Agenda


PURSUANT TO A.R.S. SECTION 38-431.01, THE GILA COUNTY BOARD OF SUPERVISORS WILL HOLD AN OPEN MEETING IN THE SUPERVISORS’ AUDITORIUM, 1400 EAST ASH STREET, GLOBE, ARIZONA. ONE OR MORE BOARD MEMBERS MAY PARTICIPATE IN THE MEETING BY TELEPHONE CONFERENCE CALL OR BY INTERACTIVE TELEVISION VIDEO (ITV). ANY MEMBER OF THE PUBLIC IS WELCOME TO ATTEND THE MEETING VIA ITV WHICH IS HELD AT 610 E. HIGHWAY 260, BOARD OF SUPERVISORS’ CONFERENCE ROOM, PAYSON, ARIZONA. THE AGENDA IS AS FOLLOWS:
REGULAR MEETING - TUESDAY, NOVEMBER 20, 2012 - 10 A.M.


1		Call to Order - Pledge of Allegiance – Invocation

2		REGULAR AGENDA ITEMS:

	A	Information/Discussion/Action to canvass the election results contained in the Official Canvass of the General Election held November 6, 2012, in Gila County, Arizona, and declare the results official. (Linda Eastlick)	Approved

	B	Information/Discussion/Action to acknowledge the extension of the Edward Byrne Memorial Justice Assistance Grant Program (JAG)#2009-DJ-BX-0304 between Gila County and the U.S. Department of Justice in the amount of $11,053 to continue to support overtime pay for deputies working with the Gila County Sheriff's Office Drug, Gang, and Violent Crime Task Force agents for the period October 1, 2012, through March 31, 2013. The Gila County Sheriff's Office would like to entertain any public comments from the audience. (Johnny Sanchez)	Acknowledged

	C	Information/Discussion/Action to approve a Professional Services Contract between Gila County and Terry Doolittle, Consultant, to perform an operational review and report of the Community Services Department for a sum not to exceed $15,000 for the period December 3, 2012, to February 28, 2013. (Don McDaniel)	Approved

3		CONSENT AGENDA ACTION ITEMS:

	A	Approval of Amendment No. 3 to an Intergovernmental Agreement (Contract No. DE101056001) between the Arizona Department of Economic Security and Gila County pursuant to Paragraph 3.3 Termination, Section 3.3.1 at the Contractor's request, and by mutual agreement of both parties, the Agreement is terminated effective the date of last signature.	Approved

	B	Approval of a Memorandum of Understanding between the Gila County Division of Health and Emergency Services and the Globe Unified School District No. 1 to continue providing the Tobacco Free Environments Program in the schools for the period July 1, 2012, through June 30, 2013.	Approved

	C	Approval of a Memorandum of Understanding between the Gila County Division of Health and Emergency Services and the Miami Area Unified School District No. 40 to continue providing the Tobacco Free Environments Program in the schools for the period July 1, 2012, through June 30, 2013.	Approved

	D	Approval of a Special Event Liquor License Application submitted by the Knights of Columbus to serve liquor at a special event on December 15, 2012.	Approved

	E	Acknowledgment of contracts under $50,000 which have been approved by the County Manager for the weeks of October 22, 2012, to October 26, 2012; and October 29, 2012, to November 02, 2012.	Acknowledged

	F	Approval of finance reports/demands/transfers for the week of November 20, 2012.	Approved

4		CALL TO THE PUBLIC: Call to the Public is held for public benefit to allow individuals to address issue(s) within the Board’s jurisdiction. Board members may not discuss items that are not specifically identified on the agenda. Therefore, pursuant to Arizona Revised Statute §38-431.01(H), action taken as a result of public comment will be limited to directing staff to study the matter, responding to criticism, or scheduling the matter for further discussion and decision at a future date.	Discussed

5		At any time during this meeting pursuant to A.R.S. §38-431.02(K), members of the Board of Supervisors and the Chief Administrator may present a brief summary of current events. No action may be taken on issues presented.	Discussed

IF SPECIAL ACCOMMODATIONS ARE NEEDED, PLEASE CONTACT THE RECEPTIONIST AT (928) 425-3231 AS EARLY AS POSSIBLE TO ARRANGE THE ACCOMMODATIONS. FOR TTY, PLEASE DIAL 7-1-1 TO REACH THE ARIZONA RELAY SERVICE AND ASK THE OPERATOR TO CONNECT YOU TO (928) 425-3231.

THE BOARD MAY VOTE TO HOLD AN EXECUTIVE SESSION FOR THE PURPOSE OF OBTAINING LEGAL ADVICE FROM THE BOARD’S ATTORNEY ON ANY MATTER LISTED ON THE AGENDA PURSUANT TO A.R.S. SECTION 38-431.03(A)((3)

THE ORDER OR DELETION OF ANY ITEM ON THIS AGENDA IS SUBJECT TO MODIFICATION AT THE MEETING


ARF-1409		Regular Agenda Item 2- A
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Linda Eastlick
Department:	Elections

Information
Request/Subject
Official Canvass of the November 6, 2012 General Election Results
Background Information
ARS 16-642(A) provides that the governing body holding an election shall meet and canvass the election returns not less than six days nor more than twenty days following the election. ARS 16-646(B) provides that a certified permanent copy of the official canvass be mailed immediately to the Secretary of State. The Secretary of State Election Procedures manual provides the Board of Supervisors shall: (1) Meet to canvass general election returns not less than six days nor more than 20 days after the general election; (2) Immediately provide a certified permanent copy of the county's official canvass to the Secretary of State.
Evaluation
Gila County conducted a General Election on November 6, 2012. The Board of Supervisors is required to canvass the returns for this election and send a certified copy of the canvass to the Secretary of State.
Conclusion
Gila County conducted a General Election on November 6, 2012. The Board of Supervisors is required to canvass the returns for this election and send a certified copy of the canvass to the Secretary of State.
Recommendation
The Elections Director recommends the Board of Supervisors review the General Election Canvass and declare the results of the election final.
Suggested Motion
Information/Discussion/Action to canvass the election results contained in the Official Canvass of the General Election held November 6, 2012, in Gila County, Arizona, and declare the results official. (Linda Eastlick)

Attachments
Certification Letter
ARS 16-642
ARS 16-646


ARF-1531			Regular Agenda Item 2- B
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Nancy Neumann
Department:	Sheriff's Office
Fiscal Year:	FY2012-FY2013	Budgeted?:	Yes
Contract Dates Begin & End:	9/8/09 to 3/31/13	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Edward Byrne Memorial Justice Assistance Grant (JAG) 2009-DJ-BX-0304
Background Information
The Edward Byne Memorial Justice Assistance Grant #2009-DJ-BX-0304 was awarded to the Gila County Sheriff's Office on September 8, 2009, for the sole purpose of using it to support law enforcement salaries for two sergeants and three deputies. This funding will allow the County to pay officers the necessary funds to continue to support overtime for deputies working with the Gila County Sheriff's Office Drug, Gang, and Violent Crime Task Force agents. The expiration date was for September 31, 2012. The Gila County Sheriff's Office received an extension until March 31, 2013.
Evaluation
The funding of the Edward Byne Memorial Justice Assistance Grant #2009-DJ-BX-0304 for the amount of $11,053 will allow the County to pay officers the necessary funds to continue to support overtime for deputies working with the Gila County Sheriff's Office Drug, Gang, and Violent Crime Task Force agents.
Conclusion
The funding of the Edward Byrne Memorial Justice Assistance Grant #2009-DJ-BX-0304 in the amount of $11,053 will allow the County to pay officers the necessary funds to continue to support overtime for deputies working with the Gila County Sheriff's Office Drug, Gang, and Violent Crime Task Force agents.
Recommendation
The Gila County Sheriff's Office requests the Gila County Board of Supervisor's approval for the extension on Grant #2009-DJ-BX-0304 - Edward Byne Memorial Justice Assistance Grant Program (JAG).
Suggested Motion
Information/Discussion/Action to acknowledge the extension of the Edward Byrne Memorial Justice Assistance Grant Program (JAG)#2009-DJ-BX-0304 between Gila County and the U.S. Department of Justice in the amount of $11,053 to continue to support overtime pay for deputies working with the Gila County Sheriff's Office Drug, Gang, and Violent Crime Task Force agents for the period October 1, 2012, through March 31, 2013. The Gila County Sheriff's Office would like to entertain any public comments from the audience. (Johnny Sanchez)

Attachments
2012 Grant Award Extension Email from DOJ
2009 DJ BX 0304 Award letter


ARF-1542			Regular Agenda Item 2- C
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Don McDaniel Jr.
Department:	County Manager
Fiscal Year:	2012/2013	Budgeted?:	No
Contract Dates Begin & End:	12/10/12 to 02/28/13	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Professional Services Contract with Terry Doolittle, Consultant, to provide operational review consulting services to Gila County.
Background Information
The Gila County Department of Community Services provides a variety human service programs to the citizens of the county including: Gila Education and Special Training (GEST), Community Action Program (CAP), Housing Rehabilitation, Re-employment Pre-layoff Assistance (REPAC), and Workforce Investment Assistance (WIA/WIB). These are all grant funded and complex in their administration and accounting procedures.
Evaluation
These Community Services programs are all grant funded and complex in their administration and accounting procedures. Opportunities to leverage funds and recoup indirect and administrative costs are advantageous to the County, but are extremely complex to administer and track. A thorough operational review of the administrative and financial operations in the Community Services Department is needed. Terry Doolittle, Consultant, is uniquely equipped to perform an operational review of the Community Services Department.
Conclusion
The Community Services Department review and report will include: grants administration, billing and invoicing; accounting by project and general ledger; general fund subsidy; fiscal year discrepancy; contracts for service, centralize, standardize, blanket; organizational options, grant/financial and program administration. Mr. Doolittle is a former County Manager in Arizona and has extensive education and experience in govermental financial matters, including previous employment with the Arizona State Auditor General's Office. He is eminently qualified for this assignment. His Biography is attached.
Recommendation
The County Manager recommends that the Board of Supervisors approve the attached Professional Services Contract with Terry Doolittle, Operational Review Consultant, for the period December 3, 2012, to February 28, 2013, in an amount not to exceed $15,000 to perform an operational review and report of the Community Services Department.
Suggested Motion
Information/Discussion/Action to approve a Professional Services Contract between Gila County and Terry Doolittle, Consultant, to perform an operational review and report of the Community Services Department for a sum not to exceed $15,000 for the period December 3, 2012, to February 28, 2013. (Don McDaniel)

Attachments
Doolittle Biography
Professional Services Contract with Terry Doolittle For Consulting
Legal Explanation
Signed Professional Services Contract with Terry Doolittle


ARF-1537			Consent Agenda Item 3- A
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Barbara Valencia
Department:	Community Services	Division:	WIA Division
Fiscal Year:	Program Year 2012	Budgeted?:	No
Contract Dates Begin & End:	July 1, 2009 - June 30, 2014	Grant?:	Yes
Matching Requirement?:	No	Fund?:	Replacement

Information
Request/Subject
Amendment No. 3 to an Intergovernmental Agreement (Contract No. DE101056001) with Arizona Department of Economic Security.
Background Information
The purpose of this Intergovernmental Agreement is to provide the required One-Stop services outlined in the Workforce Investment Act (WIA) of 1998. As a mandated partner in the One-Stop Delivery System, the Arizona Department of Economic Security shall provide REPAC (Re-Employment and Placement Assistance Center) the necessary office space to perform work duties. May 4, 2010 - the Board of Supervisors approved the original contract DE101056001. May 17, 2011 - the Board of Supervisors approved Amendment No. 1, which revised Indirect Charges to 19.54%. September 20, 2011 - the Board of Supervisors approved Amendment No. 2 which removed work spaces in Lake Havasu. August 7, 2012 - the Board of Supervisors approved Amendment No. 3 which terminated the contract - Amendment No. 3 has been voided and will not be executed by the State.
Evaluation
Revised Amendment No. 3 has been submitted for approval. The previously signed Amendment No. 3 - Contract DE101056001 was not executed based on the input the State received from the Attorney General's Office. Revised Amendment No. 3 termination date is now "the Date of Last Signature". The "Date of Last Signature" will be date the State's Office of Procurement affixes its signature.
Conclusion
Amendment No. 3 to the Intergovernmental Agreement (Contract No. DE101056001) between the Arizona Department of Economic Security (ADES) and Gila County dated 8/7/2012 was voided. This new Amendment No. 3 has now been revised as follows: Pursuant to Paragraph 3.3 Termination, Section 3.3.1 at the Contractor's requests, and mutual agreement of both parties, the contract is terminated effective the date of last signature. This Agreement is being terminated because under this contract, Gila County REPAC no longer requires office space in the Safford area, which was the last area utilizing office space provided by ADES.
Recommendation
The WIA Program Director is recommending that the Board approve Amendment No. 3 to an Intergovernmental Agreement (Contract No. DE101056001) between the Arizona Department of Economic Security and Gila County pursuant to Paragraph 3.3 Termination, Section 3.3.1 at the Contractor's request, and mutual agreement of both parties, the Agreement is terminated effective the date of last signature.
Suggested Motion
Approval of Amendment No. 3 to an Intergovernmental Agreement (Contract No. DE101056001) between the Arizona Department of Economic Security and Gila County pursuant to Paragraph 3.3 Termination, Section 3.3.1 at the Contractor's request, and by mutual agreement of both parties, the Agreement is terminated effective the date of last signature.

Attachments
Letter - Contract DE101056001
Amendment No. 3 DE101056001
Amendment No. 2 DE101056001
Amendment No. 1 DE101056001
Original Contract DE101056001
Legal Explanation


ARF-1551			Consent Agenda Item 3- B
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Christine Rocha
Submitted By:	Paula Horn, Deputy Director of Pub. Hlth. & Comm. Serv., Public Health and Community Services
Department:	Health & Emergency Management	Division:	Prevention Services

Information
Request/Subject
Memorandum of Understanding for the Tobacco Free Environments Program with the Globe Unified School District #1
Background Information
The Gila County Division of Health and Emergency Services has been working with the Globe Unified School District for over 15 years providing tobacco education and prevention.
Evaluation
The purpose of this Memorandum of Understanding will be to outline the responsibilities, obligations and duties of Tobacco Free Environments Program, a program operating under the Gila County Division of Health and Emergency Services and the Globe Unified School District # 1 for the 2012/2013 school year.
Conclusion
The Memorandum of Understanding would allow The Division of Health and Emergency Services to continue to work with the Globe Unified School District . The Tobacco Free Environments Program: 1. will serve as a resource to school administrators, teachers, support staff and students; 2. will utilize Health Smart curriculum ; 3. will provide instruction to students through community health educator and youth coalition members; and 4. will utilize programs 2012/2013 contract action plan/strategy to identify health priorities for schools through the use of the school health index (SHI). The Globe Unified School District #1: 1. will adopt Health Smart curriculum prescribed by the Tobacco Free Environments Program; 2. will provide office/storage space for community health educator, between the hours of 7:00 a.m. to 4:00 p.m. Monday through Thursday, to begin on July 1, 2012, and end on June 30, 2013 and; 3. will provide necessary equipment for community health educator to effectively perform his/her duties i.e., desk, telephone line, appropriate computer & outlets and internet access.
Recommendation
The Director of Health and Emergency Services recommends that the Board of Supervisors approve the Memorandum of Understanding between Gila County Division of Health and Emergency Services and the Globe Unified School District #1.
Suggested Motion
Approval of a Memorandum of Understanding between the Gila County Division of Health and Emergency Services and the Globe Unified School District No. 1 to continue providing the Tobacco Free Environments Program in the schools for the period July 1, 2012, through June 30, 2013.

Attachments
Memorandum of Understanding with Globe School District No. 1
Legal Explanation


ARF-1550			Consent Agenda Item 3- C
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Christine Rocha
Submitted By:	Paula Horn, Deputy Director of Pub. Hlth. & Comm. Serv., Public Health and Community Services
Department:	Health & Emergency Management	Division:	Prevention Services

Information
Request/Subject
Memorandum of Understanding for the Tobacco Free Environments Program with Miami Area Unified School District #40
Background Information
The Gila County Division of Health and Emergency Services has been working with the Miami Area Unified School District for over 15 years providing tobacco education and prevention.
Evaluation
The purpose of this Memorandum of Understanding will be to outline the responsibilities, obligations and duties of Tobacco Free Environments Program, a program operating under the Gila County Division of Health and Emergency Services and the Miami Area Unified School District # 40 for the 2012/2013 school year.
Conclusion
The Memorandum of Understanding would allow The Division of Health and Emergency Services to continue to work with the Miami Area Unified School District. The Tobacco Free Environments Program 1. will serve as a resource to school administrators, teachers, support staff and students; 2. will utilize Health Smart curriculum; 3. will provide instruction to students through community health educator and youth coalition members; and, 4. will utilize programs 2012/2013 contract action plan/strategy to identify health priorities for schools through the use of the school health index (SHI). The Miami Area Unified School District #40: 1. will adopt Health Smart curriculum prescribed by the Tobacco Free Environments Program; 2. will provide office/storage space for community health educator, between the hours of 7:00 a.m. to 4:00 p.m. Monday through Thursday, to begin on July 1, 2012, and end on June 30, 2013 and; 3. will provide necessary equipment for community health educator to effectively perform his/her duties i.e., desk, telephone line, appropriate computer & outlets and internet access.
Recommendation
The Director of Health and Emergency Services recommends that the Board of Supervisors approve the Memorandum of Understanding between Gila County Division of Health and Emergency Services and the Miami Area Unified School District #40.
Suggested Motion
Approval of a Memorandum of Understanding between the Gila County Division of Health and Emergency Services and the Miami Area Unified School District No. 40 to continue providing the Tobacco Free Environments Program in the schools for the period July 1, 2012, through June 30, 2013.

Attachments
Memorandum of Understanding with Miami School District No. 40
Legal Explanation


ARF-1566		Consent Agenda Item 3- D
Regular BOS Meeting
Meeting Date:	11/20/2012
Submitted For:	Marian Sheppard
Submitted By:	Marian Sheppard, Clerk of the Board Consultant, Clerk of the Board of Supervisors
Department:	Clerk of the Board of Supervisors

Information
Request/Subject
Knights of Columbus Special Event Liquor License Application for December 15, 2012
Background Information
A qualified organization may submit an application to serve liquor at a special event for up to 10 days per year. The Arizona Department of Liquor Licenses and Control (Department) approves all liquor-related applications; however, part of the Department's process requires that the local governing body review the application and submit a recommendation for approval or disapproval to the Department for any establishment located within the jurisdiction of that local governing body.
Evaluation
The Chief Deputy Clerk of the Board of Supervisors has reviewed the application and has determined that it has been filled out correctly.
Conclusion
This fraternal organization has properly completed the application and if the Board of Supervisors approves the application, the Knights of Columbus will have used 1 day of the allowable 10 days to serve liquor at a special event in 2012.
Recommendation
The Chief Deputy Clerk recommends that the Board of Supervisors approve this application. Upon approval, the applicant has the responsibility to submit the application to the Department for its final approval.
Suggested Motion
Approval of a Special Event Liquor License Application submitted by the Knights of Columbus to serve liquor at a special event on December 15, 2012.

Attachments
Knights of Columbus Special Event Liquor License Application