FINAL AGENDA
ATTENTION
IN-PERSON AUDIENCES AT CITY COUNCIL MEETINGS HAVE BEEN SUSPENDED UNTIL FURTHER NOTICE The meetings will continue to be live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings) PUBLIC COMMENT PROTOCOL The process for submitting a public comment has changed and public comments will no longer be read by staff during the Council Meetings. All public comments will be taken either telephonically or accepted as a written comment. Public comments may be submitted to publiccomment@flagstaffaz.gov If you wish to address the City Council with a public comment by phone you must submit the following information: First and Last Name Phone Number Agenda Item number you wish to speak on If any of this information is missing, you will not be called. We will attempt to call you only one time. We are unable to provide a time when you may be called. All comments submitted otherwise will be considered written comments and will be documented into the record as such. If you wish to email Mayor and Council directly you may do so at council@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. | LIQUOR LICENSE PUBLIC HEARINGS | ||||||||
A. | Consideration and Action on Liquor License Application: Jeffrey Craig Miller, "Mayor," 101 S. San Francisco, Series 12, New Application. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Hold 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 the testimony received at the public hearing and/or other factors. |
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B. | Consideration and Action on Liquor License Application: John Alexander Phillips, Flagstaff Liquor, 1700 E. Route 66, Series 9S (liquor store), Sampling Privileges and Series 07(beer and wine bar). | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Hold 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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C. | Consideration and Action on Liquor License Application: Jeffrey Craig Miller, "Collins Irish Pub & Eatery," 2 N. Leroux Street, Series 12 (restaurant), New License. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Hold 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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D. | Consideration and Action on Liquor License Application: Rodney Peter Hu,"Yucca North," 15 N. Agassiz Street, Series 06, Owner Transfer. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Hold 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 the testimony received at the public hearing and/or other factors. |
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6. | 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: Assistance to Firefighters 2019 Grant program for Self Contained Breathing Apparatus (SCBA) | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Grant Agreement with the Assistance to Firefighters Grant Program for grant funds in the amount of $469,090.91 with a city match of $46,909.09
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B. | Consideration and Approval of Grant Agreement: Assistance to Firefighters Grant Program for Regional Fire Officer Training | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the grant award with Assistance to Firefighters for grant funds in the amount of $438,136.27 with a city match of $43,813.63. The total is $481,949.90.
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7. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval of Contract: Central Square software proprietary purchase contract for continued service and maintenance for a three (3) year term, with automatic 1-year renewals unless sooner terminated. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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B. | Consideration and Approval of Contract: LodgingRev short-term rental software contracts to monitor and collect data related to short term rentals operating in Flagstaff. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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C. | Consideration and Approval of Lease Agreement: Approval of the Lease with United States General Services Administration (GSA) – United States Geological Survey (USGS) Campus Build to Suit | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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D. | Consideration and Adoption of Resolution No. 2020-13 and Ordinance No. 2020-10: A resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "Street Lighting and Traffic Signals, Signing, and Pavement Markings Code Amendments"; and an ordinance of the City Council of the City of Flagstaff amending the Flagstaff City Code, Title 13, Engineering Design Standards and Specifications for new infrastructure, by adopting by reference that certain document entitled "Street Lighting and Traffic Signals, Signing, and Pavement Markings Code Amendments"; providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Adopt Resolution No. 2020-13
2) Read Ordinance No. 2020-10 by title only for the final time 3) City Clerk reads Ordinance No. 2020-10 by title only (if approved above) 4) Adopt Ordinance No. 2020-10 |
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E. | Consideration and Approval of Contract: Cooperative Purchase Contract with Kronos Incorporated | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve a Cooperative Purchase Contract with Kronos Incorporated (Kronos) and the City of Flagstaff as procured through a cooperative purchase contract with Cobb County through Omnia Partners - Public Sector for payroll time entry software and implementation for an amount not to exceed $181,200. |
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F. | Consideration and Adoption of Ordinance No. 2020-23: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, and the Flagstaff Employee Handbook of Regulations, Chapter 1-10-070, Employee Advisory Committee. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2020-23 by title only for the final time
2) City Clerk reads Ordinance No. 2020-23 by title only (if approved above) 3) Adopt Ordinance No. 2020-23 |
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8. | PUBLIC HEARING ITEMS | |||||
A. | Public Hearing: Proposed Public Safety development fees (impact fees). | |||||
STAFF RECOMMENDED ACTION: | ||||||
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9. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Resolution No. 2020-54: Between the State of Arizona, Department of Public Safety and the City regarding the Gang & Immigration Intelligence Team Enforcement Mission (GIITEM) State Gang Task Force | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2020-54 by title only
2) City Clerk reads Resolution No. 2020-54 by title only (if approved above) 3) Adopt Resolution No. 2020-54 |
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B. | Consideration and Adoption of Resolution No. 2020-53: A resolution amending the IGA between NAU and the City covering the composting partnership to extend the IGA for one year. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2020-53 by title only
2) City Clerk reads Resolution No. 2020-53 by title only (if approved above) 3) Adopt Resolution No. 2020-53 |
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C. | Consideration and Adoption of Ordinance No. 2020-24: An ordinance of the City Council of the City of Flagstaff Arizona, amending the Flagstaff City Code, Title 2, Boards and Commissions, by adding a new Chapter 2-26, creating an Indigenous Commission | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the September 15, 2020, Council Meeting:
1) Read Ordinance No. 2020-24 by title only for the first time 2) City Clerk reads Ordinance No. 2020-24 by title only (if approved above) At the October 6, 2020, Council Meeting: 3) Read Ordinance No. 2020-24 by title only for the final time 4) City Clerk reads Ordinance No. 2020-24 by title only (if approved above) 5) Adopt Ordinance No. 2020-24 |
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10. | DISCUSSION ITEMS | |||||
A. | Rio de Flag Flood Control Project - Update | |||||
B. | Quarterly Update on F.A.I.R. Item and Discussion Queue | |||||
11. | COUNCIL LIAISON REPORTS | |||||
12. | 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 Whelan to place on a future agenda a discussion about changing the administrative decision to renew reclaimed water contracts outside of city limits. | |||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Whelan to place on a future agenda a discussion about property maintenance requirements outside of Title 6 and Title 7. | |||||
13. | CITY MANAGER REPORT | |||||
A. | City Manager Report | |||||
14. | COVID-19 UPDATES | |||||
15. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
16. | ADJOURNMENT | |||||
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5.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Action on Liquor License Application: Jeffrey Craig Miller, "Mayor," 101 S. San Francisco, Series 12, New Application. | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold 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 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 of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. The applicant is requesting approval of a series 12 (restaurant) license at this location. At the August 18, 2020 meeting, Council approved two series 06 (bar) licenses for this location. 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. The Mayor is an existing business in Flagstaff with a current Series 06 (Bar) license. If approved it will be the 91st 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 PBB Key Community Priorities/Objectives & Regional 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 application, consideration may only be given to the applicant's personal qualifications. The deadline for issuing a recommendation on this application is September 18, 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 August 26, 2020. No written protests have been received to date. | |||||
Attachments: | Letter to Applicant | ||
Hearing Procedures | |||
Series 12 Description | |||
Mayor - PD Memo | |||
Mayor - Zoning Memo | |||
Mayor - Map | |||
RF Explanation of Derogatory Finding |
5.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Action on Liquor License Application: John Alexander Phillips, Flagstaff Liquor, 1700 E. Route 66, Series 9S (liquor store), Sampling Privileges and Series 07(beer and wine bar). | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold 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 of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. Series 9S licenses are an addition to an existing license. John Alexander Phillips, the owner for Flagstaff Liquor, has submitted two liquor license applications for the addition of a Series 9 (liquor store) sampling privileges to the existing liquor license at this location and an additional Series 07 (beer and wine bar) license. Flagstaff Liquor is a new business and their location is currently in pre-construction. If approved, it will be the 22nd active series 07 license in Flagstaff. 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 PBB Key Community Priorities/Objectives & Regional 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 sampling application is for an addition to an existing license, consideration may be given to both the applicant's personal qualifications and the location. Because the bar and wine bar application is for a person and location transfer, consideration may be given to both the applicant's personal qualifications as well as the location. A Series 9S (liquor store w/sampling) license allows a retail store to sell spirituous liquors, only in the original unbroken package, to be taken away from the premises of the retailer and consumed off the premises. The deadline for issuing a recommendation on this application is September 18, 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 August 26, 2020. No written protests have been received to date. | |||||
Attachments: | Letter to Applicant | ||
Hearing Procedures | |||
Series 09 Description | |||
Series 07 Description | |||
Flagstaff Liquor - PD Memo | |||
Flagstaff Liquor - Zoning Memo | |||
Flagstaff Liquor - Map |
5.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Action on Liquor License Application: Jeffrey Craig Miller, "Collins Irish Pub & Eatery," 2 N. Leroux Street, Series 12 (restaurant), New License. | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold 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. Flagstaff Station is a new business in Flagstaff. If approved it will be the 92nd 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 PBB Key Community Priorities/Objectives & Regional 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 September 18, 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 August 26, 2020. No written protests have been received to date. | |||||
Attachments: | Letter to Applicant | ||
Hearing Procedures | |||
Series 12 Description | |||
Collins - PD Memo | |||
Collins - Zoning Memo | |||
Collins - Map |
5.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Action on Liquor License Application: Rodney Peter Hu,"Yucca North," 15 N. Agassiz Street, Series 06, Owner Transfer. | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold 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 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 of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. The applicant is requesting approval of an owner transfer of a Series 06 (bar) license at this location. A Series 06 license allows a bar retailer to sell and serve spirituous liquors, primarily by individual portions, to be consumed on the premises and in the original container for consumption on or off the premises. Series 06 (bar- all spirituous liquor) licenses are obtained through the person and/or location transfer of an existing license from another business. If approved, this license will be one of the 22 active series 06 licenses. Yucca North purchased the existing business, "The Green Room," from TKBK OMFUG, LLC and Brandon Phillip Michael Kinchen on May 1, 2020. 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 PBB Key Community Priorities/Objectives & Regional 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 an owner transfer, consideration may only be given to the applicant's personal qualifications. The deadline for issuing a recommendation on this application is September 18, 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 August 26, 2020. No written protests have been received to date. | |||||
Attachments: | Letter to Applicant | ||
Hearing Procedures | |||
Series 06 Description | |||
Yucca North - PD Memo | |||
Yucca North - Zoning Memo | |||
Yucca North - Map |
6.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: Assistance to Firefighters 2019 Grant program for Self Contained Breathing Apparatus (SCBA) | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Grant Agreement with the Assistance to Firefighters Grant Program for grant funds in the amount of $469,090.91 with a city match of $46,909.09
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Executive Summary: | |||||
The Fire Departments current Self Contained Breathing Apparatus are 14 years old and in need of replacement. We are constantly paying for repairs and breakdowns of this equipment and their life expectancy has been surpassed. An Assistance to Firefighter Grant program application was submitted and an award was received for the replacement of these SCBA's. | |||||
Financial Impact: | |||||
The grant award is in the amount of $469,090.91 with a city match in the amount of $46,909.09 for a total project cost of $516,000 to purchase Self Contained Breathing Apparatus. This grant is budgeted in the General Fund, Fire Grant Section for $735,000 (account number 001-03-052-6152-2-4354). | |||||
Policy Impact: | |||||
No Policy impacts | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Provide public safety with the resources, staff, and training to respond to community needs Deliver outstanding services to residents through a healthy, well maintained infrastructure system Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs |
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
Accept the Grant Decline the Grant |
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Background and History: | |||||
The Fire Department uses Self Contained Breathing Apparatus SCBA's as a part of the personal protective equipment (PPE) for Firefighting and Haz-mat incidents to enter areas where the atmosphere is threatening to life and health to those being exposed. There are many reasons for this to happen, but the most common is a structure fire. These devices protect fire personnel by providing breathing air while in these areas. The current equipment was purchased in 2006 and are near their end of life cycle. By approving the Grant Agreement, the new SCBA's can be purchased and placed in service in a relatively short amount of time. The Grant program provides funds for items that protect the health and safety of firefighters and this project is exactly what they require. | |||||
Community Benefits and Considerations: | |||||
The entire project is $516,000 and provides 68 SCBA's and 10 Rapid entry packs used to rescue firefighters who have gotten in trouble. The City portion is $46,909.09 and Federal portion is $469,090.91. | |||||
Community Involvement: | |||||
The benefit to the community is their firefighters have the best and latest protective equipment to provide service to them while protecting the firefighters health a safety. Brings our firefighters up to the Greater Flagstaff Regional Standards for SCBA's and PPE. |
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Expanded Options and Alternatives: | |||||
None. | |||||
Attachments: | AFG SCBA Award |
6.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreement: Assistance to Firefighters Grant Program for Regional Fire Officer Training | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the grant award with Assistance to Firefighters for grant funds in the amount of $438,136.27 with a city match of $43,813.63. The total is $481,949.90.
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Executive Summary: | |||||
The Greater Flagstaff Regional Fire Departments had identified officer training as a need across all its members. A vendor was identified, and a cost was requested. A grant was applied for through the Assistance to Firefighter Grant program on behalf of the Region with the City of Flagstaff being the lead applicant. We have received an award for the Regional training and we are requesting the Grant Agreement to be approved. The Training will advance all the regions fire officers to a Fire Officer 1 level and adds a higher level of safety and operational consistency across the region. | |||||
Financial Impact: | |||||
The grant calls for the training of 96 fire officers and pays the cost of Instructors, books, and backfill and overtime. The regional combined match of $43,813.63 and the total award is $481,949.90. This grant was not originally budgeted for; however, there is sufficient budget appropriation in General Fund, Fire Grant Section in account 001-03-052-6250-2-4401 to cover this grant. | |||||
Policy Impact: | |||||
No impacts on Policy. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Provide public safety with the resources, staff, and training to respond to community needs Enhance the organization's fiscal stability and increase efficiency and effectiveness Enhance the community's workforce development programs and higher education opportunities |
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
Approved the Grant Decline the Grant |
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Background and History: | |||||
The Greater Flagstaff Regional training program began in 2014 with an IGA between the city and 4 fire districts to hire a Regional Training Coordinator. In 2015 we received an Assistance to Firefighters Grant for Command and Control Training for all fire officers and acting officers that had great success. During the next few years we recognized the company officers from the different organizations all have different levels of training and competency that needed to be at a standard level in order for all the organizations to have confidence in the system. This was the driving force behind our grant request for funding we are asking the Council to approve. Once completed all fire officers will be trained to the same level and have a common training platform to enhance their decision making and increase the level of safety and professionalism. | |||||
Community Involvement: | |||||
There results of this training will increase the safety and competence of the community's firefighters. | |||||
Attachments: | AFG Training Grant |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||||
Consideration and Approval of Contract: Central Square software proprietary purchase contract for continued service and maintenance for a three (3) year term, with automatic 1-year renewals unless sooner terminated. | |||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||
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Executive Summary: | |||||||||||||
At the 8/18/2020 meeting Council requested that we take the proposed contract back to Central Square to request a reduction in year over year percent increase of costs. The former contract was set to increase by 5% year over year. We were successful in negotiating a reduced annual increase from 5% to 3% on the newly proposed contract. In addition, Council requested more information on the large first year increase. The main reason for this perceived percentage increase was the purchase of a new functionality “time and attendance interface”. (A software to automate Fire Department payroll data to flow into the payroll system). Below are the details of the first year 11% increase. The total Central Square application fees paid in FY 2019-20 were $87,597. Of this amount, $3,922.77 applies to portions of FY 2020-21 due to the timing and implementation of the time and attendance interface and Click2Gov3 Core. In order to get all application fees on a fiscal year basis, the $3,922.77 will be applied against our new FY 2020-21 contract amount. The FY 2020-21 total Central Square contract is $70,572.67, less the previously payment for FY 2020-21 of $3,922.77, with a balance due of $66,649.90. This being a 19% decrease. The initial reason for this contract change was to reduce pricing by removing the annual software maintenance responsibility for items that the City were no longer utilizing, hence the reduction in price. Below is the original Staff summary note **************************************************************************************************************** Staff is requesting the approval of the Central Square software and hardware system contract. This contract is to provide professional service for system maintenance. Allowing functionality for both the City’s Payroll and Fleet areas, resulting in employee time entry, paychecks, direct deposits, etc. and Fleet providing such services as vehicle and asset inventory, repair workorders, and warranty. In 2018 the City modified the terms of service to have Central Square host its server in their “cloud” and carry more responsibility for supporting the software, hardware, disaster recovery, etc. This current contract change has been adjusted in two areas. First, discontinuation of the service maintenance agreement for four modules that are no longer utilized. This reduces the annual maintenance costs. Second, clarified terms where the contract from 2018 had ambiguity. These items have been organized to align expectations between the City and Central Square. Central Square has honored these items and executed these new changes effective July 1st, 2020. |
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Financial Impact: | |||||||||||||
The renegotiated contract modifies the 5% increase down to now a 3% increase. Below are the numbers to compare.
Below is the original financial impact statement. **************************************************************************************************************** These contract changes produce a cost savings of almost $15,000 for FY 2020-2021. Previous FY 2020-2021 Cost: $81,116.39 Proposed FY 20202-2021 Cost: $66,649.90 This contract is budgeted in FY2020-2021 in account number 001-01-014-0041-1-4231. Prices increase by 11% for FY 2021-2022 (due to prorating of items) and thereafter 5% each year. This equates to the following: Year 1: $66,649.90; Year 2: $74,101.30; and Year 3: $77,806.36. Prices in renewal years thereafter would need to be mutually agreed upon. |
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Policy Impact: | |||||||||||||
None
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||||
Key Community Priority: High Performing Governance This money-saving contract change will support the Council's Key Community Priority of High Performing Governance and further the associated Objectives of:
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Has There Been Previous Council Decision on This: | |||||||||||||
This contract has been in front of Council many times over the 25 years (plus) the City has been using this system. | |||||||||||||
Options and Alternatives: | |||||||||||||
Option 1: Approve contract as submitted. Recommended by IT and Management Services divisions due to the exposure of risk of a failure of payroll, Fleet services and/or other business-critical support; or Option 2: Provide direction on amending the contract; or Option 3: Not approve the contract. |
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Background and History: | |||||||||||||
In 2018 the City contracted with Superion, LLC to upgrade critical payroll, human resources, and other software, as well as provide support for the software that performs the City's payroll and other business critical solutions. | |||||||||||||
Key Considerations: | |||||||||||||
Keeping this system under support is critical to reduce exposure to risk. Without continued service and maintenance of this system, there would be a very high risk of missing a payroll, which will affect ASRS, PSPRS, Voya, garnishments, federal and state taxes and more. The amount of work to recreate a missed payroll is difficult to quantify but is known to be enormous. The City may also face possible fees and legal liabilities. | |||||||||||||
Community Benefits and Considerations: | |||||||||||||
None | |||||||||||||
Community Involvement: | |||||||||||||
The ability to pay staff in a timely manner is important to the community. Having a reliable software helps assure the City can meet its financial and work order commitments. | |||||||||||||
Attachments: | Former Central Square Contract | ||
Proprietary Justification form | |||
New 3% version of proposed contract |
7.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: LodgingRev short-term rental software contracts to monitor and collect data related to short term rentals operating in Flagstaff. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
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Executive Summary: | |||||
Council gave staff direction during the 2020 budget retreat, to monitor short-term rentals (STRs) in our community and gather associated data. This data collection and tracking of STRs is imperative to learn how many STRs are operating within Flagstaff and what their impacts are to our community. This software will also be integral when the City starts to monitor and enforce compliance in relation to these properties, as outlined in State law. This software will also assist our Code Compliance staff monitor and enforce regulations associated with these properties. | |||||
Financial Impact: | |||||
The fiscal year 2020-2021 budget has $50,000 allocated to achieve this objective within the General Fund. The first year of this contract will cost the City $39,520. The second year of the contract will cost approximately $34,500. Staff plans to carry over the remaining $10,540 from this year's budget allocation and is expected to gain additional revenue by ensuring that those operating an STR have the appropriate Transaction Privilege Tax license. The City has the right to terminate this contract if it does not meet our needs and we no longer wish to pursue a second year with this entity. | |||||
Policy Impact: | |||||
This software will be integral for when the City starts to monitor and enforce compliance in relation to these properties, as outlined in State law. Staff will look to bring forward our own ordinance to come into compliance with state law related to STRs in
the next several weeks. |
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community: Ensure the built environment is safe through use of consistent standards, rules and regulations, and land use practices.
Livable Community: Achieve a well maintained community through comprehensive and equitable code compliance. |
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Has There Been Previous Council Decision on This: | |||||
Yes. Council gave direction during the April budget retreat (2020), to purchase technology that would allow the City to collect data and monitor STRs in our community. | |||||
Community Benefits and Considerations: | |||||
In 2019, the City began recognized revenue increases in our Transaction Privilege Tax licensing fees. This was the first year the State furthered the requirement that each short-term rental must have a license to operate the business regardless of whether or not they utilize on online platform such as AirBnB, VRBO and Craigslist to name a few. The fee is $20 for each calendar year. Below is a three-year history of our Transaction Privilege Tax license fees. FY 2017-18 $ 127,726 FY 2018-19 $ 256,726 FY 2019-20 $ 213,109 |
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Attachments: | Contract | ||
Presentation |
7.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Lease Agreement: Approval of the Lease with United States General Services Administration (GSA) – United States Geological Survey (USGS) Campus Build to Suit | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
This lease, between the United States General Services Administration (GSA) and the City of Flagstaff, will include the demolition of two buildings along with the construction of one new building and the replacement of the current warehouse facility. The USGS Flagstaff Science Campus would then consist of four buildings which includes the new office building and the new warehouse. These two new buildings will require a minimum certification from the U.S. Green Building Council’s Leadership in Energy and Environmental Design (USGBC) of “Green Building Rating System” of “LEEDTM Silver for New Construction (NC).” The term of the lease is 10 years firm with an option for 20 years. | |||||
Financial Impact: | |||||
During the May 2004 election, voters approved Proposition 101 for the purpose of United States Geological Survey (USGS) Campus Facilities Construction and/or Renovations. The authorized amount was for $61.2M, of which the City has only bonded for $3.37M leaving an available balance of $57.83M. The purpose was to lease facilities to General Services Administration or others with the ability to pledge state shared revenues or other revenues. Debt could be no more than 25 years with a maximum interest rate of 10%. The City has been negotiating for a new build to suit facility with the GSA since May 2016. The City plans to contribute $3,000,000 from the USGS reserve account and estimate financing $24,815,873 with an estimated interest rate of 3.5%. This would be an estimated 22-year loan with a lease term of 20 years, with 10 years firm. At the end of 10 years, the GSA could vacate with a 90-day notice potentially placing the City at risk for a 12-year period. The initial annual lease payment is $1,894,137.78 paid by USGS which will cover the debt service payment and set aside approximately $80,000 per year for insurance and maintenance of the facility. Annual lease payments will increase based on Consumer Price Index (CPI) as noted in the lease. FY2020 budget includes $10,000,000 for the design and construction of this USGS building and the remaining $17,815,873 will be budgeted in future years. |
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Policy Impact: | |||||
No impact.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Key Community Priorities Robust Resilient Economy Environmental Stewardship Regional Plan Goal || Environmental Planning & Conservation
|
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Has There Been Previous Council Decision on This: | |||||
Council meeting 5/17/2016 - Council approved Resolution No. 2016-22, received authority to submit a bid response to GSA for the build to suit. E-session 8/30/2016 - Property Negotiations E-session 10/04/2016 - Property Negotiations E-session 5/23/2017 - Property Negotiations E-session 4/17/2018 - Property Negotiations E-session 11/26/2019 - Property Negotiations, Council directed City Staff to continue negotiations with the GSA |
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Options and Alternatives: | |||||
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Background and History: | |||||
During the May 2004 election the voters approved Proposition 101 for the purpose of US Geological Campus Facilities Construction and/or Renovation. The City has been negotiating for a new built to suit facility with the GSA since May 2016. On 17 April 2018, Council directed City Staff to continue negotiations with the GSA. In October of 2019, the cost of construction had increased to $27,815,873 from our initial May 2016 submittal of $20,821,698. | |||||
Key Considerations: | |||||
The City has been leasing the City facilities to the USGS since the 1970s. This leasing opportunity would continue this long-term partnership between the City and both the GSA and USGS. GSA leases approximately 85,000 square feet within four buildings at the USGS campus at 2255 North Gemini Drive. In 1999, building #6 was constructed to add approximately 25,000 sq. ft. The original buildings, #3, #4 and #5 were constructed in the 1970’s. Building #3 and #4 are outdated and have been identified as containing contaminated building materials such as asbestos. These buildings would be demolished to make room for the new buildings #7 and #8. The new construction would consist of a new 35,454 square feet office building (building #7) and 21,788 square feet warehouse (building #8). Buildings #5 and #6 would remain on the campus. Buildings #1 and #2 have been demolished. | |||||
Community Involvement: | |||||
The United States Geological Survey (USGS) Flagstaff Science Campus (FSC) houses science centers and research teams of the USGS that have a diverse range of scientific expertise. The Flagstaff Science Campus houses five USGS science centers: Arizona Water Science Center; Geology, Minerals, Energy, and Geophysics Science Center; Astrogeology Science Center; the Western geographic Science Center; and the Southwest Biological Science Center. The expertise of FSC scientists and collaboration opportunities provide the ability to address science issues related to water, ecosystems, climate and land-use change, energy and minerals, environmental health, and planetary exploration and study. | |||||
Attachments: | Presentation | ||
Context Map | |||
Vicinity Map | |||
Future Buildings Map | |||
Lease Agreement |
7.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-13 and Ordinance No. 2020-10: A resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "Street Lighting and Traffic Signals, Signing, and Pavement Markings Code Amendments"; and an ordinance of the City Council of the City of Flagstaff amending the Flagstaff City Code, Title 13, Engineering Design Standards and Specifications for new infrastructure, by adopting by reference that certain document entitled "Street Lighting and Traffic Signals, Signing, and Pavement Markings Code Amendments"; providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2020-13
2) Read Ordinance No. 2020-10 by title only for the final time 3) City Clerk reads Ordinance No. 2020-10 by title only (if approved above) 4) Adopt Ordinance No. 2020-10 |
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Executive Summary: | |||||
The Street Lighting Engineering Standards updates are a result of the conclusion of the Street Lighting to Enhance Dark Skies (SLEDS) project. SLEDS primary objective was to find a solution to Flagstaff’s current street lighting replacement need while balancing dark skies, safety and maintenance/cost effectiveness objectives. The SLEDS Project is now complete after several years of discussions between the City and the local observatories (USNOFS and Lowell Observatory) and the Flagstaff Dark Skies Coalition that started in May 2012. At that time, the City found itself in a lighting predicament as Low Pressure Sodium (LPS), the preferred lighting source since 1989, was becoming increasingly more expensive to purchase, quality replacement parts were becoming more difficult to acquire and the City was experiencing structural failures of the pole/mast arm connection due to the size and weight of the LPS fixture, especially in wind prone areas. These street lighting standards will update the city standard to a mix of Amber LED fixtures based on area and roadway type. This set of Engineering Standard revisions for Street Lighting is a direct result of the SLEDS project team recommendations that were presented to the City Council in August 2019 and August 2020. The updated Traffic Signal, Signing, Marking and Fiber Optic standards are a result of many years of technological advancements in traffic signal equipment specifications, updated ADA guidelines for Rights of Way and the City’s development of a fiber optic system master plan necessitating the need for fiber optic system development standards. |
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Financial Impact: | |||||
No direct impact through adoption of these Engineering Standards. | |||||
Policy Impact: | |||||
Adopting this Ordinance will amend the Flagstaff City Code - Engineering Standards, to change the City's roadway street lighting policy and standards from primarily Low Pressure Sodium to primarily Narrow Band Amber Light Emitting Diode (LED). The Traffic Signal, Signing, Striping and Fiber Optic updates will modernize the existing standards to require the latest in accessible design in line with the Access Board's most recent Guidelines for Accessible Rights of Way, the Manual on Uniform Traffic Control Devices, and the Institute of Transportation Engineers Guidelines for traffic signal equipment. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
City Council Goal: Transportation and other Public Infrastructure – Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan: Goal T.2. Improve transportation safety and efficiency for all modes. Policy T.2.1. Design infrastructure to provide safe and efficient movement of vehicles, bicycles, and pedestrians. Policy T.2.2. Consider new technologies in new and retrofitted transportation infrastructure. Policy T.2.3. Provide safety programs and infrastructure to protect the most vulnerable travelers, including the young, elderly, mobility impaired, pedestrians, and bicyclists. Goal T.3. Provide transportation infrastructure that is conducive to conservation, preservation, and development goals to avoid, minimize, or mitigate impacts on the natural and built environment. Policy T.3.6. Seek to minimize the noise, vibration, dust, and light impacts of transportation projects on nearby land uses. Goal T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. Goal T.5. Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community. Policy T.5.2. Improve pedestrian visibility and safety and raise awareness of the benefits of walking Goal T.6. Provide for bicycling as a safe and efficient means of transportation and recreation. Policy E&C.5.1. Evaluate the impacts of the retention of dark skies regarding lighting infrastructure and regulatory changes, land use decisions or changes, and proposed transportation developments within the region. Policy E&C.5.2. Encourage and incentivize voluntary reduction of “exempt” lighting that degrades night sky visibility, and work to prevent light trespass whenever possible in both public and private areas. Goal LU.19. Develop a manageable evolution of the main corridors into contextual place makers. Policy LU.19.4. Balance automobile use, parking, bicycle access, while prioritizing pedestrian safety along all corridors. Team Flagstaff Strategic Plan: Strategic Priority #3 – Foster a resilient and economically prosperous city and Strategic Priority #4 – Work in Partnership to enhance a safe and livable community Priority Based Budgeting Key Community Priorities: Safe & Healthy Community, Sustainable and Innovative Infrastructure, Livable Community and Environmental Stewardship |
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Has There Been Previous Council Decision on This: | |||||
No decisions have been made regarding engineering standards updates; however the SLEDS project has been presented to City Council multiple times over the past five years, most recently in August 2020. | |||||
Attachments: | Summary of Street Lighting Standards | ||
Summary of Signing Marking FO Standards | |||
Proposed Standard Details | |||
Engineering Standards Presentation | |||
Res. 2020-13 | |||
Proposed Street Lighting Standards | |||
Proposed Signing Marking FO Standards | |||
Ord. 2020-10 |
7.E.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Cooperative Purchase Contract with Kronos Incorporated | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve a Cooperative Purchase Contract with Kronos Incorporated (Kronos) and the City of Flagstaff as procured through a cooperative purchase contract with Cobb County through Omnia Partners - Public Sector for payroll time entry software and implementation for an amount not to exceed $181,200. |
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Executive Summary: | |||||
The City currently administers payroll services for over between 800 and 1000 full-time and part-time employees per pay period. Automating the time entry associated with payroll administration simplifies labor-intensive timesheet tracking, data entry and approval processes. An automated time entry system also aids labor law compliance. The proposed Cooperative Purchase Contract with Kronos will provide the City with payroll time entry software and implementation services. The contract is implementation services plus three years of annual service. It also includes no billing for service for first six months. A payroll time entry software and system provides the City the following benefits:
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Financial Impact: | |||||
The total FY 2020-21 budget for this contract is $146,000 in the General Fund, Information Technology Division. This funding should cover FY 2020-21, FY 2021-22 and FY 2022-23 expenses. Additional funding in year 3 of the contract will need to be budgeted ongoing. | |||||
Policy Impact: | |||||
None.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
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Has There Been Previous Council Decision on This: | |||||
In October 2016, City Council approved a contract with Krono's for time entry software. Unfortunately due to unforeseen circumstances, the City was not able to implement the software at that time. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The City of Flagstaff has a workforce of approximately 800 to 1,000 employees per pay period. One of the key requirements in managing the workforce is to accurately account for employees' time on and off of the job. This information is used for several purposes:
The City of Flagstaff currently relies on a very manual and paper intensive process for time reporting. While some departments use Excel spreadsheets, many still record their time on paper timesheets with supporting over-time and leave approval forms. In response to the current inability to close the time-reporting process quickly enough to meet payroll deadlines, some departments are estimating time worked by employees and any estimates have to be reconciled the following pay period creating a duplication of effort. These paper forms are then passed to administrative staff for entry into the City's Naviline system for payroll processing. If forms are incomplete or appear inaccurate the appropriate supervisor is contacted to resolve the issue. Administrative staff then print and/or email the payroll reports to section heads and/or division directors for review and approval. Finally, the payroll reports are given to the payroll staff for final review of adherence to City policy. A major benefit of an automation of time entry is that the added efficiencies will allow staff to be more productive in their other duties. An automated system also makes the process consistent and limits the possibility of error that a manual system has. |
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Key Considerations: | |||||
This proposed contract includes Kronos providing implementation services to design and configure the system to match City policy and federal and state regulations. Kronos estimates that the implementation of the payroll time entry software will take 6 months to complete. With this proposed payroll time entry software, employee will report hours electronically via a computer, cell phones and/or electronic timeclocks. Supervisors will then also review and approve hours electronically and the employee hours data will upload into the City's HR/Payroll system. In addition, employee vacation, sick, floating holiday, personal time, and paid time off accruals will be managed within the system and interface with City's Payroll system. Kronos is compatible with existing City systems. The City's Fire Department currently utilizes TeleStaff for scheduling which is a Krono's product. As part of this implementation, we will be working to implement a full integration between these two systems. |
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Community Involvement: | |||||
The community benefits include the reduction of the risk of payroll related liabilities and errors which can have penalties or other consequence. | |||||
Expanded Options and Alternatives: | |||||
Not applicable | |||||
Attachments: | Agreement | ||
Cooperative Contract | |||
Exhibit A - Kronos Order Form | |||
Exhibit B Agency Cooperative Agreement Contract | |||
Exhibit B - Agency Amendment 1 |
7.F.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-23: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, and the Flagstaff Employee Handbook of Regulations, Chapter 1-10-070, Employee Advisory Committee. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-23 by title only for the final time
2) City Clerk reads Ordinance No. 2020-23 by title only (if approved above) 3) Adopt Ordinance No. 2020-23 |
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Executive Summary: | |||||
The Employee Advisory Committee (EAC) body voted unanimously on July 8, 2020 to modify the current Code and Employee Handbook of regulations to:
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Financial Impact: | |||||
None. | |||||
Policy Impact: | |||||
These policy recommendations will not impact any other City policies. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
The establishment and effective operation of an Employee Advisory Committee (EAC) supports the Key Community Priority of High Performing Governance. The EAC supports the following objectives:
|
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Attachments: | Ord. 2020-23 |
8.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Public Hearing: Proposed Public Safety development fees (impact fees). | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Arizona Revised Statute 9-463.05, allows a municipality to assess development fees to offset costs to the municipality associated with providing necessary public services to a development, including the costs of infrastructure, improvements, real property, engineering and architectural services, as well as, financing and professional services required for the preparation or revision of a development fee, including the required land use assumptions and infrastructure improvements plan. Municipalities are required to update their land use assumptions and infrastructure improvements plan at least every five years. Development fees assessed by the City are required to result in a beneficial use to the development and may not exceed a proportionate share of the cost of necessary public services to the development. Development fees can only be used for public services identified in the adopted infrastructure improvements plan including construction, acquisition or expansion of public facilities. Development fees may not be used for repair or maintenance of existing or new public services, or for facility expansions. |
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Financial Impact: | |||||
Development Fees collected will be used to help fund capital improvements and equipment necessary to meet the demand generated by new residential and non-residential growth. The alternative to development fees is to identify the impact of each project during the entitlement process and include public safety fees in a project development agreement, fund increased demand through general fund revenues, or decrease the level of service. | |||||
Policy Impact: | |||||
The City is in process of completing the steps required by the State of Arizona to support continuation of the Public Safety development fee program. A public hearing on the proposed development fees supported by the November 3, 2020 TischlerBise report is required. Staff believes development fees provide a consistent and predictable expense for the construction industry and predictable revenue for the City's public safety capital budget. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community
Goal CD.1. Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including maintenance and enhancement of existing infrastructure. Policy CD.1.3. Analyze the feasibility of expanding development fees within the City of Flagstaff, which may enable future development to provide for adequate off-site improvements and facilities. Policy CD.1.5. Require that new development pay for a fair and rough proportional share of public facilities, services, and infrastructure. |
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Previous Council Decision on This: | |||||
The City of Flagstaff adopted police and fire development fees in 2008. Since then the public safety development fees have been readopted twice: in 2011 and in 2014. The City Council held a work session on the draft Land Use Assumptions (LUA) and Infrastructure Improvement Plan (IIP) on January 7, 2020. The City Council then held a public hearing on the draft LU and IIP on February 28, 2020. The Council agreed with the direction to schedule the adoption of the LU and IIP for April 7, 2020. After the adoption of the LU and IIP another work session was held with Council on June 30, 2020 to discuss what fees should be adopted. |
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Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
At the January 7, 2020 work session, City consultant TischlerBise provided an overview of the draft Land Use Assumptions (LUA) and Infrastructure Improvement Plan (IIP). After receiving public input at the February 18, 2020, Council adopted the draft LUA and IIP on April 7, 2020. A follow up work session to discuss the fees to be scheduled for adoption was held on June 30, 2020. The Land Use Assumptions (LUA) are found in Appendix C (page 33) of the November 3, 2020, TischlerBise report. The LUA provides demographic estimates and development projections that are used to prepare the IIP and calculate development fees. Key land use assumptions for the City of Flagstaff development fee study are population, housing units, and employment projections. During the next 10 years, citywide development projections indicate an average increase of approximately 560 housing units per year and approximately 130,000 square feet of nonresidential floor area per year. The LUAs provide an analysis of single-family and multi-family residential units by bedroom size. The average person per household increases as the number of bedrooms increase, thus increasing the demand for services. This methodology provides a more accurate estimate of the demand generated by residential units. The report also includes the methodology to develop the IIP for both fire and police services. Development fees for the necessary public services made necessary by new development must be based on the same level of service (LOS) provided to existing development in the service area. There are three basic methodologies used to calculate development fees. They examine the past, present, and future status of infrastructure. Reduced to its simplest terms, the process of calculating development fees involves two main steps: 1) determining the cost of development-related capital improvements and (2) allocating those costs equitable to various types of development. Fire fees will be used to fund facilities, apparatus, and communications equipment as well as the cost of preparing the Fire Facilities IIP and related Development Fee Report. Police fees will provide for facilities, vehicles, and communications equipment. The demand for specific services is summarized through the IIP and a schedule of Fire Facilities Development Fees (Figure F11, page 17) and Police Facilities Development Fees (Figure P11, page 28) are found in the report. |
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Key Considerations: | |||||
Impact fees provide a base standard which allows for predictability which developers can plan for as they prepare development projects in our community. Should impact fees not be assessed, the same type of financial consideration will need to be attained as part of a project's impact analysis. This is typically achieved through a development agreement when the cost to mitigate project impacts is determined. While impact fees are paid at the time a building permit is issued, development agreements may specify payment prior to seeking building permits at the time a project's public improvements are required. | |||||
Community Benefits and Considerations: | |||||
The Development Fee report calculates Public Safety fees supported by projected growth over a ten year period. However, the development fees must be re-examined every five years to assure the land use assumptions and proposed capital improvement program are representative of the experienced demand or require an update to meet the current community need. | |||||
Community Involvement: | |||||
Development fees assess new growth a proportionate share of the cost to provide the services needed to meet the additional calls for service. Alternatives to public safety impact fees are to identify the cost to provide services and negotiate the payment at the time of entitlement (zoning map amendment or subdivision), to fund the increased service demand through other general fund revenues, or to decrease the level of service. | |||||
Expanded Options and Alternatives: | |||||
Inform: The attached report was published on the City's website as is required by Arizona Revised Statutes. A public hearing notice was published in the Arizona Daily Sun on Saturday, August 15, 2020. Consult: The purpose of the public hearing is to receive public input on the proposed Public Safety Development Fees. In the past staff has made presentation or provided additional information to the Chamber of Commerce, City of Flagstaff Housing Commission and Planning & Zoning Commission, the Northern Arizona Building Association, and the Northern Arizona Association of Realtors. |
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Attachments: | Flagstaff Public Safety Development Fees 11/3/2020 | ||
Presentation |
9.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-54: Between the State of Arizona, Department of Public Safety and the City regarding the Gang & Immigration Intelligence Team Enforcement Mission (GIITEM) State Gang Task Force | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2020-54 by title only
2) City Clerk reads Resolution No. 2020-54 by title only (if approved above) 3) Adopt Resolution No. 2020-54 |
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Executive Summary: | |||||
Approval of the Intergovernmental Agreement ("IGA") between the State of Arizona, Department of Public Safety ("DPS") and the City regarding the State Gang Task Force will permit the Flagstaff Police Department to participate in the Task Force. The duration of the IGA shall be the fiscal year, July 1st through June 30th, beginning July 1, 2020, and shall renew annually on July 1st for a period of time not to exceed five (5) years. Under the terms of the proposed IGA, the Flagstaff Police Department would assign one (1) AZ P.O.S.T. certified law enforcement officer to the DPS State Gang Task Force, on a full time basis. The officer assigned to the State Gang Task Force is permitted to work outside of their regular jurisdictional boundaries. DPS will, in turn, agree to reimburse the Flagstaff Police Department seventy-five percent (75%) of the payroll expense of the officer, related to their assignment, and up to eight (8) hours of overtime each month. |
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Financial Impact: | |||||
The Flagstaff Police Department will receive a seventy-five percent (75%) savings on the officer’s position that is already included in the budget. The total cost for the officer is approximately $81,600 ($61,200 DPS share / $20,400 City Share). This grant is budgeted in the General Fund under Police Grant Section for a total of $207,879. | |||||
Policy Impact: | |||||
This will not have any impact on policy. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives 4) Develop and implement guiding principles that address public safety service levels through appropriate staff levels 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments |
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Has There Been Previous Council Decision on This: | |||||
Council has approved prior IGA's with the State of Arizona, Department of Public Safety, for Flagstaff Police Department Officers to participate in the State Gang Task Force | |||||
Options and Alternatives: | |||||
The Council can elect not to have the Police Department participate in the State Gang Task Force and rely exclusively on Police Department and other community based efforts. | |||||
Background and History: | |||||
The Flagstaff Police Department would like to participate in the State Gang Task Force whose mission is to identify, interdict and prevent gang-related activity in the City of Flagstaff and Coconino County. In addition to proactive uniformed investigations, the unit participates in anti-gang education, as well as community oriented policing projects. The Police Department has had as many as two officers assigned to the task force in previous years. | |||||
Key Considerations: | |||||
Over the past few years, the Flagstaff community has continued to experience gang activity along with associated incidents of graffiti vandalism. The State Gang Task Force position will be a benefit to local neighborhoods by targeting gang related crime including drug and weapons related crimes which are typically associated with gangs. | |||||
Community Involvement: | |||||
The State Gang Task Force has demonstrated in the past that it is a valuable resource capable of addressing the problems associated with gang violence, weapons, and drugs, by providing a more coordinated effort in enforcement, developing intelligence, and providing anti-gang education. The State Gang Task Force should continue to have a significant impact on making this community safer, thus providing an improved quality of life for all Flagstaff citizens. A Flagstaff Police Department Lieutenant meets regularly with the local State Gang Task Force Command Staff to ensure effective communication and coordinated efforts between the two agencies. | |||||
Expanded Options and Alternatives: | |||||
This task force officer will collaborate with schools to identify trouble youth, known offenders and gang members working closely with school resource officers to help prevent young people from becoming involved in gangs. | |||||
Attachments: | IGA 1 | ||
Res. 2020-54 |
9.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-53: A resolution amending the IGA between NAU and the City covering the composting partnership to extend the IGA for one year. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2020-53 by title only
2) City Clerk reads Resolution No. 2020-53 by title only (if approved above) 3) Adopt Resolution No. 2020-53 |
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Executive Summary: | |||||
In October 2019, the City entered into an IGA with Northern Arizona University (NAU) to pilot composting municipal organic waste streams at NAU’s composting operation. Since then, the City has delivered over 200,000 pounds of organic waste to NAU for composting. The vast majority of this material is coming from City parks, but staff plan to introduce other streams of organic material, including residential yard waste and commercial food scraps if the IGA is extended. The original IGA allows for a one-year renewal term with an amendment to the original agreement. The amendment will allow for the continuation of pilot activities and evaluation of costs for both parties. At the close of this renewal term in October 2021, the City and NAU will explore a long-term agreement that includes financial considerations, which are currently absent in the current agreement. |
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Financial Impact: | |||||
Under the current agreement the City delivers compostable material to NAU’s composting facility at no cost. As a result, the City is avoiding the costs to deliver the same material to the landfill. The transportation costs are also reduced, as the distance to the landfill is further than that to NAU. At the close of the pilot agreement in October 2021, the City and NAU will explore a long-term agreement and necessary financial considerations to continue the partnership. | |||||
Policy Impact: | |||||
In support of the Rethink Waste Plan, this agreement allows the City to evaluate composting opportunities while avoiding the major infrastructure costs of starting a new organic waste processing facility. The results of this pilot will inform future investments in such infrastructure and programming. These activities also support strategies identified in the Climate Action and Adaptation Plan targeting the greenhouse gas emissions from Flagstaff’s waste and consumption. |
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Sustainable, innovative infrastructure – Utilize existing long-range plans that identify the community’s future infrastructure needs and all associated costs. Environmental stewardship – Actively manage and protect all environmental and natural resources. Regional Plan Goal E&C.2. Reduce greenhouse gas emissions. |
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Has There Been Previous Council Decision on This: | |||||
Yes. The initial term of the IGA was approved at the October 1st, 2019 Council Meeting. | |||||
Attachments: | Presentation | ||
Res. 2020-53 | |||
IGA Amendement No. One | |||
Original IGA |
9.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-24: An ordinance of the City Council of the City of Flagstaff Arizona, amending the Flagstaff City Code, Title 2, Boards and Commissions, by adding a new Chapter 2-26, creating an Indigenous Commission | |||||
STAFF RECOMMENDED ACTION: | |||||
At the September 15, 2020, Council Meeting:
1) Read Ordinance No. 2020-24 by title only for the first time 2) City Clerk reads Ordinance No. 2020-24 by title only (if approved above) At the October 6, 2020, Council Meeting: 3) Read Ordinance No. 2020-24 by title only for the final time 4) City Clerk reads Ordinance No. 2020-24 by title only (if approved above) 5) Adopt Ordinance No. 2020-24 |
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Executive Summary: | |||||
On October 10, 2017, the Flagstaff City Council made a commitment to the Indigenous citizens and communities to address the recommendations received from six city-wide Indigenous forums in collaboration with Indigenous Circle of Flagstaff. The City Council further made a commitment to realize the creation of an Indigenous Commission to help advise City Council on carrying out the recommendations. The Indigenous Commission will serve as a communication bridge to Indigenous citizenry/population through the office of Coordinator for Indigenous Initiatives to City Council. Strategic Plan and Recommendations:
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Financial Impact: | |||||
A budget is not associated with this activity in the current budget cycle. In the future, funds can be identified to carry out certain aspects/activities of the Commission. | |||||
Policy Impact: | |||||
The Indigenous Commission can advise the City Council on policy issues and considerations. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives High Performing Governance: Encourage public trust through transparency, accessibility and the use of the City's public participation policy. Safe and Healthy Community: Help to foster a safe, secure, and healthy community. Inclusive and Engaged Community: Foster community pride and civic engagement. Advance social equity and social justice in Flagstaff. Facilitate and foster diversity and inclusivity. Enhance community outreach and engagement opportunities. Robust and Resilient Economy: Grow and strengthen a more robust, diverse, a resilient economy. Livable Community: Create a welcoming community through partnerships, strong neighborhoods, civic engagement, and resident participation. Provide educational opportunities for Flagstaff. Environmental Stewardship: Actively manage to protect all environmental and natural resources. |
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Has There Been Previous Council Decision on This: | |||||
On May 26, 2020, during the Work Plan presentation of the Coordinator for Indigenous Initiatives, Council briefly discussed the need to create the Indigenous Commission and referred to other discussions in the past. On July 7, 2020, Coordinator for Indigenous Initiatives provided a presentation on Commissions and Committee to seek Council guidance and direction on Indigenous Commission creation. |
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Attachments: | Ord. 2020-24 | ||
Memorandum of Understanding |
10.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Rio de Flag Flood Control Project - Update | |||||
STAFF RECOMMENDED ACTION: | |||||
Facilitate Council discussion with an update on the project
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EXECUTIVE SUMMARY: | |||||
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INFORMATION: | |||||
Connection to Key Community Priorities, Objectives, Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: Sustainable, Innovative Infrastructure Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs Environmental Stewardship Actively manage and protect all environmental and natural resources 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: The Rio de Flag project has been before various City Councils for updates within the last 16 years. Council has acted on executing the Project Cooperation Agreement between the City and the U.S. Army Corps of Engineers (2004) approving concurrent fiscal year budgets and consulting design service contracts. City Council considered the Stormwater Fee increase as presented by staff on November 20, 2018. City Council award of a professional services contract with Beta Public Relations, LLC on March 19, 2019, for a Public Outreach Campaign. City Council considered and approved Change Order No. 13 to the design contract for Shephard Wesnitzer, Inc. for added work necessary to take the project design to completion. Staff has provided project updates with public outreach efforts to various City Commissions including Friends of the Rio community group. Council provided direction on a photo simulation of the project scope for phases I and II. |
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Attachments: | Vicinity Map | ||
Presentation |
12.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 Whelan to place on a future agenda a discussion about changing the administrative decision to renew reclaimed water contracts outside of city limits. | |||||
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 Whelan 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: |
12.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 Councilmember Whelan to place on a future agenda a discussion about property maintenance requirements outside of Title 6 and Title 7. | |||||
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 Whelan 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: |
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 |