PURSUANT TO A.R.S. SECTION 38-431 THE GILA COUNTY BOARD OF SUPERVISORS WILL HOLD AN OPEN MEETING IN THESUPERVISORS’ AUDITORIUM, 1400 EAST ASH STREET, GLOBE, ARIZONA. ONE OR MORE BOARD MEMBERS MAYPARTICIPATE IN THE MEETING BY TELEPHONE CONFERENCE CALL OR BY INTERACTIVE TELEVISION VIDEO (ITV). ANYMEMBER 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:

SPECIAL MEETING - THURSDAY, MARCH 3, 2011 - 4 P.M.               

 1 Call to Order - Pledge of Allegiance 

2 Information/Discussion/Action to authorize the Chairman of the Board ofSupervisors to sign Amendment No. 1 to the Crew Use Contract datedFebruary 23, 2011, between Gila County and the Arizona State ForestryDivision, and to allow Gila County to expend up to $48,800 utilizing the WildLand Fire Crews for removal of debris from Tonto Creek for the period ofMarch 7 through March 31, 2011. (Matthew Bolinger)

 

 

3 Information/Discussion/Action to authorize the Chairman of the Board ofSupervisors to sign USDA Forest Service Contract No. FS-2800-9 (7/2007) forthe purchase of mineral materials at no cost to Gila County in order toreduce the height of existing sandbars in the Tonto Creek and allow theCounty to expend up to $39,290.40 in order to extract the purchasedminerals.  (Steve Stratton)

 

 

4 Information/Discussion/Action to authorize the Public Works Division toproceed with the repair of Roosevelt Gardens East and authorize theexpenditure of funds of a not to exceed amount of $40,000.  (Steve Stratton)

 

 

IF SPECIAL ACCOMMODATIONS ARE NEEDED, PLEASE CONTACT THE RECEPTIONIST AT (928) 425-3231 AS EARLY ASPOSSIBLE TO ARRANGE THE ACCOMMODATIONS. FOR TTY, PLEASE DIAL 7-1-1 TO REACH THE ARIZONA RELAY SERVICEAND 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 THEBOARD’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-424        Item #:  2     Special MeetingDate: 03/03/2011  Submitted For: Matthew Bolinger, Health & Emergency Services Division DirectorSubmitted By: Matthew Bolinger, Health & Emergency Services DivisionDepartment: Health & Emergency Services DivisionDivision: Emergency Services

Fiscal Year: 2011 Budgeted?: Yes

Contract Dates - Begin & End: February 23, 2011-March 31, 2011 Grant?: NoMatching Requirement?: No Fund?: NewPresenter's Name: Matthew Bolinger

InformationRequest/SubjectAmendment No. 1 to Arizona State Forestry Division Crew Use Contract

Background InformationGila County has an existing contract for Wild Land Fire Crew use with the Arizona State ForestryDivision. This agreement was entered into on the 16th of September 2008. The Arizona State ForestryDivision has updated their rates since the initial agreement. The proposed amendment to the contractis to update the rates for use of the crews and allow the crews to do work on Federal land.

EvaluationGila County has been issued a Special Use Permit by the United States Forest Service to remove deadand down wood in Tonto Creek in the Tonto Basin Area. The permit will expire on March 31, 2011, dueto nesting times of critical habitat in the Tonto Creek area. In 2009, Gila County used the ArizonaState Forestry Division’s Wild Land Fire Crews to remove dead and down debris from the Six Shooterarea. Gila County has an existing contract with the Arizona State Forestry Division for the use of thesecrews. Updating the rates of the existing contract and broadening the scope of crew use to includeFederal lands, through the approval of this amendment, would allow Gila County to use the Wild LandFire Crews to remove the dead and down debris from this area of Tonto Creek. The debris createshazards during flooding and changes the flow of the floodwaters. The debris often creates sedimentdeposits outside the historical channel of Tonto Creek, diverting floodwaters into residential areas.

ConclusionThe approval of the amendment to the Crew Use contract between Gila County and the Arizona StateForestry Division, updating the crew use rates and broadening the scope of crew use to include Federallands, will allow Gila County to utilize these crews to remove dead and down debris from the TontoBasin area of Tonto Creek. Gila County has been granted a Special Use Permit from the United StatesForest Service for this removal that will expire on March 31, 2011. The use of these crews should costbetween $1,300 and $3,050 each day they are used. The price is dependent on the number of crewsthat we use and where the crews come from. We should be able to use the crews for up to 16 daysduring the month of March. The total cost of the project should be between $20,800 and $48,800.

RecommendationThe Director of Health and Emergency Services recommends that the Gila County Board of Supervisorsauthorize the Chairman’s signature to amend the 2008 Crew Use Contract with the Arizona StateForestry Division, updating the use rates and including Federal lands into the scope of crew use.

Suggested MotionInformation/Discussion/Action to authorize the Chairman of the Board of Supervisors to sign

Information/Discussion/Action to authorize the Chairman of the Board of Supervisors to signAmendment No. 1 to the Crew Use Contract dated February 23, 2011, between Gila County and theArizona State Forestry Division, and to allow Gila County to expend up to $48,800 utilizing the WildLand Fire Crews for removal of debris from Tonto Creek for the period of March 7 through March 31,2011. (Matthew Bolinger)

AttachmentsLink: Crew Use ContractLink: Contract Amendment No.1Link: Fire Crew Rate Sheet

ARF-425        Item #:  3     Special MeetingDate: 03/03/2011  Submitted For: Steve Stratton, Public Works Division DirectorSubmitted By: Diana Jones, Public Works DivisionDepartment: Public Works Division Division: Administration

Fiscal Year: 2011 Budgeted?: Yes

Contract Dates - Begin & End: February 22, 2011-April 1, 2011 Grant?: NoMatching Requirement?: No Fund?: NewPresenter's Name:

InformationRequest/SubjectTonto Creek Cleanup 2011/USDA Forest Service Contract #FS-2800-9 (7/2007)

Background InformationGila County residents in the Tonto Creek area continue to be plagued with problemsrelating to the unpredictable and sometimes erratic flow of the Tonto Creek. In orderto mitigate these problems, the Gila County Public Works Division has formulated aproposal that has been approved by the United States Forest Service to lessen thelikelihood of future private property damage and possible loss of life.

EvaluationThe United States Department of Agriculture (USDA) Forest Service has issued acontract to Gila County for the sale of mineral materials that will allow the GilaCounty Public Works Division to reduce the height of existing sandbars to a heightnot lower than the average elevation of the nearest road crossing by using a front endloader. The soil material will be removed and staged at the Bluebird Pit.

ConclusionThe approval of the contract for the purchase of mineral materials in the amount of$0.00 between the USDA Forest Service and Gila County will allow Gila County theability to reduce the height of existing sandbars in the Tonto Creek that continueto plague residents with problems relating to the unpredictable and sometimes erraticflow of the Tonto Creek. The projected cost of $39,290.40 is attached and we believethat the Benefit Cost Analysis is adequate to warrant this action.

RecommendationThe Director of Public Works recommends that the Gila County Board of Supervisorsauthorize the Chairman’s signature on the contract with the USDA Forest Service #FS-2800-9 (7/2007), which will allow Gila County the ability reduce the height ofexisting sandbars in the Tonto Creek.

Suggested Motion

Information/Discussion/Action to authorize the Chairman of the Board ofSupervisors to sign USDA Forest Service Contract No. FS-2800-9 (7/2007) for thepurchase of mineral materials at no cost to Gila County in order to reduce the heightof existing sandbars in the Tonto Creek and allow the County to expend upto $39,290.40 in order to extract the purchased minerals.  (Steve Stratton)

AttachmentsLink: contract

ARF-428        Item #:  4     Special MeetingDate: 03/03/2011  Submitted For: Steve Stratton, Public Works Division DirectoSubmitted By: Marian Sheppard, Clerk of the Board of SupervisorsDepartment: Clerk of the Board of Supervisors

Fiscal Year: 2011 Budgeted?: Yes

Contract Dates - Begin & End: March 1, 2011-March 31, 2011 Grant?: NoMatching Requirement?: No Fund?: NewPresenter's Name: Steve Stratton

InformationRequest/SubjectRepair of Roosevelt Gardens East-Authorization of Expenditures

Background InformationGila County residents in the Tonto Creek area continue to be plagued with problemsrelating to the unpredictable and sometimes erratic flow of the Tonto Creek.  In orderto mitigate these problems, the Gila County Public Works Division has formulated aproposal that has been approved by the United States Army Corps of Engineers tolessen the likelihood of future private property damage and possible loss of life.

EvaluationThe United States Army Corps of Engineers has issued a nationwide Permit #3 thatwill allow the Gila County Public Works Division to perform the necessary repairs tothe Roosevelt Gardens East dike.

ConclusionIt is in County's best interest to proceed with this work in Roosevelt Gardens East toalleviate potential erosion and breaches of this dike.

RecommendationThe Public Works Division Director recommends that the Board of Supervisorsauthorize the work to proceed in the Roosevelt Gardens East Subdivision.

Suggested MotionInformation/Discussion/Action to authorize the Public Works Division to proceedwith the repair of Roosevelt Gardens East and authorize the expenditure of funds of anot to exceed amount of $40,000.  (Steve Stratton)