ATTENTION
IN-PERSON AUDIENCES AT CITY COUNCIL MEETINGS HAVE BEEN SUSPENDED UNTIL FURTHER NOTICE PARTICIPATION FOR PUBLIC HEARING ITEMS WILL BE PERMITTED BY PHONE, PLEASE SEE INSTRUCTIONS IN THE PUBLIC HEARING SECTION OF THE AGENDA The meetings will continue to be live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings) The public can submit comments that will be read at the dais by a staff member to publiccomment@flagstaffaz.gov.
AGENDA
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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. | Proclamation: Economic Development Week | ||||||||
B. | Proclamation: National Tourism Week | ||||||||
C. | Proclamation: National Police Week | ||||||||
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 Appointment: Sustainability Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring October 2021.
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B. | Consideration of Appointments: Industrial Development Authority | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term that expires April 2024.
Make one appointment to a term that expires April 2025. Make one appointment to a term that expires April 2026. |
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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 Contract: Waterline Reimbursement for Northern Arizona Healthcare | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
(1) Approve the agreement with Northern Arizona Healthcare; and (2) Authorize the City Manager to execute the necessary documents |
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8. | PUBLIC HEARING ITEMS IF YOU WISH TO PROVIDE PUBLIC COMMENT ON THE FOLLOWING ITEM PLEASE EMAIL PUBLICCOMMENT@FLAGSTAFFAZ.GOV WITH YOUR NAME, ITEM NUMBER, AND PHONE NUMBER. STAFF WILL CONTACT YOU VIA PHONE TO PROVIDE YOUR COMMENTS TO COUNCIL AND THE PUBLIC, AT WHICH TIME COUNCIL MAY ASK YOU QUESTIONS IF COUNCIL DESIRES.
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A. | Consideration and Action on Liquor License Application: Steven Grubart "Lumberjax," 409 S. San Francisco Street, Series 12 (restaurant), New License. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Open the public hearing.
Receive citizen input. Close the public hearing. The City Council has the option to: (1) Forward the application to the State with a recommendation for approval; (2) Forward the application to the State with a recommendation for denial based on information from staff, the testimony received at the public hearing and/or other factors. |
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9. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval of a Construction Manager at Risk (CMAR) Construction Services Agreement: to Eagle Mountain Construction in the amount of $6,588,283.00 for the Coconino Estates Improvements Phase I South Project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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B. | Consideration and Adoption of Resolution No. 2020-17 and Ordinance No. No. 2020-11: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "Case No. PZ-19-00125 Updates to Zoning Code 2020 – Miscellaneous Part 1"; and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to resolve conflicts, incorporate technical corrections and clarity, and modify existing and add new requirements, provisions, and definitions. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Adopt Resolution No. 2020-17
2) Read Ordinance No. 2020-11 by title only for the final time 3) City Clerk reads Ordinance No. 2020-11 by title only (if approved above) 4) Adopt Ordinance No. 2020-11 |
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C. | Consideration and Adoption of Ordinance No. 2020-07: An ordinance extending and increasing the corporate limits of the City of Flagstaff by annexing certain land totaling approximately .32 acres located at 4409 North Highway 89, and establishing city zoning for said land as Highway Commercial, HC. (Annexation of property to facilitate the redevelopment of existing retail to a restaurant) | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2020-07 by title only for the final time
2) City Clerk reads Ordinance No. 2020-07 by title only (if approved above) 3) Adopt Ordinance No. 2020-07 |
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D. |
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STAFF RECOMMENDED ACTION: | |||||||||
ITEM HAS BEEN PULLED INDEFINITELY
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E. | Consideration and Adoption of Ordinance No. 2020-08: An ordinance amending the Employee Handbook of Regulations, Chapter 1-50 Leave, Military Training Leave 1-50-061 | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2020-08 by title only for the final time
2) City Clerk reads Ordinance No. 2020-08 by title only (if approved above) 3) Adopt Ordinance No. 2020-08 |
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10. | REGULAR AGENDA | ||||||||
A. | Consideration and Adoption of Resolution No. 2020-07: A resolution of the Flagstaff City Council adopting a Flagstaff Adaptive Reuse Program to support small businesses during the site plan review process and to encourage adaptive reuse of vacant commercial or office spaces. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2020-07 by title only
2) City Clerk reads Resolution No. 2020-07 by title only (if approved above) 3) Adopt Resolution No. 2020-07 |
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B. | Consideration and Adoption of Resolution No. 2020-21: A resolution of the Flagstaff City Council stating its support for the Flagstaff Trails Initiative Regional Trails Strategy | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2020-21 by title only
2) City Clerk reads Resolution No. 2020-21 by title only (if approved above) 3) Adopt Resolution No. 2020-21 |
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C. | Consideration and Adoption of Ordinance No. 2020-12: An ordinance of the City Council of the City of Flagstaff, temporarily suspending Section 8-01-001-0002 of the City Code pertaining to sidewalks; providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the May 5, 2020 Council Meeting:
1) Read Ordinance No. 2020-12 by title only for the first time 2) City Clerk reads Ordinance No. 2020-12 by title only (if approved above) At the May 19,2020 Council Meeting: 3) Read Ordinance No. 2020-12 by title only for the final time 4) City Clerk reads Ordinance No. 2020-12 by title only (if approved above) 5) Adopt Ordinance No. 2020-12 |
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D. | Consideration and Possible Approval: Letter from the Mayor and Flagstaff MetroPLan to the State of Arizona Transportation Board for the Rt.66/Rio de Flag Bridge Replacement project. | |||||
11. | DISCUSSION ITEMS | |||||
A. | 2020 Wildfire Preparedness and Seasonal Outlook | |||||
B. | Flagstaff Water Services Strategic Plan 2025 | |||||
12. | COUNCIL LIAISON REPORTS | |||||
13. | CITY MANAGER REPORT | |||||
A. | City Manager Report | |||||
14. | COVID-19 UPDATES | |||||
A. | COVID-19 Social Safety-Net Services Coalition | |||||
15. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
16. | ADJOURNMENT | |||||
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6.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointment: Sustainability Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring October 2021.
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Executive Summary: | |||||
The Sustainability Commission consists of seven citizens and is responsible for recommending and coordinating activities in concert with the City of Flagstaff Sustainability Program. To accomplish this objective, the Commission will address the social, economic, and environmental considerations of meeting the needs of current and future citizens. Among the Commission’s directives are the promotion of sustainable practices in all spheres of life and educating Flagstaff citizens. There is currently one seat available due to a resignation. 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 on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Vice Mayor Shimoni |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions 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 one member at this time, the Sustainability Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Postpone 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 openings by Board members and City staff has occurred, informing others of these vacancies through word of mouth. | |||||
Attachments: | Sustainability Commission Authority |
6.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Industrial Development Authority | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term that expires April 2024.
Make one appointment to a term that expires April 2025. Make one appointment to a term that expires April 2026. |
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Executive Summary: | |||||
By making appointments to the vacancies, the Industrial Development Authority will be at the minimum membership required to take action. This will allow the Board to hear adjustments, act on bond requests, and perform administrative business. All seats are for six-year terms. There are three applications on file and they are as follows:
Jean Richmand-Bowman (past member) Alyn Rumbold (past member) Mark Woodson (new applicant) 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 Whelan, Councilmember Odegaard, and Vice Mayor Shimoni. |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or 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 three Members: by appointing members at this time, the Industrial Development Authority will be at the minimum required membership, allowing the group to continue meeting to 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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Background and History: | |||||
The Industrial Development Authority consists of not less than three, nor more than nine citizens who meet on an as-needed basis. The Board currently has no active members and is inactive. In order to do any business, the Board must have a minimum of three active members. The Flagstaff Industrial Development Authority is an independent entity authorized by Arizona statutes to review and approve applications for bond financing that fit the definition of IDA projects like the acquisition, construction, improvement, rehabilitation and equipment of manufacturing, distribution, warehouse and health facilities; research and development; and pollution control facilities. The IDA itself does not hold or own bonds, but acts as the issuer. The City Council, as elected officials, gives final approval on all bond applications approved by the IDA. |
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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.
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Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | IDA Authority |
7.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Waterline Reimbursement for Northern Arizona Healthcare | |||||
STAFF RECOMMENDED ACTION: | |||||
(1) Approve the agreement with Northern Arizona Healthcare; and (2) Authorize the City Manager to execute the necessary documents |
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Executive Summary: | |||||
Approval of this agreement acknowledges that Northern Arizona Healthcare will construct new water lines necessary to serve their future development, and the City will pay for the incremental cost of oversizing/upsizing the water line from 8-inch to 16-inch to meet future development needs in the area. The City’s obligation is to reimburse Northern Arizona Healthcare for the difference of construction costs between an 8-inch water line and a 16-inch water line. | |||||
Financial Impact: | |||||
The Water Services Division has $500,000 budgeted in the FY2019-20 Water Services Enterprise Fund in account #202-08-370-3429-0-4421 for reimbursing Northern Arizona Healthcare for upsizing and installing this public water infrastructure. Please note that the attached agreement with NAHC has intentionally left out the cost of the waterline upsizing. Bids for this project are due to be received by the City on April 29, 2020. Staff does anticipate the bid amounts to be well under the budgeted amount listed above. | |||||
Policy Impact: | |||||
None
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Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
COUNCIL GOALS: 3) 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: | |||||
None. | |||||
Options and Alternatives: | |||||
1. Approve agreement and (confirm) reimbursement payment. 2. Approve the agreement with any City Council approved amendments. 3. Not approve the revised agreement and have staff continue negotiations. |
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Background and History: | |||||
This project is the first phase of installing a water line connection from Fort Tuthill wellsite to University Heights. Northern Arizona Healthcare requires an 8-inch water line extension to serve its proposed future Healthcare Campus development in southwest Flagstaff. The future needs of the City require a 16- inch transmission main connection in order to provide additional water supply from new Fort Tuthill well to the City distribution system. This line will support agreements made by the city with Fort Tuthill and/or Luke Air Force base to provide adequate water infrastructure and fire flows for this area. |
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Key Considerations: | |||||
This waterline construction will occur at the same time as the County sewer line improvement in an effort to minimize negative impacts on the City's Flagstaff Urban Trail System. By coordinating the water and sewer construction periods it will minimize the disruption to City residents who utilize the Flagstaff Urban Trail system in this area. | |||||
Community Benefits and Considerations: | |||||
The Water Services Division has $500,000 budgeted in the FY2019-20 Water Services Enterprise Fund in account #202-08-370-3429-0-4421 to reimburse Northern Arizona Healthcare for upsizing and installing this public water infrastructure. The contract will be awarded to the lowest responsible and responsive bidder for the project including upsizing. The actual cost of upsizing will be determined during the public bidding process and reconciliation of final project costs. Water Services anticipates the upsizing cost to be less than the $500,000 budgeted amount with the remaining funds to be used completion of the City's project to loop waterline. | |||||
Community Involvement: | |||||
By approving this agreement, citizens will receive additional potable water resources and an improved water system availability for City residents in the southwestern portion of the City. This waterline construction will occur at the same time as the County sewer line improvement in an effort to minimize disruption to City residents who utilize the Flagstaff Urban Trail system in this area. | |||||
Expanded Options and Alternatives: | |||||
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Attachments: | NAHC Waterline Oversize Reimbursement Agreement | ||
NAHC Waterline Vicinity Map |
8.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Action on Liquor License Application: Steven Grubart "Lumberjax," 409 S. San Francisco Street, Series 12 (restaurant), New License. | |||||
STAFF RECOMMENDED ACTION: | |||||
Open the public hearing.
Receive citizen input. Close the public hearing. The City Council has the option to: (1) Forward the application to the State with a recommendation for approval; (2) Forward the application to the State with a recommendation for denial based on information from staff, the testimony received at the public hearing and/or other factors. |
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Executive Summary: | |||||
The liquor license process begins at the State level and applications are then forwarded to the respective municipality for posting at the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. A Series 12 license allows the holder of a restaurant license to sell and serve spirituous liquor solely for consumption on the premises of an establishment which derives at least forty percent (40%) of its gross revenue from the sale of food. Lumberjax is a new business in Flagstaff. If approved it will be the 101st active series 12 license in Flagstaff. Series 12 licenses are non-quota licenses. To view surrounding liquor licenses, please refer to the online interactive Liquor License Map. The property has been posted as required, and the Police and Community Development divisions have reviewed the application and provided their respective reports. |
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Financial Impact: | |||||
There is no budgetary impact to the City of Flagstaff as this is a recommendation to the State. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Liquor licenses are a regulatory action and there is no Council goal that applies. | |||||
Has There Been Previous Council Decision on This: | |||||
Not applicable. | |||||
Key Considerations: | |||||
Because the application is for a new license, consideration may be given to both the location and the applicant's personal qualifications. The deadline for issuing a recommendation on this application is May 22, 2020. |
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Community Involvement: | |||||
This business will contribute to the tax base of the community. | |||||
Expanded Options and Alternatives: | |||||
The application was properly posted on April 14, 2020. No written protests have been received to date. | |||||
Attachments: | Lumberjax - Letter to Applicant | ||
Hearing Procedures | |||
Series 12 Description | |||
Lumberjax - PD Memo | |||
Lumberjax - Zoning Memo | |||
Lumberjax - Map |
9.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of a Construction Manager at Risk (CMAR) Construction Services Agreement: to Eagle Mountain Construction in the amount of $6,588,283.00 for the Coconino Estates Improvements Phase I South Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Staff recommends a Construction Manager at Risk (CMAR) Construction Services Agreement (Agreement) award for a Total Contract Price of $6,588,283.00 to Eagle Mountain Construction, Inc. (EMC), which will authorize the construction of the southern portion of the Coconino Estates Improvements Phase I Project. The southern portion includes the improvements on Beal Road, Navajo Drive from Beal Road to Navajo Road, and Navajo Road. The northern portion will be presented for Council’s consideration this fall as an amendment to the original Agreement and includes improvements to the area of Navajo Drive north of Beal Road. Please refer to the attached context and vicinity maps. The improvements on the streets shown in the vicinity map generally consist of replacing existing infrastructure with new, including water and sewer mains, water and sewer services, fire hydrants, storm drains, streetlights, the entire asphalt roadway, and defective select edge improvements (curb & gutter, sidewalk, etc.), except for Whipple Road which will only receive a new water main. There will also be new infrastructure added consisting of underground electric lines for streetlighting and sidewalk on both sides of the street where it does not currently exist on Beal Road, Navajo Drive south of Beal, and on Navajo Road. The decision to add a sidewalk to these particular sections of roadway was based on the results of a neighborhood survey performed by the Project Design Team. Pending Council’s approval, construction is anticipated to begin on the southern portion in May 2020 and in winter 2020 for the northern portion. The 900-calendar day duration will cover the construction of both southern and northern portions of the Project spanning over three construction seasons, with both portions completed by fall 2022. |
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Financial Impact: | |||||
The Coconino Estates Improvements Project is funded by the total budget appropriations of $13,495,023 (includes FY 2019-20 budget through FY 2021-2022 proposed) from the Coconino Estates budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlay Funds. The other funding source is $500,000.00 from the General Improvements and Partnering Opportunity line item under the Transportation Tax Fund for the new underground electric lines and sidewalk where it does not currently exist. | |||||
Policy Impact: | |||||
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Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Council Goal 2017 – 2019 Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system. Regional Plan – Goal T.2. Improve transportation safety and efficiency for all modes. Team Flagstaff Strategic Plan – Priority #3: Foster a resilient and economically prosperous City 2. Deliver outstanding services through a healthy environment, resources and infrastructure. |
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Has There Been Previous Council Decision on This: | |||||
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Options and Alternatives: | |||||
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Background and History: | |||||
On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In the General Election voters approved a dedicated sales tax increase, Proposition 406, which included funding for road repairs and street safety improvements throughout the City of Flagstaff. Navajo Road, Navajo Drive, and Beal Road all qualified to receive pavement and utility improvements due to their existing pavement overall condition index (scale of 100-0) being at or below 50 and their existing utilities needing repair or replacement due to consistent maintenance or age. The proximity of these streets made them ideal projects to combine into the Coconino Estates Improvements Phase I Project. On November 8, 2018, Purchasing staff solicited a Request for Statement of Qualifications (RSOQ) solicitation for Construction Manager at Risk (CMAR) construction services and advertised the solicitation in the Arizona Daily Sun on November 11 and 18, 2018. On December 6, 2018, purchasing received 5 Statements of Qualifications (SOQs). A six-member selection committee consisting of 5 staff and one outside registered contractor executive, reviewed and evaluated the SOQs.The selection committee identified Eagle Mountain Construction as the most qualified contractor to perform the CMAR construction services. Staff began negotiations to finalize the scope of work and develop a Guaranteed Maximum Price (GMP). The evaluation scores are as followed: Eagle Mountain Construction 640 Kinney Construction 579 Fann Contracting 575 Tiffany Construction 563 LPs Excavating 157 Given the large scale of the Coconino Estates Improvements Phase I Project and the time it would take to both design and construct the Project, it was decided to take advantage of the flexibility provided by the CMAR project delivery method to expedite the design and construction of the Project by splitting the Project into a Northern and Southern Portion. This allowed the design of the Southern Portion to be completed first and for construction of the Southern Portion to begin in early 2020, while the design of the Northern Portion is completed and for the construction of the Northern Portion to roll into the Southern Portion as one continuous construction project, pending Councils approval. |
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Key Considerations: | |||||
The Project is in the Coconino Estates neighborhood. The Northern and Southern Portions of the Project depicted in the attached vicinity map consist of the following streets:
The improvements on the streets shown in the vicinity map generally consist of replacing existing infrastructure with new, including water and sewer mains, water and sewer services, fire hydrants, storm drains, streetlights, the entire asphalt roadway, and defective select edge improvements (curb & gutter, sidewalk, etc.), except for Whipple Road which will only receive a new water main. There will also be infrastructure added to the Project that does not currently exist consisting of new underground electric lines for streetlighting and new sidewalk on both sides of the street on Beal Road, Navajo Drive south of Beal, and on Navajo Road. Separate funding sources have been identified to pay for the new infrastructure being added to the Project since RR&SS funds can only be used to improve existing infrastructure. The decision to add a sidewalk to these roadway sections based on the results of a collaborative neighborhood survey conducted by the Project Team including City Staff, Peak Engineering, EMC, and a Professional Public Relations Firm Beta PR. The neighborhood survey results showed the majority of the neighborhood was in support of adding sidewalk to sections of roadway mentioned above but were not in support of adding a sidewalk to Navajo Drive between Beal Road and Murray Road and was therefore not added to the Project. The design of the improvements was completed while keeping in mind property owner requests where practical and possible, this is a retrofit Project within an existing neighborhood, limiting impacts to driveway lengths and landscaping, and providing the necessary safety improvements of a complete roadway within budget. The improvements, including the addition of sidewalk where it does not currently exist, will be constructed within the City right-of-way of the existing neighborhood. The Construction Manager at Risk (CMAR) method of procurement was selected to expedite the design and construction schedule and to accommodate complex sequencing of construction activities for a complex Project within limits of an established neighborhood, near multiple schools, and on a NAIPTA bus route. The CMAR process is a collaborative effort, which allows for flexibility with delivering design and construction of the Project and an open dialog between City, Design Consultant, and Contractor on critical design and construction issues to minimize impacts to the community during construction. |
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Community Benefits and Considerations: | |||||
The Coconino Estates Improvements Project is funded by the total budget appropriations of $13,495,023 (includes FY 2019-20 budget through FY 2021-2022 proposed) from the Coconino Estates budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlays Funds. The other funding source is $500,000.00 from the General Improvements and Partnering Opportunity line item under the Transportation Tax Fund for the new underground electric lines and sidewalk where it does not currently exist. The Guaranteed Maximum Price (GMP) is $6,439,394.00 plus a 2.3% Owner's Contingency of $148,889.00 which combined equals the Total Contract Price of $6,588,283.00. The City of Flagstaff is the Owner. Owners Contingency – A fund to cover cost growth during the project used at the discretion of the Owner usually for costs that result from Owner directed changes or unforeseen site conditions. The amount of the Owner’s contingency shall be set solely by the Owner and shall be in addition to the Project costs included in CMAR’s GMP packages. The use and management of the Owner’s contingency is described in Section 5.3.3.
CMAR’s Contingency – A fund to cover cost growth during the Project used at the discretion of CMAR usually for costs that result from Project circumstances. The amount of CMAR’s Contingency shall be negotiated as a separate line item in each GMP package. The use and management of CMAR’s Contingency is described in Subsection 5.3.1 and 5.3.2.
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Community Involvement: | |||||
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Expanded Options and Alternatives: | |||||
Inform, Involve, Empower:
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Attachments: | CMAR Construction Contract | ||
Contract Exhibit B - GMP | |||
Contract Supplementary Justification Form | |||
Context Map | |||
Vicinity Map |
9.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-17 and Ordinance No. No. 2020-11: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "Case No. PZ-19-00125 Updates to Zoning Code 2020 – Miscellaneous Part 1"; and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to resolve conflicts, incorporate technical corrections and clarity, and modify existing and add new requirements, provisions, and definitions. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2020-17
2) Read Ordinance No. 2020-11 by title only for the final time 3) City Clerk reads Ordinance No. 2020-11 by title only (if approved above) 4) Adopt Ordinance No. 2020-11 |
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Executive Summary: | |||||
The proposed amendment (Case No. PZ-19-00125) includes changes to the Zoning Code to resolve conflicts, incorporate technical corrections and clarity, and add new, and modify existing, requirements, provisions, and definitions. On February 26, 2020, the Planning and Zoning Commission recommended approval of the proposed amendment to the City Council with a vote of 5-0. |
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Financial Impact: | |||||
There are no anticipated financial impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Policy Impact: | |||||
There are no anticipated policy impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Council Goals: Revise the Zoning Code to remove ambiguities, and ensure it is consistent with the community values and the Regional Plan. Team Flagstaff Strategic Plan: Work in partnership with to enhance a safe and livable community. Regional Plan: Please refer to letter A of the Key Considerations section of this report. |
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Has There Been Previous Council Decision on This: | |||||
The Zoning Code was adopted by the City Council on November 1, 2011, to replace the former Land Development Code. Since its adoption, the Code has been amended several times to address procedures, add clarity, resolve conflicts, address planning initiatives, incorporate private amendments, and to address changes in state law and U.S. Supreme Court decisions. As of the date of this report, the most recent amendments to the Zoning Code were approved by the City Council on November 5, 2019. The November amendments addressed accessory dwelling units and a series of miscellaneous modifications. | |||||
Options and Alternatives: | |||||
The City Council may adopt, modify, or deny the amendment. | |||||
Background and History: | |||||
The Zoning Code was adopted by the City Council on November 1, 2011, to replace the former Land Development Code. Since its adoption, the Code has been amended several times to address procedures, add clarity and new provisions, resolve conflicts, incorporate accessory dwelling units and applicant amendments, and to address changes in state law and U.S. Supreme Court decisions. On March 10, 2020, the City Council held a work session on the proposed amendment. A majority of the comments and questions were general clarifications and editorial. Specific questions regarding the amendment included the following:
The proposed amendment includes multiple changes to the Zoning Code to resolve conflicts, incorporate technical corrections, add clarity, and to simplify the existing requirements. New provisions are being added, and several sections and divisions are being modified, relocated, or deleted. The most significant of the modifications include:
The proposed amendment includes:
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Key Considerations: | |||||
Zoning Code Text Amendment An application for a Zoning Text Amendment shall be submitted to the Planning Director and shall be reviewed and a recommendation prepared. The Planning Director’s recommendation shall be transmitted to the City Council in the form of a Staff Report prior to a scheduled public hearing. The recommendation shall include: an evaluation of the consistency and conformance of the proposed amendment with the goals and policies of the General Plan and any applicable specific plans; the grounds for the recommendation based on the standards and purposes of the zones set forth in Section 10-40.20 (Establishment of Zones) of the Zoning Code; and, whether the amendment should be granted, or denied. A Zoning Code Text Amendment shall be evaluated based on the following findings: A. Finding #1:
The proposed amendments are primarily to resolve conflicts, incorporate technical corrections, and add clarity to the Zoning Code. Mainly clerical in nature, the amendments do not substantively modify the existing provisions of the Zoning Code and maintain consistency and conformance with the objectives and policies of the Regional Plan (General Plan) and applicable specific plans.
In addition to the modifications summarized above, the proposed amendment includes:
Upon review of the land uses allowed in the High Commercial (HC) zone, and the zone’s existing locations, it has been determined that the use could be allowed with reasonable restrictions. These restrictions include:
a. A maximum floor area size of 10,000 square feet. For reference purposes, the old Arizona Department of Transportation building located directly north of the intersection of South Milton Road and West University Avenue is approximately 10,000 square feet.
b. There shall be no outdoor activities allowed.
c. The walls and ceiling shall include reasonable sound transmission attenuation.
The proposed addition of the Kennel, Animal Keeping land use to the Highway Commercial (HC) zone is consistent with and conforms to the objectives and policies of the Regional Plan (General Plan) and applicable specific plans. This modification will incorporate additional variety and flexibility in the allowed mix of uses that are near neighborhoods and within commercial developments (RP Policies ED.4.2., LU.13.6., and LU.15.3.). Also, the addition of the Kennel, Animal Keeping land use to the Highway Commercial (HC) zone allows for additional locations of the use, which may assist in protecting industrial zoned properties from uses that would otherwise need to be located in an industrial zone (ED.3.8., and LU.16.1.).
The proposed increase in density is consistent with and conforms to the objectives and policies of the Regional Plan (General Plan) and applicable specific plans. This modification will allow increased densities within an activity center’s pedestrian shed, provide for greater flexibility, assist in promoting infill development with densities that could assist in the conservation of environmental resources, reduce the cost of providing infrastructure and services, and contribute to economic investments (RP Policies LU 1.6, LU 5.2, LU18.6, and LU 18.8.). Furthermore, the increase of the density in an activity center’s pedestrian shed promotes the efficient use of existing roads, public and private utilities, facilities and services, alternative transportation options, and reduced vehicle trips and energy consumption (RP Policy LU 7.1.).
The proposed increase in the triplex minimum lot size is consistent with and conforms to the objectives and policies of the Regional Plan (General Plan) and applicable specific plans. The proposed increase in the triplex minimum lot size requirement is to provide contextually proportional development relationships that respect the existing development patterns of neighborhoods where the triplex development type is allowed (RP CC.3.1., NH.1.2, NH.6.1).
B. Finding #2
The proposed amendments are not anticipated to be detrimental to the public interest, health, safety, convenience, or welfare of the City. These amendments are primarily to resolve conflicts, incorporate technical corrections, add clarity, and incorporate public comments and considerations to the Zoning Code.
C. Finding #3
The proposed amendments enhance the Zoning Code’s internal consistency by resolving conflicts, adding clarity, addressing public comments and considerations, and incorporating new consistent provisions and technical corrections. Furthermore, the proposed amendments are intended to maintain the Zoning Code’s purpose as a comprehensive contemporary set of land uses and requirements that are straightforward, usable, and easily understood.
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Community Involvement: | |||||
Please refer to letter A of the Key Considerations section of this report. | |||||
Expanded Options and Alternatives: | |||||
In accordance with State Statute and the Zoning Code, the Planning and Zoning Commission work session and public hearing for this amendment were advertised in the Arizona Daily Sun on December 21, 2019; and, the City Council public hearing was advertised on April 4, 2020. Persons of interest that are on file with the Planning and Development Services Department were notified of the work sessions and hearings via first class mail. As of the date of this report, the City Staff has received a set of public comments and considerations. These are included as, Attachment 4. To address these comments, several revisions to the proposed amendment have been incorporated. These include:
In addition, the proposed modification to the triplex lot width and length requirement is in response to public comments that Staff has received during the Southside specific plan and the High Occupancy Housing text amendment public outreach meetings. Also, some members of the Planning and Zoning Commission and City Council have requested that the referenced requirements be reviewed. The existing lot size requirements for a triplex and duplex are the same. Due to having the same standards for different intensity developments, the general consensus among the public comments received during the outreach for the High Occupancy Housing Text Amendment, Southside Specific Plan, and City Staff is that the existing provisions have resulted in developments that are inconsistent and out of scale with the existing development patterns. The proposed modification to the lot width (from 50 feet to 75 feet) and length (from 75 feet to 100 feet) will result in a lot area requirement that is consistent with other three-unit developments on a property with non-transect zoning. Based on public comments, the additional area would allow for a greater proportional lot width to height ratio that is perceived to be more compatible. Finally, the Zoning Code currently requires all rooftop equipment to be screened. The public comments indicate that this requirement has caused existing roofs to be reconstructed to accommodate the wind loads on the screening. City Staff familiar with the methodology to accommodate the wind loads of the screening does agree with the public comment that there is a wind load transferred to the roof; but, Staff opines that the wind loads are insignificant. Wind loads need to be accommodated either on the equipment or the screen wall. When a screen wall is provided, and depending on the placement of the wall, the wind loads on the equipment are usually substantially less since the screen wall bears the wind load. The most common cause for a roof to be reconstructed in accordance with the current Building Code is to accommodate new or larger equipment that the roof was not designed for. |
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Attachments: | Res. 2020-17 | ||
2. Exhibit A to Resolution 2020-17 | |||
Ord. 2020-11 | |||
4. Public Comments | |||
Staff Presentation |
9.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-07: An ordinance extending and increasing the corporate limits of the City of Flagstaff by annexing certain land totaling approximately .32 acres located at 4409 North Highway 89, and establishing city zoning for said land as Highway Commercial, HC. (Annexation of property to facilitate the redevelopment of existing retail to a restaurant) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-07 by title only for the final time
2) City Clerk reads Ordinance No. 2020-07 by title only (if approved above) 3) Adopt Ordinance No. 2020-07 |
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Executive Summary: | |||||
An annexation request by Amy McClaughry on behalf of KFH Route 66 & Cummings, LLC., for the annexation of approximately .32 acres, located at 4409 North Highway 89 and further described as Coconino County Assessor’s Parcel Number 113-27-027B, into the corporate limits of the City of Flagstaff and establishing the Highway Commercial (HC) zoning district. If the annexation is approved, the City of Flagstaff will provide sewer service to this site for the redevelopment of a restaurant. The Planning & Zoning Commission in a public hearing on February 26, 2020, recommended 5-0 to forward this Annexation to the City Council with a recommendation of approval. |
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Financial Impact: | |||||
The purpose of this annexation is to provide the subject property with sewer service. Currently, the site has access directly onto either City or ADOT maintained roadways. The property is currently served with City water. No additional maintenance costs will be incurred through the annexation of this County island. | |||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Council Goals Economic Development (Grow and strengthen a more equitable and resilient local economy) Transportation and Other Public Infrastructure (Deliver quality infrastructure and continue to advocate and implement a highly performing multi-modal transportation system) Flagstaff Regional Plan The Flagstaff Regional Plan 2030 provides the following goal and policy guidance with respect to annexation: LU.7.2 (page IX-32) - Require unincorporated properties to be annexed prior to the provision of City services, or that a pre-annexation agreement is executed when deemed appropriate. Policy WR.4.3 (page VI-13) - Development requiring public utility services will be located within the Urban Growth Boundary. Team Flagstaff Strategic Plan Foster a Resilient and Economically Prosperous City |
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Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The request by KFH Flagstaff to annex .32 acres at 4409 North Highway 89 is a portion of two (2) platted lots of the Winifred Lynch Ranch Subdivision. The parcel, Assessor’s parcel number 113-27-027B, is surrounded on four sides by existing parcels or right-of-way, and the adjacent parcels and ROW all are within existing City jurisdiction, making this parcel a "County island." Several County islands exist within the City limits. These islands are serviced by varying degrees of City services. This site accesses directly onto City streets: Highway 89 to the south and Lynch Avenue to the north. Water is currently provided by the City Water Services Division; sewer access (tap) will be allowed if the annexation is approved. The tap will be provided by the developer with the new development. The existing septic system will be abandoned. The site plan review for the development was approved on January 7, 2020. The approval was conditioned on approval of this proposed annexation by the City Council. The development proposal includes the adjacent parcel where a Pizza Hut restaurant currently operates. If annexed, this parcel and the adjacent property will be combined into a single parcel. The Pizza Hut building will be converted to a Verizon retail store, and a new Dunkin Donuts (drive-thru only) restaurant will be constructed. The existing building on the parcel being annexed will be demolished, and a new Chipotle restaurant will be constructed in its place. Full access from North Lynch Avenue will be developed. A right-in right-out access from Highway 89 will also service this site. |
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Key Considerations: | |||||
This annexation will increase the corporate limits of the City of Flagstaff and eliminate a parcel from being a County Island. | |||||
Community Involvement: | |||||
If annexed, the proposed project will provide new infill and replace existing development, provide edge improvements, enhanced landscaping, Dark Sky compliant lighting and building architecture in compliance with the City of Flagstaff's architectural design standards. | |||||
Expanded Options and Alternatives: | |||||
Public hearings before the Planning and Zoning Commission and City Council are conducted in conjunction with requests for annexation. In accordance with State statute, a notice of the public hearing was provided by placing an ad in the Arizona Daily Sun, posting notices on the property, and mailing a notice to all property owners within 300 feet of the site, all HOAs within 1000 feet, and to the City’s “Registry of Persons and Groups” as provided by the City. Annexation notices were also provided to the Coconino County Recorder, County Assessor, County Community Development Department, and the Chair of the Board of Supervisors. As part of the Neighborhood Meeting public notification process required for annexations, the applicant held a neighborhood meeting on January 6, 2020, in the Flagstaff Subaru Dealership conference room at 4910 East Marketplace Drive. The applicant has developed a list of questions and responses (attached) from the meeting. Additionally, staff received one response from a member of the public (copy attached). The Planning and Zoning Commission held a public hearing on this application on February 26, 2020, no members of the public commented on this item, the Commission recommended approval of the annexation by a unanimous vote (5-members present). |
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Attachments: | Ord. 2020-07 | ||
Annexation Map | |||
Planning Commission Staff Report | |||
Annexation Narrative | |||
Public Hearing Legal Ad | |||
Citizen Participation Plan | |||
Site plan & elevations | |||
Presentation |
9.D.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
STAFF RECOMMENDED ACTION: | |||||
ITEM HAS BEEN PULLED INDEFINITELY
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Executive Summary: | |||||
Management Services and Fire Division Leadership have agreed to implement a 12-day work period (versus the standard 14-day pay period) to better accommodate the scheduling and pay practices for Fire suppression staff. The desired results are to make it easier for Fire suppression staff to interpret their paycheck stubs and reduce onerous manual timekeeping for managing pay practices. Several policies in the Employee Handbook of Regulations need to be modified to reflect this change. | |||||
Financial Impact: | |||||
While, these policy changes should have minimum financial impacts, these changes help ensure employees are properly and accurately compensated for their work. | |||||
Policy Impact: | |||||
These policy recommendations will not impact any other City policies. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
The policy recommendation may impact the attraction and retention of City personnel related to the Council Goal - Personnel. | |||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Attachments: | Ord. 2020-09 |
9.E.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-08: An ordinance amending the Employee Handbook of Regulations, Chapter 1-50 Leave, Military Training Leave 1-50-061 | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-08 by title only for the final time
2) City Clerk reads Ordinance No. 2020-08 by title only (if approved above) 3) Adopt Ordinance No. 2020-08 |
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Executive Summary: | |||||
The Employee Handbook of Regulations is revised to comply with Arizona Revised Statute 38-610 regarding Military Training Leave. Military Training Leave For the purposes of determining leave eligibility and utilization a “day” must be defined as a shift of work. Paid Military Training Leave will no longer be pro-rated for Part Time employees. Leave may be requested for partial shifts of work by Quarter Shift, a partial shift equaling less than a quarter of the employee’s scheduled shift will not be counted towards their 30 eligible shifts per 2 consecutive years. Added language requiring the submission of written orders (or other valid communication) as documentation of the request for leave. |
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Financial Impact: | |||||
Fire personnel are assigned to 48-hour shifts. Under the revised statute this 48 hours will constitute one (1) shift instead of two (2) days under the former statute. Depending on the employee’s work schedule for the period of their Military Training Leave(s) over each 2-year period this could dramatically increase their hours of eligibility for paid Military Training Leave. | |||||
Policy Impact: | |||||
These policy recommendations will not impact any other City policies. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
The policy recommendation may impact the attraction and retention of City personnel related to the Council Goal - Personnel. | |||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
The City Council may choose to approve the recommended changes or to amend this ordinance prior to the ordinance's adoption. | |||||
Attachments: | Ord. 2020-08 |
10.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-07: A resolution of the Flagstaff City Council adopting a Flagstaff Adaptive Reuse Program to support small businesses during the site plan review process and to encourage adaptive reuse of vacant commercial or office spaces. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2020-07 by title only
2) City Clerk reads Resolution No. 2020-07 by title only (if approved above) 3) Adopt Resolution No. 2020-07 |
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Executive Summary: | |||||
An adaptive reuse program is intended to assist small businesses with the initial costs of moving into a new space. Often these initial costs are a significant barrier to the reuse of vacant space in the community and to the potential expansion of a small business. Staff looked at existing successful programs in other communities and worked with Community Development and other stakeholders to develop a policy intended to serve our unique community. The proposed Adaptive Reuse Program, funded with BBB Economic Development funds for $25,000, has been developed to set small businesses up for success and to activate vacant space. The program requires a business owner to have a current business plan, to employ a design professional, to locate in an existing vacant space under 5,000 square feet, and to attend a free pre-application meeting offered by Community Development at the City of Flagstaff. Applications that meet the criteria may be awarded $5,000 towards eligible expenses associated with the permitting process and redevelopment of the space. Funds are intended to be transferred internally to the City of Flagstaff cashier so that the business owner may draw upon those funds to pay for associated development review fees. |
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Financial Impact: | |||||
$25,000 has been budgeted for the Adaptive Reuse Program in 052-07-213-0830-4-4290. The budget approval of this project occurred during a far more stable business environment than is being experienced during this time of the global pandemic of the novel Coronavirus. The program is now intended to assist in small business development, potential job creation, and support the recovery of our local economy by setting up local businesses for success. | |||||
Policy Impact: | |||||
This Adaptive Reuse Policy works toward a community and Council goal to activate vacant spaces and to support local businesses. It supports the Regional Plan goal of infill and the Council goals to grow and strengthen a more equitable and resilient economy and to improve the small business experience when going through the City process. This policy is the result of Business Retention and Expansion having direct engagement with internal stakeholders such as Building Inspection, Engineering, Development Services, the Office of the City Attorney, and Management Services for the development of this policy that meets unique needs of Flagstaff. The offices mentioned are prepared to implement the Adaptive Reuse Policy upon Council approval. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Council Goal: IMPROVE THE SMALL BUSINESS EXPERIENCE WHEN GOING THROUGH THE CITY PROCESS Regional Plan Goal ED.1. Create a healthy environment for business by ensuring transparent, expeditious, and predictable government processes. Policy ED.1.2. Steadily improve access to easily understandable public information. Policy ED.1.3. Use economic best practices to promote quality and fiscally sound projects. Regional Plan Goal ED.3. Regional economic development partners support the start-up, retention, and expansion of existing business enterprises. Policy ED.3.1. Encourage regional economic development partners to continue proactive programs to foster the retention and expansion of existing enterprises and home based businesses in the community. Policy ED.3.4. Take advantage of federal, state, and local incentives available for business retention and expansion efforts. |
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Has There Been Previous Council Decision on This: | |||||
Council approved to budget $25,000 for staff to develop an Adaptive Reuse Policy during the 2017-2018 budget cycle. | |||||
Options and Alternatives: | |||||
Option 1: Approve the resolution and the related policy as it is written. Option 2: Approve the resolution with amendments. Option 3: Reject the resolution and the related policy as written and provide guidance. |
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Background and History: | |||||
In an effort to assist small business development and prepare policies for more difficult economic environments the Community Investment Director presented the conceptual framework of an adaptive reuse policy in the 2017/18 budget discussion. The Flagstaff City Council was supportive of the development of such a policy and approved funding for the program with $25,000 one-time BBB funding. Staff researched examples of other adaptive reuse policies to determine a framework to best support business within the City of Flagstaff. For example, the City of Phoenix Policy is quite complex with three tiers of eligibility for projects in structures ranging from under 5,000 square feet to 100,000 square feet, and funded with $100,000. Staff explored adaptive reuse policies implemented by other municipalities and realized that in general terms, adaptive reuse may mean any adaptation of a previous use or structure, and in terms of policy development that such a policy should be designed to address specific unique needs of the community. Staff was also aware of some small businesses struggling to open their business in Flagstaff and used discussions with these specific business owners to inform Flagstaff's adaptive reuse draft policy. Not only is the funding intended to assist in the initial costs that can be prohibitive for a new business, but the policy guides the business owner to the free pre-application meeting and other resources. This is an important step that allows a business owner to meet with development staff to learn how to make their concept of development a reality. Additionally, it encourages the use of a design professional. A design professional can help an independent business owner to best plan to convert an existing space into a new concept to meet the business’s needs, but that cost is often prohibitive. However, use of the design professional can make the experience better and faster both for the business owner and for the staff. The hope is that the funding and the use of these other tools will help the applicant and Community Development staff have the easiest process possible which leads to savings for both entities. |
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Key Considerations: | |||||
One specific element that has been a discussion point is the possible use of a claw-back provision, or the retaining of funds until after the process is successfully completed. In this policy there is no claw-back provision and funding is accessed at the time of need. After review and discussion with other cities and community members, the decision was made to generate the draft without those criteria. Running a business takes enormous risk, capital, and perseverance. Independent businesses, start-ups, and small businesses contribute to greater economic resilience for a given economy and community. After meeting certain criteria to be eligible to use the Adaptive Reuse funding of $5,000, an eligible business will be able to draw down the funding as needed so that the business owner may use more of their start-up capital to launch their business successfully. Success of this and other Adaptive Reuse programs is determined by the program supporting businesses in their efforts to use vacant space. Starting a business also takes enormous risk. The term seed money refers to money that is given to a business idea so that it may try to grow into a sustainable business. Seed money implies a small amount of money that is given in the hope of growth and with the understanding that businesses fail, seeds may grow and die or grow and thrive. Added benefits of the program include greater understanding of the business community as well as staff identification of structures or areas of our community that struggle to grow capacity or resilience and why. Such structures or areas of our community may need new investment or infrastructure to become more viable. Over time, as more individuals use the Adaptive Reuse program, staff has the opportunity to learn of structures that have failed to grow a business. |
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Community Benefits and Considerations: | |||||
The funding for the Adaptive Reuse program is one-time BBB-Economic Development funding. Once the funding has been used to support five separate businesses, staff will report to Council the level of success of the program. If the program is successful, staff may bring those stories back to Council as part of future budget discussions. | |||||
Community Involvement: | |||||
The community has brought the topic of adaptive reuse to many different city offices during outreach activities over time. Historic Preservation, Advanced Planning, Development Services, Economic Development, and Sustainability are a few of the offices that have heard directly from the community during plan development and general outreach efforts that there is great interest in preserving the character of the community while helping that character serve as home to business and job opportunity. The Adaptive Reuse policy sets small businesses up for success in places that preserve community and neighborhood character. | |||||
Expanded Options and Alternatives: | |||||
Community Investment staff has engaged the community at large throughout the development of this program. Many comments and suggestions have been incorporated into the policy. | |||||
Attachments: | Res. 2020-07 | ||
Adaptive Reuse Policy | |||
Adaptive Reuse |
10.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-21: A resolution of the Flagstaff City Council stating its support for the Flagstaff Trails Initiative Regional Trails Strategy | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2020-21 by title only
2) City Clerk reads Resolution No. 2020-21 by title only (if approved above) 3) Adopt Resolution No. 2020-21 |
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Executive Summary: | |||||
Council is asked to consider approval of a resolution in support of the Flagstaff Trails Initiative (FTI) Regional Trails Strategy. The request is a follow-up to the Council meeting of December 3, 2019, at which City staff and other representatives of FTI presented a draft of the Regional Trails Strategy to the City Council. The strategy document is the culmination of a two-year process to develop a comprehensive plan for recreational trails in the Flagstaff region. The process involved significant collaboration among partners and stakeholders, as well as extensive community engagement. FTI is a cross-jurisdictional effort to improve the quality, connectivity, and sustainability of trails, and balance the demand for recreation with the community’s vision for conservation, development, and health. FTI’s core team represents a broad cross-section of trail managing agencies, trail user groups, and conservation advocates. Since the December Council meeting, the draft Regional Trails Strategy has been sent out for public comment and discussed at a public open house. More than 500 comments were submitted from 80 individuals. The draft Strategy was subsequently revised and is before the Council as a final version. |
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Financial Impact: | |||||
City staff provided time during the two-year planning process, and it is anticipated that additional staff time will be necessary as FTI continues and the plan is implemented. In addition, a one-time expenditure of $5000 represents the City’s share of funding for the first year of a part-time FTI coordinator. | |||||
Policy Impact: | |||||
The resolution demonstrates the City’s support for a continuing, collaborative, multi-agency effort to enhance the region’s trail network, as well as the 10 goals and 30-plus strategies listed in the Regional Trails Strategy document, including:
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Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Council Goals:
ENVIRONMENTAL & NATURAL RESOURCES: Actively manage and protect all environmental and natural resources.
TRANSPORTATION & PUBLIC INFRASTRUCTURE: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan:
Goal REC.1. Maintain and grow the region’s healthy system of convenient and accessible parks, recreation facilities, and trails. Policy Rec.1.2. Promote public and private partnerships to offer parks, recreation facilities, and resources. Policy Rec.1.3. Coordinate City, County, and Forest Service recreational planning to best serve the community. Policy Rec.1.4. Design new or updated public facilities to include parks, open space, and/or recreational opportunities where feasible. Policy Rec.1.5. Incorporate sustainable building and maintenance technologies and universal design into parks and recreation facilities. Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health. Goal LU.3. Continue to enhance the region’s unique sense of place within the urban, suburban, and rural context. Goal ED.7. Continue to promote and enhance Flagstaff’s unique sense of place as an economic driver. |
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Has There Been Previous Council Decision on This: | |||||
February 26, 2018: Council was briefed at the beginning of the planning process December 3, 2019: staff and other FTI representatives presented the draft Regional Trails Strategy to Council |
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Attachments: | Council presentation | ||
Res. 2020-21 | |||
Flagstaff Regional Trails Strategy |
10.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-12: An ordinance of the City Council of the City of Flagstaff, temporarily suspending Section 8-01-001-0002 of the City Code pertaining to sidewalks; providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the May 5, 2020 Council Meeting:
1) Read Ordinance No. 2020-12 by title only for the first time 2) City Clerk reads Ordinance No. 2020-12 by title only (if approved above) At the May 19,2020 Council Meeting: 3) Read Ordinance No. 2020-12 by title only for the final time 4) City Clerk reads Ordinance No. 2020-12 by title only (if approved above) 5) Adopt Ordinance No. 2020-12 |
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Executive Summary: | |||||
The recently adopted Ordinance 2020-02 ("Sidewalk Ordinance") outlines the procedures to replace damaged sidewalks adjacent to private property. The Sidewalk Ordinance provides guidance and articulates the financial requirements of adjacent property owners. Commercial property owners are responsible for 100% of the cost to repair/replace damaged sidewalks, while residential property owners can request that the City contribute up to 50% of the cost of repair/replacement. The City contribution is contingent on funding being allocated in the annual City budget. The Streets Section is preparing to implement the annual Overlay and Chip Seal program, which is set to begin this Summer. Staff has identified portions of adjacent sidewalks in need of repair. Pursuant to the Sidewalk Ordinance, staff is to notify the estimated 250 adjacent property owners of their respective share of the cost to repair/replace the adjacent sidewalks. However, staff also understands that the COVID-19 pandemic has caused some Flagstaff residents to experience unexpected economic hardship, which may impact their ability to cover the cost of sidewalk repair/replacement. This issue was presented to the City Council on April 21, 2020, at which time Council directed staff to come back to Council at a later date with an ordinance that will temporarily suspend the assessment provisions for adjacent property owners for 120 days. The attached ordinance will temporarily suspend Section 8-01-001-0002 of the City Code. |
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Financial Impact: | |||||
The Streets Maintenance program is funded with Road Repair Street Safety (RRSS) and Highway User Revenue Funds (HURF) and are currently programmed for the improvement project in the 2019-2020 adopted budget. The sidewalk replacements are to be completed adjacent to the overlay sections and are estimated to impact approximately 250 properties. The entire cost to complete the replacements will be absorbed by the funding budgeted, as has been done historically using RRSS funds to complete the necessary work and deliver the 2020 maintenance program. | |||||
Policy Impact: | |||||
The City will bear the costs of the sidewalk replacement costs identified in the Streets Maintenance Program for a temporary time period of 120 days. | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: | |||||
Complete infrastructure maintenance and provide for safe pedestrian facilities. | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, it was presented and discussed at the April 21, 2020 work session. | |||||
Options and Alternatives: | |||||
1. Approve Ordinance 2020-12 as presented. 2. Amend Ordinance 2020-12 to best suit the community needs or desires. 3. Do not Approve Ordinance 2020-12 and continue with the assessment provisions as originally adopted in Ordinance 2020-02. |
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Attachments: | Ordinance 2020-02 Sidewalk Ordinance | ||
Ord. 2020-12 |
10.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Consideration and Possible Approval: Letter from the Mayor and Flagstaff MetroPLan to the State of Arizona Transportation Board for the Rt.66/Rio de Flag Bridge Replacement project. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approval of a letter from the Mayor and Flagstaff MetroPLan to the State of Arizona Transportation Board for the Rt.66/Rio de Flag Bridge Replacement project.
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EXECUTIVE SUMMARY: | |||||
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INFORMATION: | |||||
Background/History: ADOT has programmed, planned, and designed a project to replace the existing bridge that crosses the Rio de Flag at Route 66. The ADOT project was scheduled to take place during the construction season of 2020. The Rio de Flag Flood Control project is designing a Flagstaff Urban Trail and the main stem (drainage structure) to extend beneath the Rt. 66 bridge. The depth of the drainage structure is below the existing channel elevation and the F.U.T.S is at or near the channel elevation. The City and ADOT have been coordinating a plan to construct the F.U.T.S and drainage structure in a safe and efficient manner. In 2019, ADOT disclosed its intentions to replace the existing bridge. The City and ADOT discussed the idea of having the ADOT contractor excavate the material and backfill to accommodate the F.U.T.S. and drainage structure while they construct the new bridge. This idea would provide assurance for ADOT that when the box culvert is constructed, the work would not adversely impact the new bridge. The agreed-upon work described in the IGA/JPA will accommodate the new ADOT bridge and future construction of the F.U.T.S and drainage structure. ADOT will be administering the project, including the work described in the IGA/JPA. A Special Arizona State Transportation Board meeting was held on April 28, 2020, and ADOT's Rio de Flag Bridge replacement project was recommended for deferral and approved by the Board. Policy Impact: No impact. Connection to Council Goal, Regional Plan: Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Council Goal 2017 – 2019 - Environmental and Natural Resources Actively manage and protect all environmental and natural resources. Regional Plan – Policy WR 5 Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections and rainwater harvesting. Team Flagstaff Strategic Plan – Priority 3 Deliver outstanding services through a healthy environment, resources and infrastructure. Has There Been Previous Council Decision on This: No previous Council Decision |
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Attachments: | Vicinity Map | ||
Letter |
11.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
2020 Wildfire Preparedness and Seasonal Outlook | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion only: no action required | |||||
EXECUTIVE SUMMARY: | |||||
Annual update of what we may expect during 2020 and City/Partner actions prepare for the season. | |||||
INFORMATION: | |||||
NA | |||||
Attachments: | 2020 Wildfire ppt |
11.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Flagstaff Water Services Strategic Plan 2025 | |||||
STAFF RECOMMENDED ACTION: | |||||
For discussion purposes only | |||||
EXECUTIVE SUMMARY: | |||||
While Flagstaff Water Services is currently well-positioned to provide reliable services, meeting both regulatory and internal standards, I as the Director want to develop a plan that focused on the future, addressing the risks, major decisions, needed investments and opportunities that will likely arise within the next five (5) years. This is of critical importance given my impending retirement after 12.5 years with the City and the past nine (9) as Director of the Division. The plan was created by the Division's leadership team, providing their valuable perspective regarding the issues that need to be discussed and solved in the near term. The Plan contains the following elements: a Strategic Foundation that defines the Division's Mission and Behavioral Values; Business Values that describe staff's commitment to providing compelling value and services to the community; Standards that establish benchmarks for how the staff makes sound decisions and measures success; and lastly Strategic Objectives that describe a significant challenge, opportunity or proposed investment likely to arise in the next five (5) years. To ensure a proactive follow-through, staff members have been assigned to each Strategic Objective; responsible for advancing each objective and proving routine updates on their progress. It is important to note that this Plan does not reflect final policy decisions, but instead creates a context for collaborative discussions with the City Council, community leaders and the public on how to address the issues identified in the Plan. | |||||
INFORMATION: | |||||
This Strategic Plan provides an overview of the values, standards and major water issues facing Flagstaff, from the internal staff's perspective over the next 5 years. Although each of the Strategic Objectives is important, it is clear that some challenges and investments are more time-critical than others. Additionally, the staff understands that climate change must be considered in almost every aspect of the Division's planning. In order to facilitate the development of this Plan, Water Services hired John Ruetten with Resource Trends, Inc. His company is well known in the utility industry for helping large and small water utilities in the western USA implement branding principles to develop a more integrated planning and communication framework. This framework addresses common challenges, such as transparency, culture, financial investment, public outreach, and community relationships. |
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Attachments: | Strategic Plan 2025 | ||
Powerpoint |
13.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 |
14.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
COVID-19 Social Safety-Net Services Coalition | |||||
STAFF RECOMMENDED ACTION: | |||||
Information Only
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EXECUTIVE SUMMARY: | |||||
Please see the attached Coalition Executive Summary | |||||
INFORMATION: | |||||
Attachments: | Coalition Executive Summary |