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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 5/27/2008 MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, HELD TUESDAY, MAY 27, 2008, AT 7:00 P.M. The meeting was called to order by Mayor Elaine M. Scruggs, with Vice Mayor Manuel D. Martinez, and the following Councilmembers present: Joyce V. Clark, Steven E. Frate, David M. Goulet, Yvonne J. Knaack, and H. Philip Lieberman. Also present were Ed Beasley, City Manager; Pam Kavanaugh, Assistant City Manager; Craig Tindall, City Attorney; and Pamela Hanna, City Clerk. COMPLIANCE WITH ARTICLE VII, SECTION 6(c) OF THE GLENDALE CHARTER A statement was filed by the City Clerk that the seven resolutions and two ordinances to be considered at the meeting were available for public examination and the title posted at City Hall more than 72 hours in advance of the meeting. APPROVAL OF THE MINUTES OF THE MAY 13, 2008 CITY COUNCIL MEETING It was moved by Goulet, and seconded by Clark, to dispense with the reading of the minutes of the May 13, 2008 Regular City Council meeting, as each member of the Council had been provided copies in advance, and approve them as written. The motion carried unanimously. BOARDS AND COMMISSIONS This is a request for the City Council to approve the recommended appointments to the following boards, commissions and other bodies that have a vacancy or expired term and for the Mayor to administer the Oath of Office to those appointees in attendance. Effective Expiration Board of Adjustment Burrell, Sandy— Chair Cactus Reappointment 6/30/2008 6/30/2009 Leonardo, Hugh —Vice Chair Cholla Reappointment 6/30/2008 6/30/2009 Citizens Advisory Commission on Neighborhoods Brown, Sharon Sahuaro Reappointment 6/30/2008 6/30/2010 Commission on Persons w/Disabilities Charlson, Gary Barrel Appointment 5/27/2008 4/26/2010 Community Development Advisory Committee Toops, Kim Cactus Appointment 5/27/2008 6/29/2010 1 Judicial Selection Advisory Board Fulcher, Leonard Cholla Appointment 5/27/2008 4/23/2011 Library Advisory Board Wixon, Kenneth Cactus Appointment 5/27/2008 4/13/2010 Villalobos, Robert (teen) Ocotillo Appointment 5/27/2008 5/27/2009 Parks & Recreation Advisory Commission George, Margaret Cactus Appointment 5/27/2008 4/9/2010 Capleton, Marissa (teen) Barrel Appointment 5/27/2008 5/27/2009 The recommendation was to make appointments to the boards, commissions and other bodies and administer the Oaths of Office. It was moved by Martinez, and seconded by Frate, to appoint Sandy Burrell and Leonardo Hugh to the Board of Adjustment; Sharon Brown to the Citizens Advisory Commission on Neighborhoods, Gary Charlson to the Commission on Persons with Disabilities; Kim Toops to the Community Development Advisory Committee; Leonard Fulcher to the Judicial Selection Advisory Board; Kenneth Wixon and Robert Villalobos to the Library Advisory Board; and Margaret George and Marissa Capleton to the Parks & Recreation Advisory Commission for the terms listed on the agenda. The motion carried unanimously. PROCLAMATIONS AND AWARDS CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING This is a request for the City Council to accept the Certificate of Achievement for Excellence in Financial Reporting award for the city's Comprehensive Annual Financial Report (CAFR) for Fiscal Year 2006-07. The Government Finance Officers Association of the United States and Canada (GFOA) recently issued the plaque awarding a Certificate of Achievement for Excellence in Financial Reporting for the city's CAFR for the fiscal year ending June, 30, 2007. This award is presented to the city for the twentieth consecutive year. Each year, a CAFR is prepared to provide complete, readily available information to the City Council, citizens, the media, other public agencies and bond-rating agencies. Preparation of a CAFR reflects positively on local government's financial management, as it relates to providing complete public disclosure of its financial condition. It provides valuable information on topics as diverse as employee pension plan performance, debt management, and ten-year trends in general government revenues and expenditures. The recommendation was to accept the Certificate of Achievement for Excellence in Financial Reporting. 2 Raymond H. Shuey, Chief Financial Officer/Finance Director, presented a plaque awarding a Certificate of Achievement for Excellence in Financial Reporting for the city's Comprehensive Annual Financial Report for the fiscal year ending June 30, 2007 to the Mayor Scruggs and City Council. Mayor Scruggs accepted the award on behalf of the City Council. She stated that she accepted this award with extreme appreciation and gratitude to the staff and all who work in making the city financially strong. She added that she was very proud to have won this award 20 consecutive times. CONSENT AGENDA Mr. Ed Beasley, City Manager, read agenda item numbers 1 through 13 and Ms. Pamela Hanna, City Clerk, read consent agenda resolution item numbers 14 through 20 by number and title. 1. LIQUOR LICENSE NO. 3-1181, PINK CABARET This is a request for the City Council to approve a person and location transfer of a Series 6 (Bar-All Liquor) license. Pink Cabaret is located at 6789 West Northern Avenue. The Arizona Department of Liquor Licenses and Control application (Number 06070609) was submitted by H. J. Lewkowitz. The 60-day deadline for processing this application was May 4, 2008. A request for extension was submitted to the Arizona Department of Liquor Licenses and Control. The location of the establishment is 6789 West Northern Avenue, and is within the Ocotillo District, zoned M-1 (Light Industrial). This Series 6 liquor license is a person and location transfer license. The original use of the building was licensed under Glendale City Code Chapter 21.2, Sexually Oriented Businesses as an adult cabaret. The owners cancelled this license and have now re-licensed the business as a topless bar. The establishment is over 300 feet from any church or school. The population density is 13,540 people per square mile. The approval of this license will increase the area by one. The number of liquor licenses within a one-mile radius is listed below: Series Type Quantity 6 Bar - All Liquor 1 10 Liquor Store - Beer and Wine 5 14 Private Club 3 Total 9 The City of Glendale Planning Department has reviewed the request and indicated that the establishment met all zoning requirements for M-1 (Light Industrial). In addition, the Fire and Police Departments, as well as the Maricopa County Health Department, have reviewed the application and determined that it meets all technical requirements. 3 No protests were received during the 20-day posting period. Based on the information provided under the background, it is staff's recommendation to forward this application to the Arizona Department of Liquor Licenses and Control with a recommendation of approval. 2. LIQUOR LICENSE NO. 3-1188, EJ'S SPORTS BAR & GRILL This is a request for the City Council to approve a person transfer, operating with an interim permit of a Series 6 (Bar — All Liquor) license. EJ's Sports Bar & Grill is located at 8830 North 43`d Avenue. The Arizona Department of Liquor Licenses and Control application (Number 06070477) was submitted by Todd Carey Weisberg. The 60-day deadline for processing this application is June 1, 2008. The location of the establishment is 8830 North 43`d Avenue, and is within the Cactus District, zoned C-2 (General Commercial). This establishment is over 300 feet from any church or school. This Series 6 liquor license is a person transfer. The population density is 21,511 persons per square mile, The approval of this license will not increase the number of liquor licenses in the area. The number of liquor licenses within a one-mile radius is as listed below: Series Type Quantity 6 Bar - All Liquor 9 7 Bar - Beer and Wine 2 9 Liquor Store - All Liquor 4 10 Liquor Store - Beer and Wine 6 12 Restaurant 6 Total 27 The City of Glendale Planning, Fire, and Police Departments, as well as the Maricopa County Health Department, have reviewed the application and determined that it meets all technical requirements. No protests were received during the 20-day posting period. Based on the information provided under the background, it is staffs recommendation to forward this application to the Arizona Department of Liquor Licenses and Control with a recommendation of approval. 3. LIQUOR LICENSE NO. 3-1189, SHISH KEBAB HOUSE This is a request for the City Council to approve a new, non-transferable Series 12 (Restaurant) license. Shish Kebab House is located at 5158 West Olive Avenue. The Arizona Department of Liquor Licenses and Control application (Number 12077576) was submitted by Abolmohsen Seyedan. 4 The 60-day deadline for processing this application is May 30, 2008. The location of the establishment is 5158 West Olive Avenue, and is within the Barrel District, zoned C-2 (General Commercial). This Series 12 liquor license is a new license. The population density is 20,360 persons per square mile. The approval of this license will increase the number of liquor licenses in the area by one. The number of liquor licenses within a one-mile radius is as listed below: Series Type Quantity 6 Bar - All Liquor 4 7 Bar - Beer and Wine 2 9 Liquor Store - All Liquor 2 10 Liquor Store - Beer and Wine 8 12 Restaurant 4 14 Private Club 1 Total 21 The City of Glendale Planning, Fire, and Police Departments, as well as the Maricopa County Health Department, have reviewed the application and determined that it meets all technical requirements. No protests were received during the 20-day posting period. Based on the information provided under the background, it is staffs recommendation to forward this application to the Arizona Department of Liquor Licenses and Control with a recommendation of approval. 4. LIQUOR LICENSE NO. 3-1190, POLO'S ITALIAN CUISINE This is a request for the City Council to approve a new, non-transferable Series 12 (Restaurant) license. Polo's Italian Cuisine is located at 4935 West Glendale Avenue, Suites 17-18. The Arizona Department of Liquor Licenses and Control application (Number 12077323) was submitted by Sonia Murillo Diosdado. The 60-day deadline for processing this application was May 23, 2008. A request for extension was submitted to the Arizona Department of Liquor Licenses and Control, The location of the establishment is 4935 West Glendale Avenue, Suites 17- 18, and is within the Cactus District, zoned C-2 (General Commercial). This Series 12 liquor license is a new license. The population density is 24,014 persons per square mile. The approval of this license will increase the number of liquor licenses in this area by one. The number of liquor licenses within a one-mile radius is as listed below: Series Type Quantity 6 Bar - All Liquor 3 7 Bar - Beer and Wine 3 9 Liquor Store -All Liquor 2 10 Liquor Store - Beer and Wine 8 5 12 Restaurant 8 14 Private Club 2 Total 26 The City of Glendale Planning, Fire, and Police Departments, as well as the Maricopa County Health Department, have reviewed the application and determined that it meets all technical requirements. No protests were received during the 20-day posting period. Based on the information provided under the background, it is staff's recommendation to forward this application to the Arizona Department of Liquor Licenses and Control with a recommendation of approval. 5. LIQUOR LICENSE NO. 3-1191, OMAR MART This is a request for the City Council to approve a new, non-transferable Series 10 (Liquor Store - Beer and Wine) license. Omar Mart is located at 6031 North 67th Avenue. The Arizona Department of Liquor Licenses and Control application (Number 10075600) was submitted by Mustafa Emad Abushanab. The 60-day deadline for processing this application is June 7, 2008. The location of the establishment is 6031 North 67th Avenue, and is within the Ocotillo District, zoned C-2 (General Commercial). This establishment is over 300 feet from any church or school. This Series 10 liquor license is a new license. The population density is 30,272 persons per square mile. The approval of this license will increase the number of liquor licenses in this area by one. The number of liquor licenses within a one-mile radius is as listed below: Series Type Quantity 6 Bar- All Liquor 4 7 Bar - Beer and Wine 2 9 Liquor Store - All Liquor 4 10 Liquor Store - Beer and Wine 16 12 Restaurant 1 Total 27 The City of Glendale Planning, Fire, and Police Departments, as well as the Maricopa County Health Department, have reviewed the application and determined that it meets all technical requirements. No protests were received during the 20-day posting period. Based on the information provided under the background, it is staffs recommendation to forward this application to the Arizona Department of Liquor Licenses and Control with a recommendation of approval. 6 6. AWARD OF PROPOSAL 07-69: UTILITY BILLING/CUSTOMER INFORMATION SYSTEM SOFTWARE This is a request for the City Council to authorize the City Manager to enter into an agreement with Harris Computer Systems for municipal billing software system in an amount not to exceed $1,412,194. This project meets the City Council goal of providing a high quality of services for citizens. In addition, it meets the goal of being fiscally sound, since the municipal billing system is crucial to revenue collection, accurate reporting, and control of cash receipts to pay for services. The current municipal billing system is over 20 years old with the core billing system written in an outdated programming language, which is very difficult to maintain. Many processes in the current municipal billing system are manual. Through automation, the proposed municipal billing system will reduce the potential for errors that exist in a manual system. The city currently produces 935,066 bills annually, totaling $73,729,722. The proposed system cost will include a five-year maintenance agreement and also a new centralized cashiering system that will benefit departments city-wide. Also included in the agreement is substantial end-user training. This software is currently being utilized by the cities of Scottsdale and Peoria. Four proposals were received for the provision of utility billing/CIS software. An evaluation panel, consisting of staff from the Finance, Utilities, and Information Technology Departments, reviewed the proposals. Specific evaluation factors included system functionality, site visits, vendor profile, implementation plan, cost and references. Harris Computer Systems submitted the proposal that scored the highest and was selected for recommendation by the evaluation panel. Implementation of a new municipal billing and software system will provide citizens of Glendale with duplicate billing upon request, improved online customer history reporting, increased payment options, optional paperless billing, and a mobile work order management system for the Utilities Department field personnel. Funds for this project are available in the Fiscal Year 2007-08 Capital Improvement Program. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $1,412,194 Account Name, Fund, Account and Line Item Number: Utility Billing System Replacement, Account No. 2360-6000-551000 7 The recommendation was to authorize the City Manager to enter into an agreement with Harris Computer Systems for municipal billing software system and associated training in an amount not to exceed $1,412,194. 7. AMENDMENT OF CONTRACT FOR WESTIN ENGINEERING CONSULTING FOR BILLING SERVICES This is a request for the City Council to authorize the City Manager to amend the current professional services agreement with Westin Engineering Consulting. Westin Engineering Consulting will now oversee municipal billing system implementation by the selected vendor. This project meets the City Council goal of providing a high quality of services for citizens. In addition, it meets the goal of being fiscally sound, since the municipal billing system is crucial to accurate reporting and control of cash receipts to pay for services. Westin Engineering Consulting was awarded a contract on May 22, 2007, for consultant services which included a complete business process review, procurement, and selection of a new municipal billing software system, Harris Computer Systems. Westin Engineering Consulting provided valuable help to the city staff during the review and evaluation of the various billing systems. There are numerous issues to consider while doing an implementation of this size; therefore, the city would rely on Westin Engineering Consulting to manage the implementation and changeover process to the new municipal billing system, making it a seamless transition for customers. The Information Technology and Finance Departments will organize and manage the scope of work around seven major deliverables. On May 22, 2007, the City Manager was authorized to execute the agreement for consulting services to Westin Engineering Consulting in an amount not to exceed $162,430 for assistance in selecting a software system. Funds for this project are available in the Fiscal Year 2007-08 Capital Improvement Program. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $210,950 Account Name, Fund, Account and Line Item Number Utility Billing System Replacement, Account No. 2360-6000-551000 The recommendation was to authorize the City Manager to execute an amendment to the agreement for consultant services to Westin Engineering Consulting in amount not to exceed $210,950 for project implementation oversight. 8 8. AWARD OF BID 08-11 NEIGHBORHOOD TRAFFIC MITIGATION DEVICES This is a request for the City Council to approve the bid award to Accell Builders, LLC to construct speed humps, speed cushions, and infill modified speed humps for the city's neighborhood traffic mitigation program in an amount not to exceed $220,716. This construction of neighborhood mitigation devices impacts the quality of life for Glendale residents by enhancing traffic safety on neighborhood roadways. An invitation for bid to construct neighborhood mitigation devices was advertised in April of 2008. Three bids were received, and Accell Builders, LLC was the lowest responsive bidder. It is estimated that 50 speed humps will be constructed this year and next fiscal year. It is also estimated that 30 speed humps will be replaced with speed cushions. In addition, 5,000 linear feet of double-yellow striping, 2,000 linear feet of white striping, and 500 raised pavement markers will be installed. The agreement shall begin upon approval and continue for one year. The bid specifications contain an option clause that will permit the city, at the discretion of the City Manager, to extend the agreement an additional four years in one-year increments. The asphalt speed hump and cushion construction program is typically implemented twice a year. Some speed humps and cushions identified and not installed in this year's program will be completed in the fall of 2008. Additionally, staff has completed the neighborhood input and petition process to move forward with installation at newly identified locations. Furthermore, there are several pending neighborhood requests that will be added to the fall or spring construction program, pending successful completion of the petition process. In October of 2006, the Council approved AOB 06-51, with Swaine Asphalt Corporation to construct approximately 28 speed humps, 10 speed cushions, and infill three modified speed humps in an amount not exceed $70,185. Speed humps and cushions are proven to be effective at reducing travel speeds. The quality of life improves for residents when excessive vehicular speeds on neighborhood roadways are reduced. Public input is the main component of the neighborhood mitigation program. Prior to constructing speed humps or cushions in a neighborhood, an informational public meeting is arranged by the city. Additionally, substantial support is required from the neighborhood, which is demonstrated through the implementation of a petition process. Funding for this program in the amount of $220,716 is available in the GO! Transportation operating and capital budgets. 9 Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $220,716 Account Name, Fund, Account and Line Item Number Traffic Mitigation, 1660-16580-524400, FY 07-08 $73,762 Speed Cushions, 2210-65083-550800, FY 08-09 $146,954 The recommendation was to award the bid to construct neighborhood traffic mitigation devices to Accell Builders, LLC in an amount not to exceed $220,716. 9. AWARD OF CONTRACT TO UPDATE DEVELOPMENT IMPACT FEES This is a request for the City Council to award a contract to TischlerBise, formerly Tischler & Associates, to update Glendale's development impact fees (DIFs) in an amount not to exceed $85,000. The development fee update is consistent with the Council's goal of ensuring the city's financial stability and ensuring new growth pays its fair share of required capital costs. Specifically, the city's financial policy states that, "Where possible, projects that are constructed in response to growth in the community should be financed through growth in the tax base or through development impact fees." Development Impact fees (DIF) are one-time charges to developers that are used to offset the costs resulting from new development. In 1994, the city undertook an impact fee study that was completed and implemented on February 1, 1997. At that time, the Council requested that the fees be revisited and updated every three years. In Fiscal Year1999-00, the Council approved the selection of TischlerBise to provide an update resulting in fee adjustments that became effective in September of 2000. TischlerBise undertook another update in Fiscal Year 2000-01, with fee adjustments that became effective in January of 2002. A third update was undertaken in Fiscal Year 2004-05, with fee adjustments that became effective in September of 2006. The fees adopted in September of 2006 were based on the Fiscal Year 2005-14 Capital Improvement Program (CIP) (adopted as part of Fiscal Year 2004-05 budget), which reflected the construction market of the latter half of calendar year 2004. During the February 7, 2006 workshop discussion about this update, Council expressed a desire to revisit the fees every two years to capture the rapidly changing costs of construction. 10 Based on Council's direction, a fourth update was undertaken in mid Fiscal Year 2006-07, with report completion scheduled for summer of 2007. This update was based on the Fiscal Year 2008-17 CIP (adopted as part of Fiscal Year 2007-08 budget), which reflected the construction market of the latter half of calendar year 2006. Arizona legislative action in late spring of 2007 resulted in significant modifications to Arizona's DIF statutes. The new legislation became effective in September of 2007. At the same time, the construction and real estate market in Arizona and across the country changed significantly, which affected the reasonableness of information and assumptions used in developing the proposed fee adjustments. The result was a decision to undertake a fifth update based on a more thorough understanding of the legislative changes that became effective in late 2007 and more current information regarding the construction and real estate market. The fifth update would be done over the course of summer 2008. All current DIFs, with the exception of water and sewer DIFs, will be updated. The water and sewer DIFs will be updated separately as part of the Utilities Department's needs assessment. This is a sole source contract award. TischlerBise was under contract for the update undertaken during 2007 and was previously selected through a qualifications- based selection process. TischlerBise designed the current development impact fees, including the methodology, categories, and the fee calculation model. An update to the model is necessary to remain consistent with Council direction to perform an update every two years. A change in methodology is not required for this update; therefore, formal solicitation for these services would not result in a competitive price, much less a lower price to the City. TischlerBise has unique knowledge of our systems and information relative to this project and utilizing another consultant for these services would create unnecessary expense and delay in the process. TischlerBise has calculated impact fees for jurisdictions across the country with populations ranging from 2,000 to 1,000,000. In Arizona, TischlerBise has been involved in impact fee studies for Apache Junction, Avondale, Buckeye, Carefree, Casa Grande, Cave Creek, Coolidge, El Mirage, Flagstaff, City of Maricopa, Northwest Fire District, Peoria, Queen Creek, Surprise, Tolleson and Yuma. The last update was completed by TischlerBise and adopted by the City Council on June 13, 2006, with an effective date of September 12, 2006. The development fee update is consistent with the Council's goal of ensuring the city's financial stability and ensuring new growth pay its fair share of required capital costs. The fee update will allow the city to continue to coordinate new growth with the services demanded. 11 Developers pay development impact fees when they construct new residential and commercial developments. These fees cover the increased cost to the city of providing new infrastructure in the following categories: parks, recreation facilities, open space and trails, libraries, police, fire/emergency services, roadway improvements, solid waste services, general government, and water and sewer. Funding for this proposal is available in current development impact fee accounts. The cost of preparing the development impact fee is included in the fee calculations in order to create a source of funding to conduct regular updates. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $85,000 Account Name, Fund, Account and Line Item Number Various Development Impact Fee Accounts The recommendation was to award a contract to TischlerBise for an update of Glendale's development impact fees in an amount not to exceed $85,000. 10. AWARD OF PROPOSAL 07-88, THIRD PARTY ADMINISTRATION FOR WORKERS' COMPENSATION CLAIMS This is a request for the City Council to authorize the City Manager to enter into an agreement with Matrix Absence Management, Inc. for third party administration of workers' compensation claims. One of the Council's strategic goals is a city that is fiscally sound. This goal will be achieved by managing employee injury claims and returning them to productive employment within the city. Materials Management issued a Request for Proposal to hire a firm to provide third party administration of the city's workers' compensation claims and 11 offers were received. Staff reviewed the offers, based on specific criteria, including cost, service and professional effort, proposal quality and references. The firm scoring highest was submitted by Matrix Absence Management, Inc. If approved by the Council, the agreement will begin on July 1, 2008 and continue for one year. The proposal specifications contain an option clause that will permit the city, at the discretion of the City Manager, to extend this agreement for four additional years, in one-year increments. The current contract was bid in 2003 and will expire on June 30, 2008. There are no more options to extend this agreement any further. 12 The annual cost for services is based on the volume of employee injury claims during the contract period. The cost for Fiscal Year 2008-09 is estimated to be $64,250. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X $64,250 Account Name, Fund, Account and Line Item Number: Workers' Compensation Trust Fund 2560-18110-518200 The recommendation was to authorize the City Manager to enter into an agreement with Matrix Absence Management, Inc. for third party administration of workers' compensation claims in the amount of $64,250. 11. RADIO SERVICE AGREEMENT WITH MOTOROLA, INC. This is a request for the City Council to approve the renewal of a one-year radio service agreement with Motorola Incorporated for $186,006.48. This service agreement supports the dependability of the Police Department's existing voice radio network, ensuring constant communication between police officers and the communications center, as well as immediate dispatch of emergency calls. The Utilities, Sanitation, Landfill and Transportation departments also use this radio system. The approval of this contract meets the Council goal of one community focused on public safety for citizens and visitors by ensuring Motorola Incorporated provides uninterrupted service and support to the radio network. The City of Glendale and Motorola have maintained service agreements on the city's voice radio system for several years. This is the third service agreement necessary since the new radio system was purchased. On June 27, 2006, the Council authorized the City Manager to renew the radio service agreement with Motorola Incorporated, for a two-year radio service agreement. On July 26, 2005, the Council authorized the City Manager to renew the radio service agreement with Motorola Incorporated for one-year. This is a one-year contract that will expire on June 30, 2009. The Utilities, Sanitation, Landfill and Transportation departments also use this radio system and each department will pay a portion of the contract amount based on their respective usage of the system through the indirect cost allocation model. Approximately $34,040 of the $186,006.48 will be charged to these departments over the one-year service period. 13 Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X $186,006.48 Account Name, Fund, Account and Line Item Number Communications, Radio Repairs, Account No. 1000-12230-522200, $61,006.48 Communications, Software, Account No. 1000-12230-526800, $125,000 The recommendation was to authorize the City Manager to enter into an agreement with Motorola Incorporated in the amount of $186,006.48. 12. AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR 67TH AVENUE, CAMELBACK ROAD TO GLENDALE AVENUE IMPROVEMENTS This is a request for the City Council to approve an amendment to the professional services agreement with Kirkham-Michael Consulting Engineers for the additional design and modification of plans, and to approve a professional services agreement with Ritoch Powell and Associates for construction administration services for the 67th Avenue, Camelback Road to Glendale Avenue improvements. Two of the strategic goals for the City Council are to provide one community with strong neighborhoods and provide a high quality of service to citizens. This project improves the level of service of a busy transportation corridor, addresses drainage issues, and it enhances the appearance of the surrounding neighborhoods with landscaping and sidewalks. This project will improve and enhance the appearance of the 67th Avenue transportation corridor. The city hired Kirkham-Michael Consulting Engineers to provide the design services in 2003. In working with SRP to underground the overhead power and relocate the 69kV power poles, the roadway had to be redesigned to accommodate SRP requirements. This required revising the construction drawings. Ritoch Powell and Associates will be performing the construction administration services for this project, which include inspection, materials testing, documentation of construction, responding to requests for information from the CMAR, managing and documenting project meetings, coordinating construction with the city and local utility companies and monitoring traffic control. On March 25, 2008, the Council approved a Guaranteed Maximum Price (GMP) construction contract with Achen-Gardner Engineering, LLC for the construction of street improvements. On February 12, 2008, the Council approved a construction manager at risk agreement with Achen-Gardner Engineering, LLC to provide design phase services on this project. 14 On October 14, 2003, the Council approved a professional services agreement with Kirkham- Michael Consulting Engineers for design of this project. The completion of the project will improve the traffic on a busy city arterial, and provide sidewalks, landscaping, underground power lines, and street lights to improve the streets appearance. Funds for the amendment in the amount of $114,015.35 and the professional services agreement in the amount of $638,973 are available in the Fiscal Year 2007-08 Capital Improvements Plan Budget. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $752,988.35 Account Name, Fund, Account and Line item Number 67th Ave. Camelback to Grand Ave., Account No. 2000-68909-518200 The recommendation was to approve the amendment to the professional services agreement with Kirkham-Michael Consulting Engineers for an amount not to exceed $114,015.35, and the professional services agreement with Ritoch Powell and Associates for an amount not to exceed $638,973. 13. AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR 67TH AVENUE, OLIVE AVENUE TO THE ARIZONA CANAL DIVERSION CHANNEL This is a request for the City Council to approve amendment number two to the professional services agreement with Carter & Burgess, Inc. for construction administration services for the 67th Avenue, Olive Avenue to the Arizona Canal Diversion Channel (ACDC) project. Two of the strategic goals for the City Council are to provide one community with strong neighborhoods and provide a high quality of service to citizens. This project improves the level of service of a busy transportation corridor, addresses drainage issues, and it enhances the appearance of the surrounding neighborhoods with undergrounding of overhead power lines, landscaping, sidewalk, and street lighting. This project will improve the drainage system, street widening, under-grounding of overhead power lines, and replacement of irrigation along 67th Avenue. The city is completing this project in conjunction with the Flood Control District of Maricopa County and the City of Peoria. The construction administration responsibilities include inspection, materials testing, documentation of construction, responding to requests for information from the CMAR, managing and documenting project meetings, coordinating construction with the city and local utility companies and monitoring traffic control. 15 On March 25, 2008, the Council approved a Guaranteed Maximum Price (GMP) construction contract with Sundt Construction for the construction of street improvements. On February 12, 2008, the Council approved a Construction Manager at Risk agreement with Sundt Construction to provide design phase services on this project. On February 12, 2008, the Council approved an intergovernmental agreement with the Flood Control District of Maricopa County to provide 50% of the funding for the cost of the storm drain. On January 23, 2007, the Council approved Amendment No. One to the professional services agreement with Carter & Burgess, Inc. to increase the scope of services to include design of a storm drain and other street improvements in between the intersections. On April 13, 2004, the Council approved a professional services agreement with Carter & Burgess, Inc. for the design of intersections improvements for 67th Avenue. The completion of the project will improve traffic on a busy city arterial, collect the storm water when it rains, and provide landscaping and sidewalks to improve the streets appearance. Additionally, the project will ensure the quality of water provided to the Oasis Water Campus. Funds for this contract are available in the Fiscal Year 2007-08 and Fiscal Year 2008-09 Capital Improvement Budget. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X $246,189 Account Name, Fund, Account and Line Item Number 67th Ave.; Olive to Bell Rd. Imp., Account No. 2210-65039-551200 FY 07-08 $149,018 67th Ave.; Cactus to ACDC, Account No. 2000-68900-551200 FY 07-08 $85,580 Oasis Water Campus, Account No. 2400-61003-551200 FY 07-08 $11,591 The recommendation was to approve amendment number two to the professional services agreement with Carter & Burgess, Inc. for an amount not to exceed $246,189. 16 CONSENT RESOLUTIONS 14. LICENSE AGREEMENT WITH SALT RIVER PROJECT - GRAND AND ARIZONA CANALS - BRIDGE CROSSING ENHANCEMENTS This is a request for the City Council to adopt a resolution authorizing a License Agreement with Salt River Project (SRP) for the addition of wrought iron railing to four bridged crossings of the Grand and Arizona Canals. Several years ago, the city's Transportation Department worked with SRP for permission to install bridged crossings for pedestrians and bicycles over the Arizona Canal at 51st Avenue, and over the Grand Canal at three locations: 79th Avenue alignment, east of 83`d Avenue, and 87th Avenue alignment. The city's Parks and Recreation Department would now like to extend the wrought iron railing, along the trails as the bridge approaches, to guide pedestrians and bicyclists to the bridge. The extensions fall within SRP right of way, and therefore require a license agreement. The recommendation was to waive reading beyond the title and adopt a resolution authorizing the City Manager to execute a License Agreement with Salt River Project and other documents, if necessary, to effectuate the extension of wrought iron railing on four pedestrian bridges across SRP canals. Resolution No. 4153 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING THE CITY MANAGER TO EXECUTE A LICENSE TO USE RIGHT-OF-WAY WITH SALT RIVER PROJECT FOR FOUR BRIDGE RAILING EXTENSIONS OF THE GRAND AND ARIZONA CANALS. 15, INDUSTRIAL COMMISSION OF ARIZONA WORKERS' COMPENSATION EXEMPTION This is a request for the City Council to adopt a resolution stating that the city provides sufficient funding to cover liabilities for workers' compensation claims. Adopting a resolution in lieu of posting security will reduce workers' compensation trust fund expenses. One of the Council's strategic goals is a city that is fiscally sound. Maintaining sufficient funding to cover actuarial liabilities provides financial stability to meet current and future workers' compensation claim obligations. The Industrial Commission of Arizona requires self-insured employers to annually post financial security for claim liabilities. The Industrial Commission revised rules in March of 2005 to exempt public entities from posting financial security, provided a certified statement signed by the governing body is provided annually to the Industrial Commission prior to July 1st each year. The certified statement must state funds are sufficient to pay liabilities for workers' compensation claims. 17 The Council adopted a similar resolution on June 12, 2007. By adopting the resolution the city avoids providing a letter of credit to the Industrial Commission. The annual cost for a letter of credit would exceed $15,000. The recommendation was to waive reading beyond the title and adopt a resolution stating that the city provides sufficient funding to cover liabilities for workers' compensation claims, and should funding become insufficient, the city will notify the Industrial Commission of Arizona and provide proof of appropriate security. Resolution No. 4154 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, REQUESTING EXEMPTION FROM THE REQUIREMENT BY THE INDUSTRIAL COMMISSION OF ARIZONA TO POST SECURITY FOR THE CITY OF GLENDALE'S SELF-INSURED WORKERS COMPENSATION CLAIMS. 16. RATE ADJUSTMENTS FOR SANITATION AND LANDFILL DISPOSAL SERVICES This is a request for the City Council to adopt a resolution approving rate adjustments for sanitation collection services and landfill disposal services, effective July 1, 2008. The rate adjustments will provide financial stability and enable the city to continue providing exceptional services. Since 2003, the city has been working closely with R.W. Beck, a solid waste management consultant, regarding sanitation and landfill rates. RW Beck recently completed a financial review which provided a comprehensive analysis of various factors impacting the sanitation and landfill operations such as equipment, fuel and related increases in the cost of conducting city business. The recommendations of the study were presented at the April 15, 2008 workshop. The sanitation and landfill operations are managed as separate enterprises and the rates are set to cover the cost of providing service. The sanitation and landfill enterprise funds do not receive any funding from the general fund or other funding sources. Consistent with the Beck study, the following sanitation and landfill rate adjustments are recommended for Fiscal Year 2008-2009: 1. Increase the residential sanitation rate from $14.90 to $16.30 per household a month. 2. Increase commercial sanitation rates for front load bins by 10% for 2 and 3 cubic yard bins and by 6% for 4, 6 and 8 cubic yard bins. 18 3. Increase pull fees for Roll off bins from $130 per pull plus landfill fees to $160 per pull plus landfill fees. 4. Increase landfill fees for city departments/residents from $14.35 per ton to $15.79 per ton. Glendale residents can continue to take up to 1 ton of material to the landfill at no charge and can make unlimited visits per day of loads that weigh 1 ton or less. 5. Increase landfill fees for commercial customers from $29.25 per ton to $30.25 per ton. Under the new rates, all sanitation and landfill services will remain at the same service levels. The last residential sanitation rate adjustment was in January of 2005. Since that time, equipment costs have risen 21%, fleet operating costs have increased 53%, and a 70% increase in fuel costs prompting the rate increases recommended above. On May 22, 2007, the Council approved rate adjustments for landfill disposal and commercial sanitation collection effective July 1, 2007. Residential sanitation fees were last adjusted by the City Council in January of 2005, when they were set at $14.90 per household a month. Effective solid waste management services are critical to community health and safety. All revenues and expenses are accounted for in Enterprise Funds to ensure these essential services are financially sound. These rate adjustments provide revenues to meet expenses, while keeping rates as low as possible for residents. The recommendation was to waive reading beyond the title and adopt a resolution adjusting the rates for sanitation and landfill disposal services to become effective on July 1, 2008. Resolution No. 4155 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, ADJUSTING THE RATES FOR RESIDENTIAL AND COMMERCIAL SANITATION AND LANDFILL DISPOSAL SERVICES; AND ESTABLISHING AN EFFECTIVE DATE. 17. INTERGOVERNMENTAL AGREEMENT WITH THE REGIONAL PUBLIC TRANSPORTATION AUTHORITY This is a request for the City Council to authorize the City Manager to enter into an intergovernmental agreement with the Regional Public Transportation Authority (RPTA) for the provision of reimbursement of funds for bus purchases through Agreement No. 133 41 2008. 19 Improving and providing transportation options within the city will assist Council in achieving the goal to provide high-quality services for citizens. Most bus procurements are made using funding from grant and local funds. Typically 80% of funds are provided through Federal Transit Administration grants and require a 20% local match. Previously local GO Program funds were used as the required match funds for these purchases. With the passage of Proposition 400, funds are now available to provide matching funds for bus procurements. RPTA is the designated recipient of Public Transportation Funds (PTF) under the Regional Transportation Plan (RTP) and is charged with distributing PTF funds to local recipients such as Glendale. Approval of this IGA will provide for reimbursement of funds used as match money for the procurement of buses. This is a five-year IGA and will cover the procurement of approximately 22 buses that are programmed as part of the Regional Transportation Plan. The buses will be used to provide both fixed route and paratransit services in Glendale. Procurement of buses covered in this program will result in no cost to Glendale. These buses are replacement buses for aged vehicles and used to provide both paratransit service, including Dial-A-Ride and ADA (Americans with Disabilities Act) service and also GUS neighborhood circulator service. These services continue to provide transportation to Glendale citizens. Funds from this agreement will be deposited into a Transportation revenue account. Account Name, Fund, Account and Line Item Number: Regional Pub Transit Auth — RPTA, Account No. 1650 67519 419250 The recommendation was to waive reading beyond the title and adopt a resolution authorizing the City Manager to enter into an intergovernmental agreement with the Regional Public Transportation Authority for the provision of reimbursement of funds for bus purchases through Agreement No. 133 41 2008. Resolution No. 4156 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING AND DIRECTING THE ENTERING INTO OF AN INTERGOVERNMENTAL AGREEMENT WITH THE REGIONAL PUBLIC TRANSPORTATION AUTHORITY (RPTA) FOR THE PROVISION OF PUBLIC TRANSPORTATION SERVICES. 20 18. INTERGOVERNMENTAL AGREEMENT WITH THE CITIES OF AVONDALE AND SURPRISE —AIR-MEDICAL AND LOGISTIC OPERATIONS This is a request for the City Council to authorize the City Manager to enter into an intergovernmental agreement with the cities of Avondale and Surprise for the dedicated aircraft and team known as Helicopter Air-Medical and Logistics Operations (HALO) which responds to pre-hospital air medical transport needs in Glendale and other West Valley cities. Council's strategic goal of one community focused on public safety for citizens and visitors will be realized through standardized pre-hospital care from the scene of an incident to the emergency room where definitive care can be provided. The mission of the HALO team is to provide air medical treatment for pre- hospital patient transport requirements. The team is comprised of firefighter paramedics from the cities of Glendale, Surprise, and Avondale and will provide support for other West Valley communities via the automatic aide system. The secondary mission of the team is to provide aerial reconnaissance and assistance for specific duties as determined by the participating fire departments such as incident command support. The team consists of two experienced fire paramedics per shift, matching the current fire department schedule of 24 hours on and 48 hours off comprising of a 56 hour week. The team is dedicated to scene work in addition to being fully trained Fire Department personnel. On June 26, 2007, the Council approved the HALO Contract with Petroleum Helicopters Incorporated (PHI) for the development of a rapid response air medical team. The most important benefit of air medical transport is the rapid transport of patients to the appropriate hospital facility and level of care. The primary responsibility of the HALO team is to build on the immediate care provided by EMS and Fire Department personnel and then movement of the patient promptly to the receiving facility. Other direct benefits to Glendale include: • City of Glendale emergency medical personnel stationed on site at the Glendale Airport twenty-four hours a day, seven days a week; • An aerial platform from which to assist in the management of greater alarm incidents in the region; and • A means of transportation for Glendale's Incident Support Team (Police and Fire representatives assigned to this statewide deployment resource). 21 PHI will pay $702,000 annually for the staffing of six full-time flight paramedics to the City of Glendale Fire Department. The amount of the contract will increase by 5% each year on the anniversary of the contract. Glendale Fire will subcontract with each of the two participating coalition agencies for costs associated with a firefighter paramedic position. Participating coalition agencies will be responsible for any overtime associated with the back fill of their positions. The intergovernmental agreement is for four years. Total annual budgeting for coalition agency costs is $269,195. This amount will be reimbursed by PHI. Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X $269,195 Account Name, Fund, Account and Line Item Number: Air-Med & Logistics Ops, Account No. 1000-12492-518200 The recommendation was to waive reading beyond the title and adopt a resolution authorizing the City Manager to enter into the intergovernmental agreement with the cities of Avondale and Surprise for the HALO project. Resolution No. 4157 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING AND DIRECTING THE ENTERING INTO OF AN INTERGOVERNMENTAL AGREEMENT WITH THE CITIES OF AVONDALE AND SURPRISE TO SUPPORT THE HELICOPTER AIR-MEDICAL LOGISTICS OPERATIONS (H.A.L.O.) HELICOPTER PROGRAM. 19. INTERGOVERNMENTAL AGREEMENT — AMENDMENT NUMBER 1 TO THE NEW RIVER/AGUA FRIA RIVER UNDERGROUND STORAGE PROJECT This is a request for the City Council to approve Amendment Number 1 to the New River/Agua Fria River Underground Storage Project Intergovernmental Agreement. The amendment is needed to reflect a change in ownership capacity and to update administrative and operational fees. The New River/Agua Fria Underground Storage Project (NAUSP) is a regionally- owned water storage facility administered and operated by the Salt River Project (SRP). The facility is jointly owned by SRP and several Valley cities, including Glendale. Glendale owns 20 percent of the water storage capacity at NAUSP. The city has used the NAUSP since 2006. The water credits stored are available for future use by the city. 22 The Salt River Project recently sold a portion of their ownership in the facility to the city of Peoria, which necessitated the need for the contract amendment. Glendale's ownership share in NAUSP remains unchanged. The amendment also updates administrative and operational fees paid to the SRP. Parties to the agreement include the Salt River Valley Water User's Association, Salt River Project Agricultural Improvement and Power District and the cities of Glendale, Avondale, Chandler, and Peoria. On July 27, 2004, the City Council adopted Resolution 3780, New Series authorizing the entering into of the New River/Agua Fria River Underground Storage Project Intergovernmental Agreement among Salt River Valley Water User's Association, Salt River Project Agricultural Improvement and Power District and the Municipal Corporations of Avondale, Chandler, and Glendale. The contract amendment will not impact the Utilities Department budget. The recommendation was to waive reading beyond the title and adopt a resolution authorizing the entering into of an Intergovernmental Agreement, Amendment Number 1 to the New River/Agua Fria River Underground Storage Project. Resolution No. 4158 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING AND DIRECTING THE ENTERING INTO OF AMENDMENT NO. 1 TO THE NEW RIVER AND AGUA FRIA RIVER UNDERGROUND STORAGE PROJECT INTERGOVERNMENTAL AGREEMENT AMONG SALT RIVER VALLEY WATER USERS' ASSOCIATION, SALT RIVER PROJECT AGRICULTURAL IMPROVEMENT AND POWER DISTRICT AND THE MUNICIPAL CORPORATIONS OF AVONDALE, CHANDLER AND GLENDALE. 20. 2008 HISTORIC PRESERVATION HERITAGE GRANT APPLICATION FOR THE FIRST UNITED METHODIST CHURCH This is a request for the City Council to authorize a resolution for the City of Glendale to sponsor a Historic Preservation Heritage Fund Grant Application on behalf of the First United Methodist Church located at 7102 North 58th Drive, to weatherize and stabilize the exterior facades of the historic sanctuary, improve handicapped access, and complete an analysis of the sanctuary's roof truss system. The church sanctuary was listed on the National Register on January 11, 2006. This project would implement the City Council Strategic Goal of One Community with a Vibrant City Center. The grant application would implement the Historic Preservation Element of the General Plan, identifying, preserving, and protecting historic resources. The request also supports the restoration and maintenance of significant contributing historic properties listed on the National Register of Historic Places. 23 The First United Methodist Church participated in the development of a National Register nomination in 2005, for the historic sanctuary dedicated in 1929. According to heritage fund rules and regulations, non-governmental entities cannot apply for the Heritage Fund without a governmental sponsor. The First United Methodist Church's Board of Trustees has requested the city's sponsorship of its Historic Preservation Heritage Fund Grant Application in the amount of $45,660. The city would act solely as fiscal agent for the grant, if awarded. The Church will assume full responsibility for completion of the project, and all future repairs and maintenance. The Church has matching cash in the amount of $47,860, and has already invested $7,000 in a Building Condition Assessment. The city would contribute $1,600 for interpretive signage consistent with the city's downtown historic signage program and provide $1,500 of in- kind services. The Council has approved and accepted many Arizona State Historic Preservation Heritage Fund grants for the downtown area similar to this request. Glendale residents have strongly supported the city's preservation efforts. The approval and implementation of the sanctuary project will help to preserve Glendale's heritage and contribute to the downtown area's list of cultural heritage resources. The project involves $1,500 of in-kind services, and $1,600 in cash for interpretive signage will come from the Grant Match Pool. The recommendation was to waive the reading beyond the title and adopt a resolution supporting the sponsorship of the United Methodist Church's Historic Preservation Heritage Fund Grant Application, which would authorize acceptance and implementation of the grant in accordance with all applicable federal, state, and local regulations, policies, and Heritage Fund contractual guidelines. Ms. Rosie Miller, an Ocotillo Resident, thanked the Mayor and Council for their support of the Heritage Grant Funds. She also thanked Mr. Ron Short and Ms. Paula Moloff for all their hard work in establishing this application. She added that this will benefit the downtown area greatly. Resolution No. 4159 New Series was read by number and title only, it being A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, APPROVING THE 2008 APPLICATION FOR A HISTORIC PRESERVATION HERITAGE FUND GRANT ON BEHALF OF THE FIRST UNITED METHODIST CHURCH FOR EXTERIOR REPAIRS, IMPROVED HANDICAPPED ACCESS AND AN EVALUATION OF THE ROOF TRUSS SYSTEM OF THE SANCTUARY. Mayor Scruggs noted for the record that she had a number of questions on Consent Agenda number 9. She believes significant information was omitted in Exhibit A. She stated this request was for the City Council to award a contract to update Glendale's development impact fees. She said she had expressed her concerns to Ms. 24 Sherry Schurhammer and Mr. Ken Reedy and they had responded in discussing those concerns with her. Her concerns were that this plan was starting before new legislation passes, therefore, affecting impact fees, which could drastically impact the amount of collections. She added she was very concerned with the timing; however, she had been assured by staff that everything will be done with full involvement of the City Council before it comes forward for approval. Given that assurance, she would support it. It was moved by Frate and seconded by Knaack, to approve the recommended actions on Consent Agenda Item Nos. 1 through 20, including the approval and adoption of Resolution No. 4153 New Series, Resolution No. 4154 New Series, Resolution No. 4155 New Series, Resolution No. 4156 New Series, Resolution No. 4157 New Series, Resolution No. 4158 New Series, and Resolution No. 4159 New Series; and to forward Liquor License Application No. 3-1181 for Pink Cabaret, Liquor License Application No. 3-1188 for EJ's Sports Bar & Grill, Liquor License Application No. 3-1189 for Shish Kebab House, Liquor License Application No.3-1190 for Polo's Italian Cuisine, and Liquor License Application No 3-1191 for Omar Mart to the State of Arizona Department of Liquor Licenses and Control, with the recommendation for approval. The motion carried unanimously. BIDS AND CONTRACTS 21. SPRING 2008 NEIGHBORHOOD IMPROVEMENT GRANT RECOMMENDATIONS Mr. Erik Strunk, Community Partnerships Director, presented this item. This is a request for the City Council to approve the Spring 2008 neighborhood improvement grant requests, as recommended by the Citizens Advisory Commission on Neighborhoods. As part of its commitment to revitalizing and preserving older neighborhoods, the City Council established the Citizens Advisory Commission on Neighborhoods to make funding recommendations on neighborhood improvement grant requests. The Council also established the Citizens Advisory Commission on Neighborhoods to provide advice on general policies, strategies and programs relating to the revitalization and preservation of neighborhoods. The commission's recommendations are consistent with the neighborhood element of the General Plan and the Council's strategic goal of one community with strong neighborhoods. For Fiscal Year (FY) 2007-08, the City Council set aside $700,000 to fund the Neighborhood Improvement Grant Program. In keeping with previous practice, the Citizens Advisory Commission on Neighborhoods sponsored two funding opportunities for Glendale neighborhoods: the Fall 2007 and Spring 2008 "funding cycles." As a result, the Commission recently completed its review of the "Spring 2008" neighborhood improvement grant applications. On May 7, 2008, the Commission concluded its two- 25 month review process of eight neighborhood grant requests and unanimously voted to recommend funding for each of the following projects: 1. East Catlin Court Historic District — This neighborhood is located on the south side of Orangewood Avenue to Myrtle Avenue, from 55th to 57th Avenues. The commission voted to recommend the neighborhood's $80,000 grant request for eleven different revitalization projects within the neighborhood. Examples of these projects include one-time funding to purchase historic street signage, securing rear property easements, paint and related supplies to paint homes in need and the securing of irrigation boxes that are exposed to the public. 2. Northern Manor West II HOA — This neighborhood is located north of Crocus Drive to Acoma Drive, between 57th and 59th Avenues. The commission voted to recommend the neighborhood's $27,225 grant request for internal street improvements. 3. Thunderbird Palms Neighborhood — This neighborhood is located south of Voltaire Drive to Columbine drive, between 51st Avenue and the Paseo Canal. The commission voted to recommend the neighborhood's $80,000 grant request to install a new tot lot with safety surfacing and a beginner skateboard area in Sunset Palms Park. This project is being completed in collaboration with the Glendale Parks and Recreation Department, which will provide construction and administrative services. 4. Arrowhead Ranch Phase II (iProiect #1) — This neighborhood is located north of Union Hills Drive from 75t Avenue to the Loop 101 (north and west sides). The commission voted to recommend the neighborhood's $24,679 grant request to refurbish the depleted granite on 79th Avenue between Union Hills Drive and Kerry Lane. The neighborhood will be responsible for all ongoing maintenance costs. 5. Arrowhead Lakes Homeowners Association — This neighborhood is located north of Beardsley Road to Melinda Lane, from 51St Avenue west to 59th Avenue. The commission voted to recommend the neighborhood's $37,014.98 grant request to improve the equestrian trail located on the west side of 51st Avenue north of the Loop 101. The project also includes the upgrading of various traffic circles and medians within the neighborhood. 6. Arrowhead Ranch Phase IIProiect #2) — This neighborhood is located north of Union Hills Drive from 75t, Avenue to the Loop 101 (north and west sides). The commission voted to recommend the neighborhood's $20,200 grant request to assist with landscaping improvements on 75th Avenue between Adobe Drive and Utopia Road. The project also includes curbing, irrigation adjustments and granite. 26 7. Thunderbird Acres Unit #1 — This neighborhood is located north of Sweetwater to Pershing, from 65th Drive to 67th Avenue. The commission voted to recommend the neighborhood's $71,508.60 grant request for the removal and replacement of their driveway aprons located in the undedicated right-of-way area of their neighborhood. 8. Northern Manor West Homeowners Association — This neighborhood is located on the south side of Butler Drive, from 54th to 55th Avenues. The commission voted to recommend the neighborhood's $18,850 grant request to design a sidewalk and handicap ramp improvements along the east-side of 55th Avenue, from just north of Northern Avenue to just south of El Caminito Drive. The Neighborhood Improvement Grant Program and its funding were reviewed, discussed and approved by the Council as a part of the Fiscal Year 2007-08 budget setting process. The Council has previously reviewed and approved over $8.3 million in neighborhood improvement grant funding (196 different grants) since the inception of the program in Fiscal Year 1994-95. The Spring 2008 funding cycle represents the 24th such funding cycle since the inception of the program. Each of the recommended grant projects will make needed improvements in the respective neighborhood. The following public meetings were held for the Spring 2008 grants process: On May 7, 2008, the Neighborhood Partnership staff facilitated a grant hearing where the Commission on Neighborhoods considered and made funding recommendations for each of the eight neighborhood grant requests. On April 9, 2008, the Neighborhood Partnership staff facilitated a grant hearing where the seven neighborhood applicants publicly presented their grant requests. On February 12, 21, 23, and March 1, 2008 the Neighborhood Partnership staff conducted four grant orientations to educate prospective neighborhood applicants about the neighborhood grants process. In addition to the above meetings, direct mail, neighborhood newsletters, website publicity, media releases and e-mail notification were all used to notify Glendale residents of the opportunity to apply for a Spring 2008 neighborhood grant. Funds for the proposed neighborhood grant requests are available in the following Fiscal Year 2007-08 Neighborhood Improvement Grant Program Account. 27 Grants Capital Expense One-Time Cost Budgeted Unbudgeted Total X X X $359,477.58 Account Name, Fund, Account and Line Item Number Neighborhood Improvement Grant, Account No. 1000-15120-518200 The recommendation was to approve the Spring 2008 Neighborhood Improvement Grant Program requests in the amount of $359,477.58 (which includes contingency funds for all of the projects) as recommended by the Citizens Advisory Commission on Neighborhoods. Councilmember Lieberman commented that this project was being lead by a group of citizens, not by elected officials. He said they had been appointed by the Council and the Mayor. This program was in its 13th year and he was very proud of the Neighborhood Commission and this highly successful program. Vice Mayor Martinez asked if, in a cycle, all funds were awarded. Mr. Strunk stated that any remaining funds are rolled over into the subsequent grant cycle. Councilmember Frate acknowledged the neighborhood residents that attended the meeting tonight. He thanked them for taking advantage of the program offered to neighborhoods. He also thanked them for going though the procedure, which at times was not trouble-free; however, it was well worth it since it improves communities and quality of life. Vice Mayor Martinez commented on additional benefits received with this program. It was moved by Clark, and seconded by Goulet, to approve the Spring 2008 Neighborhood Improvement Grant Program requests in the amount of $359,477.58 (which includes contingency funds for all the projects) as recommended by the Citizens Advisory Commission on Neighborhoods. The motion carried unanimously. ORDINANCES 22. MASTER LEASE AGREEMENT FOR GLENDALE MUNICIPAL AIRPORT TERMINAL BUILDING OFFICES Ms. Judy Skeen, Airport Administrator, presented this item. This is a request for the City Council to adopt an ordinance approving a master lease agreement for the Glendale Municipal Airport Terminal offices. 28 This master lease agreement meets the Council's goal of a city that is fiscally sound. Standardizing a terminal building office lease agreement that provides for tenants to pay a pro rata portion of common area costs assists in achieving this goal. The City Council has previously approved lease agreements for Glendale Municipal Airport Terminal offices but the language used in those lease agreements has not been updated for several years. During recent negotiations with prospective tenants a need to standardize the language for terminal building office leases was identified. A review of the language by the City Attorney's Office and airport administration has resulted in recommended changes that are consistent with business practices used at other facilities, both private and public in the Valley. The new language enhances the agreements requiring payment of a proportionate share of common area expenses, and clarifies the city/tenant use of office space in the event of a civil or other emergency. Businesses interested in leasing space at the terminal building will be provided with clear, consistent, and specific agreements that delineate the responsibilities of the city and the tenant. On May 14, 2008, the Aviation Advisory Commission reviewed the revised language and approved sending the new master lease agreement forward to Council for consideration. The approval of a new master lease agreement for Glendale Municipal Airport Terminal offices will result in consistency in the application of rate increases and clarification of language as it relates to payment due dates. The recommendation was to waive reading beyond the title and adopt an ordinance authorizing the City Manager to execute all documents necessary for future Glendale Municipal Airport Terminal office leases that use the approved master lease agreement forms. Ordinance No. 2642 New Series was read by number and title only, it being AN ORDINANCE OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, APPROVING A MASTER AIRPORT TERMINAL OFFICE LEASE AGREEMENT FOR USE BY THE GLENDALE MUNICIPAL AIRPORT. It was moved by Frate, and seconded by Martinez, to approve Ordinance No. 2642 New Series. Motion carried on a roll call vote, with the following Councilmembers voting "aye": Clark, Goulet, Lieberman, Knaack, Martinez, Frate, and Scruggs. Members voting "nay": none. 29 23. BUREAU OF RECLAMATION LAND EXCHANGE AND SALT RIVER PROJECT IRRIGATION EASEMENT: NORTHWEST CORNER OF 107TH AVENUE AND CAMELBACK ROAD Mr. Larry J. Broyles, P.E., City Engineer, presented this item. This is a request for the City Council to adopt an ordinance granting a land exchange in favor of the United States Bureau of Reclamation (BOR) and an irrigation easement in favor of Salt River Project (SRP) at the northwest corner of 107th Avenue and Camelback Road. The BOR will quit claim its existing land right in exchange for the city granting a strip of land for the relocated irrigation facility. In conjunction with the development of the baseball spring training facility at the northwest corner of 107th Avenue and Camelback Road, Salt River Project (SRP) was required to relocate federally and project owned irrigation facilities located on land owned by the City of Glendale. To accommodate the relocation, the BOR has asked the city to execute the BOR's General Warranty Deed for that part of the new location that is on city-owned property. In exchange, the BOR will relinquish its rights in the former location. Additionally, SRP is requesting an irrigation easement from the city for the protection of its relocated facilities. The recommendation was to waive reading beyond the title and adopt an ordinance authorizing the City Manager to execute a General Warranty Deed in favor of the United States Bureau of Reclamation, an irrigation easement in favor of Salt River Project, and other documents as necessary to effectuate the relocation of irrigation facilities for the development of the baseball spring training facility. Ordinance No. 2643 New Series was read by number and title only, it being AN ORDINANCE OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT OF EASEMENT (MONITORING WELL) IN FAVOR OF SALT RIVER PROJECT FOR THE NORTHWEST CORNER OF 107TH AVENUE AND CAMELBACK ROAD TO ACCOMMODATE THE DEVELOPMENT OF THE BASEBALL SPRING TRAINING FACILITY; AND ORDERING THAT A CERTIFIED COPY OF THIS ORDINANCE BE RECORDED. It was moved by Knaack, and seconded by Clark, to approve Ordinance No. 2643 New Series. Motion carried on a roll call vote, with the following Councilmembers voting "aye": Clark, Goulet, Lieberman, Knaack, Martinez, Frate, and Scruggs. Members voting "nay": none. 30 REQUEST FOR FUTURE WORKSHOP AND EXECUTIVE SESSION It was moved by Martinez, and seconded by Frate, to hold a City Council Workshop at 1:30 p.m. on Tuesday, June 3, 2008 in Room B-3 of the City Council Chambers, to be followed by an Executive Session pursuant to A.R.S. 38-431.03. The motion carried unanimously. CITIZEN COMMENTS No citizen comments. COUNCIL COMMENTS AND SUGGESTIONS No council comments. ADJOURNMENT There being no further business, the meeting was adjourned at 7:40 p.m. Cill �yy`' `amela Ha na - City Clerk 31