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Special Meeting Minutes Monday, June 22, 2020 Board Members 9:30 AM Clint Hickman, Chairman, District 4 Jack Sellers, Vice Chairman, District 1 Steve Chucri, District 2 BOARD OF SUPERVISORS Bill Gates, District 3 Maricopa County, Arizona Steve Gallardo, District 5 (and the Boards of Directors of the Flood Control District, Library District, Stadium District, Improvement County Manager Districts, and/or Board of Deposit) Joy Rich Clerk of the Board "The mission of Maricopa County is Fran McCarroll to provide regional leadership and fiscally responsible, necessary public services to its residents so Meeting Location they can enjoy living in healthy and Supervisors' Auditorium/ safe communities” Supervisors' Conference Room 205 W. Jefferson Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Special Session at 9:30 a.m. on Monday, June 22, 2020, in the Supervisors' Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Supervisor, District 2 (telephonically); Bill Gates, Supervisor, District 3 (telephonically); and Steve Gallardo, Supervisor, District 5 (telephonically). Also present: Fran McCarroll, Clerk of the Board; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel (telephonically). ACTION 1. ADOPTION OF THE MARICOPA COUNTY FY 2021 BUDGET The Budget Office in coordination with the County Manager recommends to the Board of Supervisors the following: 1) Adopt the FY 2021 Maricopa County Budget in the amount of $3,071,744,691, by total appropriation for each department, fund and appropriation unit group listed in the attached schedules. This amount represents no change from the Tentative Budget of $3,071,744,691. 2) Adopt the Five Year Capital Improvement Plan for Fiscal Years 2021-2025. 3) Approve the attached Executive Summary. (C-49-20-040-M-00) Special Meeting Minutes Monday, June 22, 2020 Page 2 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 3 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 4 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 5 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 6 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 7 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 8 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 9 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 10 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 11 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 12 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 13 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 14 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 15 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 16 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 17 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 18 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 19 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 20 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 21 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 22 of 47 Supervisor Sellers made the following motion, “Mr. Chairman I move that we adopt the FY 2021 Maricopa County Budget in the amount of $3,071,744,691, by total appropriation for each department, fund and appropriation unit group listed in the attached schedules. This amount represents no change from the Tentative Budget, and that we adopt the Five-Year Capital Improvement Plan for Fiscal Years 2021-2025; In addition, approve the attached Executive Summary.” The motion was seconded by Supervisor Gallardo Ayes: Sellers, Chucri, Gates, Hickman, Gallardo Special Meeting Minutes Monday, June 22, 2020 Page 23 of 47 MEETING RECESSED Chairman Hickman recessed the Special Meeting of the Board of Supervisors to convene the Special Meeting of the Board of Directors of various Special Districts. SPECIAL MEETING OF THE BOARD OF SUPERVISORS RECONVENED Chairman Hickman reconvened the Special Meeting of the Board of Supervisors. BOARD OF SUPERVISORS 2. PRESENTATION AND ADOPTION OF THE ELECTION DAY AND EMERGENCY VOTING PLAN 1) Presentation by Scott Jarrett and Rey Valenzuela of the Board of Supervisors' Election Day and Emergency Voting Plan and the Recorder's Early Voting Election Plan for the August 2020 Primary Election. 2) Adopt the Board of Supervisors' Election Day and Emergency Voting Plan for the August 2020 Primary Election. (C-06-20-547-M-00) Chairman Hickman introduced Scott Jarrett, Director of Election Day and Emergency Voting. Mr. Jarrett started the presentation, introducing Recorder, Adrian Fontes. Mr. Fontes said this upcoming election planning process has been unprecedented due to the COVID-19 pandemic. He said the top priority was to conduct a safe and secure election. He spoke about the “Best in Class” teamwork between departments, the bipartisan effort and the resulting overhaul of Elections in Maricopa County. Mr. Fontes stated the upcoming elections are the single most accessible in Maricopa County history. The option to Vote by Mail or early voting addresses accessibility while in-person voting is still available to those who prefer to cast their vote on Election Day. The focus was to give citizens the option to cast their vote that is safe and reliable. He thanked the Board for the assistance in getting the many aspects of elections pulled together in such a short timeframe. The mutual goals set out by the Board and Elections were achieved because of innovation and teamwork. Supervisor Sellers thanked the entire Elections team for putting together a process which addresses safety and security for the citizens of Maricopa County. Mr. Jarrett proceeded with the presentation. He stated the COVID-19 pandemic has presented elections challenges for all counties and states across the nation. The question was how to conduct an election in a COVID-19 environment. Special Meeting Minutes Monday, June 22, 2020 Page 24 of 47 In reviewing the slide above, Mr. Jarrett said one of the main goals was to give voters options on how to cast their vote. Mr. Jarrett summarized the challenges in the above slide. Special Meeting Minutes Monday, June 22, 2020 Page 25 of 47 Rey Valenzuela, Director of Elections and Early Voting, reviewed the Key Dates slide. He highlighted the June 15, 2020 deadline for Military and Overseas Ballots to be mailed out (3,518 ballots mailed June 12, 2020). Mr. Valenzuela reviewed the Voter Registration slide and highlighted the increase of 134,000 new PEVL registrations since December 2019. Special Meeting Minutes Monday, June 22, 2020 Page 26 of 47 Mr. Valenzuela reviewed the Strategies slide and talked about the process for Voting by Mail and the security measures that are taken. He spoke about the security of the process overall. Mr. Valenzuela reviewed the Improved Access slide and said it is important for voters to know the options available. This includes 14 days of early voting to reduce crowds on election day. As of this meeting date, there were 7,083 requests on the County portal for an early ballot. He said there are roughly 1,795,000 voters currently on PEVL. Supervisor Gallardo asked what the deadline was for requesting an early ballot. Mr. Valenzuela said the deadline is statutorily set at 11 days prior to election day. Supervisor Gallardo asked how registration and ballots are getting out to the voters in Nursing Home or Long-Term Care Special Meeting Minutes Monday, June 22, 2020 Page 27 of 47 Facilities. Mr. Valenzuela stated the elections team was able to put together registration kits for those individuals to help facilitate registration and voting. He went on to explain some of the options for those individuals to cast their vote. Mr. Jarrett reviewed the above slide that summarizes improved access for in-person voting. The above slide illustrates a data driven decision. The heat map shows the location of historic in-person voter patterns. The strategy was to place Vote Centers in customary locations where population density is highest and, where possible, proximity to light rail and bus stations. The goal was to have a Vote Center within 2-3 miles of registered voters. Special Meeting Minutes Monday, June 22, 2020 Page 28 of 47 Mr. Jarrett said the above slide summarizes Turnout Forecast. Elections used three different models based on prior elections. These models do not factor in COVID-19, the earlier election date, or the fact that many young voters who may have returned home from college and are voting locally. Mr. Jarrett reviewed the slide on Turnout and Wait Times and said the goal was to keep the wait times at the polling locations at 30 minutes or less. The Elections Department did a process flow of the Vote Centers to determine the average time it takes for a person to sign in, vote and exit. He said if voters are willing to vote by mail or vote early at the Vote Centers, the Election Day wait times will be reduced. Special Meeting Minutes Monday, June 22, 2020 Page 29 of 47 Mr. Jarrett outlined the strategies to improve reliability and he talked about how challenges will be handled if they occur. Mr. Jarrett reviewed the steps that are being taken to improve the safety for voters and poll workers. He stated the importance of having enough space to allow for six foot spacing as recommended. Supervisor Gates asked about the location of the polling place within the Phoenix Convention Center. Mr. Jarrett said Elections is using the Phoenix Convention Center with 17,000 square feet available in the south hall, the exact rooms to be determined. Special Meeting Minutes Monday, June 22, 2020 Page 30 of 47 Mr. Jarrett gave an update on recruitment and locations. Mr. Jarrett said that the County has all new tabulation equipment and a new ballot style. It has been two decades with the arrow style ballot. He said this new equipment provides faster tabulation and improved security. Supervisor Chucri said he appreciates the work and numerous back-up plans in place. He thanked Mr. Jarrett for the outreach to District 2 that helped to inform citizens about the election process. He asked if there are backup poll workers in case someone gets sick and back-up locations if a location backs out at the last minute. Mr. Jarrett said yes to both with contingency plans in place. Special Meeting Minutes Monday, June 22, 2020 Page 31 of 47 Supervisor Gates thanked Mr. Jarrett for the great job. He asked about where people will line up at the Vote Centers. Mr. Jarrett said outside the center in most cases. He said the benefit of malls is there will be space inside. Supervisor Gates asked Mr. Jarrett what the approximate number of poll workers that would be needed if it was a precinct-based election. Mr. Jarrett replied it would take 3,500 poll workers compared with 1,500 for the Vote Center model. Supervisor Gallardo asked what is being done about social media interference and the monitoring of information that is circulating. He also asked how the number and location of Vote Centers was established. Mr. Jarrett said there is a Command Center established to monitor the social media news. Forecast models helped guide the Elections Department on the number and location of Vote Centers. Chairman Hickman spoke about the 2020 Election cycle and said in his Chairman’s Address it was important to build on the experience of each election. He said this current planning is for the August Primary and not necessarily about the November General Election. Chairman Hickman stated that he and several of his colleagues prefer precinct-based elections. The COVID-19 pandemic required a change from that preference. He asked Mr. Jarrett if there were any County employees included in the current plan. Mr. Jarrett replied yes County employees were being utilized. Chairman Hickman asked Mr. Fontes if his staff was working well with Elections staff to manage this election. Mr. Fontes said yes and, Megan Gilbertson, Director of Communications in Elections has been an asset. He stated everyone has pulled together in this very integrated election model. Supervisor Sellers made a motion to adopt this plan as presented. The motion was seconded by Supervisor Gallardo. Ayes: Sellers, Chucri, Gates, Hickman, Gallardo 3. PRECINCT COMMITTEEMEN APPOINTMENTS Pursuant to A.R.S. §16-821, appoint those Precinct Committeemen whose contests were uncontested and for those contests where the total number of persons who filed a nomination petition as of April 6, 2020 or write in nomination paper as of May 20, 2020, was equal to or less than the number of positions to be filled at the August 4, 2020 election. The Precinct Committeemen are appointment to serve for the respective two year term beginning October 1, 2020. A person who is appointed pursuant to this section shall be deemed an elected precinct committeeman and will be fully vested with the powers and duties of the offices. The list of appointed precinct committeemen is on file in the Clerk of the Board’s Office and retained in accordance with ASLAPR approved retention schedule. (C-06-20-548-M-00) Motion to approve appointment of all Precinct Committeemen except Kiva, Onyx and Desert Sky Precincts by Supervisor Chucri, seconded by Supervisor Gates Ayes: Sellers, Chucri, Gates, Hickman, Gallardo ~ Supervisor Chucri declared a conflict of interest and left the dais ~ Special Meeting Minutes Monday, June 22, 2020 Page 32 of 47 Motion to approve Kiva Precinct Committeemen appointments by Supervisor Gallardo, seconded by Supervisor Gates Ayes: Sellers, Gates, Hickman, Gallardo Recused: Chucri ~ Supervisor Chucri returned to the dais ~ ~ Supervisor Gates declared a conflict of interest and left the dais ~ Motion to approve Onyx Precinct Committeemen appointments by Supervisor Chucri, seconded by Supervisor Sellers Ayes: Sellers, Chucri, Hickman, Gallardo Recused: Gates ~ Supervisor Gates returned to the dais ~ ~ Supervisor Gallardo declared a conflict of interest and left the dais ~ Motion to approve Desert Sky Precinct Committeemen appointments by Supervisor Gates, seconded by Supervisor Chucri Ayes: Sellers, Chucri, Gates, Hickman Recused: Gallardo ~ Supervisor Gallardo returned to the dais ~ 4. EXECUTIVE SESSION Vote to convene in Executive Session to consider the items on the Special Executive Agenda dated June 22, 2020, for Board of Supervisors and relevant Special Districts pursuant to the statutory authority listed for each item. Motion to approve by Supervisor Chucri, seconded by Supervisor Gallardo Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED After discussion on the Executive Session items and there being no further business to come before the Board, the meeting was adjourned. ______________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Monday, June 22, 2020 Page 33 of 47 IMPROVEMENT DISTRICT The Board of Directors of the Improvement Districts of Maricopa County, Phoenix, Arizona, convened in Special Session at 9:30 AM on Monday, June 22, 2020, in the Supervisors' Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Director, District 2 (telephonically); Bill Gates, Director, District 3 (telephonically); and Steve Gallardo, Director, District 5 (telephonically). Also present: Fran McCarroll, Clerk of the Board; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel (telephonically). I-1. ADOPTION OF THE COUNTY IMPROVEMENT DISTRICTS FY 2021 BUDGETS Adopt the Fiscal Year 2021 Budgets for the County Improvement Districts per the FY 2021 Budget Schedules entitled “Direct Assessment Special Districts” and “Street Lighting Improvement Districts.” See ARS 48-954 and 42-17105. (C-49-20-048-M-00) Special Meeting Minutes Monday, June 22, 2020 Page 34 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 35 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 36 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 37 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 38 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 39 of 47 Director Sellers made a motion to adopt the Fiscal Year 2021 Budgets for the County Improvement Districts per the FY 2021 Budget Schedules entitled “Direct Assessment Special Districts” and “Street Lighting Improvements Districts”. The motion was seconded by Director Gallardo. Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING AJOURNED There being no further business to come before the Board, Chairman Hickman adjourned the Special Meeting of the Improvement District of Maricopa County. _____________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Monday, June 22, 2020 Page 40 of 47 FLOOD CONTROL DISTRICT The Board of Directors of the Flood Control District of Maricopa County, Phoenix, Arizona, convened in Special Session at 9:30 AM on Monday, June 22, 2020, in the Supervisors' Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Director, District 2 (telephonically); Bill Gates, Director, District 3 (telephonically); and Steve Gallardo, Director, District 5 (telephonically). Also present: Fran McCarroll, Clerk of the Board; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel (telephonically). F-1. ADOPTION OF THE FLOOD CONTROL DISTRICT FY 2021 BUDGET Adopt the Flood Control District Fiscal Year 2021 Budget in the amount of $127,137,866 by total appropriation for each fund and appropriation unit group for the Flood Control District, listed in the attached schedules. This amount represents no change from the FY 2021 Tentative Budget of $127,137,866. (C-49-20-042-M-00) Special Meeting Minutes Monday, June 22, 2020 Page 41 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 42 of 47 Director Sellers made a motion to adopt the Fiscal Year 2021 Budget for the Flood Control District in the amount of $127,137,866, by total appropriation for each fund and appropriation unit group. This amount represents no change from the Tentative Budget. The motion was seconded by Director Chucri Ayes: Sellers, Chucri, Gates, Hickman, Gallardo Special Meeting Minutes Monday, June 22, 2020 Page 43 of 47 MEETING ADJOURNED There being no further business to come before the Board, Chairman Hickman adjourned the Special Meeting of the Flood Control District of Maricopa County. _____________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Monday, June 22, 2020 Page 44 of 47 LIBRARY DISTRICT The Board of Directors of the Library District of Maricopa County, Phoenix, Arizona, convened in Special Session at 9:30 AM on Monday, June 22, 2020, in the Supervisors' Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Director, District 2 (telephonically); Bill Gates, Director, District 3 (telephonically); and Steve Gallardo, Director, District 5 (telephonically). Also present: Fran McCarroll, Clerk of the Board; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel (telephonically). L-1. ADOPTION OF THE LIBRARY DISTRICT FY 2021 BUDGET Adopt the Library District Fiscal Year 2021 Budget in the amount of $36,676,046 by total appropriation for each fund and appropriation unit group for the Library District. This amount represents no change from the Tentative Budget of $36,676,046. (C-49-20-046-M-00) Director Sellers made a motion to adopt the Fiscal Year 2021 Budget for the Library District in the amount of $36,676,046, by total appropriation for each fund and appropriation unit group for the Library District. This amount represents no change from the tentative budget. The motion was seconded by Director Gates. Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, Chairman Hickman adjourned the Special Meeting of the Library District of Maricopa County. ______________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Monday, June 22, 2020 Page 45 of 47 STADIUM DISTRICT The Board of Directors of the Stadium District of Maricopa County, Phoenix, Arizona, convened in Special Session at 9:30 AM on Monday, June 22, 2020, in the Supervisors' Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Director, District 2 (telephonically); Bill Gates, Director, District 3 (telephonically); and Steve Gallardo, Director, District 5 (telephonically). Also present: Fran McCarroll, Official Record Keeper; Kelly Gardiner, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel (telephonically). S-1. ADOPTION OF THE STADIUM DISTRICT FY 2021 BUDGET Adopt the FY 2021 Stadium District Budget in the amount of $9,250,000 by total appropriation for each fund and appropriation unit group for the Stadium District, listed in the attached schedules. This amount represents no change from the FY 2021 Tentative Budget of $9,250,000. (C-49-20-050-M- 00) Special Meeting Minutes Monday, June 22, 2020 Page 46 of 47 Special Meeting Minutes Monday, June 22, 2020 Page 47 of 47 Director Sellers made a motion to adopt the Fiscal Year 2021 Budget for the Stadium District in the amount of $9,250,000, by total appropriation for each fund and appropriation unit group for the Stadium District. This amount represents no change from the Tentative Budget. The motion was seconded by Director Gallardo. Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, Chairman Hickman adjourned the Special Meeting of the Stadium District of Maricopa County. ______________________________ Clint Hickman, Chairman of the Board ATTEST: _______________________________ Fran McCarroll, Official Record Keeper