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, DECEMBER 18, 2012 - 10 A.M.


1		Call to Order - Pledge of Allegiance – Invocation

2		PRESENTATIONS:

	A	Public recognition of Supervisor Shirley Dawson, Sheriff John Armer, Assessor Dale Hom, and County Attorney Daisy Flores. (Tommie Martin)	Recognized

3		REGULAR AGENDA ITEMS:

	A	Information/Discussion/Action for Gila County to agree to serve as the applicant for the U.S. Forest Service to designate and sell Roosevelt Lakeview Park as a Townsite under the Townsite Act, subject to the development and submittal of a financial plan by Mr. Buckmaster to Gila County, for approval by the Board of Supervisors prior to the preparation and submission of the application to the Forest Service by the County. Further, that prior to December 31, 2012, staff will send a copy of this Board of Supervisors' action, with a cover letter acknowledging Gila County's intention to file, to the U.S. Forest Service. (Don McDaniel)	Approved

	B	Information/Discussion/Action to ratify approval for the Sheriff's Office to submit a Grant Application entitled "Critical Incident Responder Safety and Health Project" to the Arizona Department of Homeland Security and to accept the grant award in the amount of $49,700 for this project by approving Subgrantee Agreement No. 12-AZDOHS-HSGP-999303-01, to be used during the period of October 1, 2012, through September 30, 2013. (John France)	Approved

	C	Information/Discussion/Action to authorize the advertisement of Invitation for Bids No. 110812 for the purchase of chips, ABC, asphalt and cold mix for the Copper Region and the Timber Region of Gila County, Arizona. (Joseph Heatherly)	Authorized

	D	Information/Discussion/Action to review all bids submitted for Call for Bids No. 112012 to provide all advertising, publications and printing required to be done or made by all departments of Gila County for calendar year 2013; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the contract for the winning bidder. (Joseph Heatherly)	Awarded

	E	Information/Discussion/Action to approve Public Works Division Policy No. DPW 12-01 - Storm/Fire/Flood Event Stipend. (Steve Stratton)	Tabled

4		CONSENT AGENDA ACTION ITEMS:

	A	Approval of the appointment of Judith A. Joseph as Judge Pro Tempore for the Superior Court in Gila County for the period of January 1, 2013, through June 30, 2013.	Approved

	B	Approval of the reappointments of the following as Justices of the Peace Pro Tempore for both the Payson and Globe Regional Justice Courts: Charles Adornetto, Rebecca Baeza, Don Calendar, William Flower, John Huffman, Paul Julien, Paul Larkin, and Gary Scales; the reappointment of John Perlman as Justice of the Peace Pro Tempore for the Payson Regional Justice Court; and the reappointments of Patricia Arnold and J. Dee Flake, as Justices of the Peace Pro Tempore for the Globe Regional Justice Court, all for the term of one (1) year (January 1, 2013, through December 31, 2013).	Approved

	C	Approval of Amendment No. 1 to Professional Services Contract No. 1005.103/1-2011 between Gila County and Elections Operations Services in an amount not to exceed $200,000 to extend the Contract for consulting services for one additional two-year period beginning January 1, 2013, through January 1, 2015.	Approved

	D	Authorization of the Chairman's signature on Amendment No. 2 to Contract No. 040910-1 between Gila County and Wright Asphalt Products Company LLC to extend the term of the Contract for an additional year, from October 8, 2012, to October 7, 2013; and to provide for the purchase of TRMSS fog seal for County roads.	Authorized

	E	Approval to reappoint Clark Richins and Kenny Evans to the Gila County Cooperative Extension Advisory Board for an additional term of two years, from January 1, 2013, through December 31, 2014.	Approved

	F	Approval of Modification No. 2 to a Cooperative Law Enforcement Agreement between the Gila County Sheriff's Office and the USDA, Forest Service increasing the reimbursable funding amount from $83,000 to $87,498 for the period October 1, 2012, through September 30, 2013, and incorporating some other minor changes to the Agreement.	Approved

	G	Approval of an Intergovernmental Agreement (Contract No. ADHS13-034536) between Gila County and the Arizona Department of Health Services in the amount of $16,800 per year for the continued provision of Reproductive Health/Family Planning Services for the period January 1, 2013, through December 31, 2017.	Approved

	H	Approval of the November 2012 monthly departmental activity report submitted by the Globe Regional Justice Court.	Approved

	I	Approval of the November 13, 2012, and November 20, 2012, BOS Minutes.	Approved

	J	Acknowledgment of contracts under $50,000 which have been approved by the County Manager for the weeks of November 19, 2012, to November 23, 2012; and November 26, 2012, to November 30, 2012.	Acknowledged

	K	Approval of finance reports/demands/transfers for the weeks of December 11, 2012, and December 18, 2012.	Approved

5		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.	No Comments

6		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-1584		Regular Agenda Item 3- A
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Don McDaniel Jr.
Department:	County Manager

Information
Request/Subject
Roosevelt Lakeview Park Townsite Act Application
Background Information
Roosevelt Lakeview Park (RLP) is an existing manufactured home and recreational vehicle community located in the Tonto National Forest on the west side of State Route 188 approximately 1 mile south of Roosevelt Dam on the Salt River. RLP was developed in the early 1970s and consists of 174 manufactured home spaces and 11 recreational vehicle spaces and is served by a private water company and a private wastewater company. The Park was developed as a Special Use Permit issued by the Tonto National Forest. That permit expires on December 31, 2012, and the residents will be required to relocate all of the improvements including manufactured and mobile units. The owner/operator of RLP, David Buckmaster, and representatives of the U.S. Forest Service have been exploring alternatives to having the residents relocate. The current alternative and the subject of this report is the utilization of the National Forest Townsite Act. This Act allows the designation and sale of Forest Service lands adjacent to established communities in 12 western states, including Arizona, for townsite purposes. The Act requires that an application to the Forest Service be made by designated officials of the County, City or local government subdivision.
Evaluation
Mr. Buckmaster has asked Gila County to consider serving as the applicant in making application to the U.S. Forest Service to designate RLP as a Townsite. Under the Act, "Forest Service lands needed by a community (County) may be sold for fair market value, if those lands would serve indigenous community objectives that outweigh the public objectives and values of retaining the lands in Federal ownership. Indigenous community objectives may include space for housing and for service industries, expansion of existing economic enterprises, new industries utilizing local resources and skills, public schools, public health facilities, community parks, and other recreation areas for local citizens, but would exclude such uses as commercial enterprises or new industries and housing projects that would change the character or the local community." County staff has indicated to Mr. Buckmaster that Gila County is unable to purchase the park (a private business) with taxpayer dollars. We are also not in the mobile home park business and would not want to be seen as competing with other similar businesses in the County. We have indicated our strong support and willingness to serve as the applicant, provided a satisfactory financial plan outlining the use of private money to purchase the park from the Forest Service is approved by the Board of Supervisors first. We believe that while the economic impact of having these residents move and discontinue RLP would be relatively small to Gila County overall, the impact on this area of the County and the residents themselves would be great. We would like to do all we can to prevent this facilty from closing. While the application process with the Forest Service is fairly straightforward and simple, developing County zoning and development standards to ensure all parties involved that the park will continue to be used and redeveloped with the same high standards, will be an arduous and time-consuming process. Staff is reluctant to spend considerable staff time developing these safeguards without the assurance that a financial plan has been developed and approved by the Board.
Conclusion
Mr. Buckmaster's 24-acre mobile home park is an asset to this area of Gila County and we believe that we should do all that is legally and reasonably possible to help him retain the park after the expiration of his Special Use Permit with the Forest Service. By agreeing to serve as the applicant in the Townsite Act application, the Board would be demonstrating its support for the continuation of the park. A financial plan, developed by Mr. Buckmaster, is critical to the success of the application and the transaction to follow; however, we believe that a contract can be drafted, based upon his plan, that would clearly outline the responsibilities of Mr. Buckmaster and Gila County in a financial transaction that would provide private funds through the County to the U.S. Forest Service to purchase the mobile home park for Mr. Buckmaster's use. The County would be serving as the applicant only. After the financial plan is submitted by Mr. Buckmaster and approved by the Board of Supervisors, staff would immediately begin work on the zoning and development standards and preparation of the Townsite Act Application.
Recommendation
Staff recommends that the Board of Supervisors agree to serve as the applicant for the U.S. Forest Service to designate Roosevelt Lakeview Park as a Townsite under the Townsite Act; that this approval is subject to the development and submittal of a financial plan by Mr. Buckmaster to Gila County, for approval by the Board of Supervisors prior to the preparation and submission of the application to the U.S. Forest Service by the County. Further staff recommends that prior to December 31, 2012, staff will send a copy of this Board of Supervisors' action, with a cover letter acknowledging our intention to file, to the U.S. Forest Service.
Suggested Motion
Information/Discussion/Action for Gila County to agree to serve as the applicant for the U.S. Forest Service to designate and sell Roosevelt Lakeview Park as a Townsite under the Townsite Act, subject to the development and submittal of a financial plan by Mr. Buckmaster to Gila County, for approval by the Board of Supervisors prior to the preparation and submission of the application to the Forest Service by the County. Further, that prior to December 31, 2012, staff will send a copy of this Board of Supervisors' action, with a cover letter acknowledging Gila County's intention to file, to the U.S. Forest Service. (Don McDaniel)

Attachments
County Letter to RLP
RLP Business Plan


ARF-1575			Regular Agenda Item 3- B
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Nancy Neumann
Department:	Sheriff's Office
Fiscal Year:	FY 2012	Budgeted?:	Yes
Contract Dates Begin & End:	October 1, 2012 to September 30, 2013	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
State of Arizona Department of Homeland Security Grant Application and Subgrantee Agreement (12-AZDOHS-HSGP-999303-01.)
Background Information
On February 24, 2012, the Gila County Sheriff's Office electronically submitted a Grant Application in the amount of $49,700 to the Arizona Department of Homeland Security (AZDOHS) of which the project is entitled "Critical Incident Responder Safety and Health." As there was a short time frame to submit the Grant Application with a submission deadline of March 2, 2012, the Sheriff's Office did not present the Grant Application to the Board of Supervisors to obtain permission to submit it as required per County policy. A letter dated September 21, 2012, was sent to Chief Tom Melcher of the Gila County Sheriff's Office from AZDOHS advising that a FFY2012 Homeland Security Grant Program award in the amount of $49,700 is being awarded to the Gila County Sheriff's Office providing that the Grant Agreement is approved by the Board of Supervisors, signed and returned to AZDOHS.
Evaluation
The Gila County Sheriff's Office's ultimate initiative is to provide adequate protection for the Gila County deputies who are first responders to a contaminated water critical incident, so it is imperative that the Sheriff's Office continue to submit grant applications to the Department of Homeland Security to obtain continued grant funding. If the Board of Supervisors accepts this grant funding, it will be used to purchase SCUBA diving suits and gear, and related equipment for 10 Sheriff's Office personnel.
Conclusion
In order to receive continued funding for the Gila County Sheriff's Office, the Board of Supervisors needs to officially accept the grant award by executing Subgrantee Agreement No. 12-AZDOHS-HSGP-999303-01, and the Sheriff's Office needs to return the signed Grant Agreement to the AZDOHS.
Recommendation
The Gila County Sheriff's Office recommends that the Board of Supervisors ratify approval for the Sheriff's Office's submission of the Grant Application Critical Incident Responder Safety and Health Project to AZDOHS and approve the Subgrantee Agreement in order to accept the grant award in the amount of $49,700 for fiscal year 2013.
Suggested Motion
Information/Discussion/Action to ratify approval for the Sheriff's Office to submit a Grant Application entitled "Critical Incident Responder Safety and Health Project" to the Arizona Department of Homeland Security and to accept the grant award in the amount of $49,700 for this project by approving Subgrantee Agreement No. 12-AZDOHS-HSGP-999303-01, to be used during the period of October 1, 2012, through September 30, 2013. (John France)

Attachments
2012 State Homeland Security Grant Program Application
FFY 2012 Homeland Security Grant Program Award
Subgrantee Agreement 12-AZDOHS-HSGP-999303-01
Legal Explanation


ARF-1588		Regular Agenda Item 3- C
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Joseph Heatherly
Department:	Finance

Information
Request/Subject
Request to Advertise for Bids No. 110812 Chips, ABC, Asphalt & Cold Mix for the Copper Region and the Timber Region
Background Information
On August 17, 2009, Gila County entered into various contracts with various vendors, to provide Chips, ABC and Asphalt for road maintenance in the Copper and Timber Regions of Gila County. The existing contract expired on December 16, 2012.
Evaluation
The Consolidated Roads Department requires Chips, ABC, Asphalt and Cold Mix in order to maintain roads and parking lots, pavement preservation and chip sealing for the Copper Region and Timber Region of Gila County. In addition to acquiring competitive pricing for these materials, the advantage to having a contract in place for the purchase of Chips, ABC, Asphalt and Cold Mix is that the unit price will be fixed for the term of the contract, and other political subdivisions, cities and towns of the State of Arizona, in which Gila County has entered into an active purchasing agreement with, can benefit from the same pricing. The term of the contract shall remain in effect for a period of sixteen (16) months, unless terminated or cancelled, with an option to renew for two (2) additional one (1) year periods.
Conclusion
In FY 2013 Public Works is planning repairs and maintenance of roads in both the Copper and Timber Regions. Depending upon weather and other factors, the Roads Department historically will spend from $600,000.00 to $900,000.00 in one fiscal year for road materials. Some of the major maintenance projects require more products and some of the work is reimbursable by the Forest Service. To obtain contracts for road materials, by region, has saved the County money by choosing vendors, due to the difference in hauling costs while remaining competitive.
Recommendation
The Finance Director recommends that the Board of Supervisors approve the Advertisment of Invitation for Bids No. 110812 for Chips, ABC, Asphalt and Cold Mix for the Copper Region and the Timber Region, to be published for two (2) consecutive weeks in the Arizona Silverbelt.
Suggested Motion
Information/Discussion/Action to authorize the advertisement of Invitation for Bids No. 110812 for the purchase of chips, ABC, asphalt and cold mix for the Copper Region and the Timber Region of Gila County, Arizona. (Joseph Heatherly)

Attachments
Request to Advertise for Bids No. 110812--Chips, ABC, Asphalt and Cold Mix
Specs for Invitation for Bids No. 110812-Chips, ABC, Asphalt and Cold Mix for Timber & Copper Regions


ARF-1598			Regular Agenda Item 3- D
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Marian Sheppard
Department:	Clerk of the Board of Supervisors
Fiscal Year:	2012-2013	Budgeted?:	Yes
Contract Dates Begin & End:	1-1-12 through 12-31-13	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
2013 Contract Award for Annual Newspaper Advertising - Call for Bids No. 112012
Background Information
ARS 11-255 (A) states, "The board shall contract annually for all advertising, publications and printing required to be done or made by all departments of county government." Subsection (B) of that statute states, "Written notice of letting the contract shall be deposited in the post office by the clerk of the board, postage prepaid, addressed to the office of each qualified newspaper within the county, at least ten days prior to the opening of bids, calling for written bids for the advertising, publications and printing required by all county departments during the ensuing year, and stating on what day the bids received will be opened."
Evaluation
On November 21, 2012, the bid specifications for this contract were sent by certified mail to the two newspapers; Arizona Silver Belt and Payson Roundup, which are qualified by statute to provide these services. Those newspapers have, for at least one year, been admitted to the United States mail as second-class matter. A public notice of this Call for Bids was also published in the Arizona Silver Belt, the official newspaper of Gila County for 2012, on November 28, 2012.
Conclusion
Bids were opened by Marian Sheppard and Jeannie Sgroi in the Clerk of the Board of Supervisors' office at 10 a.m. on Tuesday, December 11, 2012, of which a summary of the bidders' names and qualifications is attached to this agenda item.
Recommendation
The Chief Deputy Clerk recommends that the Board of Supervisors review all bids submitted pertaining to Call for Bids No. 112012 and award a contract to the lowest and best bidder. ARS 11-255 (D) states, "The newspaper which is awarded the contract pursuant to subsection C may be referred to as the official newspaper of the county."
Suggested Motion
Information/Discussion/Action to review all bids submitted for Call for Bids No. 112012 to provide all advertising, publications and printing required to be done or made by all departments of Gila County for calendar year 2013; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the contract for the winning bidder. (Joseph Heatherly)

Attachments
Call for Bids-Bid Call No. 112012
Public Notice for Call for Bids No. 112012
Certified Letters re Call for Bids No. 112012
Bids Submitted for Call for Bids No. 112012
Legal Explanation


ARF-1583			Regular Agenda Item 3- E
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Steve Stratton
Submitted By:	Shannon Boyer, Executive Administrative Asst., Public Works
Department:	Public Works
Fiscal Year:	2013 +	Budgeted?:	No
Contract Dates Begin & End:	12/18/12 to	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Public Works Division Policy No. DPW 12-01 - Storm/Fire/Flood Event Stipend
Background Information
Public Works employees are required and have been called out, at times, to assist in storm/fire/flood events and have not been compensated for this hazardous part of their job.
Evaluation
The Public Works Division wants to recognize the demands and hazardous conditions by providing stipend pay of $9 per hour or time and half at his/her hourly rate, whichever is greater.
Conclusion
Along with providing a method to record the storm/fire/flood events, the Public Works Division wants to recognize the demands and hazardous conditions of storm/fire/flood events, reduce employee turnover, and entice employees to respond to storm/fire/flood events by providing stipend pay for employees.
Recommendation
The Gila County Public Works Division recommmends approval of Public Works Division Policy No. DPW 12-01 - Storm/Fire/Flood Event Stipend.
Suggested Motion
Information/Discussion/Action to approve Public Works Division Policy No. DPW 12-01 - Storm/Fire/Flood Event Stipend. (Steve Stratton)

Attachments
PWD Policy # DPW 12-01 Storm/Fire/Flood Event Stipend


ARF-1573			Consent Agenda Item 4- A
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Peter Cahill
Department:	Superior Court	Division:	Superior Court Administration

Information
Request/Subject
2013 Appointment of Judith A. Joseph as Superior Court Judge Pro Tempore.
Background Information
This post was initially held by Judge Peter J. DeNinno. Unfortunately, Judge DeNinno has had to step down from this duty due to personal matters. Presiding Judge, Hon. Peter Cahill, has requested the Supreme Court to appoint Judith A. Joseph as Superior Court Judge Pro Tempore, to fill the post vacated by Judge DeNinno. This will enable the Court to more expeditiously process cases as required by statute and rules of court. The appointment will run from January 1, 2013, through June 30, 2013. Compensation of $55.77 per hour is 80% of a Superior Court Judge's pay. Funds are already budgeted in Department 333 of the County's General Fund. The Court will occasionally use Judge Joseph's services to cover law and motion day hearings primarily in Payson when a full-time judge is absent. This position would also help should one of the three full-time judges have an emergency that makes him unavailable for a period of time.
Evaluation
Peter J. DeNinno was serving on a very limited, as-needed basis, and funding is already included in the County General Fund budget for the current fiscal year. His services were necessary on occasion for the court to process cases in a timely manner. With Judge DeNinno's departure for personal reasons, Judith A. Joseph will assume those same duties and provide coverage when a full-time judge is unavailable, or indeed, emergency coverage is needed.
Conclusion
The Court needs the Board of Supervisors' approval for the appointment of Judith A. Joseph as Judge Pro Tempore for the Superior Court in Gila County for the period of January 1, 2013, until June 30, 2013, in order for the court to process cases in a timely manner.
Recommendation
We recommend that the Board of Supervisors approve Presiding Judge Peter J. Cahill's appointment of Judith A. Joseph as Judge Pro Tempore (on an as-needed basis), for the Superior Court in Gila County for the period of January 1, 2013, to June 30, 2013.
Suggested Motion
Approval of the appointment of Judith A. Joseph as Judge Pro Tempore for the Superior Court in Gila County for the period of January 1, 2013, through June 30, 2013.

Attachments
Memo-Approval-Joseph


ARF-1577			Consent Agenda Item 4- B
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Peter Cahill
Department:	Superior Court	Division:	Superior Court Administration

Information
Request/Subject
2013 Reappointment of Justices of the Peace Pro Tempore for Payson and/or Globe Regional Justice Courts in Gila County.
Background Information
The Presiding Judge of the Superior Court in Gila County has reappointed the following individuals as Justices of the Peace Pro Tempore for Payson and Globe Regional Justice Courts: Charles Adornetto, Rebecca Baeza, Don Calendar, William Flower, John Huffman, Paul Julien, Paul Larkin, and Gary Scales. Reappointed John Perlman for Payson Regional Justice Court. Reappointed J. Dee Flake and Patricia Arnold for Globe Regional Justice Court. These Justices of the Peace Pro Tempore for Payson and/or Globe (as indicated above) Regional Justice Courts in Gila County will serve for the term of one (1) year (January 1, 2013 through December 31, 2013), unless terminated earlier by Order of the Presiding Judge, pursuant to A.R.S. 22-121 for the purposes of enhancing the Court's ability to process cases.
Evaluation
Because of exigent circumstances requiring qualified judicial officers when conflicts arise or Justices of the Peace are absent, pursuant to A.R.S. 22-121, Judge Peter Cahill reappointed the following individuals as Justices of the Peace Pro Tempore for Payson and Globe Regional Justice Courts: Charles Adornetto, Rebecca Baeza, Don Calendar, William Flower, John Huffman, Paul Julien, Paul Larkin, and Gary Scales; reappointed John Perlman for Payson Regional Justice Court; reappointed Patricia Arnold and J. Dee Flake, for Globe Regional Justice Court; to serve from time to time as requested and subject to the availability of funds of the Justice Courts. The term of these appointments is for one (1) year (January 1, 2013, through December 31, 2013), unless terminated earlier by Order of the Presiding Judge.
Conclusion
The Presiding Judge of the Superior Court in Gila County has reappointed the individuals listed above pursuant to A.R.S. 22-121 for the purposes of enhancing the court's ability to process cases and is requesting Board of Supervisors approval of these appointments.
Recommendation
Presiding Judge Peter J. Cahill recommends the Gila County Board of Supervisors approve the following reappointments for Payson and Globe Regional Justice Courts: Charles Adornetto, Rebecca Baeza, Don Calendar, William Flower, John Huffman, Paul Julien, Paul Larkin, and Gary Scales; reappointment of John Perlman for Payson Regional Justice Court; reappointment of Patricia Arnold and J. Dee Flake, for Globe Regional Justice Court, in Gila County for the term of one (1) year (January 1, 2013, through December 31, 2013), unless terminated earlier by Order of the Presiding Judge, pursuant to A.R.S. 22-121 for the purpose of enhancing the court's ability to process cases.
Suggested Motion
Approval of the reappointments of the following as Justices of the Peace Pro Tempore for both the Payson and Globe Regional Justice Courts: Charles Adornetto, Rebecca Baeza, Don Calendar, William Flower, John Huffman, Paul Julien, Paul Larkin, and Gary Scales; the reappointment of John Perlman as Justice of the Peace Pro Tempore for the Payson Regional Justice Court; and the reappointments of Patricia Arnold and J. Dee Flake, as Justices of the Peace Pro Tempore for the Globe Regional Justice Court, all for the term of one (1) year (January 1, 2013, through December 31, 2013).

Attachments
BOS MEMO
2013 JP PRO TEM - ADMIN ORDERS
2013 BOS APPROVAL FORM - JP PRO TEMS


ARF-1527			Consent Agenda Item 4- C
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Linda Eastlick
Department:	Elections
Fiscal Year:	2013-2014 and 2014-2015	Budgeted?:	Yes
Contract Dates Begin & End:	01/01/2013 to 01/01/2015	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Amendment No. 1 to Professional Consulting Services Contract No. 1005.103/1-2011 with Elections Operations Services
Background Information
For many years, Gila County has used Elections Operations Services (EOS) to provide certain elections services. The services provided include: consulting and technical assistance for each election; ballot layout, translation, preparation and printing according to Arizona Revised Statutes; elections database programming; creation, printing and mailing of sample ballots.
Evaluation
EOS principals have over forty combined years of elections expertise. They are intimately familiar with Arizona election law and provide election services for thirteen of the fifteen counties in Arizona.
Conclusion
Services by EOS are required in order to conduct elections in Gila County and EOS is considered a sole source vendor.
Recommendation
The Elections Department recommends approval of the Amendment to extend the EOS Professional Consulting Services Contract No. 1005.103/1-2011 for one additional two-year period, per page 6, Article IX - Term of the contract and to reduce the amount of the contract from a not to exceed without written authorization budget from $225,000 to a not to exceed without written authorization budget of $200,000.
Suggested Motion
Approval of Amendment No. 1 to Professional Services Contract No. 1005.103/1-2011 between Gila County and Elections Operations Services in an amount not to exceed $200,000 to extend the Contract for consulting services for one additional two-year period beginning January 1, 2013, through January 1, 2015.

Attachments
Professional Consulting Services Contract No. 1005.103 1-2011 with Elections Operations Services (EOS) Amendment No. 1
Professional Consulting Services Contract No. 1005.103 1-2011 Elections Operations Services
Legal Explanation


ARF-1578			Consent Agenda Item 4- D
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Joseph Heatherly
Department:	Finance
Fiscal Year:	2012-2013	Budgeted?:	Yes
Contract Dates Begin & End:	10-08-12 to 10-07-13	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Amendment No. 2 to Contract No. 040910-1 for TRMSS Fog Seal with Wright Asphalt Products Company LLC
Background Information
Effective June 8, 2010, Gila County and Wright Asphalt Products Co. LLC entered into a contract whereby Wright Asphalt agreed to provide TRMSS fog seal to various locations in the County for road maintenance and repair. Per the terms of Contract No. 040910-1, the County has the option to renew the contract period for two additional one-year periods. On October 3, 2011, the Gila County Board of Supervisors approved Amendment No. 1, which extended Contract No. 040910-1 for one year, from October 8, 2011, to October 7, 2012.
Evaluation
Per section 2.2 of Contract No. 040910-1 the Contract period may be renewed by mutual agreement of both parties for two additional one-year periods. On October 3, 2011, the Gila County Board of Supervisors approved Amendment No. 1, which extended Contract No. 040910-1 for one year, from October 8, 2011, to October 07, 2012. Amendment No. 2 will extend the Contract period for the final year, as allowed in Section 2.2 of Contract No. 040910-1, from October 8, 2012, to October 7, 2013.
Conclusion
By extending Contract No. 040910-1 for one year, it will allow Wright Asphalt to continue to provide TRMSS fog seal to the Roads Department for road repair and maintenance.
Recommendation
The Finance Director with direction from the Public Works Department recommends that the Board of Supervisors approve Amendment No. 2 to Contract No. 040910-1 to extend the contract for one year with Wright Asphalt Products Co. LLC for TRMSS fog seal.
Suggested Motion
Authorization of the Chairman's signature on Amendment No. 2 to Contract No. 040910-1 between Gila County and Wright Asphalt Products Company LLC to extend the term of the Contract for an additional year, from October 8, 2012, to October 7, 2013; and to provide for the purchase of TRMSS fog seal for County roads.

Attachments
Amendment No. 2 Contract 040910-1
Amendment No. 1 Contract 040910-1
Contract 040910-1 TRMSS Fog Seal
Legal Explanation


ARF-1587		Consent Agenda Item 4- E
Regular BOS Meeting
Meeting Date:	12/18/2012
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
Gila County Cooperative Extension Advisory Board Member Reappointments
Background Information
On April 17, 2012, the Board of Supervisors approved an updated and corrected membership list for the Gila County Cooperative Extension Advisory Board.
Evaluation
Clark Richins and Kenny Evans terms of office are due to expire on December 31, 2012. Notification has been provided by the Gila County Cooperative Extension Office that Mr. Richins and Mr. Evans have agreed to serve another two-year term of office.
Conclusion
The Board of Supervisors needs to approve appointments to the Gila County Cooperative Extension Advisory Board; therefore, these reappointments need to be presented to the Board of Supervisors for approval.
Recommendation
It is recommended that the Board of Supervisors reappoint Clark Richins and Kenny Evans to the Gila County Cooperative Extension Advisory Board for an additional two-year term, beginning on January 1, 2013, through December 31, 2014.
Suggested Motion
Approval to reappoint Clark Richins and Kenny Evans to the Gila County Cooperative Extension Advisory Board for an additional term of two years, from January 1, 2013, through December 31, 2014.

Attachments
Proposed GC Cooperative Extension Advisory Board Membership List


ARF-1570			Consent Agenda Item 4- F
Regular BOS Meeting
Meeting Date:	12/18/2012
Department:	Sheriff's Office
Fiscal Year:	FY2013	Budgeted?:	Yes
Contract Dates Begin & End:	October 1, 2012 and ending September 30, 2013	Grant?:	Yes
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Modification No. 2 to Grant/Agreement No. 11-LE-11031200-004 with U.S. Forest Service
Background Information
For many years the Board of Supervisors (BOS), on behalf of the Gila County Sheriff's Office, has entered into a Cooperative Law Enforcement Agreement with the United States Department of Agriculture (USDA) Forest Service of which there is an Exhibit A attached to the Agreement, that is the Operating and Financial Plan for a particular fiscal year. The purpose of the Agreement is to document a cooperative effort between the U.S. Forest Service and the Gila County Sheriff's Office to enhance State and local law enforcement in connection with activities on National Forest Service lands and provide for reimbursement to Gila County for the intensified portion of this effort. On October 5, 2010, the BOS approved a Cooperative Law Enforcement Agreement with the FY2011 Operating and Financial Plan attached as Exhibit A. This Agreement is identified as Forest Service Agreement No. 11-LE-11031200-004. The U.S.F.S. approved this Agreement on November 8, 2010. On February 21, 2012, the BOS approved Modification No. 1 to F.S. Agreement No. 11-LE-11031200-004 to add funding in the amount of $83,000 for work to be performed in FY2012 Annual Financial and Operating Plan, attached as Exhibit A; and additional language was added to the Agreement, as follows: "An Annual Operating Plan will be negotiated on a fiscal year basis. At the end of the fiscal year, funds not spent may be carried forward to the next fiscal year, or deobligated at the request of the U.S. Forest Service. Upon expiration of the Cooperative Law Enforcement Agreement, any funds not expended by the Cooperator (which is Gila County) will be deobligated. Note: Annual Operating Plan for Fiscal Year 2011, Agreement #11-LE-11031200-007 will become Exhibit A, Annual Operating Plan for Fiscal Year 2011 to this agreement." Also, the word "Operating Plan" in the Agreement was changed to "Annual Operating Plan."
Evaluation
Modification No. 2 changes the following: 1) Funding amount increases from $83,000 to $87,498 [An amount of $4,498 will carried over from the previous fiscal year (to be determined upon final billing for Fiscal Year 2012) to increase the total to $87,498.] 2) The Gila County contact name changes to Nancy Neumann and additional language is being added to the Cooperative Law Enforcement Agreement. 3) Exhibit A changes from the Fiscal Year 2012 Annual Financial and Operating Plan to the Fiscal Year 2013 Annual Financial and Operating Plan.
Conclusion
It is imperative that Modification No. 2 to F.S. Agreement No. 11-LE-11031200-004 be signed by the BOS to ensure that there is no lapse in the cooperative law enforcement services provided on National Forest Service lands within Gila County by Gila County Sheriff's Office deputies; and to ensure that reimbursement of those services occurs on a timely basis.
Recommendation
The Gila County Sheriff's Office respectfully requests and recommends that the Board of Supervisors approve Modification No. 2 to the Cooperative Law Enforcement Agreement (F.S. Agreement No. FY11-LE-11031200-004.)
Suggested Motion
Approval of Modification No. 2 to a Cooperative Law Enforcement Agreement between the Gila County Sheriff's Office and the USDA, Forest Service increasing the reimbursable funding amount from $83,000 to $87,498 for the period October 1, 2012, through September 30, 2013, and incorporating some other minor changes to the Agreement.

Attachments
Modification No. 2 to Grant/Agreement No. 11-LE-11031200-004 & Exhibit A with USDA, USFS-Tonto
Modification No. 2 to FS #11-LE-11031200-004 with Exh A-FY12 Annual Operating and Financial Plan
FS No. 11-LE-11031200-004 with Exh A-FY11 Operating and Financial Plan
Legal Explanation


ARF-1589			Consent Agenda Item 4- G
Regular BOS Meeting
Meeting Date:	12/18/2012
Submitted For:	Lorraine Dalrymple
Department:	Health & Emergency Management	Division:	Health Services
Fiscal Year:	2013-2017	Budgeted?:	Yes
Contract Dates Begin & End:	01/01/2013-12/31/2017	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Intergovernmental Agreement for Reproductive Health/Family Planning Services with the Arizona Department of Health Services
Background Information
Gila County Health Department has been providing Reproductive Health/Family Planning Services to constituents for the past five years. The program provides physicals and birth control to enable low-income individuals to plan the spacing of their children. This Intergovernmental Agremeent (IGA) replaces IGA Contract No. HG854246, which was the previous five-year contract for Reproductive Health/Family Planning Services.
Evaluation
This program provides services to low-income families to enable them to plan the spacing of their children. We are the only resource in Gila County since Planned Parenthood left. This grant ensures that those individuals that are eligible for the program have access to Reproductive Health/Family Planning Services within Gila County.
Conclusion
Without this funding, this vital program would not continue to be provided by Gila County, so low-income individuals would need to leave the County in order to receive Reproductive Health/Family Planning Services.
Recommendation
It is the recommendation of the Director of the Gila County Division of Health and Emergency Services Division that the Board of Supervisors approve this Intergovernmental Agreement (Contract No. ADHS13-034536 in the amount of $16,800 per year to continue providing Reproductive Health/Family Planning Services for the period January 1, 2013, through Decmeber 31, 2017.
Suggested Motion
Approval of an Intergovernmental Agreement (Contract No. ADHS13-034536) between Gila County and the Arizona Department of Health Services in the amount of $16,800 per year for the continued provision of Reproductive Health/Family Planning Services for the period January 1, 2013, through December 31, 2017.

Attachments
IGA No. ADHS13-034536 with Arizona Dept. of Health Services
Legal Explanation