FINAL AGENDA
 
REGULAR COUNCIL MEETING
TUESDAY

MAY 1, 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
 
A.   Consideration and Approval of Minutes: City Council Special Meeting (Executive Session) of February 26, 2018; March 13, 2018; March 27, 2018; April 10, 2018; and April 25, 2018.
 
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. APPOINTMENTS

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 the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1).
 
A.   Consideration of Appointments:  Beautification and Public Art Commission.
 
  STAFF RECOMMENDED ACTION:
 
Make one appointment to a term expiring June 2020.
 
8. LIQUOR LICENSE PUBLIC HEARINGS
 
A.   Consideration and Action on Liquor License Application: Rochan Goswami, Mobil Country Club, 3960 N. Country Club Dr., Series 09 (liquor store - all spirituous liquor), Person Transfer.
 
  STAFF RECOMMENDED ACTION:
 
Open the public hearing.
Receive citizen input.
Close the public hearing.

The City Council has the option to:
(1) Forward the application to the State with a recommendation for approval;
(2) Forward the application to the State with a recommendation for denial based on information from staff, the testimony received at the public hearing and/or other factors.
 
9.
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:  Purchase of one Dell SC5020 Storage Device in the amount of $79,333.89 from Dell Marketing LP through State of Arizona Cooperative Contract No. ADSPO15-09839 and Amendment No. ADSPO16-098163.
 
  STAFF RECOMMENDED ACTION:
 
Approve the purchase of one Dell SC5020 Storage Device ("New Storage Device") in the amount of $79,333.89 from Dell Marketing LP ("Dell") utilizing State of Arizona Cooperative Contract No. ADSPO15-09839 and Amendment No. ADSPO16-098163.
 
B.   Consideration and Approval of Final Plat  Request from Trails End Retreat, LLC for Final Plat approval for Trails End Retreat (fka Trails End Mesa Estates), a 30-unit single-family residential subdivision on 5.51 acres in the R1, Single-Family Residential zone.
 
  STAFF RECOMMENDED ACTION:
 
Staff recommends the City Council approve the final plat and authorize the Mayor to sign both the final plat and City/Subdivider Agreement when notified by staff that the documents are ready for recordation.
 
10. ROUTINE ITEMS
 
A.   Consideration of Insurance Premium Renewals: Workers' Compensation, Property and General Liability Policies.
 
  STAFF RECOMMENDED ACTION:
 
1) Approve the renewal of our Workers' Compensation agreement with Copperpoint Mutual with an estimated annual cost of $576,000.
2) Approve the renewal of our Property insurance agreement with A.I.G. with an estimated annual cost of $189,820.
3) Approve the renewal of our General Liability, Auto, Umbrella and associated lines of coverage with Travelers Insurance with an estimated annual cost of $720,232.
 
B.   Consideration and Approval of Contract:  Flagstaff Watershed Protection Project (FWPP) Supplemental Project Agreement (SPA) 18-PA-11030408-002 with the US Forest Service, Coconino National Forest.
 
  STAFF RECOMMENDED ACTION:
 
Approve FWPP SPA 18-PA-11030408-002 with the US Forest Service in the amount of $4,598,541.40.
 
C.   Consideration and Approval of Contract:  Flagstaff Watershed Protection Project (FWPP) Supplemental Project Agreement(SPA) 18-PA-11030408-017, with the U.S. Forest Service, Coconino National Forest..
 
  STAFF RECOMMENDED ACTION:
 
Approve FWPP Hand Thinning SPA 18-PA-11030408-017, with the U.S. Forest Service.
 
D.   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:
 
1) Read Ordinance No. 2018-15 by title only for the final time
2) City Clerk reads Ordinance No. 2018-15 by title only (if approved above)
3) Adopt Ordinance No. 2018-15
 
E.   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:
 
1) Read Ordinance No. 2018-16 by title only for the final time
2) City Clerk reads Ordinance No. 2018-16 by title only (if approved above)
3) Adopt Ordinance No. 2018-16
 
F.   Consideration and Adoption of Resolution No. 2018-11:  A Resolution of the City Council of the City of Flagstaff, Arizona adopting amendments to the City's Procurement Code Manual to incorporate additional language applicable to six (6) Articles within the City's Procurement Code Manual.
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-11 by title only
2) City Clerk reads Resolution No. 2018-11 by title only (if approved above)
3) Adopt Resolution No. 2018-11
 
G.   Consideration and Adoption of Ordinance No. 2018-18:  An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to General Definitions, Employee Advisory Committee, Vacation Leave,  and On-Call and Call-Out Pay; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date.
 
  STAFF RECOMMENDED ACTION:
 
At the May 1, 2018 Council Meeting:
1) Read Ordinance No. 2018-18 by title only for the first time
2) City Clerk reads Ordinance No. 2018-18 by title only (if approved above)
At the May 15, 2018 Council Meeting:
3) Read Ordinance No. 2018-18 by title only for the final time
4) City Clerk reads Ordinance No. 2018-18 by title only (if approved above)
5) Adopt Ordinance No. 2018-18
 
H.   Consideration and Approval of Contract:  Approve the construction contract with Johansen Construction, Inc. in the amount of $1,623,371.71 for the Switzer Canyon Transmission Main Phase III Improvement.
 
  STAFF RECOMMENDED ACTION:
 
 1) Approve the construction contract with Johansen Construction, Inc. (“Contractor”) in the amount of $1,623,371.71, which includes a contract allowance of $80,000.00, and a contract time frame of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $154,400.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
 
             
RECESS

6:00 P.M. MEETING

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).
 
 
11. 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
 
12. PUBLIC PARTICIPATION
 
13.

CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA

 
14. REGULAR AGENDA
 
A. Discussion/Action: Current Issues Before Arizona Legislature and Federal Issues
 
B.   Possible consideration and adoption of Resolution No. 2018-23:  A resolution of the Mayor and Council commenting on the Coconino County Detention Center Policy in response to Citizen's Petition.
 
  STAFF RECOMMENDED ACTION:
 
1) Read Resolution No. 2018-23 by title only
2) City Clerk reads Resolution No. 2018-23 by title only (if approved above)
3) Adopt Resolution No. 2018-23.
 
             
15. DISCUSSION ITEMS
 
A.   Discussion: Review of the Traffic Impact Policy that allows the traffic rating of a road to degrade as a result of development
 
16. COUNCIL LIAISON REPORTS
 
17. 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 City Commissions and the manner in which they communicate with, interact with, and seek direction from other City Commissions and Council.
 
18. INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS
 
19. 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