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. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
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A. | Consideration of Appointments: Commission on Diversity Awareness. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring September 2022.
Make one appointment to a term expiring September 2023. |
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6. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items. |
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A. | Consideration and Approval of a Construction Manager at Risk (CMAR) Construction Services Contract: Annual Street Maintenance and Overlay and Chip Seal Program 2021 to C and E Paving & Grading, LLC in the amount of $2,101,819.12. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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7. | ROUTINE ITEMS | ||||||||
A. | Consideration and Adoption of Ordinance No. 2021-12: An ordinance of the City Council of the City of Flagstaff abandoning and authorizing the sale of approximately 1,400 square feet of the Hoskins Avenue public right-of-way adjacent to 709 S. O'Leary Street; providing for delegation of authority, repeal of conflicting ordinances, severability, and establishing an effective date. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2021-12 by title only for the final time
2) City Clerk reads Ordinance No. 2021-12 by title only (if approved above) 3) Adopt Ordinance No. 2021-12 |
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8. | REGULAR AGENDA | ||||||||
A. | Consideration and Approval of the Construction Contract: with Standard Construction Company, Inc. in the amount of $7,140,688.18 for the Coconino Estates Improvements Phase II Project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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B. | Consideration and Adoption of Resolution No. 2021-25: A resolution of the Flagstaff City Council, approving a Data Access/Exchange Agreement between the Arizona Department of Transportation and the City of Flagstaff for access to crash data through the Arizona Crash Information System (ACIS). | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2021-25 by title only
2) City Clerk reads Resolution No. 2021-25 by title only (if approved above) 3) Adopt Resolution No. 2021-25 |
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C. | Consideration and Adoption of Resolution No. 2021-22: A resolution approving an Intergovernmental Agreement between the City of Flagstaff and the Summit Fire and Medical District for dispatch services. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-22 by title only
2) City Clerk reads Resolution No. 2021-22 by title only (if approved above) 3) Adopt Resolution No. 2021-22 |
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D. | Consideration and Adoption of Resolution No. 2021-23: A resolution approving an Intergovernmental Agreement between Coconino County and the City of Flagstaff for a jointly funded dark sky code compliance specialist position. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-23 by title only
2) City Clerk reads Resolution No. 2021-23 by title only (if approved above) 3) Adopt Resolution No. 2021-23 |
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E. |
Consideration and Adoption of Resolution No. 2021-19: A resolution of the Flagstaff City Council amending the Flagstaff Business Attraction Job Creation Incentive Program to assist in attracting new businesses that will provide high wage jobs in specific industry sectors (Flagstaff Business Attraction Job Creation Incentive Program) Consideration and Adoption of Resolution No. 2021-20: A resolution of the Flagstaff City Council amending the Development Reinvestment Incentive Program to assist in attracting new businesses that will provide high wage jobs in targeted industry sectors (Flagstaff Business Attraction Development Reinvestment Incentive Program) |
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STAFF RECOMMENDED ACTION: | ||||||
Flagstaff Business Attraction Job Creation Incentive Program:
1) Read Resolution No. 2021-19 by title only 2) City Clerk reads Resolution No. 2021-19 by title only (if approved above) 3) Adopt Resolution No. 2021-19 Flagstaff Business Attraction Development Reinvestment Incentive Program: 1) Read Resolution No. 2021-20 by title only 2) City Clerk reads Resolution No. 2021-20 by title only (if approved above) 3) Adopt Resolution No. 2021-20 |
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F. | Discussion and Possible Action: City Council Rules of Procedure Rule 11.07 | |||||
STAFF RECOMMENDED ACTION: | ||||||
Discuss and provide direction
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9. | COUNCIL LIAISON REPORTS | |||||
10. | CITY MANAGER REPORT | |||||
A. | City Manager Report | |||||
11. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
12. | ADJOURNMENT | |||||
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5.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointments: Commission on Diversity Awareness. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring September 2022.
Make one appointment to a term expiring September 2023. |
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Executive Summary: | |||||
The Commission on Diversity Awareness consists of seven citizens who represent the diverse population of Flagstaff. The mission of the commission includes, but is not limited to, fostering mutual understanding, tolerance, respect, and awareness among all citizens; recognizing the different economic, cultural, social, religious, and ethnic groups within the City; and cooperating in the development of educational programs dedicated to improving community relations and enlisting support of various groups to foster diversity awareness. There are currently two seats available due to resignations. It is important to fill vacancies on Boards and Commissions quickly to allow the Commission to continue meeting on a regular basis. There are two appointments to be made. There are three applications on file for consideration by the Council as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Salas and Mayor Deasy |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact on the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Inclusive and Engaged Community
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Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint 2 Commissioners. By appointing members at this time, the Commission on Diversity Awareness 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. |
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Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | CODA - Authority |
6.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of a Construction Manager at Risk (CMAR) Construction Services Contract: Annual Street Maintenance and Overlay and Chip Seal Program 2021 to C and E Paving & Grading, LLC in the amount of $2,101,819.12. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Public Works Streets Section maintains approximately 700 lane miles of roadway surface infrastructure for the citizens, regional community members, and visitors. Roadways throughout the City vary in design and capacity. In addition to automobile travel, all modes of transportation are integrated and encouraged within the right of way. Modes of travels such as transit, bicycle, and pedestrian opportunities are prevalent and our Streets crews strives to provide transportation infrastructure that is well connected and as safe as possible for travel, regardless of the chosen mode. The City's annual Street Maintenance Overlay and Chip Seal Program is an effort to improve aging infrastructure within our existing transportation network. Planning efforts include an evaluation of the asphalt surface, edge treatments, recent overlay project sections, roads that meet maintenance need, and road stripe engineering. Once the identified needs are prioritized, Streets utilizes funding provided from two sources to address the needs. The first source of revenue is Highway User Revenue Funds (HURF), or commonly referred to as the gas tax, a state shared revenue. The second source of revenue provided is sales tax proceeds collected as a result of the 2014 voter approved Road Repair and Street Safety Program (RRSS). This Council action, if approved, will allow Streets to deliver the Annual Street Maintenance Overlay and Chip Seal Program 2021 utilizing local contractor C and E Paving & Grading, LLC and improve the community transportation infrastructure. | |||||
Financial Impact: | |||||
The Street's capital program was reviewed and approved in the FY 2020-2021 budget process. The total cost of the Annual Street Maintenance Overlay and Chip Seal Program 2021 is $2,101,819.12 and is funded from account numbers 040-06-162-3073-6-4443 (HURF) and 046-06-163-3321-6-4443 (RRSS) in the 2020-2021 budget. | |||||
Policy Impact: | |||||
The award of the CMAR contract to C and E Paving & Grading, LLC. will authorize the delivery of the City's Annual Street Maintenance Overlay and Chip Seal Program 2021. The overlay and chip seal project work will ensure that the City is maintaining its streets and providing for a well-protected and increased overall condition index for our roadways. Once completed this Fall, the efforts will result in an improved quality transportation network. The City of Flagstaff community continues to support initiatives creating and maintaining quality infrastructure throughout our transportation network.
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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: | |||||
The City of Flagstaff, City Council has discussed the transportation maintenance programs and provides direction and feedback in multiple forums, such as the goal setting process, the annual budgetary process, and community service delivery expectation discussions. Clear direction has been provided to maintain our transportation system, establish asset inventory, deliver capital programs of improvement and meet the community expectations. The CMAR Design Phase contract for this project was awarded by Flagstaff City Council at the City Council meeting on Tuesday, February 2, 2021, after Purchasing conducted a formal Request for Statements of Qualifications (RSOQ) solicitation process and recommended to City Council the award of that contract. |
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Options and Alternatives: | |||||
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Background and History: | |||||
The City has established an annual program to maintain existing street pavements. The program includes three major elements: non-structural upgrades of asphalt overlay, minor concrete repairs, accessibility improvements including sidewalk/ramp replacement and chip sealing. The citizens of Flagstaff approved the Road Repair and Street Safety Maintenance Program (RRSS) (Prop. 406). This is a dedicated sales tax providing funding of $100 million over 20 years. The program has been aggressively addressing capital projects that have been identified to be in a high state of disrepair on the front end of the program with strong support for annual maintenance until the sales tax sunsets in 2034. The overlay and chip seal street segments are selected after evaluation of the street condition using pavement management asset software. Each street pavement is assigned an overall condition index (OCI) based on the type and severity of the distress observed. A pavement that has no distress is given an OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCI and the pavements exhibiting the most severe distress are programmed for resurfacing treatments and improvements. Chip seal techniques are also used to protect recently overlaid sections to prolong the life of the asphalt surface. The Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) as a method of project delivery. Included in these delivery methods the City of Flagstaff can procure a construction team utilizing a Qualifications Based Selection process for construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple Guaranteed Maximum Prices (GMP) under a single procurement. At the March 17, 2020, City Council meeting, Council approved the award of the initial Professional Engineering Design Phase Services contract for the 2020, 2021 and 2022 programs to Peak Engineering, Inc. Working collaboratively with City staff and C and E Paving and Grading, LLC, the team develops the annual program, costing evaluation, project scheduling, design document review, prioritization of roadway segments, logistics, quantity estimating, and preparation of final construction documents. |
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Key Considerations: | |||||
The past performance and delivery of the Streets maintenance programs, overlay and chip seal from C and E Paving & Grading, LLC has been excellent. The ability to prioritize the projects and have a continuous conversation with the contractor in a meaningful way has resulted in cost savings, expanded work program and good quality in a timely manner. A City map identifying the last 5 years effort has been included for the City Council's review and to provide a visual understanding of the impact and successes of the work program and delivery method. | |||||
Community Benefits and Considerations: | |||||
None | |||||
Community Involvement: | |||||
Proposition 406, approved in 2014, has been a significant and positive influence on this maintenance program. The community benefit of improving the overall road conditions saves countless staff hours for repair and thousands of dollars in temporary repairs and improves the overall roadway safety. The overlay and chip seal projects have been aggressive and targeted our most degraded streets. The projects can seem large in scope and they do cause some temporary disruption to our daily travel routines. Acceptance of the temporary disruption and inconvenience can be challenging but the long-term benefits, efficiencies of bundling of our improvements is good stewardship. Community notifications of construction programs are advertised and communicated via different mediums to provide general impacts and talking points as they relate to the project. | |||||
Expanded Options and Alternatives: | |||||
The community continues to support transportation related initiatives demonstrating a strong understanding of supporting a quality infrastructure. City staff often receive citizen feedback and public participation to support our efforts of core service delivery. In addition to the constant feedback, the voters approved the Road Repair Street Safety Program and the results have been positive. | |||||
Attachments: | CMAR Construction Phase Contract (with Exhibit A) | ||
Contract - Exhibit B | |||
Contract - Exhibit C | |||
Map of Scoping | |||
Contingency Justification |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-12: An ordinance of the City Council of the City of Flagstaff abandoning and authorizing the sale of approximately 1,400 square feet of the Hoskins Avenue public right-of-way adjacent to 709 S. O'Leary Street; providing for delegation of authority, repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2021-12 by title only for the final time
2) City Clerk reads Ordinance No. 2021-12 by title only (if approved above) 3) Adopt Ordinance No. 2021-12 |
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Executive Summary: | |||||
The property owner of the vacant lot at 709 S. O'Leary St has requested the City abandon and sell a portion of the unimproved public right-of-way on Hoskins Ave. located adjacent to the southern side of the lot. The proposal is to abandon and sell 15 feet by 92 feet along the property line adjacent to 709 S O'Leary St. The new right-of-way/property line would be located at the back of the existing sidewalk. The proposed abandonment/sale of City-owned right of way requires City Council action. The application and process to abandon public right-of-way is found in City Code 11-20.160. The City Engineer in consultation with the Utilities Director and Public Works Director shall prepare and transmit a staff report to the City Council. The report shall include an evaluation of the consistency of the proposed vacation or abandonment with the General Plan, Zoning Code, any applicable Specific Plan, and all applicable Utilities and Public Works Division standards. The staff report shall also provide an analysis and recommendation City Council may abandon public right-of-way upon finding it is no longer needed for a public purpose. Real Estate has coordinated this report with Transportation Engineering. City Staff has identified a potential future use for this public right-of-way: connecting the Flagstaff Urban Trails System (FUTS) trails identified in the Flagstaff Regional Plan with a cycletrack/ped-bikeway connection while maintaining on-street parking. Staff finds the request to abandon public right-of-way is not consistent with the Flagstaff Regional Plan or Active Transportation Specific Plan. If the strip of public right-of-way is abandoned, then the City will have the following options: (a) do not develop the cycletrack connecting the FUTs, or (b) develop the cycletrack and forfeit on-street parking (approximately 20 on-street parking spaces) in any new configuration of Hoskins Ave. City Staff recommends retaining the existing public right-of-way related to this request. |
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Financial Impact: | |||||
City staff has not obtained an appraisal or legal description of the property proposed for abandonment. If City Council approves the first reading of the ordinance, City staff will obtain a legal description and an updated minimum sales price of the property proposed for abandonment prior to the second reading and adoption. Staff estimates the value of the property based on the Full Cash Value assessment by Coconino County Assessor of the adjacent lot. Recent sales comparisons were analyzed but it was determined that the value of comparable lots were based on the value for assemblage purposes. If sold, the right-of-way will be incorporated into the adjacent lot, but development on the adjacent lot does not require assemblage. The Full Cash Value is currently assessed for this year's taxes at $14.75/SqFt. At approximately 1,400 square feet, Staff values the right-of-way at $20,654. Staff recommends setting the minimum sales prices at $14.75/SqFt plus the cost to obtain legal descriptions, estimated at $1,000. Should the property be sold, the property will be returned to the public property tax rolls. 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. Pursuant to A.R.S. § 28-7204 an abutting property owner’s timely offer shall be preferred over all other offers. |
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Policy Impact: | |||||
Abandoning this portion of public right-of-way impacts the City's ability to implement an identified potential use to maximize the public purpose of the right-of-way. | |||||
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. |
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Has There Been Previous Council Decision on This: | |||||
No. At the April 27, 2021 Council Meeting, City staff presented more detailed information about potential future use of Hoskins Avenue for development of a FUTS connection and on-street parking. |
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Options and Alternatives: | |||||
1. Do not approve abandonment (Recommended) 2. Approve abandonment, and minimum bid price of $14.75/SqFt 3. Approve abandonment, but with different minimum bid price or direct staff to obtain an appraisal 4. Remand back to Planning and Zoning Commission for further consideration Alternative to Abandonment Applicant may apply for a right-of-way encroachment permit and install improvements in this area, until such time as the FUTS connection is completed. |
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Background and History: | |||||
In 1943 the Revised Plat of the Washington Addition of the City of Flagstaff, dedicated Hoskins Ave. to the public for public use in varying widths from 60' to 73.5'. In this plat, Hoskins Ave. is shown bounded on the east by the Rio de Flag; as a result, development of Hoskins Street on the East side of O' Leary Street never occurred. The 2018 Survey of Block A Revised Washington Addition identifies the width of Hoskins Ave. at the SE/4 of Lot 9, being the SE/4 of 709 O'Leary Street as 72.33'. The as-built roadway and improvements along Hoskins along the southern line of 709 O'Leary street measures approximately 55', leaving approximately 12' of unimproved publicly owned right-of-way abutting the southern line of 709 O'Leary Street. Apart from a fire hydrant on the SE/4 adjacent to 709 O'Leary, the remnant right-of-way has never been developed.; it remains un-landscaped city brush. The owner of 709 O'Leary Street approached the City with a request to abandon a portion of the unbuilt remnant of Hoskins right-of-way adjacent to 709 O'Leary Street. The City Planners, Engineers, Water Services and Traffic evaluated that certain remnant right-of-way along the south side of the 709 O'Leary Street and determined the remnant may be needed in the foreseeable future for right-of-way or FUTS trail purposes. In February of 2020, City staff, on request from the owner of 709 O'Leary to improve the remnant right-of-way, determined that the owner could improve that certain remnant property by applying for an encroachment permit. Between September and November of 2020, members of Council and staff met with the owner of 709 O'Leary Street three times to discuss the possibility of abandoning the remnant right-of-way. Staff re-affirmed its conclusion that the remnant right-of-way may be needed in the foreseeable future for public purposes This request was taken before the Planning and Zoning Commission on January, 27, 2021. Staff provided a written recommendation not to approve the request, however during the meeting additional staff was brought in to the meeting and stated the right-of-way could be abandoned. The Commission did vote to approve the request to abandon the public right-of-way to the adjacent owner. City Staff has since provided greater detail for the future potential use of the public right-of-way, highlighting the trade-offs abandonment presents. This level of detail was not presented to the Planning and Zoning Commission. |
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Key Considerations: | |||||
Public right-of-way may be abandoned upon a finding that it is not needed for public roadway. | |||||
Community Involvement: | |||||
Abandonment and sale of the public right-of-way will allow the land to be combined with the existing lot at 709 S. O'Leary and be placed on the property tax rolls for use as open space and installation of a sign recognizing the Southside community. Retaining the public right-of-way will allow for construction of the bike/cycle track, retain on street parking and access throughout the area. |
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Expanded Options and Alternatives: | |||||
Abandonment of public right-of-way requires approval by the City Council at a public meeting. Sale of abandoned property requires posting and notifications to surrounding property owners per Arizona Revised Statutes. | |||||
Attachments: | Ord. 2021-12 | ||
Presentation | |||
Letter from Owner | |||
April 27 Discussion Staff Summary |
8.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||
Consideration and Approval of the Construction Contract: with Standard Construction Company, Inc. in the amount of $7,140,688.18 for the Coconino Estates Improvements Phase II Project. | |||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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Executive Summary: | |||||||||
Staff recommends the approval and award of the Construction Contract with Standard Construction Company, Inc. in the amount of $7,140,688.18, which will authorize the construction of the Coconino Estates Improvements Phase II Project (the Project) in accordance with the approved public improvement plans prepared by The WLB Group. The Project can be generally described as utility and roadway improvements in the Coconino Estates neighborhood with multiple funding sources including the Road Repair and Street Safety Program, the Aging Water Infrastructure Replacement Program, and the Aging Sewer Infrastructure Replacement Program. The Project is located on Meade Ln., Crescent Dr., Navajo Dr., Talkington Dr., Elizabeth Dr., Hazel Way, Thelma Way, Davis Way, and Louise Way as seen in the attached context and vicinity maps. Improvements on these streets generally consist of replacing approximately 6,500 LF of water main, 135 water services, 20 fire hydrants, 6,400 LF of sewer main, 145 sewer services, 40 manholes, 3 storm drain inlets, 25,100 SY of asphalt structural section, 14,800 LF of curb and gutter, 6,000 SF of valley gutter, 1,900 SF of sidewalk, 26,700 SF of driveway, and other associated work. After consulting with IT, we determined that the streets impacted by the Coconino Estates Improvements Phase II project are not included in IT’s Broadband Master Plan. Specifically, the Master Plan shows that the broadband fiber will be located in Ft. Valley Road (US180) north of Meade Lane. This alignment passes Coconino County-owned land, FUSD’s Sechrist School, the Pioneer Museum, and ultimately gets broadband to Fire Station #5. The alignment on US180 stands to give the City the greatest chances of partnerships with other community stakeholders, both public and private. Due to the rising cost of material, the project, presently designed without fiber conduit, came in approximately $800K over the engineer’s estimate. Staff is committed to continuing to look for any and all opportunities to further the Community’s Broadband Master Plan and will bring those opportunities forward to Council as they come. The temporary construction yard location has yet to be determined and will be proposed by Standard Construction Company, Inc. and approved by the City. Approval will be based on new Temporary Use Permit requirements including neighborhood notifications, enhanced project signage, secured and screened fencing, and strict enforcement on approved types of uses on the site and operating hours. City staff has made it clear that the Thorpe Park Annex site (currently being utilized for the Coconino Estates Improvements Phase I Project) will not be allowed for the Coconino Estates Improvements Phase II Project. Pending Council's approval, construction is anticipated to begin this Summer. The 540-calendar day duration will span over two construction seasons with the Project anticipated to be complete in the Fall of 2022. |
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Financial Impact: | |||||||||
The Project is funded by three (3) funding sources consisting of a portion of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $12,950,191 for FY21 and FY 22 in Account (046-05-116-3371-6), the Aging Water Infrastructure Replacement Program (AWIR) total appropriations of $3,400,000 for FY22 and FY 23 in Account (202-08-370-3157-0), and the Aging Sewer Infrastructure Replacement Program (ASIR) total appropriations of $900,000 for FY22 in Account (203-08-375-3220-0). | |||||||||
Policy Impact: | |||||||||
An award of this Construction Contract supports Water Services Strategic Plan Objective 5: Accelerate Infrastructure Maintenance and Replacement.
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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 Goal WR.2.
Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources. Policy WR.2.2.
Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services. Goal T.8.
Establish a functional, safe, and aesthetic hierarchy of roads and streets. Policy T.8.6.
Maintain the City’s street infrastructure in a cost-effective manner to ensure the safety and convenience of all users.
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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. The sections of Crescent Dr. and Navajo Dr. 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. Water Services had previously identified the utility improvements on Meade Ln., Talkington Dr., Elizabeth Dr., Hazel Way, Thelma Way, Davis Way, and Louise Way as future projects and recognized a potential costs savings by combining and delivering these projects with Crescent Dr. and Navajo Dr. given their proximity. These streets did not qualify to receive RR&SS funding. On February 25, 2021, the City of Flagstaff’s Purchasing Section posted an Invitation for Bids (IFB) solicitation for the construction contract on the PlanetBid’s website and advertised the IFB in the Arizona Daily Sun on March 7 and 14, 2021. There were three (3) bids received and opened electronically on April 7, 2021. A summary of the bids received are identified in the Key Considerations section below. Standard Construction Company, Inc. was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||
The three (3) bids received for the Project are as follows:
The Engineer’s Estimate (without the Contract Allowance) was $6,022,455.00. Per the City of Flagstaff’s Procurement Code Manual, after the bidding process the Contract Allowance may be added to the Total Contract Amount and is based on the Engineer’s Estimates or the low bid amount, whichever is lowest. The $301,122.75 Contract Allowance is 5% of the Engineer’s Estimate. The Contract Allowance is used only at the City’s discretion to address certain unforeseen items of work that could not be determined at the time of contracting and may be included in the Total Contract Amount. 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. Engineering did consult with Information Technology (IT) on whether fiber-optic conduit should be included in this Project, in support of the Broadband Master Plan. We determined that the streets impacted by the Coconino Estates Improvements Phase II project are not included on IT’s Broadband Master Plan. Specifically, the Master Plan shows that the broadband fiber will be located in Ft. Valley Road (US180) north of Meade Lane. This alignment passes Coconino County owned land, FUSD’s Sechrist School, Pioneer museum and ultimately Fire Station #5. The alignment on US180 stands to give the City the greatest chances of partnerships with other community stakeholders, both public and private. Due to the rising cost of material, the project, presently designed, is expected to come in approximately $800K over the engineer’s estimate. Staff is committed to continue to look for any and all opportunities to further the Community’s Broadband Master Plan, and will bring those opportunities forward to Council as they come. The Temporary construction yard location has yet to be determined and will be proposed by Standard Construction Company, Inc. and approved by the City. Approval will be based on new Temporary Use Permit requirements including neighborhood notification, project signage, screened fencing and strictly enforced operating hours. City staff have made it clear that the Thorpe Park Annex site (currently being utilized for the Coconino Estates Improvements Phase I Project) will not be allowed for the Coconino Estates Improvements Phase II Project. |
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Community Benefits and Considerations: | |||||||||
The Project is funded by three (3) funding sources consisting of a portion of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $12,950,191 for FY21 and FY 22 in Account (046-05-116-3371-6), the Aging Water Infrastructure Replacement Program (AWIR) total appropriations of $3,400,000 for FY22 and FY 23 in Account (202-08-370-3157-0), and the Aging Sewer Infrastructure Replacement Program (ASIR) total appropriations of $900,000 for FY22 in Account (203-08-375-3220-0). The improvements on Crescent Dr. and Navajo Dr. will be funded by $4,700,000 of the Coconino Estates total appropriations of $12,950,191 for FY21 and FY22 as follows: FY 21 - $1.0M of the $6.9M FY 22 - $3.7M of the $5.9M For a total of $4.7M from the Coconino Estates funds. The improvements on Meade Ln., Talkington Dr., Elizabeth Dr., Hazel Way, Thelma Way, Davis Way, and Louise Way will be funded by the AWIR total appropriations of $3,400,000 for FY22 and FY 23 and the ASIR total appropriations of $900,000 for FY22 as follows: FY 22 - $2.4M of the $2.4M in the AWIR; $900K of the $900K in the ASIR = $3.3M Total FY 22 - $1.0M of the $1.0M in the AWIR = $1.0M Total For a total of $4.3M from the AWIR and ASIR funds |
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Community Involvement: | |||||||||
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Expanded Options and Alternatives: | |||||||||
Inform, Involve, Empower:
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Attachments: | Contract | ||
Contract - Exhibit A | |||
Contract - Exhibit B | |||
Contract Supplementary Justification Form – Coconino Estates Improvements Phase II | |||
Context Map – Coconino Estates Improvements Phase II | |||
Vicinity Map – Coconino Estates Improvements Phase II | |||
Council Presentation – Coconino Estates Improvements Phase II |
8.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-25: A resolution of the Flagstaff City Council, approving a Data Access/Exchange Agreement between the Arizona Department of Transportation and the City of Flagstaff for access to crash data through the Arizona Crash Information System (ACIS). | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-25 by title only
2) City Clerk reads Resolution No. 2021-25 by title only (if approved above) 3) Adopt Resolution No. 2021-25 |
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Executive Summary: | |||||
The proposed data access/exchange agreement between the City and the Arizona Department of Transportation (ADOT) will give the City continued access to vehicle crash data through the Arizona Crash Information System (ACIS). | |||||
Financial Impact: | |||||
There is no cost to the City for access to the Arizona Crash Information System. | |||||
Policy Impact: | |||||
The City uses crash data, which includes motor vehicle, pedestrian, and bicycle crashes, in a variety of ways to help make our streets safer for all users. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
Council may elect to:
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Background and History: | |||||
City has obtained crash data from ADOT for a number of years under a previous agreement. That agreement has expired, and ADOT had changed its processes to access and obtain crash data. As a result, a new agreement is necessary for the City’s continued access. | |||||
Key Considerations: | |||||
The City uses crash data in a variety of ways to help improve safety, including to:
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Attachments: | Res. 2021-25 | ||
Data Access/Exchange Agreement |
8.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-22: A resolution approving an Intergovernmental Agreement between the City of Flagstaff and the Summit Fire and Medical District for dispatch services. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-22 by title only
2) City Clerk reads Resolution No. 2021-22 by title only (if approved above) 3) Adopt Resolution No. 2021-22 |
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Executive Summary: | |||||
The City of Flagstaff, acting through the Flagstaff Police Department desires to continue to provide dispatching services to Summit Fire and Medical District. This provides for a five-year agreement during which dispatch services will be provided to the Summit Fire and Medical District. | |||||
Financial Impact: | |||||
This agreement will allow the Police Department 9-1-1 Communications Center to continue to provide the same dispatch services to the Summit Fire and Medical District as it did in the past. Summit Fire and Medical District will be billed according to the total budgetary cost of operating the 9-1-1 Communications Center. This is calculated at a cost per call rate and billed as such. These funds will be utilized to offset the cost to operate the 9-1-1 Communications Center. This agreement represents revenue of approximately $45,000 annually. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives High Performing Governance: Serve the public providing high quality internal and external customer service. High Performing Governance: Encourage public trust through transparency, accessibility and use of the City's public participation policy. Team Flagstaff Strategic Plan: Provide exceptional service. Council Goals: 3) Provide sustainable and equitable public facilities, services, infrastructure systems in an efficient and effective manner to serve all population areas and demographics. 8) Improve effectiveness of notification, communication and engagement with residents, neighborhoods and businesses and about City services, programs, polices projects and developments. 11) Ensure that we are as prepared as possible for extreme weather events. |
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Has There Been Previous Council Decision on This: | |||||
Yes. The last IGA between the City of Flagstaff and Summit Fire and Medical District was approved in 2015 for a period of five (5) years. | |||||
Options and Alternatives: | |||||
Approve or disapprove the Intergovernmental Agreement for the Flagstaff 9-1-1 Communications Center to continue to provide dispatch services to Summit Fire and Medical District. | |||||
Background and History: | |||||
In 1991 the Flagstaff Police Department entered into an agreement with Summit Fire and Medical District for dispatch services. In 2012, Summit Fire District terminated the agreement due to budgetary issues. Summit Fire District entered into another agreement with the Flagstaff Police Department in 2015 for dispatch services.
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Key Considerations: | |||||
By approving this Intergovernmental Agreement, the Flagstaff 9-1-1 Communications Center can provide dispatch service to Summit Fire and Medical District. | |||||
Community Benefits and Considerations: | |||||
Summit Fire and Medical District will be invoiced quarterly for the dispatch services based on the number of calls at the calculated cost per call. | |||||
Community Involvement: | |||||
The Flagstaff 9-1-1 Communications Center provides law enforcement and fire dispatch services from a single point of contact which enables the most comprehensive responses to our citizens and users. There is a distinct advantage to providing dispatching services to public safety agencies surrounding the City of Flagstaff. This fosters consistency and enhances communications when first responders work together in the field to address an emergency. | |||||
Expanded Options and Alternatives: | |||||
The Summit Fire and Medical District Board has approved the agreement. | |||||
Attachments: | Res. 2021-22 | ||
IGA Summit Fire and Medial for Dispatch Services |
8.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-23: A resolution approving an Intergovernmental Agreement between Coconino County and the City of Flagstaff for a jointly funded dark sky code compliance specialist position. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-23 by title only
2) City Clerk reads Resolution No. 2021-23 by title only (if approved above) 3) Adopt Resolution No. 2021-23 |
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Executive Summary: | |||||
The City of Flagstaff and Coconino County entered into an Intergovernmental Agreement (IGA) in February 2020, to equally fund the salary of a Dark Sky Specialist position. The current IGA expires July 31, 2021. The new IGA proposes a 5-year term, all the other components remain the same. | |||||
Financial Impact: | |||||
The IGA states the County and City will split the cost of the salary equally. The City is responsible for benefits, including retirement and worker's compensation. The financial terms remain the same in the new IGA. The original IGA including a $10,000 contribution from Lowell Observatory. At this point, no third-party contribution is anticipated, but the IGA recognizes if a contribution is realized, the parties will evenly split the cost after the application of the outside contribution. | |||||
Policy Impact: | |||||
The Coconino Joint Land Use Study (JLUS) created policies to protect the military missions of the Naval Observatory Flagstaff Station (NOFS) and Camp Navajo. It was adopted by both organizations in the spring of 2019. Strategy 20 - Fund a joint Coconino County and City of Flagstaff lighting specialist position for education/enforcement in the next fiscal year (JLUS pg. 91).
The JLUS identifies responsibilities for the position including establish a baseline database of non-conforming lighting, refine enforcement practices and policies to bring non-conforming lighting into compliance, create a public education series for the community, create a volunteer dark sky ambassador program to assist with public education, provide training for developers, builders, architects, and other building professionals and develop educational materials. The Coconino Joint Land Use Study can be downloaded from here: https://www.coconino.az.gov/2212/JLUS |
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives High Performing Governance
Environmental Planning & Conservation Goal E&C.5. Preserve dark skies as an unspoiled natural resource, basis for an important economic sector, and core element of community character.
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Has There Been Previous Council Decision on This: | |||||
The Flagstaff City Council approved the first IGA in February 2020. | |||||
Attachments: | Res. 2021-23 | ||
Dark Sky IGA 2021 | |||
Dark Sky Specialist Program Report |
8.E.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-19: A resolution of the Flagstaff City Council amending the Flagstaff Business Attraction Job Creation Incentive Program to assist in attracting new businesses that will provide high wage jobs in specific industry sectors (Flagstaff Business Attraction Job Creation Incentive Program) Consideration and Adoption of Resolution No. 2021-20: A resolution of the Flagstaff City Council amending the Development Reinvestment Incentive Program to assist in attracting new businesses that will provide high wage jobs in targeted industry sectors (Flagstaff Business Attraction Development Reinvestment Incentive Program) |
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STAFF RECOMMENDED ACTION: | |||||
Flagstaff Business Attraction Job Creation Incentive Program:
1) Read Resolution No. 2021-19 by title only 2) City Clerk reads Resolution No. 2021-19 by title only (if approved above) 3) Adopt Resolution No. 2021-19 Flagstaff Business Attraction Development Reinvestment Incentive Program: 1) Read Resolution No. 2021-20 by title only 2) City Clerk reads Resolution No. 2021-20 by title only (if approved above) 3) Adopt Resolution No. 2021-20 |
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Executive Summary: | |||||
Staff is bringing forward minor changes to the three business attraction incentives based on program analysis and stakeholder/ community feedback received since the inception of these incentives in July 2020. The recommended proposals outlined in the attached incentive policies will make these programs more effective and efficient while staff pursues the City's economic development goals and objectives. Additions are shown in UNDERLINED CAPITAL TEXT, and deletions are shown as stricken. The main alterations are also called out directly in the key consideration section of this agenda item. ***The revised Policies will be included in the final agenda packet*** |
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Financial Impact: | |||||
The amendments will have no financial impact directly, but may lead to enhanced use of the incentives. Financial impacts of the incentives themselves, with the amendments or as currently existing, are outlined below: Job Creation Incentive: Budgeted in the FY-21 budget with $75,000 available. Funds are in the BBB-Economic Development budget for economic development purposes. Development Reinvestment Incentive: Allocates a portion of the City's construction sales tax revenue (0.5% sales tax rate) to be used for qualifying improvements that create public benefit. |
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Policy Impact: | |||||
Minor revisions to the policies are proposed. These revisions come from staff analysis and community/stakeholder input. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
ECONOMIC DEVELOPMENT - Grow and strengthen a more equitable and resilient economy. CLIMATE CHANGE - Take meaningful climate change action. City of Flagstaff Strategic Priorities: Foster a resilient and economically prosperous city |
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Has There Been Previous Council Decision on This: | |||||
Council unanimously approved these original incentive policies via resolution at the July 7, 2020 Council meeting. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
Council originally approved these incentives on July 7, 2020. | |||||
Key Considerations: | |||||
Job Creation Incentive: This program has been funded in the FY-2020-21 budget with $75,000 and has $60,000 remaining for use after successfully supporting the recruitment of a company focused on satellites. This incentive was reviewed, and staff received feedback from multiple community partners and stakeholders. The purpose of this incentive is to give Flagstaff an edge when recruiting new businesses to our community. This incentive coupled with incentives from the Arizona Commerce Authority (ACA), Coconino County, and other economic development tools gives Flagstaff an additional option to use in recruiting business from key industry sectors. This incentive is designed to help attract business in the bio medical, manufacturing, healthcare, software development and other similar key sectors. This incentive is not designed, or available, for the retail or lodging sectors as these businesses normally tend to follow when there is an increase in the economic base of a city. The main proposed alteration within this particular incentive is to change the maximum reimbursement one business may receive from $15,000 to $25,000. Additionally, there have been supplemental tracking requirements for successful applicants, to confirm community benefits from the incentive program. Development Reinvestment Incentive: This program is funded using a percentage of the City’s unrestricted (general fund) construction sales tax associated from the new development itself. Qualifying businesses that meet the minimum criteria may apply for reimbursements associated with project improvements. These improvements must be directly tied to development that creates added public benefit. Examples of some improvements could be beautification projects, public roadways and lighting, stormwater infrastructure, etc. The currently proposed funding mechanism would allocate 0.5% of the unrestricted construction sales tax for these uses. This incentive is designed to help attract business in the bio medical, manufacturing, healthcare, software development and other similar key sectors. This incentive is not designed or available for the retail or lodging sectors as these businesses normally tend to follow when there is an increase in the economic base of a city. The main proposed alterations to this incentive are to add supplemental tracking requirements for successful applicants, to confirm community benefits from the incentive program. Additionally, the amendments expand the time frame for when a new business may use this incentive after relocating to Flagstaff. |
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Expanded Options and Alternatives: | |||||
Staff received feedback and input from several community stakeholders regarding these policies including the Auto Park Owner's Association, Economic Collaborative of Northern Arizona (ECoNA), the Flagstaff Chamber of Commerce and various businesses/applicants that used these programs over the last ten months. | |||||
Attachments: | Res. 2021-19 Job Creation | ||
Job Creation Incentive Policy | |||
Res. 2021-20 Dev. Reinvest. | |||
Development Reinvestment Incentive Policy | |||
Incentive Alteration Presentation | |||
05.04.21 Presentation |
8.F.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Discussion and Possible Action: City Council Rules of Procedure Rule 11.07 | |||||
STAFF RECOMMENDED ACTION: | |||||
Discuss and provide direction
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Executive Summary: | |||||
A request was made to revisit Rule 11.07 with regard to meetings with state, federal, and tribal delegation. 11.07 Meetings with State, Federal, and Tribal Delegation and Lobbying Trips At least two members of Council must be in attendance at any meetings with State, Federal, or Tribal representatives where any city, state, federal, or tribal business is discussed. When the City Council participates in state or federal lobbying trips, the Mayor, or Councilmember designee, will accompany two other councilmembers and optionally staff on each trip. The councilmembers chosen to attend will be determined by an established rotation to ensure equal opportunity to participate and represent the City in this capacity. The Council reserves the right to select a councilmember outside the rotation by a three-fourth (super-majority) vote of the Council. |
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Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Effective Governance | |||||
Previous Council Decision on This: | |||||
Council approved the Rules of Procedure on April 6, 2021. | |||||
Attachments: | 2021 Rules of Procedure |
10.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
City Manager Report | |||||
STAFF RECOMMENDED ACTION: | |||||
Information Only
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EXECUTIVE SUMMARY: | |||||
These reports will be included in the City Council packet for regularly scheduled Council meetings, excluding Work Session meetings. The reports are intended to be informational, covering miscellaneous events and topics involving the City organization. | |||||
INFORMATION: | |||||
Attachments: | City Manager Report | ||
Sustainability Monthly Report | |||
Economic Vitality Monthly Report | |||
Map of Capital Projects | |||
Capital Projects Monthly Update |