $30,410.00 from Centerline Supply, and for staff to install the signs shown on the attached exhibit.  Vote: 7 - 0 Passed - Unanimously   Town Council Regular Meeting of March 15, 2022 7 of 9        E.CONSIDERATION AND POSSIBLE ACTION: Approving Professional Services Agreement 2022-074 with Cactus Asphalt.       Mr. Weldy said that in order to effectively utilize the Town’s limited street maintenance budget, staff is proposing a pilot program that outlines the steps needed to preserve the current pavement condition on two local street segments. The Pinal County Public Works Department solicited bids for Street Maintenance & Repair Services and the Pinal County Board of Supervisors selected and awarded the contract to Cactus Asphalt. The company has agreed to extend Pinal County contract pricing to the Town of Fountain Hills. This is a low-cost solution to some of the roads that have exceeded their life and simply need to be rebuilt. Staff is asking the Council to consider letting them proceed with this pilot program and if successful use it on the pre-incorporation roads while they search for long-term funding solutions.    MOVED BY Councilmember Sharron Grzybowski, SECONDED BY Vice Mayor Gerry Friedel to approve Professional Services Agreement 2022-074, between the Town of Fountain Hills and Cactus Transport, Inc, D/B/A Cactus Asphalt in the amount of $209,473.72.  Vote: 7 - 0 Passed - Unanimously   F.DISCUSSION WITH POSSIBLE DIRECTION relating to any item included in the League of Arizona Cities and Towns’ weekly Legislative Bulletin(s) or relating to any action proposed or pending before the State Legislature.       Mayor Dickey said that they do not have anything new to bring forward, and she asked that the Council take a look at the review provided by Jack Lunsford.   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 Councilmember Sharron Grzybowski to adjourn.  Vote: 7 - 0 Passed - Unanimously    The Regular Meeting of the Fountain Hills Town Council held March 15, 2022, adjourned at 6:54 p.m.     Town Council Regular Meeting of March 15, 2022 8 of 9   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 15th day of March, 2022. I further certify that the meeting was duly called and that a quorum was present. DATED this 5th day of April, 2022. _________________________________ Elizabeth A. Klein, Town Clerk Town Council Regular Meeting of March 15, 2022 9 of 9 ITEM 7. B. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting Agenda Type: Consent Submitting Department: Administration Prepared by: David Pock, Finance Director Staff Contact Information: David Pock, Finance Director Request to Town Council Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Resolution 2022-15 approving the designation of Chief Fiscal Officer of the Town of Fountain Hills for FY22. Staff Summary (background) The Arizona Auditor General requires designation of a Chief Fiscal Officer (CFO) by the Governing Board of a political subdivision. The CFO is authorized to certify the Annual Expenditure Limitation Report (AELR) required by Arizona statute and filed with the Auditor General. The Auditor General’s designation form requires a copy of the Governing Board’s Resolution to be included with the filing. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis If not submitted to the Auditor General with the supporting Resolution by July 31, 2022, then the Town will not be in compliance with State statute. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends adoption of Resolution 2022-15. SUGGESTED MOTION MOVE to adopt Resolution 2022-15.  Attachments Resolution 2022-15  Form Review Inbox Reviewed By Date Finance Director (Originator)David Pock 03/16/2022 02:40 PM Town Attorney Aaron D. Arnson 03/24/2022 08:25 AM Town Manager Grady E. Miller 03/25/2022 09:35 AM Form Started By: David Pock Started On: 03/15/2022 01:21 PM Final Approval Date: 03/25/2022  RESOLUTION NO. 2022-15 A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS, ARIZONA, DESIGNATING THE CHIEF FISCAL OFFICER FOR OFFICIALLY SUBMITTING THE FISCAL YEAR 2021-22 EXPENDITURE LIMITATION REPORT TO THE ARIZONA AUDITOR GENERAL RECITALS: WHEREAS, A.R.S. §41-1279.07(E) requires each county, city, town, and community college district to annually provide to the Auditor General by July 31 the name of the Chief Fiscal Officer the governing body designated to officially submit the current year’s annual expenditure limitation report (“AELR”) on the governing body’s behalf; and WHEREAS, the Mayor and Council of the Town of Fountain Hills (the “Town Council”) desires to designate the Town’s Finance Director, David Pock, as the Town’s Chief Fiscal Officer. WHEREAS, Entities must submit an updated form and documentation for any changes in the individuals designated to file the AELR. ENACTMENTS: NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS as follows: SECTION 1. The recitals above are hereby incorporated as if fully set forth herein. SECTION 2. David Pock, Finance Director, is hereby designated as the Town’s Chief Fiscal Officer for purposes of submitting the fiscal year 2021-22 AELR to the Arizona Auditor General’s Office on the governing body’s behalf. SECTION 3. 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 Fountain Hills, Maricopa County, Arizona, this 5th day of April, 2022. FOR THE TOWN OF FOUNTAIN HILLS: ATTESTED TO: ___________________________________ __________________________________ Ginny Dickey, Mayor Elizabeth A. Burke, Town Clerk REVIEWED BY: APPROVED AS TO FORM: ____________________________________ __________________________________ Grady E. Miller, Town Manager Aaron D. Arnson, Town Attorney ITEM 8. A. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting 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 Regular Meeting (Agenda Language):  PUBLIC HEARING, CONSIDERATION AND POSSIBLE ACTION: Ordinance 21-01, amending Chapters 1, 5, 10, and 11 of the Zoning Ordinance to provide the definition of family and community residences, the regulations for community residences, and provide the zoning districts where community residences are permitted. Staff Summary (background) Background Over the last several months, staff, the Planning and Zoning Commission (P & Z), and public have discussed issues related to provision of detoxification services and the regulations for provision of group homes for the handicapped.  The goal of this discussion has been to develop new regulations, or modifications to existing regulations, for these uses as allowed and required by law while protecting our citizens and neighborhoods from potential negative impacts from these land uses.  This report focuses on the issues for group homes and recommends changes to the zoning ordinance to better regulate this land use.  A future report and ordinance will be submitted to address the topic of detoxification facilities and treatment centers. Discussion This report focuses on possible amendments to town ordinances to better address group homes to ensure they are provided in a manner that is compatible with their residential setting.  The purpose of neighborhoods and residential zoning is to provide a safe and stable area for people to live away from the noise and activity of other areas of the community.  Residentially zoned areas are primarily (but not exclusively) places for housing.  Each house, or dwelling unit, is to house one family.  A family is an individual, two or more people related through blood or marriage, or some number of unrelated individuals as established through the ordinance.  There is no limit to the size of a biological family in a home.  Usually the code sets a maximum number of unrelated individuals who can occupy a one dwelling, that number is usually between 4 - 6. Neighborhoods and dwellings include people who have handicaps or disabilities.  Sometimes these individuals live along or as part of a traditional family.  Other times they benefit from living with other people with similar disabilities in order to support each other and, in some cases, have support people who assist them with the needs of daily living.  In order for this to work efficiently and provide the support and services they need, it is not uncommon for the number of disabled persons sharing a home to exceed the maximum number of unrelated individuals typically allowed within one home.  In order to allow for this, the Fair Housing Act and the Americans with Disabilities Act requires that local communities make reasonable accommodations in their ordinances to allow the opportunity for "group homes" or "community residences" that will have more people in a home than would otherwise be allowed.  In trade for allowing this exception to the ordinance, the local jurisdiction can establish some basic parameters under which such home can operate to protect the residents, maintain compatibility with the surrounding neighborhood, and prevent an over concentration of group homes. The Town of Fountain Hills zoning ordinance has included provisions for the allowance of Group Homes for the Handicapped and Elderly Care since 1993.  In return for allowing up to 10 unrelated individuals to live in a single residence as a single housekeeping unit, the code requires that the home have a license from the state, that they be separated by at least 1,200', and that an inspection be performed to ensure compliance with life safety ordinances.  Over the last few years the Town has experienced a new type of group home, called sober living homes, that provide housing for individuals who are recovering from drug or alcohol addiction.  While similar to other types of group homes, these homes may have some different land use impacts due to shorter tenancy and the activities of the home. With the change in the types of group homes that can occur, it has become time to revisit our local ordinance and make adjustments.  Given the combination of federal laws, and associated court rulings, and state zoning and licensing requirements, the options open for regulation and control by the Town are somewhat limited.  There are, however, options available that the Town can use to improve our current level of regulations that will allow for the needed uses, allow them to be part of the community, and provide protection from potential negative impacts.  Through the work of the P & Z, an ordinance making changes has been prepared and recommended.  Some provisions in the ordinance recommended by the P & Z were presented and adopted at the meeting without the opportunity for staff review and comment and without specific language for how the concept would be structured in the ordinance.  Staff has updated the ordinance to include the recommendations made by the P & Z as we understand the motion which was made.  This report reviews the recommended ordinance for Council consideration and provides a few comments for possible modification of P & Z's recommended ordinance (Ordinance #22-01). The ordinance recommendation includes changes in Section 1.12, Definitions; Section 5.13, (currently reserved); Section 10.02, Uses Permited in Single-family Districts; and Section 11.02, Uses Permitted in Multi-family Districts.  The changes proposed in each of these sections is reviewed below. CHANGES TO SECTION 1.12, DEFINITIONS Good definitions of key terms is important to establishing a functional and enforceable ordinance.  In the case of our zoning ordinance, staff identified two changes that were needed to definitions.    Definition of Group Homes: The existing definition is dated and does not provide the clear description that the purpose of the dwelling is to provide a residence versus treatment.  It is recommended that the existing definition be deleted entirely and the following definition be added.  This definition emphasizes that the residents need to emulate a family by working together in the home and that any treatment is minimal and similar to what would occur in any family home.  Further, based on language used in legislation and what is becoming more common in the industry, it is proposed the name be changed to Community Residence.  The ordinance as recommended for approval by the Planning and Zoning Commission states    COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE IS A RESIDENTIAL LIVING ARRANGEMENT WITH BEDS FOR FIVE (5) TO EIGHT (8) INDIVIDUALS WITH DISABILITIES, INCLUDING RESIDENT STAFF, LIVING AS A FAMILY IN A SINGLE DWELLING UNIT WHO ARE IN NEED OF THE MUTUAL SUPPORT FURNISHED BY OTHER RESIDENTS OF THE COMMUNITY RESIDENCE AS WELL AS THE SUPPORT SERVICES, IF ANY, PROVIDED BY THE STAFF OF THE COMMUNITY RESIDENCE. RESIDENTS MAY BE SELF-GOVERNING OR SUPERVISED BY A SPONSORING ENTITY OR ITS STAFF, WHICH PROVIDES HABILITATIVE OR REHABILITATIVE SERVICES RELATED TO THE RESIDENTS' DISABILITIES. A COMMUNITY RESIDENCE SEEKS TO EMULATE A BIOLOGICAL FAMILY TO FOSTER NORMALIZATION OF ITS RESIDENTS AND INTEGRATE THEM INTO THE SURROUNDING COMMUNITY. ITS PRIMARY PURPOSE IS TO PROVIDE SHELTER IN A FAMILY-LIKE ENVIRONMENT. MEDICAL TREATMENT IS INCIDENTAL AS IN ANY HOME. SUPPORTIVE INTER-RELATIONSHIPS BETWEEN RESIDENTS ARE AN ESSENTIAL COMPONENT. COMMUNITY RESIDENCE INCLUDES SOBER LIVING HOMES AND ASSISTED LIVING HOMES BUT DOES NOT INCLUDE ANY OTHER GROUP LIVING ARRANGEMENT FOR UNRELATED INDIVIDUALS WHO ARE NOT DISABLED NOR ANY SHELTER, ROOMING HOUSE, BOARDING HOUSE OR TRANSIENT OCCUPANCY. (Note: Our existing ordinance allows up to a maximum 10 individuals excluding staff.  Most homes in Town have been approved at this level.  In our research we found this to be consistent with the majority of other cities and towns; Prescott allows 12.  For family community residences, staff recommended maintaining the 10 plus.) As noted above, in more recent years there has been a growth in types of group homes where the tenancy of the residents is shorter than one year, often only a matter of a few months.  Through the review process and discussion, staff and P & Z also identified types of residential treatment facilities that could be confused with a community residence.  To address these issues, two sub-types of community residences have been identified and defined.  The ordinance as submitted to and recommended for approval by the Planning and Zoning Commission states:   FAMILY COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE THAT IS A RELATIVELY PERMANENT LIVING ARRANGEMENT WITH NO LIMIT ON THE LENGTH OF TENANCY AS DETERMINED IN PRACTICE OR BY THE RULES, CHARTER, OR OTHER GOVERNING DOCUMENTS OF THE COMMUNITY RESIDENCE. THE MINIMUM LENGTH OF TENANCY IS TYPICALLY A YEAR OR LONGER. TRANSITIONAL COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE WITH FIVE (5) TO SIX (6) BEDS, INCLUDING RESIDENT STAFF, THAT PROVIDES A RELATIVELY TEMPORARY LIVING ARRANGEMENT WITH A LIMIT ON LENGTH OF TENANCY MORE THAN THIRTY (30) DAYS AND LESS THAN A YEAR, AS DETERMINED EITHER IN PRACTICE OR BY THE RULES, CHARTER, OR OTHER GOVERNING DOCUMENT OF THE COMMUNITY RESIDENCE . In the ordinance as recommended by staff, all community residences were allowed up to 10 residents, except transitional residences in single-family zoning districts.  The distinction for the fewer residents in the transitional homes in single-family areas was made in Section 5.13 A 2 (discussed below).  With the Commission's change to make all family residences up to 8 with staff and all transitional residences up to 6 with staff, it would be appropriate to take the number of residents stated out of the general description and provide them only in the specific definitions.  Those changes would read as follows:    COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE IS A RESIDENTIAL LIVING ARRANGEMENT WITH BEDS FOR FIVE (5) TO EIGHT (8) INDIVIDUALS WITH DISABILITIES, INCLUDING RESIDENT STAFF, WHERE INDIVIDUALSLIVE AS A FAMILY IN A SINGLE DWELLING UNIT... FAMILY COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE WITH FIVE (5) TO EIGHT (8) BEDS, INCLUDING RESIDENT STAFF, THAT IS A RELATIVELY PERMANENT LIVING ARRANGEMENT WITH NO LIMIT ON THE LENGTH OF TENANCY AS DETERMINED IN PRACTICE OR BY THE RULES, CHARTER, OR OTHER GOVERNING DOCUMENTS OF THE COMMUNITY RESIDENCE. THE MINIMUM LENGTH OF TENANCY IS TYPICALLY A YEAR OR LONGER. Definition of Family: Our current ordinance definition of family is: "An individual, or two (2) or more persons related by blood or marriage, or a group of persons not related by blood or marriage, living together as a single housekeeping group in a dwelling unit."  Unfortunately, this definition does not include a maximum number of unrelated individuals who can live in one dwelling unit.  To set the parameters on regulation of group homes it is necessary that we change this definition to include this maximum number.  The average number of persons per household in Fountain Hills is 2.07, compared to 2.16 in Scottsdale, 2.74 in Mesa, 3.13 in Gilbert, and 2.68 for the State. Most communities have been successful in limiting the number of unrelated individuals to a maximum of 4 - 6 residents.  Given the Town's low persons per household number it is reasonable to set the maximum number of unrelated individual in a home in Fountain Hills at 4. As discussed above, when establishing the definition of for group homes (referred to above as "community residences"), it is important to emphasize that the home is to emulate a biological family.  P & Z determined it would also be helpful to include in the definition of family a couple of key elements that help further define a family.  The additional elements added by P & Z are contained in the second sentence of the definition.  The ordinance as recommended for approval by the Planning and Zoning Commission states:    Family:  An individual, or two (2) or more persons related by blood or marriage, or a group of NOT MORE THAN FOUR (4) persons not related by blood or marriage, living together as a single housekeeping group in a dwelling unit.  IN SPIRIT BUT NOT IN DIRECT APPLICATION, FAMILIES MAINTAIN LEGAL DOMICILE AT THE PARTICULAR DWELLING UNIT AND LEGAL OWNERSHIP OR TENANCY OF THE DWELLING UNIT AS EVIDENCED ON A DEED OR LEASE. Staff is unsure how the additional language defining a family will actually be used.  After review many zoning definitions of family, staff has not seen this type of language in any other code.  Many of our winter visitors likely maintain a "legal" domicile in the place they come from rather than here in Fountain Hills, would they then not meet the definition of a family?  If more than four unrelated individuals live in a home as their legal domicile and sharing the dwelling through deed or lease now considered a family?  Staff suggests removing the added language. CHANGES TO SECTION 5.13, ADDING REGULATIONS FOR COMMUNITY RESIDENCES  Section 5.13 of the zoning ordinance will be used to list the requirements for community residences.  Subsections of this section cover the topics of: A. Standards, B. Application Requirements, C. Registration, D. Waiver of Reasonable Accommodation, and Enforcement/Penalty.  Discussion and proposed ordinance language for each section is provided below. A. Standards: This section of the ordinance provides several very basic standards or requirements for requesting registration of a property as a community residence.  It should be remembered that other agencies, usually the State license a home, the Town receives a registration to allow us to verify consistency with zoning requirements.  1. Separation.  In order to maintain the goal of providing a community setting that helps in the habilitation and rehabilitation of residents in a community residence, it is important that they not be clustered together but are spaced out within the rest of the community.  This also prevents an over concentration in a neighborhood which would reduce the opportunity for the residences of the home to interact with others who do not have disabilities. What constitutes an over concentration, however, can be challenging and local rules can be reviewed by the DOJ for compliance with the FHA and ADA.  Most ordinances do, however, rely on minimum separation between homes.  Review of other ordinances shows a range from 800' (Prescott, measured by actual walking distance) to 1,320' (Paradise Valley, measured by straight line distance) in use by other communities. The separation requirement currently in the Fountain Hills ordinance is 1,200' measured as a straight line distance.  In Fountain Hills, 100 block designations change about every 600' - 700'.  Looking at the physical length of a block, the average in Town is 560'.  Given the Town's development pattern with typical length of a block, the existing separation requirement will generally limit the number of group homes to one for every two block lengths, which should preclude creating an over concentration while not being overly restrictive.  Given the unique topography and layout of streets and blocks in Fountain Hills, the ordinance recommended for approval by the Planning and Zoning Commission states:    1. TO PREVENT THE CLUSTERING OF COMMUNITY RESIDENCES AND TO BETTER INTEGRATE COMMUNITY RESIDENCE RESIDENTS INTO THE SURROUNDING NEIGHBORHOOD AND COMMUNITY, SUCH HOME MUST BE LOCATED ON A LOT THAT IS AT LEAST TWO THOUSAND SIX HUNDRED FORTY (2,640) FEET FROM THE EXTERIOR LOT LINES OF ANOTHER COMMUNITY RESIDENCE, AS MEASURED BY A STRAIGHT LINE FROM THE PROPERTY LINE IN ANY DIRECTION. Staff has some concern that the 2,460' separation recommendation from P & Z may be too limiting.  Council may want to consider going back to the current standard of 1,200'. 2. Persons per Bedroom/Minimum Size.  To help ensure that the home will provide sufficient room for the residents and the operator will not overburden the home or neighborhood, it is appropriate to set a standard on the number of individuals in a bedroom and the minimum size space that should be available for each individual.  (A requirement for the application will be a floor plans showing the location of bedrooms and the inspection during the registration process can ensure the number and size.)  The ordinance as recommended for approval by the Planning and Zoning Commission states:  2. NO MORE THANT TWO PERSONS PER BEDROOM UP TO THE MAXIMUM ALLOWED FOR THE TYPE OF HOME. This standard was included in the ordinance by staff in order to try and address some concerns This standard was included in the ordinance by staff in order to try and address some concerns being expressed by P & Z and the public, but there may be some challenges in use of this language.  It would probably be better to use the standard in the Department of Health Services requirements for bedrooms of at least 60 square feet for a single occupant bedroom or 50 square feet per person if two or more share a bedroom.  Staff suggests the Council consider amending this provision to: 2. EACH BEDROOM FOR SINGLE OCCUPANCY MUST CONTAIN AT LEAST 60 SQUARE FEET AND FOR OCCUPANCY OF TWO MORE THERE MUST BE AT LEAST 50 SQUARE FEET PER OCCUPANT. 3. Business License.  The Town has been requiring operators of group homes to receive a business license.  When a business has had more than one home, we have been requiring a license for each home.  There are some group homes that are actually owned and managed by the residents and there is no requirement for a business license.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 3. RECEIVES A TOWN BUSINESS LICENSE, IF APPLICABLE. Upon further review by staff, and given some of the other changes which have been recommended to the ordinance, staff is recommending this language be moved down into Section B., Applications Requirements, and also be included with the language regarding the time limits to provide this documentation. 4. Sex Offender.  There has been specific concern that individuals who are registered sex offenders may slip under the radar and be housed in one of the homes.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 4. AN INDIVIDUAL REQUIRED TO REGISTER UNDER ARIZONA LAW AS A SEX OFFENDER AND CLASSIFIED AS A LEVEL II OR LEVEL III COMMUNITY RISK (INTERMEDIATE OR HIGH RISK) IS NOT PERMITTED TO LIVE IN A COMMUNITY RESIDENCE. B. Application Requirements:  This section of the ordinance provides the list of information that must be submitted for staff review in order to be considered for registration as a community residence. 1. License/Certification.  As stated above, group homes are being allowed as an exception to the standard ordinance requirements in order to ensure we are providing adequate housing options for persons with disabilities.  To ensure the home that is being established will meet some minimum standards for operation and care of the individuals who will reside there, it is beneficial to have some licensing or certifying organization provide recognition to the home as meeting their standards.  For most homes, the certification will come as a license from the Arizona Department of Health Services (AZDHS) as an Assisted Living Home or as a Sober Living Home.  Not all homes will need AZDHS licensure; therefore, two other options that are widely used have been included in the ordinance.  If someone desires to operate a community residence but cannot receive a license or certification from one of these groups, it will not be allowed. The ordinance as recommended for approval by the Planning and Zoning Commission states:   1. COPY OF LICENSE OR CERTIFIED THROUGH ONE OR MORE OF THE FOLLOWING 1. COPY OF LICENSE OR CERTIFIED THROUGH ONE OR MORE OF THE FOLLOWING GROUPS: a. LICENSE OR IS CERTIFIED BY THE STATE OF ARIZONA DEPARTMENT OF HEALTH; OR b. LICENSE OR IS CERTIFIED BY THE ARIZONA RECOVERY HOUSING ASSOCIATION; OR, c. "PERMANENT" OXFORD HOUSE CHARTER. 2. Lease Agreement. Many times the operator of a group home establishes the home in a rental property.  As part of the application submittals we want to know that the property owner has agreed to this use of their property.  Therefore, this section requires acknowledgement of the use by the property owner. The P & Z discussions over the last couple of months, it was noted that it would be beneficial for the Town to be able to inspect the property for compliance with the codes more than just at the beginning when the registration is being processed.  The Commission recommendation on Ordinance 22-01 included adding a provision that requires the property owner to agree to unannounced inspections by Town staff.  This recommendation has been added to this application requirement.  The ordinance recommended for approval by the Planning and Zoning Commission states: 2. IF THE PROPERTY IS BEING RENTED OR LEASED, AN ACKNOWLEDGEMENT FROM THE PROPERTY OWNER AGREEING TO THE USE OF THE PROPERTY AS A COMMUNITY RESIDENCE. PROPERTY OWNER SHALL ALSO AGREE TO ALLOW TOWN OFFICIALS TO ENTER THE PREMISES FOR UNANNOUNCED INSPECTIONS TO INSPECT FOR LAND USE VIOLATIONS INCLUDING THE NUMBER OF OCCUPANTS. Staff has some concern with requiring the property owner to agree upfront to any unannounced inspections.  It may be more appropriate for this to be done through a separate request rather than an ordinance requirement.  Staff suggests the Council consider removing the requirement.   3. Description of Services.  Because we need to know if the proposed residence is a family or transitional residence, confirm they will be operating as a residence and not a treatment center, and understand the type of residents to apply the correct provisions of the building code, the ordinance requires they provide a description of the services being provided in the home.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 3. A DESCRIPTION OF THE SCOPE OF SERVICES TO BE PROVIDED IN THE HOME AND WHETHER OR NOT THE RESIDENTS WILL BE AMBULATORY. 4. May not house individuals who would be a threat. Because the residents in a home will not be signing a typical lease there can be less oversight and understanding regarding the people who are in these homes.  The federal guidelines allow communities to restrict occupancy by individuals who could pose a threat to the neighborhood.  This section covers this issue.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 4. A STATEMENT THE HOME SHALL NOT HOUSE ANY PERSON WHOSE TENANCY WOULD CONSTITUTE A DIRECT THREAT TO THE HEALTH OR SAFETY OF OTHER INDIVIDUALS OR WOULD RESULT IN SUBSTANTIAL PHYSICAL DAMAGE TO THE PROPERTY OF OTHERS. WOULD RESULT IN SUBSTANTIAL PHYSICAL DAMAGE TO THE PROPERTY OF OTHERS. 5. Insurance . P & Z determined it would be beneficial to require a copy of the liability insurance the operator has for the residence, that the amounts of the insurance, at a minimum should be $2 million per occurrence and $4 million in aggregate, and that there should be a waiver of subrogation for the Town.  The goal is to keep the Town out of any claims that could be made from a resident or a resident's family.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 5. A CERTIFICATE OF INSURANCE COMMERCIAL LIABILITY FOR OPERATION OF THE HOME AT THE GIVEN LOCATION. INSURANCE POLICY SHALL BE A MINIMUM OF $2 MILLION PER OCCURRENCE AND $4 MILLION IN AGGREGATE WITH A WAIVER OF SUBROGATION FOR THE TOWN. Staff is unsure how enforceable this provision will be, especially the requirement that there be a waiver of subrogation.  Staff suggests the Council consider removing all or part of this requirement. 6. Contact Information/Policies and Procedures: While the goal and intent of these communities residences is to integrate into the surrounding neighborhood and use that integration to help with the habilitation and rehabilitation of the residents in the home, there is the possibility given the larger number of unrelated individuals living in the home there can be conflicts with the surrounding neighbors.  To help address this, the application requirements include having the applicant/operator provide the same information they would submit to the State or other certifying agency regarding a contact person for complaints; copies of policies or procedures for how they will address topics such as parking, noise, smoking, cleanliness of the outside of the home, and loitering in front of the home; and, efforts that will be taken to promote safety in the neighborhood.  This language and requirement is taken from the State application requirement for Sober Living Homes.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 6. THE PORTIONS OF ANY STATE LICENSE OR THIRD PARTY CERTIFICATION APPLICATION REQUIREMENTS THAT PROVIDE: a. NAMES AND CONTACT INFORMATION FOR CONTACT INDIVIDUAL(S) FOR THE HOME WHO CAN RESPOND TO COMPLAINTS OR EMERGENCIES b. INFORMATION REGARDING POLICIES AND PROCEDURES FOR RESIDENTS AND VISITORS RELATED TO PARKING, NOISE EMANATING FROM THE HOME, SMOKING, CLEANLINESS OF THE PUBLIC SPACE NEAR THE HOME, AND LOITERING IN FRONT OF THE HOME OR NEAR-BY HOMES ARE ESTABLISHED, KNOWN TO RESIDENTS, AND ENFORCED. c. INFORMATION REGARDING EFFORTS TO PROMOTE THE SAFETY OF THE SURROUNDING NEIGHBORHOOD.   7. Floor Plan.  In order to evaluate the occupancy limits of a given home, and how it will function as a community residence in keeping with the ordinance requirements, it is helpful to have a floor plan of the home with the primary rooms labeled.  This application requirement is for that floor plan.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 7. A FLOOR PLAN OF THE HOME SHOWING ALL BEDROOMS, LIVING, AND DINING AREAS. 8. Provide Evidence for Enforcement. In order to ensure the applicant will cooperate with any future investigations of the property for compliance with the ordinance. The ordinance as recommended for approval by the Planning and Zoning Commission states: 8. THE APPLICANT SHALL ATTEST THAT THEY WILL PROVIDE ALL EVIDENCE PERMISSIBLE BY CODE AND AUTHORITY HAVING JURISDICTION NECESSARY IN RESPONSE TO A CODE ENFORCEMENT INQUIRY, IN PARTICULAR, OCCUPANCY LOGS. 9. County Tax Classification. The Planning and Zoning Commission wanted to ensure the community residence was taking the proper steps with the County to be registered for the property tax classification.  This application requirement is for them to provide that documentation to the staff.  The Commission recognized the applicant may not have this information at the time of submitting their registration application - they likely need the Town's registration approval and their State license in order to receive the correct tax classification - so they are allowed to submit the application and can receive conditional approval subject to late submittal of this information.  They cannot, however, occupy the property until it is received.  The ordinance as recommended for approval by the Planning and Zoning Commission states:   9. EVIDENCE OF THE PROPERTY'S APPROPRIATE MARICOPA COUNTY TAX CLASSIFICATION FOR THE USE APPLIED PRIOR TO COMPLETION OF REGISTRATION AND OCCUPANCY OF THE PROPERTY. Although recommended by the Planning and Zoning Commission, staff does not believe this provision to be necessarily relevant.   10. Lease Packet. P & Z included a provision that the applicant also submit a copy of the lease packet as required by ARS 9 A.A.C.12 Section 202.  This addition was brought up at the public hearing prior to P & Z's action.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 10. A COPY OF THE LEASE PACKET PRESCRIBED BY ARS 9 A.A.C. 12 SECTION 202 SPECIFYING THE OPERATOR OF THE HOME WILL UTILIZE A LEASE PACKET THAT IS IN ACCORDANCE WITH THE STATE ADMINISTRATIVE CODE. Following P & Z's action staff has had the opportunity to review this section of the Administrative Code, a copy is attached.  There is not a lease packet prescribed in this section of the Administrative Code.  This section does provide the requirements for a residency agreement between the manager of a sober living home and an individual requesting to become a resident.  Several of the items required in Section 202 are specific to sober living homes and would not be applicable to other types of community residences.  From the discussion, staff believes the desire and intent of this provision is to provide an additional means to tie the individual resident to the property as their place of residence.  What P & Z was seeking is the form that will be used when a resident applies to live at the home.  Staff suggests the Council consider amending this application requirement to: 10. A COPY OF THE STANDARD RESIDENCY AGREEMENT FOR INDIVIDUALS TO OCCUPY THE COMMUNITY RESIDENCE. THE COMMUNITY RESIDENCE. 11. Outpatient Treatment/Medication Distribution. There is a concern that some of the existing residences are not just serving as residencies but are being used as treatment facilities.  The new definition of Community Residence helps clarify that these homes are not treatment centers and that only routine types of medical services that could be found in any home can be provided.  The proposed language below includes that medication distribution will not take place.  Given the variety of types of homes that occur, especially assisted living facilities for seniors, it is likely that some level of medication distribution does take place in these homes.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 11. CERTIFICATION THAT NO OUTPATIENT TREATMENT CENTER LICENSURE OR MEDICATION DISTRIBUTION WILL BE SOLICITED OR OCCUR ON-PREMISES . To avoid issues with legitimate distribution of standard medications that can occur in these homes, staff suggests the Council consider amending the language to: 11. CERTIFICATION THAT NO OUTPATIENT TREATMENT CENTER LICENSURE WILL BE SOLICITED OR OCCUR ON-PREMISES AND THAT MEDICATION DISTRIBUTION WILL NOT EXCEED WHAT WOULD NORMALLY BE EXPECTED IN A FAMILY HOME.   C. Registration.  This section of the ordinance provides the procedures and requirements for the community residence to be registered with the Town.  As a reminder, most homes are licensed through another agency, typically the state.  They apply to the Town for registration primarily to ensure they meet our ordinance requirements, especially the number of occupants and separation requirements.  Through the registration process staff reviews the location and, when it is approved, places the home on the map for future use in determine where other homes can be located.  During the public review process, citizens have wanted to make sure there is a sufficient review process to make sure all the code requirements are met. They also wanted an annual renewal process to provide a means to ensure standards are met on an ongoing basis.  1. Registration . The first section simply states the basic requirement that a home must be registered and that the registration, once approved, is only valid for one year.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 1. REGISTRATION OF A COMMUNITY RESIDENCE WITH THE TOWN IS REQUIRED PRIOR TO BEGINNING OPERATION. AN APPROVED REGISTRATION IS VALID FOR ONE YEAR FROM DATE ADMINISTRATIVELY ISSUED. 2. Inspection. Following receipt of an application and verification that the basic standards will be met (separation from another home and number of occupants) and receipt of the information on the type of home and whether or not residence will be capable of self-evacuation, staff will schedule an inspection of the property by the Fire Marshal and Building Official to determine if the residence meets all life safety codes.  If there are deficiencies they will be noted and the applicant informed of what will need to be done to meet code requirements.  If there are modifications that need to be made those must be addressed prior to completing the registration process.  This is the same as the current process for new homes.   The ordinance as recommended for approval by the Planning and Zoning Commission states: 2. FOLLOWING RECEIPT OF A COMPLETE APPLICATION FOR REGISTRATION, THE PROPERTY WILL BE INSPECTED BY THE BUILDING OFFICIAL AND FIRE MARSHAL FOR COMPLIANCE WITH ALL LIFE SAFETY REQUIREMENTS. ANY IDENTIFIED DEFICIENCIES MUST BE ADDRESSED AND COMPLIANCE VERIFIED THROUGH A FOLLOW-UP INSPECTION BEFORE THE REGISTRATION WILL BE COMPLETED. 3. Review of Documents.  All documents will be reviewed for completeness and accuracy.  If any items are missing they will be requested and must be submitted in order to complete the review and approval process.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 3. ALL REQUIRED DOCUMENTS LISTED IN B. WILL REVIEWED. ANY REQUIRED CORRECTIONS OR CLARIFICATIONS MUST BE SUBMITTED TO COMPLETE THE REGISTRATION PROCESS. 4. Registration Approval. The approval of a registration is done administratively.  The Development Services Department Director signs off on the application when all conditions and requirements have been met.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 4. WHEN ALL REGISTRATION REQUIREMENTS HAVE BEEN MET, THE DEVELOPMENT SERVICES DIRECTOR WILL ADMINISTRATIVELY COMPLETE THE TOWN'S REGISTRATION PROCESS. 5. Conditional Registration. There are application requirements and conditions of approval for a community residence that might not be met at the time of application.  For example, the State requires proof of compliance with local zoning before issuing a license.  We do not complete the registration process without a State license.  Similarly, the applicant may not be able to get the insurance or complete the county tax reclassification until after the local registration is complete.  This section allows for conditional approval of the registration for up to 90 days while an applicant completes these processes and files the approved documents with the Town.  They will not be able to occupy the property as a community residence until they receive the final, full approval.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 5. IF ALL OTHER REQUIREMENTS OF THIS ORDINANCE ARE MET, THE DEVELOPMENT SERVICES DIRECTOR MAY ISSUE A CONDITIONAL REGISTRATION FOR UP TO 90 DAYS WHILE THE APPLICANT APPLIES FOR AND RECEIVES: a. THE LICENSE OR CERTIFICATE AS REQUIRED BY B. 1.; b. THE INSURANCE POLICY REQUIRED BY B.5.; AND, c. THE MARICOPA TAX VERIFICATION REQUIRED BY B.9. THE APPLICANT MAY NOT OCCUPY THE RESIDENCE UNTIL THESE ITEMS ARE RECEIVED BY THE TOWN. IF ONE OR MORE OF THESE ITEMS ARE NOT RECEIVED BY THE TOWN WITHIN 90 DAYS, OR IS NOT APPROVED, THE REGISTRATION OF THE PROPERTY WILL BE RESCINDED. SHOULD THE LICENSE OR CERTIFICATE BECOME REVOKED FOR ANY REASON, THE COMMUNITY RESIDENCE OPERATOR WILL HAVE 45 DAYS TO VACATE THE PROPERTY. With further staff review we have noted that the list above does not include providing the With further staff review we have noted that the list above does not include providing the business license if it was required.  Staff suggests the Council add this to the list above as item "d." 6. Reregistration.  The town does not currently have a requirement for the renewal or re-registration of approved homes.  This has led to some challenges and confusion over time as some homes have closed without staff's knowledge.  Further, the community has been concerned that without a renewal requirement, the home could evolve into something different that what was approved.  In order to address this issue, an annual re-registration requirement has been added to the ordinance.  The ordinance as recommended for approval by the Planning and Zoning Commission states: 6. REREGISTRATION. THE COMMUNITY RESIDENCE OPERATOR MUST REGISTER ANNUALLY BY SUBMITTING A NEW APPLICATION WITH ANY UPDATED DOCUMENTS. THE REGISTRATION CAN BE RENEWED IF THE FOLLOWING ARE MET: a.THE HOME HAS MAINTAINED A CURRENT LICENSE OR CERTIFICATE. b. THE HOME OR OPERATOR HAS MAINTAINED A CURRENT TOWN BUSINESS LICENSES, IF APPLICABLE. c. RE-INSPECTION OF THE PROPERTY HAS VERIFIED ONGOING COMPLIANCE WITH LIFE SAFETY STANDARDS. d. THE PROVIDER HAS COMPLIED WITH THE POLICES AND PROCEDURES ESTABLISHED IN B. 6. Given the additional requirements added by the Planning and Zoning Commission regarding insurance and the County tax classification, the list above could be expanded to include providing evidence that those requirements continue to be met.  Staff suggests the Council consider adding the following language: e. A COPY OF THE CURRENT INSURANCE POLICY REQUIRED IN B. 5. f. VERIFICATION OF THE CURRENT, APPROPRIATE MARICOPA COUNTY TAX STATUS. D. Waiver for Reasonable Accommodation.  A zoning ordinance is written to provide a regulatory way to allow development to happen consistent with the community's general plan and to protect the health, safety, and welfare of the citizens.  When these rules are established it is expected they will not fit all situations; that there can be unique hardships and situations where the rules make it virtually impossible to develop a specific tract of land.  To address this, the zoning ordinance has a provision to allow property owners to request a variance to the rules.  There are specific criteria which are established for approval of a variance.  To receive the variance the Board of Adjustment must find that the applicant has met all the criteria. When setting up the regulations to allow for community residences, the same thing can happen.  Despite our efforts to establish fair, equitable, and appropriate rules for this exception to the regulations regarding what constitutes a family under the zoning ordinance, unique situations can arise.  To address those unique situations it is important that the regulations prescribe the process and requirement for granting a waiver to those rules.  Section 5.12 D. of the draft ordinance presented to the Planning and Zoning Commission provided the process and rules for considering and granting the waiver. At the P & Z hearing there were concerns expressed regarding the proposed process and tests At the P & Z hearing there were concerns expressed regarding the proposed process and tests that would have to be met to receive the waiver.  The main concerns expressed were that one person (the Development Services Director) would make the determination and that the applicants would be able to get by with limited documentation and justification for the waiver; that the waivers could be granted too easily.  Because of those issues, the Planning and Zoning Commission removed the waiver language totally from the ordinance they have recommended to the Council.  Staff suggests that the Council could reconsider and include a revised version of this section.  Below is a copy of the ordinance as submitted to the P & Z with some noted adjustments to address the concerns expressed at the hearing. D.  Waiver for Reasonable Accommodation.  To establish a community residence for more than 10 individuals with disabilities or to reduce the separation requirement to less than 1,200’THAT DOES NOT COMPLY WITH THE OCCUPANCY OR SEPARATION REQUIREMENTS, the applicant may apply TO THE DEVELOPMENT SERVICES DEPARTMENT for a Waiver for Reasonable Accommodation.  IN ALL CASES THE DEVELOPMENT SERVICES DIRECTOR SHALL SUBMIT THE REQUEST TO THE REASONABLE ACCOMMODATION COMMITTEE TO MAKE FINDINGS OF FACT IN SUPPORT OF A DECISION TO APPROVE OR DENY THE REQUEST AND SHALL RENDER THE DECISION IN WRITING. THE APPLICATION WILL INITIALLY Such request will be reviewed and acted upon by the Development Services Director FOR COMPLETENESS.  ln all cases the Development Services Director shall make findings of fact in support of the determinations and shall render the decision in writing. The Development Services Director may meet with and interview the applicant to DETERMINE THE NECESSITY OF THE ACCOMMODATION AT THE GIVEN LOCATION AND TO  ascertain or clarify information sufficiently FOR THE COMMITTEE to make the required findings.  To grant a Waiver for Reasonable Accommodation, the Development Services Director REASONABLE ACCOMMODATION COMMITTEE shall find affirmatively all of the following standards: 1. The applicant demonstrates DOCUMENTATION AND EVIDENCE that the proposed community residence can and will emulate a biological family and function as a residential use rather than an institutional or other nonresidential use. a. The applicant demonstrates DOCUMENTATION AND EVIDENCE that the proposed community residence needs to house more than 10 the allowed number of residents or reduce the separation for financial or therapeutic reasons. b. The applicant demonstrates DOCUMENTATION AND EVIDENCE that the proposed community residence will not interfere with the normalization and community integration of the residents of any existing community residence and that the presence of other community residences will not interfere with the normalization and community integration of the residents of the proposed community residence. c. The applicant demonstrates DOCUMENTATION AND EVIDENCE that it will operate the home in a manner similar to that ordinarily required by state licensing to protect the health, safety, and welfare of the occupants of the proposed community residence. d. The applicant demonstrates DOCUMENTATION AND EVIDENCE that the proposed community residence in combination with any existing community residences will not alter the residential character of the surrounding neighborhood by creating an institutional atmosphere or by creating a de facto social service district by concentrating community residences on a block or in a neighborhood. e. 2.  THE REASONABLE ACCOMMODATION COMMITTEE SHALL BE COMPOSED OF THE 2.  THE REASONABLE ACCOMMODATION COMMITTEE SHALL BE COMPOSED OF THE TOWN MANAGER OR DESIGNEE, THE DEVELOPMENT SERVICES DIRECTOR, AND (TBD). 3. A community residence operator may appeal denial of a Waiver for Reasonable Accommodation by the Development Services Director pursuant to the procedures set forth in Section 2.07 A, Appeals to the Board of AdjustmentREASONABLE ACCOMMODATION COMMITTEE TO (TBD). The revisions put the decision in the hands of three people to review the evidence and make the findings that the accommodation is needed.  This is similar to the process used in Phoenix.  The ordinance lists two staff positions that are part of the Committee, the Town Manager or designee, and the Development Services Director.  Options for the third position include: Board of Adjustment chair, Planning and Zoning Commission chair, a person as appointed by the Mayor.  The revisions also make it clear that "reasonable" includes demonstrating the accommodation is necessary, not just a desire and that there will have to be concrete documentation and evidence of the need.  Finally, it is important that there me an appeal provision, the appeal could be to the Board of Adjustment, Planning and Zoning Commission, or Town Council. Enforcement/Penalty. At the Planning and Zoning Commission hearing, the Commission voted to include an Enforcement section in Section 5.13.  This was another last minute addition that did not have the opportunity for review by staff prior to its including in the ordinance.  Unless otherwise specified, violations of the zoning ordinance are civil infractions and subject to the provisions in Article 1-8 of the Town Code.  The standard language used in the Town Code is Penalty rather than Enforcement.  With only minor formatting changes to fit into the structure of the zoning ordinance, the ordinance as recommended for approval by the Planning and Zoning Commission states:    PENALTY 1. IF, UPON INSPECTION, A VIOLATION F THE PROVISIONS OF THIS ORDINANCE ARE FOUND, THE OWNER OF A PROPERTY THAT IS USED AS A COMMUNITY RESIDENCE WILL BE GIVEN A 14 CALENDAR GRACE PERIOD TO CORRECT THE VIOLATION. IF THE VIOLATION HAS NOT BEEN CORRECTED BY THE END OF THE 14-DAY PERIOD, THE TOWN MAY IMPOSE A FINE OF $100 PER DAY PREDICATED ON THE DATE OF THE VIOLATION FOR EACH DAY THE VIOLATION CONTINUES PAYABLE TO THE TOWN. 2. SHOULD THE INSURANCE, REGISTRATION, OR LICENSURE LAPSE, THERE WILL BE A PENALTY OF $100 PER DAY. 3. PROPERTY OWNERS OR COMMUNITY RESIDENCE OPERATORS WHO RECEIVE ANY COMBINATION OF THREE VIOLATIONS OF EITHER TOWN OR ARIZONA DEPARTMENT OF HEALTH SERVICES REQUIREMENTS WITHIN A 12-MONTH PERIOD SHALL HAVE THEIR REGISTRATION REVOKED AND WILL BE REQUIRED TO VACATE THE PROPERTY. THE ARIZONA DEPARTMENT OF HEALTH SERVICES WILL BE NOTIFIED OF THE TOWN'S ACTIONS. 4. KNOWINGLY PROVIDING FALSE OR MISLEADING INFORMATION ON A REGISTRATION APPLICATION OF ANNUAL RE-REGISTRATION SHALL RESULT IN IMMEDIATE TERMINATION OF REGISTRATION AND EVICTION. 5. TOWN WILL PROVIDE NOTIFICATION TO THE ARIZONA DEPARTMENT OF HEALTH SERVICES OF ANY COMPLAINT AGAINST A REGISTERED ADDRESS AND/OR ANY UNREGISTERED ADDRESS AS A MATTER OF COURSE. The ordinance as recommended has all enforcement actions directed to the owner of the property.  While the property owner is always the ultimate person responsible for a violation on their property, staff most often tries to work with the tenant first and will bring the property owner into the enforcement action as needed.  Limiting staff's ability to work with the tenant may actually slow down the process of achieving ordinance compliance. Section 1-8-3 of the Town Code establishes the fines for civil violations of the Zoning Ordinance.  For a first offense, the judge can assign a sanction of $250 to $750.  For a second offense within 12 months it goes up to $500 to $1,500 and for a third offense it is $1000 to $2,500.  With a third offense the choice can also be made to move the violation into the criminal violations and charge the individual with a misdemeanor.  Given this level of fines and the already approved and established procedures for enforcement under Article 1-8 of the Town Code, staff would suggest the Council consider amending the ordinance to use the following provisions:  VIOLATIONS AND PENALTIES 1. IN ADDITION TO APPLICABLE PENALTIES UNDER ARIZONA LAW, VIOLATIONS OF THIS COMMUNITY RESIDENCE ORDNANCE SHALL BE SUBJECT TO THE PROVISION OF THE FOUNTAIN HILLS TOWN CODE, SECTION 1-8-3, REGARDING CIVIL PENALTIES. 2. IN ADDITION TO THE PROVISIONS ABOVE, REGISTRATION FOR A COMMUNITY RESIDENCE MAY BE REVOKED AND THE COMMUNITY RESIDENCE REQUIRED TO VACATE THE PROPERTY IF; a. THE REQUIRED INSURANCE, REGISTRATION, LICENSURE OR CERTIFICATE LAPSE AND ARE NOT REINSTATED WITHIN 45 DAYS OF THEIR LAST EFFECTIVE DATE; OR, b. THE PROPERTY OWNER OR COMMUNITY RESIDENCE OPERATOR RECEIVES ANY COMBINATION OF THREE VIOLATIONS RELATED TO THE OPERATION OF THE COMMUNITY RESIDENCE FROM EITHER THE TOWN OR THE ARIZONA DEPARTMENT OF HEALTH SERVICES WITHIN A 12-MONTH PERIOD. c. THE APPLICANT FOR THE COMMUNITY RESIDENCE KNOWINGLY PROVIDES FALSE OR MISLEADING INFORMATION ON THE REGISTRATION OR ANNUAL RENEWAL. CHANGES TO SECTIONS 10.02, PERMITTED USES (IN SINGLE-FAMILY ZONES) AND 11.02, PERMITTED USES (IN MULTIFAMILY ZONES) The list of uses in both the single-family and multifamily chapters of the zoning ordinance include the current language listing Group Homes for the Handicapped and Elderly Care as uses by right with the associated standard.  The revised ordinance deletes the current language, changes the name for the use to Community Residence, and directs people to Section 5.13 for the standards associated with the use.  The ordinance as recommended for approval by the Planning and Zoning Commission states:  Group Homes for the Handicapped and Elderly Care; provided, that: COMMUNITY RESIDENCE, SUBJECT TO THE REQUIREMENTS OF SECTION 5.13   a. No such home is located on a lot that is within one thousand – two hundred (1,200) feet, measured by a straight line in any direction of the exterior lot lines of another group home for the handicapped and elderly care.   b. No such home contains more than ten (10) residents.   c. Such home is licensed by the State of Arizona Department of Health.   d. Such home is registered with, and administratively approved by the Community Development Director or designee, as to compliance with the standards of this Ordinance. In addition to providing recommendations on the ordinance language, the P & Z Chair also read a list of "Whereas" statements prior to making the motion to approve the ordinance.  Those statements are not part of the ordinance itself but help provide a legislative history and intention behind the ordinance.  After review of the suggested statements, staff has chosen to use several of them in addition to other statements.  The attached ordinance contains the statements staff believes are important for the adoption of the ordinance. After preparing the notice for the P & Z hearing, it was noted there are also references to the current use as Groups Homes in both Chapter 12, Commercial Zoning Districts, and Chapter 18, Town Center Commercial District.  Changes to these chapters was not included in the public notice; therefore, they are not being changed at this time.  When staff prepares the ordinance amendments to address detoxification facilities and treatment centers those chapters will be amended.  That ordinance will also be used to change the language to Community Residences. Related Ordinance, Policy or Guiding Principle Zoning Ordinance Section 1.12, Definitions Zoning Ordinance Section 10.02, Uses permitted in single-family zoning districts Zoning Ordinance Section 11.02, Uses permitted in multifamily zoning districts Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) The Planning and Zoning Commission has been reviewing this topic and receiving input from the public since November 2021.  Based on their study and review they have unanimously recommended approval of the attached ordinance. In addition to recommending approval of the ordinance, they have also recommended that the Town work with the League of Arizona Cities and Towns and with the Arizona Department of Health Services to develop modifications to current state rules and regulations in oder to give local governments more control over these uses. Staff Recommendation(s) The current language in the zoning ordinance addressing group homes is outdated and needs to be revised.  Overall, staff supports the ordinance as recommended by the Planning and Zoning Commission.  There are several points, however, as brought up in the staff report where the Council may want to consider modifications.  These possible changes described in this report are summarized and listed here for easy reference when making a motion.  The Council could move to approve the ordinance and then choose which, if any, of these listed modifications to make.  ordinance and then choose which, if any, of these listed modifications to make.  Remove the limitation on the number of residents allowed in a community residence from the primary definition and modify the definition of family community residence to include the allowed number of occupants. 1. Increase the allowed occupancy in a Family Community Residence to 102. Increase the allowed occupancy in a Transitional Community Residence to 83. Remove the second sentence in the definition of family.4. Change the minimum separation distance between community residences to 1,200' (or other spacing requirement agreeable to the Council). 5. Change the limit of two people per bedroom to a minimum bedroom size based on number of occupants. 6. Move the requirement for a business license, if applicable, to the list of application requirements.7. Remove the requirement that the property owner agree to allow unannounced inspections.8. Either, a. remove the requirement for submission of liability insurance and modify other sections as needed to remove this requirement, or b. only remove the portion that requires the waiver of subrogation. 9. Modify the requirement for the lease packet based on ARS 9 A.A.C. 12 Section 202 to a copy of the standard residency agreement. 10. Modify the prohibition on distribution of medication to allow distribution of medication normally expected in a family home. 11. Add business license to the list of items that can be submitted during the conditional registration time frame. 12. Add to the list of items that would be submitted for annual re-registration, the current insurance policy (if this was not removed), and verification of current tax status. 13. Add back in the Waiver for Reasonable Accommodation, specify the makeup of the review committee and appeal body 14. Change to the Violations and Penalties section as suggested by staff.15. SUGGESTED MOTION MOVE to adopt Ordinance 22-01 (with the following modifications; list out the changes using the list from the Staff Recommendation section of the report or other changes as determined by the Town Council). Attachments Ordinance 22-01  9 AAC 12 Section 202 Requirements  Form Review Inbox Reviewed By Date Town Clerk Elizabeth A. Klein 03/24/2022 08:28 AM Development Services Director (Originator)03/24/2022 08:29 AM Town Attorney Aaron D. Arnson 03/24/2022 03:49 PM Town Manager Grady E. Miller 03/25/2022 11:04 AM Form Started By: John Wesley Started On: 03/16/2022 03:05 PM Final Approval Date: 03/25/2022  ORDINANCE NO. 22-01 AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, AMENDING THE TOWN OF FOUNTAIN HILLS ZONING ORDINANCE, CHAPTER 1, INTRODUCTION, SECTION 1.12, DEFINITIONS, AMENDING THE DEFINITIONS OF FAMILY AND GROUP HOME; AMENDING CHAPTER 5, GENERAL PROVISIONS, SECTION 5.13, RESERVED, RENAMING THE SECTION AND PROVIDING REGULATIONS FOR GROUP HOMES; AMENDING CHAPTER 10, SINGLE- FAMILY RESIDENTIAL ZONING DISTRICTS, SECTION 10.02 A. 12. GROUP HOMES FOR THE HANDICAPPED AND ELDERLY CARE; AND, AMENDING CHAPTER 11, SECTION 11.02 A. 11. GROUP HOMES FOR THE HANDICAPPED AND ELDERLY CARE 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 01 amending Chapter 1, Introduction, Section 1.12, Definitions, amending the definitions of Family and Group Home; amending Chapter 5, General Provisions, Section 5.13, Reserved, renaming the section and providing regulations for group homes; amending Chapter 10, Single-family Residential Zoning Districts, Section 10.02 A. 12. Group Homes for the Handicapped and Elderly Care; and, amending Chapter 11, Section 11.02 A. 11. Group Homes for the Handicapped and Elderly Care; 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 February 23, 2022 and March 2, 2022 editions of the Fountain Hills Times; and WHEREAS, public hearings were held by the Fountain Hills Planning & Zoning Commission on March 14, 2022, and by the Town Council on April 5, 2022; and WHEREAS, the Town recognizes its regulations for group homes for the handicapped (referred to as Community Residences) need revision to protect the welfare and safety of residents in those homes and to prevent clustering or overconcentration; and WHEREAS, the FHAA generally prohibits zoning practices that discriminate against individuals with disabilities by “making unavailability or denying housing to those persons”; and WHEREAS, a community residence seeks to achieve “normalization” of their residents and incorporate them into the social fabric of the surrounding community (kn own as “community integration”); and WHEREAS, a community residence seeks to emulate a family in how they function (see definition of family). The residents with disabilities learn or re-learn the same life skills and social behaviors of a family; and WHEREAS, to enforce the rationally based distancing regulations and to ensure accuracy of its data, the Town will require existing and future Community Residences to annually register with the Town; and WHEREAS, in accord with case law, Community Residences that fit within the cap of four unrelated occupants constitute a family under the Zoning Ordinance and must be treated the same as any other family; and WHEREAS, by amending its zoning ordinance the Town gives prospective operators of Community Residences for people with disabilities clarity and certainty regarding where such homes may locate; and WHEREAS, the regulations are the least restrictive means to actually achieving the Town’s legitimate government interest; 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 prop erty 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. 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 1, Introduction, Section 1.12, Definitions, is hereby amended as follows: … COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE IS A RESIDENTIAL LIVING ARRANGEMENT WITH BEDS FOR FIVE (5) TO EIGHT (8) INDIVIDUALS WITH DISABILITIES, INCLUDING RESIDENT STAFF, LIVING AS A FAMILY IN A SINGLE DWELLING UNIT WHO ARE IN NEED OF THE MUTUAL SUPPORT FURNISHED BY OTHER RESIDENTS OF THE COMMUNITY RESIDENCE AS WELL AS THE SUPPORT SERVICES, IF ANY, PROVIDED BY THE STAFF OF THE COMMUNITY RESIDENCE. RESIDENTS MAY BE SELF-GOVERNING OR SUPERVISED BY A SPONSORING ENTITY OR ITS STAFF, WHICH PROVIDES HABILITATIVE OR REHABILITATIVE SERVICES RELATED TO THE RESIDENTS' DISABILITIES. A COMMUNITY RESIDENCE SEEKS TO EMULATE A BIOLOGICAL FAMILY TO FOSTER NORMALIZATION OF ITS RESIDENTS AND INTEGRATE THEM INTO THE SURROUNDING COMMUNITY. ITS PRIMARY PURPOSE IS TO PROVIDE SHELTER IN A FAMILY-LIKE ENVIRONMENT. MEDICAL TREATMENT IS INCIDENTAL AS IN ANY HOME. SUPPORTIVE INTER-RELATIONSHIPS BETWEEN RESIDENTS ARE AN ESSENTIAL COMPONENT. COMMUNITY RESIDENCE INCLUDES SOBER LIVING HOMES AND ASSISTED LIVING HOMES BUT DOES NOT INCLUDE ANY OTHER GROUP LIVING ARRANGEMENT FOR UNRELATED INDIVIDUALS WHO ARE NOT DISABLED NOR ANY SHELTER, ROOMING HOUSE, BOARDING HOUSE OR TRANSIENT OCCUPANCY. FAMILY COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE THAT IS A RELATIVELY PERMANENT LIVING ARRANGEMENT WITH NO LIMIT ON THE LENGTH OF TENANCY AS DETERMINED IN PRACTICE OR BY THE RULES, CHARTER, OR OTHER GOVERNING DOCUMENTS OF THE COMMUNITY RESIDENCE. THE MINIMUM LENGTH OF TENANCY IS TYPICALLY A YEAR OR LONGER. TRANSITIONAL COMMUNITY RESIDENCE. A COMMUNITY RESIDENCE WITH FIVE (5) TO SIX (6) BEDS, INCLUDING RESIDENT STAFF, THAT PROVIDES A RELATIVELY TEMPORARY LIVING ARRANGEMENT WITH A LIMIT ON LENGTH OF TENANCY MORE THAN THIRTY (30) DAYS AND LESS THAN A YEAR, AS DETERMINED EITHER IN PRACTICE OR BY THE RULES, CHARTER, OR OTHER GOVERNING DOCUMENT OF THE COMMUNITY RESIDENCE. … Family: An individual, or two (2) or more persons related by blood or marriage, or a group of NOT MORE THAN FOUR (4) persons not related by blood or marriage, living together as a single housekeeping group in a dwelling unit. IN SPIRIT BUT NOT DIRECT APPLICATION, FAMILIES MAINTAIN LEGAL DOMICILE AT THE PARTICULAR DWELLING UNIT AND LEGAL OWNERSHIP OR TENANCY OF THE DWELLING UNIT AS EVIDENCED ON A DEED OR LEASE. … Group Home for the Handicapped and Adult Care: A dwelling shared by handicapped and/or elderly people as their primary residence and their resident staff, who live together as a single housekeeping unit, sharing responsibilities, meals, and recreation. The staff provides care for the residents. A Group Home for the Handicapped and Adult Care does not include nursing homes, alcohol or other drug treatment centers, community correction facilities, shelter care facilities, or homes for the developmentally disable as regulated by the Arizona Revised Statutes Section 36-582. … SECTION 3. The Zoning Ordinance, Chapter 5, General Provisions, Section 5.13, Reserved, is hereby amended as follows: Section 5.13. ReservedCOMMUNITY RESIDENCES (Deleted per Ordinance 2004-10 – Storage and Parking of Mobile Homes, Boats, Aircraft, Truck Campers, Camping Trailers, Travel Trailers and Other Trailers is hereby deleted in its entirety.) Refer to Chapter 7 – Section 7.02. A. STANDARDS: 1. TO PREVENT THE CLUSTERING OF COMMUNITY RESIDENCES AND TO BETTER INTEGRATE COMMUNITY RESIDENCE RESIDENTS INTO THE SURROUNDING NEIGHBOR AND COMMUNITY, SUCH HOME MUST BE LOCATED ON A LOT THAT IS AT LEAST TWO THOUSAND SIX HUNDRED FORTY (2,640) FEET FROM THE EXTERIOR LOT LINES OF ANOTHER COMMUNITY RESIDENCE, MEASURED BY A STRAIGHT LINE FROM THE PROPERTY LINE IN ANY DIRECTION. 2. NO MORE THAN TWO PERSONS PER BEDROOM. 3. RECEIVES A TOWN BUSINESS LICENSE, IF APPLICABLE. 4. AN INDIVIDUAL REQUIRED TO REGISTER UNDER ARIZONA LAW AS A SEX OFFENDER AND CLASSIFIED AS A LEVEL II OR LEVEL III COMMUNITY RISK (INTERMEDIATE TO HIGH RISK) IS NOT PERMITTED TO LIVE IN A COMMUNITY RESIDENCE. B. APPLICATION REQUIREMENTS: 1. COPY OF LICENSE OR CERTIFIED THROUGH ONE OR MORE OF THE FOLLOWING GROUPS: A. LICENSE OR IS CERTIFIED BY THE STATE OF ARIZONA DEPARTMENT OF HEALTH; OR B. LICENSE OR IS CERTIFIED BY THE ARIZONA RECOVERY HOUSING ASSOCIATION; OR, C. “PERMANENT” OXFORD HOUSE CHARTER. 2. IF THE PROPERTY IS BEING RENTED OR LEASED, AN ACKNOWLEDGEMENT FROM THE PROPERTY OWNER AGREEING TO THE USE OF THE PROPERTY AS A COMMUNITY RESIDENCE. PROPERTY OWNER SHALL ALSO AGREE TO ALLOW TOWN OFFICIALS TO ENTER THE PREMISES FOR UNANNOUNCED INSPECTIONS TO INSPECT FOR LAND USE VIOLATIONS INCLUDING THE NUMBER OF OCCUPANTS. 3. A DESCRIPTION OF THE SCOPE OF SERVICES TO BE PROVIDED IN THE HOME AND WHETHER OR NOT THE RESIDENTS WILL BE AMBULATORY. 4. A STATEMENT THE HOME SHALL NOT HOUSE ANY PERSON WHOSE TENANCY WOULD CONSTITUTE A DIRECT THREAT TO THE HEALTH OR SAFETY OF OTHER INDIVIDUALS OR WOULD RESULT IN SUBSTANTIAL PHYSICAL DAMAGE TO THE PROPERTY OF OTHERS. 5. A CERTIFICATE OF INSURANCE COMMERCIAL LIABILITY FOR OPERATION OF THE HOME AT THE GIVEN LOCATION. INSURANCE POLICY SHALL BE A MINIMUM OF $2 MILLION PER OCCURENCE AND $4 MILLION IN AGGREG ATE WITH A WAIVER OF SUBROGATION FOR THE TOWN. 6. THE PORTIONS OF ANY STATE LICENSE OR THIRD PARTY CERTIFICATION APPLICATION REQUIREMENTS THAT PROVIDE: A. NAMES AND CONTACT INFORMATION FOR CONTACT INDIVIDUAL(S) FOR THE HOME WHO CAN RESPOND TO COMPLAINTS OR EMERGENCIES. B. INFORMATION REGARDING POLICIES AND PROCEDURES FOR RESIDENTS AND VISITORS RELATED TO PARKING, NOISE EMANATING FROM THE HOME, SMOKING, CLEANLINESS OF THE PUBLIC SPACE NEAR THE HOME, AND LOITERING IN FRONT OF THE HOME OR NEAR-BY HOMES ARE ESTABLISHED, KNOWN TO RESIDENTS, AND ENFORCED. C. INFORMATION REGARDING EFFORTS TO PROMOTE THE SAFETY OF THE SURROUNDING NEIGHBORHOOD. 7. A FLOOR PLAN OF THE HOME SHOWING ALL BEDROOMS, LIVING, AND DINING AREAS. 8. THE APPLICANT SHALL ATTEST THAT THEY WILL PROVIDE ALL EVIDENCE PERMISSIBLE BY CODE AND AUTHORITY HAVING JURISDICTION NECESSARY IN RESPONSE TO A CODE ENFORCEMENT INQUIRY, IN PARTICULAR, OCCUPANCY LOGS. 9. EVIDENCE OF THE PROPERTY’S APPROPRIATE M ARICOPA COUNTY TAX CLASSIFICATION FOR THE USE APPLIED PRIOR TO COMPLETION OF REGISTRATION AND OCCUPANCY OF THE PROPERTY. 10. A COPY OF THE LEASE PACKET PRESCRIBED BY ARS 9 A.A.C. 12 SECTION 202 SPECIFYING THE OPERATOR OF THE HOME WILL UTILIZE A LEASE PACKET THAT IS IN ACCORDANCE WITH THE STATE ADMINISTRATIVE CODE. 11. CERTIFICATION THAT NO OUTPATIENT TREATMENT CENTER LICENSURE OR MEDICATION DISTRIBUTION WILL BE SOLICITED OR OCCUR ON-PREMISES. C. REGISTRATION: 1. REGISTRATION OF A COMMUNITY RESIDENCE WITH THE TOWN IS REQUIRED PRIOR TO BEGINNING OPERATION. AN APPROVED REGISTRATION IS VALID FOR ONE YEAR FROM DATE ADMINISTRATIVELY ISSUED. 2. FOLLOWING RECEIPT OF A COMPLETE APPLICATION FOR REGISTRATION, THE PROPERTY WILL BE INSPECTED BY THE BUILDING OFFICIAL AND FIRE MARSHAL FOR COMPLIANCE WITH ALL LIFE SAFETY REQUIREMENTS. ANY IDENTIFIED DEFICIENCIES MUST BE ADDRESSED AND COMPLI ANCE VERIFIED THROUGH A FOLLOW UP INSPECTION BEFORE THE REGISTRATION WILL BE COMPLETED. 3. ALL REQUIRED DOCUMENTS LISTED IN B. WILL BE REVIEWED. ANY REQUIRED CORRECTIONS OR CLARIFICATIONS MUST BE SUBMITTED TO COMPLETE THE REGISTRATION PROCESS. 4. WHEN ALL REGISTRATION REQUIREMENTS HAVE BEEN MET, THE DEVELOPMENT SERVICES DIRECTOR WILL ADMINISTRATIVELY COMPLETE THE TOWN’S REGISTRATION PROCESS. 5. IF ALL OTHER REQUIREMENTS OF THIS ORDINANCE ARE MET, THE DEVELOPMENT SERVICES DIRECTOR MAY ISSUE A CONDITIONAL REGISTRATION FOR UP TO 90 DAYS WHILE THE APPLICANT APPLIES FOR AND RECEIVES A. THE LICENSE OR CERTIFICATE AS REQUIRED BY B.1.; B. THE INSURANCE POLICY REQUIRED BY B.5.; AND, C. THE MARICIOPA TAX VERIFICATION REQUIRED BY B. 9. THE APPLICANT MAY NOT OCCUPY THE RESIDENCE UNTIL THESE ITEMS ARE RECEIVED BY THE TOWN. IF THE IF ONE OR MORE OF THESE ITEMS ARE NOT RECEIVED BY THE TOWN WITHIN 90 DAYS, OR IS NOT APPROVED, THE REGISTRATION OF THE PROPERTY WILL BE RESCINDED. SHOULD THE LICENSE OR CERTIFICATE BECOMES REVOKED FOR ANY REASON, THE COMMUNITY RESIDENCE OPERATOR WILL HAVE 45 DAYS TO VACATE THE PROPERTY. 6. REREGISTRATION. THE COMMUNITY RESIDENCE OPERATOR MUST REGISTER ANNUALLY BY SUBMITTING A NEW APPLICATION WITH ANY UPDATED DOCUMENTS. THE REGISTRATION CAN BE RENEWED IF THE FOLLOWING ARE MET: A. THE HOME HAS MAINTAINED A CURRENT LICENSE OR CERTIFICATE. B. THE HOME OR OPERATOR HAS MAINTAINED A CURRENT TOWN BUSINESS LICENSE, IF APPLICABLE. C. RE-INSPECTION OF THE PROPERTY HAS VERIFIED ONGOING COMPLIANCE WITH LIFE SAFETY STANDARDS. D. THE PROVIDER HAS COMPLIED WITH THE POLICIES AND PROCEDURES ESTABLISHED IN B. 6. D. PENALTY. 1. IF, UPON INSPECTION, A VIOLATION OF THE PROVISIONS OF THIS ORDINANCE ARE FOUND, THE OWNER OF A PROPERTY THAT IS USED AS A COMMUNITY RESIDENCE WILL BE GIVEN A 14 CALENDAR DAY GRACE PERIOD TO CORRECT THE VIOLATION. IF THE VIOLATION HAS NOT BEEN CORRECTED BY THE END OF THE 14-DAY PERIOD, THE TOWN MAY IMPOSE A FINE OF $100 PER DAY PREDICATED ON THE DATE OF THE VIOLATION FOR EACH DAY THE VIOLATION CONTINUES PAYABLE TO THE TOWN. 2. SHOULD THE INSURANCE, REGISTRATION, OR LICENSURE LAPSE, THERE WILL BE A PENALTY OF $100 PER DAY. 3. PROPERTY OWNERS OR COMMUNITY RESIDENCE OPERATORS WHO RECEIVE ANY COMBINATION OF THREE VIOLATIONS OF EITHER TOWN OR ARIZONA DEPARTMENT OF HEALTH SERVICES REQUIREMENTS WITHIN A 12 MONTH PERIOD SHALL HAVE THEIR REGISTRATION REVOKED AND WILL BE REQUIRED TO VACATE THE PROPERTY. THE ARIZONA DEPARTMENT OF HEALTH SERVICES WILL BE NOTIFIED OF THE TOWN’S ACTIONS. 4. KNOWINGLY PROVIDING FALSE OR MISLEADING INFORMATION ON A REGISTRATION APPLICATION OR ANNUAL RE- REGISTRATION SHALL RESULT IN IMMEDIATE TERMINATION OF REGISTRATION AND EVICTION. 5. TOWN WILL PROVIDE NOTIFICATION TO THE ARIZONA DEPARTMENT OF HEALTH SERVICES OF ANY COMPLAINT AGAINST A REGISTERED ADDRESS AND/OR ANY UNREGISTERED ADDRESS AS A MATTER OF COURSE. SECTION 4. The Zoning Ordinance, Chapter 10, Single-Family Residential Districts, Section 10.02 A., Permitted Uses, is hereby amended as follows: 12. Group Homes for the Handicapped and Elderly Care; provided, that: COMMUNITY RESIDENCE, SUBJECT TO THE REQUIREMENTS OF SECTION 5.13 a. No such home is located on a lot that is within one thousand – two hundred (1,200) feet, measured by a straight line in any direction of the exterior lot lines of another group home for the handicapped and elderly care. b. No such home contains more than ten (10) residents. c. Such home is licensed by the State of Arizona Department of Health. d. Such home is registered with, and administratively approved by the Community Development Director or designee, as to compliance with the standards of this Ordinance. SECTION 5. The Zoning Ordinance, Chapter 11, Multifamily Zoning Districts, Section 11.02 A, Permitted Uses, is hereby amended as follows: 11. Group Homes for the Handicapped and Elderly Care; provided, that: COMMUNITY RESIDENCE, SUBJECT TO THE REQUIREMENTS OF SECTION 5.13 a. No such home is located on a lot within one thousand – two hundred (1,200) feet, measured by a straight line in any direction, of the exterior lot lines of another group home for the handicapped and elderly care. b. No such home contains more than ten (10) residents. c. Such home is licensed by the State of Arizona Department of Health Services. d. Such home is registered with, and administratively approved by the Community Development Director or designee, as to compliance with the standards of this Ordinance. Section 6. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, this 5th day of April 2022. 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 R9-12-202. Residency Agreements A. Within three calendar days before or at the time of acceptance into a sober living home, an individual requesting to be a resident of the sober living home shall provide proof of sobriety to the manager of the sober living home. B. A manager shall not accept or retain an individual as a resident of a sober living home if the individual: 1. Is not at least 18 years of age, 2. Cannot provide proof of sobriety, or 3. Needs more support to maintain sobriety than is within the scope of services for the sober living home. C. Before or at the time of an individual’s acceptance by a sober living home, a manager shall ensure that there is a documented residency agreement between the individual and the sober living home that includes: 1. The individual’s name; 2. The name and phone number of an emergency point of contact, which may be a family member or another individual designated by the individual; 3. Information about the individual’s: a. Length of sobriety; b. History of previous recovery activities; and c. Source of referral to the sober living home, if applicable; 4. Terms of occupancy, including: a. Date of occupancy or expected date of occupancy, b. Resident responsibilities, and c. Responsibilities of the sober living home; 5. The consequences of a loss of sobriety; 6. A description of the room for the individual to occupy; 7. A list of the services to be provided by the sober living home to a resident; 8. The fees to be charged to the individual for residency in the sober living home; 9. A list of the services available from the sober living home at an additional fee or charge and the associated fees or charges; 10. The policy for refunding fees, charges, or deposits; 11. The policy and procedure for a resident to terminate residency, including terminating residency because services were not provided to the resident according to the residency agreement; 12. The policy and procedure for a sober living home to terminate residency; 13. A statement that a resident has a right to file a complaint about the sober living home, manager, or licensee and a description of the complaint process; 14. A statement that a resident is expected to: a. Comply with the terms of the residency agreement and requirements established for residents according to R9-12-201(B)(2)(a)(iii) or R9-12-201(B)(3)(j); b. Maintain sobriety; and c. Participate in activities to improve life skills, support independent living, and promote recovery: i. Such as a treatment program, a self-help group, or another program to support sobriety and recovery; and ii. That may include job training, school, or looking for a job; 15. A statement that a sober living home may not require an individual to relinquish the individual’s public assistance benefits, such as medical assistance, case assistance, or supplemental nutrition assistance program benefits, as a condition of residency; 16. A statement that a sober living home must notify a family member or other emergency contact of the individual, according to R9-12-201(E)(1), if the individual: a. Dies while a resident of the sober living home, b. Has an illness or injury that requires immediate intervention by an emergency medical services provider or treatment by a health care provider, c. Appears to be incapable of handling financial affairs, or d. Is not complying with the residency agreement; 17. The name and contact information for the individual or business organization controlling the sober living home; 18. The signature of the individual and the date signed; and 19. The manager’s signature and date signed. D. A manager shall: 1. Before or at the time of an individual’s acceptance by a sober living home, provide to the resident or resident’s representative a copy of: a. The residency agreement in subsection (C), and b. Resident’s rights; and 2. Maintain the original of the residency agreement in subsection (C) in the resident’s record. E. A manager may terminate residency of a resident as follows: 1. Without notice, if the resident exhibits behavior that is an immediate threat to the health and safety of the resident or other individuals in a sober living home; 2. With a seven-calendar-day written notice of termination of residency: a. For nonpayment of fees, charges, or deposit; or b. Under the conditions in subsection (B)(3); or 3. With a 14-calendar-day written notice of termination of residency, for any other reason. F. A manager shall ensure that a written notice of termination of residency includes: 1. The date of notice; 2. The reason for termination of residency; 3. If termination of residency is because the resident needs more support to maintain sobriety than is within the scope of services for the sober living home, a description of why the sober living home cannot meet the resident’s needs; 4. The policy for refunding fees, charges, or deposits; and 5. The deposition of a resident’s fees, charges, and deposits. ITEM 8. B. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting 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 Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: of approving the Second Amendment to Cooperative Purchase Agreement C2020-065 with M. R. Tanner Development and Construction, Inc. Staff Summary (Background) By utilizing cooperative purchasing agreement contracts, the Town of Fountain Hills has been able to take advantage of competitive pricing from procurement processes of other municipalities. The City of Chandler recently solicited bids for Street Maintenance & Repair Services (RFP #PW0-745-4123). Based on this competitive process, the City of Chandler awarded the contract to M.R. Tanner Development & Construction, Inc.  M.R. Tanner has agreed to extend Chandler's contract pricing to the Town of Fountain Hills.  As a result, the Public Works Department wishes to take advantage of this outstanding pricing by amending a previous Council-approved cooperative purchasing agreement with M.R. Tanner from September 15, 2020.    The pavement management program used to complete the Town of Fountain Hills pavement analysis is a robust enterprise asset management system known as "Lucity." The pavement analysis conducted by our consultant (IMS) and staff, prioritizes and optimizes a multi-year rehabilitation process using sound engineering and financial principles. To select rehabilitation candidates (street segments), the system prioritizes (ranks) the potential candidates using factors such as functional classification, pavement type, strength, and cost of deferral. This amendment in the amount of $1,000,000 will be utilized for street paving, Capital Improvement Projects and a Facilities Reserve project. Each of these projects has its own designated funding and is described in more detail below. The pavement maintenance for FY 21-22 that started last fall and continues this spring, includes the removal and replacement of segments on arterials and collectors that have failed, mill and overlay on two minor collectors and crack filling. This is the final phase of the multiyear improvements at Four Peaks Park. This amendment will utilize funding from the Capital Improvement Fund to construct a parking lot and ADA accessible route to the recently completed playground on the south side of the park.  The balance of this amendment will utilize Facilities Reserve funding to make drainage improvements, add ADA parking and repave the parking lot on the north side of Four Peaks park nearest to the restroom and the parking lot on the west side near the tennis and basketball courts. Related Ordinance, Policy or Guiding Principle Pavement Management best practices Capital Improvement Projects Capital Reserve Assessment  Risk Analysis Failure to amend/renew the contract for street maintenance and repair could delay projects and result in higher pricing. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends the approval of the Second Amendment to Cooperative Purchasing Agreement C2020-065 with M.R. Tanner Development & Construction, Inc. SUGGESTED MOTION MOVE to approve the Second Amendment to Cooperative Purchasing Agreement C2020-065 With M.R. Tanner in the amount of $1,000,000 and any required budget transfers. Fiscal Impact Fiscal Impact:1,000,000 Budget Reference:210,254,289 Funding Source: If Multiple Funds utilized, list here:Capital Projects -Facilities Replacement - Streets Budgeted: if No, attach Budget Adjustment Form: Attachments Cooperative Purchasing Agreement  Local street pavement segments map  Parking lot Exhibits  Form Review Inbox Reviewed By Date Public Works Director (Originator)Justin Weldy 03/22/2022 12:54 PM Finance Director David Pock 03/22/2022 04:17 PM Town Attorney Aaron D. Arnson 03/24/2022 08:26 AM Town Manager Grady E. Miller 03/25/2022 11:23 AM Form Started By: Justin Weldy Started On: 03/18/2022 05:00 AM Final Approval Date: 03/25/2022  1 Contract No. 2020-065.2 SECOND AMENDMENT TO COOPERATIVE PURCHASING AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND M.R. TANNER DEVELOPMENT & CONSTRUCTION, LLC THIS SECOND AMENDMENT TO COOPERATIVE PURCHASING AGREEMENT (this “Second Amendment”) is entered into upon execution, between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”) and M.R. Tanner Development & Construction, LLC, a(n) Arizona limited liability company (the “Contractor”). RECITALS A. The Town and the Contractor entered into a Cooperative Purchasing Agreement dated February 18, 2020, (the “Agreement”), for Street Maintenance and Repair Services (the “Materials and Services”). The terms of the Agreement are incorporated herein. B. The Town and the Contractor entered into that First Amendment, dated September 2, 2020, for additional materials and services. C. The Town has determined that additional Materials and Services (the “Additional Materials and Services”) are necessary. D. The Town and the Contractor desire to enter into this Second Amendment to increase the compensation authorized by the Agreement for the Additional Materials and Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which are incorporated herein by reference, the following mutual covenants and conditions, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Town and the Contractor hereby agree as follows: 1. Compensation. The Town shall pay the Contractor an amount not to exceed $1,000,000 for an aggregate amount not to exceed $7,050,000. 2. Effect of Amendment. In all other respects, the Agreement is affirmed and ratified and, except as expressly modified herein, all terms and conditions of the Agreement shall remain in full force and effect. 3. Non-Default. By executing this Second Amendment, the Contractor affirmatively asserts that (i) the Town is not currently in default, nor has it been in default at any time prior to 2 this Second Amendment, under any of the terms or conditions of the Agreement and (ii) any and all claims, known and unknown, relating to the Agreement and existing on or before the date of this Second Amendment are forever waived. 4. Israel. Contractor certifies that it is not currently engaged in, and agrees for the duration of this Agreement that it will not engage in a “boycott,” as that term is defined in Ariz. Rev. Stat. § 35-393, of Israel. 5. Conflict of Interest. This Second Amendment and the Agreement may be cancelled by the Town pursuant to Ariz. Rev. Stat. § 38-511. [SIGNATURES ON FOLLOWING PAGES] All that is Ari zon a F O UNTAIN HILLST O W N OF INC. 1989PROJECT LIMITSFORPAVEMENT MAINTENANCEFY 2021 -2022MILL AND OVERLAYSHEA BLVDSAGUAROBLVDF O U N T A I N H I L L S B L V D PALISADES BLVDPALISADES BLVD MCDOWELL MTN RDPROJECT LIMITSMOUNTAINSIDEDRMIMOSADRLANTANALNEL LAGOBLVDTHISTLE DR Four Peaks Park - Parking Lot Improvements 2022EL SOBRANTE AVEDEL CAMBRE AVE CALAVERAS DRSAN MARCUS DRALAMOSA AVECALLE DEL PRADODEERSKINDRMill & OverlayExisting Parking LotRestroomsReconstruct ExistingParking Lot, ImproveDrainage, RelocateADA Parking SpacesBasketball CourtTennis CourtsMill and Overlay DriveIsle,  Install New ADAParking Spaces, AddParking Spaces PlaygroundsBoys & GirlsClubVacantFHUSD Four Peaks Park - Parking Lot Improvements 2022Tennis Court / Basketball Parking - Reconstruct to Improve Drainage andRelocate ADA Parking Space to Provide an Updated Accessible RouteDEL CAMBRE AVE ALAMOSA AVEBasketball CourtTennis CourtsParking Lot Four Peaks Park - Parking Lot Improvements 2022Restrooms - Mill and OverlayDEL C AM BR E A V E RestroomsParking LotCALLE DEL PRADOCALLE DEL PRADO Four Peaks Park - Parking Lot Improvements 2022Playground - Mill and Overlay Drive Isle, Install New ADA Parking Spaces to Provide anUpdated Accessible Route and Add Parking Spaces to the Southside of New PlaygroundEL SOBRANTE AVESAN MARCUS DRParking LotParking SpacesPlaygrounds ITEM 8. C. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting Agenda Type: Regular Agenda                  Submitting Department: Public Works Prepared by: David Janover, Town Engineer Staff Contact Information: Justin Weldy, Public Works Director Request to Town Council Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION OF Resolution 2022-014, approving Amendment One to the Intergovernmental Agreement with the State of Arizona for design and construction of sidewalk gap elimination along Saguaro Boulevard and Palisades Boulevard Staff Summary (Background) Staff continuously look for opportunities to improve the road network for all modes of transportation, with a focus on pedestrian safety. Most areas within the town prior to incorporation were constructed without sidewalks. Due to Council interest in making Fountain Hills more pedestrian friendly and to add greater connectivity for the community, town staff applied to Maricopa Association of Governments (MAG) for federal funding for various transportation and pedestrian projects, including the installation of sidewalks to fill gaps on two corridors: (a) Palisades Blvd between Fountain Hills Blvd and Saguaro Blvd, and (b) Saguaro Blvd. between Fountain Hills Blvd and Colony Drive. In the Spring of 2020, the Town was notified by MAG that our Sidewalk Gap Elimination Project was selected to receive a $2 million grant.   This project will construct 8-foot sidewalks along both corridors. The project will fill gaps between existing sidewalks, complete full street block sidewalk lengths, connect to existing pedestrian generators (including schools, parks, churches, and commercial areas), and will address pedestrian safety (hazard removal, better accessibility and curb ramp upgrades along arterial streets). The project will also include utility relocations, driveway improvements, roadway narrowing, pavement obliteration and re-striping, retaining walls, landscape restoration and sign relocation. The estimated cost of constructing both corridors of the sidewalk gap project is $2,566,081.00 The federal grant for construction amounts to $2,026,477 (94.3%), with the town’s match being $122,491 (5.7%). Additionally, staff applied for and was selected to receive unspent MAG closeout funding for design assistance in the amount of $274,144, and received notification of the grant award on January 28, 2021. The grant will cover the majority of the design cost (94.3%), with the town’s match being $16,571 (5.7%). There was also an additional review and administrative fee charged by ADOT in the amount of $30,000, bringing the town’s contribution to $46,571 towards the design. On May 4, 2021, Town Council approved Resolution 2021-11 for an Intergovernmental Agreement (IGA) with the State of Arizona, defining the project costs and outlining the federal funding and the town's contributory match.  In November 2021, six months after the approval of the IGA, the town was notified by ADOT that the cost of the design was increased by $96,398 for the purpose of additional utility potholing.  Under direction from the Town Manager, staff applied for and received closeout funds through MAG to fund the cost of the additional utility potholing during the design phase.  The purpose of the additional potholing is to decrease the risk of utility conflicts during construction.  The additional cost approved for closeout funds is $96,398, with $90,904 being the federal share and $5,494 being the town's share.   The following represents an updated summary of the federal share and town share of the project costs, which incorporates the additional closeout funds for design for the utility potholing: Design: Federal-aid funds @ 94.3%            $365,048 Town's match @ 5.7%                    $  22,065 ADOT (PDA) Cost:                          $ 30,000 (Paid by Town) Subtotal - Design/PDA                   $417,113 Construction: Federal-aid funds @ 94.3%           $2,026,477 Town's match @ 5.7%                   $   122,491 Subtotal - Construction                  $2,148,968 Estimated TOTAL Project Cost      $2,566,081 Total Estimated Town Funds          $  174,566 Total Federal Funds                       $2,391,525 If the actual project costs exceed the federal grant funding allocation, the Town will be responsible for paying the difference between actual costs of the project and the federal funds received. Related Ordinance, Policy or Guiding Principle Sidewalk infill (gap elimination) has been a top priority of the Town Council for several years. This agreement provides design and construction support, and in doing so, creates significantly safer walking paths. It is a key element and part of a comprehensive plan to improve pedestrian safety Town-wide.   Risk Analysis Not approving the Resolution will have a negative impact on grant funding and on the project. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of Resolution 2022-014. SUGGESTED MOTION MOVE to adopt Resolution 2022-014. Fiscal Impact Fiscal Impact:$5,494.00 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 Res 2022-14  Amendment #1 to the IGA  Form Review Inbox Reviewed By Date Public Works Director Justin Weldy 03/17/2022 03:32 PM Town Engineer (Originator)David Janover 03/17/2022 05:14 PM Finance Director David Pock 03/21/2022 08:26 AM Town Attorney Aaron D. Arnson 03/22/2022 09:21 AM Town Manager Grady E. Miller 03/22/2022 09:52 AM Form Started By: David Janover Started On: 03/09/2022 08:25 AM Final Approval Date: 03/22/2022  RESOLUTION NO. 2022-014 A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF FOUNTAIN HILLS, MARICOPA COUNTY, ARIZONA, APPROVING AMENDMENT ONE TO AN INTERGOVERNMENTAL AGREEMENT WITH THE STATE OF ARIZONA RELATING TO SIDEWALK INFILL DESIGN AND CONSTRUCTION RECITALS: WHEREAS, by Resolution 2021-011 the Mayor and Town Council of the Town of Fountain Hills (the “Town”) approved an Intergovernmental Agreement with the State of Arizona (the “State”) relating to the Design and Construction of sidewalk along Saguaro Boulevard from Colony Drive to Fountain Hills Blvd and Palisades Boulevard from Saguaro Boulevard to Fountain Hills Boulevard (the “Agreement”); and WHEREAS, the Town and the State desire to amend the Agreement to revise the project costs. ENACTMENTS: NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. That the Town, through its Mayor and Council, hereby approves Amendment One to the Intergovernmental Agreement (the “Agreement”), attached hereto as Exhibit A. SECTION 2. The Mayor, the Town Manager, the Town Clerk and the Town Attorney are hereby authorized and directed to cause the execution of Amendment One to the Intergovernmental Agreement and 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, Maricopa County, Arizona, this 5th day of April, 2022. 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. 2022-014 PAGE 2 EXHIBIT A AMENDMENT ONE TO THE INTERGOVERNMENTAL AGREEMENT Page 1 of 4 ADOT File No.: IGA 21-0008123-I Amendment No. One: 21-0008446-I AG Contract No.: P001 2021 000539 Project Location/Name: Palisades Blvd., and Saguaro Blvd. Type of Work: Sidewalk Gaps Federal-aid No.: FTH-0(210)T ADOT Project No.: T031401C TIP/STIP No.: FTH23-040D, FTH23-040 CFDA No.: 20.205 - Highway Planning and Construction Budget Source Item No.: N/A AMENDMENT NO. ONE TO INTERGOVERNMENTAL AGREEMENT BETWEEN THE STATE OF ARIZONA AND THE TOWN OF FOUNTAIN HILLS THIS AMENDMENT NO. ONE to INTERGOVERNMENTAL AGREEMENT (the “Amendment No. One”),is entered into this date ______________________________, pursuant to Arizona Revised Statutes (“A.R.S.”) §§ 11-951 through 11-954, as amended, between the STATE OF ARIZONA, acting by and through its DEPARTMENT OF TRANSPORTATION (the "State" or “ADOT”) and the TOWN OF FOUNTAIN HILLS, acting by and through its MAYOR and TOWN COUNCIL(the “TOWN”).The State and the Town are each individually referred to as a “Party” and are collectively referred to as the “Parties.” WHEREAS, the INTERGOVERNMENTAL AGREEMENT, IGA 21-0008123-I, A.G. Contract No. P001 2021 000539, was executed on May 28, 2021, (the “Original Agreement”); WHEREAS, the State is empowered by A.R.S. § 28-401 to enter into this Amendment No. One and has delegated to the undersigned the authority to execute this Amendment No. One on behalf of the State; WHEREAS, the Town is empowered by A.R.S. § 9-240to enter into this Amendment No. One and has by resolution, a copy of which is attached and made a part of, resolved to enter into this Amendment No. One and has authorized the undersigned to execute this Amendment No. One on behalf of the Town; and NOW THEREFORE, in consideration of the mutual terms expressed herein, the purpose of this Amendment No. One is to include additional utility potholing costs in the design phase of the Project, revise, and replace Exhibit A. Consistent with the Original Agreement the Town has been invoiced and paid $46,571.00 and will pay the additional match of $5,494.00 within 30 days of receipt of an invoice from the State. The Parties desireto amend the Original Agreement, as follows: IGA/JPA: 21-0008123-I Amendment No. One: 21-0008446-I Page 2 of 4 The Parties incorporate the Recitals set forth above as part of the body of this Amendment No. One. I.RECITALS (NO CHANGES) II. SCOPE OF WORK (NO CHANGES) III. MISCELLANEOUS PROVISIONS (NO CHANGES) EXCEPT AS AMENDED ALL OTHER terms and conditions of the Original Agreement remain in full force and effect. THIS AMENDMENT NO. ONE shall become effective upon signing and dating of all Parties. IN ACCORDANCE WITH A.R.S. § 11-952 (D) the written determination of each Party’s legal counsel providing that the Parties are authorized under the laws of this State to enter into this Amendment No. One and that the Amendment No. One is in proper form as set forth below. IN WITNESS WHEREOF, the Parties have executed this Amendment No. Oneto be effective upon the signing and dating of all Parties. TOWN OF FOUNTAIN HILLS By ______________________________Date_______________ GINNY DICKEY Mayor ATTEST: By ______________________________Date________________ ELIZABETH KLEIN Town Clerk IGA/JPA: 21-0008123-I Amendment No. One: 21-0008446-I Page 3 of 4 I have reviewed the above referenced Intergovernmental Agreement between the State of Arizona, acting by and through its DEPARTMENT OF TRANSPORTATION, and the TOWN OF FOUNTAIN HILLS, an agreement among public agencies which, has been reviewed pursuant to A.R.S. §§ 11-951 through 11-954 and A.R.S. § 9-240, and declare this Agreement to be in proper form and within the powers and authority granted to the Town under the laws of the State of Arizona. No opinion is expressed as to the authority of the State to enter into this Agreement. Approved as to Form: By ______________________________ Date___________ TownAttorney ARIZONA DEPARTMENT OF TRANSPORTATION By ______________________________ Date___________ STEVE BOSCHEN, PE Division Director A.G. Contract No. P001 2021 000539 (ADOT IGA 21-0008123), an Agreement between public agencies, the State of Arizona and the Town of Fountain Hills, has been reviewed pursuant to A.R.S. §§ 11-951 through 11-954, and 28-401, by the undersigned Assistant Attorney General who has determined that it is in the proper form and is within the powers and authority granted to the State of Arizona. No opinion is expressed as to the authority of the remaining Parties, other than the State or its agencies, to enter into said Agreement. By ______________________________ Date___________ Assistant Attorney General IGA/JPA: 21-0008123-I Amendment No. One: 21-0008446-I Page 4 of 4 EXHIBIT A Cost Estimate T031401D/03D/01C The federal funds will be used for the scoping/design and construction of the Project, including the construction engineering (CE) and administration cost. The estimated Project costs are as follows: ADOT Project Development Administration (PDA) Cost,: PDA costs*$ 30,000.00 Scoping/Design: Federal-aid funds @ 94.3%$ 365,048.00 Town’s match @ 5.7%$ 22,065.00 Subtotal – Scoping/Design/PDA**$ 417,113.00 Construction: Federal-aid funds @ 94.3% $ 2,026,477.00 Town’s match @ 5.7%$ 122,491.00 Subtotal – Construction***$ 2,148,968.00 Estimated TOTAL Project Cost $ 2,566,081.00 Total Estimated Town Funds $ 174,556.00 Total Federal Funds $ 2,391,525.00 * (Included in the Town’s Estimated Funds) ** (Consistent with the Original Agreement, the Town paid $46,571.00 and will be invoiced for the additional match of $5,494.00) *** (Includes 15% CE (this percentage is subject to change, any change will require concurrence from the Town) and 5% Project contingencies) ITEM 8. D. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting 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 Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval on Amendment No.1 to Cooperative Purchasing Agreement C2022-013 with Brown & Associates Certified Inspection, Services, INC  Staff Summary (Background) The Public Works Department and Development Services Department have an ongoing contract with Brown and Associates for civil plan review and building inspection services. These services have been necessary to supplement Town staff in order to provide civil plan review and inspection services in a timely manner.   The primary function of a civil plan reviewer is to provide assistance to the Engineering and Building Safety Departments to ensure that the town’s roadways, drainage conveyance structures, dams, washes, existing and proposed developments are designed to meet federal, state and/or local design standards.   A building inspector performs highly skilled, technical inspections to determine the structural soundness of buildings on construction projects. Building inspectors are tasked with inspecting and assessing the structural integrity of buildings and ensuring compliance with zoning regulations and building codes.   Building permit applications and approvals are continuing at a high level. Last year Town staff performed 3,707 building inspections. The number of inspections being requested on a daily basis is creating an issue with being able to provide timely inspections.   National guidelines state that there should be, on average, one inspector for every 10 inspections stops done per day. Currently, town inspections average 16 stops a day with multiple inspections at each location. This creates a challenge when it’s necessary to pursue permit violations; work without permits, complaints, unlicensed contractors or follow-ups on old permits.   To alleviate this issue, staff is requesting an amendment with Brown and Associates for additional services in the amount of $50,000, thereby increasing the not-to-exceed amount of the total contract to $75,000. Staff expects to use these funds for a contract inspector, for the equivalent of one day per week through the end of this fiscal year. Related Ordinance, Policy or Guiding Principle Public Works and Development Services Mission Statements.  Risk Analysis Failure to amend/renew the contract for civil plan review and inspections could result in a delay in issuing building permits and the start of construction on new or ongoing developments. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of Amendment #1 to Cooperative Purchasing Agreement C2022-013. SUGGESTED MOTION MOVE to approve Amendment No.1 to Cooperative Purchasing Agreement C2022-013 with Brown & Associates Certified Inspection, Services, INC, in the amount of $50,000, and any necessary budget transfers. Fiscal Impact Fiscal Impact:$50,000 Budget Reference:52 Funding Source:Building Safety If Multiple Funds utilized, list here:N/A Budgeted: if No, attach Budget Adjustment Form:N/A Attachments Professional Services Agreement  Fee Schedule  Underlying Agreement  Form Review Inbox Reviewed By Date Public Works Director (Originator)Justin Weldy 03/11/2022 04:35 PM Finance Director David Pock 03/15/2022 10:47 AM Town Attorney Aaron D. Arnson 03/15/2022 10:53 AM Town Manager Grady E. Miller 03/25/2022 12:08 PM Form Started By: Justin Weldy Started On: 03/09/2022 10:46 AM Final Approval Date: 03/25/2022  1 Contract No. 2022-013.1 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND BROWN & ASSOCIATES CERTIFIED INSPECTION SERVICE, INC. THIS FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT (this “First Amendment”) is entered into as of April 5, 2022 between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”) and Brown & Associates Certified Inspections Service, Inc., a(n) Arizona corporation (the “Consultant”). RECITALS A. The Town and the Consultant entered into a Professional Services Agreement (the “Agreement”), dated August 18, 2021, for the Consultant to provide Plan Review and Inspection Services (the “Services”). All capitalized terms not otherwise defined in this First Amendment have the same meanings as contained in the Agreement. B. The Town has determined that it is necessary to extend the Agreement with the Consultant for Services. C. The Town and the Consultant desire to enter this First Amendment to amend the Agreement to (i) extend the term of the Agreement and (ii) provide for compensation to the Consultant for the Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which are incorporated herein by reference, the following mutual covenants and conditions, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Town and the Consultant hereby agree as follows: 1. Term of Agreement. The term of the Agreement is hereby extended until August 17, 2023, unless terminated as otherwise provided pursuant to the terms and conditions of the Agreement. 2. Compensation. The Town shall pay Consultant an aggregate amount not to exceed $75,000.00 for the Services at the rates as previously set forth in Exhibit B. 3. Effect of Amendment. In all other respects, the Agreement is affirmed and ratified and, except as expressly modified herein, all terms and conditions of the Agreement shall remain in full force and effect. 2 4. Non-Default. By executing this First Amendment, the Consultant affirmatively asserts that (i) the Town is not currently in default, nor has it been in default at any time prior to this First Amendment, under any of the terms or conditions of the Agreement and (ii) any and all claims, known and unknown, relating to the Agreement and existing on or before the date of this First Amendment are forever waived. 5. Israel. Consultant certifies that it is not currently engaged in, and agrees for the duration of this Agreement that it will not engage in a “boycott,” as that term is defined in Ariz. Rev. Stat. § 35-393, of Israel. 6. Conflict of Interest. This First Amendment and the Agreement may be cancelled by the Town pursuant to Ariz. Rev. Stat. § 38-511. [SIGNATURES ON FOLLOWING PAGES] ____$50,000 Elizabeth Klein (Sep 27, 2021 11:07 PDT) ITEM 8. E. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting 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 Regular Meeting (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION : Approving Professional Services Agreement 2022-039 with Systems 4 for Town Janitorial Services. Staff Summary (Background) On September 8, 2021, the Town released a Request for Proposals (RFP) for janitorial services. Five janitorial service companies responded. The proposals were reviewed by a four member committee comprised of staff from procurement, facilities and the Community Center Manager.   The focus of the proposal was to provide for the Town a broad range of facility management resources, capabilities and assets necessary to meet the custodial needs of the Town’s diverse facilities. The objective of the Request for Proposals was to secure a long-term agreement with a company capable of delivering comprehensive janitorial services and facility management services that will substantially improve cleanliness, and ultimately, save the town time and money. The submittals were reviewed by the committee using pre-established criteria including experience, pricing and available resources. Based on the scoring criteria, the committee selected Flying Squirrel Enterprises (dba Systems 4) for the contract award. The annual amount for the agreement is $88,000 Flying Squirrel Enterprises (dba systems 4) has provided janitorial services to the Town of Fountain Hills for the last six years. Flying Squirrel Enterprises (dba systems 4) was able and willing to adjust its service levels to Fountain Hills as our needs required, either in times of growth or during the shut-downs caused by the COVID-19 pandemic. The contract will require Systems 4 to provide janitorial services to Town Hall for four days per week, the Sheriffs' offices six days per week, five days a week at Community Center and the Library/Museum, and one day a week at the Street Maintenance building. The agreement also includes Porter Duties for Special Events and other special services for a set fee and will be utilized as directed by the Facilities Supervisor.  Related Ordinance, Policy or Guiding Principle N/A Risk Analysis Staff has determined that outsourcing janitorial services can significantly save the town money in the provision of these services versus paying salaries and benefits to town personnel.  Outsourcing also ensures that the cleaning services are performed if assigned personnel are out sick or on leave.  By having effective cleaning and maintenance of town builings and facilities, it helps extend the life of these assets. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of professional Services agreement 2022-039 SUGGESTED MOTION MOVE to approve Professional Services Agreement 2022-039 with Flying Squirrel Enterprises (dba Systems 4) for Town Janitorial Services in the amount of $88,000 annually.   Fiscal Impact Fiscal Impact:88,000 - 440,000 Budget Reference:144 Funding Source:General Fund If Multiple Funds utilized, list here:N/A Budgeted: if No, attach Budget Adjustment Form:N/A Attachments Professional Services Agreement  RFP  Form Review Inbox Reviewed By Date Public Works Director (Originator)Justin Weldy 03/14/2022 05:23 PM Finance Director David Pock 03/15/2022 10:51 AM Town Attorney Aaron D. Arnson 03/15/2022 10:54 AM Town Manager Grady E. Miller 03/25/2022 11:55 AM Form Started By: Justin Weldy Started On: 03/14/2022 04:07 PM Final Approval Date: 03/25/2022  1 Contract No. 2022-039 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND FLYING SQUIRREL ENTERPRISES, INC. D/B/A SYSTEM4 OF PHOENIX THIS PROFESSIONAL SERVICES AGREEMENT (this “Agreement”) is entered into upon execution, between the Town of Fountain Hills, an Arizona municipal corporation (the “Town”) and Flying Squirrel Enterprises, Inc. d/b/a System4 of Phoenix, a(n) Arizona corporation (the “Vendor”). RECITALS A. The Town issued a Request for Proposals, RFP No. 2022-003 (the “RFP”), a copy of which is on file with the Town and incorporated herein by reference, seeking proposals from vendors interested in providing Town Janitorial Services (the “Services”). B. The Vendor responded to the RFP by submitting a proposal (the “Proposal”), attached hereto as Exhibit A and incorporated herein by reference. C. The Town desires to enter into an Agreement with the Vendor to perform the Services, as set forth below. AGREEMENT NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which are incorporated herein by reference, the following mutual covenants and conditions, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Town and the Vendor hereby agree as follows: 1. Term of Agreement. This Agreement shall be effective upon execution and shall remain in full force and effect until December 31, 2022 (the “Initial Term”), unless terminated as otherwise provided in this Agreement. After the expiration of the Initial Term, this Agreement may be renewed for up four successive one-year terms (each, a “Renewal Term”) if: (i) it is deemed in the best interests of the Town, subject to availability and appropriation of funds for renewal, (ii) at least 30 days prior to the end of the then-current term of this Agreement, the Vendor requests, in writing, to extend this Agreement for an additional one-year term and (iii) the Town approves the additional one-year term in writing (including any price adjustments approved as part of this Agreement), as evidenced by the Town Manager’s signature thereon, which approval may be withheld by the Town for any reason. The Vendor’s failure to seek a renewal of this Agreement shall cause this Agreement to terminate at the end of the then-current term of this Agreement; provided, however, that the Town may, at its discretion and with the agreement of the Vendor, 2 elect to waive this requirement and renew this Agreement. The Initial Term and all Renewal Terms, if any, are collectively referred to herein as the “Term.” Upon renewal, the terms and conditions of this Agreement shall remain in full force and effect. 2. Scope of Work. Vendor shall provide the Services as set forth in the Proposal attached hereto as Exhibit A and incorporated herein by reference. 3. Compensation. The Town shall pay the Vendor an annual amount not to exceed $88,000, at the rates set forth in the Fee Proposal attached hereto as Exhibit A and incorporated herein by reference. The aggregate amount shall not exceed $440,000. 4. Payments. The Town shall pay the Vendor monthly (and the Vendor shall invoice the Town monthly), based upon work performed and completed to date, and upon submission and approval of invoices. All invoices shall document and itemize all work completed to date. Each invoice statement shall include a record of time expended and work performed in sufficient detail to justify payment. This Agreement must be referenced on all invoices. 5. Documents. All documents, including any intellectual property rights thereto, prepared and submitted to the Town pursuant to this Agreement shall be the property of the Town. 6. Vendor Personnel. Vendor shall provide adequate, experienced personnel, capable of and devoted to the successful performance of the Services under this Agreement. Vendor agrees to assign specific individuals to key positions. If deemed qualified, the Vendor is encouraged to hire Town residents to fill vacant positions at all levels. Vendor agrees that, upon commencement of the Services to be performed under this Agreement, key personnel shall not be removed or replaced without prior written notice to the Town. If key personnel are not available to perform the Services for a continuous period exceeding 30 calendar days, or are expected to devote substantially less effort to the Services than initially anticipated, Vendor shall immediately notify the Town of same and shall, subject to the concurrence of the Town, replace such personnel with personnel possessing substantially equal ability and qualifications. 7. Inspection; Acceptance. All work shall be subject to inspection and acceptance by the Town at reasonable times during Vendor’s performance. The Vendor shall provide and maintain a self-inspection system that is acceptable to the Town. 8. Licenses; Materials. Vendor shall maintain in current status all federal, state and local licenses and permits required for the operation of the business conducted by the Vendor. The Town has no obligation to provide Vendor, its employees or subcontractors any business registrations or licenses required to perform the specific services set forth in this Agreement. The Town has no obligation to provide tools, equipment or material to Vendor. 9. Performance Warranty. Vendor warrants that the Services rendered will conform to the requirements of this Agreement and with the care and skill ordinarily used by members of the same profession practicing under similar circumstances at the same time and in the same locality. 3 10. Indemnification. To the fullest extent permitted by law, the Vendor shall indemnify, defend and hold harmless the Town and each council member, officer, employee or agent thereof (the Town and any such person being herein called an “Indemnified Party”), for, from and against any and all losses, claims, damages, liabilities, costs and expenses (including, but not limited to, reasonable attorneys’ fees, court costs and the costs of appellate proceedings) to which any such Indemnified Party may become subject, under any theory of liability whatsoever (“Claims”), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are caused by or based upon the negligent acts, intentional misconduct, errors, mistakes or omissions, breach of contract, in connection with the work or services of the Vendor, its officers, employees, agents, or any tier of subcontractor in the performance of this Agreement. The amount and type of insurance coverage requirements set forth below will in no way be construed as limiting the scope of the indemnity in this Section. 11. Insurance. 11.1 General. A. Insurer Qualifications. Without limiting any obligations or liabilities of Vendor, Vendor shall purchase and maintain, at its own expense, hereinafter stipulated minimum insurance with insurance companies authorized to do business in the State of Arizona pursuant to ARIZ. REV. STAT. § 20-206, as amended, with an AM Best, Inc. rating of A- or above with policies and forms satisfactory to the Town. Failure to maintain insurance as specified herein may result in termination of this Agreement at the Town’s option. B. No Representation of Coverage Adequacy. By requiring insurance herein, the Town does not represent that coverage and limits will be adequate to protect Vendor. The Town reserves the right to review any and all of the insurance policies and/or endorsements cited in this Agreement but has no obligation to do so. Failure to demand such evidence of full compliance with the insurance requirements set forth in this Agreement or failure to identify any insurance deficiency shall not relieve Vendor from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement. C. Additional Insured. All insurance coverage, except Workers’ Compensation insurance and Professional Liability insurance, if applicable, shall name, to the fullest extent permitted by law for claims arising out of the performance of this Agreement, the Town, its agents, representatives, officers, directors, officials and employees as Additional Insured as specified under the respective coverage sections of this Agreement. D. Coverage Term. All insurance required herein shall be maintained in full force and effect until all work or services required to be performed under the terms of this Agreement are satisfactorily performed, completed and formally accepted by the Town, unless specified otherwise in this Agreement. 4 E. Primary Insurance. Vendor’s insurance shall be primary insurance with respect to performance of this Agreement and in the protection of the Town as an Additional Insured. F. Claims Made. In the event any insurance policies required by this Agreement are written on a “claims made” basis, coverage shall extend, either by keeping coverage in force or purchasing an extended reporting option, for three years past completion and acceptance of the services. Such continuing coverage shall be evidenced by submission of annual Certificates of Insurance citing applicable coverage is in force and contains the provisions as required herein for the three-year period. G. Waiver. All policies, except for Professional Liability, including Workers’ Compensation insurance, shall contain a waiver of rights of recovery (subrogation) against the Town, its agents, representatives, officials, officers and employees for any claims arising out of the work or services of Vendor. Vendor shall arrange to have such subrogation waivers incorporated into each policy via formal written endorsement thereto. H. Policy Deductibles and/or Self-Insured Retentions. The policies set forth in these requirements may provide coverage that contains deductibles or self-insured retention amounts. Such deductibles or self-insured retention shall not be applicable with respect to the policy limits provided to the Town. Vendor shall be solely responsible for any such deductible or self-insured retention amount. I. Use of Subcontractors. If any work under this Agreement is subcontracted in any way, Vendor shall execute written agreements with its subcontractors containing the indemnification provisions set forth in this Agreement and insurance requirements set forth herein protecting the Town and Vendor. Vendor shall be responsible for executing any agreements with its subcontractors and obtaining certificates of insurance verifying the insurance requirements. J. Evidence of Insurance. Prior to commencing any work or services under this Agreement, Vendor will provide the Town with suitable evidence of insurance in the form of certificates of insurance and a copy of the declaration page(s) of the insurance policies as required by this Agreement, issued by Vendor’s insurance insurer(s) as evidence that policies are placed with acceptable insurers as specified herein and provide the required coverages, conditions and limits of coverage specified in this Agreement and that such coverage and provisions are in full force and effect. Confidential information such as the policy premium may be redacted from the declaration page(s) of each insurance policy, provided that such redactions do not alter any of the information required by this Agreement. The Town shall reasonably rely upon the certificates of insurance and declaration page(s) of the insurance policies as evidence of coverage but such acceptance and reliance shall not waive or alter in any way the insurance requirements or obligations of this Agreement. If any of the policies required by this Agreement expire during the life of this Agreement, it shall be Vendor’s responsibility to forward renewal certificates and declaration page(s) to the Town 30 days prior to the expiration date. All certificates of 5 insurance and declarations required by this Agreement shall be identified by referencing the RFP number and title or this Agreement. A $25.00 administrative fee shall be assessed for all certificates or declarations received without the appropriate RFP number and title or a reference to this Agreement, as applicable. Additionally, certificates of insurance and declaration page(s) of the insurance policies submitted without referencing the appropriate RFP number and title or a reference to this Agreement, as applicable, will be subject to rejection and may be returned or discarded. Certificates of insurance and declaration page(s) shall specifically include the following provisions: (1) The Town, its agents, representatives, officers, directors, officials and employees are Additional Insureds as follows: (a) Commercial General Liability – Under Insurance Services Office, Inc., (“ISO”) Form CG 20 10 03 97 or equivalent. (b) Auto Liability – Under ISO Form CA 20 48 or equivalent. (c) Excess Liability – Follow Form to underlying insurance. (2) Vendor’s insurance shall be primary insurance with respect to performance of this Agreement. (3) All policies, except for Professional Liability, including Workers’ Compensation, waive rights of recovery (subrogation) against Town, its agents, representatives, officers, officials and employees for any claims arising out of work or services performed by Vendor under this Agreement. (4) ACORD certificate of insurance form 25 (2014/01) is preferred. If ACORD certificate of insurance form 25 (2001/08) is used, the phrases in the cancellation provision “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” shall be deleted. Certificate forms other than ACORD form shall have similar restrictive language deleted. 11.2 Required Insurance Coverage. A. Commercial General Liability. Vendor shall maintain “occurrence” form Commercial General Liability insurance with an unimpaired limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate and a $2,000,000 General Aggregate Limit. The policy shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. Coverage under the policy will be at least as broad as ISO policy form CG 00 010 93 or equivalent thereof, including but not limited to, separation of insured’s clause. To the fullest extent allowed by law, for claims 6 arising out of the performance of this Agreement, the Town, its agents, representatives, officers, officials and employees shall be cited as an Additional Insured under ISO, Commercial General Liability Additional Insured Endorsement form CG 20 10 03 97, or equivalent, which shall read “Who is an Insured (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of “your work” for that insured by or for you.” If any Excess insurance is utilized to fulfill the requirements of this subsection, such Excess insurance shall be “follow form” equal or broader in coverage scope than underlying insurance. B. Vehicle Liability. Vendor shall maintain Business Automobile Liability insurance with a limit of $1,000,000 each occurrence on Vendor’s owned, hired and non-owned vehicles assigned to or used in the performance of the Vendor’s work or services under this Agreement. Coverage will be at least as broad as ISO coverage code “1” “any auto” policy form CA 00 01 12 93 or equivalent thereof. To the fullest extent allowed by law, for claims arising out of the performance of this Agreement, the Town, its agents, representatives, officers, directors, officials and employees shall be cited as an Additional Insured under ISO Business Auto policy Designated Insured Endorsement form CA 20 48 or equivalent. If any Excess insurance is utilized to fulfill the requirements of this subsection, such Excess insurance shall be “follow form” equal or broader in coverage scope than underlying insurance. C. Professional Liability. If this Agreement is the subject of any professional services or work, or if the Vendor engages in any professional services or work in any way related to performing the work under this Agreement, the Vendor shall maintain Professional Liability insurance covering negligent errors and omissions arising out of the Services performed by the Vendor, or anyone employed by the Vendor, or anyone for whose negligent acts, mistakes, errors and omissions the Vendor is legally liable, with an unimpaired liability insurance limit of $2,000,000 each claim and $2,000,000 annual aggregate. D. Workers’ Compensation Insurance. Vendor shall maintain Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction over Vendor’s employees engaged in the performance of work or services under this Agreement and shall also maintain Employers Liability Insurance of not less than $500,000 for each accident, $500,000 disease for each employee and $1,000,000 disease policy limit. 11.3 Cancellation and Expiration Notice. Insurance required herein shall not expire, be canceled, or be materially changed without 30 days’ prior written notice to the Town. 12. Termination; Cancellation. 12.1 For Town’s Convenience. This Agreement is for the convenience of the Town and, as such, may be terminated without cause after receipt by Vendor of written notice by the Town. Upon termination for convenience, Vendor shall be paid for all undisputed services performed to the termination date. 7 12.2 For Cause. If either party fails to perform any obligation pursuant to this Agreement and such party fails to cure its nonperformance within 30 days after notice of nonperformance is given by the non-defaulting party, such party will be in default. In the event of such default, the non-defaulting party may terminate this Agreement immediately for cause and will have all remedies that are available to it at law or in equity including, without limitation, the remedy of specific performance. If the nature of the defaulting party’s nonperformance is such that it cannot reasonably be cured within 30 days, then the defaulting party will have such additional periods of time as may be reasonably necessary under the circumstances, provided the defaulting party immediately (A) provides written notice to the non-defaulting party and (B) commences to cure its nonperformance and thereafter diligently continues to completion the cure of its nonperformance. In no event shall any such cure period exceed 90 days. In the event of such termination for cause, payment shall be made by the Town to the Vendor for the undisputed portion of its fee due as of the termination date. 12.3 Due to Work Stoppage. This Agreement may be terminated by the Town upon 30 days’ written notice to Vendor in the event that the Services are permanently abandoned. In the event of such termination due to work stoppage, payment shall be made by the Town to the Vendor for the undisputed portion of its fee due as of the termination date. 12.4 Conflict of Interest. This Agreement is subject to the provisions of ARIZ. REV. STAT. § 38-511. The Town may cancel this Agreement without penalty or further obligations by the Town or any of its departments or agencies if any person significantly involved in initiating, negotiating, securing, drafting or creating this Agreement on behalf of the Town or any of its departments or agencies is, at any time while this Agreement or any extension of this Agreement is in effect, an employee of any other party to this Agreement in any capacity or a Vendor to any other party of this Agreement with respect to the subject matter of this Agreement. 12.5 Gratuities. The Town may, by written notice to the Vendor, cancel this Agreement if it is found by the Town that gratuities, in the form of economic opportunity, future employment, entertainment, gifts or otherwise, were offered or given by the Vendor or any agent or representative of the Vendor to any officer, agent or employee of the Town for the purpose of securing this Agreement. In the event this Agreement is canceled by the Town pursuant to this provision, the Town shall be entitled, in addition to any other rights and remedies, to recover and withhold from the Vendor an amount equal to 150% of the gratuity. 12.6 Agreement Subject to Appropriation. This Agreement is subject to the provisions of ARIZ. CONST. ART. IX, § 5 and ARIZ. REV. STAT. § 42-17106. The provisions of this Agreement for payment of funds by the Town shall be effective when funds are appropriated for purposes of this Agreement and are actually available for payment. The Town shall be the sole judge and authority in determining the availability of funds under this Agreement and the Town shall keep the Vendor fully informed as to the availability of funds for this Agreement. The obligation of the Town to make any payment pursuant to this Agreement is a current expense of the Town, payable exclusively from such annual appropriations, and is not a general obligation or indebtedness of the Town. If the Town Council fails to appropriate money sufficient to pay the amounts as set forth in this Agreement during any immediately succeeding fiscal year, this 8 Agreement shall terminate at the end of then-current fiscal year and the Town and the Vendor shall be relieved of any subsequent obligation under this Agreement. 13. Miscellaneous. 13.1 Independent Contractor. It is clearly understood that each party will act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other for any purpose whatsoever. The Vendor acknowledges and agrees that the Services provided under this Agreement are being provided as an independent contractor, not as an employee or agent of the Town. Vendor, its employees and subcontractors are not entitled to workers’ compensation benefits from the Town. The Town does not have the authority to supervise or control the actual work of Vendor, its employees or subcontractors. The Vendor, and not the Town, shall determine the time of its performance of the services provided under this Agreement so long as Vendor meets the requirements as agreed in Section 2 above and in Exhibit A. Vendor is neither prohibited from entering into other contracts nor prohibited from practicing its profession elsewhere. Town and Vendor do not intend to nor will they combine business operations under this Agreement. 13.2 Applicable Law; Venue. This Agreement shall be governed by the laws of the State of Arizona and suit pertaining to this Agreement may be brought only in courts in Maricopa County, Arizona. 13.3 Laws and Regulations. Vendor shall keep fully informed and shall at all times during the performance of its duties under this Agreement ensure that it and any person for whom the Vendor is responsible abides by, and remains in compliance with, all rules, regulations, ordinances, statutes or laws affecting the Services, including, but not limited to, the following: (A) existing and future Town and County ordinances and regulations; (B) existing and future State and Federal laws; and (C) existing and future Occupational Safety and Health Administration standards. 13.4 Amendments. This Agreement may be modified only by a written amendment signed by persons duly authorized to enter into contracts on behalf of the Town and the Vendor. 13.5 Provisions Required by Law. Each and every provision of law and any clause required by law to be in this Agreement will be read and enforced as though it were included herein and, if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, this Agreement will promptly be physically amended to make such insertion or correction. 13.6 Severability. The provisions of this Agreement are severable to the extent that any provision or application held to be invalid by a Court of competent jurisdiction shall not affect any other provision or application of this Agreement which may remain in effect without the invalid provision or application. 9 13.7 Entire Agreement; Interpretation; Parol Evidence. This Agreement represents the entire agreement of the parties with respect to its subject matter, and all previous agreements, whether oral or written, entered into prior to this Agreement are hereby revoked and superseded by this Agreement. No representations, warranties, inducements or oral agreements have been made by any of the parties except as expressly set forth herein, or in any other contemporaneous written agreement executed for the purposes of carrying out the provisions of this Agreement. This Agreement shall be construed and interpreted according to its plain meaning, and no presumption shall be deemed to apply in favor of, or against the party drafting this Agreement. The parties acknowledge and agree that each has had the opportunity to seek and utilize legal counsel in the drafting of, review of, and entry into this Agreement. 13.8 Assignment; Delegation. No right or interest in this Agreement shall be assigned or delegated by Vendor without prior, written permission of the Town, signed by the Town Manager. Any attempted assignment or delegation by Vendor in violation of this provision shall be a breach of this Agreement by Vendor. 13.9 Subcontracts. No subcontract shall be entered into by the Vendor with any other party to furnish any of the material or services specified herein without the prior written approval of the Town. The Vendor is responsible for performance under this Agreement whether or not subcontractors are used. Failure to pay subcontractors in a timely manner pursuant to any subcontract shall be a material breach of this Agreement by Vendor. 13.10 Rights and Remedies. No provision in this Agreement shall be construed, expressly or by implication, as waiver by the Town of any existing or future right and/or remedy available by law in the event of any claim of default or breach of this Agreement. The failure of the Town to insist upon the strict performance of any term or condition of this Agreement or to exercise or delay the exercise of any right or remedy provided in this Agreement, or by law, or the Town’s acceptance of and payment for services, shall not release the Vendor from any responsibilities or obligations imposed by this Agreement or by law, and shall not be deemed a waiver of any right of the Town to insist upon the strict performance of this Agreement. 13.11 Attorneys’ Fees. In the event either party brings any action for any relief, declaratory or otherwise, arising out of this Agreement or on account of any breach or default hereof, the prevailing party shall be entitled to receive from the other party reasonable attorneys’ fees and reasonable costs and expenses, determined by the court sitting without a jury, which shall be deemed to have accrued on the commencement of such action and shall be enforced whether or not such action is prosecuted through judgment. 13.12 Liens. All materials or services shall be free of all liens and, if the Town requests, a formal release of all liens shall be delivered to the Town. 13.13 Offset. A. Offset for Damages. In addition to all other remedies at law or equity, the Town may offset from any money due to the Vendor any amounts Vendor owes to the Town for damages resulting from breach or deficiencies in performance or breach of any obligation under this Agreement. 10 B. Offset for Delinquent Fees or Taxes. The Town may offset from any money due to the Vendor any amounts Vendor owes to the Town for delinquent fees, transaction privilege taxes and property taxes, including any interest or penalties. 13.14 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 (A) delivered to the party at the address set forth below, (B) deposited in the U.S. Mail, registered or certified, return receipt requested, to the address set forth below or (C) 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: Grady E. Miller, Town Manager With copy to: Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 Attn: Aaron D. Arnson, Town Attorney If to Vendor: Flying Squirrel Enterprises, Inc. d/b/a System4 of Phoenix 11811 N. Tatum Blvd. #1000 Phoenix, Az. 85028 Attn: Susan Ricks 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 subsection. Notices shall be deemed received (A) when delivered to the party, (B) three business days after being placed in the U.S. Mail, properly addressed, with sufficient postage or (C) 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. 13.15 Confidentiality of Records. The Vendor shall establish and maintain procedures and controls that are acceptable to the Town for the purpose of ensuring that information contained in its records or obtained from the Town or from others in carrying out its obligations under this Agreement shall not be used or disclosed by it, its agents, officers, or employees, except as required to perform Vendor’s duties under this Agreement. Persons requesting such information should be referred to the Town. Vendor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of Vendor as needed for the performance of duties under this Agreement. 11 13.16 Records and Audit Rights. To ensure that the Vendor and its subcontractors are complying with the warranty under subsection 13.17 below, Vendor’s and its subcontractor’s books, records, correspondence, accounting procedures and practices, and any other supporting evidence relating to this Agreement, including the papers of any Vendor and its subcontractors’ employees who perform any work or services pursuant to this Agreement (all of the foregoing hereinafter referred to as “Records”), shall be open to inspection and subject to audit and/or reproduction during normal working hours by the Town, to the extent necessary to adequately permit (A) evaluation and verification of any invoices, payments or claims based on Vendor’s and its subcontractors’ actual costs (including direct and indirect costs and overhead allocations) incurred, or units expended directly in the performance of work under this Agreement and (B) evaluation of the Vendor’s and its subcontractors’ compliance with the Arizona employer sanctions laws referenced in subsection 13.17 below. To the extent necessary for the Town to audit Records as set forth in this subsection, Vendor and its subcontractors hereby waive any rights to keep such Records confidential. For the purpose of evaluating or verifying such actual or claimed costs or units expended, the Town shall have access to said Records, even if located at its subcontractors’ facilities, from the effective date of this Agreement for the duration of the work and until three years after the date of final payment by the Town to Vendor pursuant to this Agreement. Vendor and its subcontractors shall provide the Town with adequate and appropriate workspace so that the Town can conduct audits in compliance with the provisions of this subsection. The Town shall give Vendor or its subcontractors reasonable advance notice of intended audits. Vendor shall require its subcontractors to comply with the provisions of this subsection by insertion of the requirements hereof in any subcontract pursuant to this Agreement. 13.17 E-verify Requirements. To the extent applicable under ARIZ. REV. STAT. § 41-4401, the Vendor and its subcontractors warrant compliance with all federal immigration laws and regulations that relate to their employees and their compliance with the E-verify requirements under ARIZ. REV. STAT. § 23-214(A). Vendor’s or its subcontractors’ failure to comply with such warranty shall be deemed a material breach of this Agreement and may result in the termination of this Agreement by the Town. 13.18 Israel. Vendor certifies that it is not currently engaged in, and agrees for the duration of this Agreement that it will not engage in a “boycott,” as that term is defined in ARIZ. REV. STAT. § 35-393, of Israel. 13.19 Conflicting Terms. In the event of any inconsistency, conflict or ambiguity among the terms of this Agreement, the Proposal, any Town-approved invoices, and the RFP, the documents shall govern in the order listed herein. 13.20 Non-Exclusive Contract. This Agreement is entered into with the understanding and agreement that it is for the sole convenience of the Town. The Town reserves the right to obtain like goods and services from another source when necessary. [SIGNATURES ON FOLLOWING PAGES] IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first set forth above. “Town” TOWN OF FOUNTAIN HILLS, an Arizona municipal corporation Grady E. Miller, Town Manager ATTEST: Elizabeth A. Klein, Town Clerk APPROVED AS TO FORM: Aaron D. Arnson, Town Attorney [SIGNATURES CONTINUE ON FOLLOWING PAGES] “Contractor” ____________________________________, By: Name: Title: Flying Squirrel Enterprises, Inc. d/b/a System4 of Phoenix, a(n) Arizona corporation Susan Ricks (Dec 14, 2021 13:37 MST) Susan Ricks General Manager Susan Ricks EXHIBIT A TO PROFESSIONAL SERVICES AGREEMENT BETWEEN THE TOWN OF FOUNTAIN HILLS AND FLYING SQUIRREL ENTERPRISES, INC. D/B/A SYSTEM4 OF PHOENIX [Consultant’s Proposal] See following pages. *Estimated Summary Work Schedule AREA Frequency from RFP Revised Frequency to Match Current Operations A. ALL AREA SERVICES Check logbook for customer communications prior to starting service Every Service Every Service Clean all light switches, door knobs, & picture frames Clean and disinfect water fountains and/or water coolers Every Service Every Service Dust mop and damp mop all hard floor areas Every Service Every Service Empty trash and replace liners as needed Every Service Every Service Spot clean all partition glass Every Service Every Service Vacuum all carpeted areas, mats, area rugs, and remove new spots as needed Every Service Every Service Remove all cobwebs As Needed As Needed Disinfect all phones 1 x per week 1 x per week Dust all door frames, moldings, and chair railings 1 x per week 1 x per week Dust all horizontal surfaces with a microfiber cloth (desks, tables, work surfaces, shelves)1 x per week 1 x per week Dust window sills with a microfiber cloth 1 x per week 1 x per week Clean all ceiling vents and air returns 1 x per month 1 x per month Clean baseboards 1 x per month 1 x per month Dust all blinds with a microfiber cloth or wand 1 x per month 1 x per month Dust all ceiling fans 1 x per month 1 x per month Dust all lighting fixtures 1 x per month 1 x per month B. COMMUNITY CENTER - see Section G: Kitchen for Community Center Kitchen Services Clean all light switches, door knowbs, and picture frames 5 x per week 5 x per week Clean entrance glass, remove all smudges 5 x per week 5 x per week Dust all window ledges & window coverings/blinds 5 x per week 5 x per week Dust and damp mop high traffic areas 5 x per week 5 x per week Dust/vacuum all ceiling vents, light fixtures, and picture frames 5 x per week 5 x per week Bathrooms - See Section H: Restrooms for details 5 x per week 5 x per week Vacuum all carpeted areas, mat, area rugs, and remove new spots as needed 5 x per week 5 x per week Vacuum walk-off mats 5 x per week 5 x per week Porter Duties for Special Events, as directed As Needed As Needed C. TOWN HALL Empty trash & recycling and dispose in proper location 4 x per week 4 x per week Clean and disinfect break room & empty trash/recycling 4 x per week 4 x per week Clean refrigerator interior and discard left-over food as instructed Every other Thursday (payday)Every other Thursday (payday) Clean entrance glass 4 x per week 4 x per week Sweep stairwells - mop if necessary Quarterly or as necessary Quarterly or as necessary Restrooms - See Section H: Restrooms for details 4 x per week 4 x per week Vacuum high traffic carpeted areas 4 x per week 4 x per week Vacuum walk-off mats 4 x per week 4 x per week Clean lobby chairs 1 x per week 1 x per week Clean partition glass 1 x per week 1 x per week Dust mop and damp mop lobby 1 x per week 1 x per week Dust partitions 1 x per week 1 x per week Dust window sills with a microfiber cloth 1 x per month 1 x per month High dust air vents and returns 1 x per month 1 x per month D. TOWN HALL - COURTS Services same as Town Hall 2 x per week 2 x per week Janitorial Services Town-Wide Town of Fountain Hills RFP # PW 2022-003 Page 1 of 2 *Estimated Summary Work Schedule E. TOWN HALL - SHERIFF'S OFFICE, HOLDING CELLS, LOCKER ROOMS AND RESTROOMS Services same as Town Hall Every service 6 x per week Clean and disinfect showers, as used Every service 6 x per week Locker room - for services, see Section H: Restrooms for details Every service 6 x per week Vacuum carpets Monday, Wednesday, & Friday 3 x per week 3 x per week F. LIBRARY Clean and disinfect tables & counters 1 x per week 1 x per week Clean and disinfect desks, table tops, & touchpoints 1 x per week 1 x per week Clean and disinfect kitchen countertops, tables, sinks 1 x per week 1 x per week Dry dust computer monitors and keyboards 1 x per week 1 x per week Dust all window ledges & window coverings/blinds 1 x per week 1 x per week Empty trash & replace liners 1 x per week 1 x per week Bathrooms - See Section H: Restrooms for details 1 x per week 1 x per week Vacuum all carpeted areas, mats, area rugs, and remove new spots as needed 1 x per week 1 x per week G. KITCHEN & BREAKROOMS - ALL Clean and disinfect tables & arrange chairs 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Clean and organize counter and coffee areas 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Clean exterior of refrigerator 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Clean interior of refrigerator and discard leftover food as instructed Every other Thursday (payday)Every other Thursday (payday) Clean and polish stainless steel exteriors of all appliances 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Clean microwaves - interior & exterior 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Empty trash & recycling, replace liner 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Sweep and mop floors 4 x per week (5 x Comm Center)4 x per week (5 x Comm Center) Spot clean walls 1 x per month 1 x per month H. RESTROOMS - ALL Clean and disinfect all counter tops, sinks, toilets, and urinals Every service Every service Spot clean walls, doors, and partitions Every service Every service Detail clean & disinfect tile walls, partitions, and baby changing stations Every service 1 x per week Dust mop and damp mop floor with disinfectant Every service Every service Restock paper and soap products Every service Every service Spot clean mirrors, remove all smudges Every service Every service I. STREET YARD OFFICE Same as All Areas 1 x per week 1 x per week Restrooms 1 x per week 1 x per week Break Area 1 x per week 1 x per week J. CLOSING PROCEDURES Clean and organize janitorial closets Every Service Every Service Document any abnormalities (malfunctioning lighting, HVAC, etc) and note concerns in the log book Every Service Every Service Report and abnormalities Every Service Every Service Turn off all lights, as instructed Every Service Every Service Lock all appropriate doors and set alarms as directed Every Service Every Service K. Comprehensive Floor Maintenance - see pricing for estimated square footage & cost per square foot breakdowns Town Hall 2 x per year 2 x per year Community Center 2 x per year 2 x per year Library 2 x per year 2 x per year Janitorial Services Town-Wide Town of Fountain Hills RFP # PW 2022-003 Page 2 of 2 Section 7.2.3. KEY POSITIONS Key personnel included in this proposal to the Town of Fountain Hills are employees of System4 are Vince Livernois, Operations Manager and Susan Ricks, General Manager. Vince had been in Restaurant Management in California for many years and was transferred by his company to Phoenix. He continued as a District Manager in Restaurants, and then started his own Janitorial Service in 2008. He became affiliated with System4 as a Service Provider soon after and a few years later, Mark invited Vince to join him as an employee and as Operations Manager of System4. Vince has been the key to our success in our Janitorial Services to Restaurant and Food Service Locations, which is very specialized. Vince will serve as the “Primary Account Manager” to the Town of Fountain Hills, as he currently has done for the last five years. He also has direct oversight of our subcontractor cleaners on a daily basis. Our current Crew Supervisor is Omar Juarez, who has held this position for the last five years, as well. Omar has been in the janitorial/custodial field for most of his adult life and has been the Crew Supervisor for our team at Town of Fountain Hills for the life of the current contract. Susan has been in Sales, Sales Management and Consulting in Colorado and Arizona for over 30 years. After moving to Arizona in the late 1980’s, she started in Janitorial Supply Sales in the Phoenix area, and several years later, was named an Education Business Development Manager for Arizona & California for several large national distributors. In 1999, she became a ‘Government & Education Account Executive’ and later Sales Manager of Government &Education Accounts for WAXIE Sanitary Supply, both in Phoenix and then in Colorado for the next 15 years. She is a member of AASBO and has given presentations at Maintenance & Transportation Workshops and to AASBO Summer Conference on many occasions. In 2011, she started a consulting company to work with School Facilities Departments and continued in that regard until 2018, when she was given the opportunity to become Sales Manager, and now General Manager, at System4 of Phoenix. Susan is responsible for Contract Offerings and Management to Town of Fountain Hills. Mark Adriansen started System4 of Phoenix after retiring from 25 years in Corporate Sales Management for Fortune 500 companies. Mark is actively engaged in the business of System4 and is responsible for the Business Office, overseeing all financial management of the business. SERVICE TEAM CONTACT INFORMATION As previously stated, SYSTEM4 believes in the team-based model, in which SYSTEM4 employees are grouped together in Market Teams for Operations and Service activities. Our motto is “Whatever It Takes!” and we have created this Service Team who will be dedicated to the management of the Town of Fountain Hills account: Name Position Phone Cell Email Address Susan Ricks General Manager –Town of Fountain Hills Contract Manager 303-519-4378 sricks@system4.com Vince Livernois Operations Manager –Town of Fountain Hills Account Manager 480-440-9693 vlivernois@system4.co m Mark Adriansen President/Owner 602-314-6800 602-625-7790 madriansen@system4.co m Page 1 Section 7.2.4. PROJECT APPROACH The focus of this proposal is to bring to the TOWN OF FOUNTAIN HILLS a broad range of facility management resources, capabilities and assets focused on the special needs of Municipal Government. Our objective is to deliver a comprehensive janitorial service and facility management program. That will substantially improve cleanliness and ultimately, save you time and money. We have been proud to be the selected janitorial vendor to the Town of Fountain Hills for the last five years and pledge to continue to bring you an enhanced model in which the TOWN OF FOUNTAIN HILLS and SYSTEM4 both continue to focus on the same objectives and work together to achieve a mutually beneficial partnership. SYSTEM4 offers:  The best service model in the industry. Customer Service is the heart and soul of our company, which is why SYSTEM4’s legendary service is rate rated “Number One” by our customers.  Twelve years of experience as a company and over forty years of experience in Facility Management Services of our Management Team members, for a true “value-added” organization.  Inventory Management of Disposable Supplies through Cooperative Purchasing Contracts.  MicroShield 360 Antimicrobial Coating Services designed to provide an additional level of protection 24/7 for both citizens and staff.  SYSTEM4 ServiceSync ™ Work Order Management, a robust program with a free online platform, to streamline the process and cut costs in managing your facility.  Quarterly Business Reviews, frequent quality control inspections of your buildings and the utilization of our customized offering of tools and systems to improve communication, to heighten the appearance of your buildings and to reduce costs.  A dedicated team serving your organization to streamline the management, tasks, and processes of facility maintenance for your organization. SYSTEM4 is eager to continue working with the TOWN OF FOUNTAIN HILLS. From initial site audits to program implementation, our team works with you to develop the solution that best suits your needs. Our motto is “Whatever It Takes” and our number one priority will be to assist and support your ability to meet the needs of your clients, reduce costs, improve safety and heighten the appearance of your buildings, while eliminating excess paperwork and streamlining your cleaning and facility maintenance process. In conclusion, we at System4 of Phoenix believe that we have the experience, know-how and ability to offer the Town of Fountain Hills the highest quality services at an affordable cost. We know how to do the job correctly and we will “Do Whatever It Takes!” to meet your needs. Page 2 MicroShield 360™ FACT SHEET • What is MicroShield 360™ ? MicroShield 360™ is an EPA registered and FDA approved disinfectant and antimicrobial coating system that prevents the growth and spread of harmful microbes on a wide variety of surfaces. The antimicrobial coating is colorless, odorless, hypoallergenic, and non-toxic to humans and animals. • Why is MicroShield 360™ important? Wearing facemasks will slow the spread of harmful microbes through the air, while MicroShield 360™ will reduce the spread from cross contamination on surfaces. • How does MicroShield 360™ work? First, we prep the cleaned surface with MicroShield 360™ Renew, a powerful hospital grade disinfectant, that kills various pathogens, including coronaviruses. In all it kills over 100 different pathogens! Then we electrostatically apply the MicroShield 360™ Antimicrobial coating. This unique coating provides biostatic protection and prevents the growth of various microbes on treated surfaces. And, since it is FDA approved, it is completely safe for direct food contact surfaces like in cafeterias and teachers lounges. Another added benefit is that MicroShield 360™ prevents mold and mildew from forming in gyms, showers, locker rooms, kitchens, etc. • What’s the difference between Disinfecting and “MicroShielding”? Traditional disinfecting only lasts mere seconds and provides zero protection when people are actually in the school or facility. MicroShield 360™ goes way beyond traditional disinfecting as it imparts long-lasting biostatic activity on treated surfaces and provides protection 24/7/365. • A disinfected surface will only kill germs when the disinfectant is applied and while it’s wet. Once the surface is dry the disinfectant is not effective, so when someone with a cold or flu coughs, sneezes or touches that surface, that surface is now contaminated. Studies show that germs can live on a surface for up to 3 days, depending on the type of surface. • Let’s take a look at that same surface after the MicroShield 360™ coating is applied. If someone with a cold or flu coughs, sneezes, or touches the surface, the microbes that contact that surface will immediately be destroyed and thus the surface will not be contaminated. MICROSHIELD 360™ HIGHLIGHTS • Clear, Colorless, Odorless and Non-Toxic • 100% Preventative, Not Reactionary • Non-Leaching • Provides a Mechanical Kill, Not Bactericidal Kill • Doesn’t Allow for Resistances • Creates a Permanent Coating • Works Every Second of Every Day • Allows Facilities to Continue with Normal Cleaning Protocols • • Please see the Pricing Page for a Special Offer to Town of Fountain Hills for this service! Page 3 SYSTEM4 ServiceSync™ Software – offered at no charge to Town of Fountain Hills SYSTEM4 can provide you the ability to manage all your facility needs with one call and one point of contact. ServiceSync™ offers you: • Improved service delivery with online work orders that are tracked through completion and updated in real time • Enhanced operational efficiency by automating repetitive tasks and allowing management-by-exception. • Greater visibility and insights on facility spend through granular data collection and reporting • Lower costs by consolidating vendors, freeing up time and creating Not-to-Exceed amounts for all trades What does ServiceSync™ do for your organization? Automates the repetitive tasks of: • Contacting service providers to initiate work orders • Communicate with service providers to track specific issues in specific locations • Following-up on completed work Creates visibility to workflow for all parties with: • Customized alerts • GPS-based check in/out & updates; phone-based IVR also available • Mobile application All common issues are pre-loaded: • Define custom drop-down menus for work order creation • All location specifics are customized, including on-site equipment • Planned Maintenance work orders are automatically generated Customized User Roles: • Users can see 1 location or 1,000 • Multiple users per location with different rights are supported Not-To-Exceed cost controls established: • By Trade • Approval process defined for exceptions • Can be changed by dedicated management Provides multiple reporting options: • Spend insights by trade & location & equipment type • Customized reports available • Service Provider score cards Page 4 Disposables Inventory Procurement and Management System4 partners with WAXIE Sanitary Supply as a normal course of business, to offer disposables as a convenience to our customers. Our pricing is very good, but Town of Fountain Hills has the ability to procure all supplies through several different Cooperative Purchasing Contracts that are available to Arizona Political Sub-divisions. This contract pricing is substantially better than anything we can offer. Another advantage is that your pricing is guaranteed for a much longer time frame, especially during the current inflationary conditions now in the marketplace. Please see the Pricing Section for a sample of both NCPA & OMNIA Partners pricing that Town of Fountain Hills qualifies for. If you decide on this option, System4 of Phoenix will provide you with a monthly inventory of products on hand and a recommended order for all products that are needed for the following month. These purchases/inventories will be broken down by building and submitted to Procurement. You can then order directly from WAXIE, using whichever Contract Authority you chose. The URL information for both the NCPA contract and the OMNIA Partners contract with WAXIE are given on the Price Quote from WAXIE. Products, Safety Data Sheets and Processes: SYSTEM4 partners with Spartan Chemical Company, Inc. a recognized leader in the formulation and manufacture of sustainable cleaning and sanitation solutions for the industrial and institutional markets, as our primary supplier of cleaning products. The list of products that will be used on a daily basis is shown on our SYSTEM4 Product Usage Chart. Copies of these charts will be posted in the janitorial closet of each building in your system, as well as a complete book of Safety Data Sheets. These charts and the Safety Data Sheets for these products are provided in this proposal. If it is necessary to bring in any additional cleaning product for a specialized use in one of your buildings in the future, a Safety Data Sheet will be provided to TOWN OF FOUNTAIN HILLS for re SYSTEM4 Facility Services Management view and approval and will then be added to the SDS Book in that building. Section 7.2.2. EXPERIENCE AND QUALIFICATIONS OF THE VENDOR System4 of Phoenix has been proud to be the Janitorial Contract Holder to the Town of Fountain Hills for the last six years. We have been able to adjust our service levels to Fountain Hills as your needs required, either in times of growth or such as during the shut-downs caused by the COVID-19 Pandemic. We are eager to continue to work with you to improve safety and heighten the appearance of your buildings, while reducing costs, and assisting you to support the needs of the citizens of Fountain Hills. Please review these currently held contracts with a variety of businesses – all of which are still in place and are all of a similar size or larger to the current RFP. PLEASE NOTE: System4 of Phoenix considers all of this information contained in our References to be Confidential and we request that you withhold the details below from the public record. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX COUNCIL: Contract 2022-039 Flying Squirrel Enterprises, Inc. d/b/a System4 of Phoenix Interim Agreement Report 2022-03-10 Created:2021-12-14 By:Robert Durham (rdurham@fountainhillsaz.gov) Status:Out for Approval Transaction ID:CBJCHBCAABAAbSp6RR-6ZkpWew2lhkVZUFC_cojqJG36 Agreement History Agreement history is the list of the events that have impacted the status of the agreement prior to the final signature. A final audit report will be generated when the agreement is complete. "COUNCIL: Contract 2022-039 Flying Squirrel Enterprises, Inc. d/b/a System4 of Phoenix" History Document created by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-14 - 8:35:47 PM GMT- IP address: 184.178.192.162 Document emailed to Susan Ricks (sricks@system4.com) for signature 2021-12-14 - 8:36:16 PM GMT Email viewed by Susan Ricks (sricks@system4.com) 2021-12-14 - 8:36:34 PM GMT- IP address: 68.225.197.230 Document e-signed by Susan Ricks (sricks@system4.com) Signature Date: 2021-12-14 - 8:37:12 PM GMT - Time Source: server- IP address: 68.225.197.230 Document emailed to Robert Durham (rdurham@fountainhillsaz.gov) for approval 2021-12-14 - 8:37:14 PM GMT Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-14 - 8:38:07 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-17 - 9:00:51 PM GMT- IP address: 193.36.225.119 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-23 - 9:27:46 PM GMT- IP address: 193.36.225.169 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-26 - 8:39:32 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2021-12-29 - 8:42:00 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-03 - 2:00:07 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-04 - 9:13:10 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-07 - 10:54:15 PM GMT- IP address: 192.109.205.4 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-10 - 8:38:33 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-13 - 8:51:27 PM GMT- IP address: 193.36.225.200 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-16 - 11:57:23 PM GMT- IP address: 192.109.205.191 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-19 - 8:39:09 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-23 - 3:59:20 AM GMT- IP address: 191.101.132.103 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-25 - 8:40:47 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-28 - 10:01:26 PM GMT- IP address: 191.101.132.108 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-01-31 - 8:38:23 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-02-03 - 11:04:00 PM GMT- IP address: 191.101.132.132 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-02-07 - 12:56:20 PM GMT- IP address: 191.101.132.124 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-02-09 - 8:39:02 PM GMT- IP address: 184.178.192.162 Email viewed by Robert Durham (rdurham@fountainhillsaz.gov) 2022-02-13 - 11:10:43 PM GMT- IP address: 154.6.18.110 PW 2022-003 REQUEST FOR PROPOSALS JANITORIAL SERVICES TOWN-WIDE The Town of Fountain Hills Admin-Procurement 16705 E. Avenue of the Fountains Fountain Hills, AZ 85268 RELEASE DATE: September 8, 2021 DEADLINE FOR QUESTIONS: September 30, 2021 RESPONSE DEADLINE: October 7, 2021, 5:00 pm Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 2 Town of Fountain Hills REQUEST FOR PROPOSALS Janitorial Services Town-wide I. Introduction .......................................................................................... II. Scope of Work ...................................................................................... III. RFP Submission Process ........................................................................ IV. Evaluation Criteria ................................................................................ V. Evaluation and Award Process .............................................................. VI. Terms and Conditions ........................................................................... VII. Vendor Questionnaire........................................................................... Attachments: A - Fountain Hills PSA Sample 8-12-2021 B - Scope of Work_Janitorial C - Town Floor Plans 2021 D - MCSO Access Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 3 1. INTRODUCTION In the event that a Vendor cannot be selected based solely on Proposals submitted, Oral Interviews may be conducted at the Town’s sole discretion. The Town of Fountain Hills reserves the right to amend the solicitation schedule as necessary. 1.1. Summary The Town of Fountain Hills (the “Town”) is issuing this Request For Proposals (this “RFP”) seeking proposals (“Proposals”) from qualified, licensed firms (“Vendors”) interested in providing professional services consisting of Janitorial Services (the “Services”), as more particularly described in the Scope of Work . In accordance with the Town’s Procurement Code, the Town will accept sealed Proposals for the Services specified in the Scope of Work. 1.2. Background The Town of Fountain Hills overlooks the Verde River Valley and the east valley of the metro Phoenix area on 13,006 acres of land. It is surrounded by the McDowell Mountains and Scottsdale on the west, the Fort McDowell Yavapai Nation on the east, the Salt River Pima-Maricopa Indian Community on the south, and by the McDowell Mountain Regional Park on the north. The Work consists of cleaning services at the Town Hall/Sheriff's Office, Community Center, Library, and Street Yard Office. The Town is issuing this RFP to secure a qualified Contractor to perform the Work as more particularly described in the Scope of Work. Floor-plans for the locations are attached as Attachment A; the Town requires approximately 58,000 sq. feet to be addressed in the scope. All supplies will be provided by the Town. 1.3. Contact Information Rob Durham Procurement Administrator 16705 E. Avenue of the Fountains Fountain Hills, AZ 85268 Email: rdurham@fh.az.gov Phone: (480) 816-5128 Department: Admin-Procurement 1.4. Timeline Release Date September 8, 2021 Advertisement: Fountain Hills Times September 8th &15th Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 4 Advertisement: Arizona Business Gazette September 9th & 16th Pre-Submittal Conference (Mandatory) September 23, 2021, 10:00am Town of Fountain Hill Town Hall--Lobby 16705 E. Avenue of the Fountains Fountain Hills, AZ 85268 Final Date and Time for Inquires September 30, 2021, 5:00pm Proposal Due Date and Time October 7, 2021, 5:00pm Bid Opening October 7, 2021, 5:00pmhttps://zoom.us/j/93291471711?pwd=SWl4 QWVqcFVNbktHYU9zZzVqNU5uQT09 Shortlist Announced for Oral Interviews/If needed October 11, 2021 Oral Interviews (if necessary) 10/14/2021 Target Town Council Award Date October 26, 2021 Anticipated Agreement Start Date October 27, 2021 Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 5 2. SCOPE OF WORK 2.1. Scope of Work Please view Attachment B for the Scope of Work Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 6 3. RFP SUBMISSION PROCESS 3.1. Preparation/Submission of Proposal Vendors are invited to participate in the competitive selection process for the Services outlined in this RFP. Responding parties shall review their Proposal submissions to ensure the following requirements are met. The Town prefers electronic submission of bids and proposals. Please submit electronic responses via the Town’s e-Procurement Portal, https://secure.procurenow.com/portal/fhaz. By way of the e-Procurement Portal, responses will be locked and digitally encrypted until the submission deadline passes. 3.2. Irregular or Non-responsive Proposals The Town shall consider as “irregular” or “non-responsive” and reject any Proposal not prepared and submitted in accordance with this RFP, or any Proposal lacking sufficient information to enable the Town to make a reasonable determination of compliance to the minimum qualifications. Unauthorized conditions, limitations, or provisions shall be cause for rejection. Proposals may be deemed non- responsive at any time during the evaluation process if, in the sole opinion of the Tow n Manager or authorized designee, any of the following are true: A. Vendor does not meet the minimum required skill, experience or requirements to perform or provide the Services. B. Vendor has a past record of failing to fully perform or fulfill contractual obligations. C. Vendor cannot demonstrate financial stability. D. Vendor’s Proposal contains false, inaccurate or misleading statements that, in the opinion of the Town Manager or authorized designee, are intended to mislead the Town in its evaluation of the Proposal. 3.3. Paper Submittal Quantities The Town prefers electronic submission of bids and proposals via the Town’s e-Procurement Portal, https://secure.procurenow.com/portal/fhaz. For submittals other than the e-Procurement Portal, interested Vendors must submit one original and four copies (five total submittals) of the Proposal. In addition, interested parties must submit one original copy of the Proposal on a CD-ROM (or electronic media approved by the Town) in printable Adobe or Microsoft Word format (or other format approved by the Town). Failure to adhere to the submittal quantity criteria shall result in the Proposal being considered non-responsive. 3.4. Required Submittal The Proposal shall be submitted with a cover letter with an original ink signature (or a compliant digital signature) by a person authorized to bind the Vendor. Proposals submitted without a cover letter with a compliant signature by a person authorized to bind the Vendor shall be considered non-responsive. The Proposal shall be a maximum of fifteen pages to address the Proposal criteria (excluding resumes and the Vendor Information Form, but including the materials necessary to address project understanding, Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 7 general information, organizational chart, photos, tables, graphs, and diagrams). Each page side (maximum 8 1/2” x 11”) with criteria information shall be counted. However, one page may be substituted with an 11” x 17” sheet of paper, folded to 8 1/2” x 11”, showing a proposed project schedule or organizational chart and only having information on one side. Cover, back, table of contents and tabs may be used and shall not be included in the page count, unless they include additional project-specific information or Proposal criteria responses. The minimum allowable font for the Proposal is 11 pt, Arial or Times New Roman. Failure to adhere to the page limit, size and font criteria shall result in the Proposal being considered non-responsive. Telegraphic (facsimile), electronic (e-mail) or mailgram Proposals will not be considered. 3.5. Vendor Responsibilities All Vendors shall (1) examine the entire RFP, (2) seek clarification of any item or requirement that may not be clear, (3) check all responses for accuracy before submitting a Proposal and (4) submit the entire Proposal by the Proposal Due Date and Time. Late Proposals will not be considered, and are not possible when responding through the City's e- Procurement Portal. Negligence in preparing a Proposal shall not be good cause for withdrawal after the Proposal Due Date and Time. Proposals may be received up to but not later than the Proposal Due Date and time via the Town’s e-Procurement Portal located at https://secure.procurenow.com/portal/FHAZ. The Town’s e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections or the City's e-Procurement Portal not being accessible from your connected device. The Town strongly recommends completing your response well ahead of the deadline. 3.6. Sealed Submittals Sealed bids will be received through the Town’s e-Procurement Portal (preferred method) located at https://secure.procurenow.com/portal/fhaz. If delivering a paper-based Proposal (non-preferred option), paper submitted proposals shall be sealed and clearly marked with the RFP number and title, Janitorial Services Town-wide, on the lower left hand corner of the mailing envelope. A return address must also appear on the outside of the sealed paper Proposal. The Town is not responsible for the pre- opening of, post-opening of, or the failure to open, any Proposals not properly addressed or identified. 3.7. Pricing Pricing shall be inclusive of all of the Services as described in the section titled Scope of Work. A sample Fee Proposal is attached to this solicitation. Please see Attachments. Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 8 3.8. Address Sealed bids will be received for through the Town’s e-Procurement Portal located at https://secure.procurenow.com/portal/fhaz If delivering a paper-based proposal, Proposals shall be directed to the following address: Town Clerk, 16705 East Avenue of the Fountains, Fountain Hills, Arizona 85268, or hand-delivered to the Town Clerk’s office by the Proposal Due Date and Time indicated in the timeline of this RFP. 3.9. Amendment/Withdrawal of Proposal At any time prior to the specified Proposal Due Date and Time, a Vendor (or designated representative) may amend or withdraw its Proposal. Any erasures, interlineations, or other modifications in the Proposal shall be initialed in original ink by the authorized person signing the Proposal. Facsimile, electronic (e-mail) or mailgram Proposal amendments or withdrawals will not be considered. No Proposal shall be altered, amended or withdrawn after the specified Proposal Due Date and Time. 3.10. Inquiries Proposers shall submit all inquiries regarding this RFP via the City’s e-Procurement Portal, located at https://secure.procurenow.com/portal/fhaz. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City’s e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries. All questions submitted and answers provided shall be electronically distributed to proposers who follow this solicitation on the City’s e-Procurement Portal 3.11. Inquiries Answered Verbal or telephone inquiries directed to Town staff will not be answered. Within two business days following the Final Date for Inquiries listed in the timeline of this RFP, answers to all questions received will be posted in the City's e-Procurement Portal, and e-mailed to all parties who follow the project. No questions, submitted in any form, will be answered after the Final Date for Inquiries. 3.12. Pre-Submittal Conference A Pre-Submittal Conference may be held. If scheduled, the date and time of this conference will be indicated in the timeline of this RFP. This conference may be designated as mandatory or non- mandatory in the timeline of this RFP. Additionally, if the Pre-Submittal Conference is designated as mandatory, failure to attend shall render that Vendor’s Proposal non-responsive. Vendors are strongly encouraged to attend those Pre-Submittal Conferences designated as non-mandatory. The purpose of this conference will be to clarify the contents of this RFP in order to prevent any misunderstanding of the Town’s requirements. Any doubt as to the requirements of this RFP or any apparent omission or discrepancy should be presented to the Town at this conference. The Town will then determine if any action is necessary and may issue a written amendment or addendum to the RFP. Oral statements or instructions will not constitute amendments or addenda to this RFP. 3.13. Addenda Notification Proposers are required to register for an account via the City’s e-Procurement Portal hosted by ProcureNow. Once proposer has completed registration, they will receive addenda notifications to their Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 9 email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each bidder to periodically check the site for any addenda at https://secure.procurenow.com/portal/fhaz. Any addendum issued as a result of any change in this RFP shall become part of the RFP and must be acknowledged in the Proposal submittal. Failure to indicate receipt of the addendum shall result in the Proposal being rejected as non-responsive. Any addendum issued by the Town with respect to this RFP will be available at: https://secure.procurenow.com/portal/fhaz Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 10 4. EVALUATION CRITERIA Proposal Format and Scoring Proposals shall be organized and submitted in the format as outlined below. Failure to conform to the designated format, standards and minimum requirements may result in a determination that the Proposal is non-responsive. Additionally, the Selection Committee will evaluate and award points to each Proposal based upon the evaluation criteria as outlined in this document. Points listed below are the maximum number of points possible for each criteria; there is no minimum number that the Selection Committee must award. No. Evaluation Criteria Scoring Method Weight (Points) 1. Submission of all required documents Pass / Fail 1 (1% of Total) 2. Experience Points Based 33 (33% of Total) 3. References Points Based 23 (23% of Total) 4. Proposal--Pricing/Quality Assurance Plan Points Based 33 (33% of Total) 5. Resources available Points Based 10 (10% of Total) Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 11 5. EVALUATION AND AWARD PROCESS 5.1. Reference Checks References will be checked, and it is Vendor’s responsibility to ensure that all information is accurate and current. Vendor authorizes the Town’s representative to verify all information from these references and releases all those concerned from any liability in connection with the information they provide. Inability of the Town to verify references shall result in the Proposal being considered non- responsive. 5.2. Vendor Responsibility The Town’s representative may conduct any investigation deemed necessary to determine the Vendor’s ability to perform the project. Vendors may be requested to submit additional documentation within 72 hours (or as specified) to assist the Town in its evaluation. 5.3. Vendor Licensing and Registration Prior to the award of the Agreement, the successful Vendor shall be registered with the Arizona Corporation Commission and authorized to do business in Arizona. The Vendor shall provide licensure information with the Proposal. Corporations and partnerships shall be able to provide a Certificate of Good Standing from the Arizona Corporation Commission. A Town of Fountain Hills business license is also required. 5.4. Selection A Selection Committee composed of representatives from the Town will conduct the selection process according to the schedule listed in the timeline of this RFP. Proposals shall be opened at the time and place designated in the timeline of this RFP. The name of each Vendor and the identity of the RFP for which the Proposal was submitted shall be publicly read and recorded in the presence of witnesses. PRICES SHALL NOT BE READ. The Selection Committee shall award the agreement to the responsible and responsive Vendor whose Proposal is determined, in writing, to be the most advantageous to the Town and best meets the overall needs of the Town taking into consideration the evaluation criteria set forth in this RFP. The amount of applicable transaction privilege or use tax of the Town shall not be a factor in determining the most advantageous Proposal. After the Town has entered into an Agreement with the successful Vendor, the successful Proposal and the scoring documentation shall be open for public inspection. 5.5. Line Item Option Unless the Proposal states otherwise, or unless otherwise provided within this RFP, the Town reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the Town. 5.6. Multiple Award The Town, at its sole discretion, may elect to enter into Agreements with multiple Vendors who are qualified to provide the Services. The final terms and conditions of the proposed Agreement will be negotiated by the Town with the successful offerors. Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 12 5.7. Form of Agreement The selected Vendor will be required to execute the Town’s standard Professional Services Agreement in a form acceptable to the Town Attorney. A sample of the standard agreement is included with this RFP. If the Town is unsuccessful in negotiating an Agreement with the highest-scoring Vendor, the Town may then negotiate with the second, then third, highest-scoring Vendor until an Agreement is executed. Town Council approval may be required. The Town reserves the right to terminate the selection process at any time. 5.8. Waiver; Rejection; Reissuance Notwithstanding any other provision of this RFP, the Town expressly reserves the right to: A. waive any immaterial defect or informality, B. reject any or all Proposals or portions thereof and C. cancel or reissue an RFP. 5.9. Protests Any Vendor may protest this RFP, the proposed award of an Agreement, or the actual award of an Agreement. All protests will be considered in accordance with the Town Procurement Code. 5.10. Evaluation Process Each submittal will be reviewed for compliance with the Proposal requirements by the Selection Committee. If necessary, the Selection Committee may conduct oral interviews with up to three of the highest ranked Vendors based upon the Proposal submittal scoring. 5.11. Oral Interviews & Scoring In the event that a Vendor cannot be selected based solely on the Proposals submitted, up to three Vendors may be selected for oral interviews. The selected Vendors will be invited to participate in discussions with the Selection Committee on the date indicated in the timeline of this RFP and awarded points based upon the criteria as outlined below. Vendors may be given additional information for these oral interviews. These discussions will relate less to the past experience and qualifications already detailed in the Proposals and relate more to identification of the Vendor’s project approach and to an appraisal of the people who would be directly involved in this Services for this RFP. Oral Interview Criteria and Points (if deemed necessary) • Experience and Qualifications of the Vendor: 20 points • Key Positions: 40 points • Project Approach: 40 points Total Possible Points for Oral Interview: 100 points Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 13 6. TERMS AND CONDITIONS 6.1. Pricing Errors If price is a consideration and in case of error in the extension of prices in the Proposal, the unit price shall govern. Periods of time, stated as number of days, shall be calendar days. 6.2. Proposal Irrevocable In order to allow for an adequate evaluation, the Town requires the Proposal to be valid and irrevocable for 90 days after the Proposal Due Date and Time indicated on the cover of this RFP. 6.3. Cost of Proposal Preparation The Town does not reimburse the cost of developing, presenting or providing any response to this solicitation. Proposals submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Vendor is responsible for all costs incurred in responding to this RFP. All materials and documents submitted in response to this RFP become the property of the Town and will not be returned. 6.4. Payment Requirements; Payment Discounts Any Proposal that requires payment in less than 30 calendar days shall not be considered. Payment discounts of 30 calendar days or less will not be deducted from the Proposal Price in determining the low Proposal. The Town shall be entitled to take advantage of any payment discount offered, provided payment is made within the discount period. Payment discounts shall be indicated on Price Sheet and/or the electronic Cost Proposal. 6.5. Federal Excise Tax; Transaction Privilege Tax The Town is exempt from Federal Excise Tax, including the Federal Transportation Tax. Transaction privilege tax, if any, shall be included in the unit price for each line item. It shall not be considered a lump sum payment item. 6.6. Public Record All Proposals shall become the property of the Town and shall become a matter of public record available for review, subsequent to the award notification, in accordance with the Town’s Procurement Code. 6.7. Confidential Information If a Vendor believes that a Proposal or protest contains information that should be withheld from the public record, a statement advising the RFP Administrator of this fact shall accompany the submission and the information shall be clearly identified. The information identified by the Vendor as confidential shall not be disclosed until the Procurement Agent makes a written determination. The Procurement Agent shall review the statement and information with the Town Attorney and shall determine in writing whether the information shall be withheld. If the Town Attorney determines that it is proper to disclose the information, the RFP Administrator shall inform the Vendor in writing of such determination. Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 14 6.8. No Collusion By submitting a Proposal, the Vendor certifies the submission of the Proposal did not involve collusion or other anti-competitive practices. 6.9. No Discrimination By submitting a Proposal, the Vendor certifies it shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246. 6.10. No Gratuity By submitting a Proposal, the Vendor certifies it has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip favor or service to a Town employee, officer or agent in connection with the submitted Proposal. It (including the Vendor’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) has refrained, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process, including the Selection Committee, elected officials, the Town Manager, Assistant Town Managers, Department Heads, and other Town staff. All contact must be addressed to the Town’s Procurement Agent, except for questions submitted as set forth in Subsection 1.4 (Inquiries), above. Any attempt to influence the selection process by any means shall void the submitted Proposal and any resulting Agreement. 6.11. Financial Stability By submitting a Proposal, the Vendor certifies it is financially stable, solvent and has adequate cash reserves to meet all financial obligations including any potential costs resulting from an award of the Agreement. 6.12. No Signature/False or Misleading Statement By submitting a Proposal, the Vendor certifies person submitting has the authority to legally bind the Vendor. Failure in this regard shall void the submitted Proposal and any resulting Agreement. 6.13. Professional Services Agreement By submitting a Proposal, the Vendor certifies in addition to reviewing and understanding the submittal requirements, it has reviewed the attached sample Professional Services Agreement including the Scope of Work and other Exhibits. 6.14. Offer A Proposal is an offer to contract with the Town based upon the terms, conditions and specifications contained in this RFP and the Vendor’s responsive Proposal, unless any of the terms, conditions, or specifications are modified by a written addendum or agreement amendment. Provided, however, that no contractual relationship shall be established until the Vendor has signed, and the Town has approved, a professional services agreement between the Town and the Vendor in the form acceptable to the Town Attorney. A sample Professional Services Agreement is included herein. Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 15 7. VENDOR QUESTIONNAIRE The Proposal shall be submitted with a cover letter with an original ink signature (or a compliant digital signature) by a person authorized to bind the Vendor. Proposals submitted without a cover letter with a compliant signature by a person authorized to bind the Vendor shall be considered non-responsive. The entire Proposal shall be a maximum of fifteen pages to address the Proposal criteria (excluding resumes and the Vendor Information Form, but including the materials necessary to address project understanding, general information, organizational chart, photos, tables, graphs, and diagrams). Each page side (maximum 8 1/2” x 11”) with criteria information shall be counted. However, one page may be substituted with an 11” x 17” sheet of paper, folded to 8 1/2” x 11”, showing a proposed project schedule or organizational chart and only having information on one side. Cover, back, table of contents and tabs may be used and shall not be included in the page count, unless they include additional project-specific information or Proposal criteria responses. The minimum allowable font for the Proposal is 11 pt, Arial or Times New Roman. Failure to adhere to the page limit, size and font criteria shall result in the Proposal being considered non-responsive. Telegraphic (facsimile), electronic (e-mail) or mailgram Proposals will not be considered. 7.1. Certification By confirming questions under this section, the Vendor certifies: 7.1.1. No Collusion* The submission of the Proposal did not involve collusion or other anti-competitive practices. ☐ Please confirm *Response required 7.1.2. No Discrimination* It shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246. ☐ Please confirm *Response required 7.1.3. No Gratuity* It has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip favor or service to a Town employee, officer or agent in connection with the submitted Proposal. It (including the Vendor’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) has refrained, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process, including the Selection Committee, elected officials, the Town Manager, Assistant Town Managers, Department Heads, and other Town staff. All contact must be addressed to the Town’s Procurement Agent, except Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 16 for questions submitted as set forth in Subsection 1.4 (Inquiries), above. Any attempt to influence the selection process by any means shall void the submitted Proposal and any resulting Agreement. ☐ Please confirm *Response required 7.1.4. Financial Stability* It is financially stable, solvent and has adequate cash reserves to meet all financial obligations including any potential costs resulting from an award of the Agreement. ☐ Please confirm *Response required 7.1.5. No Signature/False or Misleading Statement* The signature on the cover letter of the Proposal and the Vendor Information Form is genuine and the person signing has the authority to bind the Vendor. Failure to sign the Proposal and the Vendor Information Form, or signing either with a false or misleading statement, shall void the submitted Proposal and any resulting Agreement. ☐ Please confirm *Response required 7.1.6. Professional Services Agreement* In addition to reviewing and understanding the submittal requirements, it has reviewed the attached sample Professional Services Agreement including the Scope of Work and other Exhibits. ☐ Please confirm *Response required 7.1.7. Reference Checks* References will be checked, and it is Vendor’s responsibility to ensure that all information is accurate and current. Vendor authorizes the Town’s representative to verify all information from these references and releases all those concerned from any liability in connection with the information they provide. Inability of the Town to verify references shall result in the Proposal being considered non-responsive. ☐ Please confirm *Response required 7.2. Vendor Proposal 7.2.1. General Information* A. One page cover letter as described in the section titled "RFP Submission Process", the subsection titled "Required Submittal". Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 17 B. Provide Vendor identification information. Explain the Vendor’s legal organization including the legal name, address, identification number and legal form of the Vendor (e.g., partnership, corporation, joint venture, limited liability company, sole proprietorship). If a joint venture, identify the members of the joint venture and provide all of the information required under this section for each member. If a limited liability company, provide the name of the member or members authorized to act on the company’s behalf. If the Vendor is a wholly owned subsidiary of another company, identify the parent company. If the corporation is a nonprofit corporation, provide nonprofit documentation. Provide the name, address and telephone number of the person to contact concerning the Proposal. C. Identify the location of the Vendor’s principal office and the local work office, if different. Include any documentation that supports the Vendor’s authority to provide services in Arizona. D. Provide a general description of the Vendor’s organization, including years in business. E. Identify any contract or subcontract held by the Vendor or officers of the Vendor that have been terminated within the last five years. Briefly describe the circumstances and the outcome. F. Identify any claims arising from a contract which resulted in litigation or arbitration within the last five years. Briefly describe the circumstances and the outcome. *Response required 7.2.2. Experience and Qualifications of the Vendor* A. Provide a detailed description of the Vendor’s experience in providing similar services to municipalities or other entities of a similar size to the Town, specifically relating experience with respect to Janitorial Services Town-wide. B. Vendor must demonstrate successful completion of at least three similar projects within the past 60 months. For the purpose of this Solicitation, “successful completion” means completion of a project within the established schedule and budget and “similar projects” resemble this project in size, nature and scope. Provide a list of at least three organizations for which you successfully completed a similar project. This list shall include, at a minimum, the following information: 1. Name of company or organization. 2. Contact name. 3. Contact address, telephone number and e-mail address. 4. Type of services provided. 5. Dates of contract initiation and expiration. *Response required Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 18 7.2.3. Key Positions* A. Identify each key personnel member that will render services to the Town including title and relevant experience required, including the proposed project manager and project staff. B. Indicate the roles and responsibilities of each key position. Include senior members of the Vendor only from the perspective of what their role will be in providing services to the Town. C. If a subcontractor will be used for all work of a certain type, include information on this subcontractor. A detailed plan for providing supervision must be included. D. Attach a résumé and evidence of certification, if any, for each key personnel member and/or subcontractor to be involved in this project. Résumés should be attached together as a single appendix at the end of the Proposal and will not count toward the Proposal page limit. However, each resume shall not exceed two pages in length. *Response required 7.2.4. Project Approach* A. Describe the Vendor’s approach to performing the required Services in the section titled Scope of Work, and its approach to contract management, including its perspective and experience on partnering, customer service, quality control, scheduling and staff. B. Describe any alternate approaches if it is believed that such an approach would best suit the needs of the Town. Include rationale for alternate approaches, and indicate how the Vendor will ensure that all efforts are coordinated with the Town’s Representatives. *Response required 7.2.5. Pricing* Vendor shall submit the same number of copies of the Fee Proposal as described in section titled "RFP Submission Process" subsection titled "Pricing" in a separate, sealed envelope enclosed with the Vendor’s Proposal with the signature of the representative of the Vendor who is authorized to make such an offer. The Fee Proposal must be provided in the format attached as Exhibit C of the Professional Services Agreement. The Fee Proposal shall list the individual cost for each of the program expenses and shall be provided in a spreadsheet format to enable the Town staff to determine (1) total labor hours, (2) key team member(s) proposed for each task and sub-task and (3) number of management, engineering, technical, drafting and support personnel hours proposed for the project. The hourly rate, name of the team member and staff classification shall be included in the spreadsheet. Identify all other costs to be billed to the project, including project expenses (no mark-up on expenses will be allowed) and subcontractor fees. ☐ Please confirm *Response required 7.2.6. Price sheet* Request for Proposals #PW 2022-003 Title: Janitorial Services Town-wide 19 Please upload pricing here. *Response required ITEM 8. F. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 04/05/2022 Meeting Type: Town Council Regular Meeting Agenda Type: Regular Agenda                  Submitting Department: Administration Prepared by: Elizabeth A. Klein, Town Clerk Staff Contact Information: Request to Town Council Regular Meeting (Agenda Language):  DISCUSSION WITH POSSIBLE DIRECTION relating to any item included in the League of Arizona Cities and Towns’ weekly Legislative Bulletin(s) or relating to any action proposed or pending before the State Legislature. Staff Summary (Background) This is a regularly recurring agenda item on the Town Council agenda during the legislative session.  The goal of this agenda item is to obtain consensus from the Mayor and Council on legislative bills and to provide direction, if any, to staff to communicate the Town's position on the bills.  Each Council meeting the Legislative Bulletin will be attached to the Town Council agenda which will include legislative analyses of the bills and their impacts on municipalities.  The Mayor and Council will have an opportunity to review the bills that are under consideration in the Arizona State Legislature and provide direction on supporting or opposing the bills.  The Mayor and Council may also bring up other bills of interest to the Town of Fountain Hills for discussion that are not listed in the Legislative Bulletin.   Last November the Town Council approved the 2022 Legislative Policy Agenda which identified the major legislative priorities of the Town Council. The 2022 Legislative Policy Agenda document and the most recent Legislative Bulletins will also be included during the 2022 Legislative Session. Related Ordinance, Policy or Guiding Principle Council adopted 2022 Legislative Policy Agenda Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) N/A SUGGESTED MOTION MOVE to provide staff direction on one or more bills being considered by the State Legislature. Attachments 2022 Legislative Policy Agenda  Bulletin - Issue 9  Bulletin - Issue 10  Form Review Inbox Reviewed By Date Town Manager Grady E. Miller 03/25/2022 09:21 AM Form Started By: Elizabeth A. Klein Started On: 03/24/2022 11:11 AM Final Approval Date: 03/25/2022  1 2022 State Legislative Agenda The Town Council of Fountain Hills Prepared by Jack W Lunsford The Lunsford Group 2 Mission To enrich and provide an active quality of life for all residents and visitors through proactive community engagement, resolute stewardship of amenities and open spaces, and the enhancement of the overall health and well-being of our town. Strategic Priorities The Fountain Hills Strategic Plan is based on the following key goals or strategic priorities: Maximizing Economic Development Opportunities in Fountain Hills o Ensuring that Infrastructure in Fountain Hills is Well-Maintained and Safe o Attracting Families and Working Professionals o Ensuring that Fountain Hills Finances are Stable and Sustainable o Focusing on Strengthening the Community and Improving the Town’s Quality of Life 2022 Legislative Resolutions League of Arizona Cities and Towns (Endorsed and Supported)  AMEND state statute to specify a period when cities and towns may prohibit the use of permissible fireworks and modify definitions of illegal and permissible fireworks.  AMEND statute to allow cities and towns to amend their budgets after the initial budget has passes while following notice and hearing statutes and with strong oversight and approval requirements.  SEEK legislative and/or non-legislative solutions, working with housing and homeless advocates, the Department of Housing, and state legislators, to provide local governments, regional partners, and continuum of care providers additional resources to combat street homelessness in our communities.  SIMPLIFY the statutory mechanisms to dissolve water and wastewater districts once an area incorporates or gets annexed to relieve the tax burden on the citizens, if the town or town provides the same service that had been performed by the district, or the district service is no longer needed. 3 Town of Fountain Hills 2022 State Legislative Agenda CORE PRINCIPLES Preserve Local Funding PROTECT State-Shared Revenues – Arizona voters have prohibited municipalities from collecting a local income tax and luxury taxes and, in exchange, have authorized the establishment of an urban revenue-sharing distribution of state income taxes to municipal governments. Currently that percentage is 15%, however in 2021 the Legislature passed SB1828 which increased revenue-share percentage to 18%, effective in fiscal year 2023-2024. SB1828 is now on hold pending a final ruling from the Arizona Supreme Court as to the constitutionality of this and other 2021 legislative actions and, depending on the outcome, this could put pressure on the Arizona Legislature to revisit the provisions of the new law. Preserve Local Control OPPOSE Preemption of Local Authority – The Town strives to preserve local control so that its citizens can self-govern in their best interest. Every legislative session legislation is proposed that creates unfunded mandates on cities and towns and/or preempts the ability of municipal councils to set policy through ordinances and regulations at the local level which are in the best interest of their citizens and taxpayers. Often times this is a “one-size-fits-all” legislative approach that doesn’t consider the differences in municipalities or the priorities of the residents. Such efforts should be opposed. 2021 Key Positions  PRESERVE the current minimum urban revenue sharing percentage for cities and towns at 15%.  OPPOSE legislation to modify or expand legislative authority to seek SB1487 investigations by legislators pertinent to municipal authorities and to expand any applicable penalties.  SUPPORT legislation addressing the negative impacts short-term rental properties can have on adjacent properties and neighborhoods.  SUPPORT legislation that at a minimum will prohibit, on all days, the use of permissible consumer fireworks between the hours of 10:00 PM and 8:00 AM. 4 LEGISLATIVE POLICY STATEMENTS LOCAL GOVERNMENT  OPPOSE legislation to modify or expand legislative authority to seek SB1487 investigations by legislators pertinent to municipal authorit y and to expand any penalties.  SUPPORT legislation that further limits SB1487 provisions.  OPPOSE legislation that creates unfunded mandates for municipalities.  SUPPORT legislation on political signs to comply with Reed v. Town of Gilbert U.S. Supreme Court decision. LOCAL GOVERNMENT FINANCE  OPPOSE legislation that reduces or negatively impacts the collection of transaction privilege tax (TPT), State Shared Revenues, or other local revenues.  OPPOSE changing the imposition of construction sales taxes to “materials only” or other methods that do not equitably return those revenues to where the construction activity occurs. NEIGHBORHOODS and QUALITY OF LIFE ISSUES  SUPPORT legislation providing additional tools and remedies for municipalities to regulate short-term rentals in their communities.  OPPOSE legislation that would limit or curtail the Town’s current zoning authority, particularly in residential areas.  OPPOSE legislation that would prohibit or eliminate the transaction privilege tax on the renting or leasing of real property for residential purposes.  OPPOSE legislation that preempts a city or town from establishing or enforcing its ordinances regulating tobacco, vapor, or alternative nicotine products. 5 PUBLIC SAFETY  OPPOSE legislation that negatively impacts the Town’s Fire Code or its ability to enforce its Fire Code provisions.  OPPOSE legalizing additional fireworks or other changes that would increase the risk of fires to businesses, neighborhoods, residents and the McDowell Mountain Preserve.  PRESERVE local control authority that allows cities and towns to regulate the use and discharge of firearms within municipal boundaries. TRANSPORTATION  SUPPORT extension of ½-cent sales tax to support regional transportation projects in Maricopa County.  SUPPORT the continued viability of Highway Users Revenue Fund (HURF) funding to cities and towns. AZ League Legislative Bulletin: Issue 9 – March 12, 2022 Legislative Update: Today is day 62 of the legislative session. The Senate and the House have two more weeks for committee hearings, except for the Appropriations committees, which always have an extra week to consider measures. We can expect lengthier committee agendas in the coming weeks. The good news is next week’s agendas do not contain many bills with impacts on cities and towns. Minimum Wage Preemption HCR 2031 employee benefits; compensation; state preemption, sponsored by Representative Regina Cobb (R-Kingman), would prevent municipalities from regulating minimum wage or benefits within their jurisdiction. The League’s executive committee has weighed in opposition to HCR2031 as it would preempt existing voter-approved and voter-initiated minimum wage ordinances. Both Flagstaff and Tucson have laws regulating minimum wage initiated and app roved by the voters. HCR2031 would directly conflict with Prop 206, which granted localities to set forth minimum wage and benefit requirements within their jurisdictions. Another concern is that the broad language within HCR2031 could also preempt the wage and benefits those cities, towns, and counties provide their employees and, as such, needs an amendment to address this issue. The League opposes HCR2031 for all the reasons listed above. The bill was scheduled for a hearing in Senate Commerce this week but was held from consideration as it lacked support to pass the committee. However, it could come back for consideration in the Commerce Committee in the next few weeks. Fireworks Legislation A League resolution to give communities a practical tool to address the use of fireworks in the late hours of the night has passed both chambers. SB 1275 fireworks; use; overnight hours; prohibition received bipartisan support from the legislature, passing the Senate 23-6 and the House 36-21. The cities of Mesa and Glendale proposed the resolution through the League’s policy committee process. We appreciate the bipartisan sponsorship and efforts by Senator J.D. Mesnard (R-Chandler) and Representative Amish Shah (D-Phoenix) in helping support this important bill through the legislative process. Election Bills In this session, 139 proposed changes to voting or elections have been introduced. While this figure is similar to the number of election -related measures introduced in 2021, it is double or nearly triple the number of election -related measures introduced in a typical year. In the past ten years, on average, there are 62 election related measures introduced each session. Some lawmakers have expressed support for a special session on elections and voting to reconcile the various conflicting measures that h ave been introduced to this session. Below are a few election bills of note:  SB 1133 schools; cities; all mail prohibited would have prohibited cities, towns, and school districts from conducting all-mail elections. The League opposed the measure because approximately 40 cities and towns conduct all-mail elections for several issues such as approval of general plans, bonds, franchises, expenditure limitations, and candidates. The bill was double-assigned to the Senate Government and Education committees. While the bill passed the Senate Government committee on a party-line vote, SB 1133 was not considered in the Education committee and ultimately did not move forward in the process.  HB 2596 elections; revisions; mail-in; identification; tabulation makes vast changes to election laws including repealing early voting and requiring voting to occur on election day only. Additionally, the measure would require ballots be counted by hand within 24 hours of polls closing. The measure was assigned to various House committees and will ultimately not move forward.  SB 1056 misplaced ballots; invalidity; misdemeanor; damages declares any ballot that is misplaced and not included in the initial tally at a polling place, including provisional and early ballots at a counting center invalid. The measure makes misplacing a ballot a class 2 misdemeanor. This bill could have the unintended consequence of deterring individuals from working or volunteering at polling locations because of the Class 2 misdemeanor penalty. Under the measure, cities can become liable for the actions of another under this bill and potentially face lawsuits. In that case, it will deter cities from utilizing drop boxes or allowing their public buildings to be used as polling locations. The measure currently awaits Third Read in the Senate.  SB 1571 ballot drop boxes; surveillance; appropriation prohibits voted early ballots from being returned by mail and instead requires ballots to be returned by hand delivery. The measure outlines requirements for ballot drop boxes used in the state including:   Only accepting one ballot at a time and logging the receipt of the ballot;  Generating a receipt that specifies the number of ballots accepted from one person; and  Records or takes a photo of a person depositing early ballots.   The measure raises concerns for election officials, as drop boxes that meet the requirements under the bill do not yet exist. The measure also raises concerns about its impact on rural communities where a drop box with 24/7 video surveillance is not feasible. SB 1571 includes an unspecified appropriation to the Secretary of State’s office for procurement of the drop boxes. The measure has passed two Senate committees with party-line votes and awaits consideration in Committee of the Whole. 2022 Session Timeline Every session has deadlines pertaining to bill submissions and hearings. This year, the schedule is as follows: January 1/10 – First day of session 1/13 – House 7-bill Introduction Limit Begins (5 p.m.) 1/31 - Senate bill introduction deadline (5 p.m.) February 2/7 – House Bill Introduction Deadline (5 p.m.) 2/14 - 2/18 – Last week to hear bills in the chamber of origin March 3/21 – 3/25 – Last week to hear bills in the opposing chamber April 4/15 – Last Day for Conference Committees 4/19 – 100th Day of Session AZ League Legislative Bulletin: Issue 10 – March 18, 2022 Legislative Update: Today is the 68th day of the legislative session. Next week’s agendas are lengthier as it is the last opportunity to consider bills in committee. Bills that do not pass committee in the opposite chamber will ultimately not move forward. Lawmakers are scrambling to ensure measures clear this hurdle. There were speculations of a special session on tax cuts earlier in the week. While t he Legislature could call themselves into special session, one to enact a repeal and replace the previous year’s tax cuts would require the Governor to issue the call as lawmakers are unlikely to reach the vote threshold needed to call themselves into special session. Another matter on the table is an issue related to precinct committeemen (PC) elections. HB 2839, an emergency measure that was fast-tracked a few weeks ago to bring clarity to the number of signatures required for candidate nominations, passed unanimously and has already been signed into law. The measure included provisions that would temporarily eliminate elections for precinct committeemen due to the delay and complications from the census. Republican PCs are asking lawmakers to undo the changes made in HB 2839 and restore local PC elections. Undoing the law, however, would require a two-thirds vote from each chamber for the bill to become effective immediately. There is speculation that lawmakers will consider this issue as a topic to address during a special session, among other topics including water and elections issues. Lobbying Prohibition SB 1166 public employers; union contracts was considered in House Commerce on Tuesday. As passed by the Senate, the measure included provisions that could have prohibited cities and towns from hiring representation to advocate for their community’s interests with their state and federal elected leaders. The bill would have also prevented organizations like the League from advocating on behalf of municipal interests. SB 1166 was amended to address our concerns and we thank the sponsor of the bill, Senator Vince Leach (R-Tucson) for working with us. Heritage Fund SB 1270 state parks; lottery; heritage fund sponsored by Senator T.J. Shope (R- Coolidge) annually appropriates $3 million from the State Lottery Fund to the Heritage Fund and includes a $1 million appropriation in FY23 and a $2 million appropriation in FY 24. The Arizona State Parks Board administers grants which benefit local trail projects and outdoor environmental education programs. Monies in the Heritage Fund must be used for restoration, development, or historic preservation of local, regional, or state parks. Funding for this program was eliminated during the Great Recession. In 2019, the Legislature restored the fund with a $10 million allocation consisting of general fund dollars and federal funding. SB 1270 makes a significant change to the lottery fund distribution formula by adding the Heritage Fund back into the series of distributions, consistently funding the fund. The bill has received bipartisan support, passing committees in both the House and Senate, and is currently pending a hearing in the House Rules committee. The League is supportive of the bill. Minimum Wage Preemption HCR 2031 employee benefits; compensation; state preemption, sponsored by Representative Regina Cobb (R-Kingman), will be heard in the Senate Commerce committee next week. The measure was on a previous agenda but was ultimately held and only considered an item for discussion. The League is opposed to the referral because, if passed, it would prevent municipalities from regulating minimum wage or benefits within their jurisdictions. HCR 2031 is also in direct conflict with Prop 206 and voter-approved minimum wage ordinances in Flagstaff and Tucson. The League continues to oppose HCR2031 due to the conflicts with Prop 206 (2016), local voter-approved measures, and its infringement on municipalities’ authority to decide wages and benefits for their employees. 2022 Session Timeline Every session has deadlines pertaining to bill submissions and hearings. This year, the schedule is as follows: January 1/10 – First day of session 1/13 – House 7-bill Introduction Limit Begins (5 p.m.) 1/31 - Senate bill introduction deadline (5 p.m.) February 2/7 – House Bill Introduction Deadline (5 p.m.) 2/14 - 2/18 – Last week to hear bills in the chamber of origin March 3/21 – 3/25 – Last week to hear bills in the opposing chamber April 4/15 – Last Day for Conference Committees 4/19 – 100th Day of Session