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
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1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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2. | ROLL CALL
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3. | PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
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4. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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5. | PROCLAMATIONS AND RECOGNITIONS | ||||||||
6. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.
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A. | Consideration and Approval of a Cooperative Purchase Contract: To purchase one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc through a cooperative purchase contract with the City of Tucson Procurement Department #161534-01 in the amount of $193,085.00 plus sales tax $17,185.00 for a total of $210,270.00. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the equipment purchase for one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc in the amount of $193,085.00, plus applicable taxes, for a total of $210,270.00 through cooperative purchase contract #161534. Authorize the City Manager to execute the necessary documents.
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B. | Consideration and Approval of Cooperative Contract: Purchase of new self-contained breathing equipment from Municipal Emergency Services, Inc. with the Assistance to Firefighters grant funds along with other City funding in the total amount of $680,981.73. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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7. | ROUTINE ITEMS | |||||
A. | Consideration and Approval of the Construction Contract: with Mountain High Excavating, LLC for the West Flag Improvements - David & Hutcheson Project in the amount of $2,573,961.01. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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B. | Consideration and Approval of the Construction Contract: with Mountain High Excavating, LLC for the West Flag Improvements - Canyon Terrace Project in the amount of $1,030,031.00. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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C. | Consideration and Approval of Preliminary Plat: Request from TLC PC Golf, LLC, for Preliminary Plat approval for Club Cabin Condominiums 2 at the Estates at Pine Canyon Unit 1—a three-unit residential condominium subdivision on 10.88 acres at 3000 S. Clubhouse Circle. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Staff recommends, based on the required findings and the Planning and Zoning Commission recommendation of approval on February 10, 2021 (6-0 vote), that the City Council approve the Preliminary Plat.
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D. | Consideration and Adoption of Ordinance No. 2021-02: An ordinance of the Flagstaff City Council amending the Employee Handbook of Regulations, as established by Flagstaff City Code, Chapter 1-14, Personnel System, Section 1-14-001-0001, Personnel System Adopted. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Ordinance No. 2021-02 by title only for the final time
2) City Clerk reads Ordinance No. 2021-02 by title only (if approved above) 3) Adopt Ordinance No. 2021-02 |
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E. | Consideration of Audited Financial Reports: Year ending June 30, 2020 | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the FY 2019-2020 Comprehensive Annual Financial Report and the FY 2019-2020 Single Audit Report
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F. | State and Federal Legislative Updates | |||||
8. | PUBLIC HEARING ITEMS | |||||
A. | Consideration and Adoption of Ordinance No. 2021-04: An ordinance of the City Council of the City of Flagstaff amending the Flagstaff Zoning Map to rezone approximately .82 acres of real property generally located at 922 E Route 66 by adding a Landmarks Overlay District designation to the historic sign only, within an existing Highway Commercial District zoning classification | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the March 2, 2021 Council Meeting:
1) Read Ordinance No. 2021-04 by title only for the first time 2) City Clerk reads Ordinance No. 2021-04 by title only (if approved above) At the March 16, 2021 Council Meeting: 3) Read Ordinance No. 2021-04 by title only for the final time 4) City Clerk reads Ordinance No. 2021-04 by title only (if approved above) 5) Adopt Ordinance No. 2021-04 |
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9. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Resolution No. 2021-09: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the Coconino County Community College District and the City of Flagstaff to share fire training and education resources. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-09 by title only
2) City Clerk reads Resolution No. 2021-09 by title only (if approved above) 3) Adopt Resolution No. 2021-09 |
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B. | Consideration and Adoption of Resolution No. 2021-10: A resolution of the Flagstaff City Council, approving Amendment No. 1 to an Intergovernmental Agreement, #19-0007325 and Resolution 2019-51 (IGA) between the State of Arizona, Department of Transportation (ADOT), and the City of Flagstaff (City) to include the replacement of Portland Cement Concrete Pavement (PCCP) within ADOT’s Bridge Replacement Project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-10 by title only
2) City Clerk reads Resolution No. 2021-10 by title only (if approved above) 3) Adopt Resolution No. 2021-10 |
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C. | Consideration and Adoption of Ordinance No. 2021-03: An ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Title 6, Police Regulations, by adopting a new Chapter 6-10, Regulation of Recreational Marijuana. | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the March 2, 2021 Council Meeting:
1) Read Ordinance No. 2021-03 by title only for the first time 2) City Clerk reads Ordinance No. 2021-03 by title only (if approved above) At the March 16, 2021 Council Meeting: 3) Read Ordinance No. 2021-03 by title only for the final time 4) City Clerk reads Ordinance No. 2021-03 by title only (if approved above) 5) Adopt Ordinance No. 2021-03 |
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10. | COUNCIL LIAISON REPORTS
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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. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Salas to place on a future agenda a discussion to consider a Code of Conduct and Ethics Standards to govern Mayor and Council. | |||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Shimoni to place on a future agenda a discussion regarding an increase in Mayor and Council compensation | |||||
C. | Future Agenda Item Request (F.A.I.R.): A request by Mayor Deasy to place on a future agenda a discussion to consider legislation that makes it illegal to fabricate a 911 report based on someone’s race, ethnicity, religious affiliation, gender or sexual orientation | |||||
12. | CITY MANAGER REPORT | |||||
13. | COVID-19 UPDATES | |||||
14. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
15. | ADJOURNMENT | |||||
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6.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of a Cooperative Purchase Contract: To purchase one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc through a cooperative purchase contract with the City of Tucson Procurement Department #161534-01 in the amount of $193,085.00 plus sales tax $17,185.00 for a total of $210,270.00. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the equipment purchase for one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc in the amount of $193,085.00, plus applicable taxes, for a total of $210,270.00 through cooperative purchase contract #161534. Authorize the City Manager to execute the necessary documents.
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Executive Summary: | |||||
Public Works - Streets Section is responsible for the ongoing maintenance of our local transportation network. One of our responsibilities is to maintain asphalt road surfaces for a satisfactory travel condition. At times, road sections will need repair as a result of deteriorating conditions and weather impacts. The Asphalt Paver is a piece of equipment used in the re-paving process and is essential in repairing the road surface. | |||||
Financial Impact: | |||||
This equipment purchase was approved in the 2020-2021 budget and is funded with Highway User Revenue Funds (HURF) Acct# 040-060-161-0614-6-4402 for a budgeted amount of $220,000.00. | |||||
Policy Impact: | |||||
Public Works - Streets Section is responsible for daily activities and the timely response to all concerns as they relate to our transportation infrastructure. Response to events is critical to maintain the safest travel possible on city streets. Our asphalt crew and good quality equipment are essential in the timely repair or road damage. This unit is being considered as a replacement of an existing laydown paver which has met milestone requirements for replacement. This action has been recommended and approved by the Fleet Management Committee and was included in the 2020-2021 budget. Our community desires a strong relationship to our transportation infrastructure and its maintenance expectations. This piece of equipment will enable the Streets operations to provide necessary repairs in a timely fashion with cost savings to the taxpayer by maintaining our roads prior to catastrophic failures.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system.
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
1. Approve this Cooperative Purchasing Contract with Caterpillar, Inc through the Cooperative Purchase Contract No. 161534. 2. Forego the purchase of a new Asphalt Compactor which would require the City to continue to utilize existing equipment and best practices. Rental equipment was investigated and is not available with this equipment request. 3. Contract all small and medium paving project work. Our local contractor availability is limited and is currently utilized to complete our large and very large overlay projects each season. The work program scaled for the requested equipment is suited for utility patching, skim patch and small or medium sized areas that are not programmed into the summer overlay program. The timely response and ability to self-perform sections is essential for impromptu repairs or smaller sections in which mobilization costs would be higher. |
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Background and History: | |||||
The City of Flagstaff Streets team self performs many road way repairs when found to be reasonable in scope or in emergency response. Proper roadway compaction is essential in delivering a quality repair. The Public Works division worked with the Procurement section to find the best value for the asphalt paver needed for the Streets section. By utilizing a City of Tucson contract with Empire Southwest, LLC, we were able to get a reasonable price for the intended purchase in a cooperative contract. |
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Key Considerations: | |||||
Throughout the winter season Streets responds to thousands of pothole reports. Freeze thaw cycles, rains and traffic all contribute to the degradation of our transportation infrastructure. These typical winter effects are a significant source of citizen concerns. We respond with a winter patch product but follow up is required to prolong road life as best as possible. The citizen involvement is vocal and consistent in the desire to repair these areas as quickly as possible. Quality repairs and timely patching reduces the damage to road infrastructure and possible damage to personal property and the traveling public. | |||||
Community Benefits and Considerations: | |||||
This equipment purchase was approved in the FY20 budget and is funded with Highway User Revenue Funds (HURF) Acct# 040-060-161-0614-6-4401 for a budgeted amount of $280,000.00. The existing unit a 1998 Leeboy Paver S3-069 to be replaced will be returned to Fleet Services for final status, it is likely that this unit will be sold at auction. | |||||
Community Involvement: | |||||
The recent efforts of the Road Repair Street Safety program have advanced major overlay projects and it will be imperative that we maintain the investment as best as possible. The policy implication is that this purchase and equipment supports the mission to provide a high level of asphalt maintenance protecting our community’s infrastructure investment. Procurement of this piece of equipment is with a local vendor using a cooperative purchasing agreement. In addition to the best pricing, we also have a good service relationship with local maintenance professionals that will respond quickly if issues should occur with this equipment. | |||||
Expanded Options and Alternatives: | |||||
Throughout the winter season, the City of Flagstaff Streets team responds to and is proactive in the many pothole reports we receive from throughout the City. Daily freeze-thaw cycles, heavy rains, and heavy traffic patterns all contribute to the degradation of our transportation infrastructure, with the effects of winter being a significant source of citizen concern. Permanent repairs made by the asphalt crew and paver result in a good repair and will protect the roadway from further damage. Larger sections and utility repairs can also be accomplished with the paver equipment. | |||||
Attachments: | Paver Information | ||
COF Cooperative Contract | |||
Exhibit A - Quote | |||
Exhibit B - City of Tucson Contract | |||
Exhibit B - COT contract renewal |
6.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Cooperative Contract: Purchase of new self-contained breathing equipment from Municipal Emergency Services, Inc. with the Assistance to Firefighters grant funds along with other City funding in the total amount of $680,981.73. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The purchase of Fire Department's current SCBAs equipment was bond-funded in 2006 and are 15 years old. The SCBAs are in dire need of replacement. The Fire Department is constantly paying for repairs and breakdowns of this equipment and their life expectancy and service opportunities have been surpassed. An Assistance to Firefighters Grant program application was submitted and an award was received for a large portion of the cost of replacement for this equipment. The Budget Team agreed to supplement the additional funding with other city monies to allow for a full replacement of all needed equipment. | |||||
Financial Impact: | |||||
The Assistance to Firefighters Grant award is in the amount of $469,090.91. There is a 10% required city match in the amount of $46,909.09. Additionally, there was an $164,981.73 cost for the purchase covered by other City funds. This grant is budgeted in the General Fund, Fire Grant Section for $735,000 (account number 001-03-052-6152-2-4354). The Budget Team approved up to $175,000 in additional one-time funds to purchase the remaining unfunded equipment needs not covered by the grant using personnel benefit savings. | |||||
Policy Impact: | |||||
No Policy Impacts
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
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Has There Been Previous Council Decision on This: | |||||
Yes, the Flagstaff City Council approved and accepted the Assistance to Firefighters grant award on September 15, 2020. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The Fire Department uses SCBAs as a part of the personal protective equipment (PPE) for Firefighting and HAZMAT incidents to enter areas where the atmosphere is threatening to life and health to those being exposed. There are many reasons for this to happen, but the most common is a structure fire. These devices protect fire personnel by providing breathing air while in these areas. The current equipment was purchased in 2006 and are near their end of life cycle. By approving the cooperative purchase contract, the new SCBAs can be purchased and placed in service in a relatively short amount of time. The approval of these funds are specifically for items that protect the health and safety of firefighters. Procurement on this purchase was conducted through the use of a cooperative purchasing contract from Sourcewell (#032620 ) with Municipal Emergency Services Inc. Use of this cooperative purchasing contract allows the Fire Department to obtain formally solicited competitive pricing for the SCBA equipment. |
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Key Considerations: | |||||
The Fire Department has been considering a capital replacement of the SCBAs for several years with the cost hovering around $750,000-1,000,000. Without replacement, the current equipment would no longer be serviceable because it is out of the safe life use. The grant award paid a substantial amount of the cost of the SCBAs, but it is necessary to supplement the purchase with additional funds in order to replace enough equipment to make sure that firefighters are able to safely operate together on working incidents. Due to some of the COVID-19 strains felt by the distributors, the Fire Department is getting excellent pricing and are able to replace all the critical safety equipment and the majority of our ancillary equipment with less dollars. | |||||
Community Benefits and Considerations: | |||||
The cooperative purchase contract would provide 68 SCBAs and 10 Rapid entry packs used to rescue firefighters in dangerous situations. The City portion is $46,909.09 and Federal portion is $469,090.91 and an additional $164,981.73. These costs were approved by the Budget Team to replace all the necessary masks, regulators and other equipment needed to equip all line personnel (84) plus spares for replacement. The Fire Department was also able to add several other pieces of equipment to update our Hazardous Materials teams to the new equipment as well. Piecemealing different safety equipment that is not interchangeable is a true safety issue, and these funds keep that from occurring. | |||||
Community Involvement: | |||||
The benefit to the community is their firefighters have the best and latest protective equipment to provide the highest level of service to them while protecting the firefighters' health a safety. Brings the City's firefighters up to the Greater Flagstaff Regional Standards for SCBAs and PPE. |
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Expanded Options and Alternatives: | |||||
None | |||||
Attachments: | Pictures of items | ||
Co-Op Contract | |||
Exhibit B |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||||
Consideration and Approval of the Construction Contract: with Mountain High Excavating, LLC for the West Flag Improvements - David & Hutcheson Project in the amount of $2,573,961.01. | |||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||
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Executive Summary: | |||||||||||||
Staff recommends the approval and award of the Construction Contract with Mountain High Excavating, LLC. in the amount of $2,573,961.01, which will authorize the construction of the West Flag Improvements - David & Hutcheson Project (the Project) in accordance with the approved public improvement plans prepared by Peak Engineering, Inc. The Project can be generally described as a utility and roadway improvements Project on E. David Drive from N. William Road to E. Hutcheson Drive and on E. Hutcheson Drive from E. Fine Avenue to E. David Drive. Please refer to the attached context and vicinity maps. The improvements consist of replacing approximately 2,800 LF of water main, 40 water services, 5 fire hydrants, 1,100 LF of sewer main, 40 sewer services, 5 manholes, 9,600 SY of roadway pavement, 6,600 SF of sidewalk, 2,900 LF of curb and gutter, select edge improvements, and other associated work. Pending Councils approval, construction is anticipated to begin in April 2021 and is anticipated to be complete in November 2021. | |||||||||||||
Financial Impact: | |||||||||||||
The Project will be funded by the total budget appropriations of $5,024,822 (includes FY 2020-2021 budget through FY 2021-2022 proposed), in Account Number 046-05-116-3346-6, from the West Flag budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlays. | |||||||||||||
Policy Impact: | |||||||||||||
No impact.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||||
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community
Ensure the built environment is safe through 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. Regional Plan
Goal T.2.
Improve transportation safety and efficiency for all modes. |
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Has There Been Previous Council Decision on This: | |||||||||||||
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Options and Alternatives: | |||||||||||||
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Background and History: | |||||||||||||
On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In the 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. These sections of David Drive and Hutcheson Drive qualified to receive pavement and utility improvements due to their existing pavement overall condition index (scale of 100-0) being at or below 50 and their existing utilities needing repair or replacement due to age, material, size, and or repeated maintenance. The Project originally included Canyon Terrace Drive and was bid as one large project in the spring of 2020 but was pulled at the end of the bidding process given the economic uncertainties and the effects the COVID-19 Pandemic would have on the revenues funding the Project. It was decided to split the larger project into two separate projects consisting of David & Hutcheson and Canyon Terrace and re-advertise in the winter of FY20/21. On December 17, 2020, the City of Flagstaff’s Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBid’s website and advertised the IFB in the Arizona Daily Sun on December 20 and 27, 2020. There were five (5) bids received and opened electronically on January 22, 2021. A summary of the bids received is identified in the Key Considerations section below. Mountain High Excavation, LLC. was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||||||
The five (5) bids received for the Project are as follows:
The Engineer’s Estimate (without the Contract Allowance) was $2,882,264.50. After bidding process, the Contract Allowance is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and may be included in the Contract Amount per the City of Flagstaff’s Procurement Code Manual. The $122,000.00 Contract Allowance is approximately 5% (rounded down to the nearest $1,000) of the low bid amount, which does not include a Contract Allowance. The Contract Allowance is used only at the City’s discretion as outlined in the City of Flagstaff’s Procurement Code Manual. Administrative Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the Contract Amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the Contract Amount up to an established dollar amount (10% of the Contract Amount, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted. |
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Community Benefits and Considerations: | |||||||||||||
The Project will be funded by the total budget appropriations of $5,024,822 (includes FY 2020-2021 budget through FY 2021-2022 proposed), in Account Number 046-05-116-3346-6, from the West Flag budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlays. | |||||||||||||
Community Involvement: | |||||||||||||
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Expanded Options and Alternatives: | |||||||||||||
Inform, Involve, Empower:
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Attachments: | Contract | ||
Contract Supplementary Justification Form – David & Hutcheson | |||
Context Map – West Flag Improvements – David & Hutcheson | |||
Vicinity Map – West Flag Improvements – David & Hutcheson | |||
Exhibit A - Contract | |||
Exhibit B - Contract | |||
Presentation |
7.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||
Consideration and Approval of the Construction Contract: with Mountain High Excavating, LLC for the West Flag Improvements - Canyon Terrace Project in the amount of $1,030,031.00. | |||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||
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Executive Summary: | |||||||||||
Staff recommends the approval and award of the Construction Contract with Mountain High Excavating, LLC. in the amount of $1,030,031.00, which will authorize the construction of the West Flag Improvements - Canyon Terrace Project (the Project) in accordance with the approved public improvement plans prepared by Peak Engineering, Inc. The Project can be generally described as a utility and roadway improvements Project on N. Canyon Terrace Drive from the south end of N. Canyon Terrace Drive to N. Switzer Canyon Drive. Please refer to the attached context and vicinity maps. The improvements consist of replacing approximately 1,500 LF of water main, 26 water services, 2 fire hydrants, 1,000 LF of sewer main, 26 sewer services, 8 manholes, 3,700 SY of roadway pavement, select edge improvements, and other associated work. Pending Councils approval, construction is anticipated to begin in April 2021 and is anticipated to be complete in November 2021. | |||||||||||
Financial Impact: | |||||||||||
The Project will be funded by the total budget appropriations of $5,024,822 (includes FY 2020-2021 budget through FY 2021-2022 proposed), in Account Number 046-05-116-3346-6, from the West Flag budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlays. | |||||||||||
Policy Impact: | |||||||||||
No impact.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community
Ensure the built environment is safe through 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.
Regional Plan Goal T.2.
Improve transportation safety and efficiency for all modes.
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Has There Been Previous Council Decision on This: | |||||||||||
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Options and Alternatives: | |||||||||||
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Background and History: | |||||||||||
On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In the 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. Canyon Terrace Drive qualified to receive pavement and utility improvements due to its existing pavement overall condition index (scale of 100-0) being at or below 50 and its existing utilities needing repair or replacement due to age, material, size, and or repeated maintenance. The Project originally included David Drive and Hutcheson Drive and was bid as one large project in the spring of 2020 but was pulled at the end of the bidding process given the economic uncertainties and the effects the COVID-19 Pandemic would have on the revenues funding the Project. It was decided to split the larger project into two separate projects consisting of David & Hutcheson and Canyon Terrace and re-advertise in the winter of FY20/21. On December 17, 2020, the City of Flagstaff’s Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBid’s website and advertised the IFB in the Arizona Daily Sun on December 20 and 27, 2020. There were four (4) bids received and opened electronically on January 22, 2021. A summary of the bids received is identified in the Key Considerations section below. Mountain High Excavation, LLC was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||||
The four (4) bids received for the Project are as follows:
The Engineer’s Estimate (without the Contract Allowance) was $1,202,870.00. After bidding process, the Contract Allowance is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and may be included in the Contract Amount per the City of Flagstaff’s Procurement Code Manual. The $71,000.00 Contract Allowance is approximately 7.5% (rounded down to the nearest $1,000) of the low bid amount, which does not include a Contract Allowance. The Contract Allowance is used only at the City’s discretion as outlined in the City of Flagstaff’s Procurement Code Manual. Administrative Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the Contract Amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the Contract Amount up to an established dollar amount (10% of the Contract Amount, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted. |
|||||||||||
Community Benefits and Considerations: | |||||||||||
The Project will be funded by the total budget appropriations of $5,024,822 (includes FY 2020-2021 budget through FY 2021-2022 proposed), in Account Number 046-05-116-3346-6, from the West Flag budget line item under the Road Repair and Street Safety (RR&SS) – Utility Replacements and Overlays. | |||||||||||
Community Involvement: | |||||||||||
|
|||||||||||
Expanded Options and Alternatives: | |||||||||||
Inform, Involve, Empower:
|
|||||||||||
Attachments: | Contract | ||
Contract Supplementary Justification Form – Canyon Terrace | |||
Context Map – West Flag Improvements – Canyon Terrace | |||
Vicinity Map – West Flag Improvements – Canyon Terrace | |||
Contract - Exhibit A | |||
Contract - Exhibit B | |||
Presentation |
7.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Preliminary Plat: Request from TLC PC Golf, LLC, for Preliminary Plat approval for Club Cabin Condominiums 2 at the Estates at Pine Canyon Unit 1—a three-unit residential condominium subdivision on 10.88 acres at 3000 S. Clubhouse Circle. | |||||
STAFF RECOMMENDED ACTION: | |||||
Staff recommends, based on the required findings and the Planning and Zoning Commission recommendation of approval on February 10, 2021 (6-0 vote), that the City Council approve the Preliminary Plat.
|
|||||
Executive Summary: | |||||
This is a request for Preliminary Plat approval for a three-unit residential condominium subdivision known as Club Cabin Condominiums 2 at the Estates at Pine Canyon Unit 1 located at 3000 S. Clubhouse Circle on 10.88 acres in the R1 (Single-Family Residential) Zone. See the attached vicinity map, Preliminary Plat, utility notification letters, Planning and Zoning Commission Staff Summary, and City Council presentation slides for more information. | |||||
Financial Impact: | |||||
No financial liabilities are anticipated by the approval of this Preliminary Plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this Preliminary Plat. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
PBB Key Community Priorities/Objectives Robust Resilient Economy - Grow and strengthen a more equitable and resilient economy. Flagstaff Regional Plan
|
|||||
Has There Been Previous Council Decision on This: | |||||
|
|||||
Options and Alternatives: | |||||
1. Approve the Preliminary Plat with no conditions, as recommended by the Planning and Zoning Commission. 2. Approve the Preliminary Plat with conditions. 3. Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure. |
|||||
Background and History: | |||||
On December 4, 2020, the Inter-Division Staff approved a Site Plan for three (3) new 5,096 sq. ft., detached residential units (PZ-20-00139-02) on Tract K of the Estates at Pine Canyon Unit 1 subdivision plat. Civil plans for these three (3) cabins are currently under review, and Building Permit applications will be submitted shortly. New water service and a fire hydrant will need to be provided for this project. The three (3) cabins in this application are in addition to four (4) cabins on Tract K that previously received Site Plan approval in 2016 (PZ-15-00111-02) and were subsequently platted as condominiums (PZ-18-00168-02). City Council approved the Final Plat for the Club Cabin Condominiums at the Estates at Pine Canyon Unit 1 on September 17, 2019. The applicant has received Building Permits to construct the four (4) cabins; two (2) are built, and two (2) are under construction. |
|||||
Key Considerations: | |||||
The 2020 Site Plan approval of the project signifies it complies with the standards in Title 10: Zoning Code and Title 13: Engineering Design Standards and Specifications for New Infrastructure. However, the developer has opted to create a condominium plat to separate ownership of each unit from ownership of the land beneath. In this case, the units are defined as the airspace extending 40’ above the building footprint. The airspace includes all components of each structure, including porches and balconies. Shared areas such as the sidewalks and the parking area are considered “common elements.” The three proposed units also comply with the regulations in Title 11: General Plans and Subdivisions, as evidenced by Inter-Division Staff approval of the Preliminary Plat on December 4, 2020. |
|||||
Community Involvement: | |||||
The Club Cabin Condominiums 2 at the Estates at Pine Canyon Unit 1 will provide a place to stay for Pine Canyon members and their families, and prospective Pine Canyon residents. | |||||
Expanded Options and Alternatives: | |||||
Inform. No public hearings or public outreach are required by either the Zoning Code or the Subdivision Code as part of the Preliminary Subdivision Plat review process. | |||||
Attachments: | Preliminary Plat | ||
Vicinity Map | |||
Utility Notification Letters | |||
Application | |||
P&Z Staff Report | |||
Presentation |
7.D.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-02: An ordinance of the Flagstaff City Council amending the Employee Handbook of Regulations, as established by Flagstaff City Code, Chapter 1-14, Personnel System, Section 1-14-001-0001, Personnel System Adopted. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2021-02 by title only for the final time
2) City Clerk reads Ordinance No. 2021-02 by title only (if approved above) 3) Adopt Ordinance No. 2021-02 |
|||||
Executive Summary: | |||||
In early 2020, the Human Resource Division and the City Manager worked with the City Attorney’s office, Employee Advisory Committee, and Leadership to create recommended changes to the Appropriate Salary and Vacation Leave policies. The amended ordinances received final approval at the March 17, 2020, City Council meeting. The purpose of these revisions was specifically to align the determination of pay as well as vacation accrual for employees that are promoted or reclassified to be comparable to the policies for new hires. After implementing the changes, staff recognized that one of the subsections deleted through the prior amendments should not have been deleted. The purpose for bringing this ordinance change forward is to reverse that prior change. Appropriate Salary 1-20-020, Subsection H In most instances leaders are authorized to work with Human Resources to offer a rate of pay up to 12% above the minimum of the base of the pay range based on relevant experience. The City Manager in consultation with the Human Resource Director may authorize a rate above 12% for exceptional qualifications. The amendments adopted on March 17, 2020, deleted the provision under the Promotion section of the ordinance that provides for a minimum increase for employees that are promoted and a similar provision for the City Manager in consultation with the Human Resource Director to authorize a higher amount. Deleting this provision was not intended and did not further the intent of the original ordinance change. Staff’s recommendation is to amend the ordinance to reinstate the original language with respect to Promotion. |
|||||
Financial Impact: | |||||
No financial impact. | |||||
Policy Impact: | |||||
The policy will reflect the original intent of the March 2020 revisions which was to align the determination of pay as well as vacation accrual for employees that are promoted or reclassified to be comparable to the policies for new hires. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives The policy recommendation may impact the attraction and retention of City personnel related to the Council Goal - Personnel. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. This ordinance was amended on March 17, 2020. This request is to correct an error made in that amendment. | |||||
Attachments: | Ord. 2021-02 |
7.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Audited Financial Reports: Year ending June 30, 2020 | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the FY 2019-2020 Comprehensive Annual Financial Report and the FY 2019-2020 Single Audit Report
|
|||||
Executive Summary: | |||||
The City is required to perform an annual audit each year, pursuant to Arizona Revised Statutes (A.R.S.) Section 9-481 and the City Charter (Article VI, Section 5); this audit is commonly known as the Comprehensive Annual Financial Report (CAFR). The CAFR is reviewed by an independent auditor to provide reasonable assurance that the financial statements are free of material misstatements. In addition, the City also obtains an annual Single Audit as a condition of receiving federal assistance in excess of $750,000. An independent auditor performs the Single Audit. | |||||
Financial Impact: | |||||
There is no financial impact on approving the City's Fiscal Year 2019-2020 Comprehensive Annual Financial Report (CAFR) or the FY 2019-2020 Single Audit. | |||||
Policy Impact: | |||||
No. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
This item is required by City Charter. Financial Reporting supports the Key Community Priority of High Performing Governance by furthering the following associated Objectives:
|
|||||
Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City is required to perform an independent annual financial audit per City Charter Article VI, Section 5 which states: "Prior to the end of each fiscal year, the Council shall designate an independent Certified Public Accountant, who, as of the end of the fiscal year, shall make up an audit of accounts and other evidence of financial transactions of the City government, and shall submit a long-form report, including recommendations concerning policy and fiscal procedures, to the Council, and to the City Manager. Such accountant shall have no personal interest, direct or indirect, in the fiscal affairs of the City government or of any of its officers. The accountant shall, within specifications approved by the Council, post-audit the books and documents kept by the City, and any separate or subordinate accounts kept by any other office, department, or agency of the City government." In addition to the financial audit, the City is required to complete a Single Audit because it receives more than $750,000 in federal assistance. The City has hired CliftonLarsonAllen, LLP (the Auditors). The Auditors work directly with the Finance Staff to complete a review of the City's financial data and internal controls. The financial reports are the responsibility of the City and are based on the activity of the fiscal year. The CAFR is presented in accordance with all standards as defined by the Government Accounting Standards Board (GASB). The Auditors are not responsible for reviewing every transaction for the fiscal year, however, based on the standards the Auditors plan and perform the audit to obtain reasonable assurance that the statements are free of material misstatements. The Auditors prepare the Single Audit which is an independent assessment of City finances and includes a schedule of expenditures of federal fund awards. The City has established an Audit Committee to review the financial reports and findings (CAFR and the Single Audit). The committee discusses the information and makes a recommendation to Council to accept or reject the financial reports. The Audit Committee is represented by a City Councilmember, the City Manager, and the Management Services Director:
|
|||||
Key Considerations: | |||||
The City has received an "unmodified opinion" from the Auditors, meaning the audit firm believes the financial statements are fairly presented in accordance with generally accepted accounting principles. In the Communication to Mayor and City Council (attached), the audit firm states: there were no significant difficulties encountered in performing the audit and; there were no disagreements with management. The letter lists uncorrected misstatements related to benefit payment for other post-employment benefits (OPEB) and an account payable invoice and states they are immaterial to the City's financial statements. Misstatements are noted when the Auditors have found items that may be incorrectly presented during the audit engagement. In the FY 2019-2020 Single Audit Report, there were no findings, material weaknesses or significant deficiencies noted. Since the FY 2018-2019 single audit had one significant deficiency, the City did not qualify as a low-risk auditee for the FY 2019-2020 audit. The Audit Committee unanimously approved the acceptance of the CAFR and Single Audits at their January 15, 2021, meeting. |
|||||
Community Benefits and Considerations: | |||||
An annual audit is statutorily required by A.R.S. Section 9-481. In addition, should the City not perform an annual audit of its financial statements and complete a Single Audit, the City could lose valuable grant funding. The amount of reimbursements of Federal Award reported for in the Fiscal Year 2019-2020 was $17.7million. State and local grant funding totaled $888,000 in Fiscal Year 2019-2020. | |||||
Community Involvement: | |||||
Independent review of the City’s financial statements elevates the level of confidence that the City is reporting fairly, accurately, and within prescribed guidelines. | |||||
Expanded Options and Alternatives: | |||||
Involve: The community is directly involved through the participation on the Audit Committee. Inform: Any community member may review the most recent CAFR and Single Audit Report. The current and historical CAFR and Single Audit and SEFA are on file and available for public inspection in the following locations:
|
|||||
Attachments: | Comprehensive Annual Financial Report FY19-20 | ||
Single Audit Report FY19-20 | |||
Governance Communication Report |
7.F.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE | |||||
State and Federal Legislative Updates | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion and Direction from Council
|
|||||
EXECUTIVE SUMMARY: | |||||
Staff will provide updates on bills and will respond to requests for information or advocacy from Council on an as needed basis | |||||
INFORMATION: | |||||
Attachments: |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-04: An ordinance of the City Council of the City of Flagstaff amending the Flagstaff Zoning Map to rezone approximately .82 acres of real property generally located at 922 E Route 66 by adding a Landmarks Overlay District designation to the historic sign only, within an existing Highway Commercial District zoning classification | |||||
STAFF RECOMMENDED ACTION: | |||||
At the March 2, 2021 Council Meeting:
1) Read Ordinance No. 2021-04 by title only for the first time 2) City Clerk reads Ordinance No. 2021-04 by title only (if approved above) At the March 16, 2021 Council Meeting: 3) Read Ordinance No. 2021-04 by title only for the final time 4) City Clerk reads Ordinance No. 2021-04 by title only (if approved above) 5) Adopt Ordinance No. 2021-04 |
|||||
Executive Summary: | |||||
This is a direct to ordinance zoning application for adding a Historic overlay so that the project can take advantage of Flagstaff's Historic Sign and Facade Grant program to rehabilitate the remaining portion of the historic Route 66 sign of the Whispering Winds Motel and to restore the missing upper portion of the sign as it appeared historically. The Overlay also allows for the sign to vary from current sign requirements to archive its original historic configuration. | |||||
Financial Impact: | |||||
Sign grant program does not use general fund. | |||||
Policy Impact: | |||||
Project meets Heritage Preservation requirements and ordinance provisions. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Project meets Heritage Preservation Goals and Comprehensive planning goals | |||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Attachments: | Ord. 2021-04 | ||
Exhibit A to Ordinance | |||
WW PZ Staff Report | |||
Zoning Map Application | |||
WW Sign Permit Number 1 | |||
Newspaper Notice | |||
Banner Public Hearing PZ Notice | |||
HPC Neighborhood Hearing | |||
2nd Meeting Waiver | |||
Property Maps and Description | |||
Notification Letter to adjacents | |||
HPC Historic Facade and Signs Grant Application | |||
HPC staff report | |||
WW HPO Staff amend | |||
HPO signature permision | |||
WW posting condition | |||
February 3, 2021 HPC minutes |
9.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-09: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the Coconino County Community College District and the City of Flagstaff to share fire training and education resources. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-09 by title only
2) City Clerk reads Resolution No. 2021-09 by title only (if approved above) 3) Adopt Resolution No. 2021-09 |
|||||
Executive Summary: | |||||
Coconino Community College (CCC) and the City have an Intergovernmental Agreement (IGA) which allows the sharing of resources such as the Flagstaff Fire Training Center and class room facilities at CCC. The IGA is amended to improve sharing of resources between the City and the CCC Fire and EMS program. The revisions allow for a more efficient management of shared resources and reduced expenses. Additionally, CCC makes available to the Flagstaff Fire Department, and our regional partners, classroom training and software technology, and a light and breathing air trailer in support of fire and emergency incidents in the Greater Flagstaff Region. Flagstaff Fire Department agrees to appropriately house and maintain the trailer. | |||||
Financial Impact: | |||||
Minimal annual maintenance of the light and breathing air trailer that we have been doing since 2015. In turn, this trailer is available for Fire Department use for working incidents, training and regional academies. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community: Enhance community engagement & strengthen relationships between the community and public safety services. Inclusive & Engaged Community: Enhance community involvement, education & regional partnerships to strengthen the level of public trust High Performing Governance: Implement innovative local government programs, new ideas & best practices; be recognized as a model for others to follow. Regional Plan Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance transport services. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, council approved resolution number 2020-12 on 4/07/2020 which was the last IGA between CCC and the City. | |||||
Options and Alternatives: | |||||
Council may elect to: - Approve the proposed IGA - Amend the proposed IGA - Disapprove the IGA |
|||||
Background and History: | |||||
The Fire Department and CCC have been actively working together for joint training purposes at this facility since it was built in 2008. Dozens of current firefighters were certified through CCC and the use of the FFD training center to be qualified for hiring in the Greater Flagstaff Region. | |||||
Key Considerations: | |||||
Great partnership between the City of Flagstaff and one of our local educational partners. | |||||
Community Involvement: | |||||
Helps with meeting council goals and community partnering. | |||||
Attachments: | Res. 2021-09 | ||
IGA |
9.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-10: A resolution of the Flagstaff City Council, approving Amendment No. 1 to an Intergovernmental Agreement, #19-0007325 and Resolution 2019-51 (IGA) between the State of Arizona, Department of Transportation (ADOT), and the City of Flagstaff (City) to include the replacement of Portland Cement Concrete Pavement (PCCP) within ADOT’s Bridge Replacement Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-10 by title only
2) City Clerk reads Resolution No. 2021-10 by title only (if approved above) 3) Adopt Resolution No. 2021-10 |
|||||
Executive Summary: | |||||
Approval of Amendment No. 1 will authorize ADOT to procure the necessary work to replace the PCCP on Interstate 40 Business Route (I-40B). The cost of the work, $48,980.47, was reviewed and approved by the City’s Change Order Committee on February 4, 2021. The cost of the PCCP work will be absorbed by the City’s original contribution amount of $677,538.00. | |||||
Financial Impact: | |||||
This council action will approve the replacement of the PCCP into ADOT’s Bridge Replacement Project and acknowledge the cost will be absorbed by the City’s original contribution amount. There will be no additional cost to the City’s Rio de Flag Flood Control Project. | |||||
Policy Impact: | |||||
No impact. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Sustainable, Innovative Infrastructure Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs Environmental Stewardship Actively manage and protect all environmental and natural resources Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Council Goal 2017 – 2019 - Environmental and Natural Resources Actively manage and protect all environmental and natural resources Regional Plan – Policy WR 5 Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting. Team Flagstaff Strategic Plan – Priority 3 Deliver outstanding services through a healthy environment, resources, and infrastructure. |
|||||
Has There Been Previous Council Decision on This: | |||||
Approval of ADOT IGA #19-0007325 and Adoption of Resolution 2019-51 by Council on October 15, 2019 | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
ADOT has programmed, planned, and designed a project to replace the existing bridge that crosses the Rio de Flag at Route 66. The ADOT project is scheduled to take place during the construction seasons of 2020-2021. The Rio de Flag Flood Control project is designing a Flagstaff Urban Foot Trail and the main stem (drainage structure) to extend beneath the Rt. 66 bridge. The depth of the drainage structure is below the existing channel elevation and the F.U.T.S is at or near the channel elevation. The City and ADOT have been coordinating a plan to construct the F.U.T.S and drainage structure in a safe and efficient manner. As part of the ADOT’s process, several City public utilities have been identified and are in conflict. ADOT had required the City to relocate the utilities allowing for a clear corridor. The relocation of the utilities is part of the utility clearance process. The City procured consultant services for the design of the utility relocation and procured construction services to construct the utility relocations in the spring of 2020. Included with the construction was the removal of temporary asphalt and replacement with Portland Cement Concrete Pavement (PCCP). Due to the traffic conditions related to detours and measures to cure for the strength of the PCCP, the work was not completed. The City requested and ADOT agreed to include the PCCP work with the ADOT project and have the cost absorbed into the funding that has already been transferred to ADOT. The City’s Change Order Committee reviewed and approved the PCCP work as a Change Order on February 4, 2021. |
|||||
Key Considerations: | |||||
Approval of original ADOT IGA #19-0007325 and Resolution 2019-51, which provides the terms and conditions of the original agreement between the City of Flagstaff and ADOT. Review and approval of the PCCP work by the City’s Change Order Committee. The cost of the PCCP work will be absorbed by the City’s original contribution amount. | |||||
Community Benefits and Considerations: | |||||
The cost of the PCCP work will be absorbed by the City’s original contribution amount. There will be no additional cost associated with the Rio de Flag Flood Control Project for the PCCP work. The City will be responsible to pay or be reimbursed for any difference between the estimated and actual costs for the ADOT project associated with the excavation and backfill line item as already outlined and approved in the original ADOT IGA #19-0007325 and Resolution 2019-51. ADOT provided a cost estimate for the original IGA contribution amount. The cost was based on ADOT’s past projects with the appropriate markups for engineering and administration. |
|||||
Community Involvement: | |||||
ADOT will be managing the project and overseeing the effects from construction. | |||||
Attachments: | Res. 2021-10 | ||
Draft Amendment 1 to IGA | |||
ADOT IGA #19-0007325-I | |||
Vicinity Map | |||
Context Map |
9.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-03: An ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Title 6, Police Regulations, by adopting a new Chapter 6-10, Regulation of Recreational Marijuana. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the March 2, 2021 Council Meeting:
1) Read Ordinance No. 2021-03 by title only for the first time 2) City Clerk reads Ordinance No. 2021-03 by title only (if approved above) At the March 16, 2021 Council Meeting: 3) Read Ordinance No. 2021-03 by title only for the final time 4) City Clerk reads Ordinance No. 2021-03 by title only (if approved above) 5) Adopt Ordinance No. 2021-03 |
|||||
Executive Summary: | |||||
The “Smart and Safe Arizona Act” (the “Act”), certified as Proposition 207, was passed by Arizona voters at the November 3, 2020 general election and became effective on December 1, 2020. The Act declared that “the responsible adult use of marijuana should be legal for persons twenty-one years of age or older, subject to state regulation, taxation, and local ordinance.” The Act decriminalizes the use and possession of up to one ounce of recreational marijuana by a person who is at least twenty-one years of age. Individuals who are at least twenty-one years of age can also legally grow and possess up to six marijuana plants, but no more than twelve plants can be grown at a single residence and cultivation must take place in an enclosed, secure area not visible from public view. The Act also allows for Marijuana Establishments, which are entities licensed by the Arizona Department of Health Services to operate a retail location for the sale of recreational marijuana, an off-site marijuana cultivation facility, and an off-site manufacturing facility. It remains illegal to drive while impaired by marijuana, and the Act does not allow the smoking of marijuana in a public or open space. In addition, cities are authorized to prohibit marijuana possession, sale, and other uses (vaping, ingesting, etc.) on city property and adopt the following regulations:
Cities are authorized to tax the sale of recreational marijuana through a transaction privilege tax or use tax. The Arizona Department of Health Services will eventually issue twenty-six marijuana establishment licenses under the Act across the State of Arizona for the purpose of encouraging social equity in marijuana establishment ownership. These licenses will be issued to applicants who qualify under the Social Equity Ownership Program. The Arizona Department of Health Services must first adopt rules to create and implement a Social Equity Ownership Program to promote the ownership and operation of marijuana establishments by individuals disproportionately impacted by the enforcement of previous marijuana laws. During the rulemaking the Arizona Department of Health Services will post drafts and accept public comments. The Department will begin accepting applications for these twenty-six licenses within six months of adopting the final rules for the Social Equity Ownership Program. The Department does not currently have a timeline for this rulemaking. As a result, this current ordinance may come back to City Council to allow for updates in light of the Social Equity Ownership Program and the potential for licensure under that Program. |
|||||
Financial Impact: | |||||
The sale of recreational marijuana will be taxed by the City, thereby creating an additional revenue stream to fund City programs. | |||||
Policy Impact: | |||||
The adopted regulations will codify the City's policies related to recreational marijuana use and sales in Flagstaff. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
None. | |||||
Has There Been Previous Council Decision on This: | |||||
Council gave direction at prior work session. | |||||
Attachments: | Smart and Safe Arizona Act | ||
Ord. 2021-03 |
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 to consider a Code of Conduct and Ethics Standards to govern Mayor and Council. | |||||
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: |
11.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Shimoni to place on a future agenda a discussion regarding an increase in Mayor and Council compensation | |||||
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 Shimoni has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
11.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Mayor Deasy to place on a future agenda a discussion to consider legislation that makes it illegal to fabricate a 911 report based on someone’s race, ethnicity, religious affiliation, gender or sexual orientation | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Mayor Deasy 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: | |||||
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