FINAL 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
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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. | 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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5. | PROCLAMATIONS AND RECOGNITIONS |
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A. | Recognition: Flagstaff Police Department and Chief Treadway Patriotic Supervisor Award | ||||||||
B. | Proclamation: Black History Month | ||||||||
6. | 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: Planning and Zoning Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make two appointments to terms expiring December 2022.
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B. | Consideration of Appointments: Housing Commission | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a Real Estate and Professional - Developer seat to a term expiring in September 2020.
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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. |
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A. | Consideration and Approval of Grant Agreement: Between the Arizona Department of Forestry and the City of Flagstaff for Picture Canyon Natural and Cultural Preserve Hand-Thinning Restoration Project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Arizona Department of Forestry and Fire Management, 2019 Wildland Fire Hazard Fuels Grant (WFHF) 19-205 in the amount of $144,200 for the Picture Canyon Natural and Cultural Preserve Hand-Thinning Restoration Project.
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B. | Consideration and Approval of Contract: Approval to purchase and upgrade to a Voice over Internet Protocol (VoIP) phone system for the Flagstaff Police Department in the amount of $135,534.73. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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C. | Consideration and Approval of Contract: Approve the award of the cooperative contract to Revolution Industrial, LLC for the repair/replacement of both the primary tank weir supports and the grit tank pipeline at the Wildcat Hill Water Reclamation Facility. The cooperative is through The City of Phoenix (#144421-0), awarded to Revolution Industrial, LLC. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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D. | Consideration and Approval of Contract: Approve the award of the cooperative purchase contract to Toter, LLC for the purchase of residential trash and recycle containers through the City of Tucson Cooperative Contract No. 1717171-01. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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E. | Consideration and Approval of License Agreement: Agreement is between the City of Flagstaff and the Flagstaff Youth Hockey Association (FYHA). The Agreement outlines the responsibilities for both parties including the rental of ice time at the City of Flagstaff Jay Lively Activity Center. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the license agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association with anticipated revenue of approximately $65,000.
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F. | Ratification: Staff's action to send support letters on behalf of City Council and signed by Mayor Evans, as requested by Jeff Hall, Director of Lowell Observatory, in support of the Observatory's request of US Congress regarding Section 17. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Ratify staff's action in sending letters of support to members of the US Congress on behalf of the City Council, as requested by Jeff Hall, Director of Lowell Observatory.
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8. | ROUTINE ITEMS | ||||||||
A. | Consideration and Adoption of Ordinance No. 2020-03: An ordinance of the Flagstaff City Council ratifying the grant and reservation of easements; and formally accepting dedications and donations of easements and real property interests; delegating authority; and establishing an effective date. (approving receipt/transfer of easements and real property interests) | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2020-03 by title only for the final time
2) City Clerk reads Ordinance No. 2020-03 by title only (if approved above) 3) Adopt Ordinance No. 2020-03 |
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B. | Consideration and Adoption of Ordinance No. 2020-02: An ordinance of the City Council of the City of Flagstaff, Repealing Chapter 8-01 of the Flagstaff City Code, Sidewalks, and adopting a new Chapter 8-01 of the Flagstaff City Code, Sidewalks, to provide for revised standards and procedures; providing for severability, authority for clerical corrections, and establishing an effective date | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2020-02 by title only for the final time
2) City Clerk reads Ordinance No. 2020-02 by title only (if approved above) 3) Adopt Ordinance No. 2020-02 |
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RECESS
6:00 P.M. MEETING 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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9. | ROLL CALL
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10. | PLEDGE OF ALLEGIANCE | ||||||||
11. | PUBLIC PARTICIPATION | ||||||||
12. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA |
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13. | REGULAR AGENDA | ||||||||
A. | Consideration and Adoption of Resolution No. 2020-03: A resolution approving an Intergovernmental Agreement (IGA) between Coconino County and the City of Flagstaff for a jointly funded dark sky code compliance specialist. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2020-03 by title only
2) City Clerk reads Resolution No. 2020-03 by title only (if approved above) 3) Adopt Resolution No. 2020-03 |
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B. | Consideration and Adoption of Ordinance No. 2020-04: An ordinance of the City Council of the City of Flagstaff, authorizing the City of Flagstaff to enter into the Fifth Amendment to Development Agreement with Nestle Purina Petcare Company; providing for repeal of conflicting ordinances, severability, and establishing an effective date. | ||||||||
At the February 4, 2020 Regular Council Meeting:
1) Read Ordinance No. 2020-04 by title only for the first time 2) City Clerk reads Ordinance No. 2020-04 by title only (if approved above) At the February 18, 2020 Regular Council Meeting: 3) Read Ordinance No. 2020-04 by title only for the final time 4) City Clerk reads Ordinance No. 2020-04 by title only (if approved above) 5) Adopt Ordinance No. 2020-04 |
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14. | DISCUSSION ITEMS | ||||||||
A. | Mogollon Property Planning Discussion | ||||||||
B. | Flagstaff Citizen Survey 2020 | ||||||||
C. | Linda Vista Pressure Reducing Valve (PRV) Replacement/Relocation Project | ||||||||
15. | COUNCIL LIAISON REPORTS | ||||||||
16. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by three 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 Aslan to have a discussion about the feasibility of initiating a carbon tax at the Flagstaff airport | ||||||||
B. | Future Agenda Item Request (F.A.I.R.) A request by Vice Mayor Shimoni to have a discussion about chemicals used in the parks and recreation department, not including reclaimed water | ||||||||
17. | CITY MANAGER REPORT | ||||||||
A. | City Manager Report | ||||||||
B. | F.A.I.R. Process Discussion and Possible Direction | ||||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | ||||||||
19. | ADJOURNMENT | |||||
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6.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Planning and Zoning Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make two appointments to terms expiring December 2022.
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Executive Summary: | |||||
The Planning and Zoning Commission consists of seven citizen members and serves as an advisory board to the Council on matters relating to the growth and physical development of the City. The commission also conducts hearings on amendments to the Zoning Map, tentative subdivision plats, and Development Review Board appeals. There are currently two expired seats available for appointment. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. There are five applications currently on file, they are as follows: Richard Becher (new applicant) Will Carlstrom (new applicant) Dr. Alex H. Martinez (current commissioner) P. Lloyd Paul (new applicant) Margo Wheeler (current commissioner) Richard Becher is currently a commissioner on the Board of Adjustment. Upon review of Mr. Becher's background, staff recommended that he apply for the Planning and Zoning Commission. If appointed, Mr. Becher would resign from the Board of Adjustment and would be assigned as the new Planning and Zoning Representative for the Board of Adjustment. Mr. Becher's appointment to the Planning and Zoning Commission is contingent on his resignation from the Board of Adjustment. Mr. Becher confirmed his interest in this appointment on January 14, 2020. Staff recommends filling the two expired seats as soon as possible to ensure that a quorum of members will be available to conduct hearings on amendments to the Zoning Map, tentative subdivision plats, and Development Review Board appeals. In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately. Council Appointment Assignment: Councilmember Salas and Councilmember Whelan |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
1) Appoint two Commissioners; by appointing Commissioners at this time, the Planning and Zoning Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Board members and City staff has occurred, informing others of these vacancies through word of mouth. | |||||
Attachments: | P&Z Authority |
6.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Housing Commission | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a Real Estate and Professional - Developer seat to a term expiring in September 2020.
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Executive Summary: | |||||
The Housing Commission consists of thirteen (13) voting members; twelve (12) members appointed by the City Council and one (1) representative from the Flagstaff Housing Authority Board of Commissioners. The Commission serves as an advisory board to City Council regarding housing policies, needs, and programs in Flagstaff. There is currently one Building and Real Estate Professional seat available for a developer. The authority for the commission requires that the members shall be appointed into one of three professional categories: Building and Real Estate Professionals (6 members requiring at least one builder, one developer, one realtor, one lender, and one residential multi-family/property management representative); Low Income Housing Experts (3 members); and Community Representatives (3 members). There is one (1) Building and Real Estate Professional applications for a developer on file for consideration by the Council. Due to the work of the commission, staff feels that this position should be filled as soon as possible if desired by Council. The application is as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Odegaard for Developer seat. |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
There is no Council goal that specifically addresses appointments to boards and commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint one Commissioner: By appointing members at this time, the Housing Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies were posted on the City's website and multiple social media posts were made. An article was printed in the Arizona Daily Sun along with a printed advertisement calling for members. Additionally, outreach was done through the online community forum and through word of mouth. | |||||
Attachments: | Housing Commission Authority |
7.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: Between the Arizona Department of Forestry and the City of Flagstaff for Picture Canyon Natural and Cultural Preserve Hand-Thinning Restoration Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Arizona Department of Forestry and Fire Management, 2019 Wildland Fire Hazard Fuels Grant (WFHF) 19-205 in the amount of $144,200 for the Picture Canyon Natural and Cultural Preserve Hand-Thinning Restoration Project.
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Executive Summary: | |||||
The Wildland Fire and Hazardous Fuels 2019 grant agreement will provide $144,200 (90%) funding to the City of Flagstaff to conduct forest treatments for wildfire risk reduction on 200 acres of Picture Canyon Open Space. Goals of this project include improving/maintaining our forest ecosystems, preventing long-term damage to critical watersheds, reducing catastrophic fire and post-fire flooding events, and maintaining community well-being (to include public safety - first responders, residents, and visitors). | |||||
Financial Impact: | |||||
Total cost to conduct this work is expected to be $160,222. This grant will provide 90% of the required funding ($144,200). The remaining 10% ($16,022) will be provided by the City's Flagstaff Watershed Protection Project funds. The grant is budgeted in account 407-09-425-6232-2 for $210,000 in FY 2019-20. | |||||
Policy Impact: | |||||
Implementation of forest treatments funded by this award will: 1. Meet council goals and regional plan (see Connection to Council Goals, Regional Plan, and/or Strategic Plan), to include Public Safety initiatives; 2. Address the goals of the Greater Flagstaff Community Wildfire Protection Plan (CWPP) adopted by Council in 2005 (last updated 2018); 3. Further application of the Flagstaff Wildland Urban Interface Code adopted by Council in 2008; 4. Promote the State's Forest Action Plan; 5. Advance the National Cohesive Wildland Fire Management Strategy; and 6. Promote the forest health components of the City's Climate Action and Adaptation Plan. |
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
COUNCIL GOALS: Forest Treatments . . . Climate Change: improve/maintain forest ecosystems and positions them to better withstand change-agents such as climate change. Water Conservation: prevents long-term damage to critical watersheds. Environmental and Natural Resources: protects and sustains our natural environment, reducing catastrophic fire and post-fire flooding events and insect infestations, preserving valuable wildlife habitat, allowing for recreational ventures and business operations, and maintaining community well-being (to include public safety - first responders, residents, and visitors). Community Outreach: demonstrates need for, and solutions to, our forest health crisis, allowing us to showcase work, conduct field tours, and encourage residents to take action to protect their neighborhood, property, and home. Town and Gown: permits us to continue to attract students to a working outdoor laboratory to conduct studies, gather information, interact with the public, and support our efforts while furthering their education and experience. Code Compliance: addresses requirements of the City's Wildland Urban Interface Code (2008) and demonstrate their effectiveness. REGIONAL PLAN: Environmental Planning & Conservation – Vision for the Future: In 2013, the long-term health and viability of our natural resource environment is maintained through strategic planning for resource conservation and protection. Policy E&C.3.3 – Invest in forest health and watershed protection measures. Policy E&C.6.1 – Encourage public awareness that the region’s ponderosa pine forest is a fire-dependent ecosystem and strive to restore more natural and sustainable forest composition, structure, and processes. Policy E&C.6.3 – Promote protection, conservation, and ecological restoration of the region’s diverse ecosystem type and associated animals. Policy E&C.6.6 – Support collaborative efforts for forest health initiatives or practices, such as the Four Forest Restoration Initiative (4FRI), to support healthy forests and protect our water system. Policy E&C.10.2 – Protect, conserve, and when possible, enhance and restore wildlife habitat on public land. |
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Has There Been Previous Council Decision on This: | |||||
Not on this specific grant offering. However, prior Wildland Fire Hazardous Fuels grants and Flagstaff Watershed Protection Project efforts have been received and approved by prior Councils. | |||||
Options and Alternatives: | |||||
Two options exist: Approve Agreement - this will permit the forest treatment work to proceed as planned, allowing full-use of the grant funds (termination date of Dec 30, 2021); Reject Agreement - this will require the city to fully fund the work. |
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Background and History: | |||||
Severe and destructive wildfire, followed by post-fire flooding, are annual and ever-present threats to our forests and community. Areas that have undergone forest treatments (i.e. – thinning, debris disposal, and/or prescribed fire) are not only healthier and more resilient to damaging agents, they also provide proven barriers to both, enhance public safety and infrastructure protection, and suffer less damage from insect outbreaks and serious wildfires than what occurs on non-treated sites. | |||||
Key Considerations: | |||||
The forest treatments proposed are part of our overall plan and continuing collaboration with the Picture Canyon Working Group, City Sustainability, as well as our local and regional partners and citizens. Wildfires within the city are a challenge to manage/suppress due to a variety of factors. They also present a threat to adjacent neighborhoods, sites, and businesses in the area. Forest treatments such as these proposed have proven highly effective in reducing fire severity, improving fire protection, and increasing survivability of homes both within Flagstaff and elsewhere. Grant funds will permit selective thinning (i.e. – tree cutting) and debris disposal (i.e. - chipping and removal) by Wildland Fire Management (WFM) staff and/or contractor. The work will be conducted in the following two-step process: A) Project set-up (i.e. - assessment, boundary identification, tree marking, site inspection, etc), award and administration, reporting, issuance of payments, and final debris disposal work will be coordinated/inspected by WFM staff with property owner and vendor; and B) Cutting, debris disposal, and rehabilitation will be carried out by a WFM staff or contractor - aligning with city’s procurement process. The Greater Flagstaff CWPP, the City's Wildland Urban Interface Code, the Flagstaff Watershed Protection Project, and other efforts such as that afforded by this grant, demonstrate our community's continual commitment to reducing wildfire risk. |
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Community Benefits and Considerations: | |||||
N/A | |||||
Community Involvement: | |||||
Multiple partners have been engaged in the wildfire risk reduction effort in our community for over 20 years, to include Greater Flagstaff Forests Partnership, the NAU Ecological Restoration Institute, AZ Game & Fish, US Fish and Wildlife Service, AZ State Forestry & Fire Management, and the Stakeholders in our community. In addition, this advances the goals of the Flagstaff Watershed Protection Project and the Climate Action and Adaptation Plan. Successfully completing the planned forest treatments will enhance protection of our forests, adjacent neighborhoods, and the community’s viewshed, while promoting the vigor, resiliency, and sustainability of the trees themselves. | |||||
Expanded Options and Alternatives: | |||||
Inform: In the months leading up to the submitting this grant proposal, meetings and notices of work were made through the Picture Canyon Working Group and Sustainability. Since then, the many partners have been informed of overall progress of the grant application, proposal, process for eligibility etc through various means, including briefings, neighborhood contacts, etc. Specific to this project, we have worked to inform various stakeholders of desired outcomes, plans, schedules, and status. Consult: We’ve worked with AZ Dept of Forestry and Fire Management, Picture Canyon Working Group, City's Sustainability Program regarding plans and treatment options. Involve: Picture Canyon Working Group has been involved in prior treatment work with removing invasive species on site. Collaborate: The proposed work is compatible with other forest treatment work in the Flagstaff area, and is in-alignment with efforts conducted by the US Forest Service, AZ State Forestry, the City’s Wildland Fire Management program, and the Greater Flagstaff Forests Partnership. It will compliment work currently being planned and that will be implemented as part of the Four Forest Restoration Initiative. It is in accordance with the Greater Flagstaff Area Community Wildfire Protection Plan (CWPP) and supports the City’s Wildland Urban Interface Fire Code (WUI), adopted by Council in 2005 and 2008, respectfully. Empower: This will empower and engender neighborhood protection efforts and future grant program/project work of this type in other areas of the city as well. |
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Attachments: | Grant Agreement WFHF 19-205 Picture Canyon |
7.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approval to purchase and upgrade to a Voice over Internet Protocol (VoIP) phone system for the Flagstaff Police Department in the amount of $135,534.73. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Flagstaff Police Department’s phone system will no longer be supported after January 1st, 2020. The system is 29 years old and out of date. The Coconino County Information Technology Department is advising our system is susceptible to hacking and will no longer be supported by Microsoft, because it is still running on a virtual maintenance server running on Windows XP platform and cannot be updated. If this purchase is approved, we will upgrade our phone system to be the same as the Coconino County Sheriff's Department as well as the same system the City of Flagstaff is utilizing. |
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Financial Impact: | |||||
One-time cost of $135,534.73, plus applicable sales tax. The FY 2019-2020 budget appropriation for this purchase is in account 001-04-061-0221-2-4343. This cost has been approved by the City of Flagstaff Budget Team. The system will also require a yearly maintenance fee and the police department already has an established account for phone maintenance. | |||||
Policy Impact: | |||||
None.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Strategic Plan: Provide Exceptional Service: Provide employees tools, training and support. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
Our current analog phone system was purchased in 1990 and brought over from the police department on Beaver Street and installed in the current building in 2000 when the building was completed. The phone system is supported by Coconino County and Coconino County Sheriff’s Office Information Technology Department under the Co-Location Agreement. The Sheriff’s Office upgraded its phone system in 2018 to a digital Voice Over Internet Protocol System (VoIP). The Flagstaff Police Department requested our phone system be upgraded in the FY 2019 and FY 2020 budget. Due to other pressing priorities, there were no resources available to be put towards the phone upgrade. We were informed by Coconino County Information Technology Department our system is now a liability to the County Network and would be taken off-line if it is not upgraded. We scheduled a follow-up meeting with our budget team informing them of the needed expense. The department explained to the Budget Team that without the upgrade we will have a catastrophic failure or be taken offline. This is the system that enables employees to have a phone line and voicemail capability to be contacted by employees or the community. This system is different and not related to the 911 Communications Center. The County Central Information Technology Department changed leadership and they are now concentrating on limiting security vulnerabilities. Our outdated phone system has been identified as one of the larger vulnerabilities to the entire County system. We have also learned that our phone system runs off the Windows XP Platform, which has been outdated and will no longer be supported by Microsoft come January 1st. Microsoft is not supporting operating systems older than windows 10. Due to the age of the system, it cannot be upgraded to run on a more recent windows platform unless we move to a new system. |
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Key Considerations: | |||||
The VoIP system cost to upgrade will be $135,534. This will include 116 new phone lines, new desktop telephones, new licenses, ports, switches, connectors, cables, security, and other electronic phone related items. The County has graciously offered to let us share their phone servers, which will be an estimated savings of $50-60,000.00 to the City. The total amount requested for this expenditure is $135,534.73, plus applicable sales tax. The Police Department currently does not have a revenue stream to pay for this upgrade, however, we will purchase and locate funds within our budget to purchase this fiscal year utilizing 001-04-061-0223-2-4231. |
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Community Benefits and Considerations: | |||||
There will be an on-going maintenance fee for the performance and infrastructure stability which will help to keep our system in compliance with security vulnerabilities. | |||||
Community Involvement: | |||||
The new system will allow us to continue our exemplary customer service by having a phone system to communicate with the public and other police department employees for non-emergency calls. | |||||
Expanded Options and Alternatives: | |||||
None. | |||||
Attachments: | Co-op Contract | ||
Quote 1 of 2 | |||
Quote 2 of 2 | |||
Mohave Contract Information | |||
Mohave Contract |
7.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approve the award of the cooperative contract to Revolution Industrial, LLC for the repair/replacement of both the primary tank weir supports and the grit tank pipeline at the Wildcat Hill Water Reclamation Facility. The cooperative is through The City of Phoenix (#144421-0), awarded to Revolution Industrial, LLC. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
City of Flagstaff Wildcat Hill Water Reclamation Plant needs these repairs completed immediately because both the primary tank weir brackets and the grit pipeline have corroded over the years and are now at a point of near failure or portions have already failed. Continued corrosion of this equipment could lead to a catastrophic emergency event and the wastewater treatment process could be lost. The new brackets will be replaced utilizing stainless steel and have a life expectancy of 20+ years. The new grit pipeline will be glass-lined and will not have the same corrosion issue with a life expectancy is 30+ years. | |||||
Financial Impact: | |||||
The project was not a budgeted expense. Staff is proposing to utilize funds that were previously allocated in Program 3204 Energy Efficiency, the Wildcat Blowers Replacement Project, Acct 203-08-375-3204-0-4463 with a budget appropriation for FY2019-20 of $497,815). This energy efficiency project has been put on hold at this time due to challenges identified during project scoping that significantly increased project costs. | |||||
Policy Impact: | |||||
No Impact | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
1) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. | |||||
Has There Been Previous Council Decision on This: | |||||
There has been no previous Council decision on this item. | |||||
Options and Alternatives: | |||||
1.) Approve the award of the cooperative contract as recommended 2.) Reject the award of the cooperative contract and perform a formal solicitation |
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Background and History: | |||||
The primary brackets support weirs which is how effluent water leaves the primary treatment process. Hydrogen Sulfide gas that is in this area, when mixed with water creates sulfuric acid. The support brackets are now at a point of failure, which would be catastrophic because of the potential to lose the wastewater treatment process. The grit pipeline was replaced 12 years ago utilizing a non-glass lined pipe. Over the past 12 years, the grit has eroded the inside of the pipe. |
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Key Considerations: | |||||
Both of these issues are critical to the operation at Wildcat Hill. A failure of either processes could lead to a treatment failure on a downstream process and/or a critical failure of a process. | |||||
Community Involvement: | |||||
These repairs will ensure that these units stay online over the life of these system allowing staff to continue treatment as the facility was designed. | |||||
Expanded Options and Alternatives: | |||||
N/A | |||||
Attachments: | Primary Tank Weir Bracket | ||
Grit Piping | |||
CoF Coop Contract | |||
Exhibit A1 | |||
Exhibit A2 | |||
City of Phoenix coop contract |
7.D.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Approve the award of the cooperative purchase contract to Toter, LLC for the purchase of residential trash and recycle containers through the City of Tucson Cooperative Contract No. 1717171-01. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
With this agenda item, staff recommends the City Council approve the purchase of 312 trash and 312 recycling containers from Toter, LLC, in the amount of $33,927.20. The purchase of the containers will allow for the delivery of containers to new customers and replacements for lost, stolen or broken carts. These carts are the same containers that have been purchased in recent years. By purchasing the same containers, it will ensure the continuity of parts such as lids, lid pins, wheels, and axles that are needed to be stocked for repairs. This fiscal year there was a previous purchase of $34,929.12 for carts. This new purchase requested under the current cooperative purchase contract will raise the total amount spent with Toter, LLC this fiscal year to $68,856.32. | |||||
Financial Impact: | |||||
Previous purchase of 624 residential trash and recycling containers: $34,929.12 Purchase of additional 624 residential trash and recycling containers: $33,927.20 Total year to date FY 2019-20 purchases from Toter, LLC: $68,856.32 The total FY 2019-20 budget for these containers: $97,350 Payment to the Contractor for the materials and/or services provided not to exceed one hundred and ninety-two thousand, one hundred and fifty dollars ($192,150) per fiscal year; made in accordance with the price list and terms set forth in the Agency Contract. |
|||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals-ENVIRONMENTAL & NATURAL RESOURCES Actively manage and protect all environmental and natural resources. REGIONAL PLAN-NATURAL ENVIRONMENT Environmental Planning & Conservation |
|||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City has used Toter, LLC for bin purchasing for several years. The City of Tucson Cooperative has helped keep the costs of the purchases at a fiscally responsible level. | |||||
Community Benefits and Considerations: | |||||
This cooperative purchase contract covers the City's purchases to a fiscally responsible level as the prices of the petroleum used to create the containers rise and fall. The pricing is kept competitive and accessed to ensure a respectable price at the time of purchase. | |||||
Attachments: | Pictures | ||
CoF Cooperative Contract | |||
Attachment A - Quote | |||
Attachment B- RFP City of Tucson | |||
Attachment B - Offer and Acceptance | |||
Extension of Tucson Contract |
7.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of License Agreement: Agreement is between the City of Flagstaff and the Flagstaff Youth Hockey Association (FYHA). The Agreement outlines the responsibilities for both parties including the rental of ice time at the City of Flagstaff Jay Lively Activity Center. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the license agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association with anticipated revenue of approximately $65,000.
|
|||||
Executive Summary: | |||||
The agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association outlines the details for renting ice at the Jay Lively Activity Center for games, practices, hockey camps, and clinics. | |||||
Financial Impact: | |||||
Last fiscal year the Flagstaff Youth Hockey Association paid the City of Flagstaff $63,043 for use of the Jay Lively Activity Center. The estimated revenue for this year's agreement is $65,000. | |||||
Policy Impact: | |||||
No policy impacts.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Team Flagstaff Strategic Priorities: Provide exceptional service and work in partnership to enhance a safe and livable community. | |||||
Has There Been Previous Council Decision on This: | |||||
The City Council has historically approved this agreement on an annual basis when the revenue estimate exceeds $50,000. | |||||
Options and Alternatives: | |||||
A) Approve the License Agreement as presented B) Direct staff to revise the License Agreement C) Not approve the License Agreement |
|||||
Background and History: | |||||
License Agreements are coordinated each year between user groups and Jay Lively Activity Center staff with the approval of the City Attorney's office and the Risk Manager. Most of these agreements are under $50,000 in revenue to the City and do not require Council approval. Due to the level of revenue anticipated with this agreement ($65,000), the City Attorney's Office recommends City Council approval. | |||||
Key Considerations: | |||||
Flagstaff Youth Hockey Association (FYHA) is in good standing and continues to pay their invoices in a timely manner. | |||||
Community Benefits and Considerations: | |||||
The FYHA paid the City of Flagstaff a total of $63,043 for fiscal year 2018-2019. Schedule changes, cancelations and additions of ice time are expected throughout the next year and will be addressed in the actual rental fee invoices at that time. | |||||
Community Involvement: | |||||
Approving the contract allows youth and coaches to continue utilizing ice time for games, practices, hockey camps and clinics. | |||||
Expanded Options and Alternatives: | |||||
The City of Flagstaff Jay Lively Activity Center staff continue to work closely with all user groups to divide up usable ice time in a fair and equitable manner. | |||||
Attachments: | FYHA Agreement |
7.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Ratification: Staff's action to send support letters on behalf of City Council and signed by Mayor Evans, as requested by Jeff Hall, Director of Lowell Observatory, in support of the Observatory's request of US Congress regarding Section 17. | |||||
STAFF RECOMMENDED ACTION: | |||||
Ratify staff's action in sending letters of support to members of the US Congress on behalf of the City Council, as requested by Jeff Hall, Director of Lowell Observatory.
|
|||||
Executive Summary: | |||||
On Friday, January 17, 2020, Mr. Jeff Hall, Director of the Lowell Observatory, provided a request of the City to provide a support letter to specific members of the US Congress that demonstrates the City's continued support for the mission and purpose of Lowell Observatory as a long-standing key community partner. Recognizing the current effort of the Observatory with Congress and in an effort to be as responsive as possible to the request, staff prepared and sent support letters to specified members of the US Congress on the City Council's behalf. And, although staff received informal consensus from Council to do so this act needs to be ratified by the Council in a public meeting. |
|||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
Alignment exists between Lowell Observatory's request and recently approved legislative priorities of the City. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
2020 State Legislative Priorities:
|
|||||
Previous Council Decision on This: | |||||
None | |||||
Background and History: | |||||
The Observatory's success has created a need for program-level expansions that to be realized upon Mars Hill the Observatory would need to be able to construct on and have access to Section 17, a square mile of land that sits adjacent to the existing site where the Observatory has been operating for over a century now. It just so happens that Section 17 has all this while been under the Observatory's stewardship by Congressional act. However, Congress's previous act regarding Section 17 fell short of giving the Observatory clear title to the land, thus preventing the Observatory rights to construct upon the land. A present effort by the Observatory is to rectify that with Congress and enable the Lowell Observatory program to expand and meet the growing demands it is and has been experiencing for years. The Observatory has requested the City's support by sending these letters, which had been prepared by the Observatory. |
|||||
Attachments: | Letter of Support |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-03: An ordinance of the Flagstaff City Council ratifying the grant and reservation of easements; and formally accepting dedications and donations of easements and real property interests; delegating authority; and establishing an effective date. (approving receipt/transfer of easements and real property interests) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-03 by title only for the final time
2) City Clerk reads Ordinance No. 2020-03 by title only (if approved above) 3) Adopt Ordinance No. 2020-03 |
|||||
Executive Summary: | |||||
The City regularly receives real property interests from private property owners during the development review process. Typically these real property interests are acquired by dedication or donation. These acquisitions may be for drainage, utilities, the urban trails system, slopes, rights-of-way or other public purposes. The City also regularly grants or reserves utility easements across City property necessary for City projects or buildings. This ordinance will ratify the easements and real property either received or granted by City. |
|||||
Financial Impact: | |||||
Real property is considered a fixed asset in the City. Until City Council approves an ordinance accepting the acquisitions, the real property value is not recognized in an audit so while there is not an actual financial expenditure associated with these acquisitions, there is a fixed asset value the City receives through this action. | |||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. |
|||||
Has There Been Previous Council Decision on This: | |||||
Council has ratified other real property transactions and easements approved through the development review process. This ratification usually occurs on an annual basis. The Council adopted a similar Ordinance No. 2019-03 on April 16, 2019. | |||||
Options and Alternatives: | |||||
1. Adopt the Ordinance Pros: Formally approving the real property interest transactions conforms with City practices. Cons: None. 2. Do not adopt the Ordinance. In this case, transactions may be voided or there would be a further discussion as to appropriate action. Pros: None identified. Cons: This may result in loss of legal rights to use properties for utilities, trails, drainage, and other public purposes. |
|||||
Background and History: | |||||
The City Charter requires the acquisition and disposition of real property by ordinance. The City generally applies this principle to lesser interests as well. | |||||
Key Considerations: | |||||
The real property interests received or transferred are necessary for the provision of services as the community grows and the liability assumed is consistent with these same real property rights throughout the community. | |||||
Community Involvement: | |||||
The Flagstaff community will benefit from acquisition of real property interests that are used by and serve community needs | |||||
Attachments: | Ord. 2020-03 | ||
Exhibit A |
8.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-02: An ordinance of the City Council of the City of Flagstaff, Repealing Chapter 8-01 of the Flagstaff City Code, Sidewalks, and adopting a new Chapter 8-01 of the Flagstaff City Code, Sidewalks, to provide for revised standards and procedures; providing for severability, authority for clerical corrections, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-02 by title only for the final time
2) City Clerk reads Ordinance No. 2020-02 by title only (if approved above) 3) Adopt Ordinance No. 2020-02 |
|||||
Executive Summary: | |||||
In the City of Flagstaff, there are over 270 miles of existing sidewalk. City of Flagstaff planning and regulatory documents emphasize the value of a walkable community and the desire to encourage multi-model transportation and alternatives to the motor vehicle. City sidewalks are in various states and conditions citywide; many locations are passable and in good condition. Neighborhoods that have more significant issues are a result of age, poor soil conditions, vegetation and tree encroachments, severe degradation of surfaces and/or the vertical displacement of panels as a result of freeze-thaw cycles. Repair techniques, treatment types and methods will often vary with the various issues; grinding, cutting or panel replacement are common in all communities. The Streets Section has the desire to repeal and replace Chapter 8-01 of the Flagstaff City Code, Sidewalks, with a new chapter that reflects a more comprehensive sidewalk inspection program, provides clear expectations of the city and property owner and establishes clarity of financial responsibility, city participation and capital programming. Staff also recognized that Chapter 8-01 contained some outdated language and conflicting provisions. Considering the original ordinance was adopted in 1903, and amended in 1916 and 1989, a thorough review of Chapter 8-01 and underlying policy was warranted and is presented for your consideration and adoption. The changes from the original ordinance are as follows:
|
|||||
Financial Impact: | |||||
The adjacent property owner has the duty to maintain the sidewalk and repair as needed. The cost is property owners responsibility; however, must ensure the repair is made. This may result in a financial impact to the City if property owners do not fulfill their obligations and responsibilities. In the event that the City makes any repairs to a sidewalk after failure of the responsible party to do so, the Director shall file in the office of the Clerk a verified, itemized statement of the cost of such repairs, which statement when so filed shall be deemed and taken as prima facie evidence of the cost of such repairs or renewals. The Director shall deliver via certified mail to the property owner a copy of the itemized statement of the cost repairs. If the property owner fails to pay the assessment within forty-five (45) days after receiving notice, a lien may be filed against the adjacent property and filed with the Coconino County assessor. The City may also pursue additional collection methods and any civil remedies available to obtain restitution for the costs of said repair. The City Council may provide an annual fund to assist residential property owners with the cost to repair sidewalks adjacent to their property; however, any such funding shall be subject to the City’s available funding resources for a given fiscal year. Residential property owners who identify an adjacent sidewalk in need of repair, or receive notice from the City that an adjacent sidewalk is in need of repair, may request assistance from the City’s cost share fund not to exceed fifty percent (50%) of the total cost of the repair. The city currently has $15,000 of Highway User Revenue Funds (HURF) dedicated to the 50/50 program and sidewalk repairs. It is anticipated that funding increases will be requested and the program will need more resources to meet the demand of the program. |
|||||
Policy Impact: | |||||
Improved governance. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
The Regional Plan encourages a variety of community mobilities and the upkeep of sidewalk infrastructure to promote walkability. The Zoning Code promotes the development and planning of sidewalk infrastructure. The Climate Action and Adaptation Plan encourages multi-model behaviors of residents and has established goals to promote less reliance on automobiles. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, we have discussed this topic with an initial work session that was held on May 28, 2019 and again on November 12, 2019. At both of the work sessions, a history of the existing Chapter 8-01 was provided and we discussed the current state of the sidewalk concerns. Council has provided general direction that is reflective in the new Chapter 8-01. In addition, we continue to look at the best practices of the concrete industry, products and new technologies to improve replacements, repairs and longevity. | |||||
Options and Alternatives: | |||||
Option 1 - Adopt Ordinance as presented. Option 2 - Revise Ordinance as desired, modify language and or terms. Option 3 - Do not adopt Ordinance and provide additional direction to staff. |
|||||
Community Involvement: | |||||
The community has a strong desire to have a well-maintained multi-model transportation network. The inclusion of good quality sidewalks is an important value. The property values and neighborhood pride often are improved with safe and well-maintained sidewalks. Maintained sidewalks also encourage the behavior of walking within the community and provide connection between areas, and access to transit and activity centers. | |||||
Attachments: | Ord. 2020-02 |
13.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-03: A resolution approving an Intergovernmental Agreement (IGA) between Coconino County and the City of Flagstaff for a jointly funded dark sky code compliance specialist. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2020-03 by title only
2) City Clerk reads Resolution No. 2020-03 by title only (if approved above) 3) Adopt Resolution No. 2020-03 |
|||||
Executive Summary: | |||||
The City of Flagstaff and Coconino County are partnering to jointly fund a Code Compliance Officer II-Dark Sky Specialist. This position will be housed with the City of Flagstaff. The Dark Specialist will focus on addressing existing outdoor lighting violations, documenting non-conforming lighting, and educating builders, developers, homeowners, and commercial business owners and operators about our local dark sky requirements. The Dark Sky Officer performs inspections for all new incoming outdoor lighting permit applications and assists with permitting and future zoning code updates. The attached Intergovernmental Agreement outlines how the position will be funded and utilized by both entities as well as a reporting process. | |||||
Financial Impact: | |||||
Coconino County has agreed to split the cost of the Dark Sky Code Compliance Specialist for a term of two years. In addition, Lowell Observatory has agreed to provide a total of $10,000 for the position with $5,000 provided each year over the two-year term. The City of Flagstaff has funded the position on-going. | |||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan: | |||||
Council Goals Code Compliance - Achieve comprehensive and equitable code compliance through plan review and inspection services Environmental and Natural Resources - Actively manage and protect all environmental and natural resources Community Outreach - Enhance public transparency and accessibility Regional Plan Goal E&C.5. Preserve dark skies as an unspoiled natural resource, basis for an important economic sector, and core element of community character. Flagstaff Strategic Plan Strategic Priority #1: Provide exceptional service Strategic Priority #4: Work in partnership to enhance a safe and livable community |
|||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
None | |||||
Background and History: | |||||
The Naval Observatory Flagstaff Station (NOFS) completed a Mission Compatibility Light Pollution Study to evaluate mission impact from light pollution. The study determined that no more than a 10% increase in sky brightening can occur and still maintain mission compatibility. The study identifies six strategies to keep sky brightness at an acceptable level. While all strategies will require staff resources to implement and enforce, several will be more staff intensive than others. In particular, the strategy to identify and track lighting retrofits will require significant work from our Code Compliance program. The lighting standards allow non-conforming lights to continue until the fixture is replaced or the use is expanded. Staff is aware that the replacement of lighting often happens without the necessary permit. In these cases, conforming lighting can become non-conforming. The strategy calls for creating a database of existing non-conforming lighting including fixtures, lamp types, wattages, and a photo of each fixture. This will be a time-intensive activity that will require developing subject expertise and some evening or overnight work. Changing conditions in outdoor lighting types are also having a significant impact on the Code Compliance resources. The preferred lighting source in Flagstaff since the inception of the Outdoor Lighting Standards has been Low-Pressure Sodium. These fixtures have become obsolete and are being replaced with non-conforming white LED fixtures. The number of outdoor lighting violations is increasing and the Dark Sky community has been working with staff to pursue the most egregious cases. |
|||||
Key Considerations: | |||||
The Code Compliance Officer II- Dark Sky Specialist provides a variety of services to the community. In addition to working on the six strategies identified in the light pollution study, we have created a resource in the community to assist owners with our lighting standards and the Dark Sky program. The Dark Sky Specialist works with owners to identify compliant light fixtures (luminaries) and with retailers, manufacturers, and distributors to ensure that luminaries meet our code requirements. The Specialist works nights with the use of a visible light spectrometer in order to identify non-conforming lighting and violations. This technical analysis is critical to the dark sky program as we move away from low-pressure sodium lights and replace them with LEDs. White LEDs represent the greatest impact/threat to dark skies. Narrow spectrum amber LEDs are the preferred technology for dark sky compliant lighting. Lighting technology and products change regularly, so having this full-time position focused on lighting provides consistent enforcement and should allow the introduction of new technologies as they become available. As the first International Dark Sky Community, both Flagstaff’s culture and economy benefit from the program. Creating this position demonstrates our commitment to Dark Skies and provides needed resources and services to the community. | |||||
Expanded Options and Alternatives: | |||||
None | |||||
Attachments: | Res. 2020-03 | ||
Dark Sky Specialist IGA | |||
Dark Sky Specialist PPT |
13.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-04: An ordinance of the City Council of the City of Flagstaff, authorizing the City of Flagstaff to enter into the Fifth Amendment to Development Agreement with Nestle Purina Petcare Company; providing for repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the February 4, 2020 Regular Council Meeting:
1) Read Ordinance No. 2020-04 by title only for the first time 2) City Clerk reads Ordinance No. 2020-04 by title only (if approved above) At the February 18, 2020 Regular Council Meeting: 3) Read Ordinance No. 2020-04 by title only for the final time 4) City Clerk reads Ordinance No. 2020-04 by title only (if approved above) 5) Adopt Ordinance No. 2020-04 |
|||||
Executive Summary: | |||||
The City entered into a Development Agreement (DA) with Nestle-Purina in 2003 to facilitate reinvestment and expansion of the company’s local pet food manufacturing plant, to be financed in part through property tax relief. The expansion was a success but also resulted in additional associated odor. The DA was amended in 2016 to facilitate an odor mitigation project, which would result in a 50% reduction of modeled ground level odor at the fence line of the Nestle-Purina property, via two Phases. Phase 1 has been completed and achieved a 44% odor reduction, exceeding the originally planned 37.5%; however, Phase 1 went over Nestle-Purina’s estimated budget by $870,000. Nestle-Purina has determined that the cost of Phase 2, as described in the DA, is prohibitive. It has the option of returning $400,000 in property tax savings without any obligation to complete Phase 2. However, Nestle-Purina remains committed to achieving the original goal of at least 50% odor reduction and has proposed a new Phase 2 at a lower cost, which is anticipated to accomplish the 50% reduction originally intended. Staff supports Nestle-Purina’s proposal. |
|||||
Financial Impact: | |||||
Nestle-Purina currently pays the full property tax for its facility in Flagstaff, as the original Development Agreement has expired, leaving only the Fourth Amendment in place. Per the Fourth Amendment, if Nestle-Purina fails to implement Phase 2, Nestle-Purina is obligated to pay the sum of $400,000, which would be property tax allocated proportionately to the receiving entities. | |||||
Policy Impact: | |||||
N/A | |||||
Connection to Council Goal, Regional Plan: | |||||
COUNCIL GOALS: 9) Improve the economic quality of life for Flagstaff through economic diversification, and by fostering jobs and programs that grow wages and revenues. REGIONAL PLAN: Goal E.3. Regional economic development partners support the start up, retention, and expansion of existing business enterprises. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. Council has approved the original development agreement plus four amendments. | |||||
Options and Alternatives: | |||||
1. Approve the Fifth Amendment and allow a new, less expensive Phase 2 odor mitigation plan, which will still achieve the 50% modeled ground level odor reduction at the Nestle-Purina fence line. 2. Reject the Fifth Amendment, and in this case Nestle-Purina will need to either implement Phase 2 as it is written in the Fourth Amendment which is budgeted at $670,000 to achieve at least a 50% modeled ground level odor reduction at the fence line or to reimburse the City and area partners $400,000 without further odor mitigation efforts at this time Alternatively, it could submit another proposal to City. |
|||||
Background and History: | |||||
Nestle-Purina entered the market in 1976 and started employing approximately 150 residents of Flagstaff. During business operations, the company, originally Ralston Purina, was acquired by Nestle Corporation, thereby becoming Nestle-Purina. The transition brought questions about the ways that the Flagstaff plant would contribute to the global operations, and there was concern that the plant could close. A closure such as that would have a significant impact on Flagstaff’s resiliency as it would reduce high paying manufacturing jobs and reduce the diversity of the economy as a whole. The City of Flagstaff was concerned that Nestle-Purina would be closed and worked with Nestle-Purina and the Department of Commerce to retain the company.
The original effort was enacted through a development agreement which reduced the property tax liability for the company’s local operations in exchange for the expansion and improvement of the facility and the number of jobs in the community. Nestle Purina exceeded the goals of the original agreement and currently employs 300 individuals. The subsequent efforts intend to reduce the ground level modeled odor at their fence line.
Nestle-Purina meets regulatory thresholds for odor, as regulated by ADEQ. Nestle-Purina has voluntarily agreed to work with the City to reduce the odor impact and has provided a proposal to achieve the desired 50% reduction. The solution will have both immediate costs and, for Nestle-Purina, ongoing maintenance and energy costs to operate.
|
|||||
Key Considerations: | |||||
Nestle-Purina PetCare has been a long-standing community partner providing 300 Flagstaff families sustainable employment. A recent economic impact study states that NPPC provides an annual economic impact of $54 million.
Complete reduction of the odor is practically impossible if production continues. The proposed 50% reduction of odor is expected to improve the out of doors experience for the surrounding commercial and residential areas, including the regional mall.
The odor mitigation plan is a voluntary effort in an attempt to work with the City to provide a public benefit. While implementing the odor mitigation plan will add costs to NPPC, the NPPC organization is aware of the plans to improve the shopping experience in the area, and views the effort as part of being a good neighbor and part of the community.
|
|||||
Community Involvement: | |||||
The mountain air is a true amenity to the region, as is the opportunity for gainful employment. | |||||
Expanded Options and Alternatives: | |||||
Collaborate | |||||
Attachments: | Ord. 2019-04 | ||
5th Amendment | |||
Exhibit 1 - Legal Description | |||
Exhibit 5 - Proposed Phase 2 | |||
4th Amendment | |||
Purina Presentation |
14.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Mogollon Property Planning Discussion | |||||
STAFF RECOMMENDED ACTION: | |||||
Staff will be seeking feedback and input from Council on the path forward for planning for the future of the City property located at 419 N. Mogollon, also known as the Mogollon property or the old Public Works yard. | |||||
EXECUTIVE SUMMARY: | |||||
Staff will provide a brief update on the current uses and condition of the property and an overview of the history of the property. Staff will then review public participation options for Council's consideration and input. Council will be requested to provide feedback on the following: - What is Council's vision for the property? - Is the Council willing to consider uses for the property outside of those identified in the 1957 ordinance (Ordinance No. 425)? - What is Council's public participation objective? - What is Council's requested timeline for the public participation process? |
|||||
INFORMATION: | |||||
The City's Public Works Division moved out of the Mogollon property in 2018. Since then, the Sustainability Section has moved their offices to one of the buildings onsite and overnight parking is provided onsite as well. In 2019, Facilities Maintenance staff worked with contractors and an environmental consultant to demolish the old Streets building and other garage buildings, remove ancillary structures such as the canopy and concrete that housed the above-ground fuel storage tanks, and old asphalt areas. The consultant assisted with areas that needed remediation and excavation and the site was cleared at the end of the project. Additional projects, such as new security fencing, will be completed later this year. The oldest building on site, a malapais stone building that housed Fleet Services, has historic potential and was not included in the demolition or remediation work. From the time it was known that Public Works would be moving out of this location, there has been much public interest in the future of the site. Some members of the adjacent neighborhood have worked together to develop a park concept plan for the redevelopment of the site, and several groups have contacted the city with interest in using the old Fleet building. There has also been discussion about including some affordable housing units on the property when it is redeveloped, although there is an existing Ordinance from 1957 (Number 425) that dedicates the property as Public Parks for the "exclusive use of Park, Recreational and Museum purposes." Other considerations are that there is limited funding for continuing maintenance needs to keep the property secure and free of unwanted vegetation and litter. Additionally, there is no funding currently available for redevelopment of the site, so maintaining the site as-is will need to continue. Given the location of the property as part of the regional Thorpe Park, the variety of suggested future uses for the property, and the possibility of including housing, staff are bringing forward this discussion item to get feedback and direction from Council as to what their vision is for the future of the property. |
|||||
Attachments: | Presentation |
14.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE | |||||
Flagstaff Citizen Survey 2020 | |||||
STAFF RECOMMENDED ACTION: | |||||
For information only.
|
|||||
EXECUTIVE SUMMARY: | |||||
The Citizen Survey is targeted to adult Flagstaff citizens regarding their attitudes toward and satisfaction with municipal services, as well as other topics of interest to the City. The questions cover a range of topics such as public safety, transportation, government performance and services and includes two open-answer questions related to quality of life in Flagstaff and Performance Based Budgeting. | |||||
INFORMATION: | |||||
The survey will be mailed out to 2,000 households with an anticipated return of 300-600 surveys. The City will also have the option of putting the survey on the Flagstaff Community Forum (online). | |||||
Attachments: | 2020 Flagstaff Citizen Survey | ||
Presentation |
14.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Linda Vista Pressure Reducing Valve (PRV) Replacement/Relocation Project | |||||
STAFF RECOMMENDED ACTION: | |||||
Staff recommends the replacement of this aging infrastructure and relocation of the valve and associated vault outside of Linda Vista Drive to remedy safety concerns. | |||||
EXECUTIVE SUMMARY: | |||||
Staff would like to inform City Council and the public about an upcoming project that will impact water pressure in over 500 homes and businesses and cause lane restrictions and closures along Linda Vista Drive during the month of March 2020. The purpose of the Linda Vista PRV Replacement/Relocation Project, under Water Services Aging Infrastructure program, will serve to not only replace an aging piece of critical infrastructure in our water distribution system but to remedy safety concerns to City crews and the public. During this four (4) week construction window, it will be necessary to hydraulically isolate the section of pipe containing the PRV, effectively lowering available water pressure to the impacted neighborhoods by nearly 50%. This impact should be limited to only five (5) days during the construction timeframe. It will also be necessary, due to the location of the existing valve and piping, to impose lane restrictions and lane closures during portions of the construction project. These lane closures will result in both lanes being entirely shut down for a period of time while crews excavate and remove the old infrastructure and make provisions to reposition the new equipment out of Linda Vista Drive, backfill and replace asphalt. This could be for a week or more during the month-long construction event. The Water Services project team has developed an extensive public outreach campaign since there are over 500 customers and businesses anticipated to be impacted including the driving public along Linda Vista Drive. Public outreach will begin in early February and will consist of the following: staff will knock on every customer and business door to personally talk about the project and its impacts, if they are not home then door hangers explaining the project including Water Services contact information will be left; press releases to the newspaper; public service announcements on local radio; social media posts on Facebook and Next Door; physical posters (11"x17") will be displayed in the neighborhood and local businesses; directly coordinating with Police, Fire, Public Works, Guardian, U.S. Postal Service, UPS, FedEx, NAIPTA, etc. |
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INFORMATION: | |||||
This Water Services Capital Project will consist of relocating a set of new pressure-reducing valves and vault in a Public Utility Easement just east of the roadway, beyond the existing sidewalk to remedy access safety risks. The new PRV will be entirely accessible to Water Services staff through a new vault hatch at a reasonable six-foot depth, out of the path of unpredictable vehicle traffic. This pressure reducing valve serves to balance system pressures between two different water distribution zones. The current location of the valve is in an area presenting safety concerns - in the middle of the westbound road lane of Linda Vista Drive, on a curve. The current pressure reduction valve is located over nine feet below the surface in the vault, accessed through a manhole in the middle of the street. This location creates safety concerns for crews to access for repairs and adjustments. The existing valve was installed 30 years ago and continues to age limiting water pressure to the affected neighborhoods of Shadow Mountain, Forest Heights, and Swiss Manor. The old pressure reducing valve, vault, and seventy (70) linear feet of old waterline will be removed from the roadway and replaced. Modern flow and pressure data transmitters and loggers will be installed allowing staff to closely monitor the valve performance for optimization. Water Services will make every effort to minimize the impact on residents of these neighborhoods. During roadway closures, all vehicular traffic will be rerouted East to Fourth Street and South to access Linda Vista Drive. Special consideration will be given to the six homes in the immediate vicinity of the construction site, between North Paradise Road and North Adrianne Way. Upon completion, water customers can enjoy greater reliability in system pressures and increased ability to provide consistent water flows and pressures to homes, businesses, and safety infrastructure. Please see attached documents developed as part of Water Services' public outreach campaign. |
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Attachments: | Linda Vista Door Hanger | ||
Facebook Nextdoor Notice | |||
Letter to Services | |||
NPR Press Release | |||
Construction Notice | |||
LV Existing PRV 1 | |||
LV Detour Map | |||
LV Vault Location | |||
LV Pressure Affected Map | |||
LV Vault Photo | |||
Presentation |
16.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.) A request by Councilmember Aslan to have a discussion about the feasibility of initiating a carbon tax at the Flagstaff airport | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Aslan has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
16.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.) A request by Vice Mayor Shimoni to have a discussion about chemicals used in the parks and recreation department, not including reclaimed water | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Vice Mayor Shimoni has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
17.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
City Manager Report | |||||
STAFF RECOMMENDED ACTION: | |||||
Information Only
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EXECUTIVE SUMMARY: | |||||
These reports will be included in the City Council packet for regularly scheduled Council meetings, excluding Work Session meetings. The reports are intended to be informational, covering miscellaneous events and topics involving the City organization. | |||||
INFORMATION: | |||||
Attachments: | City Manager Report |