No.

But I don't know if it is not myself.

Great.

Michael can be the only chapter.

Yeah, all the time.

Yes.

People are not nice.

They're never in this change.

Yes.

Okay.

Can it feel like you have solutions?

So we have a P document.

Yes, we do.

When you're ready.

Thank you.

Good evening, ladies and gentlemen.

And welcome to tonight's Eway City Council meeting.

Today is Monday, November twenty-fourth, twenty twenty-five.

The time is six PM.

And Madam Clerk may have a roll call, please.

Councilmember Rajaska is excused.

Councilmember Curtis.

Here.

Vice Mayor Terengo.

Here.

Councilmember Schneider?

Here.

Councilmember Garcia.

Present.

Councilmember Galindo.

Here.

Mayor Sutton.

Okay, next on the agenda is public appearances.

Ah, I have a sheet right here.

Those wishing to address the city council may do so beside on the form provided by the city clerk identifying topics, agenda items, action to be taken as a result of public comment regarding non-agenda items will be limited to directing staff to study the matter or researching the matter for further consideration or a decision at a later date.

Speakers shall be limited to three minutes in first up uh the shoes are all here, but we're gonna hold you off till your item comes up.

All right.

Um next up is Dora.

If you just for the record state your name in the city where you live, Dora, but I know where that is.

I attended the planning meeting on Wednesday, November 19th and 2025.

I was surprised to hear the comments from those on the committee.

They were complaining about over about the over the hundred pages of re-material they had to read for the Peterson Group application in a very short time.

I'm near to this, but I believe most applications are lengthy.

And isn't it this isn't this part of their position to read each page?

Makes me think they didn't read this application entirely and just give it over it.

Also, this commute committee needs to be given ample time to read and study all applications that they are voting on.

These are important things that are coming to them to make Eloy a much better place to live and work in.

Thank you for listening to my concerns.

Thank you for addressing this council.

Next up we have Mr.

Sayed Taha.

How are you, sir?

Good evening, sir.

All right, state your name and the city where you live.

So you talk and my address is 310 south.

Oh, wait, hold it up.

Excuse me.

I'm sorry.

Uh mayor council members, uh, this speaker this afternoon sent some items to the city clerk to pass on to you, which she did, and to address the matter in the call to the public, which he's entitled to do.

I just wanted to caution the council that this is an active matter that he's talking about in the magistrate court involving code enforcement.

And also that there were some allegations against town employees who have rights as town employ as city employees.

And I would only ask that we allow the gentleman to speak as his call to the public and that we not calm on comment on it because it's an ongoing court matter.

Thank you, sir.

Oh sorry, Mr.

Mr.

Red Ahead, sir.

Good evening, honored council members.

And uh as you all know, I've been here many many times on different topics, and uh today I'm here for something completely different.

I own a property in Eloy, it's about 160 acres, and the property has several zoning, there is a proper there's a portion of it that is zone C2.

And that allows for a community park, parking lot, and several other things.

There's three pages of uh zoning uh that allows for different things for uh commercial use.

Since then we are being harassed and threatened by jail time.

Mr.

Cooper for Mr.

Cooper's firm has filed zoning violation with the city of Eloy, and the judge looked up the time maps, not the city zoning maps, and could not find the zoning as C2, and the same present the property as a vacant lot, which it is not.

It's a hundred and sixty-acre ranch fully fenced with four gates, and the judge issued a judgment that we have to remove everything that's on the property.

And we respect the court and the judge, he's very compassionate, and I will we love the judge, but he is not infallible as there are millions of judgments that get overturned every year.

They said uh Mr.

Cooper's uh law firm said we had abandoned cards, which we never had any, and they haven't submitted any information.

And they said we are in uh we are nuisance to the neighbors.

We have no trash, nothing.

There's a long list of all the information that I submitted to all the uh council members.

Every time everything that we are doing is in the proper uh the properties and full knowledge of previous city planner John Valby, with whom we had several meetings in 2020-2021.

We submitted applications for all the allowed uses to Daniel Simmer.

And first he said he doesn't understand what we want, and then now he says to address Mr.

Cooper.

Now Mr.

Cooper wants sixty thousand dollars uh for city money to remove all the stuff that's on our property.

And then he wants uh the city every month to pay for the storage of our stuff.

What we wish for the council to help us to afford the city planner to process our applications, then we're requesting.

Let us view the property for uses that are allowed.

We are willing to cooperate with the city of in every manner and comply with everything every city uh city requirements.

So it's a witch hunt that uh all this would not happen if Mr.

Cooper's uh law firm would actually take a look at the merits of all the cases, and they just keep filing the stuff.

And we would like this uh city council to review all the documents before you guys just uh create more problems for the city.

Thank you very much.

Thank you, sir.

Thank you for addressing this council.

Next up we have uh Taheem Hussein State, please.

Uh good evening.

My name is Timin Hussein.

Uh we have a community park.

I have all my friends come to play soccer, baseball, golf, and other games.

Every Saturday.

We have picnics, food, we go exploring, and many other activities.

We are building a tree house also.

Mr.

Cooper wants to come and take all our toys, games, fences, nets, lets, and our community building and our moss.

He has no right.

Um he wants to erase our community park and wants the city to pay for it.

He has no right to do that.

We in your help to save our community park so we can all play and become better citizens instead of watching TV all day.

Thank you.

Thank you, sir.

Thank you for addressing this council.

All right.

Next we go on to Mayor's announcements.

That is only one page tonight.

You'll all be so happy to hear.

However, I did have the pleasure of attending our Veterans Day parade on Main Street.

This year's turnout was absolutely spectacular.

Seeing our communities along the streets to all our veters really does my heart good and reminds me why Eloy is such a special place.

I would like to thank all of our veterans, their families, and everyone who helped organize and participate in the parade.

It was a fitting tribute to those who have served, and I'm proud that here in Eroy, we show up to honor them properly.

That was such a good day all around.

Thank you, everybody.

And then we want to council member announcements on the left.

No.

Yeah.

Go ahead then.

Yeah, I I uh in the mayor's absence, I guess I attended the public serving meeting last Wednesday, and his next official.

And uh thank you for coming, by the way.

It was a good turnout.

There's we must have had what 30 people there, I would guess more.

50 people show up.

Uh it was at the TOTEC uh uh grade school, and we had a great turnout, and the uh the subject was the uh Peterson property, the old Samuel Golf course in the uh continuation.

A lot of discussion, I think uh Russians uh some were for some are against a lot of good discussion about the process we're all involved.

So I think there's a little bit of a learning curve for a lot of people on just what the process is what goes to point in zoning and the public hearings and what's involved in requests and the conditional use permits and what comes to council and where the ultimate decisions are.

So from that aspect it was pretty good.

A lot of misinformation, I think, on what needs to be specified at this point in time, but hopefully that was resolved.

It passed to move forward, but now the next steps are for the Petersons to put a little bit more uh let's say meet on the bone and make a little bit more detailed so that it can be discussed again at the uh another public hearing with more detail on just what they're proposing.

So I think uh appreciate everyone showing up.

It's nice to have 50 people, the plan zoning commission meeting.

Um I'm pleased to see the uh community involved that way.

Thank you.

Thank you, Councilman Stouter.

Georgia?

All right, okay.

Okay, moving on.

Item number seven consent.

Oh no, no, no, city manager announcements.

Who is that guy sitting here?

If you want to skip me, that's fine.

I came in here and it's I actually got to get used to coming over here.

I immediately like went into autopilot and walked over to my seat.

But uh, yeah, so this last few weeks have been pretty active on November 15th.

We had the operation Eloy cleanup, so that was a huge success.

We had approximately about 42 volunteers that combined clean two properties, um, and they actually collected 5.65 tons of trash on those two properties in Eloy.

So that equates to about 11,000 pounds.

So a significant amount of trash, but at least we're getting it up off the streets of Eloy.

Uh, the next event that took place was the drive-through vaccination.

So this took place last this Saturday at November 22nd.

That's a partnership between our police department and the Penal Animal Control that managed our animal control.

They had a total of 164 vaccinations that were administered.

23 animals were microchipped and 29 animals were licensed at this event.

So significant draw.

We're obviously getting some good community participation on that.

So that's always positive.

The last two items are related to um essentially office closures.

So coming up obviously on 27th this Thursday and Friday, we are going to be celebrating Thanksgiving.

So our city offices are going to be closed during that time.

Um we will be opening again full service on that Monday the following week.

And then lastly, next week on December 4th, we're gonna be having our annual employee appreciation luncheon.

So that's a really great event that we host every year for our employees.

We get to celebrate our fantastic employees that we have here in the city and make sure that they feel appreciated.

Um during that time frame, we're gonna be closing City Hall and all the offices uh associated with city operations from noon for the rest of the afternoon, and then we'll be continuing regular operations that Friday the next day.

Uh it's not going to impact obviously police or emergency services, it's gonna be more administrative staff, but we just wanted to let the public know we will also be posting that online and we'll have it posted at physical locations to make sure the public's aware of that as well.

But that is all I have.

Thank you, Mayor.

Nice job, Mac.

Thank you.

All right, that brings us to item number seven, consent agenda.

All items listed with an asterisk are considered to be routine matters and will be enacted by one motion and one roll call vote of the council.

There will be no separate discussion of these items unless a council member serve request, in which event the item will be removed from the consent agenda and considered in its normal sequence in the agenda.

Do I have a motion or would everybody like anything removed first?

You will have go ahead.

Yeah, it's uh it's somebody says it's gonna be a short meeting, but I said not.

I'd like uh B and D, please.

Okay, so at this time I'm looking for a motion to approve consent agenda items A, C, and E as written.

So moved.

We'll have a second.

A second, Madame Court.

Councilmember Garcia?

Yes, Councilmember Galindo?

Yes, Councilmember Curtis, yes, Vice Mayor Tarango, yes, Councilmember Schneider.

Yes, Mayor Sutton.

Yes.

Okay, let's take a look at item B.

Okay.

This is uh I've asked this to be polled just more for a clarification.

So maybe there'd be a clarification on this.

There was a uh uh call in public uh a couple weeks ago or a couple meetings ago, some gentlemen on uh off of Toltec Road complaining about dust.

And at the last meeting, I think we made the statement that we had an agenda item and we passed that last uh time about taking care of that.

I think I wanted to clarify that uh the gentleman lives uh in particular lives above where this work is going to be done.

And so there's an agreement uh I think uh to take care of the rest of it, but I think I'd like to pass on to the city manager maybe to explain that just to get it in the record so the people were not misled as to what exactly the city is doing.

Yeah, I can clarify that.

Thank you, Councilmember Snyder.

So, yeah, for that project, this is going to be kicking off the paving of Toltec R portion.

So the city's portion that basically goes from Aztec to Chiracawa from Chirikawa to Hannah, that is Robeson's responsibility.

But there is an additional about four inch um pretty much four inch or four feet of the roadway that they're gonna be improving that we want to make sure that there's consistency from our portion of their portion.

That we want to make sure that there's consistency from our portion of their portion.

So we want to add on an additional uh layer of pavement to make sure that there's a 28-foot consistency.

So we're going to be finishing our portion.

That's what you guys will be approving tonight.

And then following up on that, we'll be coordinating with Robeson to complete their piece.

But this is going to kick off the total project of having this road paved.

Our portion is the first part of that.

Yeah, thank you.

That's that's the uh clarification I wanted to just fact.

It wasn't the whole road, a portion of it and ropes and has responsibility then for the rest of it.

Thank you.

Uh and the folks are rolling, they're on board with this, right?

Yeah, no, we've been in conversation with Brett Emmerton and their planning team, and so they're fully aware of it.

We actually just received an email from them today, so they're coordinating with Jeremy on the engineering component of that.

Excellent.

Thank you, Mac.

Okay, D.

With that, I would uh make a motion.

We approved item B.

Councilmember Schneider?

Yes.

Councilmember Garcia?

Yes.

Councilmember Galindo?

Yes.

Councilmember Curtis.

Yes.

Vice Mayor Terengo?

Yes.

Uh Mayor Sutton.

Yes, as well.

Okay, next will be item D.

You want to?

Yeah.

And my question here is concerned that these meters and valves were sole sourced.

And was curious if there was any concern or serious part of that being a situation sole source that uh if this company goes out of business or uh we can't get ports in the future.

What's in an alternative plan?

Do we have an alternative plan if we uh we can't get these parts for some reason?

Mayor, Vice Mayor Council.

We currently have a contract, a sole source contract to purchase uh our meters currently, and this is just to finish out the rest of the year with this contract.

But that's so it's not necessarily the only makers and suppliers, it's just the fact we have a contract with them, and so they're sole source because of the contract.

Right.

There are several other companies out there that we are looking for in the future, but right now this is what we have.

Thank you.

Yes, there's a single source of supply.

Okay.

No more.

Mr.

Mayor.

I'll make a motion to approve item D.

Do I have a second second?

Madam Clerk.

Councilmember Schneider.

Yes.

Councilmember Garcia.

Yes.

Councilmember Galindo.

Yes.

Councilmember Curtis?

Yes.

Vice Member Turingo?

Yes.

Mayor Sutton.

Yes.

Okay, that brings us to item number eight.

Business possible discussion and/or action on the following.

Authorize and accept a proposal from E1 Audiovisual Technology for the Council Chambers Audiovisual Upgrade Project at a total cost of 197,205.

The purchase will utilize pricing available through the Arizona State contract number CTR075310.

This acquisition was identified as an approved project in the city's capital improvement plan, CIP, and is fully funded within the fiscal year 2025 to 2026 budget previously adopted by the city council with authorization for the mayor to execute the contract, any necessary change orders to be exceeded the approval of the CIP budget of 225,000 dollars.

And at this time, who will present?

I think you said it all.

So I'm presenting um item 8A for the council chamber's audio visual upgrade project.

So council approved this upgrade as a capital improvement project last year with the 225,000 in funding.

Our current system has served us well, but it's time for an upgrade that will better serve both the council and our community.

Um e one also exhibit one audio visual technologies has submitted a proposal for the 1972 and 35 cents.

So that's nearly 28,000 under budget, which gives us some cushion for an unexpected needs during installation, which we are not expecting.

Um here's what we'll be getting.

Individual monitors at each of your diocese positions that you can adjust to your preference, two large 86-inch displays to replace what we have now, wireless microphones that will that can move around for different types of meetings.

An automated camera system.

This is exciting because it means no more needing someone to manually run cameras during long meetings.

Much better audio throughout the chambers, a new lecture with modern connectivity, an assistive listening system for accessibility, and the ability to stream directly if we choose to YouTube and Facebook.

Digital signage capability for the Atreum and 16 hours of turning for me to make sure we all know how it is to use.

So they're familiar with the building and how most everything is set up.

They're also in Rosency contract vendor, which means they're already been vetted, and we're also getting competitive pricing.

They specialize in government facilities and have experience all over the state and other states as well.

Again, the installation cost is 197,25 and 35 cents, leaving us with about a 28,000 content contingency funds.

So if you had any technical questions, they'd be happy, I'm sure, to help answer those questions.

Do you have questions?

Yeah.

Okay.

Of course.

Okay, first uh the first question will be a question of timing.

Uh if this were to be approved, what is the lead time on gathering all the equipment and doing an install and the whole timeline?

Uh typically from receipt of PL, you're looking at six to eight weeks to receive equipment.

Typically two to three weeks to have our team schedule the project, and then we would need uh this room vacant so that our team can come in.

Uh probably I think it's three weeks.

Yeah, we were shooting two weeks really and with a little bit of overflow if necessary, but uh two weeks should do it.

Our next question is storage.

Now, will the video be stored here or will be stored co-mingled like between here and YouTube, or how does that work?

So the storage will be I mean it's essentially cloud storage for the video, so it really would be here within your guys' control over the content.

Yeah.

But that YouTube component, because I I watch council meetings from all over the all over the country.

And I do like the ones on YouTube, they are pretty trick.

You want them to speak into the mic, right?

That's where you were.

Oh no.

We'll have to worry about that with the new system, right?

So was that?

Yeah, because I watch uh a lot of council meetings and they're on YouTube.

I just think that's a real nice way to do it.

It's very friendly, very easy to get into without going through navigating through some city site first.

So will that be something that's included in this money, is that an ADO attack on?

No, absolutely, Mayor.

So there is a device in here, it's a Epifan Perl Nano.

It provides the streaming capabilities and recording capabilities for the content that you guys are sharing to your platform of choice, whether that be YouTube, Facebook, or or some other it uh it allows you so something that Celine had kind of reached out and shared that you guys very much wanted because it's exactly the type of videos you're seeing in other councils.

There's a nice little template, a layout, it kind of you guys can build something that shows your city, your colors, uh, your content, you know, videos are in the right spot, and you can share multiple things that way.

Uh this device will very much give you that functionality.

And the cameras will be AI follow us as we speak.

The cameras are probably the crown jewel of the functionality for what you guys would really get the the most noticeable thing for your buck on.

So there would be five PTZs positioned strategically around the room.

And they're all voice activated off of your microphones.

So there's a voice tracking server that would be installed in the rack room back behind us.

As soon as it detects somebody speaking at the at the dais, it'll instantly latch on to them and switch in.

And it's very customizable as well.

You know, it could be uh, hey, two seconds of dialogue, it'll grab them, one second of dialogue, it'll grab them, but those are the things that we'll dial in when we work with you.

It'll also get the lectern position as well.

Yeah, just a quick down the road question.

The microphone is going to be wireless, correct?

Correct.

Because when we do come election time, we'll have like debates for lack of a better term.

And we'll all be sitting in front here at a table.

Will the camera follow the mic at the table or was will it still be looking where the mic used to be?

The technology is I'll give you kind of an off-the-coff response just in in full clarity.

So the technology to do so is absolutely there.

Uh what we'll have to work with you guys to be strategic about is the positioning of the cameras.

Because once the cameras are physically installed, that's the position, right?

So they're gonna be up here to scan the dais and grab all of you guys.

But if you're gonna have a breakout session or something like that, we would very much want to communicate to make sure that when those cameras go in, we're taking both scenarios into into uh into consideration uh so that we can plan for that type of scenario.

So yeah.

Well, thank you guys for uh bringing this much needed investment into our our uh dias in our system.

My my question is about technical assistance.

Um a lot of times we come into this uh meeting hall and we assume everything is working and stuff, and then I don't know, monsoon went through, or you know uh electrical storm and stuff, and and we don't understand why we're not getting service, we don't understand why our mics aren't working, we don't understand where everything is.

Would you be uh like is there like a number we could call?

Is there would you be available in case like we just show up and find out that our systems aren't working and we need assistance?

Uh yes, the short answer is yes.

Uh we have proposed a extended service contract for you, uh, which gives you uh a little bit more than what you're just 18 months of labor warranty is covered typically.

Um so when we originally met with uh Celine and Andrew Mayor, uh we were of the understanding that your IT people typically come in about an hour or so beforehand, correct?

Or a couple of hours to test it.

Um I've been the one that's testing it.

However, if there's an issue, they're available.

Um so what this new system will bring me.

Can you uh hit the microphone?

What this new system will bring you is the ability for a technician, one of our technicians, to remote into your system with the assistance of your IT department.

And typically we can fix 90% of your issues.

Uh, if it was a storm or some other issue, we'll typically be able to fix it then.

Yeah.

Um, and my next question is I mentioned earlier I just got two new phones.

Don't know how to work any of them quite yet and stuff, but I'm getting there.

So it in this contract, first the the um the uh quote that you gave that includes the technical assistance, right?

Um the 1970 uh does not include the remote supports, it includes our standard 18-month labor warranty.

There is the ability uh with our standard for our technicians to uh if you call they'll come out, etc.

But it's not a guaranteed response time.

The extended service warranty provide you with that guaranteed response time.

And that's something we could pick up after the 18-month contract?

Yes.

Um, and then also along that line, is there do you have the availability for upgrading?

Because you know, like I said, things change constantly, things are changing daily, and you know, would we would we have options to you know upgrade services that just aren't fitting our needs anymore?

Absolutely.

Yeah, the system itself is fully upgradable.

Uh Michael, maybe you yeah, so absolutely.

So the system um a lot's changed since the system that you guys originally had put in place.

Um and I hate to at this point I say this all the time, everyone's been saying this, but it's it's COVID.

COVID changed everything, right?

It really really did, especially for audio visual systems.

Uh, we have a lot more automation in play, and things became a lot more um uh modular as well.

So this design is modular.

It's a simple, well, it's a matter of pulling uh data cable to and like if you guys wanted to, and I'm just throwing wild stuff out there, right?

Just to give you an idea.

You guys all of a sudden wanted to put displays up here on the sidewalls, you could do that.

It would just be the cost of the cabling and the displays to get there.

If you wanted to put additional cameras in here for the system that we're talking about, we're we're talking about putting five cameras in here.

You guys wanted to put 20 cameras in here, you could.

You know, so you could absolutely add to the system.

Um the system is very uh diverse that way.

Yeah.

Uh we'll follow up uh council member uhindos question of the uh service response.

Is any uh is it 24-7 or the reason I asked the questioners we need it six o'clock, seven o'clock at night, and depending on time zones, and all of a sudden we go to start and we've got an issue.

Uh is that call we can make?

Is there someone on duty, or is it an eight to five call, or just what's the situation of uh immediate response we have a problem because uh no being scheduled somebody to come out?

That's a different issue than I have a problem now.

How can we get going?

Because we've got an audience waiting to see what's going on.

Sure, that's definitely a challenge.

Um the service con the service contract, uh the additional service contract provides for everything that you're asking for, not 24-7.

Uh, we are in Arizona, so I don't think 24-7 is needed.

Um, but we do have the extended service hours for you.

Uh, just in the scenario of somebody comes in here at 5 p.m.

setting up, they can't get the system to work.

We'll have somebody a number to call and a technician available.

Okay.

And my second question had it has to do with more the community room and the uh uh atrium.

What is being planned out there?

Uh is it just to add additional uh guess visuals to what's happening in here, or is there something more being done to enhance maybe there's a meeting in the atrium or meeting in the community room, can that be hooked into the same system?

Yes.

So in this proposal, um, when we first came down here, we evaluated several things, but what is in front of you today very specifically, the functionality that you would get from this upgrade would allow you to have the audio and visual overflow from this room into both the atrium and the community room display.

So you'd be able to see in here out there.

Uh in addition to that, there's a digital signage component uh that goes along with this as well.

There would be a signage player that would live inside the equipment rack back here as well.

It would connect into your guys' network.

That would also have the ability to send customized signage, you know, anything you guys might want to put up, bulletin information, schedules, plannings, pictures of whatever, whatever you wanted to do, right?

It would that would be uh that would be something that you guys would own in your community with that content, but you would have a mechanism to be able to share that throughout the facility.

Uh and yes, it can come onto these displays in here as well.

Thank you, Mayor.

I just wanted to clarify again.

I might have been confused.

So the hundred and nine 197,000 price quote does not include the um contract with you guys to be available for us if we need you.

So well, I'll touch on a piece of this in the because I'm generally just the technical guy, but uh the contract is written right now for you guys.

Um, the number that I think we had settled on was 16 hours of on-site support for you guys to be scheduled for meetings just like this, and that's used as you guys see fit.

Um, so if you knew you had a council session coming up and you wanted to schedule time or make sure that we're available, we certainly would do that and accommodate that.

Um to be able to take care of your needs.

And if we needed to talk about that, that's something we could discuss as well.

Okay, because that's what I wanted to clarify.

This 197 does not include anything other than those 16 hours, which we find that um it's random when we need help.

And so we use that 16 hours.

We're talking about quite an additional amount of money up to what I think 48,000 dollars for five years.

Um, so that would well put us over that 225,000 mark.

Go ahead.

Yeah.

Uh Vice Mayor, so the the reason that the contract isn't involved in this process is because this is a capital improvement project.

So we have funds that are specifically allocated for this because this would be an annual reoccurring item we would actually include into our operating budget.

When you see with any kind of IT equipment or things of this nature, you typically do need a service contract of this magnitude to get the support that we want to ensure that we're receiving the full-time after hour support as well as coordinating with them to make sure that we do get make sure the council meetings and all that are up and running successfully.

So what we most likely have to do is once this project is completed, we'll bring back the service contract for approval by Mayor and Council at a uh the next council meeting after the uh contract after the installation of the new system, and then following up that we would also have to put together a schedule outlining when all our council meeting dates are provided to them so that we can coordinate and then also have an internal schedule where we're checking these systems so then we can get them in advanced notice if an issue arises, because if you contact them before 12 before noon, they can have somebody on site as far as I'm aware based on what I read.

So there's just a lot of different factors, but you would get be getting better service to make sure that we maintain our equipment and we don't run into those issues that we see where mics aren't working or the screens aren't able to go live at a council meeting.

Okay, thank you.

I just before when we've done I'll say one of my past life here, we wouldn't used to have these contracts included in the capital project, at least for the first year or two, it would be included in the whole capital project because we know we're gonna need it.

And the city used to do that, and maybe that's changed since then.

It's been five years since I've been gone, but I just we know what's gonna happen.

And so that's a lot of money to not include in this whole contract, and I would have preferred to see it up front, included with this at least a few years to instead of us having to come back and figure out where we're gonna get $50,000 for a five-year contract.

Thank you.

Mayor.

Did you not say that the service contract was included in the first 11 months of this?

You have a labor warranty for the first you have a labor warranty for the first 18 months.

It does not include extended hours.

It is an eight to five with next day service.

If you have an issue between if somebody calls us at four o'clock, a technician would be available and they would be able to assist you.

They would probably be able to remote in, they would be able to provide your IT staff with some uh technical support, but that's eight to five.

So the extended service contract includes the extended service hours that you guys are looking for.

So if we get here at six o'clock ready to start a meeting and our whole system is not working, which has happened.

Um it would not the the contract that you're proposing tonight would not include that.

That's correct.

Thank you.

Uh based uh councilmember Glendo, based on the way I'm reading the contract after our support is coverage 5 p.m.

through 8 p.m.

excluding holidays, so you'll have the ability to potentially remote phone in or remote support during the council meetings.

It just wanted to be somebody physically here.

So they'd have to coordinate with RIT to remote in based on that schedule we give you of our council meetings after hours.

Yes.

So that's in this current proposal that they did propose.

So we would have that service.

Okay.

And we would continue also um doing our checks before that time frame, just you know, to be sure that everything's working appropriately.

Okay, I'm totally confused by the service stuff as well.

Because uh, so I think what McKenzie is saying, but you guys said something different, is if we get here, we we provided you, so say he provides you all our council meeting dates, they're always on Monday, they're usually every two weeks.

We get here at six o'clock, we've checked the system earlier and worked at four, we were good.

All of a sudden, boom, the thing goes down.

Do we is it included?

Maybe I think McKenzie said yes, but I was a little bit unclear from what you guys said.

If we have to call and get tech support at six o'clock, start of our meeting.

I have one additional question after that.

Okay.

Um I may need to help.

So I don't I don't believe it would uh without the extended coverage.

Because we're, you know, generally we're operating on an eight to five work schedule.

Um the person that's running the help desk is probably not going to be there at five o'clock.

Um without the extended coverage.

She's talking about the extended coverage.

Oh my gosh.

Yeah, okay.

Then because that's what we're discussing.

Yes, in addition to the 1970s.

Correct.

So the service contract that's being discussed right now is not included in this 1970.

Gotcha.

Even in the first 18 months.

Correct.

Correct.

Okay.

Okay.

My second question is what about when people are traveling and they're phoning in?

Is there a video component to be able to pin them like on a Zoom or some sort of connection?

Great question.

Um so the system itself is completely agnostic from any sort of platform and just to get granular.

Uh whether you guys are using Teams or Zoom or WebEx or whatever, it's going to take your video, audio, camera signals into your guys' systems to be able to facilitate those meetings.

So uh in the clerk location where they're running the meeting from, right?

Uh she will have the ability to bring those people into uh a Teams or a Zoom or a WebEx call and they would be remote participants, yes.

Okay, and is that something we're planning to do?

Seeing as the system has the ability to do so.

Yes, yeah.

So our community development director doing sign when we were just talking about was having consultants who are just unable to be here and we can actually put them on the screen, but we were wondering too if we could have the person uh see them as well as the presentation.

So having like two screens or I don't know if that's a capability that we can do or think about for the future.

No, the system currently is designed to where uh if you're a remote participant sitting on the other end of the so generally we've all been on Teams meetings at this point, you know.

You generally see somebody's camera feed, right?

You guys will have the option to switch between the camera feed in the room or be able to share your remote or your your your content.

So whatever you're presenting through your system, uh whatever is being presented through the system can be sent through Zoom or Teams in the same way that you would be seeing somebody's webcam is kinda I'm just being technical for how it works.

But the answer is yes, they would be able to be see the room full of participants as well as the presentation.

Um okay.

I would like to caution that the need for this system is not just um city council meetings.

We have planning zoning uses this system as well.

And uh I can't tell you how many times I've been to some planning and zoning meetings when we have uh an applicant wants to show something on their PC and we we're dead.

We don't have it, and so they have to.

So is there some I think we have to consider not just uh city council meetings, but it's used for other uh city functions for the public as well, playing a zoning being one of them.

And we have uh sometimes we'll have uh work sessions on Monday nights.

It's not the plan so uh be aware be aware of that.

Also the I guess I do a lot of presentations, so I'm very sensitive to hooking up uh PCs to do presentations in the system we have now is horrible.

I've seen people come and try to get hooked up and the the uh I know some house or whatever is up there down, just uh I feel for them because they've come all prepared to do a presentation and it just it just doesn't work and everybody is so frustrated.

Do we have a proof system so it's easy to connect for somebody with it comes with a flash drive or comes with a PC or we don't have to worry about whether it's uh uh uh uh Apple or uh uh HP or the or can you address that a little bit?

Certainly.

Um and I don't want to misspeak, but I do believe that the system I'm staring at right now as far as this monitor with the PC image on it.

I'm I think when we were here talking, your IT team put this in here for you guys to use.

Um so I can't necessarily speak to the functionality of how you guys are using it currently.

However, that being said, the system should absolutely allow you to walk up with any system, whether it's uh Apple, whether it's a PC, whether it's an iPad, and be able to plug your cable into it and share content to your screens.

Um through programming, you can do things like uh making it to where the you know it'll detect the video signal, but it won't share until it's allowed.

You can do things like that, but those are things that we would discuss with you guys to make sure that we're meeting your workflow needs.

Um but uh but that is how the system should work, absolutely.

Uh there's nothing in here for wireless sharing, but sitting here talking to you guys, maybe there is a need for something like that too, and those are things that can happen as well.

So I I guess I'll pause because I don't want to muddy the waters here.

But I'm being I'm feeling compelled to say this.

This is the the best way this works when we're doing a customized design build for for for people like yourselves is when it is iterative.

You know, so if we if I stand here and I tell you things that you guys are like, hey, that doesn't quite fit, or hey, I'm not sure about that.

We want to know those things because I can fine-tune it.

That's my job, you know, is to is to make sure that you guys are getting what you want.

So uh just something I I felt kind of compelled to say.

So one more question, and I'll ask Celine this.

We have had occasions where we've had consultants who've come in, call in from the outside.

And I assume that if they have a presentation, they could use something like the Zoom and could send it to you, then we could show it on the screens.

Because that's we've been lacking that up to now, or trying to so just be sure that we have something like that going forward.

Absolutely.

We can do that now too.

Okay.

So will Celine or Michelle whoever's control or be someone from our side that will control like the content, as you say, like what goes on to the video screen and where the cameras go, or I think you mentioned maybe AI goes on whose speaking, or how how does how does it all work?

How the ultimate presentation that the public sees is controlled.

You're gonna so I'll try to stay out of the weeds.

Um, but great question.

So you're gonna have kind of a standard workflow, not really kind of a standard workflow.

We're gonna work with you to define what your standard workflow is so that when you walk into your sessions that it works exactly the way you're expecting it to work.

Um the the clerk position is the person that would have the the control panel though, the touch panel that they're going to control things like this.

So uh it's a very customizable.

Um, you know, it you could control things like who's speaking, when they're speaking, whether you can have you know, mute all mics, mute speakers, show video content, switch different sources, whether you want somebody to show content from here or show something from her systems over there.

Um so there's a lot of flexibility there that the system would allow to happen.

But but I guess the direct answer to your question is yes, whoever has the the touch panel is really the person driving the A V system functionality.

The cameras uh will just do their thing.

They're just gonna auto-switch and basically always give you a nice clean shot of whoever's speaking.

That's the camera feed that's going to be fed into the systems that's running, you know, running your team's call, running your Zoom call, things like that.

Uh you'd also be able to put those cameras up on these screens if that's something that you wanted to do as well for a better view of the audience, or or for the overflow, uh, frankly as well, right?

If you guys had that capability, you know, I could imagine that might be a nice feature for somebody to see a nice tight shot of the speaker from the overflow.

So those are all things that the system would do.

Yeah.

And then um you said that we can't upload the videos to YouTube or Facebook.

So say we choose to upload them to YouTube.

Is that and you mentioned the videos were being stored on the cloud?

Is that um like you know, eventually we'll have a lot of videos, there'll be a lot of storage.

Is that uh you know a fee that we pay for the cloud storage?

Are you guys handling that cloud storage?

Or are we uploading the videos to YouTube, creating our own channel, or you guys doing that?

How's all that part's working?

Very good question.

So we don't we don't have any uh control over your content.

So no, we're we're not going to manage your YouTube platform or your Vimeo platform or what whatever you might use for things like that.

I know that uh I believe the platform that you guys have either settled on or are considering settled on is Civic Plus.

So I think that that's gonna handle some of the heavy lifting uh for how that system works as well, and it'll help help you give you that portal to facilitate your needs.

Some of the similar to how the Granicus did it for you as well to put those that content out there.

The system that we're providing is really just it's just the system.

It's just it's it's the audio and the video, the processing, it's doing uh it's doing all the heavy lifting, but that video once it leaves, that's you guys own that.

You know, that's that's your video for your community.

Um so we wouldn't manage your your streaming platform.

Where is it stored?

That's gonna depend on the service you guys choose.

Uh not trying to be evasive with that answer, but it's gonna be YouTube, or it's gonna be whatever streaming platform that you guys are are utilizing, which I think is gonna be Civic Plus.

Sorry.

Which I thought was gonna be Civic Plus, but it is correct, Civic Plus.

So our videos right now are on Granicus.

Um they've been integrated and we have them and we're gonna put them into Civic Plus.

So Civic Plus is our primary one right now.

However, we'll utilize YouTube.

Um, and if for some reason we need to remove something, then we'll go through that process.

Bring from our zone, do you have some other uh cities where you've installed systems that maybe we in our spare time can watch some their council meetings and maybe give some feedback to to city staff or things we saw or didn't didn't see that we just so uh you mentioned it's very important and I agree that when you put together a system you have to know what the users want in rely very much on them to tell you what they need rather than you try to tell them what you think they need, it doesn't work that way.

I can speak uh yes, I'd be happy to gather some uh customer references and people that are currently using systems very similar to yours.

The one that comes to top of my mind is uh City of Paradise Valley.

They use it.

Uh we do many courtrooms, City of Tucson, City of Glendale, City of Mesa.

Um so we do have those types of projects out there as well that utilize similar equipment, but they're not necessarily council chambers, but I know we have a ton of council chambers.

I just wasn't prepared for that.

Um it's more for our staff.

Um as I've you know, as I've admitted, I don't have a very good relationship with numbers.

Um like a foreign language to me, but and my calculations it it looks like we have like about 27,000 left from the budgeted amount.

Um would that cover you know any added?

I understand that that when you come in and do the system, there might be some unforeseeable cost that would um exceed the the amount that's being presented to us and stuff, but would it still be within the realm to be able to get some kind of extended warranty, some kind of support service for the needs that we have uh so with that because it's a capital improvement project, it's a one-time cost, you wouldn't be able to utilize that funding for an ongoing reoccurring annual cost, but that contingency item would cover potentially any other items if you look at Paradise Valley or some of their other systems and you see certain features you like, you can always coordinate with us to see.

I mean, if that's something we can incorporate.

Uh at this time, though, I mean this is already coming to council for approval, so you are making a decision now to move forward with the system as it's presented.

So 27,000 is the only remaining contingency, and as an IT person, I don't know what you can get with 27,000.

I don't know if it's a lot or if one little widget thing is gonna cost like 15 grand.

I don't know.

That's just me being honest.

No, that's uh that's a fair statement.

A B is uh it can be pricey.

Um no sugar coating that um it just depends, right?

Honestly, it just it really depends on what it might be.

It just is just as since I've been standing here addressing you all, um thinking about your different breakout sessions that you have if you wanted to utilize the track the auto tracking system.

We might need to look at that again as if you wanted to, right?

But we might need to look at that to be like, hey, maybe we need a camera in this spot so we can make sure we get these people that are sitted in this seated in this area, those types of things.

Then it would be the matter of adding the additional cost for the camera, which is certainly not going to be 27,000.

And if we're doing it at the time of installation, it just folds right in with everything else.

We pull the cables at the same time and you know, we do things like that.

Uh wireless presentation as well.

If you guys were like, hey, I kind of like the sound of that, it would be really cool if we could just all sit around and pass around a little dongle to plug into our laptops and cast the screens.

Okay, you could do something like that.

You know, and it wouldn't again wouldn't be 27,000 to do those types of things.

Now, that being said, if you started, you know, adding, adding, adding, it would certainly add up.

But uh, but we are here to work with you.

Uh we've been working with your city for a long time.

Um, you know, we'd like to be good partners and continue to be so.

And my second question for the staff too is um so I know we're required to post our meeting minutes within a specific time and stuff, but using this technology and being able to post it on our website or on would that satisfy posting our minutes for meet for all our meetings?

Because I know some other municipalities are doing that as well.

Yeah, so the legal statement the way we currently do it right now is we have a separate, it's it's quite a process to do it.

I think going to Civic Plus rather than civic plus and granny case is gonna make it a lot easier for the clerk's office.

So yes um for planes only for all of the leather boards and definitely for council will be much easier.

Okay, yeah, we are sitting in the mic won't do that, right?

Okay, at this time I'll look for a motion to authorize to accept proposal from EVO and audio visual technology for the council changes audio visual upgrade project at a total cost of 197,205 and 35 cents.

Do I have a motion?

I'll move.

Mr.

Mayor, I make a motion we approve the item A.

Do I have a second?

Second.

Madam Clerk.

Councilmember Snyder.

Yes.

Councilmember Garcia.

Yes.

Councilmember Galindo?

Yes.

Councilmember Curtis.

Yes.

Vice Mayor Tonga.

Yes.

Yes.

Thank you.

Thank you, guys.

Thank you, Council.

Thank you so much.

Thank you so much.

Thank you both.

Okay, next is item B, discussion and direction on the Houser Road Water Line Extension Project, phase one completion update and phase two alternatives for Charleston Road Waterline Extension.

So at this point, I will ask the shoes if they would like to come up and say anything.

Oh, I've got I've got stuff to do that.

I thought we were going out here with the David's going for well.

And to that additional information regarding the phase two of the housing water line project has come to light.

For these reasons, I'm making a motion to table this matter to related date.

And also I would like the full council here when we vote on this because now I understand there's a new option that I haven't seen and the city hasn't had a chance to look at.

So I would like to make a motion to table this to related date, and we could probably handle this down to the first meeting in January.

So I make a motion.

Do I have a second?

Second.

Madam Clerk.

Mayor Sutton.

Yes.

Councilmember Snyder.

Yes.

Councilmember Garcia?

Yes.

Councilmember Galindo.

Yes.

Council Member Curtis?

Yes.

Vice Mayor Tango.

Yes.

Thank you.

Okay.

Absolutely.

Look, I want to thank you guys again.

I know this is you Marley, you told me this is a 20-year thing.

So 25, I know.

And we're just pushing it down this is a couple of weeks, but I want to make sure we have all the information before we do something.

Because I understand this was a new option that was just presented, and we have to look into that.

What was the new option?

So it's not an official option.

It was a idea from Dan and I that we were asking questions about that is a similar option to one of the options with a different idea.

So that you guys can get, you know, both perspectives and understand what's at stake for both the city and for the residents.

I also would uh encourage council members to take a drive down onto uh houser and uh look at the the situation how far the shoes are off of houser, uh just what the uh access they're talking about.

Look at uh I keep calling it uh overfield extension.

I know that's not the right name.

I keep saying overfield extension in the road.

Indian trail, thank you.

Uh and also Charleston, and just to see it's very easy to talk about Charleston as uh is a main thoroughfare, but I think people need to see just what Charleston is and to help us make some of these decisions and so uh and look at some of the distances involved and so forth.

So it was eye-opening to me then to have discussion with you as well.

Kind of uh okay, maybe start thinking uh a little bit differently.

So that was I would encourage other council members to do the same thing.

And and may I interject?

Excuse me, Mrs.

Shu.

Could you please come up?

Thank you.

Well, while she's coming, I also got a chance to meet with Mrs.

Shu and uh this have a discussion with McKinsey on this too.

And I I have questions.

I uh I think that uh getting more information and understanding where the logic for these uh three options came would be very helpful for me as well.

Okay, so that's what the place go ahead, sir.

Mayor council members, um procedurally, what has occurred is that you had a motion to table and it was approved.

And at that point, generally discussion stops because we're basically we're discussing matters are not on the agenda.

Mr.

and Mrs.

Shu did sign into the call of the public so that they could address the council so they you know you certainly can give them that courtesy, but after that statement, I would urge the council basically because it's tabled to a future council meeting that any further discussion occur at that future council meeting at a public meeting.

Thank you, Mr.

Cooper.

Ms.

Shu.

Martle Shu, 5010, West House of Road.

Um I appreciate the the added attention and and um interest in this project.

Um both my husband and I extend to you, you know, invitation to come out.

We will take you for a tour, um, show you what's out there, you know, add a little context, so you know, hopefully it'll it might help connect the dots.

Hopefully, the dots.

So I know staff has our phone number.

You definitely have our address.

Um we're here to to help this process proceed as quickly and smoothly as possible.

Thank you for your support.

Oh, gee.

Hi Bob Shu, 610 West House and Road.

Uh Mayor Sutton, Council members, Mr.

City Manager.

Um with the tabling of this thing, I I I appreciate that.

You know, it gives you more time to truly understand the situation.

Will this still be then, if you're saying January, will it still be a feasible option to break ground next year in July or August, like we did for this first phase.

I really can't answer your questions at this point with a call to public, so okay, okay.

And I do invite all of you, you know, uh council council member Curtis and Council Member Snyder.

We did get to meet with them on last Friday, and I I do invite everybody, please to if you can find some time, we will make the time to discuss with you and show you our positions.

Thank you.

Thank you, sir.

And again, thank you for coming down again tonight.

Okay, that leaves us with our last item item C appointment of a vice mayor for a period of one year, effective date of December 1st, 2025.

Do I have a motion for a name?

I would like to recommend we appoint Michelle Turango for additional term if that is legit in our code.

Okay, and I'll retract my suggestions.

Mayor, council members.

Uh about three or four years ago, you passed rules of procedure for the council, and one of which was the um appointment of a of the vice mayor, and this basically my recollection of that is is that basically be a one-year term, but they could not be consecutive terms.

So this next following year, the current vice mayor would be eligible for reappointment.

So I thought that as well, but I was told that wasn't the case.

So I instead I would like to make uh alternate suggestion of Dan Snyder.

Yeah, I appreciate the uh suggestion, but unfortunately, I think with my uh uh current uh personal situation, wife and so forth.

I don't think I'd really have the time that it deserves having been vice mayor once before in seeing whether city said I just uh appreciate the effort, but uh I'm just afraid I would not have the time to vote to it.

Thank you.

Um Mr.

Attorney without Mr.

Vabrovski here, I don't think this is fair because he's not here to put in his things, yeah.

I don't think so.

I think I'm gonna tell you about this one also to we have a uh a full council.

Is that permitted?

Uh mayor, council members.

Um, short answer is yes, it is permitted.

The co-act that was submitted to you.

Um we did provide on there that a council member may serve more than one term of vice mayor, provided the terms are non-consecutive.

So you have the right to continue it since council member Vodrowska is not here tonight.

You also have the privilege of making him vice mayor.

Can I share that?

I like Mike.

Absolutely, go ahead.

Not that I'm trying to sell myself, but reading the language in the um information from when that was passed.

It says maybe and in my police work, may and shall are two words that are very distinct words, and so that's why I think the question was is whether or not it could happen because it says may, it does not say shall not be Mayor, Mayor and Council members.

I understand from your police work.

The difference between May and Shall and uh I also recognize from the Bible, May and Shall can be interchangeable as well.

And unfortunately, they are interchangeable a lot of times in legal interpretation.

And so the the COAC and I can I don't have the exact procedure to give you there, but basically the information for the coac I was I gave to the town to the city clerk when they you know raised the same question that you did as well.

It it says may serve more than one term, which is permissive.

There provided the terms are non-consecutive.

So the way that I read the statute, the way that I read the policy of the council is that um you can serve as vice mayor more than one term, provided that the terms are not consecutive.

And so I I that's my interpretation, but um as we say in the legal business, you're free to accept my advice, and you're also free to reject it.

Uh having been here and part of the discussion when it happened, uh sir.

Were you part of it then?

I was.

Okay.

The the discussion came up that we had uh uh uh uh desire to pass the uh chance around to different council members to be vice mayor because you you get more involved with staff than a normal council member would.

And so that opportunity to learn more what's going on was the reason by it.

You know, I was quite surprised, I guess, when I read the the agenda tonight is said uh may not consecutive terms because the understanding I had that night was could not serve more than one term during your elected uh term, which is a little bit different.

So the impression I've always had was if I had a four-year term, one year of those four years I could be a vice mayor.

But every two years we had more people coming on, and so it's so what we read tonight, it's a little bit different.

But anyway, I'm okay with that, but just uh the recollection I have from back when we passed it years ago was that we thought that uh every two years we'd have more people be available to be a vice mayor, but you only serve one term during your four-year elected term or during your elected period.

I don't know.

Yeah, mayor council members.

If you do decide to table this matter tonight, we will certainly get all that information for you and be part of the agenda packet so that you can look at it and make your determination.

Okay, so I'm looking for a motion to table item C.

So moved.

Second, roll call.

Councilmember Garcia?

Yes.

Councilmember Golden, yes.

Councilmember Curtis.

Yes, Vice Mayor to Random.

Yes.

Councilmember Schneider?

Yes, Member Sutton.

Yes.

Thank you.

All right, that brings us to item 10, which is adjournment.

I'd like to say thank you to everybody who came out tonight, everybody who addressed this council tonight.

This is how it works when we all work together.

We all take a piece of the uh a piece of the pie with us.

All right.

Thank you, everybody.

This meeting is adjourned.

No, you don't have time to get on.