NOTICE OF A SPECIAL MEETING OF THE COMMON COUNCIL OF THE TOWN OF CLARKDALE

Tuesday, June 22, 2021 at 4:00 P.M. (HYBRID ZOOM AND IN PERSON MEETING)

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PURSUANT TO A.R.S. §38-431.02, NOTICE IS HEREBY GIVEN to the members of the Common Council of the Town of Clarkdale and to the general public that the Town of Clarkdale Common Council will hold a Special Meeting open to the public on Tuesday, June 22, 2021, at 4:00 p.m. in a hybrid meeting via Zoom Video Conference for the public and in person for Council andStaff at 19 N. Ninth Street, Clarkdale, Arizona, Clark Memorial Clubhouse, Men’s Lounge.Members of the Clarkdale Common Council will attend either in person or by telephone, video or internet conferencing. Pursuant to A.R.S. §38-431.03, the Council may vote to recess themeeting and move into Executive Session on any item, which will be held immediately after thevote and will not be open to the public. Upon completion of Executive Session, the Council mayresume the meeting, open to the public, to address the remaining items on the agenda.

Supporting documentation and staff reports furnished to the Council with this agenda are available for review on the Town website at www.clarkdale.az.gov and the Town Clerk’s Office.

The undersigned hereby certifies that a copy of this notice was duly posted on the Community Development Building bulletin board, located at 890 Main Street, Clarkdale, Arizona and on the Town of Clarkdale’s website on June 17, 2021 at 1:00 p.m.

Mary Ellen Dunn

MARY ELLEN DUNN TOWN CLERK

ALL ITEMS ON THIS AGENDA ARE SCHEDULED FOR DISCUSSION AND POSSIBLE ACTION, UNLESS OTHERWISE NOTED.

1. CALL TO ORDER

2. PUBLIC COMMENT – The Town Council invites the public to provide comments at thistime. Members of the Council may not discuss items that are not specifically identified onthe agenda. Therefore, pursuant to A.R.S. §38-431.01(H), action taken as a result ofpublic comment will be limited to directing staff to study the matter, responding to anycriticism or scheduling the matter for further consideration and decision at a later date.Persons interested in making a comment on a specific agenda item are asked to complete

As a reminder, if you are carrying a cell phone, electronic pager, computer, two-way radio, or other sound device, we ask that you turn it off at

this time to minimize disruption to this meeting.

a brief form and submit it to the Town Clerk during the meeting. Each speaker is asked to limit their comments to five minutes.

3. CONSENT AGENDA - The consent agenda portion of the agenda is a means of expediting routine matters that must be acted on by the Council. All items are approved with one motion. Any items may be removed for discussion at the request of any Council Member.

A. Reports - Approval of written Reports from Town Departments and Other AgenciesBuilding Permit Report – May 2021Capital Improvements Report – May 2021Magistrate Court Report – May 2021Water and Wastewater Report – May 2021Police Department Report – May 2021Special Event Liquor License Recommendations: Block Party 6/11/21; Wine Pull 10/23/21CAT/LYNX Transit Report – NoneVerde Valley Humane Society – May 2021

B. Common Council of The Town Of Clarkdale, Pursuant To Arizona Statutes, Calls For Executive Sessions - The Council may vote to discuss the following matters in executive session pursuant to A.R.S. § 38-431.03(A) The Executive Sessions are hereby called for the following dates/times in the Clark Memorial Clubhouse, 19 N. Ninth St., Clarkdale Arizona:

• 06/29/21 4 P.M.• 07/06/21 4 P.M.• 07/13/21 5 P.M.• 07/20/21 4 P.M.• 07/27/21 3 P.M.

C. Clarkdale Historical Society and Museum Facilities Use Agreement -Approval of the 2021-2022 reimbursement agreement for the use of Town facilities by the Clarkdale Historical Society and Museum.

D. Friends of Clark Memorial Library Facilities Use Agreement - Approval of a reimbursement agreement for the use of Town facilities for the Friends of Clark Memorial Library.

E. Made in Clarkdale Facilities Use Agreement - Approval of the 2021-2022 reimbursement agreement for the use of Town facilities by Made in Clarkdale, Inc.

F. Clarkdale-Jerome School District Repair and Maintenance Contract –Approval of an Intergovernmental Agreement between the Town of Clarkdale and Clarkdale Jerome School District to provide for the repair and maintenance of district vehicles.

G. Letter Of Support To The Economic Development Administration (EDA) On Behalf Of The Verde Valley Regional Economic Organization (VVREO) – approval of a letter of support regarding conceptual design and pre-engineering grant application for broadband.

NEW BUSINESS

4. BROADBAND PRESENTATION – A presentation by VVREO to Council on broadband.

5. FISCAL YEAR 2020-2021 BUDGET TRANSFERS - Discussion and consideration regarding authorization for fund transfers within the fiscal year 20/21 budget.

6. FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEARS 2021-2022 THROUGH 2025-2026 – Discussion and consideration of the adoption of the Town of Clarkdale’s 5-Year Capital Improvement Program for FYs 2021-2022 through 2025-2026.

7. TENTATIVE BUDGET FOR FY 21/22 - Discussion and consideration of tentative budget for FY 21/22.

8. INTERIM TOWN MANAGER SELECTION – Discussion and possible action regarding the appointment of a new Interim Town Manager and contract approval.

9. TOWN MANAGER RECRUITMENT PROCESS DISCUSSION – Discussion and possible action to select an executive recruitment firm and to prioritize, schedule, and outline a process to aid in the recruitment and selection of a new Town Manager.

9. FUTURE AGENDA ITEMS - Listing of items to be placed on a future council agenda

10. ADJOURNMENT

Persons with a disability may request reasonable accommodations by contacting the Town Hall at 639-2400 (TTY: 1-800-367-8939) at least 72 hours in advance of the meeting.

... COD History Transaction Report: MAY

Current Month Current

FY FY July - June

FY Permit Type

Numbers Month

Numbers 2019-2020

Numbers Posted Fees Posted Fees

Building Permits & DRB, Zoning etc. 37 $ 40,201.70 253 $ 164,489.75 310

Business & Animal Licenses 8 $ 220.00 345 $ 10,070.00 122

TOTAL 45 $ 40,421.70 598 $ 174,559.75 432

Fees Collected

$200,000.00

$180,000.00

$164,489.75

$160,000.00

$140,000.00

$120,000.00

$100,000.00

$80,000.00

$60,000.00

$40,201.70 $40,000.00

$20,000.00 $10,070.00

$220.00 $3,435.00

$-

Current Month Posted Fees FY July - June 2019-2020 Posted Fees FY July - June 2020-2021 Posted Fees

■ Building Permits & DRB, Zoning etc. B Business & Animal Licenses

FY July - June Open

Open Project 2020-2021

Numbers Report

Posted Fees Balance

$ 274,742.75 397 $ 45,635.30

$ 3,435.00 0 $ -

$ 278,177.75 397 $ 45,635.30

$45,635.30 -----

$-

Open Project Report Balance

Staff Report

Agenda Item: Clarkdale Historical Society & Museum Facilities Use Agreement - Discussion and consideration of the 2021-2022 Reimbursement Agreement for the use of Town Facilities by the Clarkdale Historical Society & Museum.

Staff Contact:

Meeting Date:

Joni Westcott, Parks & Recreation Manager

June 22, 2021

Background: In consideration of the wide-ranging and beneficial work done by the Clarkdale Historical Society and Museum (CHSM), in 2011 the Town began executing an annual Facility Reimbursement Agreement to allow discounted use rates.

It should be noted that the Town also has a separate Lease Agreement with the CHSM that was first approved in August 2011 for use of the 2-story Town-owned facility at 900 First North Street where the CHSM is currently located. This agreement establishes that the Town will provide the building at no charge (and sets forth a value for the rent of $13,188 - $52,752 per year) to the CHSM, in consideration for the following:

• The CHSM will occupy the premises as a primary advocate and representative forClarkdale's history and heritage, and in doing so shall:

o Conduct regular events centered on the history and heritage of Clarkdale;o Have open to the public a museum depicting the history and heritage of

Clarkdale;o Adhere to the terms of any Lease and/or Loan Agreements with Clarkdale; ando Adhere to other responsibilities as agreed upon by both parties.

CHSM's current strategic plan initiates increased "history awareness" events in the community. They have accomplished this with their "First Friday's" historical presentations that typically bring in 80 plus attendees. They plan to decrease the number of these presentation for the upcoming year but are still committed to educating the community on our abundant history. Below are the proposed changes to the 2021-2022 agreement:

Facili

Clark Memorial Clubhouse Men's Loun e Clark Memorial Clubhouse Men's

Clark Memorial Clubhouse Auditorium

Clark Memorial Clubhouse Auditorium/Ladies

Da s Event

Two (2) days per Historic Annual Home/Building ear Tour and Annual Meetin

Sixteen (16) days per History presentations including

One (1) Day

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Annual MeetingHistory presentations including First Frida 's Events

Questers Historical E>vent

Agenda Item:

Staff Contact:

Meeting Date:

Staff Report

Friends of Clark Memorial Library Annual Agreement -Discussion and consideration of the 2021-2022 Reimbursement Agreement for the use of Town Facilities for the Friends of Clark Memorial Library.

Joni Westcott, Parks and Recreation Manager

June 22, 2021

Background: On June 16, 2017 the Friends of Clark Memorial Library (FCML) was issued their 501(c) (3) Arizona non-profit status in an effort to dedicate financial support to the Clark Memorial Library (CML) which is operated by the Yavapai County Free Library District. Their goal was to raise at least $12,000 annually to be used for the purchase of library materials and to support library programming. Working together with the Yavapai County Library District, the FCML have dedicated much of their time to collecting materials and creating a bookstore within the library specifically to raise funds for their cause. In addition, the group holds small outside book sales at public events in the community.

In June of 2018 the Council approved an annual agreement for the FCML to use the Clark Memorial Clubhouse to hold larger book sales throughout the year at the same rates that other Clarkdale non-profits receive. This helped improve revenues and lower expenses causing an overall benefit to the Clark Memorial Library and thus the community.

Since this time, the FCML have supported the purchase of new materials for the CML. They have also assisted with capital improvements over the past few years such as wheels for all bookshelves located in the library center, a movie screen, window blinds, a media cart and chairs. In addition, they support community programming and the summer reading program.

The FCML are proposing no changes to their events in the 2021-2022 Annual Agreement.

Facility Days

Clark Memorial Clubhouse and ThFee Twelve f312) Gazebo days per year

Vendor Booth Six (6) days per year

Event Get:eaeF 19tA EMl: AAAi'veFsapt aAd other dates to ae determinedMeetings. fundraisers. events 4th of July. Concerts in the Parkand other dates/events to be determined

Staff Report

Agenda Item: Made in Clarkdale Facilities Use Agreement - Discussion and consideration of the 2021-2022 Reimbursement Agreement for the use of Town Facilities by Made in Clarkdale, Inc.

Staff Contact: Joni Westcott, Parks and Recreation Manager

Meeting Date: June 22, 2021

Background: Over the years, the Town has taken the opportunity to develop and uphold a mutually beneficial partnership with Made in Clarkdale, Inc. (MIC). Initially, the Town supported MIC's signature December art event by providing desired Clubhouse facilities and services at discounted fees by way of a single-event agreement. Beginning in 2013 and thereafter, Council executed annual agreements to include this main event and others which may be desired by MIC throughout the year.

MIC proposes no changes to their events in the 2021-2022 Annual Agreement.

Facility Days Event

Clark Memorial Clubhouse Eighteen (18) days

Various exhibits, art shows, Auditorium and Ladies' educational and children's Lounge/Kitchen

per year workshops

Vendor Booth Nine (9) days per year Clarkdale's Concerts in the Park (TOWN Event) Various recreational, educational

Clark Memorial To be determined by and Special Events, (each event Clubhouse/Other the TOWN to be pre-scheduled prior to

occurrence).

Currently, the cost for MIC's use of Town facilities is set at the following discounted rates:

Standard Annual Facility Resident Use Agreement Discount

Facility & Non-Profit Fee/Cost - 24 Fee/Cost - 24 Fee/Cost - 24 hrs. hrs.

hrs.

Clubhouse Auditorium $568.00 $48.00 ($520.00) Clubhouse Men's Lounge $448.00 $22.00 ($426.00) Clubhouse Ladies' $448.00 $37.50 ($410.50) Lounge/Kitchen

Staff proposes the existing reduced fees carry forward in the FY21-22 agreement renewal, with the continued belief this demonstrates a strong statement in support of the relationship with MIC.

Recommendation: Staff recommends approval of the 2021-2022 Facility Reimbursement Agreement for use of Town facilities by Made in Clarkdale, Inc.

Agenda Item:

Meeting Date:

Prepared By:

Background:

Discussion:

Clarkdale-Jerome School District Repair and Maintenance Contract - Approval of an Intergovernmental Agreement between the Town of Clarkdale and Clarkdale­Jerome School District to provide for the repair and maintenance services of the District vehicles.

June 22, 2021

Maher Hazine, P.E., Public Works Director/Town Engineer

The Town of Clarkdale has previously entered into a cooperative agreement with the Clarkdale-Jerome School District to share the services of an in-house mechanic.

This agreement (if approved) would be in effect until June 30, 2022 and will automatically renew annually for additional 1-year terms. The Town of Clarkdale fees shall be updated automatically based on revised wages as part of the renewal documentation.

It has been determined by both the School District and Town staff that such an agreement is the wisest and most economical means for providing services.

This agreement gives the Town the flexibility to accept service based on its current workload and availability of resources and keeps the Town whole by requiring reimbursement of costs associated with providing labor.

Recommendation: Approval of the an Intergovernmental Repair and Maintenance Service Agreement with the Clarkdale-Jerome School District for the period beginning July 1, 2021, ending June 30, 2022, and automatically renewing annually for additional 1-year terms.

Staff Report

Agenda Item: Letter Of Support To The Economic Development Administration (EDA) On Behalf Of The Verde Valley Regional Economic Organization (WREO) - approval of a letter of support regarding conceptual design and pre­engineering grant application for broadband.

Staff Contact: Tracie Hlavinka, Town Manager

Meeting Date: June 22, 2021

Background:

The Verde Valley Regional Economic Organization (WREO) has made broadband infrastructure a priority in their long-term strategic plan to assist with economic development and job creation. In the near future, WREO will apply for a grant with the Economic Development Administration. This application will consist of conceptual design and pre-engineering for broadband infrastructure in the Verde Valley.

Tracie Hlavinka, Clarkdale Town Manager, is the Broadband Committee Chair for WREO and has been assisting the organization to accomplish this long-range plan to provide broadband accessibility. Broadband Action Teams (BAT) have been organized in each municipality to identify obstacles and challenges derived from the lack of broadband in their community. This became abundantly obvious with the pandemic.

As stakeholders in the Verde Valley, WREO is requesting the Town of Clarkdale commit their support for this initiative and a financial commitment to assist with the 20% matching funds for the grant application. Other municipalities such as Cottonwood, Sedona, Camp Verde, Jerome and Yavapai County will be asked for the same financial commitment to meet the 20% match.

A letter has been drafted for the Mayor's signature in support of this regional project.

Recommendation: Staff recommends Council authorize the Mayor to sign the letter of support for the EDA grant application regarding conceptual design and pre­engineering for broadband.

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Staff Report

Agenda Item: BROADBAND PRESENTATION - A presentation by Verde Valley Regional Economic Organization (WREO) to Council on broadband.

Staff Contact: Tracie Hlavinka, Town Manager

Meeting Date: June 22, 2021

Background:

The Verde Valley Regional Economic Organization's (WREO) leadership, along with regional partners, have been working to add and improve broadband availability in the Verde Valley. Mary Chicoine will be updating the Council on the progress that has been made and provide the project's next steps which include applying for grant funding, design and development, along with the operation of the Middle Mile Network.

Recommendation: This is a presentation only, no Council action is required.

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Agenda Item:

Staff Contact:

Meeting Date:

Staff Report

FISCAL YEAR 2020-2021 BUDGET TRANSFERS - Discussion and possible action regarding fiscal year 2020-2021 budget transfers within the adopted budget to reflect year end expenditures.

Rob Sweeney, Interim Finance Director

June 22, 2021

Background: Arizona Revised Statutes Title 42, Chapter 17, Article 3 defines the requirements for the local government budget process. A city or town cannot increase its budget once the budget is approved by its governing body. The Statutes allow for the transfer of budget authority from one budget item to another if all of the following apply:

• The monies are available.• The transfer is in the public interest and based on a demonstrated need.• The transfer does not result in a violation of the limitations prescribed in article IX,

sections 19 and 20,. Constitution of Arizona (Le., property tax levy and expenditurelimitation requirements).

• A majority of the members of the governing body votes affirmatively on the transfer at apublic meeting.

Findings: The adopted budget is a plan of expected financial outcomes to meet the goals and priorities of the Council and community. Often times the best laid plan will need to be adjusted to deal with unforeseen expenses and/or the release of contingency funds per Council directive. The Town's FY 2020-2021 adopted budget has already been amended a few times this year to reflect Council-approved transfers for several initiatives, including the use of contingency ( designated) funds for an additional Public Safety Personnel Retirement System contribution, tablet purchases and park equipment/repair funding.

Town staff continually monitors the status of the adopted budget to ensure we remain on target in meeting Council priorities and compliant with State Statutes. Staff identified a number of instances where budget authority transfers are necessary. The recommended transfers do not increase the overall budget, as they reflect the use of available budget authority from one budget item to another. The recommended transfers in Table 1 conform to the Council­adopted Financial Policies.

Agenda Item: FISCAL YEAR 2021-2022 TENTATIVE BUDGET – Discussion and consideration of the adoption of a Tentative Budget for Fiscal Year 2021-2022.

Staff Contact: Rob Sweeney, Interim Finance Director

Meeting Date: June 22, 2021

Background: Staff recommends the adoption of the Town of Clarkdale’s Tentative Budget for Fiscal Year 2021-2022 in the amount of $15,283,426.

The budget development process began in January 2021 and culminated with the Town Manager’s Proposed Budget presentation to Council during the April 28, 2021 Budget Workshop. The Proposed Budget included staff’s recommended 5-year Capital Improvement Program (CIP), ongoing operations and maintenance budget needs and supplemental requests to enhance service delivery and improve Town operations.

The attached State budget forms represent the information that was presented at the Budget Workshop, including the draft CIP and all supplemental requests. There are a few changes staff is recommending to account for updates to revenue estimates, known expenditure changes and correction of some minor errors. The Tentative Budget includes various contingency reserves to ensure the budget contains sufficient expenditure authority to fund any unforeseen or emergency purchases as well as unanticipated grant awards. The Tentative Budget also conforms to the Council’s Financial Policies regarding Budget Stabilization Reserves.

Once approved, the official state forms will serve as the adopted Tentative Budget for Fiscal Year 2021-2022. Adoption of the Tentative Budget establishes the maximum expenditure limitation for the following fiscal year. The Final Budget may be adopted at a lesser amount, but it cannot exceed the Tentative Budget’s total. Once adopted, the required forms shall be published twice in a local newspaper as well as on the Town’s website in accordance with State Statute. Council will be asked to adopt the Final Budget on July 13, 2021 in a Special Meeting following a required public hearing.

Recommendation: Staff recommends that the Council adopt the Tentative Budget for Fiscal Year 2021-2022 as presented.

Staff Report

.. · . Staff Report 1s,a57

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Agenda Item: INTERIM TOWN MANAGER SELECTION AND CONTRACT

APPROVAL- Discussion and possible action regarding selection and appointment of an Interim Town Manager and authorization of contract approval.

Staff Contact:

Meeting Date:

Background:

Findings:

Mary Ellen Dunn, Town Clerk

June 22, 2021

On June 7, 2021, current Town Manager, Tracie Hlavinka, tendered her resignation to Mayor Prud'homme-Bauer. Ms. Hlavinka's current contract expired on May 31, 2021 and was subsequently extended by Council on June 8, 2021 to July 8, 2021. She has accepted a new position as the City Manager in Lago Vista, Texas.

The Town Manager position will become vacant as of July 9, 2021 and efforts to secure an executive recruitment firm and, ultimately a new Town Manager, have begun. The entire process may take several months and additional efforts to expedite this process are in the works, including the possibility of hiring the firm used in the previous recruitment.

In the absence of a permanent Town Manager, the Town of Clarkdale will fill the position with an Interim Town Manager beginning July 9th until the position is filled. From July 9th until the beginning date of the new Town Manager, the Town of Clarkdale will require services of a person to fill an interim position as Town Manager.

On June 15th staff was directed by Council to request Interim Finance Director, Rob Sweeney, to accept Council appointment as Interim Town Manager and to proceed with an Interim Public Management (IPM) contract. That contract is forthcoming and not ready for Council review at the time of this packet delivery and will be available prior to this meeting and today's Executive Session.

Recommendation: Staff recommends the Council appoint Rob Sweeney as Interim Town Manager and authorize current Town Manager, Tracie Hlavinka, to execute the contract provided herein.

Agenda Item:

Staff Contact:

Meeting Date:

Background:

Findings:

Staff Report

TOWN MANAGER RECRUITMENT PROCESS - Discussion and possible action to hire an executive recruitment firm to aid in the selection of a new Town Manager and authorize the Mayor to execute a contract in an amount not to exceed $21,300 plus expenses for advertising, background checks, and travel for finalists' interviews.

Mary Ellen Dunn, Town Clerk

June 22, 2021

The upcoming vacancy in the position of the Town of Clarkdale Town Manager requires an �xpedited _ recruitment process. Per Town Code Section_ A. ''The office of Town Manager is hereby established. The Town: Manager shall be appointed by the Co�.n�iJ. and he/she shall hold office during the pleasure of the Council."

Vice Mayor Hunseder and Council Member Regner will recall our previous experience in cooperation with Novak Consulting Group, particularly Senior Associate, Jenn Reichelt. Due to the need to fill this position, and the thoroughness of the previous performance by Novak, it is proposed that Council forego the Request for Proposal (RFP) process and retain the services of Novak Consulting Group once again. Past experience has shown that Novak was able to perform the services of prioritization and scheduling. This service would assist Council and expedite our process and search for the best person to serve as Town Manager of Clarkdale.

The RFP process is not required per Town Code 3-3-9 B." Professional or Specialized Services. The following are services that are exempt from the purchasing requirements herein:

Services which involve the exercise of professional discretion and independent judgment based on an advanced or specialized knowledge, expertise or training gained by formal studies or experience." The Code further provides that questions

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