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FLAGSTAFF CITY COUNCIL RETREAT
FLAGSTAFF CITY COUNCIL CHAMBERS
211 WEST ASPEN
FLAGSTAFF, ARIZONA
TUESDAY, JANUARY 3, 2017
2:00 P.M.
MINUTES
   
             
1.
Call to Order

Mayor Evans called the Council Retreat of January 3, 2017, to order at 2:00 p.m.
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this work session, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
             
2. Pledge of Allegiance

The audience and City Council recited the Pledge of Allegiance.
             
3. Roll Call
NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
PRESENT:

MAYOR EVANS
VICE MAYOR WHELAN
COUNCILMEMBER BAROTZ
COUNCILMEMBER MCCARTHY
COUNCILMEMBER ODEGAARD
COUNCILMEMBER OVERTON
COUNCILMEMBER PUTZOVA
ABSENT:

NONE







  Others present: City Manager Josh Copley and City Attorney Sterling Solomon.
             
4. Public Participation

Public Participation enables the public to address the council about items that are not on the prepared agenda. Public Participation appears on the agenda twice, at the beginning and at the end of the work session. You may speak at one or the other, but not both. Anyone wishing to comment at the meeting is asked to fill out a speaker card and submit it to the recording clerk. When the item comes up on the agenda, your name will be called. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone to have an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak.

None
             
5. Council Building & Engagement
  City Manager Josh Copley briefly reviewed what staff's plan was for the session and the session on Thursday, beginning with personal introductions by Councilmembers and staff, to get to know one another. Then, he said, they proposed to review last year's goals and break into smaller groups with leadership sitting with Councilmembers, to discuss new goals.

Consensus of Council was to not break into the small groups and discuss what goals they would like to propose. At this time, each Councilmember and member of staff introduced themselves.

Mr. Copley then said that over the years they have had a process where members of the community would ask for funding, and the Council redirected them to go through the Flagstaff Arts Council and/or United Way. One of the reasons for that was to manage the flow of requests that Council and the City Manager receives. He said that this last year there has been deviation in that process and he would recommend that they return to the prior process. Once they talk about that process, he would have staff review the liaison assignments so Council could determine who would like to serve on what committees/organizations.

Mr. Tadder explained that the City contracts with both United Way and Flagstaff Arts Council for administration of funds through a grant process for the many different services provided by agencies within the City. He explained that the City does not donate funds, but rather receives services of some sort from the various agencies.

Councilmember Barotz said that the Council is policy making. Their question to answer is whether they are comfortable with the current arrangement, or if they may want to consider additional funding for additional services. Councilmember Overton said that the Council needs to articulate their highest priorities and the available funding to the service providers.

Councillmember Barotz said that they need to explain to people that it is not about the City funding an idea, but rather what services the Council has decided to contract for.

At this time, City Clerk Elizabeth Burke reviewed the current listing of organizations that have Council liaisons serving, and Council discussed and agreed on who would represent them, as outlined in Exhibit A, attached hereto and made a part hereof.

Council then discussed the various issues related to staff summaries and presentations made before Council. Suggestions were made and the following comments were received:

•When someone is responsible for writing the staff report, it would be helpful at the beginning for the Council to understand the issue (answering who, what, why, when and where).
•When there is a topic being discussed that covers several months, it would be helpful to know what information in the staff summary is new from prior reports.
•Staff could cut back on vendor information (such as with the parking meter documents), and just have it available should a Councilmember have questions.
•Under OPTIONS, really discuss the various alternatives available and the impact of each.
•Consider using bullets and summarizing items.
•Understanding that staff is trying to prepare a report for seven different members, time is needed to tweak the process.
•Small print does not work well on maps.

At this time the Mayor opened up Public Participation for anyone in the public interested in commenting on something not on the agenda.

•Merle Hendersen, President of the Tea Party, congratulated those elected to Council, and gave a special thanks to Mayor Evans for always reaching out for information from their organization. He said that the Council is nonpartisan and every member in the community looks to them for their leadership and representation. He asked that they make decisions that are best for the community. He also invited anyone interested in joining them to attend their meetings.

•Demetry Conway, Flagstaff, said that he has lived in Flagstaff for seven years and just recently was, once again, racially profiled by the Police Department. He said that it is a form of a hate crime and someone needs to take care of it. He said that he is a model citizen and is a teacher at Yavapai College.

A dinner break was then taken from 6:08 p.m. to 6:31 p.m. He noted that the part on the City's Communication Program will be moved to a future agenda.
  Discussion was then held on the Council's Rules of Procedure. It was agreed that most on Council prefer to only require two members of Council to move an item from F.A.I.R. (Future Agenda Item Request) to a future agenda, rather than the current four.

Mr. Copley reviewed his process with the F.A.I.R. items, noting that he usually only adds two per meeting agenda. From time to time a Councilmember will request a F.A.I.R., asking for it to be moved up on the timeline because it is time sensitive.

With regard to the deadline for starting discussion of a new item, Councilmember Barotz said that 10:00 p.m. seems too late for her and she would like to suggest that they change that to 9:30 p.m. needing a vote of the Council to continue discussions.

Discussion was then held on Council Communication Reports (CCR's). Mr. Copley said that his current process is that if a Councilmember asks for information, it normally is provided in the way of a CCR to all members. He subscribes to an eight-hour rule. If a request will require more than that amount of time, he would ask that the issue be brought forward as a F.A.I.R. item to receive broader direction from the Council.

Mr. Solomon reminded everyone that Legal Opinions from Legal staff will indicate they are confidential. If a CCR item includes confidential information, only the public portion will be provided in the CCR to the public.

Council requested a standing item be added to the regular meeting for Liaison Reports, for councilmembers to provide any report from the various organizations for which they serve as a representative.

Mr. Copley said that there are two individuals that report directly to the Council, the City Attorney and the Presiding Judge, that he wanted to allow them an opportunity to have a discussion with Council at this time.

Councilmember Barotz said that she would be interested in having a conversation with Judge Chotena about the Magistrate evaluation, and possibly having an independent commission, to remove the Council from that direct process. Court Administrator Don Jacobson said that there are other procedures that can be done. The current resolutions and ordinance do not account for that; they may need to make some changes there, but they could bring forth some options.

Mr. Solomon said that traditionally, any communication from the Council would go through the City Attorney. That is the current rule, but there are always exceptions.

Judge Chotena said that he looked forward to working with the new Council. He said that the Council appoints all of the city court magistrates, even the part-time judges. He said that they are a fairly busy court with 16,000 case fillings in 2015. He said that they are fairly progressive and innovative. They have also been a test court for certain things with the Arizona Supreme Court. They have a Mental Health Court, a Veterans Court, and can transfer certain cases to the Drug Court in Superior Court.

Judge Chotena said that they are a different branch of government and they have a duty to maintain judicial independence. He also reported that they have a new Court Administrator, Jessica Cortes, who will be replacing Mr. Jacobson.

Mr. Copley said that staff has heard clearly the desires of the Council regarding the January 5 goal setting process and they will plan accordingly.

Council discussed using the fourth Tuesday of a five-Tuesday month (which is currently cancelled) as a time to hold a work session out in the community.

Mayor Evans said that she would also like to see the time limit for speaking, currently three minutes, be extended to five minutes for those people needing the assistance of a translator.

After further discussion, Council directed staff to bring back changes to the Rules of Procedure to reflect those changes discussed today, and to change the start time on Regular Meeting from 4:00 p.m. to 4:30 p.m., with executive sessions continuing to start at 4:00 p.m.
             
6. Informational Items To/From Mayor, Council, and City Manager; future agenda item requests.
  Several Councilmembers thanked staff for preparing for the retreat and said they looked forward to continued sessions.
             
7. Adjournment
  The Council Retreat of January 3, 2017, adjourned at 7:52 p.m.
_____________________________________
MAYOR

ATTEST:

_____________________________________
CITY CLERK

    

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LEFT OUTER JOIN codes amm ON (amm.code_type = 'AddlMtgMin' and
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WHERE ft.meeting_id = 528 
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Parameter #1(cf_sql_integer) = 528

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	SELECT _rowid
	FROM ss_ag_item
	WHERE ss_ag_item.form_num = 527 
getAllMnLines (Datasource=frsRO, Time=47ms, Records=9) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
SELECT ml._rowid ln_rowid, ml.ln_rowid ml_rowid, ml.form_num, ml.rev_num, ml.seq_num,
	   ml.ag_level1, ml.ag_level2, ml.ag_level3, ml.ag_level4, ml.header_ln, ml.footer_ln, ml.left_justify, ml.page_br,		
	   c.descr as status_desc,
	   
	   
	   ai.*,
	   
	   am.ag_item_rowid,
	   
	   CASE WHEN ml.header_ln = 'Y' THEN 1	
	   		WHEN ml.footer_ln = 'Y' THEN 3
	   		ELSE 2 END AS line_sort,
	   as1.sort_seq sort_level1,
	   CASE WHEN ml.ag_level2 != '' AND ml.ag_level2 != '0' THEN as2.sort_seq ELSE -1 END AS sort_level2,	
	   CASE WHEN ml.ag_level3 != '' AND ml.ag_level3 != '0' THEN as3.sort_seq ELSE -1 END AS sort_level3,
	   CASE WHEN ml.ag_level4 != '' AND ml.ag_level4 != '0' THEN as4.sort_seq ELSE -1 END AS sort_level4,	
	   CASE WHEN ml.ag_memo_id IS NOT NULL THEN ml.ag_memo_id ELSE -1 END AS sort_memo,
	   
	   ml.ag_size, ml.ag_underline, ml.ag_bold, ml.ag_center, ml.ag_italic, ml.disp_level,
	   am.allow_comment, ml.ainumber min_ainumber, ml.ag_memo_id, ml.ag_memo_rev, ml.ag_subject, ml.ag_title ag_heading,
	   ml.header_ln, ml.footer_ln, ml.left_justify,		
	   CASE WHEN ml.ag_memo_id IS NOT NULL THEN am.ag_time ELSE ml.ag_time END as ag_time,
	   CASE WHEN ml.ag_memo_id IS NOT NULL THEN am.ag_title ELSE '' END as ag_title,
	   CASE WHEN ml.ag_memo_id IS NOT NULL THEN am.ag_action ELSE ml.ag_action END as ag_action
FROM minutes_ln ml
LEFT OUTER JOIN ag_memo AS am ON (am.form_num = ml.ag_memo_id AND am.rev_num = ml.ag_memo_rev)


LEFT OUTER JOIN ss_ag_item AS ai ON (ai.form_num = 527 AND ai._rowid = am.ag_item_rowid)

LEFT OUTER JOIN codes AS c ON (c.code_type = 'MIN STATUS' AND c.valid_code = ml.ag_line_status)
LEFT OUTER JOIN alpha_sort AS as1 ON (as1.alpha_value = ml.ag_level1 AND CAST(as1.alpha_value AS binary(8)) = CAST(ml.ag_level1 AS binary(8)))
LEFT OUTER JOIN alpha_sort AS as2 ON (as2.alpha_value = ml.ag_level2 AND CAST(as2.alpha_value AS binary(8)) = CAST(ml.ag_level2 AS binary(8)))
LEFT OUTER JOIN alpha_sort AS as3 ON (as3.alpha_value = ml.ag_level3 AND CAST(as3.alpha_value AS binary(8)) = CAST(ml.ag_level3 AS binary(8)))
LEFT OUTER JOIN alpha_sort AS as4 ON (as4.alpha_value = ml.ag_level4 AND CAST(as4.alpha_value AS binary(8)) = CAST(ml.ag_level4 AS binary(8)))
WHERE ml.form_num = 203 AND
	  ml.rev_num = 0
ORDER BY line_sort, sort_level1, sort_level2, sort_level3, sort_level4, min_ainumber, sort_memo
getMnLines (Datasource=, Time=0ms, Records=7) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
SELECT *
FROM getAllMnLines
WHERE getAllMnLines.header_ln = 'N' AND getAllMnLines.footer_ln = 'N'
ORDER BY line_sort, sort_level1, sort_level2, sort_level3, sort_level4, min_ainumber, sort_memo	
getHeader (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
	SELECT *
	FROM getAllMnLines
	WHERE getAllMnLines.header_ln = 'Y'
	ORDER BY header_ln DESC, sort_level1, sort_level2, sort_level3, sort_level4
getFooter (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
	select * from getAllMnLines where footer_ln = 'Y'
	order by sort_level1, sort_level2, sort_level3, sort_level4
all_docs (Datasource=frsRO, Time=16ms, Records=5) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
		
	SELECT docs.sort_seq, docs.doc_name, docs.doc_link, docs.doc_dir,
			docs.confidentiality, docs.from_agenda,
	       
				'Y' can_look, 'Y' can_link	
			
			,
			ml.form_num, ml.rev_num, ml._rowid ml_rowid,
			min.minutes_published min_published,
			a.agenda_published ag_published
	FROM minutes min
	INNER JOIN minutes_ln AS ml ON (ml.form_num = min.form_num AND ml.rev_num = min.rev_num)
	INNER JOIN minutes_docs AS docs ON(docs.form_num = ml.form_num AND
		  							   docs.rev_num = ml.rev_num AND
		  							   docs.ln_rowid = ml._rowid
		  							
		  								AND (docs.confidentiality IS NULL OR docs.confidentiality = '')		
		  							)
	LEFT OUTER JOIN agenda AS a ON (a.form_num = min.ag_form_num AND a.rev_num = min.ag_rev_num)
	WHERE min.form_num = 203 AND
		  min.rev_num = 0 
	  AND (docs.confidentiality IS NULL OR docs.confidentiality = '')		
	  
all_minutes (Datasource=frsRO, Time=0ms, Records=5) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
	SELECT meet_minutes, _rowid, ln_rowid, seq_num, time_of_vote, text_box_lbl, lbl_bold, lbl_underline
	FROM meeting_minutes
	WHERE form_num = 203 AND
		  rev_num = 0 AND
		  print_box = 'Y' AND
		  meet_minutes IS NOT NULL
		  AND (obsolete <> 'Y' OR obsolete IS NULL) 
get_Minutes (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5129 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
get_Minutes (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5132 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
get_Minutes (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5127 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
getMinutesNow (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
					SELECT * from meeting_minutes
					WHERE meeting_minutes._rowid = 3899 
get_Minutes (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5128 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=0) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
get_Minutes (Datasource=, Time=0ms, Records=2) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5134 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=2) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
getMinutesNow (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
					SELECT * from meeting_minutes
					WHERE meeting_minutes._rowid = 3904 
getMinutesNow (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
					SELECT * from meeting_minutes
					WHERE meeting_minutes._rowid = 3905 
get_Minutes (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5130 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
getMinutesNow (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
					SELECT * from meeting_minutes
					WHERE meeting_minutes._rowid = 3906 
get_Minutes (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT *
			FROM all_minutes
			WHERE ln_rowid = 5131 AND
				  meet_minutes <> ''
			ORDER BY seq_num
		
SortedList (Datasource=, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
			SELECT * from sortList
			ORDER BY seqNum
		
getMinutesNow (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\agpub_min_dsp.cfm @ 01:22:43.043
					SELECT * from meeting_minutes
					WHERE meeting_minutes._rowid = 3907 
Departments (Datasource=frsRO, Time=15ms, Records=17) in D:\inetpub\PublicPages\public\publish\adv_search_selection.cfm @ 01:22:43.043
	SELECT dept_code, dept_desc, obsolete FROM dist_dept ORDER BY dept_desc
sysinfo (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\adv_search_selection.cfm @ 01:22:43.043
	SELECT use_agendaquick, use_minutes, public_verity from fasinfo
count_minutes (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\adv_search_selection.cfm @ 01:22:43.043
		SELECT TOP 1 c.meeting_id
		FROM meetings AS m, minutes AS c
		WHERE c.meeting_id = m.meeting_id
		  AND c.minutes_published = 'Y'
		ORDER BY m.meeting_dt 
count_agendas (Datasource=frsRO, Time=0ms, Records=1) in D:\inetpub\PublicPages\public\publish\adv_search_selection.cfm @ 01:22:43.043
		SELECT TOP 1 c.meeting_id
		FROM meetings AS m, agenda AS c
		WHERE c.meeting_id = m.meeting_id
		  AND c.agenda_published = 'Y'
		ORDER BY m.meeting_dt 


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HTTP_REFERER=
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Client Variables:
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cftoken=75f50fe9ec406ff7-9F2E3C54-071D-7CAC-1FDC5CE7A62FD45A
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Debug Rendering Time: 0 ms