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Town of Wickenburg
MINUTES
WICKENBURG COMMON COUNCIL
REGULAR MEETING
Monday, August 7, 2023 - 5:30 P.M.
155 N. TEGNER - COUNCIL CHAMBERS
WICKENBURG, ARIZONA 85390
A. CALL TO ORDER - Mayor Pereira cailed the meeting to order at 5:30 PM
B. PLEDGE OF ALLEGIANCE - Led by Town Manager Stephen Erno
C. INVOCATION - Led by Pastor Josh Hitchcock, First Southern Baptist Church
D. ROLL CALL
Present: Mayor Rui Pereira
Vice Mayor Kristi Henson
Councilmember Kristy Bedoian
Councilmember BG Bratcher
Councilmember Brian Jones
Councilmember Art Rubash
Absent: Councilmember Rebecca Rovey
Staff Present: Stephen Erno, Town Manager
Trish Stuhan, 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
e Vice Mayor Kristi Henson helped Rotary give away about 300 backpacks on July
22™1, which was more than the previous year. She attended the back-to-school
breakfast for the school district on July 24" to welcome all the teachers back-to-
school. Early August she attended the Rural Conference in Globe with seminars
including ones regarding infrastructure funding, rural development, and workforce
of the future.
Town Council Minutes of August 7, 2023
Page 8 of 16
2. Public Hearing and Action on a New Liquor License Application, Series #12 to
Zane Burger, 1151 W. Wickenburg Way, Applicant Kenneth William Mindnich,
and Forward a Recommendation to the Arizona Department of Liquor Licenses
and Control
Amy Brown, Town Clerk reported that Kenneth William Mindnich has applied for
a new liquor license, Series #12, for Zane Burger, located at 1151 W.
Wickenburg Way. Series #12 is for restaurant bar sales on the premises. This
non-transferable, on-sale retail privileged liquor license allows the holder of a
restaurant license to sell and serve all types of spirituous liquor solely for
consumption on the premises of an establishment which derives at least forty
percent (40%) of its gross revenue from the sale of food. Failure to meet the 40%
food requirement may result in revocation of the license.
The application was appropriately posted for twenty days. The Town Clerk's
Office did not receive any comments from the public. Additionally, the application
was forwarded to the Police Department and the Community Development
Department for their review. There were no issues identified with the application.
Public Hearing opened at 6:16 PM by Mayor Pereira.
Public Hearing closed at 6:16 PM with no input.
MOVED BY Councilmember Kristy Bedoian to forward a recommendation to the
Arizona Department of Liquor Licenses and Control to approve Kenneth William
Mindnich's application for a new Series #12 liquor license for Zane Burger
SECONDED BY Vice Mayor Kristi Henson
VOTE: 6 — 0 (Yes — Mayor Pereira, Vice Mayor Henson, Councilmembers
Bedoian, Bratcher, Jones, and Rubash) (Absent — Councilmember Rovey)
3. Presentation and Direction to Staff Regarding Rental Fees for Recreational
Sports Facilities
Tim Suan, Deputy Town Manager, stated that this item is a request from
Councilmember Rubash. While there are other parks and other rentable areas for
recreation, this presentation will be focusing on Sunset Park, which is home to
the majority of our fields and rentals. Sunset Park has four primary ballfields and
was initially built in the 1990s. Since then, we have made renovations, including
upgrades to the newly improved Peralta field. These fields are rented for
recreational purposes. The annual cost to maintain Sunset Park balifields is
estimated at $150,000, this covers labor, utilities, and materials. It's important to
note that this cost does not include capital improvements.
Town Councit Minutes of August 7, 2023
Page 9 of 16
WITHOUT WITH REFUNDABLE
LIGHTS LIGHTS DEPOSIT
Non-Resident $7.50 /Hr. $15.00 /Hr. $250.00
Resident $5.00 /Hr. $10.00 /Hr. $250.00
Local Non-profit $2.00 /Hr. $5.00 /Hr. $250.00
The above slide shows the field rental rates: those with lights and those without
lights. These fees are further divided into three tiered categories. At most non-
residents are charged $15 per hour per field per hour for lights, whereas local
nonprofits pay the least, with a rate of $5 per hour per field per hour with lights.
Additionally, in all cases, we charge a fully refundable deposit. The deposit is
applied per field per contract, not per day. For example, if you contract to rent
one field for one day, the deposit is $250. Similarly, if you contract to rent one
field for five days, the deposit remains $250. Deposits are specific to each field
and contract, which can span multiple days.
The below slide is from a comparative analysis. Every community is different.
Ultimately, we need to do what makes sense for Wickenburg. This slide shows
rates without lights. Some communities do not charge their local nonprofits for
field rentals and other communities don’t offer any discounted rates, such as we
do in our tiered system. The town is generally trending, lower for local nonprofit
rates than the comparable communities. We have the lowest rates for residence
or non-residence per field per hour, with or without lights. In no circumstance do
we charge the most of any of the communities that we have evaluated. Finally,
while conducting this analysis, staff learned that in some communities, local
organizations rarely rent fields on Friday, Saturday, or Sunday. The second slide
shows the same communities with lights due to the increased costs of lights,
which the town estimates to cost about $5.80 per hour per field.
Per field per day {8am-Spm) Without Lights
Municipality Payson ShuwLow Wickenburg Sedona Camp Verde Page (1) $0 for the first 2
Resident $225 $100 $45 $250 $140 7 $100 hours than $50 rate
thereafter
(2) $50 for times
ee $225 $100 $18 $0 $0 $0 over 2 hours
Monday ~ Thursday »$50 {3} All renters pay
same weekend
Non-Resident "$775 | $100 | $67.50 | $350 | $240 | $100 |
(4) rate Monday
Thursday
Non-profit | $225 | $100 | $18 $50 $0 0) $100 | (5)1ocal non-profits
Rental
do not pay a fee
Friday — Sunday Mon-Thurs 8am-
8pm
Town Council Minutes of August 7, 2023
Page 10 of 16
Municipanty Payson Show Low Wickenturg
Per field per day [Spm-20pm} With Lights
(Base Fee + Hourly Light Fee)
Sedona Cantp Verde
(1) $0 for the first 2
Page hours then $50 rate
Resident 1225 + $150] $100 + $50 | $50+$0 |$250 + $0] $50 + $0 [$100 + $125] thereafter
(2) $50 for times
over 2 hours
Local Non-Profit |§225 + $150| $100 +$50 | $25 + $0 $0 $0 (5) $0 | (5) local non-profits
iondey Tareas $50 do not pay a fee
Mon-Thurs 8am-
Nonresident |§225 4 $150] $100 + $50 | $75 +$0 |$250+ $0 |$100 + S0|$100 + S125] °°"
Non-profit $225 + $150) $100 + $50 | $25 + $0 $o $O ($100 + $125)
Friday ~ Sunday $50
Show Low
Municipatity Payson Wickenbury — Sedora
Camp Verde
Page
Fotbest vos (1) 12 (1) 12 12 6 6 months 12 (1) January 1 the fields open wp
fietts months months months months months for the year.
{5) 15
months (2) $0 for 4 br or less, $20 per
Concession (3) N/A $0 (4)$10 (3)N/A (2) SO $30 day ifneeded more than 4 hrs
and per
— 520 (3) does not have concessions.
Fie pee $50 $40 «©$50/field (6)N/A (6)N/A $40
pte ffield — /field /field | (4) Concessions: $10 per week
initial prep) during the times the fields are
rented by that organization
Cost Per 40 50 50 6)N/A (6) N/A 40
employee x s 5 $5 (6) N/ (6) N/ 5 (5) Traditional events get to
ir. te) book 15 months in advance
maintain
Cae $100 $500 $250 $o $300 So (6) Does not currently offer any
u additional field prep or staff
Depasit $100 $500 $250 $300 $300 $150 | time.
resident/non
sresident
The above slide continues the comparative analysis, shedding light on additional
factors. We offer a rolling calendar for rentals, allowing reservations up to 15
months in advance for traditional events. In contrast, other communities have
limitations, with reservations often limited to six months or starting on January 1.
When it comes to deposits and concession rental fees, we find ourselves in the
middle of the road compared to other communities.
Fee: Energy Expen: Field Prep
Without / With lights Without / With Lights Expense:
Per Hour Per Hour Per Day
Non-Resident $7.50 / $15.00 $0.00 / $5.80 $50
Resident $5.00 / $10.00 $0.00 / $5.80 $50
Local Non-profit $2.00 / $5.00 $0.00 / $5.80 $50
This chart shows revenues and expenses per hour and rental. Expenses only
include energy costs when the lights are turned on and the field preparation
expense only occurs once a day with each field rental. Wickenburg enjoys a
healthy volume of field rentals as well as rentals from diverse groups both within
and outside of Wickenburg.
Town Council Minutes of August 7, 2023
Page 11 of 16
Estimated Revenue Estimated Expenses Net
Per Year Per Year
Non-Resident $12,000 $3,000 $9,000
(24 days/4 fields)
Resident $115 $100 $15
(2 days/1 field}
Local Non-profit $5,000 $43,000 ($38,000)
(150 days/4 fields)
This chart estimates the revenues and expenses of a typical year of rentals. In a
typical year we estimate non-residents using 4 fields for 24 days. The estimate of
revenues collected includes the use of lights for part of the day as well as an
estimate of the expense to the Town such as energy costs and field preparation.
The right column shows a net of $9,000 which helps offset the cost of having and
maintaining the ball fields. Resident rental is very minimal, with only a few rentals
a year. Our local non-profit youth sports rent the fields around 150 days for all 4
fields which leads to a loss of $38,000. We estimate a typical loss of around
$29,000 a year for all rentals. Remember that the cost for operations is
approximately $150,000.
We have a few options to consider.
Option 1 is a cost recovery to recover the additional costs required to rent the
fields, currently this would be raising fees for local non-profits to cover the
additional costs of field preparation and energy costs when lights are used.
Option two would be to waive all fees associated with local non-profits, if the
council desires, while keeping all other rate tiers the same. While this would
relieve our local groups of fees, this would go against goals set by council
since 2015 and nearly every year since, of fiscal sustainability and cost
recovery. Fees were instituted due to improper use of the facilities including
booking the fields for four months straight every day of the week, regardless
of use, which leaves no room for the public or outside organizations to use
the field. In addition, there was wasteful energy consumption since there was
not a cost for the lights, and people just left the light on until they
automatically shut off at 10:00 even though they may have vacated the field
at 7:00, thus disturbing the neighbors and wasting energy. Consideration
should also include how we should replace that revenue stream to cover
costs.
Option three keeps everything the same. Currently we are losing an average
of $28 per day when a local non-profit rents Sunset Park. Our fee schedule
tier for local non-profits does not cover energy costs for lights. This option
does not eliminate fees for local youth sports.
Option four would change rates to accomplish the objective of waiving fees
for local non-profits as well as accomplishing some cost recovery.
¥ First, our non-profit tier would have rental fees eliminated for the majority
of the days they currently use Monday-Thursday.
Town Council Minutes of August 7, 2023
Page 12 of 16
¥ Second, we would charge a flat Monday through Thursday rate for
residents and non-residents. Staff recommends a rate of at least $50 per
field per day plus an additional $7 per hour per field for lights when
requested. This approach is more efficient for operations and renters, it
also ensures that user fees cover the town’s additional expenses. At the
base rate of $50 we would still have the lowest fees for both residents and
non-residents for typical usage.
Y Finally, we would create a weekend flat rate applicable to all renters for
the remaining days of the week, Friday through Sunday. Staff
recommends a rate of at least $100 per field per day plus an additional
$25 per hour per field when lights are requested. This change would also
create efficiencies as well as provide cost recovery. At this rate, we would
be comparable to the lowest rates with the communities compared. As a
reminder, we had by far the lowest rates for both residents and non-
residents.
Carlos A Reyes Jr., Out-of-Town Resident, reported that he is the president of
the Little League and will be the varsity head baseball coach. His preference is
option 2 to waive the fees for the Little League and youth sports. He also stated
that being able to play on Saturday is important to allow parents to be in
attendance and to not have to do everything on schoo! nights.
Coleen Peterson, In-Town Resident, stated that her two areas of concern are
sports and kids, so this item deals with both. Little League charges a minimal fee
to the kids to play and they are run by all volunteers. She also preferred the
option of not charging the local non-profit sports groups.
Councilmember Rubash stated that he asked for option 2 to waive the fees. This
should be a park for Wickenburg citizens. The local kids should come first. Tax
dollars pay for the lights and maintenance. The park was donated and built
primarily with grant funds. The fees only came in 2015. He grew up playing youth
sports and coached. He would also like to get rid of the out-of-town teams
playing on the fields.
Councilmember Jones stated that this issue is also important to him, and he
would like to reduce or not charge the kids. He wondered what the usage was on
Friday, Saturday, and Sunday for the local groups and if there were any requests
from Little League to use the fields on Friday and Saturday. Taylor Fischer,
Special Events Program Manager, stated that the tournament groups played
during 24 weekends. American Youth Soccer Organization (AYSO) played on
Friday and Saturday. Little League used a few Saturdays but were usually on
Monday through Friday. She doesn’t have any requests currently for the
weekend from Little League.
Town Council Minutes of August 7, 2023
Page 13 of 16
Mayor Pereira offered option 5 to waive the local youth sports and increase the
amount paid by the out-of-town groups to cover the local revenue that will be lost
with the waiver.
Councilmember Jones stated that the town should only allow out-of-town groups
to use if those dates aren’t chosen by the local groups.
Councilmember Rubash said that they could play in July.
Deputy Town Manager Suan stated that there is a policy, set by the Council, that
the field rentals are on a first come, first served basis with a preference for
traditional events. Town Attorney Trish Stuhan stated that the policy can come
back at a later meeting to change the prioritization as that is not on the agenda.
Mayor Pereira suggested bringing the policy on the priorities back along with the
fees to change them.
Councilmember Bedoian stated that she has been asking for the property taxes
to be lowered as the residents should come first.
Vice Mayor Henson stated when the fields were built, it was only local kids that
played on it. Her understanding is that the Council can reduce fees effective
immediately, but to raise fees there is a process. She did some quick math and
through that the non-resident rate should be raised to $78 and resident rate to
$50 with non-profits being charged $0. Town Attorney Stuhan confirmed that the
waiving of the fees for the local non-profits can be done tonight. In order to raise
fees, a notice of intent needs to be given with the posting of the changes and
reasons.
Vice Mayor Henson stated that the locals should come first, especially the kids.
She thought that those groups should get them in line with the dates and then
allow the outside groups to come in at an increased rate.
Councilmember Bedoian agreed to waiving the fees for the local youth and raise
the fees for the out-of-town. She thought the deposit should still be charged for
all groups and that they need to make sure to turn off the lights. When the fields
are empty, should be the time to bring in the out-of-town as those groups do
promote Wickenburg. She does see business from the groups in town and even
had some of them come back at other times since they enjoyed Wickenburg.
Councilmember Jones asked what the local teams needed. Mr. Reyes stated that
they need to be able to play games on Saturday and practice on Friday. His plan
is to start the league on March 1, 2024, which is a month earlier so that they
have more playing time before the all-stars.
Town Council Minutes of August 7, 2023
Page 14 of 16
Councilmember Bratcher wondered about an estimate on the travel teams and
how much they bring in for revenue. Mr. Reyes stated that one group had a cost
of $700 per team with approximately 30 teams for the weekend plus entrance
fees of $8. They also bring in their own food trucks.
Councilmember Bratcher would like to not charge the local youth sports and talk
about scheduling at the next meeting.
Town Attorney Stuhan stated that the policy can be amended in the future. The
town will also have to bring back the fees to increase the fees for out-of-town
groups and can start waiving the fees for the local non-profits right away.
Councilmember Rubash originally was going to make a motion to waive fees for
local non-profits and increase the travel team field rental fees. Then it was
clarified to say that they should waive the fees for local non-profit youth sports for
field rentals. Town Attorney Stuhan stated that a motion was not required as staff
had direction and can move forward to immediately waive the fees for the field
rentals for local youth sports non-profit organizations.
Then the question was brought up about the deposits, concession stands and
storage fees, which can be clarified in the fees that will come back.
Councilmember Rubash was okay with keeping the deposit the same as it was
refundable.
Councilmember Bratcher wondered about a contract to clarify all the issues.
Mayor Pereira asked if the direction was clear to eliminate the fees for the local
youth sports now and then bring back the policy and other fees.
Town Manager Erno stated that he has enough direction to keep charging the
deposits, waive the fees for non-profit youth sports field rentals and bring back
the fees and policy.
4. Consideration and Action to Approve Resolution 2336, Adopting a Code of Ethics
Policy for Public Officials
Stephen Erno, Town Manager, stated that this is a policy for the Council, Board,
Committee and Commission Members to have a Code of Ethics. This is designed
to promote ethical behavior and provide a positive example. This policy was
brought up in the past, but now that there is not an issue is time to look at it
again. The decision to adopt this is at Council’s discretion.
Nohl Rosen, In-Town Resident, wanted to know who will enforce the policy and
stated that the Council should be following their oath of office and upholding the
Constitution.