DRAFT AGENDA
 
REGULAR COUNCIL MEETING
TUESDAY
APRIL 17, 2018
  COUNCIL CHAMBERS
211 WEST ASPEN AVENUE
4:30 P.M. AND 6:00 P.M.

 
4:30 P.M. MEETING
 
Individual Items on the 4:30 p.m. meeting agenda may be postponed to the 6:00 p.m. meeting.
             
1.
CALL TO ORDER

 
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 regular meeting, 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. ROLL CALL

NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.

 
MAYOR EVANS
VICE MAYOR WHELAN
COUNCILMEMBER BAROTZ
COUNCILMEMBER MCCARTHY

COUNCILMEMBER ODEGAARD
COUNCILMEMBER OVERTON
COUNCILMEMBER PUTZOVA
 
3.
PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
 
MISSION STATEMENT
 
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
 
4. APPROVAL OF MINUTES FROM PREVIOUS MEETINGS
 
5. PUBLIC PARTICIPATION

Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. 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 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.
 
6. PROCLAMATIONS AND RECOGNITIONS
 
7. CONSENT ITEMS
 
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.
 
A.   Consideration and Approval of Cooperative Contract:  Approve the purchase to replace existing playground equipment with new equipment and surfacing at Guadalupe Park in the amount of $97,346.69 utilizing The Cooperative Purchasing Network Cooperative Contract (#170302) with Landscape Structures, Inc. (through Exerplay, Inc. of Cedar Crest, New Mexico).
 
  STAFF RECOMMENDED ACTION:
 
Approve the purchase of equipment and services for replacement and installation of the existing playground equipment and installation of rubberized surfacing through Exerplay, Inc. of Cedar Crest, New Mexico (Exerplay) in the amount of $97,346.69.
 
 
B.   Consideration and Approval of Cooperative Contract:  Contract with General Acrylics, Inc. to remove coatings, repair and resurface four (4) tennis courts at Thorpe Park in the amount of $61,184.70 with an owner's allowance in the amount of $5,500.00 for unforeseen conditions.
 
  STAFF RECOMMENDED ACTION:
 
Approve the purchase of services to remove the existing coating, repair, and resurface the tennis courts at Thorpe Park by General Acrylics, Inc. (General Acrylics) in the amount of $61,184.70 with an owner's allowance in the amount of $5,500.00 utilizing a cooperative purchase agreement through Mohave Educational Services Contract #150-GAI3-0201.
 
C.  
Consideration and Approval of Sole Source Purchase:  Enter into a sole source contract to have Superion, LLC upgrade HTE software and re-establish full maintenance.
 
  STAFF RECOMMENDED ACTION:
 
Approve the sole source contract with Superion, LLC (Superion) to upgrade critical payroll, human resources, and other software, as well as provide support for the software that performs the City's payroll and other business critical solutions.  There is a one-time implementation cost estimated not to exceed $200,000.  The cost for ongoing support and maintenance is estimated to not exceed $75,000 a year, with a 5% increase each year thereafter, beginning the second year of the contract.  The support and maintenance contract will be brought back to Council each year as part of the annual maintained agreements.
 
8. ROUTINE ITEMS
 
A.   Consideration and Adoption of Resolution No. 2018-20: A resolution approving Arizona Department Of Transportation Grant Intergovernmental Agreement Amendment #1 for the Fourth Street FUTS Project
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-20 by title only
2) City Clerk reads Resolution No. 2018-20 by title only (if approved above)
3) Adopt Resolution No. 2018-20
 
B.   Consideration and Adoption of Resolution No. 2018-15:  A resolution of the Flagstaff City Council authorizing an Intergovernmental Agreement with the Arizona Department of Transportation for 100% Design of the Fourth Street /I-40 Bridge Replacement Project.
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-15 by title only
2) City Clerk reads Resolution No. 2018-15 by title only (if approved above)
3) Adopt Resolution No. 2018-15
 
C.   Consideration and Approval of Contract:  Award a service contract with Firetrucks Unlimited, LLC in the amount not to exceed $96,460.00 for the refurbishment of a Quint Fire Truck.
 
  STAFF RECOMMENDED ACTION:
 
Approve the award of a service contract to Firetrucks Unlimited, LLC (Firetrucks Unlimited) for the refurbishment of a Quint Fire Truck in an amount not to exceed $96,460.00; and authorize the City Manager to execute the necessary documents.
 
D.   Consideration and Approval of Contract:  Maddaus Water Management Inc. for Water Conservation Strategic Plan consulting services. (Possible approval of a contract with water consultant to create a strategic plan for water conservation in Flagstaff.) 
 
  STAFF RECOMMENDED ACTION:
 
Approve the contract with Maddaus Water Management Inc. (Maddaus) for consulting services in the amount of $75,000, and authorize the City Manager to execute the necessary documents.
 
E.   Consideration and Adoption of Ordinance No. 2018-15:  An ordinance of the Council of City of Flagstaff, Coconino County, Arizona, approving the sale and execution and delivery of not to exceed $10,000,000 aggregate principal amount of pledged revenue obligations, evidencing proportionate interests of the owners thereof in a third purchase agreement to acquire and construct street improvements and ongoing preservation of street conditions in and for the City; approving the form and authorizing the execution and delivery of such purchase agreement, a third trust agreement, a continuing disclosure undertaking, an obligation purchase contract and other necessary agreements, instruments and documents; delegating authority to the Management Services Director of the City to determine certain matters and terms with respect to the foregoing; authorizing a contract for the purchase of the obligations and ratifying preparation of a preliminary official statement and approving the use and distribution thereof and approving preparation of a final official statement and the execution, use and distribution thereof  (Revenue Bond Debt Authorization-Road Repair and Street Safety)
 
  STAFF RECOMMENDED ACTION:
 
At the April 17, 2018 Council Meeting:
1) Read Ordinance No. 2018-15 by title only for the first time
2) City Clerk reads Ordinance No. 2018-15 by title only (if approved above)
At the May 1, 2018 Council Meeting:
3) Read Ordinance No. 2018-15 by title only for the final time
4) City Clerk reads Ordinance No. 2018-15 by title only (if approved above)
5) Adopt Ordinance No. 2018-15
 
F.   Consideration and Adoption of Ordinance No. 2018-16:  An ordinance of the Council of City of Flagstaff, Coconino County, Arizona, relating to the financing of certain projects, specifically approving publication of notice of proposed lease of land and buildings from, and lease-purchase back of such land and buildings to, the City of Flagstaff, Arizona, and request for bids in connection therewith; authorizing the acceptance of a bid with respect thereto; approving and authorizing the execution and delivery of a ground lease and a lease-purchase agreement and, if it is determined that the hereinafter described certificates are to be sold and executed and delivered, a trust agreement and a purchase agreement as well as, in either case, other necessary agreements, instruments and documents; if determined that such certificates should be sold and executed and delivered as provided herein, approving the sale and execution and delivery of certificates of participation in such lease-purchase agreement to provide the necessary financing therefor; delegating to the Management Services Director of the City of Flagstaff, Arizona, the authority to determine when bids for such land and buildings shall be accepted, to designate the final principal amount, maturity dates, interest rates and payment dates and other matters with respect to such lease-purchase agreement and to accept a proposal for the purchase of the certificates; approving preparation and distribution of a Preliminary Official Statement and the Final Official Statement; and authorizing the taking of all other actions necessary to the consummation of the transactions contemplated by this ordinance.
 
  STAFF RECOMMENDED ACTION:
 
At the April 17, 2018 Council Meeting:
1) Read Ordinance No. 2018-16 by title only for the first time
2) City Clerk reads Ordinance No. 2018-16 by title only (if approved above)
At the May 1, 2018 Council Meeting:
3) Read Ordinance No. 2018-16 by title only for the final time
4) City Clerk reads Ordinance No. 2018-16 by title only (if approved above)
5) Adopt Ordinance No. 2018-16
 
G.   Consideration and Adoption of Ordinance/Resolution No. 2018-21:  A resolution of the City Council of the City of Flagstaff, Arizona authorizing the settlement of Morris v. City of Flagstaff, et al., case No. CV2017-00519, currently pending in Coconino County Superior Court
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-21 by title only
2) City Clerk reads Resolution No. 2018-21 by title only (if approved above)
3) Adopt Resolution No. 2018-21
 
RECESS
 
6:00 P.M.


RECONVENE
 
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 regular meeting, 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).
 
9. ROLL CALL

NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.

 
MAYOR EVANS
VICE MAYOR WHELAN
COUNCILMEMBER BAROTZ
COUNCILMEMBER MCCARTHY

COUNCILMEMBER ODEGAARD
COUNCILMEMBER OVERTON
COUNCILMEMBER PUTZOVA
 
10. PUBLIC PARTICIPATION
 
11. CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA
 
12. PUBLIC HEARING ITEMS
 
A. Mill Town
 
i.   Public Hearing, Consideration and Possible Adoption of Ordinance No. 2018- 13:  An ordinance of the City Council of the City of Flagstaff amending the Flagstaff Zoning Map to rezone approximately 18.11 acres of real property generally located at 1801 S Milton Road from the Rural Residential (RR) and Public Facility (PF) zones to the Highway Commercial (HC) zone for the development of a mixed-use project.  (Mill Town Direct to Ordinance Zoning Map Amendment)
 
  STAFF RECOMMENDED ACTION:
 
4) Continue the Public Hearing
5) Close the Public Hearing
6) Read Ordinance No. 2018-13 by title only for the final time
7) City Clerk reads Ordinance No. 2018-13 by title only (if approved above)
8) Adopt Ordinance No. 2018-13
 
ii.   Consideration and Possible Adoption of Resolution No. 2018-13:  A resolution authorizing the execution of the Mill Town Development Agreement between Vintage Partners, LLC and the City of Flagstaff related to the development of approximately 18.11 acres of real property generally located at 1801 S. Milton Road. (Mill Town Development Agreement)
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-13 by title only
2) City Clerk reads Resolution No. 2018-13 by title only (if approved above)
3) Adopt Resolution No. 2018-13
 
iii.   Consideration and Approval of Preliminary Plat:  Request from Vintage Partners, for the subdivision of 18.11 acres known as Mill Town Mixed-Use into two lots, two tracts and public rights-of-way within the Highway Commercial (HC) zone.
 
  STAFF RECOMMENDED ACTION:
 
The Planning and Zoning Commission recommends approving the Preliminary Plat with the conditions outlined in the staff summary.
 
13. REGULAR AGENDA
 
A. Discussion/Direction: Current Issues Before Arizona Legislature and Federal Issues
 
B.   Consideration and Adoption of Resolution No. 2018-19: a resolution approving the City of Flagstaff 2018/2019 Annual Action Plan and authorizing its submission to the U.S. Department of Housing and Urban Development (HUD).
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-19 by title only
2) City Clerk reads Resolution No. 2018-19 by title only (if approved above)
3) Adopt Resolution No. 2018-19
 
14. DISCUSSION ITEMS
 
A.   Discussion: A Citizens' Petition requesting consideration of a Council resolution re: the Coconino County Detention Center Policy.
 
15.
COUNCIL LIAISON REPORTS
 
16. FUTURE AGENDA ITEM REQUESTS

After discussion and upon agreement by two members of the Council, an item will be moved to a regularly-scheduled Council meeting.
 
A.   Future Agenda Item Request (F.A.I.R.): A request by Vice Mayor Whelan to place on a future agenda a discussion about the Wildlife Feeding Ordinance.
 
17. INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS
 
18. ADJOURNMENT
 
 
CERTIFICATE OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on __________, at _________ a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk.

Dated this _____ day of _________________, 2018.
 

____________________________________
Elizabeth A. Burke, MMC, City Clerk