NOTICE AND AGENDA

CITY OF NORTH LAS VEGAS

CITY COUNCIL REGULAR MEETING

 

April 18, 2018

 

Website - http://www.cityofnorthlasvegas.com

 

CALL TO ORDER

 

6:00 p.m., Council Chambers, 2250 Las Vegas Boulevard North,

 North Las Vegas, Nevada 89030

 

WELCOME

 

The North Las Vegas City Council welcomes each of you to its City Council Meeting. If you wish to speak, please complete one of the blue cards, which are located on the table outside the main entrance and at the podium rail. Please give the card to the City Clerk. When the Mayor calls upon you to speak, we request that you limit your comments to no more than three minutes, and that you avoid repetition. Please keep in mind the rules of decorum by addressing the Council as a whole and not individual members and limiting your comments to issues regarding City government. As a courtesy to others, we ask that cellular phones and pagers be turned off during the meeting. Please no food or drink inside Council Chambers.

 

Items on the agenda may be taken out of order. The City Council may combine two or more agenda items for consideration; and may remove an item from the agenda or delay discussions relating to an item on the agenda at any time.

 

The North Las Vegas City Council Chamber is accessible to all persons. For reasonable accommodations to those with disability impairments, please contact the ADA Coordinator at (702) 633-2410 or TDD (800) 326-6868 at least seventy-two (72) hours in advance of the meeting. For general questions regarding this agenda or for supporting material, please contact Catherine A. Raynor, MMC, City Clerk at (702) 633-1030.

 

These proceedings are being video recorded for future viewings on KCLV, Cable Channel 2. The proceedings will be rebroadcasted on KCLV Channel 2 the Friday after the meeting at 4:00 P.M., the following Tuesday at 12:00 P.M. and Thursday at 6:00 A.M. Customers of CenturyLink and Cox can view this program in high definition on Channel 1002. The Council Meeting can be viewed on the City’s internet at www.cityofnorthlasvegas.com.

 

 

 

 

VERIFICATION

 

Verification that the Agenda and Meeting Notice was properly posted on the bulletin board at City Hall, 2250 Las Vegas Boulevard North, the bulletin board at the Public Safety Building, 2266 Civic Center Drive and the bulletin boards at the North Las Vegas Public Library, 2250 Las Vegas Boulevard North, Suites 133 and 137; Aliante Library, 2400 W. Deer Springs Way; Alexander Library, 1755 W. Alexander Road, the City’s website (including supporting materials) and Nevada Public Notice website in compliance with NRS 241, “The Open Meeting Law.”  The agenda and supporting materials are also available in the City Clerk’s Office.

 

 

INVOCATION

 

Pastor Matt Butler

Grace Point Church

 

 

PLEDGE OF ALLEGIANCE - BY INVITATION

 

 

COUNCIL ITEMS

 

 

PUBLIC FORUM

 

This is the first of two portions of the meeting devoted to the Public. Public comment during this portion of the agenda must be limited to matters on the agenda for action. After completing and submitting a blue speaker card, please come forward to the podium upon recognition by the Mayor. Please state your name and address for the record. In consideration of other citizens, we ask that you please limit your comments to three minutes and that repetition be avoided.

 

 

AGENDA

 

1.

Approve City Council Regular Meeting Agenda of April 18, 2018. (For Possible Action)

 

 

 

 

 

 

 

 

CONSENT AGENDA

 

Matters listed on the Consent Agenda are considered routine and may be approved by a single motion. However, any Consent Item may be moved to the Business portion of the agenda for discussion at the request of any Council member.

 

2.

Approve City Council Regular Meeting Minutes of April 4, 2018.

 

Ward:                                      Citywide

Sponsor:                                City Clerk

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:            Yes

 

 

 

 

3.

Approve Settlement with Brian King in the Amount of $70,000 Funded by the Self Insurance Fund and Authorize the City Attorney to Draft and Cause the Execution of Any Ancillary Documents Necessary to Effectuate the Settlement.

 

Ward:                                      Citywide

Sponsor:                                City Attorney

City's Fiscal Impact:             $70,000

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

4.

Approve Day Nursery Business License for Happy Time LLC, 2418 Parasail Point Avenue, North Las Vegas, Nevada 89031.

 

Ward:                                      3 - Councilman Black

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

 

 

 

5.

Approve Change in Ownership for a Day Nursery Business License for Kimber Wright-Fairman dba Little Steps Early Learning Academy, 2620 Timid Tiger Avenue, North Las Vegas, Nevada 89086.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

6.

Approve Lawrence Meditz as a Key Employee for the Restricted Gaming, Restricted Gaming Liquor, and Full Liquor Off-Sale Business Licenses for Nevada Restaurant Services, Inc., dba Dotty’s #53, 1366 West Cheyenne Avenue, Suites 112 and 113, North Las Vegas, Nevada 89030.

 

Ward:                                      2 - Councilwoman Goynes-Brown

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

7.

Approve Lawrence Meditz as a Key Employee for the Restricted Gaming and Restricted Gaming Liquor Business Licenses for Nevada Restaurant Services, Inc., dba Dotty’s #54, 5990 Losee Road, Suites 111, 112, and 113, North Las Vegas, Nevada 89081.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

 

 

 

 

8.

Approve Stacey Kehoe as a Key Employee for the Restricted Gaming, Restricted Gaming Liquor, and Full Liquor Off-Sale Business Licenses for Nevada Restaurant Services, Inc., dba Bourbon Street Sports Bar #136, 2750 East Craig Road, North Las Vegas, Nevada 89030.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

9.

Approve Stacey Kehoe as a Key Employee for the Restricted Gaming, Restricted Gaming Liquor, and Full Liquor Off-Sale Business Licenses for Nevada Restaurant Services, Inc., dba Bourbon Street Sports Bar #147, 281 West Centennial Parkway, Suite 103, North Las Vegas, Nevada 89031.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

10.

Approve Final Acceptance of the Central Freeway Channel at Cheyenne Project, CIP Project No. 10384 for Maintenance and Authorize Filing the Notice of Completion.

 

Ward:                                      2 - Councilwoman Goynes-Brown

Sponsor:                                Public Works

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

 

 

PUBLIC HEARINGS

 

11.

Deny AMP-04-18 (La Madre Manor) for Applicant: Kavison Homes LLC to Amend the Comprehensive Plan to Change the Land Use from Single Family Low to Single Family Medium on Property Located at the Southeast Corner of La Madre Way and Commerce Street, APN 124-34-801-001.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Deny

For Possible Action:                        Yes

Associated Items:                 No. 12, 13, and 14

 

 

12.

Consider Appeal of the Planning Commission Decision to Deny ZN-06-18 (La Madre Manor); Appellant: Liz Delk; Applicant: Kavison Homes LLC for a Property Reclassification from R-E Ranch Estates District to R-CL Single-Family Compact Lot Residential District for Property Located at the Southeast Corner of La Madre Way and Commerce Street, APN 124-34-801-001.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Deny Appeal and Uphold Planning Commission Decision

For Possible Action:                        Yes

Associated Items:                 No. 11, 13, and 14

 

 

13.

Deny WAV-01-18 (La Madre Manor) for Applicant: Kavison Homes LLC to Request a Waiver in an R-E Ranch Estates District, Proposed Rezoning to R-CL Single-Family Compact Lot Residential District to Eliminate the Required Open Space on Property Located at the Southeast Corner of La Madre Way and Commerce Street, APN 124-34-801-001.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Deny

For Possible Action:                        Yes

Associated Items:                 No. 11, 12, and 14

 

 

 

14.

Consider Appeal of the Planning Commission Decision to Deny T-1437 (La Madre Manor); Appellant: Liz Delk; Applicant: Kavison Homes LLC for a Tentative Map to Allow a 36-Lot, Single-Family Residential Subdivision for Property Located at the Southeast Corner of La Madre Way and Commerce Street, APN 124-34-801-001.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Deny Appeal and Uphold Planning Commission Decision

For Possible Action:                        Yes

Associated Items:                 No. 11, 12, and 13

 

 

15.

Approve AMP-05-18 (Tropical Distribution Center) for Applicant: VanTrust Real Estate to Amend the Master Plan of Streets and Highways to Remove a Portion of Beesley Drive Between Ann Road and El Campo Grande Avenue, APN 123-27-401-002.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

Associated Items:                 No. 39

 

 

16.

Approve AMP-06-18 (Tropical & Lamb Commercial) for Applicant: Doumani Holdings, LLC, c/o Dominique Doumani to Amend the Comprehensive Plan to Change the Land Use from Multi-Family to Community Commercial on Property Located at the Northwest Corner of Tropical Parkway and Lamb Boulevard, APNs 123-30-601-013, 014 and 015.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

Associated Items:                 No. 38

 

 

 

 

 

17.

Approve FDP-05-18 (Circle K) for Applicant: Land Development Consultants, LLC for a Final Development Plan in an MUD MX-2 Mixed-Use Development District to Develop a Convenience Food Store with Gas Pumps on Property Located Approximately 240 Feet West of the Southwest Corner of Craig Road and Allen Lane, APN 139-06-714-004.

 

Ward:                                      3 - Councilman Black

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

18.

Ratify the International Association of Fire Fighters Local 1607 Non-Supervisor Collective Bargaining Agreement for the Period of July 1, 2017 Through June 30, 2020.

 

Ward:                                      Citywide

Sponsor:                                City Manager

City's Fiscal Impact:             $1,892,700

Recommended Action:       Ratify

For Possible Action:                        Yes

 

 

 

 

19.

Ratify the International Association of Fire Fighters Local 1607 Supervisor Collective Bargaining Agreement for the Period of July 1, 2017 Through June 30, 2020.

 

Ward:                                      Citywide

Sponsor:                                City Manager

City's Fiscal Impact:             $139,400

Recommended Action:       Ratify

For Possible Action:                        Yes

 

 

 

 

 

 

 

 

20.

Ratify a Memorandum of Understanding Amending the Teamsters Supervisor, Non-Supervisor, and Administrative Agreements Dated July 1, 2016 – June 30, 2018 so as to Extend the Agreements One Year Through June 30, 2019, Provide for a Two Percent (2%) Base Wage Increase Effective July 1, 2018, and Increase the Monthly Medical Insurance Contribution by $46 Monthly per Member.

 

Ward:                                      Citywide

Sponsor:                                City Manager

City's Fiscal Impact:             $1,252,800

Recommended Action:       Ratify

For Possible Action:                        Yes

 

 

 

BUSINESS

 

21.

Approve Interlocal Agreement with the Clark County School District for the Conversion and Exchange of Hartke Park to Build a New J.D. Smith Middle School and a New Hartke Park.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

Continuation Info:               Continued March 21, 2018

 

 

 

22.

Appoint Ryann Juden as City Manager and Approve Employment Agreement.

 

Ward:                                      Citywide

Sponsor:                                Human Resources

City's Fiscal Impact:             $220,000 Annual Salary Plus Benefits

Recommended Action:       Appoint and Approve

For Possible Action:                        Yes

 

 

 

 

 

 

 

23.

Approve The Villages at Tule Springs Exactions Reimbursement Agreement Between the City of North Las Vegas and KBS SOR Park Highlands TRS, LLC ("Master Developer") for the Disbursement of Funds to Master Developer that were Provided to City by a Developer in The Villages at Tule Springs Master-Planned Community.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                City Attorney

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

24.

Approve Augmentation to the Land Development and Community Services Code Enforcement Division's FY 2017-18 Budget in the Amount of $75,000 for Abatement Activities.

 

Ward:                                      Citywide

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             $75,000

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

25.

Approve Interlocal Agreement with Clark County to Allow for the Transfer of $2,903,261.78 in Unspent Community Development Block Grant Funds from Clark County to the City of North Las Vegas for Current and Ongoing Activities; Authorize Acting City Manager or His Designee to Enter into Appropriate Agreements of Approved Projects as Required; and Authorize Staff to Administratively Approve Any Revised Final Funding Allocations.

 

Ward:                                      Citywide

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve and Authorize

For Possible Action:                        Yes

 

 

 

26.

Approve Allocation of City of North Las Vegas HOME Investment Partnerships Program and Low Income Housing Trust Fund Grant Funding in the Amount of $1,200,000 and Authorize Acting City Manager or His Designee to Enter into Appropriate Agreements and/or Amendments for Approved Projects and Programs as Required.

 

Ward:                                      4 - Mayor Pro Tempore Cherchio

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve and Authorize

For Possible Action:                        Yes

 

 

 

27.

Approve Citizens' Advisory Committee Recommendation for the Projected Allocation of $276,985 in FY 2018/2019 Community Development Block Grant Public Services Grant Funding; Authorize Acting City Manager or His Designee to Enter into Appropriate Agreements of Approved Programs and Projects as Required; and Authorize Staff to Administratively Approve any Revised Final Funding Allocations.

 

Ward:                                      Citywide

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve and Authorize

For Possible Action:                        Yes

 

 

 

28.

Approve Citizens' Advisory Committee Recommendation for the Projected Allocation of $168,153 in FY 2018/2019 Emergency Solutions Grant Funding; Authorize Acting City Manager or His Designee to Enter into Appropriate Agreements of Approved Programs and Projects as Required; and Authorize Staff to Administratively Approve any Revised Final Funding Allocations.

 

Ward:                                      Citywide

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve and Authorize

For Possible Action:                        Yes

 

 

 

 

 

29.

Approve an Acknowledgment, Acceptance and Modification to Disposition and Development Agreement and Consent to Transfer Ownership and Associated Subordination Agreement for the Acquisition and Rehabilitation of the Affordable Senior Rental Housing Project (Owens Senior Apartments) Located at 1626 Davis Place.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

30.

Approve Settlement of Condemnation Litigation with Defendant Claimants: 5th and Brooks, LLC; American Classic Motors, LLC; Arnold Clark; Robert Ford; Louis Monteleone; and Hualapai Development, LLC (hereinafter Defendant Claimants) in the Amount of $2,255,000 for the Partial Acquisition of Real Property, Permanent Easement and a Temporary Construction Easement Generally Located at the Southwest Corner of N. 5th Street and Brooks Avenue, APN 139-15-603-002, in Connection with the North 5th Street Phase 1D Project, from I-15 to Cheyenne Avenue and Authorize the City Attorney to Execute and File the Stipulation and Order for Settlement and Release of All Claims and All Ancillary Documents to Settle the Litigation.

 

Ward:                                      2 - Councilwoman Goynes-Brown

Sponsor:                                Public Works

City's Fiscal Impact:             $2,255,000

Recommended Action:       Approve and Authorize

For Possible Action:                        Yes

 

 

31.

Award Bid Number 1525 and Approve City Facilities Water Treatment and Management Services Agreement with Western Water Technologies, Inc., in a Total Amount Not to Exceed $114,000; $22,800 Annually for a Three-Year Period with an Option to Renew for Two Additional One-Year Periods to Provide Facility Water Treatment and Management at Various Locations Throughout the City.

 

Ward:                                      Citywide

Sponsor:                                Public Works

City's Fiscal Impact:             $114,000

Recommended Action:       Award and Approve

For Possible Action:                        Yes

 

 

32.

Approve Hydraulic Tail Trailer Purchase Agreement with Coastline Equipment in the Amount of $73,710 Utilizing the Clark County, Nevada Bid No. 603921-15 per NRS 332 Local Government Purchasing Act for the Purchase of a Trail Eze TE80XT DD Trailer for the Public Works Department, CIP Project No. PW RO1017.

 

Ward:                                      Citywide

Sponsor:                                Public Works

City's Fiscal Impact:             $73,710

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

33.

Approve Patch Truck Purchase Agreement with McCandless International Trucks, Inc., in the Amount of $207,083 Utilizing the Clark County, Nevada Bid No. 603969-16 per NRS 332 Local Government Purchasing Act for the Purchase of an International 4400 Patch Truck for the Public Works Department, CIP Project No. PW RO1017.

 

Ward:                                      Citywide

Sponsor:                                Public Works

City's Fiscal Impact:             $207,083

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

34.

Approve Oversizing Agreement for Public Water with Solo Investments I, LLC and MMesa 319, LLC for the Oversizing of Up to 53,700 Lineal Feet of Water Main and Related Improvements and Appurtenances within Apex Industrial Park.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Utilities

City's Fiscal Impact:             $54.2M

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

 

35.

Approve First Amendment to Local Government Contract with Codale Electrical Supply Inc., to Increase Funding of the Original Contract from $87,000 to an Amount Not to Exceed $200,000 from the Utilities Enterprise Fund to Purchase Critical Components for the City’s Water System of Pipelines, Pumping Stations and Reservoirs.

 

Ward:                                      Citywide

Sponsor:                                Utilities

City's Fiscal Impact:             $113,000

Recommended Action:       Approve

For Possible Action:                        Yes

 

 

 

 

36.

Pass and Adopt Resolution No. 2604, Adopting a Citizen Participation Plan and Repealing Resolution Nos. 1707, 1656, 1565, 1135, 938, and 844.

 

Ward:                                      Citywide

Sponsor:                                Neighborhood and Leisure Services

City's Fiscal Impact:             None

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

 

 

 

 

37.

Pass and Adopt Resolution No. 2605, Concerning the Financing of Water Facilities of the City of North Las Vegas, Directing the City Clerk to Notify the Clark County Debt Management Commission of the Proposal to Issue General Obligation Water Bonds of the City; Providing Certain Details in Connection Therewith; and Providing the Effective Date Hereof.

 

Ward:                                      Citywide

Sponsor:                                Finance

City's Fiscal Impact:             $23,700,000, Plus Interest Over a 10-Year Period

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

 

 

 

 

 

 

ORDINANCES - FINAL ACTION

 

Ordinances listed under Final Action were introduced at a previous Council meeting for action at this meeting, but may include emergency ordinances.

 

38.

Pass and Adopt Ordinance No. 2878, Amending Section 010 of Chapter 16 of Title 17 of the Municipal Code by Reclassifying Approximately 28.62± Acres Therein from an R-3 Multi-Family Residential District to a C-2 General Commercial District (ZN-08-18, Tropical & Lamb Commercial) for Property Generally Located at the Northwest Corner of Tropical Parkway and Lamb Boulevard, and Providing for Other Matters Properly Relating Thereto.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

Associated Items:                 No. 16

 

 

 

 

 

 

39.

Pass and Adopt Ordinance No. 2879, Amending Section 010 of Chapter 16 of Title 17 of the Municipal Code by Reclassifying Approximately 40± Acres Therein from an O-L Open Land District to an M-2 General Industrial District (ZN-07-18, Tropical Distribution Center - Aspen) for Property Generally Located at the Northwest Corner of Ann Road and Mt. Hood Street, and Providing for Other Matters Properly Relating Thereto.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

Associated Items:                 No. 15

 

 

 

 

 

40.

Pass and Adopt Ordinance No. 2880, Amending Section 010 of Chapter 16 of Title 17 of the Municipal Code by Reclassifying Approximately 8.97± Acres Therein from an O-L Open Land District to an M-2 General Industrial District (ZN-09-18, Green Therapeutics) for Property Generally Located at the Southeast Corner of Mt. Hood Street and Tropical Parkway, and Providing For Other Matters Properly Relating Thereto.

 

Ward:                                      1 - Councilman Barron

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

 

 

41.

Pass and Adopt Ordinance No. 2882, Amending Title 5 of the Municipal Code by Repealing the Existing Chapter 5.14 (Child Care Facilities), and Providing for Other Matters Properly Related Thereto.

 

Ward:                                      Citywide

Sponsor:                                Land Development and Community Services

City's Fiscal Impact:             None

Recommended Action:       Pass and Adopt

For Possible Action:                        Yes

 

 

CITY MANAGER'S REPORT

 

PUBLIC FORUM

 

This is the portion of the meeting devoted to the Public to speak on any subject within the jurisdiction, control, or authority of the City Council. After completing and submitting a blue speaker card, please come forward to the podium upon recognition by the Mayor. No matter raised in Public Forum may be the subject of deliberation or action but may be referred to the City Manager for action at a later date. Please state your name and address for the record. In consideration of other citizens, we ask that you please limit your comments to three minutes and that repetition be avoided.

 

ADJOURNMENT

 

The City Clerk keeps the official record of all proceedings of the City Council. In order to maintain a complete and accurate record of all proceedings, any photograph, map, chart, or other document used in any presentation to the Council should be submitted to the City Clerk. If materials are to be distributed to members of the City Council, please provide thirteen copies for distribution to the City Manager, Assistant City Manager, City Attorney, City Clerk, and Staff.