2025-07-01 City Council Work Session Minutes_Draft

D R A F T
WORK SESSION OF THE COMMON COUNCIL
OF THE CITY OF EL MIRAGE
EL MIRAGE CITY COUNCIL CHAMBERS
10000 N. EL MIRAGE ROAD
5:00 PM -TUESDAY, JULY 1, 2025
Minutes
 
           
   
1.
ROLL CALL
Present: Mayor Alexis Hermosillo; Vice Mayor Jacquelyn Parsons; Councilmember Monica Dorcey;
Councilmember Ryan Eldridge; Councilmember Scottie Gentry; Councilmember Anita Norton;
Councilmember Donna Winston 
2.
CALL TO ORDER - meeting called to order at 5:00 p.m.
 
3.
CITY VEHICLE REPLACEMENT PROCEDURE PRESENTATION
Crystal Dyches, City Manager, introduced the Work Session item and thanked the City Council for
attending tonight's presentation on City Vehicle Replacement Procedure. This meeting focused on how the
city evaluates when and why vehicles are replaced, and the methodology used in how decisions are made
when replacing vehicles. She asked Councilmembers for policy direction moving forward.
Nick Russo, Public Works Director, outlined the purpose of the vehicle replacement program, Public Work's
role, how the program works and the current capital replacement schedule. The vehicle replacement
program provides guidelines for the City's replacement of vehicles across multiple departments. It focuses
on safety, dependability and cost-effectiveness. Public Works serves as the manager for the fleet for the
non-public safety departments of the City. The general guidelines for the program are: service life, economic
life, departmental needs and technological improvements. The criteria for replacement of vehicles begin at
15 years or 150,000 miles. The value of vehicles is based on the mileage rate, which is calculated by using
the current IRS mileage rate multiplied by miles driven, which amounts to the annual value. The current
capital schedule for vehicle replacement is 13 vehicles over the next five years. 
Council discussion included the current mileage of vehicles, maintenance schedules on vehicles, dealerships
used to purchase vehicles, the number of mechanics on staff, defining upfitting pickup trucks, and the
frequency of use of the Vactor truck.
Tim Mason, Assistant Police Chief, detailed the Police Department vehicle replacement process. He outlined
the current fleet, methodology, justification, and current and future fleet needs. There are currently 64
vehicles, 3 speed/advisory trailers, and 1 utility trailer in the El Mirage Police Department Fleet.  A recent
inspection revealed several vehicles had reached "end of life", meaning, over eight years old or logged more
than 100,000 miles. Assistant Chief Mason discussed the effect of engine idle hours on vehicles. One engine
idle hour is equivalent to 30-33 driven miles on vehicles. When considering vehicle replacement, total miles
driven, engine idle hours and maintenance costs are all factors that are added together before final decisions
are made. In fiscal year 2025/2026, three full-service replacement police vehicles and two additional
replacement dual-purpose covert/administration vehicles are set to be purchased.
Council discussion included the frequency of oil changes, how engine idle hours are calculated and the
make and model of vehicles purchased for police vehicles.

Council reached a consensus that staff should continue with the current vehicle replacement program using
the approach and methodology discussed. 
 
4.
ADJOURNMENT - meeting adjourned at 6:08 p.m.
 
_____________________________
Alexis A. Hermosillo, Mayor
ATTEST:
______________________________
Jill A. Boltz, City Clerk 
CERTIFICATION
I hereby certify the aforementioned minutes are a true and accurate record of the El Mirage City Council Work
Session held on Tuesday, July 1, 2025, and a quorum was present. 
  
2 
Work Session  - Council Minutes
July 1, 2025