HomeMy WebLinkAbout2011.1213.TCWSM.Minutesz:\council packets\2012\r1-19-12\111213wsm.docx Page 1 of 8
TOWN OF FOUNTAIN HILLS
MINUTES OF THE WORK STUDY SESSION OF THE
FOUNTAIN HILLS TOWN COUNCIL
DECEMBER 13, 2011
AGENDA ITEM #1 – CALL TO ORDER AND ROLL CALL
Vice Mayor Dickey called the meeting to order at 5:31 p.m. in the Town Hall Council Chambers.
Present for roll call were the following members of the Fountain Hills Town Council: Mayor Schlum (participated
telephonically from 5:31 p.m. until 6:20 p.m.), Councilmember Contino, Councilmember Leger, Councilmember
Brown, Councilmember Hansen, Councilmember Elkie and Councilmember Dickey. Interim Town
Manager/Finance Director Julie Ghetti, Town Attorney Andrew McGuire, Director of Development Services Paul
Mood and Town Clerk Bev Bender were also present.
Councilmember Brown left the meeting at 5:56 p.m.
AGENDA ITEM #2 – PRESENTATION AND DISCUSSION REGARDING THE 5-YEAR CAPITAL
IMPROVEMENT PLAN.
Development Services Director Paul Mood addressed the Council relative to this agenda item and provided an
overview of the 5-Year Capital Improvement Plan (CIP). (Copy of the presentation on file in the office of the
Town Clerk.) Mr. Mood advised that the 5-Year CIP is a multi-year planning document that is the product of a
systematic evaluation of capital projects and serves as a guide for the effective construction and maintenance of
public facilities, outlining a detailed timeline and financing schedule of capital projects.
Mr. Mood reviewed the different funds and referred to charts that broke them out into years. He noted that the
presentation mainly focuses on the Capital Projects Fund. He reported that over the five -year period they are
showing a total of $10.2 million in the Capital Projects Fund and said that if they construct all of the projects
proposed in the 5-year plan, they can see from the charts how the money would be spent year-by-year and at the
end of the five years they will have $325,000 remaining in that fund.
Mr. Mood highlighted every project outlined in the plan, broken down by funding source and by year, and
encouraged the members of the Council to pose any questions they may have during this discussi on. He pointed
out that if projects are budgeted for, the Town does not have to spend all the money. However, if the Town has not
budgeted for a project, they cannot do the project.
Discussion ensued relative to the Drainage projects, the Downtown projects and the Facilities projects.
Mayor Schlum commented on the Fire Station #2 Relocation project and said that as history will note, they funded
the planning for that Station (the design) with the hope that they would obtain a grant that did not come to fruition.
He added that they are in worse shape now than they were back then but they had wanted to have a "shovel ready"
project that could quickly go forward if the grant was received. He stated the opinion that unless they obtain a
grant for this during the next five years he does not believe that this can be funded. He added that instead he sees
them continuing on with the interim solution (having calls handled by the temporary station at Fry's near Eagle
Mountain). He stated that staff should continue to aggressively seek a grant for this project.
Mr. Mood responded that he would suggest moving this project up. He said it doesn't mean that they have to do it
but if the Fire Department receives a grant or if the Town wanted to go out for a bond, if they don't show it then
they can't do it. He stated that right now, as shown, they couldn't do anything until FY 2014 -15. He further said
that if they moved it up and the Council decided to spend CIP funding (if they got a grant or decided to go out for a
bond) then they would have the ability to do so. He added that nothing would be done without first bringing the
item before the Council for their consideration.
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Mayor Schlum advised that he would prefer having it unfunded unless there is a grant available (do not dedicate
capital dollars to it at this time).
Vice Mayor Dickey also discussed Fire Station #2 and noted that they have had many presentations that indicate
this is an important response item. She asked if anything had changed in this regard (are the response times better
and is there less of a need for this to occur?). She questioned what could come before fire safety as far as
importance and said that the presentation does not speak to the need for this project to continue.
Fire Chief Scott LaGreca addressed the Council regarding the Vice Mayor's questions and said he conducted
studies from 2008 to the past month as far as meeting the 90% contract requirements in both their five minute and
eight minute zones for the Station #2 area. He reported that since 07-08 they have gradually trickled down and are
probably around the mid 75% of meeting their 90% clause for that area. He said that the inception of the
ambulance station at Fry's Center has not resulted in them moving statistically at all. He added that he sees
occasional bumps when he looks at the monthly statistics (when he can go back and look at a particular call to see if
they are meeting their 90% range). He stated that there are times when he can see where the ambulance has paid
off but when they get into this time of the year there is such a demand for transport ambulance service that the
ambulances are on the road almost 24/7.
Chief LaGreca advised that he requested some statistical information just to show how much the ambulances are on
the road. He said he would have to say that the ambulance station has not really improved things but at least they
stayed pretty consistent rather than dropping farther and farther down. He added that the whole response time is the
eight-minute response time they have in their contract that dates back to the early 1990's when there wasn't
anything in Fountain Hills -- that was all planted property in the stage of preliminary or final plat -- and since that
time most of that area has developed (especially FireRock and Eagle Mountain where there are large populations).
He reported that they have a two-tiered response system in place now (an eight-minute response time or more for
those who live in the perimeter of the Town and for those who live in the core part of the Town the maximum is
five minutes or less). He added that this has been noted and that the department is doing everything that they can to
deliver the services they are required to provide by contract. He summarized by saying that for the last four years
the response time has stayed pretty much the same in the mid to low 75% range.
Councilmember Elkie requested that the Chief speak to the immediate needs as far as Fire Station #1 -- the
proposed Renovation and the importance of having this done right away. He noted that currently it is being
proposed for FY 2012-13.
Chief LaGreca replied said that he has been placing this item on the back burner and pushing for Fire Station #2 but
what they have is a Station that was built in 1990 to house four people. He reported that it currently houses seven
people and two of them are living in the trailer, which is 45 years old and has bad floors , a bad roof and results in
expensive electrical bills (the intent is to shut the trailer down). He advised that they have five people living in a
12x20-foot space and some are not males (two or three times a month they have female engineers who come and
live in that space as well). He added that the space is not compliant with ADA (Arizonan's With Disabilities Act).
He said they were going to redo the bathroom several years ago but due to the cost had to put that off. He further
stated that the quarters are extremely cramped, which makes it easy to transmit germs from one person to the other.
Chief LaGreca stated that this is probably something he should have addressed earlier but didn't and he believes the
timing is right (Rio Verde is building a project and their square foot building cost came in at $170 a square foot and
a quote the Town received in February of this year was for $206 a square foot). He said that if they bring this
building up to speed it will last another 25 years and accommodate seven people.
Vice Mayor Dickey thanked Chief LaGreca for his input.
Mr. Mood continued with his overview of the Facilities Projects (Voice and Data Communications Upgrade, the
Emergency Operations center and the Municipal Jail, which entails converting space in the MCSO (Maricopa
County Sheriff’s Office) offices to a municipal jail). He explained that they currently have two holding cells that
are basically used when someone is arrested before they transport them downtown. He said that the new cells could
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probably house six to eight people and they would use the existing space that DPS (Department of Public Safety)
currently leases at about $11,000 a year. He added that staff is assuming that the MCSO contract could be modified
to add a detention officer (maybe swapping out a deputy for a detention officer at no cost). He advised that if the
project is built, they are conservatively looking at revenue of about $75,000 a year (three -year payback). He said
he used a conservative number of ten nightly stays per month). He informed the Council that the other municipality
that is doing this is realizing double or triple revenue per month and they have eight beds dedicated to "outside
visitors."
Mayor Schlum noted that this item is new to the CIP and has not re ally been discussed except for some intermittent
conversations between some Councilmembers and perhaps some staff. He said that it might be worthwhile to
provide the Council with more information on this proposal since there are a lot of elements involved that everyone
would need to be on board with. He stated that Councilmember Elkie has conducted a lot of homework on this
issue and has a lot of information he would like to share as well. He added that as far as CIP dollars it is not a
significant item in relation to others but he believes it is a sensitive item and said that having a jail at Town Hall
represents a big change and long-term commitment (operational). He stressed the importance of everyone feeling
comfortable with moving forward with something like this.
Councilmember Hansen brought up the area that DPS currently utilizes and asked if there would still be space
available for them and Mr. Mood advised that there would not unless there is someplace else in Town that they
could provide some space.
Councilmember Leger commented that Mr. Mood's Return on Investment (ROI) data sheet estimated $74,000
annual income (a conservative estimate) and that recovery would take 2.9 years. He added that there would also be
a requirement for one full time employee added to the contract and said that needs to be thrown in as a cost as well.
He said they could be adding another employee to the contract, which would run in the realm of $100,000 for salary
and benefits. He stated that that is a significant number that needs to be put back into the ROI. He further advised
that if they displaced a deputy position that is a concern since they serve as a deterrent to crime and bring in
revenue by sharing that space. He expressed the opinion that the Mayor is correct and more in-depth discussion
and analysis of this issue is required before placing this item in the CIP. He pointed out that Councilmember
Hansen also asked about DPS and that is a concern of his as well.
In response to a question from Councilmember Contino as to whether there is any chance of obtaining a
government grant for any of this, Mr. Mood replied that staff has not looked into that. He said that research would
have to be conducted to see if any such possibility exists.
Councilmember Elkie asked if the detention officer they discussed would be contracted with through the Sheriff's
Office and Mr. Mood advised that the assumption he made was based on the fact that the MCSO contract could be
modified to reflect the detention officer at no additional cost to the Town (could mean swapping out a deputy for
the detention officer).
Councilmember Elkie noted that salary and benefits would be through the contract with MCSO and subject to
negotiations. He added that as far as DPS, there might be other options within Town that they could pursue (one
place that comes to mind is where they have the Sheriff's Posse at present and asked if that could be a potential
alternative).
Mr. Mood responded that it could be a possibility but he is not familiar with the contractual obligation/relationship
with the Posse in that building.
Councilmember Leger said that his point in the comments he made is simply that they need to add that cost to the
analysis (salary/benefits) because whether it's the MCO contract or not it is an additional cost unless they are giving
away a full FTE at no cost. He added that when they look at an officer's costs, assuming that a detention officer
may possibly be less than a deputy, it will still run close to $100,000 when you include benefits. He advised that he
is not totally opposed to that idea and said that he had an opportunity to tour that facility when Councilmember
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Elkie invited him to learn more about this process. He stated that he just thinks that a more thorough analy sis is
needed and the costs are key.
Vice Mayor Dickey commented on the $10,000 being included in with 2012/13 and said that they need to have a
good discussion about this.
Mr. Mood agreed and advised that the $10,000 was to have an architect come in and look at the actual feasibility of
converting the space into a jail and the next years’ money was for actual construction. He added that they would
have to buy booking software and other extra items such as that.
Councilmember Leger said as far as a Fire Station relocation he is not sure what kind of direction staff is looking
for this evening. He stated that Mr. Mood mentioned that in order for them to look into grant possibilities that cost
would have to be moved to FY 2012-13. He asked whether it would be possible to move it to 2012-13 but have it
as an unfunded line item because that way they are not committing to it but it gives the Chief an opportunity to do
some research and seek out grant funding.
Mr. Mood advised that they could do that and the Vice Mayor stated that it makes sense.
Mr. Mood said that he would have to ask Ms. Ghetti if they showed the item as unfunded whether the Council
would have the ability (if they make the decision later on that they want to fund it through CIP funds) to do so.
Ms. Ghetti responded that if they were going to include it in the budget they would have to identify some type of
revenue source, possibly a grant. She added that that would mean if the Town didn't obtain a grant, they would not
proceed with the project.
Mayor Schlum commented that he understands response times and said that is a separate issue regarding ambulance
response times particularly this time of year. He said that putting the ambulance station close to where they were
having slower response times has not seemed to solve the problem so perhaps they need to discuss that again. He
added that they have a couple of different issues to consider but regarding a large capital expenditure they need the
money and they don't have it at this time.
Vice Mayor Dickey noted that obviously they are not taking any action on this at this time but as always she is not
opposed to and actually supports looking at funding this. She advised that she gets stymied by the idea that they
don't think this is something necessary as a capital project. She further stated if they include it and put the funding
source down as a grant they couldn't proceed unless they did obtain a grant but she is not sure that is the only way .
She said she would like to at least discuss pursuing this again.
Councilmember Leger stated that again he is not sure what level of detail staff is seeking at this point in time and
suggested that they include it and change his suggestion of putting down "unfunded" and make it a grant and that
would accomplish the goal of being able to get it on the table and start looking at grant funds.
Vice Mayor Dickey thanked everyone for their input on this issue and Mr. Mood continued with his presentation.
Mr. Mood provided an overview of Open Space and Parks projects, beginning with the Adero Canyon Trailhead,
and advised that development fees need to be spent by the year 2020. He added that the project might have to be
scaled down if they don't have the full funding for this project.
Mayor Schlum asked where the extra million came from and said he thought the entire project was going to cost
$1.6 million and that is why they were earmarking the CIP dollars to cover that cost. He questioned where the $2.7
million figure came from.
Mr. Mood replied that the number shown in previous CIPs for the entire project was the $2.7 million and that has
been consistent.
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Town Attorney Andrew McGuire interjected at this point that at Thursday night's meeting, the Council is going to
see an ordinance on the agenda that modifies the development fees as required by Senate Bill 1525 (which will
eliminate the Open Space category where the current trailhead lives). He said between January and whenever the
2014 study is adopted (prior to August 2014) the Town will not be able to collect for the Adero Canyon Trailhead).
He noted that the balance will stay there and will have to be spent by 2020 but nothing new will be able to be
collected for it. He further stated that when they redo their study they can reinsert it into Parks & Recreation as one
of the Town's recreational amenities (because they believe the statute has a "carve out" for this type of facility) but
there is going to be a gap.
Mayor Schlum asked if the Trailhead is currently under Open Space rather than Parks and whether parks are
"carved out" in the new legislation.
Mr. McGuire reported that parks over 30 acres in size are forbidden for funding except for the fact that they might
have a direct benefit for the community as a whole. He added that because of the size of the Town staff feels pretty
strongly that they can make a good argument that the Trailheads in the McDowell Mountains will have a direct
benefit for people in the entire community because everyone can access them. He said that will probably be the
case for most of the parks in Town because of the nature of them or they will be parks under 30 acres in size that
will not be affected. Mr. McGuire confirmed that the 2020 deadline was a change.
Vice Mayor Dickey asked if there is any downside to putting it before 2014-15 knowing that they are still relying
on certain conditions to be able to use it (in case there is a renewed interest in trying to do this, would they regret
not moving it up if for some reason they are able to do it?). She questioned whether there would be anything wrong
with putting it in for next year or the year before (even this year).
Mr. Mood responded that they could move it up and noted that nothing could move forward without first bringing it
before the Council for authorization. He said it could be placed anywhere in the plan. They are safe moving it up
forward because the authorization would be required.
Vice Mayor Dickey said that if there is a chance for some kind of success she wouldn't want to be in a position of
not being able to do that. She added that the other thing would be that the Legislature changes things about
development every year and while it feels like it is safe they could change something that would change the nature
of their ability to use this fund that was set up particularly for this purpose. She stated that if there is no downside
to it she would not be opposed to moving this up.
Mr. Mood reported that they can move it forward but technically they can't get there until there is a road bui lt to get
to the trailhead.
Mr. Mood continued on with his presentation and discussed Four Peaks Park Improvements and Fountain Park
Improvements that would finish off Fountain Park mainly on the east side. He discussed the new community Park -
- the Ellman Property -- and said that is a large number but all developer funded. He also outlined the two new
joint use School/Town projects (Fountain Hills High School site) as well as the Fountain Lake Water Quality
Improvements and the Urban Trail Improvements that was brought before the Council at the Joint Study with the
Parks & Recreation Commission.
Mr. Mood further discussed Streets and Traffic Signal Projects and the Unpaved Alley Paving Projects which are
the alleys back in the Enterprise and Colony area. He provided background information on this particular project.
He also noted that the Shea Boulevard Widening is at 60% design and said that the Council recently approved the
amended Development Agreement with Fire Brick Plaza so developer funding of $200,000 is being shown.
Councilmember Leger commented on the Unpaved Alley Paving Projects and stated that they know this is an
unfunded State mandate and asked if this is on schedule or if it is something they could move down. He requested
staff input on this.
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Mr. Mood stated that he looked at the agreement today and there is no specific schedule. He added that they are in
year four right now and they have only done two of the five alleys. He said that they could shift it but he would not
recommend doing so.
Vice Mayor Dickey noted that some of the things in the agreement have changed, such as when it comes to the PM-
10, the EPA (Environmental Protection Agency) and the fact of non-compliance. She said she was wondering,
since a lot of other cities and towns are facing the same things as Fountain Hills, whether there has been a very big
lag with any of the other municipalities in fulfilling this obligation.
Mr. Mood advised that the municipality he worked at previously also had a big lag but they are starting to move on.
The Vice Mayor asked if there was any penalty or deadline and Mr. Mood said that he is not aware of any but he
could check into it. He added that the agreement states that updates must be provided if requested (but not
mandatory).
Councilmember Elkie asked when the last update was requested and Mr. Mood stated that he is not sure one ever
was (not within the last year to year and a half).
Mr. Mood discussed the Pavement Management Program and said that another presentation will be provided on this
under the next agenda item. He reported that right now they are showing $200,000 a year and said that without
funds to start reconstructing the roads anything they try to do as far as preventative maintenance is really throwing
money away. He stated that the program they have been doing costs approximately $700,000 a year on average so
if they kept spending that they would wipe out their funds and the roads would be no better than they are. He
advised that the $200,000 would be for patching of larger sections (maybe a hundred feet here or there), fixing
potholes, sidewalk and curb work, etc. He added that they are showing $100,000 from the CIP and they are also
showing $100,000 from the HURF (Highway User Revenue Fund) and said that right now the HURF fund basically
covers the basic needs of the Streets Department so in order to get the $100,000 they may be looking at contracting
out more services (which could mean a reduction in staffing).
(At this time Mayor Schlum was excused from the meeting.)
Discussion ensued relative to the Saguaro Boulevard Reconstruction and the fact that if the Council wanted to
proceed with that project they would have to find $4.5 million in projects to cut; the Shea Boulevard Multi -Use
Path and the fact that the IGA was cancelled (pushed off for another year) and staff has called MAG (Maricopa
Association of Governments) to table the project; staff has also contacted Scottsdale to let them know not to move
forward with the IGA on their end; the fact that Scottsdale has advised that they cannot guarantee that they will
have money in a year for this project and they may re-direct those funds to another trail project; the Fountain Hills
Boulevard Shoulder Paving and the fact that this might come forward after the first of the year; the Shea Boulevard
Eastbound Bike Lane and Overlay, (funds are there for the overlay but staff has requested that they also do mill and
overlay and have not received an answer as to whether they can use the funds for this as wel l); the Intelligent
Transportation System that basically will connect the traffic signals (almost $1 million grant with half a million
Town funds) and the fact that this will have to be looked at to determine whether they want to scale back on this
project (staff does want to do this project on Shea); the fact that the $53,000 for this year would involve the
engineering and design of the entire project (before they actually begin they would have to determine what they
want to do with the overall project); and the fact that a small amount of contingency is carried over each year.
Mr. Mood noted that the Fire Station is still included so that could get scaled back by roughly $2 million. He
indicated his willingness to respond to questions from the Council.
Vice Mayor Dickey thanked Mr. Mood for the presentation.
Councilmember Leger said, on that bottom line, the $15 million that was mentioned would be lowered if the dollars
for the Fire Station were taken out. He asked if there were any other things that would lower that figure.
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Mr. Mood responded that if they move the Fire Station to "unfunded" that would jump up to about a $2.4 million
balance at the end.
Councilmember Elkie referred to the jail and said he would like staff to take a look at the transport savings. He
noted that MCSO currently has to take people who they are booking downtown and said it would be interesting to
know the savings they would realize as a result of not having to pay for that. He added that obviously the Posse
plays into that too since they transport prisoners (if they are out here that increases the police presence in Town).
He also commented on some of the savings the Town realizes by not having to pay the Sheriff's Department to
house suspects that are arrested and held in the jail because the Town has to pay that even if it is just overnight. He
said that through their discussions, Captain Rodriguez had raised some safety concerns associated with this and the
possibility of having a security door installed to protect the offices (is that cost included?).
Councilmember Elkie further stated that with respect to the Adero Canyon Trailhead, understandably they are not
going to be able to build the trailhead until there is a road but if they move it up, they can certainly move it back.
Mr. Mood concurred with Councilmember Elkie's statement regarding the trailhead.
AGENDA ITEM #3 - PRESENTATION AND DISCUSSION REGARDING THE PAVEMENT
MANAGEMENT PROGRAM AND FUNDING OPTIONS.
Mr. Mood addressed the Council to provide additional information relative to this agenda item and briefly
highlighted the presentation on Pavement Management Options (Copy on in the office of the Town Clerk). He
noted that the Town is broken down into seven different pavement management areas and said that they have 390
miles of lane roads and approximately 3.5 million square yards of pavement surface. He reported that they
completed Zone 5 this summer and did approximately 70% of the tire rubber modified surface seal, which keeps the
oils fresh, and 30% slurry seal on the collector roads. He noted that this does not address any underlying problems
underneath the surface. He reported that about $700,000 a year work, on average, needs to be done assuming that
the roads are going to be reconstructed.
Mr. Mood referred to an article from the winter 2011 Pavement Preservation Journal, which states, "If pavement
preservation measures are used as reactive maintenance and stop-gap attempts, they won't work. If roads that are
in fair to good condition are ignored, and budget dollars are devoted only to rehabilitation of the worst roads, then
overall road conditions will get poorer and poorer and agencies will always be playing catch up, even when
budgets grow as the recession declines."
Mr. Mood briefly highlighted the two options contained in the presentation, which were discussed at a previous
meeting, as well as their pros and cons (Option #1 - Asphalt patching and pothole repair -- relatively low annual
cost to keep roads safe to the traveling public. Does not address long-term maintenance and roadway conditions
will continue to deteriorate requiring more expensive repairs in the future. Option #2 - Mill and Overlay, Slurry
Seal & Tire Rubber Modified Surface Seal will be used as preventative maintenance measures to extend the useful
life of existing roadways. Begins to bring the roadways into a sustainable maintenance cycle when used as part of a
comprehensive pavement management program. Funding required is approximately $2.5 million a year
(reoccurring costs) and this does not address the reconstruction of Saguaro Boulevard).
Mr. Mood also discussed proposed funding options (Increased Revenues and Program Cuts).
Vice Mayor Dickey referred to one of the funding options mentioned by Mr. Mood, contracting out, and said that it
seems to be "sketchy."
Mr. Mood concurred and said outsourcing would only save about $300,000 a year and that really doesn't even get
close to what they need to do. He added that HURF revenues are year-to-year. Staff attempts to project what the
Town will get from the State but it is based on population and how much gas is sold in the State. He agreed that
costs associated with contracting out over the years would probably increase and noted that the Town has
successfully enjoyed utilizing other municipal contracts. He noted that as the volume of work shrinks, so does the
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savings associated with volume contracting. He added that right now all the Town can realistically afford to do is
pot holes and patching unless they come up with a sustainable revenue source to start reconstructing the roads and
getting them into a cycle where they can be maintained. He indicated his willingness to respond to any questions.
The Vice Mayor stated that the Mayor will talk about this more later at the Council meeting but they went to the
National League of Cities & Town's meeting and other events where they emphasized that infrastructure in
weighing on everyone right now. She added that the Town has a lot of issues and other municipalitie s do as well
and it is really a question of deteriorating resources and making the most out of what they do have and can do.
Vice Mayor Dickey thanked Mr. Mood for all of his hard work and thanked staff for being available to answer any
questions the Council might have.
AGENDA ITEM #4 – ADJOURNMENT.
Councilmember Leger MOVED to adjourn the meeting and Councilmember Elkie SECONDED the motion, which
CARRIED UNANIMOUSLY (5-0). The Work Study Session adjourned at 6:40 p.m.
TOWN OF FOUNTAIN HILLS
By __________________________
Jay T. Schlum, Mayor
ATTEST AND
PREPARED BY:
__________________________
CERTIFICATION
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Work Study Session
held by the Town Council of Fountain Hills in the Town Hall Council Chambers on the 13th day of December,
2011. I further certify that the meeting was duly called and that a quorum was present.
DATED this 19th day of January, 2012.
_____________________________
Bevelyn J. Bender, Town Clerk