Agenda


PURSUANT TO A.R.S. § 38-431.01, THE GILA COUNTY BOARD OF SUPERVISORS WILL HOLD A MEETING AT THE GILA COUNTY COURTHOUSE, BOARD OF SUPERVISORS’ HEARING ROOM, 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). THE MEETING IS ALSO TELEVISED TO THE GILA COUNTY TOMMIE CLINE MARTIN COMPLEX, BOARD OF SUPERVISORS' CONFERENCE ROOM, 707 S. COLCORD ROAD, PAYSON, ARIZONA. THE MEETING ROOMS WILL BE OPEN TO THE PUBLIC AT 9:00 A.M. Citizens may watch the Board meeting live-streamed at: https://www.youtube.com/channel/UCkCHWVqrI5AmJKbvYbO-k2A/live Citizens may submit written comments related to the March 19th Regular Meeting agenda by no later than 5 p.m. on Monday, March 18th, by emailing the Deputy Clerk of the Board at strimble@gilacountyaz.gov or calling 928-402-8757. Citizens may also submit written comments during the meeting through YouTube. Please include the meeting date, agenda item number, your name, and your residence address in the email.
REGULAR MEETING - TUESDAY, MARCH 19, 2024 - 10:00 A.M.


1.		CALL TO ORDER - PLEDGE OF ALLEGIANCE - INVOCATION

2.		PRESENTATIONS:

	A.	Presentation of Gila County General Fund financial data as it compares to the fiscal year 2024 Gila County Budget and fiscal years 2023, 2022, 2021, & 2020 year-to-date performance. (Maryn Belling)	Presented

	B.	Presentation of updated information for a Board of Supervisors' February 20, 2024, agenda item, which was regarding the advertisement of a March 29, 2024, online auction through Public Surplus to sell surplus or obsolete County vehicles. (Maryn Belling)	Presented

3.		REGULAR AGENDA ITEMS:

	A.	Information/Discussion/Action to ratify the Board of Supervisors' approval for the Sheriff's Office electronic submittal of a FY 2025 Drug, Gang, and Violent Crimes Control Grant Application to the Arizona Criminal Justice Commission in the amount of $862,147.73 to renew grant funding that will be used for the salaries and benefits of the Sheriff's Office Drug, Gang, and Violent Crimes Task Force. (Travis Baxley)	Ratified

	B.	Information/Discussion/Action to approve the use of 1Government Procurement Alliance Contract No. 22-02PV-18 with Sentinel Technologies, Inc. in the amount of $92,368.54 for the purchase of 85 Meraki MR28 Wireless Access Point appliances with a 10-year license. (Carrie Barling)	Approved

	C.	Information/Discussion/Action to adopt revised Policy No. BOS-FIN-016 - Community Agency and Economic Development Funding. (Maryn Belling)	Adopted

	D.	Information/Discussion/Action to repeal Resolution No. 23-09-03 and adopt Resolution No. 24-03-02, which authorizes the submittal of an application for a clean water state revolving fund loan from the Water Infrastructure Authority of Arizona not to exceed $250,000 that will be used for the Gila County Cesspool Capital Improvement Project. (Kayle Lathrop)	Adopted

	E.	Information/Discussion/Action to approve Amendment No. 1 to Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. to extend the contract for the Monroe Street Improvement Project through August 30, 2024, in an amount not to exceed $123,495.51. (Alex Kendrick)	Approved

	F.	Information/Discussion/Action to approve Amendment No. 1 to Service Agreement No. 011124 - Installation of Animal Control Box C-111 with Hartstra Manufacturing, LLC to extend the term of the contract from February 16, 2024, to June 30, 2024, with a not to exceed the amount of $51,229. (David LaForge)	Approved

	G.	Information/Discussion/Action to approve the use of the State of Arizona Contract Agreement No. CTR061839 with Skyline Builders and Restoration, Inc. in the amount of $1,877,186.16 for the Payson Courthouse Remodel project. (Joseph Dickison)	Approved

	H.	Information/Discussion/Action to approve Economic Development Agreement No. 03132024 between Gila County and the Rim Country Chamber of Commerce in the amount of $2,500, which the Board has determined to be for the benefit of the public. (James Menlove)	Approved

4.		CONSENT AGENDA ACTION ITEMS: (Any matter on the Consent Agenda will be removed from the Consent Agenda and discussed and voted upon as a regular agenda item upon the request of any member of the Board of Supervisors.)

	A.	Approval to appoint Shelbi Parker Wilson to the Gila County Cooperative Extension Advisory Board representing a principal business for the term of office that ends on December 31, 2025.	Approved

	B.	Approval of a Special Event Liquor License Application submitted by Rim Country Friends of Tonto Natural Bridge State Park to serve liquor at the Tonto Natural Bridge State Park located 10 miles North of Payson, Az for a special event to be held on June 1, 2024.	Approved

	C.	Approval of a Special Event Liquor License Application submitted by Pine Strawberry Fuel Reduction Inc. to serve liquor at the Mary Ellen Randall Horse Ranch for a special event to be held on April 20, 2024.	Approved

	D.	Acknowledgment of the report for the County Manager approved contracts under $50,000 for the month of January.	Acknowledged

	E.	Approval of finance reports/demands/transfers for the reporting period of February 1, 2024, through February 29, 2024.	Approved

	F.	Approval of the Board of Supervisors' February 27, 2024, and March 5, 2024, meeting minutes.	Authorized

5.		CALL TO THE PUBLIC: A call to the public is held for public benefit to allow individuals to address the Board of Supervisors on any issue within the jurisdiction of the Board of Supervisors. Board members may not discuss items that are not specifically identified on the agenda. Therefore, pursuant to Arizona Revised Statute § 38-431.01(H), at the conclusion of an open call to the public, individual members of the Board of Supervisors may respond to criticism made by those who have addressed the Board, may ask staff to review a matter or may ask that a matter be put on a future agenda for further discussion and decision at a future date.	Comments Provided

6.		At any time during this meeting pursuant to A.R.S. § 38-431.02(K), members of the Board of Supervisors and the County Manager may present a brief summary of current events. No action may be taken on the information presented.	Comments Provided

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. §38-431.03(A)(3).

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


ARF-8594		Presentation 2. A.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted By:	Maryn Belling, Finance Director
Department:	Finance

Information

Request/Subject

Presentation of Gila County General Fund financial data as it compares to the fiscal year 2024 Gila County Budget and fiscal years 2023, 2022, 2021, & 2020 year-to-date performance.

Background Information

At the request of the Gila County Board of Supervisors' Chairman and Members, the Finance Department has analyzed the year-to-date performance of both revenues and expenditures as compared to the 2024 Fiscal Year Budget.

This report contains General Fund fiscal data as of October 31, 2023 & November 30, 2023. Throughout the year, the Finance Department prepares reports to compare Gila County's income and expenses to the adopted budget. This information is provided for both the Board of Supervisors and the general public to strengthen our communication and transparency efforts.

We welcome feedback to improve the usefulness of the information. As we continue to make improvements in software compatibility, we anticipate being able to provide more timely data comparisons. In addition, at the request of Chairman Christensen, Vice-Chair Humphrey, and Supervisor Cline, we maintain these reports for future inclusion in the FY 2025 Budget Book.

Evaluation

Monthly Review Process- Monthly the Budget Manager reviews the Countywide Budget Performance Report for both revenues and expenses. By systematically evaluating each fund for its progress toward annual revenue and expenditure targets, Finance is able to communicate well with departmental leaders and keep notes for improving the preparation of future years' budgets. When extraordinary items arise, or department leaders have concerns about upcoming expenditures or revenues, Finance works with departments and with the County Manager as appropriate to ameliorate concerns, advocate strategically, and provide insight on past decisions to ensure the vision for the current year's budget remains in focus.

Ongoing Communication- This approach extends beyond monthly Budget Performance Report review and includes: contract request assessments, repair maintenance discussions, and providing full-service communication about where items were budgeted so that we're consistent. In addition, working with departments to understand the timing of reimbursable grant-funded programs allows us to strategically plan for year-end receivables and cash balances.

Conclusion

January 2024 Year-to-Date Fiscal Year 2024 Summary

General Fund Revenues:
At the end of January 2024, Gila County’s General Fund Revenues were at 49% of the annual budget compared to a 7-month target of 58%. In total, Fiscal Year 2024 year-to-date revenues are $1.8M more than the same timeframe in Fiscal Year 2023.

Primarily this difference is the $3M grant from the State Department of Veterans Services. Without that, year-to-date revenues would be $1.2M less than the prior year, due to timing of State Shared Sales Tax and annual EORP Circuit Breaker Funding being delayed.

General Fund Expenditures:
General Fund Expenditures including Encumbrances at 1/31/2024 are 55% of the budget compared to a 58% YTD target and $1.8M higher than 1/31/2023.

The remaining year-over-year increase is attributable to:

Salaries & Employee Related Expenses	1,224,792
Bond Interest & Fees (due to timing in 2022 and 2023 Fiscal Years)	548,941

Gila County general fund departments continue to align with the Gila County Strategic Plan priorities including Responsible Resource Management, Robust Communication, and Safety.

Recommendation

Presentation of Gila County General Fund financial data as it compares to the fiscal year 2024 Gila County Budget and fiscal years 2023, 2022, 2021, & 2020 year-to-date performance.

Suggested Motion

Presentation of Gila County General Fund financial data as it compares to the fiscal year 2024 Gila County Budget and fiscal years 2023, 2022, 2021, & 2020 year-to-date performance. (Maryn Belling)

Attachments
January 2024 Narrative
Bar Chart


ARF-8616		Presentation 2. B.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted By:	Maryn Belling, Finance Director
Department:	Finance

Information
Request/Subject
Update regarding the County's Public Surplus vehicle auction on March 29, 2024
Background Information
On February 20, 2024, the Gila County Board of Supervisors approved a Public Surplus online vehicle auction. During that presentation, staff presented a bidder reserve of $150 applicable to the final purchase price. Updated information from Public Surplus information indicates the bidder reserve is $50, refundable, and not applicable to final purchase price.
Evaluation
On February 20, 2024, the Gila County Board of Supervisors approved a Public Surplus online vehicle auction. During that presentation, staff presented a bidder reserve of $150 applicable to the final purchase price. Updated information from Public Surplus information indicates the bidder reserve is $50, refundable, and not applicable to final purchase price. Today's presentation is to share information because the deposit isn't applicable to the final purchase price and is lower than originally presented.
Conclusion
n/a
Recommendation
n/a
Suggested Motion
Presentation of updated information for a Board of Supervisors' February 20, 2024, agenda item, which was regarding the advertisement of a March 29, 2024, online auction through Public Surplus to sell surplus or obsolete County vehicles. (Maryn Belling)

Attachments
No file(s) attached.


ARF-8610			Regular Agenda Item 3. A.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	Adam Shepherd, Sheriff
Submitted By:	Sarah White, Chief Administrative Officer
Department:	Sheriff's Office
Fiscal Year:	FY 2025	Budgeted?:	Yes
Contract Dates Begin & End:	July 1, 2024 through June 30, 2025	Grant?:	Yes
Matching Requirement?:	Yes	Fund?:	Renewal

Information
Request/Subject
FY 2025 Drug, Gang, and Violent Crimes Control Grant Application.
Background Information
On February 22, 2024, the Gila County Sheriff's Office electronically submitted the FY 2025 Arizona Criminal Justice Commission (ACJC) Drug, Gang, and Violent Crimes Control Grant Application in the amount of $862,147.73. The grant application had to be submitted no later than February 23, 2024.
Evaluation
The ultimate initiative of the Gila County Drug, Gang and Violent Crimes Task Force is to protect life, property, and the rights of individuals, so it is imperative that the Sheriff's Office continue to submit grant applications to the ACJC to obtain continued grant funding for its Task Force. The source of the matching funds that are required will come from the County's General Fund.
Conclusion
On February 22, 2024, the Gila County Sheriff's Office electronically submitted the FY 2025 ACJC Drug, Gang and Violent Crimes Control Grant Application in the amount of $862,147.73, for a performance period of July 1, 2024, through June 30, 2025, to provide salaries and employment-related expenses for the Task Force. Per the Board of Supervisors' procedures, all grant applications must first be approved by the Board of Supervisors. Due to time constraints, the Sheriff's Office submitted the Grant Application prior to receiving the Board of Supervisors' approval.
Recommendation
Gila County Sheriff J. Adam Shepherd recommends that the Board of Supervisors ratify its approval for the electronic submission of the FY 2025 Arizona Criminal Justice Commission Drug, Gang and Violent Crimes Control Grant Application in the amount of $862,147.73, which requires a 25% match in funds for a performance period of July 1, 2024, through June 30, 2025, to provide salaries and employment-related expenses for the Task Force.
Suggested Motion
Information/Discussion/Action to ratify the Board of Supervisors' approval for the Sheriff's Office electronic submittal of a FY 2025 Drug, Gang, and Violent Crimes Control Grant Application to the Arizona Criminal Justice Commission in the amount of $862,147.73 to renew grant funding that will be used for the salaries and benefits of the Sheriff's Office Drug, Gang, and Violent Crimes Task Force. (Travis Baxley)

Attachments
Grant Application


ARF-8609			Regular Agenda Item 3. B.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	Carolyn Bartling, IT Deputy Director
Department:	Finance
Fiscal Year:	FY24	Budgeted?:	Yes
Contract Dates Begin & End:	02-20-2024 to 06-30-2024	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Approval to use 1Government Procurement Alliance (1GPA) No. 22-02PV-18 for the purchase of 85 Meraki MR28 wireless access point appliances.
Background Information
The current WiFi connectivity within the County needs to be replaced to add a higher level of security for the network.
Evaluation
The IT Department has been evaluating the Meraki MR28 Wireless Access Point appliances, which will provide more secure enterprise-grade wireless access in the continuing efforts to keep the Gila County Network safe.
Conclusion
The Information Technology Department Director recommends the purchase of 85 Meraki MR28 Wireless Access Point appliances with a 10-year License to continue the ongoing efforts to secure the Gila County Network.
Recommendation
The Information Technology Department Director recommends the Board of Supervisors approve the use of 1Government Procurement Alliance (1GPA) No. 22-02PV-18 for the purchase of 85 Meraki MR28 Wireless Access Point appliances with 10-year license at a cost of $92,368.54.
Suggested Motion
Information/Discussion/Action to approve the use of 1Government Procurement Alliance Contract No. 22-02PV-18 with Sentinel Technologies, Inc. in the amount of $92,368.54 for the purchase of 85 Meraki MR28 Wireless Access Point appliances with a 10-year license. (Carrie Barling)

Attachments
Government Procurement Alliance (1GPA) No. 22-02PV-18
Sentinel Technologies Proposal
1Government Procurement Alliance Contract No. 22-02PV-18


ARF-8617		Regular Agenda Item 3. C.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted By:	Maryn Belling, Finance Director
Department:	Finance

Information
Request/Subject
Adoption of Revised Policy No. BOS-FIN-016 - Community Agency and Economic Development Funding.
Background Information
In response to Financial Statement Finding 2022-01, Gila County's Corrective Action Plan indicates a completion date of December 31, 2023, for the following corrective action: To help ensure that the County provides funding for economic development activities that are used for the intended purposes and that are constitutional, the County will revise its policy and procedures to include an application process detailing the request for funding. Prior to funding, each request will be reviewed to ensure services and uses are constitutional, and that an agreement is executed by the County and requesting party and will require that the funds will be utilized as intended. Any unexpended funds will be returned to the County. The awarded entities will be required to certify that the awarded funds were used as intended. Financial Statement Finding number 2022-01 is as follows (and attached): The County awarded $140,925 to various organizations without requiring them to provide documentation that the monies were used only for economic development that benefited the public, resulting in an increased risk of misuse of County monies Condition—During fiscal year 2022, the County’s Board of Supervisors awarded $140,925 of Constituent Funds discretionary monies to 54 community nonprofit and governmental organizations for economic development, but County management did not require award recipients to provide documentation nor did it monitor how these monies were spent to provide authorized services and activities that benefited the public. Effect—The County put $140,925 of its Constituent Funds discretionary spending monies to be used to support economic development at an increased risk of misuse because it did not ensure the awarded monies were used for intended and authorized purposes. Cause—The County’s policies and procedures for awarding Constituent Funds discretionary monies for economic development did not include preaward and monitoring follow-up steps for County management to ensure monies were used for intended and authorized purposes. Specifically, the County did not require award recipients to demonstrate their qualifications for the award and specify with detailed budgets how and when requested monies will be used, report and certify how monies were spent, and return any unexpended or misspent monies. Criteria—County policy requires a signed, written agreement, memorandum of understanding, or contract between the County and the awarded organizations any time the Board of Supervisors awards Constituent Funds for economic development (Gila County Community Agency and Economic Development Funding Policy, BOS-FIN-016). Additionally, the Arizona Constitution, Art. IX, Sec. 7, bans gifts of public monies by counties to individuals and organizations. Consequently, if the County determines that it is appropriate to provide economic development awards to individuals or organizations, it must assess and document how each award serves a public purpose and benefits the County, and the value to be received by the public is not far exceeded by the consideration being paid by the public. Further, developing and documenting the policies and procedures of internal control responsibilities, such as preaward and follow-up steps for the County’s economic development award objectives, to respond to related risks of misusing monies is an essential part of internal control standards, such as the Standards for Internal Control in the Federal Government, issued by the Comptroller General of the United States, and integral to ensuring public monies are not fraudulently or mistakenly misused.1 Recommendations—County management should improve its policies and procedures for awarding and monitoring Constituent Funds discretionary monies used for economic development to include preaward and follow-up steps for it to follow that: 1. Include detailed guidelines and requirements that all award recipients must meet to qualify for economic development award monies. For example, the County’s policies should describe acceptable award uses. Further, the County should create an award application where entities would be required to describe their intended uses, such as service and activity goals, expected outcomes, and performance measures, and to provide sufficiently detailed budgets indicating how and when the requested monies will be used. 2. Require awarded entities to report and certify how monies were spent. This report and certification should be required periodically or at least once the specified and approved time frame for expending the monies has occurred. 3. Require awarded entities to return any unexpended or misspent monies. The County’s Corrective Action Plan at the end of this report includes the views and planned corrective action of its responsible officials. We are not required to audit and have not audited these responses and planned corrective actions and therefore provide no assurances as to their accuracy. This finding is similar to prior-year finding 2021-01. 1 U.S. Government Accountability Office (GAO). (2014). Standards for internal control in the federal government. Retrieved on 3/31/23 from https://www.gao.gov/assets/670/665712.pdf. On February 5, 2013, the Board adopted Policy No. BOS-FIN-016 - Community Agency and Economic Development Funding.
Evaluation
Beginning with Fiscal Year 2017, the Arizona Auditor General's office has identified opportunities for improvements in Gila County's policy and procedure for economic development grants. Each audit year, the Gila County Finance Department has provided a Corrective Action Plan to address the opportunities for improvement. In calendar year 2023, the Finance Department and the County Attorney's Office have worked together to provide Gila County Board of Supervisors with a policy and procedure meeting the Corrective Action Plan's objectives and addressing the Auditor General's Finding #2022-01.
Conclusion
Today's proposed revised policy addresses the Arizona Auditor General's finding #2022-01 through the Corrective Action Plan included with the 2022 Audit.
Recommendation
The Finance Department Director recommends that the Board of Supervisors adopt revised Policy No. BOS-FIN-016 - Community Agency and Economic Development as presented at the February 27, 2024, work session.
Suggested Motion
Information/Discussion/Action to adopt revised Policy No. BOS-FIN-016 - Community Agency and Economic Development Funding. (Maryn Belling)

Attachments
Revised BOS- FIN- 016
Original Policy
Redline (Revision) Policy


ARF-8615			Regular Agenda Item 3. D.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	Kayle Lathrop, Director
Submitted By:	Josh Beck, Public Health & Comm. Serv. Director
Department:	Community Services
Fiscal Year:	FY25	Budgeted?:	No
Contract Dates Begin & End:	TBD	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Repeal Resolution No. 23-09-03 and adopt Resolution No. 24-03-02 to authorize an application for a clean water state revolving fund loan from the Water Infrastructure Authority of Arizona not to exceed $250,000.
Background Information
On September 5, 2023, the Board of Supervisors adopted Resolution No. 23-09-03, which authorized the submittal of an application for a clean water state revolving fund loan from the Water Infrastructure Finance Authority of Arizona. That resolution was not utilized because the application was not fully submitted due to some questions that Gila County needed to answer. The application is now ready to be submitted, so an updated resolution needs to accompany it. Resolution No. 23-09-03 needs to be repealed by the Board of Supervisors as it was not used, and Resolution No. 24-03-02 needs to be adopted by the Board of Supervisors. The problems we are facing include: 1. There are approximately 5,500 homes in unincorporated Gila County whose wastewater needs are primarily serviced by cesspools. It is Gila County’s desire to replace these cesspools with properly functioning septic systems and, wherever possible, incorporate water reuse & recycling technologies to allow multiple uses of water before recharging clean water to the groundwater resources. These actions will assist in addressing the effects of Arizona’s drought. 2. It is estimated that these systems annually contribute approximately 840,000 lbs of Biochemical Oxygen Demand and 227,838 lbs of Nitrogen to the environment. 3. The 2020 census showed the Gila County median age to be 50.4 and the median household income to be $46,907. It is expected that the median income for unincorporated Gila County will be below the county average and far below WIFA’s income requirement of $59,321.70. 4. Gila County Community Services is applying for 100% loan forgiveness to provide both incentive and ability for homeowners to voluntarily replace their cesspools. a. This action will directly resolve this critical non-point source pollution problem, and b. This action directly benefits a disadvantaged community. The solution we have proposed is: The solution is direct replacement of 5,500 cesspools in Gila County. Gila County Community Services Department is experienced in providing forgivable loan monies to qualified parties in a manner that assures that funds are used properly and that the intended result is achieved. They will be partnering with the Gila County Health and Emergency Management Department, Environmental Health Division, who is experienced with cesspool replacement and new system selection, permitting and inspection. This item was presented to the Gila County Board of Supervisors on August 1, 2023, and the application to apply for this funding was approved. The next step in the process of the application is to adopt this Resolution for debt from the clean water state revolving fund loan program. This previous resolution was approved by the Board of Supervisors on September 5, 2023. During the application process for the special funding, it became apparent that the Resolution would need to contain information about repayment, regardless of it being financial assistance that is to be 100% forgivable, due to Arizona Revised Statute 49-1225(B)(3) and Arizona Revised Statute 49-1225(F) which define the funding process for such a loan.
Evaluation
Cesspools are excavations that receive household wastewater. They are essentially outhouses with running water. Since there is little or no treatment, cesspools can contaminate groundwater. Also, cesspools often have no lids covering the opening causing safety concerns. Both situations are the reason that cesspools have not been approved for use in Arizona since 1976. In fact, current Arizona Department of Environmental Quality (ADEQ) regulations on cesspools specifically prohibit their use for sewage disposal [R18-9-A309(A)(4) and R18-5-408(D)]. Gila County's goal is to assist as many homes as possible with the process of eliminating their current cesspool and replacing them with a permitted onsite wastewater system. The County's administrative costs of performing the grant are allowable for reimbursement. There is no match required. This program will intentionally target cesspools with a priority of assessing: currently failing cesspool in an occupied home; houses passed up on the housing rehab waiting list because they had a cesspool; houses on the housing rehab waiting list with Cesspool near failure; cesspool proximity to an impaired or inconclusively impaired stream; onsite wastewater systems within 300 feet of a perennial, ephemeral, or intermittent streams; areas of Gila County with a high density per acre of cesspools; cesspool proximity to a groundwater well used for drinking water; areas of Gila County with high density per acre of Cesspools nearby public water systems with current (active) or historical chemical contaminants; current cesspool subject to a public nuisance complaint; houses up for renovation with a current cesspool, filing for renovations that will increase the house’s wastewater “footprint”; and more than two cesspools within 100 feet of a groundwater well. This project, in unison with the Tri-City Sanitation District sewer project, would make a great push in removing cesspools from Gila County. This not only greatly benefits the homeowners who must stress over these systems but also the ground water for all who live here.
Conclusion
This grant would benefit the citizens of Gila County by facilitating the elimination of cesspools. In Arizona cesspools are not a permitted onsite wastewater system (Arizona Administrative Code Prohibiting Use of Cesspools R18-9-A309(A)(4). A person shall not use a cesspool for sewage disposal. R18-5-408(D). The use of cesspools is prohibited). Every effort to eliminate cesspools and replace with permitted systems is of great value to homeowners and to Gila County.
Recommendation
It is the recommendation of the Gila County Public Health and Community Services Department Director that the Board of Supervisors repeal previously adopted Resolution No. 23-09-03 and adopt the new Resolution No. 24-03-02.
Suggested Motion
Information/Discussion/Action to repeal Resolution No. 23-09-03 and adopt Resolution No. 24-03-02, which authorizes the submittal of an application for a clean water state revolving fund loan from the Water Infrastructure Authority of Arizona not to exceed $250,000 that will be used for the Gila County Cesspool Capital Improvement Project. (Kayle Lathrop)

Attachments
Resolution No. 24-03-02
Resolution No. 23-09-03
WIFA Application
WIFA Application (added 4/1/24)


ARF-8625			Regular Agenda Item 3. E.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	Homero Vela, Director
Submitted By:	Betty Hurst, Purchasing & Contracts Manager
Department:	Public Works
Fiscal Year:	2024	Budgeted?:	Yes
Contract Dates Begin & End:	10-10-23 to 08-30-24	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Amendment No. 1 to Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. for engineering design services for the Monroe Street Improvement Project.
Background Information
On October 3, 2023, the Board of Supervisors approved Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. for engineering design services for the Monroe Street Improvement Project. The current contract expired on February 1, 2024. Due to the needed time to complete the project, the Public Works Department would like to extend the contract date through August 30, 2024. Stantec Consulting Services, Inc. has established an Engineering Design Professional Services Agreement with the State Procurement Office. Gila County is part of the Arizona State Purchasing Cooperative-Procure, AZ, for cooperative purchasing.
Evaluation
Amendment No. 1 to Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. for engineering design services extends the term of the contract from February 1, 2024, through August 30, 2024, due to the needed time to complete the project Stantec Consulting Services, Inc.’s engineering knowledge and expertise will play an important role in the successful delivery of this project.
Conclusion
The Public Works Department Director wishes to execute Amendment No. 1 to Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. for engineering design services to extend the contract term through August 30, 2024.
Recommendation
The Public Works Department Director recommends that the Board of Supervisors approve Amendment No. 1 to Arizona State Procurement Contract No. CTR 063953 with Stantec Consulting Services, Inc. for engineering design services for the Monroe Street Improvement Project in an amount not to exceed $123,495.51.
Suggested Motion
Information/Discussion/Action to approve Amendment No. 1 to Contract Agreement No. CTR063953 with Stantec Consulting Services, Inc. to extend the contract for the Monroe Street Improvement Project through August 30, 2024, in an amount not to exceed $123,495.51. (Alex Kendrick)

Attachments
Amendment No. 1 to Contract No. CTR063953
Contract No. CTR063953 with Stantec Consulting Services, Inc.


ARF-8621			Regular Agenda Item 3. F.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	David LaForge, Public Works General Services Manager
Department:	Public Works	Division:	Auto Shop
Fiscal Year:	FY2024	Budgeted?:	Yes
Contract Dates Begin & End:	02-06-2024 to 06-30-2024	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Approval of Amendment No. 1 to Service Agreement No. 011124 - Installation of Animal Control Box C-111.
Background Information
On February 6, 2024, the Gila County Board of Supervisors awarded Service Agreement No. 011124 - Installation of Animal Control Box C-111 for the period beginning February 6, 2024 to April 1, 2024.
Evaluation
Amendment No. 1 to Service Agreement No. 011124 - Installation of Animal Control Box C-111 extends the agreement's term for an additional two months from February 6, 2024, to June 30, 2024.
Conclusion
The Public Works Department General Services Manager wishes to execute Amendment No. 1 to Service Agreement No. 011124 - Installation of Animal Control Box C-111 to extend the term of the agreement for two additional months from February 6, 2024, to June 30, 2024, for a total contract amount not to exceed $51, 229.
Recommendation
The Public Works Department General Services Manager recommends the approval of Amendment No. 1 to Service Agreement No. 011124 to extend the term of the agreement for two additional months, from February 6, 2024, to June 30, 2024, for a total contract amount not to exceed $51,229.
Suggested Motion
Information/Discussion/Action to approve Amendment No. 1 to Service Agreement No. 011124 - Installation of Animal Control Box C-111 with Hartstra Manufacturing, LLC to extend the term of the contract from February 16, 2024, to June 30, 2024, with a not to exceed the amount of $51,229. (David LaForge)

Attachments
Amendment No. 1 to Service Agreement No. 011124
Service Agreement No. 011124


ARF-8622			Regular Agenda Item 3. G.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	Joseph Dickison, Facilities Management Director
Department:	Facilities and Land Management
Fiscal Year:	FY2024 & FY2025	Budgeted?:	Yes
Contract Dates Begin & End:	03-19-2024 to 03-20-2025	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information
Request/Subject
Approval to use State of Arizona Contract Agreement No. CTR061839 with Skyline Builders and Restoration Inc. for the Payson Courthouse Remodel project.
Background Information
During the Board of Supervisors' Work Session held on January 30, 2024, Facilities and Land Management Department Director Joseph Dickison presented a thorough review of the Payson Courthouse Remodel project. The objective of the remodel is to address several challenges while simultaneously modernizing the facilities infrastructure. Some of the key improvements that will be made include enhancing the Americans with Disabilities Act (ADA) compliance, installing a fire suppression system, optimizing court utilization, and establishing a security checkpoint.
Evaluation
It has been determined that renovating the Payson Courthouse will address multiple issues and update the facility's infrastructure. Some of the benefits of the renovation include improving compliance with the ADA, installing a fire suppression system, optimizing the use of the courts, and creating a security checkpoint.
Conclusion
Joseph Dickison, Facilities and Land Management Department Director and his team have determined that Skyline Builders and Restoration, Inc. is the most suitable option for the Payson Courthouse Remodel project.
Recommendation
The Facilities and Land Management Department Director recommends that the Board of Supervisors approve the State of Arizona Contract Agreement No. CTR061839 with Skyline Builders and Restoration, Inc. in the amount of $1,877,186.16 for the remodel of the Payson Courthouse.
Suggested Motion
Information/Discussion/Action to approve the use of the State of Arizona Contract Agreement No. CTR061839 with Skyline Builders and Restoration, Inc. in the amount of $1,877,186.16 for the Payson Courthouse Remodel project. (Joseph Dickison)

Attachments
Contract Agreement No. CTR061839
Skyline Builders and Restoration proposal
State of Arizona Contract No. CTR061839


ARF-8643			Regular Agenda Item 3. H.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted For:	James Menlove, County Manager/Clerk of the Board
Department:	Clerk of the Board of Supervisors
Fiscal Year:	2023 - 2024	Budgeted?:	Yes
Contract Dates Begin & End:	1/1/2024 to 1/1/2025	Grant?:	Yes
Matching Requirement?:	No	Fund?:	Renewal

Information
Request/Subject
Approval of Economic Development Agreement No. 03132024 with Rim Country Chamber of Commerce.
Background Information
Every year funds are budgeted to support economic development activities. Rim Country Chamber of Commerce has applied to Gila County for an economic development grant in the amount of $2,500 to support the Rim Country Chamber of Commerce recreation and tourism event on April 26, 2024. Under ARS 11-254, contributions may be made to any governmental agency or non-profit corporation that enjoys and maintains federal tax-exempt status as long as all monies are utilized for the purpose determined to be public by the Board in exchange for the contribution. The Rim Country Chamber of Commerce is a non-profit organization operated and maintained within the boundaries of Gila County.
Evaluation
Funds are available. After reviewing the application and agreement and asking any necessary questions, the Board shall determine if the request is for the benefit of the public. The organization agrees to provide recognition of Gila County as a co-sponsor of the event.
Conclusion
Funds are available, and after evaluation, the Board may approve Economic Development Agreement No. 03132024, which the Board has determined to benefit the public, by entering into an agreement with the Rim Country Chamber of Commerce, a non-profit organization. All grant monies awarded to the non-profit shall be used for the purpose determined to be public by the Board.
Recommendation
After evaluation, the Board may approve Economic Development Agreement No. 03132024, which the Board has determined to be for the benefit of the public by entering into an agreement with Rim Country Chamber of Commerce, a non-profit organization. The economic development grant will be funded through District 1 and District 3 Supervisor's constituent funds.
Suggested Motion
Information/Discussion/Action to approve Economic Development Agreement No. 03132024 between Gila County and the Rim Country Chamber of Commerce in the amount of $2,500, which the Board has determined to be for the benefit of the public. (James Menlove)

Attachments
Economic Development Agreement No. 03132024
Rim Country Request
w-9


ARF-8648		Consent Agenda Item 4. A.
Regular BOS Meeting
Meeting Date:	03/19/2024
Submitted By:	Marian Sheppard, Clerk of the Board Consultant
Department:	Clerk of the Board of Supervisors

Information
Request/Subject
Gila County Cooperative Extension Advisory Board Appointment
Background Information
A.R.S. § 3-124-County agricultural extension board; members; appointment; term; qualifications; office space states, “The board of supervisors shall appoint 7 persons, who are residents of the county, to a county agricultural extension board, 4 of whom have as their principal business the production of agricultural commodities, and the other 3 of whom shall be representative of organizations or persons who utilize the county agricultural extension services.” Each member shall be appointed for a term of two years. Of the seven members serving on the Gila County Cooperative Extension Advisory Board (Board), there are currently two vacancies: One vacancy is for a term of office that began on January 1, 2024, and runs through December 31, 2025. This member represents a principal business on the board. The other vacancy is due to the resignation of Marsha Fitzhugh, whose term of office ends on December 31, 2024. This member represents youth programs-4-H on the board.
Evaluation
Ms. Shelbi Parker Wilson has expressed a willingness to serve on this board and she would represent a principal business. If appointed, her term of office would begin on the date she is appointed by the Board of Supervisors and would end on December 31, 2025.
Conclusion
The Board of Supervisors needs to consider appointing Shelbi Parker Wilson for the term of office that began on January 1, 2024, through December 31, 2025. Her term would begin on the date she is appointed by the Board of Supervisors through December 31, 2025.
Recommendation
The Gila County Cooperative Extension Advisory Board recommends that the Board of Supervisors appoint Shelbi Parker Wilson.
Suggested Motion
Approval to appoint Shelbi Parker Wilson to the Gila County Cooperative Extension Advisory Board representing a principal business for the term of office that ends on December 31, 2025.

Attachments
Proposed Gila County Cooperative Extension Advisory Board Member List


ARF-8649		Consent Agenda Item 4. B.
Regular BOS Meeting
Meeting Date:	03/19/2024
Department:	Clerk of the Board of Supervisors

Information
Request/Subject
Rim Country Friends of Tonto Natural Bridge State Park - Special Event Liquor License Application
Background Information
John Robert Wilson submitted a Special Event Liquor License Application to the Board of Supervisors on behalf of Rim Country Friends of Tonto Natural Bridge State Park. 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 (DLLC) approves all liquor-related applications; however, part of the DLLC's process requires that the local governing body review the application and submit a recommendation for approval or disapproval to the DLLC for any establishment located within the jurisdiction of that local governing body.
Evaluation
The Deputy Clerk of the Board of Supervisors has reviewed the application and has determined that it has been filled out correctly.
Conclusion
This non-profit organization has properly completed the application. If the Board of Supervisors approves it, Rim Country Friends of Tonto Natural Bridge State Park will have used one day of the allowable ten days to serve liquor at special events in 2024.
Recommendation
The Clerk of the Board's Office recommends that the Board of Supervisors approve the application as submitted. Upon approval, the applicant has the responsibility to submit the application to the DLLC for its final approval.
Suggested Motion
Approval of a Special Event Liquor License Application submitted by Rim Country Friends of Tonto Natural Bridge State Park to serve liquor at the Tonto Natural Bridge State Park located 10 miles North of Payson, Az for a special event to be held on June 1, 2024.

Attachments
Special Event liquor license application- Rim Country Friends of the Tonto Natural Bridge State Park


ARF-8650		Consent Agenda Item 4. C.
Regular BOS Meeting
Meeting Date:	03/19/2024
Department:	Clerk of the Board of Supervisors

Information
Request/Subject
Pine Strawberry Fuel Reduction Inc. - Special Event Liquor License Application
Background Information
Elsa Steffanson submitted a Special Event Liquor License Application to the Board of Supervisors on behalf of Pine Strawberry Fuel Reduction Inc. 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 (DLLC) approves all liquor-related applications; however, part of the DLLC's process requires that the local governing body review the application and submit a recommendation for approval or disapproval to the DLLC for any establishment located within the jurisdiction of that local governing body.
Evaluation
The Deputy Clerk of the Board of Supervisors has reviewed the application and has determined that it has been filled out correctly.
Conclusion
This non-profit organization has properly completed the applications. If the Board of Supervisors approves them, Pine Strawberry Fuel Reduction Inc. will have used one day of the allowable ten days to serve liquor at special events in 2024.
Recommendation
The Clerk of the Board's office recommends that the Board of Supervisors approve the applications as submitted. Upon approval, the applicant has the responsibility to submit the applications to the DLLC for its final approval.
Suggested Motion
Approval of a Special Event Liquor License Application submitted by Pine Strawberry Fuel Reduction Inc. to serve liquor at the Mary Ellen Randall Horse Ranch for a special event to be held on April 20, 2024.

Attachments
Special Event liquor license application- Pine Strawberry Fuel Reduction