DRAFT 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
|
1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
|
||||||||
2. | ROLL CALL
|
||||||||
3. | PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
|
||||||||
4. | 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. |
||||||||
5. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
||||||||
A. | Consideration of Appointments: Airport Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring October 2023.
|
|||||||||
B. | Consideration of Appointments: Housing Commission | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a Community Representative seat for a term expiring in September 2021.
Make one appointment to a Community Representative seat for a term expiring in September 2023. Make one appointment to a Building and Real Estate Professional - Realtor seat to a term expiring in September 2023. Make one appointment to a Building and Real Estate Professional - Any seat to a term expiring in September 2023. |
|||||||||
C. | Consideration of Appointment: Sustainability Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring October 2022.
Make two appointments to terms expiring October 2023. |
|||||||||
6. | LIQUOR LICENSES PUBLIC HEARINGS | ||||||||
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.
|
||||||||
A. | Consideration and Approval of Contract: Slash Management contract for the Schultz Pass and Dry Lake Hills area with Markit! Forestry. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
|
|||||||||
B. | Consideration and Approval of a Consulting Contract: Landfill Road Environmental Assessment with EnviroSystems Management, Inc. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
|
|||||||||
8. | ROUTINE ITEMS | ||||||||
A. | Consideration and Adoption of Resolution No. 2020-59 and Ordinance No. 2020-28: 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 - High Occupancy Housing Land Use;" 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 implement the High Occupancy Housing Plan by adopting the High Occupancy Housing Development (HOHD) and Mixed-Use High Occupancy Housing Development (MHOHD) land uses and related standards. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Adopt Resolution No. 2020-59
2) Read Ordinance No. 2020-28 by title only for the final time 3) City Clerk reads Ordinance No. 2020-28 by title only (if approved above) 4) Adopt Ordinance No. 2020-28 |
|||||||||
B. | Consideration and Adoption of Ordinance No. 2020-29: An ordinance of the City Council of the City of Flagstaff abandoning and authorizing the sale of approximately 1,200 square feet of public right-of-way adjacent to 4013 S. Holland Road; providing for delegation of authority, repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Ordinance No. 2020-29 by title only for the final time
2) City Clerk reads Ordinance No. 2020-29 by title only (if approved above) 3) Adopt Ordinance No. 2020-29 |
||||||
C. | Consideration and Adoption of Ordinance No. 2020-30: An ordinance of the Flagstaff City Council ratifying the grant and reservation of easements; and formally accepting dedications and donations of easements and real property interests; delegating authority; and establishing an effective date. (approving receipt/transfer of easements and real property interests) | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Ordinance No. 2020-30 by title only for the final time
2) City Clerk reads Ordinance No. 2020-30 by title only (if approved above) 3) Adopt Ordinance No. 2020-30 |
||||||
D. | Consideration and Approval of Amendment One to the Construction Manager At Risk Construction Services Agreement: for the northern portion of the Coconino Estates Improvements Phase I Project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
|
||||||
E. | Consideration and Approval of Contract: Federal Lobbying Services | |||||
STAFF RECOMMENDED ACTION: | ||||||
|
||||||
9. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Resolution No. 2020-61: A Resolution amending the 2019/2020 Annual Action Plan to allocate Community Development Block Grant Program Coronavirus (CDBG-CV) funds and authorizing submission of the amended 2019/2020 Annual Action Plan to the U.S. Department of Housing and Urban Development (HUD). | |||||
STAFF RECOMMENDED ACTION: | ||||||
|
||||||
B. | Consideration and Adoption of Ordinance No. 2020-31: An ordinance amending Flagstaff City Code, Chapter 1-18, Administrative Departments, to establish the Engineering and Capital Improvements Division in City Code. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the November 17, 2020 Council Meeting:
1) Read Ordinance No. 2020-31 by title only for the first time 2) City Clerk reads Ordinance No. 2020-31 by title only (if approved above) At the December 1, 2020 Council Meeting: 3) Read Ordinance No. 2020-31 by title only for the final time 4) City Clerk reads Ordinance No. 2020-31 by title only (if approved above) 5) Adopt Ordinance No. 2020-31 |
||||||
C. | Consideration and Adoption of Ordinance No. 2020-32: An ordinance of the City Council of the City of Flagstaff, changing the name of Agassiz Street to ____; providing for severability, authority for clerical corrections, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the November 17, 2020 Council Meeting:
1) Read Ordinance No. 2020-32 by title only for the first time 2) City Clerk reads Ordinance No. 2020-32 by title only (if approved above) At the December 1, 2020 Council Meeting: 3) Read Ordinance No. 2020-32 by title only for the final time 4) City Clerk reads Ordinance No. 2020-32 by title only (if approved above) 5) Adopt Ordinance No. 2020-32 |
||||||
10. | COUNCIL LIAISON REPORTS
|
|||||
11. | 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. |
|||||
A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Salas to place on a future agenda a discussion about a policy of a moratorium on any new or increased fees until after the global pandemic is over as set forth by CDC. | |||||
12. | CITY MANAGER REPORT | |||||
13. | COVID-19 UPDATES | |||||
14. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
15. | ADJOURNMENT | |||||
|
5.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Appointments: Airport Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring October 2023.
|
|||||
Executive Summary: | |||||
The Airport Commission consists of seven citizens, and is responsible for reviewing and reporting to the Council on the development of the Airpark and on matters affecting the operation and efficiency of the airport, using the Airport Master Plan as a guide. There are currently three seats available. 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 two applications on file and they are as follows: Jose Alvarado (new applicant)
Cal McLoy (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: Mayor Evans. |
|||||
Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint one Commissioner: by appointing a member at this time, the Airport Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
|||||
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: Board members and City staff have informed the community of these vacancies though word of mouth in addition to the vacancies being posted on the City's website. | |||||
Attachments: | Airport Commission Authority |
5.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Appointments: Housing Commission | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a Community Representative seat for a term expiring in September 2021.
Make one appointment to a Community Representative seat for a term expiring in September 2023. Make one appointment to a Building and Real Estate Professional - Realtor seat to a term expiring in September 2023. Make one appointment to a Building and Real Estate Professional - Any seat to a term expiring in September 2023. |
|||||
Executive Summary: | |||||
The Housing Commission consists of thirteen (13) voting members; twelve (12) members appointed by the City Council and one (1) representative from the Flagstaff Housing Authority Board of Commissioners. The Commission serves as an advisory board to City Council regarding housing policies, needs, and programs in Flagstaff. There are currently four seats available due to one resignation and three term expirations. Two of the available seats are for Building and Real Estate Professionals with a requirement of appointing at least one Realtor. There are currently two Community Representative seats available. Please note that the Building and Real Estate Professionals - Developer seat is not being appointed at this time due to lack of applications. The authority for the commission requires that the members shall be appointed into one of three professional categories: Building and Real Estate Professionals (6 members requiring at least one builder, one developer, one realtor, one lender, and one residential multi-family/property management representative); Low Income Housing Experts (3 members); and Community Representatives (3 members). There are three (3) Building and Real Estate Professional applications and five (5) Community Representatives applications on file for consideration by the Council. The authority requires that one of the Building and Real Estate Professional seats be a realtor. The applications are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy, Councilmember Whelan, Vice Mayor Shimoni, Mayor Evans |
|||||
Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional 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 four Commissioners: By appointing members at this time, the Housing Commission will be at near full membership, allowing the group to meet and provide recommendations to the City Council. 2) Table the action to allow for further discussion or expand the list of candidates. |
|||||
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: | Housing Commission Authority | ||
Applications Breakdown |
5.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Appointment: Sustainability Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring October 2022.
Make two appointments to terms expiring October 2023. |
|||||
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 are currently three seats available due to one resignation and two term expirations. 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: Councilmember McCarthy, Councilmember Odegaard, and Councilmember Aslan |
|||||
Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional 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 three Commissioners: By appointing three members 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. |
|||||
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 |
7.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Slash Management contract for the Schultz Pass and Dry Lake Hills area with Markit! Forestry. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
This contract will fund multiple forest restoration projects included in Midway Challenge Cost Share Grant Agreement 19-CS-11030408-025. All City funds used for this contract will be reimbursed by the USFS.
|
|||||
Financial Impact: | |||||
The Midway Challenge Cost Share Grant Agreement (19-CS-11030408-025) between the City of Flagstaff and the USDA Coconino National Forest, approved by Council and signed by the City Manager on September 24, 2019, provides full reimbursement to the City for this contract. No FWPP voter approved bond funds will be utilized for this work. City staff time to manage this contract is included as a matching component within the Midway Challenge Cost Share Grant Agreement. This agreement and the reimbursement is budgeted in FY 2020-21 budget as part of the Fire grant section. |
|||||
Policy Impact: | |||||
Implementation of this contract will:
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Regional Plan Regional Plan
This effort supports the Team Flagstaff Strategic Plan, Mission and Vision. Protecting our watersheds and water infrastructure from the impacts of catastrophic wildfire enhances the quality of life for Flagstaff citizens while providing “a balance of economic, environmental, educational and cultural opportunities” for all. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes: Council approved the Midway Challenge Cost Share Grant Agreement 19-CS-11030408-025 on October 15, 2019. All tasks within this contract are included in the Midway agreement Statement of Work. | |||||
Options and Alternatives: | |||||
Option 1: Approve the contract, permitting work to proceed as planned. Option 2: Reject the contract, resulting in delays that may increase project costs moving forward and may jeopardize the project being funded by the grant. |
|||||
Background and History: | |||||
The Midway Challenge Cost Share Agreement is an integral part of the collaborative forest restoration effort in the Schultz Pass and Dry Lake Hills area of the FWPP footprint. This agreement also supports the Museum Fire recovery effort. This contract will implement approved Statements of Work within the Midway Challenge Cost Share Agreement. Purchasing staff conducted a formal procurements process and solicited bids from contractors in this field. An Invitation for Bids was posted on PlanetBids September 9th, 2020 to October 1st, 2020 and published in the Arizona Daily Sun September 13 & September 20, 2020. Only one bidder placed a quote, Markit! Forestry. |
|||||
Key Considerations: | |||||
This contract will implement tasks in the Midway Challenge Cost Share Grant Agreement approved by Council in October 2019. City procurement process was utilized to solicit, evaluate, and award the project. City staff will manage, oversee, and approve work for payment to contractors and will be reimbursed by US Forest Service. The contractor will be required to follow USFS restrictions, precautions and Industrial Fire Plan guidelines. |
|||||
Community Involvement: | |||||
The contract will provide the Flagstaff community with improved forest conditions. Two temporary roads, a log deck landing area and a public trail will be rehabilitated. The relocation of many dispersed slash piles to one centralized, easily accessible area will improve the likelihood of a private contractor removing the slash and hauling it to biomass markets in Phoenix or Snowflake. If no market access is available, burning the slash piles in the new location will reduce smoke impacts to City of Flagstaff residents. | |||||
Expanded Options and Alternatives: | |||||
Public participation was not part of this contracting process. |
|||||
Attachments: | Contract 2021-15 | ||
Grant Provisions | |||
Project Map |
7.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of a Consulting Contract: Landfill Road Environmental Assessment with EnviroSystems Management, Inc. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Landfill Road (Road), also known as Forest Road 6010, is under the jurisdiction of the Coconino National Forest, Flagstaff Ranger District (Forest Service) and has been the primary access route to Cinder Lake Landfill (Landfill) since 1965. Recent structural evaluations of the Road conclude that the existing pavement is failing and in irreparable condition. Subsequent to the road evaluations, staff approached the Forest Service with a proposal to realign and rebuild the Road. However, in order for the Forest Service to proceed with the formal review process, they would need to initiate an Environmental Assessment (EA) under the National Environmental Policy Act (NEPA) guidelines. Given the need for the completion of an Environmental Assessment (EA), Landfill staff proposes to select EnviroSystems Management, Inc. (EnviroSystems) to prepare the EA for the Forest Service. A State of Arizona contract (ADSPO18-207054) with cooperative purchasing language was procured with EnviroSystems through the Arizona State Procurement Office Cooperative Purchase Program under a Request for Proposals (RFP ADSPO18-00007994). | |||||
Financial Impact: | |||||
The reconstruction of Landfill Road was an approved budget item in Fiscal Year (FY) 2020 through 2021. This portion of the project will be charged to Solid Waste Fund in account 211-06-165-0631-0-4433 (Improvements to Land). | |||||
Policy Impact: | |||||
EnviroSystems will provide the necessary EA through the NEPA process. Subsequently, NEPA approval would permit the Forest Service to convey an easement to the City of Flagstaff for the re-alignment of the Road along with utility easements (electrical, telecommunications, and water distribution). Under this condition, the City would own and maintain the pavement; the Forest Service would continue to have claim and jurisdiction of the land.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Sustainable, Innovative Infrastructure Objectives: 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. Regional Plan E&C.7. Give special consideration to environmentally sensitive lands in the development design and review process. PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. T.8 Establish a functional, safe, and aesthetic hierarchy of roads and streets. |
|||||
Has There Been Previous Council Decision on This: | |||||
On September 6, 2016 City Council approved a contract with Plateau Engineering, Inc. to proceed with the Design Concept Report for Landfill Road (Item 10.C). The Design Concept Report provided the structural evaluation(s), design considerations, and cost estimates. On December 12, 2019 City Council approved a Category 5 Master Cost Recovery Agreement between the Forest Service and the City of Flagstaff (Item 9.A.). The agreement provided the mechanism for the Forest Service to review this project, and other projects, for consideration. |
|||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The Landfill has been utilizing the Road since 1965 under a Special Use Permit issued by the Forest Service. Records indicate that an overlay was constructed in 1987. In 2016 staff contracted Plateau Engineering Inc. to prepare a Design Concept Report. The engineering team concluded that considerable warping existed throughout the road. In addition, the top coat has experienced irreparable damage and is leading to increased potholes. From a design perspective, the curve superelevations are excessive and need to be both decreased and realigned. The re-alignment and rebuild also warrants considering the installation of new utilities (three-phase electric, telecommunications, and water). In 2017 the Landfill submitted the Design Concept Report to the Forest Service. This prompted the Forest Service to propose a Master Cost Recovery Agreement between the City and the Forest Service. The Master Cost Agreement was approved by City Council and the Forest Service in December 2019. Subsequently, Landfill staff was cleared to proceed with the EA. Due to the timeliness of necessary repairs to the pavement, staff elected to pursue the project with EnviroSystems based on the Arizona State Procurement Office Cooperative Purchasing Program (See Attached Exhibit B - State Procurement Cooperative Purchasing Contract ADSPO18-207054). EnviroSystems has worked on previous related projects with the City of Flagstaff including the recent Sheep Crossing FUTS Trail. Procurement on this project was accomplished by utilizing a cooperative purchasing contract through the State of Arizona Procurement Office's contract between the Arizona State Land Department and EnviroSystems. |
|||||
Key Considerations: | |||||
The proposal to reconstruct Landfill Road triggers the Forest Service to consider all potentially affected resources according to NEPA guidelines and the need for an EA. Therefore, the scope of work requires EnviroSystems to prepare an EA with the following elements:
|
|||||
Community Benefits and Considerations: | |||||
Council approval for this contract will allow staff to eventually improve the Road (and utilities). This will allow the Landfill to provide safe and affordable means for solid waste disposal at Cinder Lake Landfill. Additionally, the improvements will allow the Landfill to prepare for future expansion of the landfill; thereby amortizing development costs over a longer period of time. | |||||
Community Involvement: | |||||
The project will ensure that the landfill can provide the infrastructure necessary to maintain compliance with environmental rules. Consequently, the citizens of Coconino County and the City of Flagstaff will be able to continue to expect safe and affordable options for solid waste disposal and recycling. | |||||
Expanded Options and Alternatives: | |||||
Inform, Consult, Involve, Collaborate, and Empower: As a part of the NEPA process, two public meetings will be led by EnviroSystems staff. During the meetings, comments will be solicited. Agency staff and EnviroSystems personnel will be available to answer any questions. |
|||||
Attachments: | Cooperative Contract | ||
Exhibit A - EnviroSystems Proposal and Fee | |||
Exhibit A - EnviroSystems-Pricing Sheet | |||
Exhibit B - State Procurement Coop | |||
EnviroSystems Task Order | |||
Presentation |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2020-59 and Ordinance No. 2020-28: 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 - High Occupancy Housing Land Use;" 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 implement the High Occupancy Housing Plan by adopting the High Occupancy Housing Development (HOHD) and Mixed-Use High Occupancy Housing Development (MHOHD) land uses and related standards. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2020-59
2) Read Ordinance No. 2020-28 by title only for the final time 3) City Clerk reads Ordinance No. 2020-28 by title only (if approved above) 4) Adopt Ordinance No. 2020-28 |
|||||
Executive Summary: | |||||
The proposed amendment (Case No. PZ-19-00125) includes changes to the Zoning Code to implement the High Occupancy Housing Plan by adopting the HOHD and MHOHD land uses and related standards. The amendment includes modifications to the land use and property development tables, specific to use standards, parking standards, definitions, and the appendixes. On October 28, 2020, the Planning and Zoning Commission recommended that the City Council approve the Zoning Code Text Amendment, Case No. PZ-19-00125 Updates to Zoning Code 2020 - High Occupancy Housing Land Use, with a vote of 6-0. |
|||||
Financial Impact: | |||||
There are no anticipated financial impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Policy Impact: | |||||
There are no anticipated City Council goal or policy impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Staff's analysis of the Regional Plan's goals and policies is included below under the Zoning Code Text Amendment Criteria heading, Finding #1 of the report. In addition, the staff's narrative and Regional Plan and Specific Plan analysis are included as Attachment 3. |
|||||
Has There Been Previous Council Decision on This: | |||||
There has not been a previous City Council decision on this ordinance. Options and Alternatives: The City Council may adopt, modify, or deny the amendment. Background/History: In February 2018, the City Council adopted the citywide High Occupancy Housing Specific Plan (HOH Plan), a specific plan to the Regional Plan. The HOH Plan was developed in response to the community’s dialogue about previously proposed high-intensity mid-rise developments near historic neighborhoods that primarily catered to college students. The HOH Plan is intended to provide direction in the form of goals and policies to accommodate a variety of housing options in areas of the city that can support infill, redevelopment, and mixed-use activities. These goals and policies are intended to enhance and maintain the city’s character and guide future developments that would be considered High Occupancy Housing (HOH). The HOH Plan identified dozens of strategies that could be implemented to address the unintended impacts of these buildings on neighborhood character, affordability and transportation. It should be noted that the HOH Plan’s listed implementation strategies about the Zoning Code amendments (Pages 102, 103, 105, and 106 of the HOH Plan) “…may be accomplished through another method...” to achieve “…the goals and policies of the HOH Specific Plan and the Regional Plan” (Page 99 of the HOH Plan). After the adoption of the HOH Plan, staff received direction and affirmation from City Council on October 8, 2019, to address smaller developments that may also be considered as HOH. The smaller HOH developments that staff was directed to consider are single-family, two-unit (duplex), three-unit (triplex), and multiple-family developments that were not addressed in the HOH Plan. It should be noted that the HOH Plan did not scrutinize addressing smaller HOH developments. For context, the HOH Plan defines an HOH development as any development that has at least 30 units or 75 bedrooms per acre (Page 2 and 110 of the HOH Plan). When the HOH Plan was developed, the Plan primarily focused on large-scale developments. Developments that were included in the HOH Plan analysis were The HUB, The Standard, Village at Aspen Place, Fremont Station, etc. Proposed Amendment: To implement the adopted HOH Plan for various parcel sizes and types of buildings, the proposed amendment (Attachment Exhibit A to the Resolution) includes multiple changes to the Zoning Code. New provisions are being added, and several existing regulations are being modified. The most significant of the modifications include the:
The proposed amendment includes: 1. Residential Zones (Section 10-40.30.030):
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 Planning and Zoning Commission 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 amendment is consistent with and conforms to the objectives and policies of the General Plan and any applicable specific plan; The primary purpose of the amendment is to implement and maintain consistency and conformance with the goals and policies of the HOH Plan and the City’s Regional Plan (General Plan) as they relate to the HOHD and MHOHD land uses. In order to achieve this purpose, the proposed amendment incorporates several provisions. The proposed provisions include definitions, land uses, property development and use specific standards, and parking standards. To provide for variety and flexibility in the land uses that are allowed within the City, the proposed amendment includes the following land uses: Single-family, Two-unit, Three-unit, and Four-units and Greater HOHDs, and MHOHD. In addition to replacing the existing Rooming and Boarding land use, the proposed property development and use specific standards (PDUSS) address multiple goals and policies of the Regional Plan and HOH Plan. These include:
The proposed amendment includes a new variety of land uses, although the associated provisions minimize options and flexibility for development types considered as an HOHD or MHOHD. The provisions do not include regulations to assist developers in overcoming challenges posed by redevelopment and infill sites. Also, the requirement to obtain a Conditional Use Permit for an HOHD or MHOHD may be perceived as limiting to developmental flexibility. Furthermore, the amendment provisions, such as the parking requirements, may be an additional challenge for some redevelopment or infill sites. B. Finding #2 The proposed amendment will not be detrimental to the public interest, health, safety, convenience, or welfare of the City; The primary purpose of the amendment is to implement the HOH Plan, a specific plan to the City’s Regional Plan. To achieve the public interest, health, safety, convenience, or welfare of the City, the amendment includes provisions that address specific land use, parking, waste management, crime free multiple-family housing, and transit objectives of the goals and policies of the Regional Plan and the HOH Plan related to an HOHD and MHOHD. The amendment provisions are not anticipated to be detrimental to the public interest, health, safety, convenience, or welfare of the City. C. Finding #3 The proposed amendment is internally consistent with other applicable provisions of this Zoning Code. The amendments do not substantively modify the existing provisions of the Zoning Code, and is internally consistent with the Zoning Code. Furthermore, the proposed amendment utilizes the existing format and does not conflict with other provisions of the code. The amendment maintains the Zoning Code’s purpose as a comprehensive contemporary set of land uses and requirements that are straightforward, usable, and easily understood. Ordinance Effective Date Typically, an ordinance is effective 30 days after the date that the City Council adopted it. The proposed ordinance has an effective date of January 1, 2021, 18 days after the typical effective date if it is adopted on November 17, 2020. The alternative date allows a clear and easy to reference effective date and the implementation of related process modifications and public notification. Citizen Participation Public input was received at the public meetings held on August 19, 2019, February 13 and 14, 2020, and through the City’s online Community Forum (https://www.opentownhall.com/portals/227/Issue_7685) (Attachment 4). Also, work sessions with the Planning and Zoning Commission were held on August 14, 2019, May 27, 2020, and on August 26, 2020. In addition, work sessions with the City Council were held on October 8, 2019, June 11, 2020, August 25, 2020, and October 6, 2020. Staff received several comments regarding HOH developments from the Southside stakeholders’ group that was formed to assist in developing the proposed Southside specific plan. These meetings were held over the past year. Persons of interest on file with the Planning and Development Services section of the Community Development department were notified of the Planning and Zoning Commission work sessions via first class mail. Also, notification of the work sessions were published on the City’s Facebook web page and in the Arizona Daily Sun. At the October 6, 2020 City Council meeting, public comments were received pertaining to the potential effects that the proposed amendment may have on the ability to provide affordable housing within the city. If the amendment is approved, all HOHDs and MHOHDs will require the approval of a Conditional Use Permit application. It should be noted that the current application cost for a Conditional Use Permit is $3,000. It is anticipated that any associated Conditional Use Permit applicant costs will be incorporated into a dwelling unit’s sale or rental rate. The staff has received email messages from three persons on the proposed amendment. The email messages are included as Attachment 4.A. |
|||||
Attachments: | Res. 2020-59 | ||
Exhibit A to Resolution | |||
Ord. 2020-28 | |||
3. Narrative and Regional and Specific Plan Conformance Analysis | |||
4. Public Comments | |||
4A. Public Comment Emails | |||
Staff Presentation |
8.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-29: An ordinance of the City Council of the City of Flagstaff abandoning and authorizing the sale of approximately 1,200 square feet of public right-of-way adjacent to 4013 S. Holland Road; providing for delegation of authority, repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-29 by title only for the final time
2) City Clerk reads Ordinance No. 2020-29 by title only (if approved above) 3) Adopt Ordinance No. 2020-29 |
|||||
Executive Summary: | |||||
The property owner of a single family home at 4013 S. Holland Road has requested the city abandon and sell public right-of-way located adjacent to the home's southern side yard. The adjacent road sits above the subject property and the owner would like to relocate a fence closer to the sidewalk to provide more privacy and to beautify the property with landscaping. The University Terrace Unit 2 plat dedicated 62.67 feet of right-of-way to accommodate the local street and a segment of the FUTS. The typical local street has 50 feet of right-of-way. The FUTS has been installed and staff has determined excess right-of-way exists. The proposal is to abandon and sell 10 feet by 120 feet along the property line adjacent to 4013 S. Holland Road (Lot 14 University Terrace). The new right-of-way/property line would be located approximately 3 feet off of the FUTS. The total area is approximately 1200 square feet and shown on the attached concept sketch. A presentation with photos of the location will be attached prior to the final agenda. The proposed abandonment/sale of City-owned right of way requires City Council action. |
|||||
Financial Impact: | |||||
City staff has not obtained an appraisal or legal description of the property proposed for abandonment due to cost concerns. If City Council approves the first reading of the ordinance, City staff will obtain a legal description of the property proposed for abandonment prior to the second reading and adoption. The public right-of-way was dedicated to the City at the time the plat was recorded and improved by the developer of University Terrace Unit 2. After the public improvements were completed by the developer, the City spent $7,925 on additional landscaping in an attempt to address the adjacent property owner's concerns with the final grading and privacy. Additional expenses will include creating a legal description for the property to be vacated and if approved, a surveyor will need to set the new boundary pins. The plat will also need to be revised. Should the property be sold, the property will be returned to the public property tax rolls. Staff used two methods to derive an estimated value of the property. We first looked at the appraised value of the adjacent residential lot. The Coconino County Assessor has the value of the land at $8.46 per square foot. That equates to a value of $10,152 for 1,200 square feet. The second method is to consider a nominal value for the land, since it was dedicated to the City, but recover any other expenses such as the additional landscaping installed by the City and expenses related to this transaction. At a nominal value of $1 per square foot and the $7,925 spent on landscaping the value comes totals $9,125. The average of these two methods is $9,639. When you add $1,000 estimated for the legal description and setting of the new survey pins, the total valuation is $10,969. Staff recommends this be the minimum sale price. State law provides that if the property is sold, the City is to receive “an amount …commensurate with the value of the abandoned roadway. “ City Council may consider “fragmentation and marketability and any other public benefit received” in return in determining the amount of consideration., per A.R.S. § 28-7208. |
|||||
Policy Impact: | |||||
Staff receives a fair number of requests to place improvements within public right-of-way adjacent to residential properties. Staff considers a number of options including encroachment permits, easements and abandonments. The abutting property owner did originally request an easement, but after considering the conditions, staff believes abandonment and sale is the best way to address the request. Local streets that serve residential neighborhoods are typically platted with 50 feet of right-of-way. This section was platted with 62 feet to accommodate a FUTS connection. The FUTS has been constructed and the staff has determined the excess right-of-way is no longer needed for public improvements. If approved, 52 feet of right-of-way will be retained. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Livable Community - Provide amenities and activities that support a healthy lifestyle. Regional Plan Goal T.1. Improve mobility and access throughout the region. Goal T.2. Improve transportation safety and efficiency for all modes. The additional right-of-way was created to accommodate the FUTS, which has been accomplished. |
|||||
Has There Been Previous Council Decision on This: | |||||
The City Council approved University Terrace Unit 2 plat, recorded on September 25, 2013. Recording of the plat dedicated the streets as public right-of-way. | |||||
Options and Alternatives: | |||||
1. Approve abandonment, and minimum bid price of $10,969. (Recommended) 2. Approve abandonment, but with different minimum bid price or direct staff to obtain an appraisal; 3. Do not approve abandonment. City Council is under no obligation to abandon and sell public right-of-way. Staff supports the action due to the existing conditions and interests of the adjacent property owner to improve the land. The fence will be moved by the property owner closer to the FUTS, however, there are similar fences adjacent to the street in the neighborhood. |
|||||
Background and History: | |||||
The property owner of 4013 S. Holland Road purchased the home prior to the construction of this segment of Holland Road. Since the construction of the street, the owner has been unhappy with the finished grade of the street and sidewalk. The street sits above his property and slopes down from the sidewalk to the rear yard. Abandonment and sale will allow the owner to move the privacy fence closer to the FUTS, regrade the slope and install new landscaping. | |||||
Key Considerations: | |||||
The basic question is whether there is still a public need for the right-of-way. The FUTS and public and private utilities have been constructed and are not located within the subject area. Staff recommends retaining vision triangles at each end where a fence over 3 feet is not permitted in order to maintain views of FUTS users as vehicles exit the proximate private driveways. | |||||
Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
Abandonment and sale of the public right-of-way will allow the land to be combined with the existing lot at 4013 S. Holland Road and be placed on the property tax rolls. | |||||
Expanded Options and Alternatives: | |||||
None. | |||||
Attachments: | Ord. 2020-29 | ||
University Terrace Unit 2 Plat | |||
Holland Drive Concept Sketc | |||
4013 S Holland Rd photo | |||
4013 S Holland Rd photo 2 | |||
Letter from owner | |||
Presentation |
8.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-30: An ordinance of the Flagstaff City Council ratifying the grant and reservation of easements; and formally accepting dedications and donations of easements and real property interests; delegating authority; and establishing an effective date. (approving receipt/transfer of easements and real property interests) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2020-30 by title only for the final time
2) City Clerk reads Ordinance No. 2020-30 by title only (if approved above) 3) Adopt Ordinance No. 2020-30 |
|||||
Executive Summary: | |||||
The City regularly receives real property interests from private property owners during the development review process. Typically, these real property interests are acquired by dedication or donation. These acquisitions may be for drainage, utilities, the urban trails system, slopes, rights-of-way, or other public purposes. The City also regularly grants or reserves utility easements across City property necessary for City projects or buildings. This ordinance, which requires City Council action, will ratify the easements and real property either received or granted by City. |
|||||
Financial Impact: | |||||
Real property is considered a fixed asset in the City. Until City Council approves an ordinance accepting the acquisitions, the real property value is not recognized in an audit so while there is not an actual financial expenditure associated with these acquisitions, there is a fixed asset value the City receives through this action. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. |
|||||
Has There Been Previous Council Decision on This: | |||||
Council has ratified other real property transactions and easements approved through the development review process. This ratification usually occurs on an annual basis. The Council adopted a similar Ordinance No. 2020-03 on January 21, 2020. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City Charter requires the acquisition and disposition of real property by ordinance. The City generally applies this principle to lesser interests as well. | |||||
Key Considerations: | |||||
The real property interests received or transferred are necessary for the provision of services as the community grows and the liability assumed is consistent with these same real property rights throughout the community. | |||||
Community Involvement: | |||||
The real property interests received or transferred are necessary for the provision of services as the community grows and the liability assumed is consistent with these same real property rights throughout the community. The Flagstaff community will benefit from the acquisition of real property interests that are used by and serve community needs |
|||||
Attachments: | Ord. 2020-30 | ||
Easements for Ratification | |||
Right of Way Ratification |
8.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||||||||||||||
Consideration and Approval of Amendment One to the Construction Manager At Risk Construction Services Agreement: for the northern portion of the Coconino Estates Improvements Phase I Project. | |||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Executive Summary: | |||||||||||||||||||||||||||
Staff recommends the approval of Amendment One to the Construction Manager at Risk (CMAR) Construction Services Agreement (Agreement) No. 2019-37, with Eagle Mountain Construction (EMC), in the amount of $3,267,356.33. The approval of this amendment will authorize the construction of the northern portion of the Coconino Estates Improvements Phase I Project (Project) and will bring the Total Contract Price for the entire Project up to $9,855,639.33 with no change to the current contract duration of 900-calendar days. Council awarded the southern portion of the Project on May 5, 2020, in the amount of $6,588,283.00, with the understanding that the northern portion would be presented for Council’s consideration in the fall as an amendment to the original Agreement. The northern portion limits include the area of Whipple Road and Navajo Drive north of Beal Road. The southern portion limits include Beal Road, Navajo Drive south of Beal Road, and Navajo Road. Please refer to the attached context and vicinity maps. Improvements on the northern portion streets generally consist of replacing existing infrastructure with new, including water and sewer mains, water and sewer services, fire hydrants, storm drains, streetlights, curb & gutter, and the entire asphalt roadway, 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 street lighting. There will not be sidewalk added to the streets in the northern portion. Construction of the southern portion began in May. Pending Council’s approval, construction of the northern portion is anticipated to begin in the summer of 2021. The originally approved 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. |
|||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||
The majority of the Coconino Estates Improvements Phase I Project is funded by the total budget appropriations of $14,514,537 (includes FY 2020-2021 budget through FY 2022-2023 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 Opportunities line item under the Transportation Tax Fund for constructing the underground electric lines and sidewalk in certain sections where they do not currently exist. | |||||||||||||||||||||||||||
Policy Impact: | |||||||||||||||||||||||||||
No impact.
|
|||||||||||||||||||||||||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||||||||||||||||||
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community
Regional Plan
Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices. Sustainable, Innovative Infrastructure Deliver outstanding services to residents through a healthy, well maintained infrastructure system. Goal T.2.
Improve transportation safety and efficiency for all modes.
|
|||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
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 the existing pavement overall condition index (scale of 100-0) being at or below 50 and the existing utilities needing repair or replacement due to consistent need for maintenance or age. The proximity of these streets made them ideal projects to combine into the Coconino Estates Improvements Phase I Project. |
|||||||||||||||||||||||||||
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 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 with limits in an established neighborhood, near multiple schools, and on a Mountain Line bus route. The CMAR process is a collaborative effort, which allows for flexibility with delivering design and construction of Projects and an open dialog between City, Design Consultant, and Contractor on critical design and construction issues to minimize impacts to the community during construction. |
|||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||
The majority of the Coconino Estates Improvements Phase I Project is funded by the total budget appropriations of $14,514,537(includes FY 2020-2021 budget through FY 2022-2023 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 Opportunities line item under the Transportation Tax Fund for constructing the underground electric lines and sidewalk in certain sections where they do not currently exist. The CMAR’s Contingency for the northern portion is $25,000.00, which is included in the GMP of $3,192,513.34. The Owner’s Contingency of $74,842.99, approximately 2.3% of the GMP, combined with the GMP equals the Contract Price of $3,267,356.33 for the northern portion. The City of Flagstaff is the Owner. The Contract Price for the southern portion was $6,588,283.00. Approval of this amendment will bring the Total Contract Price for the entire Project up to $9,855,639.33.
Owner's 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. Use and management of the Owner’s contingency is described in Section 5.3.3.
|
|||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||
Inform, Involve, Empower:
|
|||||||||||||||||||||||||||
Attachments: | Amendment 1 | ||
GMP - Coconino Estates Improvements Phase I North | |||
CMAR’s and Owner’s Contingency Justification | |||
Context Map - Coconino Estates Improvements Phase 1 | |||
Vicinity Map - Coconino Estates Improvements Phase I |
8.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Federal Lobbying Services | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
The City contracts federal lobbying services to advocate and monitor specific legislation impacting the City's interests and established priorities. Each year, the City Council adopts priorities to provide necessary direction to staff and the contracted lobbyist. In addition, the contracted lobbyist is responsible for ongoing communication throughout the year as well as seeking direction regarding important bills, amendments and project developments. Approval of this agreement will authorize a total annual fee of $96,000 for the first year with a provision for a 2.5% increase each succeeding year, plus applicable expenses billed at cost, for federal lobbying services provided by Nexxus Consulting, LLC during the initial contract term of three (3) years, with the option for two (2) one-year annual extensions upon mutual written agreement from both parties. | |||||
Financial Impact: | |||||
Funding for federal lobbying services is included in the adopted budget in General Fund, Non-departmental section in account 001-09-402-1310-1-4206 Non-departmental. | |||||
Policy Impact: | |||||
This item does not impact current policy.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Environmental Stewardship Safe & Healthy Community Inclusive & Engaged Community Sustainable, Innovative Infrastructure Robust, Resilient Economy Livable Community |
|||||
Has There Been Previous Council Decision on This: | |||||
In November of 2015, Council approved a contract with Nexxus Consulting, LLC to provide federal lobbying services for the City of Flagstaff. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City of Flagstaff’s Intergovernmental Affairs Program coordinates the City's dealings with the federal, state, and other local governments, and seeks to foster constructive linkages between the City and these entities. The program works to advocate for the Flagstaff community by fostering and maintaining relationships with individuals and entities that affect the City’s interests. The Mayor and City Council approve a federal legislative agenda on an annual basis, which defines the City’s legislative priorities and guides the work of intergovernmental staff and the contracted lobbyist. Together, the intergovernmental staff and the contracted lobbyist brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and project developments. The City's Purchasing Section conducted a Request for Proposals (RFP) solicitation for Federal Lobbying Services. Purchasing posted the solicitation on the City's PlanetBids website on June 16, 2020 and it was advertised in the Arizona Daily Sun on June 21, 2020 and June 28, 2020. On July 17, 2020, Purchasing received a total of three (3) responses. An Selection Committee comprised of seven (7) evaluators representing multiple City divisions, evaluated and scored each proposal response. Based upon the numerical scoring of the proposals, the Selection Committee determined that Nexxus Consulting, LLC was the highest scoring firm. Final score and ranking is as follows:
Some specific reasons for the selection of Nexxus Consulting’s proposal includes the firm’s decades of experience working in Flagstaff and Northern Arizona, a deep understanding of the needs of the City of Flagstaff, previous successes in securing millions of dollars in funding for City initiatives, the highly qualified nature of the project personnel and a detailed and strategic approach to lobbying for Flagstaff’s interests. |
|||||
Key Considerations: | |||||
The RFP was updated and revised in the summer of 2020 to reflect the current needs of the City as well as to accurately reflect the scope of services. The RFP allowed for the evaluation of the experience and qualifications of the firm, the project personnel assigned to the project, the presented approach, the proposed fee and meaningful knowledge of City of Flagstaff issues. The City is currently in contract with Nexxus Consulting, LLC for federal lobbying services. The outcome of the competitive solicitation process reaffirms that the City is in contract with the most advantageous firm for this important service. The City signed a contract with Nexxus Consulting, LLC on December 1, 2015 with an initial contract term of three (3) years, with the option for two (2) annual extensions upon mutual written agreement from both parties. The annual fee charged by Nexxus Consulting and paid by the City during these three years was $82,606, plus applicable expenses billed at cost. On December 1, 2018, an annual extension was signed and included a 2.5% increase, bringing the annual fee paid by the City to a total of $84,671, plus applicable expenses billed at cost. On December 1, 2019, a second annual extension was signed, with no increase. The Nexxus Proposal includes a proposed fee increase from $84,671 to $96,000 for the first year, in addition to a provision for a 2.5% increase each succeeding year. After consideration, the evaluation team felt that this proposed fee increase is reasonable given the outstanding performance of Nexxus Consulting on past contracts and a need to pay rates comparable to those paid by other similar-sized cities and counties in the state for federal lobbying services. |
|||||
Community Involvement: | |||||
Community benefits of contracted lobbying services may include additional or enhanced funding resources as well as policy actions that may enhance essential services or quality of life for Flagstaff residents, businesses, public agencies and visitors. | |||||
Attachments: | Federal Lobbying Contract |
9.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Consideration and Adoption of Resolution No. 2020-61: A Resolution amending the 2019/2020 Annual Action Plan to allocate Community Development Block Grant Program Coronavirus (CDBG-CV) funds and authorizing submission of the amended 2019/2020 Annual Action Plan to the U.S. Department of Housing and Urban Development (HUD). | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Executive Summary: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
This staff summary is for the approval of the third substantial amendment to the 2019/2020 Annual Action Plan originally submitted to HUD in August of 2019. The third substantial amendment identifies how additional CDBG-CV funds will be allocated to the Flagstaff community. CDBG-CV funds, provided by the CARES (Coronavirus Aid, Relief, and Economic Security) Act will be allocated to the City of Flagstaff for prevention of, preparation for, and response to COVID-19 and will address Flagstaff’s urgent community needs related to the Coronavirus. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Approval of Resolution 2020-XX will substantially amend the City of Flagstaff’s 2019/2020 Annual Action Plan for the 3rd time in order to incorporate additional CDBG-CV funds and funding allocations. Due to the health and safety concerns caused by the pandemic the amendment of the 2019/2020 Annual Action Plan is necessary to expedite CDBG-CV funding into the Flagstaff community. The amendment will incorporate CDBG-CV funds provided by the CARES (Coronavirus Aid, Relief, and Economic Security) Act and funding allocations as directed by Council. The second City of Flagstaff CDBG-CV allocation is $766,551.00. The cumulative amount for all allocation rounds for the City of Flagstaff is $1,126,155. For this proposed allocation, the City has waived the indirect rate of 10% and applied a flat amount (as opposed to 10%) for allocation to administration in order to maximize community benefit. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Policy Impact: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The City of Flagstaff Council's CDBG Priorities:
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
REGIONAL PLAN:
Goal NH.4. All housing is safe and sanitary.
Goal NH.5. Eliminate homelessness.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Staff received Council direction on local CDBG priorities during the January 29th, 2019 Council meeting. Those priorities are identified in Policy Impact above and Background/ History below. On April 10, 2020, Council approved the first substantial amendment to the 2019/2020 Annual Action Plan. This initial amendment permitted Flagstaff Shelter Services to provide infectious disease prevention services instead of the previously intended employment services. FSS has provided expanded shelter and services in response to the Coronavirus for the past 7 months. Staff received Council direction on the 1st round of CDBG-CV funds allocated to the City of Flagstaff on May 12, 2020. Council then approved a 2nd substantial amendment to the 2019/2020 Annual Action Plan incorporating the CDBG-CV funds and Council directed allocations to Flagstaff Shelter Services, Coconino County Health and Human Services and Catholic Charities for public service programs preparing for, responding to, and preventing COVID-19. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Background and History: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
In order to receive and incorporate CDBG-CV funding, the City must submit to HUD the required substantial amendment to the 2019-2020 Annual Action Plan. This amendment describes how CDBG-CV funds will be used. To determine the most efficient and effective use of the CDBG-CV funds, Housing Staff contacted the three local, non-profit agencies who received allocations of CDBG-CV funds for projects preventing, preparing for and responding to the Coronavirus in May 2020. These three agencies provide essential community services to vulnerable and low-moderate income community members and have successfully administered City of Flagstaff CDBG funded projects within the last 6 years. Staff discussed the urgent and critical funding needs for COVID-19 response with the directors of Flagstaff Shelter Services, Catholic Charities and Coconino County Health and Human Services. The second disbursement of CDBG-CV funds provided by the CARES Act and allocated to the City of Flagstaff by HUD equals $766,551.00. Below is a list of the agency needs discussed with Housing Staff. All agency needs are in the public service category. For CDBG-CV allocations, HUD has waived the required 15% public service cap for projects aiming to prevent, prepare for and respond to the Coronavirus.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Key Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
All four projects administered by these agencies serve community members that are homeless, seriously mentally ill, exiting the justice system or incarceration and/or positive for COVID-19, the disease caused by the Coronavirus. Non-Congregate sheltering of individuals positive for and/or at higher risk of contracting COVID-19 protects not only our most vulnerable community members but the Flagstaff community as a whole by preventing substantial spread of COVID-19 and the overburdening of our healthcare systems. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
For the third substantial amendment to the 2019/2020 Annual Action Plan, Housing Staff is recommending that the City of Flagstaff utilize a portion of the CDBG-CV funds primarily for services provided to individuals and families experiencing homelessness administered by Coconino County Health and Human Services, Flagstaff Shelter Services and Catholic Charities. The remaining funds will be brought back to City Council for allocation as part of the 2021/2022 Annual Action Plan process.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Considering overall community health as well as the health of Flagstaff’s most vulnerable community members, Housing Staff is recommending the funding of all four projects serving community members that are homeless, seriously mentally ill, exiting the justice system or incarceration and/or positive for COVID-19, the disease caused by the Coronavirus that are listed above. Non-congregate sheltering of individuals positive for and/or at higher risk of contracting COVID-19 protects City-wide public health and prevents substantial spread of COVID-19 amongst the homeless population and the entire community. The Department of Housing and Urban Development has encouraged consideration of approaches that prioritize the unique needs of low- and moderate–income persons and the development of partnerships between all levels of government and the private for-profit and nonprofit sectors. Housing Staff is recommending that Council hold $176,551 of the $766,551 disbursement in reserve for allocation alongside the City of Flagstaff CDBG 2021/2022 Annual Entitlement. Staff intends to establish priorities with newly appointed Council members in December 2020 in order to release the Notice of Available Funds to the community as soon as possible. This allows potential sub-recipients, including those that may be new to the City’s CDBG grant process, sufficient time to evaluate COVID-19 related needs and develop eligible and essential programs that aim to prevent, prepare for and respond to the Coronavirus and complete the grant application in a timely manner. The grant application will be simplified yet still allow Housing Staff and the CDBG Ranking Committee to perform a thorough Risk Assessment of all potential sub-recipients. This will also permit new potential community partners serving low-moderate income community members impacted by COVID-19, to apply specifically for CDBG-CV grant funding. The Public Service funding category cap requirement of 15% has been waived for CDBG-CV funds making the potential funding available for Public Services Projects nearly double the typical allowable amount. Given the rapidly changing community needs from the ongoing impacts of COVID-19, Housing Staff believes that waiting to allocate the remaining funds is prudent and allows the City and its partners time to assess community needs related to COVID-19, brainstorm potential long term solutions and expand Community Involvement and Public Participation by utilizing the CDBG Ranking Committee in its recommendation process and providing a lengthier public comment period. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The CARES Act adds additional flexibility for CDBG-CV funding requirements in these unprecedented times. The required public comment period is reduced to not less than 5 days and grantees may use virtual public hearings when necessary for public health reasons. Utilizing these waivers of regulations, there was a five-day (instead of a 30 day) Public Comment Period from Nov 4th – 9th, 2020. An advertisement for Public Notice was published in the Arizona Daily Sun on Nov 3rd , and the proposed DRAFT Resolution and the DRAFT 2019/2020 Amended Annual Action Plan were made available on the City of Flagstaff website starting Nov 3rd, 2020. With efforts to eliminate risk of supplanting and duplication of benefits in federal spending, all while expediting CDBG-CV dollars to the greatest need, housing staff contacted the three local, non-profit agencies who received CDBG-CV funds for projects preventing, preparing for and responding to the Coronavirus. These three agencies provide essential community services to vulnerable and low-moderate income community members and have successfully administered City of Flagstaff CDBG funded projects within the last 6 years. Staff discussed the urgent and critical funding needs for COVID-19 response with the directors of Flagstaff Shelter Services, Catholic Charities and Coconino County Health and Human Services. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Attachments: | Res. 2020-61 | ||
Ex. A Third Amended AAP | |||
Con Plan Executive Summary | |||
Nov 10 Presentation |
9.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-31: An ordinance amending Flagstaff City Code, Chapter 1-18, Administrative Departments, to establish the Engineering and Capital Improvements Division in City Code. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the November 17, 2020 Council Meeting:
1) Read Ordinance No. 2020-31 by title only for the first time 2) City Clerk reads Ordinance No. 2020-31 by title only (if approved above) At the December 1, 2020 Council Meeting: 3) Read Ordinance No. 2020-31 by title only for the final time 4) City Clerk reads Ordinance No. 2020-31 by title only (if approved above) 5) Adopt Ordinance No. 2020-31 |
|||||
Executive Summary: | |||||
In accordance with City Charter Article IV Section 1(a), the Council, by ordinance not inconsistent with the City Charter, shall provide for the organization, conduct, and operation of the several offices and departments of the City as established by the Charter, for the creation of additional departments, divisions, offices, and agencies, and for their consolidation, alteration, or abolition. The City Manager's office has evaluated the organizational structure and has determined there is great benefit to having Engineering and Capital Improvements be a separate division and part of the City's Leadership Team. This would move Engineering and Capital Improvements from being a Community Development section to a division reporting to the City Manager. In addition to the creation of this division, City staff wanted to make City Council aware of another restructure taking place effective January 2021. This is the movement of the Open Space Program from the Sustainability Section to the Parks and Recreation Section in Public Works. In January 2020, Sustainability was reclassified from a Program to a Section and became a direct report to the City Manager. In an effort to focus Sustainability staff's actions towards solutions to address the Climate Emergency, City management decided to transition the Open Space Program back to Parks and Recreation. The Open Space Program aligns well with Parks and Recreation programs and creates greater potential of shared resources. |
|||||
Financial Impact: | |||||
There is a budgetary impact when reclassifying the current City Engineer from a Section Head to a Division Director. This will be discussed with the Budget Team and the intention is to place a hold on this reclassification like all other compensation changes in alignment with the significant stage of the recession plan. There are no financial impacts related to the movement of the Open Space Program from Sustainability to Parks and Recreation. |
|||||
Policy Impact: | |||||
This reorganization will impact the structure section of the Employee Advisory Committee policy 1-10-070 in the Employee Handbook of Regulations. If this ordinance is approved, the Employee Advisory Committee policy changes will be brought to City Council for consideration. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives High Performing Governance: Enhance the organization's fiscal stability and increase efficiency and effectiveness |
|||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Attachments: | Ord. 2020-31 |
9.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2020-32: An ordinance of the City Council of the City of Flagstaff, changing the name of Agassiz Street to ____; providing for severability, authority for clerical corrections, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
At the November 17, 2020 Council Meeting:
1) Read Ordinance No. 2020-32 by title only for the first time 2) City Clerk reads Ordinance No. 2020-32 by title only (if approved above) At the December 1, 2020 Council Meeting: 3) Read Ordinance No. 2020-32 by title only for the final time 4) City Clerk reads Ordinance No. 2020-32 by title only (if approved above) 5) Adopt Ordinance No. 2020-32 |
|||||
Executive Summary: | |||||
Louis Agassiz was a Harvard zoology professor who conducted studies to try to scientifically prove a theory of racial superiority of certain groups. Following Council direction to rename Agassiz street, staff has engaged the public in creating and ranking a list of potential new street names for Agassiz street. Staff is seeking Council direction in selecting a new street name and moving forward with the renaming process. Please note that an updated presentation will be provided for the final agenda. | |||||
Financial Impact: | |||||
To be added. | |||||
Policy Impact: | |||||
This item does not impact current policy. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
|
|||||
Has There Been Previous Council Decision on This: | |||||
|
|||||
Background and History: | |||||
Louis Agassiz conducted studies to scientifically prove the theory of polygenism, a belief that “races” of people could be ranked by levels of development, with white Europeans being at the top level of development and African people being at the bottom. Polygenism was used by proponents of slavery to justify enslaving people who they sought to prove were genetically inferior. During the June 16, 2020 Council meeting, the Flagstaff City Council directed staff to begin the process of renaming Agassiz street. Staff began by hosting four virtual town hall meetings from August to September of 2020 to gather a list of new street name suggestions from the public. A list of 56 name suggestions and their accompanying rationales was then vetted by City of Flagstaff GIS section, Coconino County, Emergency Services and the Postal Office to ensure that they could be used safety as a street name. Eighteen name suggestions remained after this vetting process, with the most common reason for a name suggestion to be excluded being that there was already an existing street within the City or County limits that was very similar. After the list of name suggestions was finalized, City staff ran a survey on Community Forum from October 19 – November 3, 2020 in which the public voted on their first choice out of the list of 18 name suggestions. An overview of the votes received for each name suggestion will be included in the final agenda packet. |
|||||
Attachments: | Draft Presentation | ||
Ord. 2020-32 | |||
Draft_Listing of Name Suggestions |
11.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Salas to place on a future agenda a discussion about a policy of a moratorium on any new or increased fees until after the global pandemic is over as set forth by CDC. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
|
|||||
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 Salas 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: |