September 3, 2025 Council Meeting Minutes_DRAFT
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D R A F T REGULAR MEETING OF THE COMMON COUNCIL OF THE CITY OF EL MIRAGE EL MIRAGE CITY COUNCIL CHAMBERS 10000 N. EL MIRAGE ROAD 6:00 PM -WEDNESDAY, SEPTEMBER 3, 2025 Minutes 1. ROLL CALL Present: Mayor Alexis Hermosillo (via phone); Vice Mayor Jacquelyn Parsons; Councilmember Monica Dorcey; Councilmember Ryan Eldridge; Councilmember Scottie Gentry; Councilmember Anita Norton (via phone); Councilmember Donna Winston 2. CALL TO ORDER - meeting called to order at 6:00 p.m. Pledge of Allegiance Moment of Silence 3. PROCLAMATION 1. Declaring September 2025 as National Suicide Awareness and Prevention Month. (Administration) Vice Mayor Parsons read a proclamation declaring September as National Suicide Awareness and Prevention Month. 2. Declaring September 2025 as Ovarian Cancer Awareness Month. (Administration) Vice Mayor Parsons read a proclamation declaring September as Ovarian Cancer Awareness Month. 3. Declaring September 2025 as Speak Up, Stand Up, Save a Life Month. (Administration) Vice Mayor Parsons read a proclamation declaring September as Speak Up, Stand Up, Save a Life Month. 4. CALL TO THE PUBLIC Citizens desiring to speak on any issue within the jurisdiction of the public body may do so at this time. Comments shall be limited to three (3) minutes per person and shall be addressed to the City Council as a whole. At the conclusion of the Call to the Public, individual City Council Members may (1) respond to criticism made by those who have spoken, (2) direct staff to review or follow up on the matter, and/or (3) direct that the matter be put on a future agenda. Teresa Christensen, a citizen, spoke to the council on behalf of Bright Beginnings, with regard to childcare deserts and the childcare crisis that many cities are facing. She stated she would like to start a conversation on how to teach city government ways to make childcare more sustainable and affordable for their constituents. 5. CONSENT AGENDA All items listed under the Consent Agenda will be voted on with one motion. If discussion is desired regarding any Consent Agenda Item, that item will be removed from the Consent Agenda and voted on separately. 1. Consideration and action to approve the minutes of the City Council Work Session held Tuesday, July 1, 2025, the Regular City Council meeting held Tuesday, July 1, 2025, the Special City Council Meeting held Tuesday, July 8, 2025, and the Regular City Council Meeting of August 18, 2025. (City Clerk) The minutes were amended after the distribution of the agenda. This item was moved from Consent for consideration and action on the Regular Agenda as 6.1.a. Councilmember Dorcey moved, seconded by Councilmember Winston. Motion carried (5/2) NAYS: Councilmember Gentry and Councilmember Norton 2. Consideration and action to accept the award agreement from the State of Arizona Office of the Attorney General for the FY2026 Victims' Rights Program in the amount of $14,500 for the El Mirage City Prosecutor's Office, and authorize Finance to make the necessary budget transfers (Police/Grants) 3. Consideration and action to accept the award agreement from the State of Arizona Office of the Attorney General for the FY2026 Victims' Rights Program in the amount of $14,500 for the El Mirage Police Department and authorize Finance to make the necessary budget transfers (Police/Grants) 4. Consideration and action to authorize the City Manager to sign an agreement with US Bank to replace Chase Bank as our purchasing card provider. (Finance) 5. Consideration and action to enter into a Professional Services Contract with NFra, Inc. to provide design services and construction documents for the Cactus Road Half Street Improvements in the amount of $169,561. (Development Services) 6. Consideration and action to award a contract to Weems Apshalt using the 1GPA National Cooperative Contract #22-15P-05-E3 to install the speed cushions on A Street between Thunderbird Road East and Myer Lane in the amount of $58,093, including a 10% contingency. (Development Services) 7. Consideration and action to authorize amendment to purchase order 25190 in an amount of $12,173.90 to complete the Alto well site rehabilitation project previously approved on March 18, 2025. (Public Works) 8. Consideration and action to authorize the City Manager to order 1826 acre feet (AF) of Central Arizona Project (CAP) sub-contract water and pay the associated delivery and recharge fees in the amount of $721,270, and authorize the finance department to make any necessary transfers. (Public Works) 2 Regular Meeting - Council Minutes September 3, 2025 9. Consideration and action to approve the Intergovernmental Agreement (IGA) for the School Resource Officer (SRO) with the Dysart Unified School District (DUSD) for the 2025/2026 school year at a cost not to exceed $274,598.00 (Police). Councilmember Dorcey moved, seconded by Councilmember Winston, to approve Consent Agenda Items 5.2 - 5.9. Motion carried. (5/2) NAYS: Councilmember Gentry and Councilmember Norton. 6. REGULAR AGENDA Consent Agenda Item 5.1 was pulled and discussed as Regular Agenda Item 6.1.a. Consideration and action to approve the minutes of the City Council Work Session held Tuesday, July 1, 2025, the Regular City Council meeting held Tuesday, July 1, 2025, the Special City Council meeting held Tuesday, July 8, 2025, and the Regular City Council meeting of August 18, 2025. (City Clerk) The minutes were amended after the distribution of the agenda. Councilmember Dorcey moved, seconded by Councilmember Winston. Motion carried (5/2) NAYS: Councilmember Gentry and Councilmember Norton 1. Consideration and action to approve contract EM25-LSM02 for Landscape Maintenance Services for City facilities, rights of way, and parks with selected vendors. (Parks & Recreation, Public Works) Nick Russo, Public Works Director, gave a presentation on the Landscape Maintenance Services for city facilities rights of way and parks. A single vendor has been utilized to service all contracted areas over the last 4 years. The city is transitioning and recommending multiple vendors for the next contract which increases competition while driving down lower pricing in some areas. The scope of work was broadened for the new contract and ancillary services were included for the new contracts. A Request for Proposals (RFP) was issued that provided pricing tied to areas of specialization: Facilities & Utilities, HURF (Streets), and Parks. After review of the proposals, staff is recommending the acceptance of the highest evaluated bid responders; Arizona Superior Landscaping and Premier Landscaping Management. Councilmember Eldridge asked how staff would distinguish which contractor did the work they were assigned, and he would like to see a clause added to the contract that requires the contractor to identify things such as dead trees, dry grass, fire hazards and serious irrigation flooding. Mr. Russo stated in order to identify which contractor was responsible for each area, the contracts were awarded as such: facilities and utilities contracts for landscape maintenance and parks landscape are recommended to be awarded to Premier Landscape Management and the HURF or street right of ways are recommended to be awarded to Arizona Superior Landscape. There are maps within each project area that delineate what is covered by each contract. Staff can look into adding an addendum to the contract to cover the items mentioned. Councilmember Gentry asked how many years the contract would be for, over the life of the contract, was it correct the total would be $1,308,000, how many companies responded to the request for qualifications, were any of the vendors from El Mirage, and how the money was split between the contractors. Mr. Russo stated the contracts are for three years with two possible one-year extensions. The amount stated was correct, which is the maximum budgeted amount. Seven contractors responded to the request for proposals and one contractor was from El 3 Regular Meeting - Council Minutes September 3, 2025 Mirage. Arizona Superior Landscaping would get $166,623.40 for the right of way maintenance and Premier Landscape Management would be awarded $32,322.48 and $114,647.40 for facilities and utilities and parks. Councilmember Dorcey stated she has not always been happy with the vendors in the past and likes the idea of introducing potential competition and increased oversight and hopes this will bring better service. Councilmember Gentry asked if homeowners' associations were included in this proposal. Mr. Russo stated this proposal was only for city-owned and controlled areas. Vice Mayor Parsons asked if it was correct that having two vendors would allow staff the opportunity to contact the other vendor in emergency situations. Mr. Russo stated that was correct. Councilmember Eldridge asked that if one company is faulting, would the funds shift and we pay more. Mr. Russo stated the funds are capped at the budget maximum. Councilmember Norton asked what new locations are included in the landscaping projects. Mr. Russo stated the two new locations are the New Library Park and Sundial 4. Councilmember Dorcey moved, seconded by Mayor Hermosillo. Motion carried. (6/1) NAY: Councilmember Gentry 7. CITY MANAGER'S COMMENTS & SUMMARY OF CURRENT EVENTS The City Council may not act upon any matter in the City Manager's summary but may have general comment or questions. No comments by City Manager Dyches. 8. MAYOR'S COMMENTS and COUNCIL SUMMARY OF CURRENT EVENTS The Mayor and City Council may not discuss or act upon any matter in the summary unless the specific matter is properly noticed for legal action. Councilmember Dorcey stated she attended the League of Cities and Towns Conference. It was very well attended and there were good breakout sessions. Councilmember Eldridge attended the League of Cities and Towns Conference and thought the team represented El Mirage well, and he learned a lot. Councilmember Eldridge thanked City Manager Dyches and Jorge Gastelum for help with the Thompson Ranch roadway area. Councilmember Gentry stated she attended the League of Cities and Towns Conference and received a lot of information and brought back a lot of items. Councilmember Norton stated she attended the League of Cities and Towns Conference. This was the eighth conference attended and glad to see the new councilmembers attend. Councilmember Winston stated she attended the event at Estrella Community College and listened to Secretary of State Adrian Fontes speak. It was very informative and a great session. Mayor Hermosillo thanked Vice Mayor Parsons for leading the meeting in her absence. 4 Regular Meeting - Council Minutes September 3, 2025 Vice Mayor Parsons stated she attended the League of Cities and Towns Conference and learned a lot as well as made good connections. 9. ADJOURNMENT _____________________________ Alexis A. Hermosillo, Mayor ATTEST: I hereby certify the aforementioned minutes are a true and accurate record of the Regular El Mirage City Council Meeting held on Wednesday, September 3, 2025, and a quorum was present. 5 Regular Meeting - Council Minutes September 3, 2025