WORK SESSION 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 work session, 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. | 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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3. | ROLL CALL
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4. | Public Participation Public Participation enables the public to address the council about items that are not on the prepared agenda. Public Participation appears on the agenda twice, at the beginning and at the end of the work session. You may speak at one or the other, but not both. Anyone wishing to comment at the meeting is asked to fill out a speaker card and submit it to the recording clerk. When the item comes up on the agenda, your name will be called. 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 to have 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. | Review of Draft Agenda for the February 2, 2021 City Council Meeting
Citizens wishing to speak on agenda items not specifically called out by the City Council may submit a speaker card for their items of interest to the recording clerk.
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6. | Commission on Diversity Awareness Survey Presentation | ||||||||
7. | Community Development Division Introduction | ||||||||
8. | Update to the Comprehensive and Neighborhood Planning and Zoning and Subdivision Code Work Programs | ||||||||
9. | Fiscal Year 2021/2022 Budget Orientation for the Engineering & Capital Improvements Division and Active Capital Projects presentation featuring the Rio de Flag Flood Control Project | ||||||||
10. | Public Participation | ||||||||
11. | Informational Items To/From Mayor, Council, and City Manager; future agenda item requests |
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12. | Adjournment | ||||||||
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6.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Commission on Diversity Awareness Survey Presentation | |||||
STAFF RECOMMENDED ACTION: | |||||
Presentation and discussion on the findings from the "Survey on Climate for Diversity in Flagstaff Arizona" from the Commission of Diversity Awareness by Commission members Dr. Jean Toner and Ms. DeAnn Wegwert. | |||||
EXECUTIVE SUMMARY: | |||||
The Commission on Diversity Awareness gave an update on their work program to Mayor and Council at the September 22, 2020 Combined Special Meeting/Work Session and a further presentation on the findings of the "Survey on Climate for Diversity in Flagstaff Arizona" conducted by the Commission was requested. | |||||
INFORMATION: | |||||
Council Goal: Community Outreach: Enhance public transparency and accessibility. | |||||
Attachments: | Presentation | ||
Survey Results - Written Report | |||
Survey Questions | |||
Appendix A | |||
Appendix B |
7.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Community Development Division Introduction | |||||
DESIRED OUTCOME: | |||||
The presentation is provided for information purposes only.
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EXECUTIVE SUMMARY: | |||||
The Community Development Division includes the Housing section, Planning & Development Services section, and the Real Estate program. The Division has 64 approved full-time equivalent positions and a total approved 2020-2021 budget of $16,162,642. Programs within the division include Community Development Administration, Real Estate, Current Planning, Comprehensive & Neighborhood Planning, Building Safety, Code Compliance, Code Administration, Housing programs, and the Housing Authority. Community Development also staffs a number of Boards and Commissions including the Planning & Zoning Commission, Heritage Preservation Commission, Board of Adjustments, Board of Appeals, Housing Commission and the Housing Authority Board. | |||||
INFORMATION: | |||||
Community Development staff will make a presentation introducing the division programs and personnel. Monthly development reports can be found here: https://www.flagstaff.az.gov/3474/Development-Status-Reports Monthly permit activity reports can be found here: https://www.flagstaff.az.gov/516/Monthly-Construction-Permit-Statistics Development Approvals can be found here: https://www.flagstaff.az.gov/3374/Development-Approvals Information on the Flagstaff Housing Authority can be found here: https://www.flagstaff.az.gov/2342/Housing-Authority Information on the Flagstaff Housing Section programs can be found here: https://www.flagstaff.az.gov/4372/Housing-Section |
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Attachments: | Presentation |
8.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Update to the Comprehensive and Neighborhood Planning and Zoning and Subdivision Code Work Programs | |||||
STAFF RECOMMENDED ACTION: | |||||
Discuss and provide direction to staff on the Comprehensive and Neighborhood Planning and Zoning Code and Subdivision Code recommended work programs and allow for public comments. | |||||
EXECUTIVE SUMMARY: | |||||
For the last several years, the Planning and Development Services staff has provided an update to the City Council on its work programs for the Comprehensive and Neighborhood Planning staff and Zoning Code Manager. The recommended (2021-2022) work programs pertain to the Flagstaff Regional Plan 2030 (Regional Plan), Specific Plans, related strategic planning documents, and the Zoning and Subdivision Codes (Development Codes). The policies and requirements of these documents are typically treated as “living” provisions; and, it is a generally accepted practice to regularly evaluate and update them to maintain contemporary provisions that address the community’s input and expectations, development trends, legal decisions, and state and federal requirements. Furthermore, planning related initiatives, such as the 2020 Census, Climate Action & Adaption Plan, and the Arizona Department of Transportation’s (ADOT) Milton Road Corridor Master Plan have the potential to significantly affect city-wide policies, resource decisions, and Development Code requirements. Therefore, it is essential to accommodate the planning-related initiatives into the Comprehensive and Neighborhood Planning Work Program and Zoning and Subdivision Code Work Program (Attachments 2 and 3). The recommended work programs are intended to address priorities to update and incorporate new plan components to the Regional Plan, related Specific Plans and strategic planning documents, Development Codes, and planning-related initiatives. The work program of the Comprehensive and Neighborhood Planning staff and Zoning Code Manager are closely related, and the amount of work completed by the Comprehensive and Neighborhood Planning staff in any given year typically causes an increase in the Zoning Code Manager‘s work plan for the following year. A good example of the work program correlation between the Comprehensive and Neighborhood Planning staff and Zoning Code Manager is Comprehensive and Neighborhood Planning‘s completion of the High Occupancy Housing Specific Plan, and the La Plaza Vieja Neighborhood and Southside Specific Plans. These plans have been ‘transferred’ into the implementation phase and have impacted the Zoning Code Manager‘s work program. |
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INFORMATION: | |||||
I. City Council Questions:
The Comprehensive and Neighborhood Planning Program is supported by three Full-Time Employees (FTE); they are primarily responsible for updating, revising, and assisting in implementing the Regional Plan, related Specific Plans, and strategic planning documents. Even though the Comprehensive and Neighborhood Planning staff typically leads these efforts, they may be led by other City and County programs. The Comprehensive and Neighborhood Planning program also houses Flagstaff’s Heritage Preservation program and carries out the City’s responsibilities as a Certified Local Government. As a Certified Local Government, Flagstaff receives access to funding, technical assistance, the ability to take part in consultation on federal projects in our jurisdiction, and other preservation successes under the guidance of the National Park Service and the State Historic Preservation Office. It should be noted that Mark Reavis, Flagstaff’s Heritage Preservation Officer/Neighborhood Planner, is a National Council of Architectural Registration Boards (NCARB) certified architect, and he has extensive historic preservation experience. Currently, Mark is in the process of getting his reciprocal license in Arizona. Lastly, the Comprehensive and Neighborhood Planning Manager is the local government representative for the US Census Bureau, and, as such, is responsible for organizing data responses to the Bureau and providing support to the 2020 Census efforts. It should be noted that when other City divisions or governmental agencies have work programs that may impact or influence the City’s long-range planning efforts, Comprehensive and Neighborhood Planning staff provides assistance and analysis to ensure that the work program products correlate and further implement the Regional Plan, Specific Plans, and related strategic planning documents. Also, Comprehensive and Neighborhood Planning staff has extensive expertise in public participation and is regularly requested to assist and provide guidance to other project managers that are overseeing complex and challenging public participation efforts. What is the Regional Plan? The Regional Plan is the broadest planning policy document in the policy hierarchy for the city; and, it is the only city policy that is ratified by the voters directly (Please review Attachment 1, Comprehensive Planning and Neighborhood Program – What We Do for graphic?). As a requirement of the Arizona Revised Statutes (ARS) and the Flagstaff City Charter, the Regional Plan serves as the City's general plan/comprehensive plan. Also, it serves as a Coconino County area plan for the county's areas that are adjacent to the city. Chapter III of the Regional Plan states that the plan is to be “…used for decision making so that Flagstaff city government is accountable for publicly derived policy outcomes and goals….” Furthermore, the Regional Plan and related specific plans are “…not static documents; they recognize that growth is a dynamic process…” and community expectations and conditions “…may require revisions to the plan as circumstances or changes warrant.” Examples of such amendments, modifications, and new plans that the City Council has directed staff to create and/or amend include: La Plaza Vieja Neighborhood Specific Plan; High Occupancy Housing Specific Plan; Southside Community Specific Plan; and related Regional Plan amendments. These documents and amendments provide more specific direction on the methods to implement the Regional Plan's goals and policies. The Regional Plan was ratified by the Flagstaff voters in 2014. Since its ratification, the Comprehensive and Neighborhood Planning staff has processed eleven amendments to the plan. A list of these amendments is available in Chapter XVI of the Regional Plan. Over the past several years, the Comprehensive and Neighborhood Planning program has recommended pursuing additional amendments to keep the Regional Plan up to date. The outstanding amendments primarily pertain to community character, Great Streets, and miscellaneous edits to text and maps that provide clarification. Based on the need to prioritize other work with limited resources, the Comprehensive and Neighborhood Planning Program recommends folding these potential amendments into the 2022-2024 Regional Plan update. Comprehensive and Neighborhood Planning Work Program and Additional Responsibilities Staff’s recommended Comprehensive and Neighborhood Planning Work Program is included as Attachment 2. The Comprehensive and Neighborhood Planning Work Program lists and describes the projects that are anticipated over the next five years. The list and order of projects in the Comprehensive and Neighborhood Planning Work Program is the focus of the work session discussion. Staff is seeking City Council’s direction on the recommended priorities. In addition to the Comprehensive and Neighborhood Planning Work Program, there are also tasks and work assignments that are ongoing, recurring, or by request of other City divisions and partner agencies that fall within the Comprehensive and Neighborhood Planning’s responsibilities. Since staff time is the primary resource of the Comprehensive and Neighborhood Planning program, the intensity and complexity of the tasks below influences the ability to complete projects listed in the Comprehensive and Neighborhood Planning Work Program that City Council has provided direction. The ongoing tasks and work assignments include:
The Zoning and Subdivision Code Program is supported by the Zoning Code Manager (1 FTE). The Zoning Code Manager is primarily responsible for administering and interpreting the Development Codes. In addition, the Zoning Code Manager is responsible for coordinating and overseeing revisions to the Development Codes to implement the Regional Plan, Specific Plans, and other City Council adopted policy documents. Furthermore, the Zoning Code Manager is responsible for coordinating and reviewing private applications to amend the Development Codes. When other City divisions have work programs that may impact or influence the City’s Development Codes, the Zoning Code Manager provides assistance and analysis to ensure that the work program products correlate with the codes. Also, the Zoning Code Manager coordinates and assists staff of other divisions to update the Development Codes, guidelines, specifications, and other City Codes to ensure the modifications implement the Regional Plan, Specific Plans, and other City Council adopted policies. Examples of such work programs include the updates to Heritage Preservation design guidelines and code, engineering specifications and requirements, and implementation tasks related to the Climate Action and Adaption Plan. What is the Zoning and Subdivision Codes? The Zoning Code is one of the primary City Code provisions that assists in the effective implementation of the City’s Flagstaff Regional Plan 2030. Through its regulations, the Zoning Code implements the goals, policies, and objectives of the Regional Plan related to land development. The Subdivision Code regulates the division and assemblage of land and air space (condominiums). This code is implemented in conjunction with the City’s zoning code, engineering code, fire code, etc. In addition to land use and development, the subdivision and related City Code requirements ensure adequate infrastructure and municipal service needs are provided. Zoning and Subdivision Code Work Program and Additional Responsibilities Staff’s recommended Zoning ans Subdivision Code Work Program is included as Attachment 3. The Zoning ans Subdivision Code Work Program lists and describes staff’s recommended project priorities that are anticipated to be completed over the next three years, and beyond. The Zoning ans Subdivision Code Work Program project list, and the order of priority, is the focus of the work session discussion. Staff is seeking the City Council’s direction pertaining to the project list and order of priority. In addition to the Zoning ans Subdivision Code Work Program, the Zoning Code Manager has work assignments that are ongoing, recurring, or by request from other City divisions and partner agencies that fall within the Zoning and Subdivision Code Program responsibilities. Since staff time is the Zoning ans Subdivision Code Work Program's primary resource, the intensity and complexity of the tasks below influences the Zoning Code Manager’s ability to complete projects listed in the ZSC Work Program projects promptly. The Zoning Code Manager’s responsibilities include:
Financial resources to complete the recommended Comprehensive and Neighborhood Planning and ZSC Work Programs are necessary and funding to support City Council priorities will be requested as part of the 2021-2022 budget. It should also be noted that the Comprehensive and Neighborhood Planning staff and Zoning Code Manager routinely rely on staff from the City Attorney’s Office, Current Planning, Development Engineering, Housing, Information Technology, Stormwater Engineering, Parks and Recreation, and Public Affairs to complete their work programs. Comprehensive Planning: www.flagstaff.az.gov/comprehensiveplanning Flagstaff Community Forum: www.flagstaff.az.gov/fcf Heritage Preservation: www.flagstaff.az.gov/901/Heritage-Preservation |
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Attachments: | Zoning Code Program 2021 | ||
Comp Planning Program 2021 | |||
1. Comprehensive Planning Program – What we do | |||
Staff Presentation |
9.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Fiscal Year 2021/2022 Budget Orientation for the Engineering & Capital Improvements Division and Active Capital Projects presentation featuring the Rio de Flag Flood Control Project | |||||
STAFF RECOMMENDED ACTION: | |||||
This item is for discussion only (see attached presentation). | |||||
EXECUTIVE SUMMARY: | |||||
This item is intended to help orient Council to the recently reorganized Engineering & Capital Improvements Division. This Division used to be a Section within Community Development and its workgroups remain unchanged including Transportation Engineering, Development Engineering, Inspection & Testing, and Capital Improvements. | |||||
INFORMATION: | |||||
The Engineering & Capital Improvements Division presentation will provide information including:
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Attachments: | Presentation |