DRAFT AGENDA
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.
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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).
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2. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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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.
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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. |
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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). |
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A. | Consideration of Appointments: Building & Fire Code Board of Appeals. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Make two appointments to terms expiring June 2021.
Make three appointments to terms expiring June 2022. |
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8. | 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.
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A. | Consideration of Appointments: Magistrates On-Call for the Flagstaff Municipal Court. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the appointments of Honorable Charles Adornetto, Honorable Christine Brown, Honorable Charles Davies, Honorable John Lamb, Honorable Gerald McCafferty, Honorable Susan Slasor, and Honorable James Speed as Magistrate On-Call.
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B. | Consideration and Approval of Contract: Approve the construction contract with LP's Excavating, Inc. in the amount of $586,161.00 for the I-40 & Country Club Water Transmission Main Improvement. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Approve the construction contract with LP’s Excavating, Inc. in the amount of $586,161.00 which includes a $65,130 contract allowance and a contract timeframe of 130 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $52,100 (10% of the contract amount, less allowance); 3) Authorize the City Manager to execute the necessary documents. |
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C. | Consideration and Approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for the Northern Arizona Street Crimes Task Force (METRO unit). | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for FY2019.
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D. | Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00 for the Lone Tree 16” Transmission Line Project. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00, which includes a contract allowance of $84,250.00, and a contracted timeframe of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and 3) Authorize the City Manager to execute the necessary documents. |
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E. | Consideration and Approval of Contract: Consideration and Approval of a sole source contract with Kuehl Enterprises, LLC, an Arizona Limited Liability Corporation in the amount not to exceed $79,781.70 including hours, travel and lodging, to work with the Housing Authority to realign the programs in order to achieve cost savings / fiscal sustainability, increase efficiency, and improve operations and customer service. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve contract with Kuehl Enterprises in the amount of not to exceed $79,781.70 including hours, travel and lodging.
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9. | ROUTINE ITEMS | |||||||
A. | Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Design Services Agreement for the Street Maintenance Program years 2018, 2019 and 2020. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award C and E Paving & Grading, LLC the Construction Manager at Risk Design Services Agreement an amount not to exceed $113,794.00;
2) Authorize Change Order Authority of $11,379.40 (10%) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute any necessary documents. |
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B. | Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program in the Guaranteed Maximum Price ("GMP") of $5,001,369.32;
2) Authorize Change Order Authority in an amount not to exceed $250,068.47 (5% GMP) to cover potential costs associated with unanticipated or additional items of work; and 3) Authorize the City Manager to execute the necessary documents. |
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C. | Consideration and Approval of Amendments: Amendments to the Business Incubator and Accelerator Service Agreement and Master Leases with Northern Arizona Center for Entrepreneurship and Technology (NACET), extending the terms of these agreements by six months. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Third Amendment for the NACET Service Agreement, and the Fourth Amendment for the Business Incubator Master Lease Agreement and the Business Accelerator Master Lease Agreement.
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D. | Consideration and Possible Adoption of Ordinance No. 2018-24: An ordinance of the Flagstaff City Council, authorizing the City Manager or his or her designees to acquire improved real property located at 2323 N. Walgreens Street and establishing an effective date; and approval of a Purchase Contract with Hilton Harris Real Estate as broker for the seller of the improved real property at 2323 N. Walgreens Street and subject to the contingencies described in the contract. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
At the June 19, 2018 Council Meeting:
1) Read Ordinance No. 2018-24 by title only for the first time 2) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) At the July 3, 2018 Council Meeting: 3) Read Ordinance No. 2018-24 by title only for the final time 4) City Clerk reads Ordinance No. 2018-24 by title only (if approved above) 5) Adopt Ordinance No. 2018-24 6) Approve Purchase Contract |
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E. | Consideration and Approval of a modified Preliminary Plat: Request from AR Capstone, LLC for subdivision of approximately 47.36-acres known as The Wedge, into 47 single-family residential lots within the Rural Residential (RR) zone. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
The Planning and Zoning Commission recommends approving the preliminary plat with the conditions outlined in the staff summary.
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F. | Consideration and Adoption of Ordinance No. 2018-25: An ordinance amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-25 by title only for the final time
2) City Clerk reads Ordinance No. 2018-25 by title only (if approved above) 3) Adopt Ordinance No. 2018-25 |
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G. | Consideration and Adoption of Ordinance No. 2018-23: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June, 2019. (Primary and secondary property tax levies for FY 2018-2019) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-23 by title only for the final time
2) City Clerk reads Ordinance No. 2018-23 by title only (if approved above) 3) Adopt Ordinance No. 2018-23 |
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H. | Consideration and Approval of Lease Agreement: Lease with General Services Administration for New Build to Suit at the United States Geological Survey Campus, 2255 North Gemini Drive Flagstaff, AZ. 86001. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Lease Agreement with General Services Administration
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I. | Consideration and Approval of Contract: City Court Facility Project - Award of Design Build Services Agreement for the Design Phase of the project. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Award the Design Build Services Agreement to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,593,628.00 with a 250 calendar-day contract period; and
2) Authorize the City Manager to execute the necessary documents. |
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J. | Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-19 by title only for the final time
2) City Clerk reads Ordinance No. 2018-19 by title only (if approved above) 3) Adopt Ordinance No. 2018-19 |
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K. | Consideration and Approval of Contract: Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services with The A.E. Maguire Company, Inc., in an amount not to exceed $40,000.00. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve an Amendment to the Service Contract for Professional Economic Analysis and Public Policy Consultant Services (Contract No. 2018-49) with The A.E. Maguire Company, Inc. in an amount not to exceed $40,000.00; and authorize the City Manager to execute the necessary documents.
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RECESS 6:00 P.M.
RECONVENE |
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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).
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10. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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11. | PLEDGE OF ALLEGIANCE | |||||||
12. | PUBLIC PARTICIPATION | |||||||
13. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | |||||||
14. | REGULAR AGENDA | |||||||
A. | Consideration and Adoption of Ordinance No. 2018-26 and Resolution No. 2018-36: An ordinance and resolution amending the Employee Handbook of Regulations and Flagstaff City Code by adopting Addendum 12 of the Employee Handbook of Regulations. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
At the July 3, 2018 Council Meeting: 1) Read Resolution No. 2018-36 by title only 2) City Clerk reads Resolution No. 2018-36 by title only (if approved above) 3) Read Ordinance No. 2018-26 by title only for the first time 4) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) At the August 21, 2018 Council Meeting: 5) Adopt Resolution No. 2018-36 6) Read Ordinance No. 2018-26 by title only for the final time 7) City Clerk reads Ordinance No. 2018-26 by title only (if approved above) 8) Adopt Ordinance No. 2018-26 |
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B. | Consideration and Possible Adoption of Resolution No. 2018-37: A resolution authorizing the execution of an Amended and Restated Development Agreement between Crestview 31, LLC and the City of Flagstaff related to the development of approximately 31.9 acres of real property known as the Crestview subdivision generally located along the north side of Old Route 66, north and west of the Railroad Springs subdivision. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Resolution No. 2018-37 by title only 2) City Clerk reads Resolution No. 2018-37 by title only (if approved above) 3) Adopt Resolution No. 2018-37 |
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C. | Consideration and Adoption of Ordinance No. 2018-27: An ordinance of the Flagstaff City Council to acquire approximately 113 square feet of real property located at 2326 E. Spruce Avenue; providing for severability, delegation of authority, and establishing an effective date; and consideration of approval of a Purchase and Sale Agreement for said property. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Ordinance No. 2018-27 by title only for the first time
2) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 3) Read Ordinance No. 2018-27 by title only for the final time (requires unanimous consent of all Council Members present) 4) City Clerk reads Ordinance No. 2018-27 by title only (if approved above) 5) Adopt Ordinance No. 2018-27 6) Approve Purchase and Sale Agreement |
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D. | Consideration and Potential Adoption of Ordinance No. 2018-28: A potential ordinance of the Flagstaff City Council amending section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Should Council wish to proceed with these changes,
At the July 3, 2018 Council Meeting: 1) Read Ordinance No. 2018-28 by title only for the first time 2) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) At the August 21, 2018 Council Meeting: 3) Read Ordinance No. 2018-28 by title only for the final time 4) City Clerk reads Ordinance No. 2018-28 by title only (if approved above) 5) Adopt Ordinance No. 2018-28 |
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15. | DISCUSSION ITEMS | |||||||
A. | Discussion: Council discussion on current practices and review of past practices, focused on the assignment of contract allowances and contingencies including owners contingencies, contractor contingencies for CMAR and Design-Build, and review of the process of change order allowance. | |||||||
B. | Discussion/Direction: City of Flagstaff's procurement procedures related to vendor responsibility. | |||||||
16. | COUNCIL LIAISON REPORTS
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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. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion about the options available for assisting individuals without shelter. | |||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Barotz to place on a future agenda a discussion about the parking ratios in the Transect Zones. | |||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||
19. | ADJOURNMENT | |||||||
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