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Pieces Town of Wickenburg MINUTES WICKENBURG COMMON COUNCIL REGULAR MEETING Tuesday, September 5, 2023 - 5:30 P.M. 155 N. TEGNER - COUNCIL CHAMBERS WICKENBURG, ARIZONA 85390 A. CALL TO ORDER - Mayor Pereira called the meeting to order at 5:30 PM B. PLEDGE OF ALLEGIANCE - Led by Police Chief Les Brown C. INVOCATION - Led by Pastor Duane Middleton, Mt. Hope Assembly of God Church D. ROLL CALL Present: Staff Present: Mayor Rui Pereira Vice Mayor Kristi Henson Councilmember Kristy Bedoian Councilmember BG Bratcher Councilmember Brian Jones Councilmember Rebecca Rovey Councilmember Art Rubash Stephen Erno, Town Manager Allen Quist, Town Attorney Tim Suan, Deputy Town Manager/Economic Development Steve Boyle, Community Development Director Amy Brown, Town Clerk Les Brown, Police Chief Tarah Mayerhofer, Human Resources Director Ed Temerowski, Fire Chief Stephanie Wojcik, Finance Director Herschel Workman, Public Works Director E. MAYOR & COUNCILMEMBERS REPORT ON CURRENT EVENTS Councilmember Art Rubash stated that many of the youth sports have started including soccer and football. Councilmember BG Bratcher congratulated Rachel Willis on winning National Outstanding Specialist. She attended a summer policy class at ASU. At Glendale Community College, she attended a ribbon cutting for their new cyber security program. She also attended the League of Arizona Cities and Towns conference this past week. Town Council Minutes of September 5, 2023 Page 5 of 14 Tim Suan, Deputy Town Manager, reported in his Council routing form that in June 2022, the council directed staff to work with Bearcat Manufacturing Company to update and renew the lease of approximately 1.7 acres of town- owned property adjacent to their manufacturing plant located north of the Wickenburg Municipal Airport. An appraisal of the property was conducted establishing fair market rent at $1,175 per annum. By a 7-0 vote under the Consent Agenda, Council moved to approve the lease agreement with EDECO-Southwest Service Company, LLC. for the rent of approximately 1.7 acres of real property and authorize the Mayor to execute the contract. 2. Public Hearing on Annexation 23-01 Titled Black Mountain Consisting of Approximately 160 Acres of Vacant Land Steve Boyle, Community Development Director, reported that in May of 2023, the Town Council approved an annexation application for vacant land on the far west end of the town. The land is privately held by Rancho Rio Land & Livestock, LLC and is all currently vacant. The annexation blank petition was filed at the Maricopa County Recorder's Office on August 9th, which started the 30-day clock to begin the process. Once the 30-day waiting period has expired, staff will send out the petition to the property owner for signature. The land is located just east of Black Mountain and is bound by the town limits on the southern property line and then connects to Black Mountain Road. There are no development plans currently, but the property owner desires all their land to be within the town limits. The zoning is rural residential as this is very remote with mostly hunters and cattle occupying the area now. Public Hearing Opened by Mayor Pereira at 5:53 PM Public Hearing Closed with no input at 5:53 PM 3. Consideration and Action Approving a Notice of Intent to Amend the FY 2023-24 Consolidated Fee Schedule for Athletic Field and Rental Fees and Approve Resolution 2338 Amending the Policies and Procedures for Facility Rental and Special Event Services Tim Suan, Deputy Town Manager, reported that this is a follow-up to the direction given by the Council on August 7, 2023, to waive field rental fees for local non- profit youth sports and bring forward fee changes and scheduling policy changes. These changes include the Council's direction to waive rental fees for local non- profit youth sports organizations for the use of athletic fields, concessions, and storage. Town Council Minutes of September 5, 2023 Page 6 of 14 The changes to the fee schedule include the following: * Change the deposit name to Athletic Fields to include all parks fields. * Allow one storage space per local non-profit with a traditional recurring event. * Waive fee for local non-profit youth sport organizations for storage space. * Waive fees for concessions for local non-profit youth sports organization and clarify charge for others. * Waived field rental and lights fees for local non-profit youth sports organizations. * New Fee for Local non-profit, residents, and non-residents with a field rental base fee and lights fee to cover costs. This will start the process to change the fees with a notice of intent which will appear on the town website for 60 days. The final approval will come back to the Council on November 6" with the new fees then being effective on December 6". The change to the policy includes the following: * Change our current “Traditional Event” to “Traditional Local Non-profit Event’. This would eliminate residents & non-resident from being able to book more than 12 months in advance. * Changed the job title on the policy to Special Event Program Manager. * Removed 1av since our facility reservation process does not go through the Clerk’s office. * Add that the misuse of lights or a renter not locking up a facility could result in the renter losing their deposit. * Add wording for the Town to be able to close a park for an extended period of time at any time for maintenance and/or grass reseeding. * Add clarification that a local non-profit youth sports organization must submit a special event application, sign a contract, pay a deposit each year even though the rental fees are waived for recreational use. Councilmember Bratcher would like to take out the traditional event so changing 1A3 by taking out traditional and taking section 2A2 out completely. Councilmember Bedoian wondered about the outside groups that were destroying the fields, she asked if this is a large enough deposit for the travel clubs. Director Workman stated that the travel teams have a lot of games over one weekend, which then requires more maintenance. The $250 deposit should be adequate as he didn’t think that we would have travel teams anymore with the new setup so it would get used by the local groups only. Town Attorney Quist recommended the following changes based on the request from Councilmember Bratcher and the Council can just approve based on the recommended changes, so it is clear in the minutes. e Delete the word traditional from Aic e Delete section B1b in its entirety e Renumber subsequent sections Town Council Minutes of September 5, 2023 Page 7 of 14 MOVED BY Councilmember Kristy Bedoian to approve the notice of intent to amend the Consolidated Fee Schedule for athletic field rentals and approve Resolution 2338 amending the policies and procedures for Facility Rental and Speciai Event Services with the revisions by the Town Attorney SECONDED BY Councilmember Rebecca Rovey VOTE: 7 — 0 (Yes — Mayor Pereira, Vice Mayor Henson, Councilmembers Bedoian, Bratcher, Jones, Rovey and Rubash) 4. Presentation and Action to Award Bed Tax Marketing Funds in the Amount Up to $10,000 Councilmember Bedoian declared a conflict of interest. Tonya Forbrook, Grants and Public Information Administrator, reported that the Bed Tax Marketing Grant offers qualified applicants up to $5,000 of funding for a grand total of $10,000 of available funds. This is the third year of the program. During the FY23-24 solicitation there were seven organizations requesting funds for a total funding amount of $32,284. As a result, applications were evaluated and scored using the evaluation criteria in the grant application. Evaluation areas include program description, project needs, community impact, goals, and objectives, and leveraged resources. Total Funds Score | Requested 253 $3,100 —[Wickenburg Conservation Foundation 248 $5,000 _|Wickenburg Breast Cancer Network Organization 241 $5,000 _Wickenburg Jobs for Arizona Graduates Historic Wickenburg Downtown Merchants 233 $5,000 Association 233 $5,000 [Wickenburg Community Hospital 226 $5,000 _|Wickenburg Art Club 195 $4,184 [Friends of Music Lydia Abril, In-Town Business Owner, didn’t think that non-profits should receive tax dollars as she would never think of asking for taxpayer money to help print her information, which she handed to Council. Nohi Rosen, In-Town Resident, didn’t want non-profits to receive tax dollars and requested to abolish the bed tax. Councilmembers Rovey and Jones asked for a recap regarding the history of the bed tax. Deputy Town Manager Suan stated that the bed tax funding was designed to promote economic development and tourism in town by reinvesting the money into the community to draw more people to Wickenburg. This bed tax