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: Beautification and Public Art Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointment to a term expiring June 2022.
Make three appointments to terms expiring June 2024. |
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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 Final Plat: Request from Rhino Holdings Flagstaff LLC for Sears Redevelopment Final Plat (PZ-21-00025-02), a commercial subdivision containing three (3) lots located at 4800 N. Highway 89 in the HC (Highway Commercial) zone. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the final plat and authorize the Mayor to sign the plat and City Subdivider Agreement when notified by staff that the documents are ready for recording.
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B. | Consideration and Approval of Cooperative Purchase Contract: Purchase of All-Risk Velocity Fire Engine from Hughes Fire Equipment, Inc. in the amount of $749,343.27. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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C. | Consideration and Approval of Contract: Water Loading Station Installation and Maintenance Contract with Flowpoint Environmental Systems, Inc. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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D. | Consideration and Approval of the Cooperative Purchase Contract: Beta Public Relations, LLC in the amount of $55,807.24 for public outreach services during the construction of the Coconino Estates Improvements Phase II Project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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E. | Consideration and Approval of Final Plat: Case No. PZ-15-00115-17, VP 66 & Woody Mountain, LLC requests Final Plat approval for Timber Sky Phase 2 Final Block Plat, a subdivision consisting of six (6) blocks, three (3) tracts, and rights-of-way on 120 acres, located at 3425 W Route 66 in the R1, Single-Family Residential zone, the MR, Medium Density Residential zone and Public Open Space (POS) zone. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the final plat and authorize the Mayor to sign both the final plat and the City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.
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F. | Consideration and Approval of Contract: Purchase of an Aardvark Tactical small chassis robot in the amount of $63,855, with 100% funding from U.S. Department of Homeland Security (DHS) through AZ Department of Homeland Security and the Northern Arizona Metro Board. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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G. | Consideration and Approval of Contract: Contract with Eurofins Eaton Analytical, LLC, Bio-Aquatic Testing, Inc., and TestAmerica Laboratories, Inc. for laboratory testing of water, wastewater, sludge, and soil samples - not to exceed $132,244. | |||||
STAFF RECOMMENDED ACTION: | ||||||
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H. | Consideration and approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $283,494.00 for the Northern Arizona Street Crimes Task Force (METRO unit). | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $283,494.00 for FY2022.
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I. | Consideration and Approval of Grant Agreement: State of Arizona 911 grant for Coconino County GIS project. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the Grant Agreement with AZ State 911 Office for the Datamark GIS project for grant funds in the amount of $133,624.27 which will pay for the project in full.
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J. | Consideration and Approval of Grant Agreement: Arizona 911 Grant Agreement between Arizona Department of Administration and the City of Flagstaff acting as System Administrator for Coconino County. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Approve the acceptance of the grant from the Arizona Department of Administration Office in the amount of $533,943 for the 911 budget for Coconino County FY2021-2022.
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K. | Consideration and Approval of Multiple Contracts: On-Call Legal Services Contracts. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Award contracts for "On-Call Legal Services" to the following eight (8) firms, and authorize the City Manager to execute the necessary documents:
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7. | ROUTINE ITEMS | |||||
A. | Consideration and Adoption of Resolution No. 2021-32 and Ordinance No. 2021-16: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "PZ-21-00066 Updates to Zoning Code 2021 – Accessory Dwelling Unit and Accessory Structure Encroachments Requirements;" and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to modify the existing Accessory Dwelling Unit and Accessory Structure Encroachment Requirements. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Adopt Resolution No. 2021-32
2) Read Ordinance No. 2021-16 by title only for the final time 3) City Clerk reads Ordinance No. 2021-16 by title only (if approved above) 4) Adopt Ordinance No. 2021-16 |
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B. | Consideration and Adoption of Resolution No. 2021-33 and Ordinance No. 2021-17: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "Case No. PZ-19-00123 Updates to Zoning Code 2019 – Neighborhood Community Commercial;" and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to modify the Zoning Code to include a new zone called Neighborhood Community Commercial (NCC). | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Adopt Resolution No. 2021-33
2) Read Ordinance No. 2021-17 by title only for the final time 3) City Clerk reads Ordinance No. 2021-17 by title only (if approved above) 4) Adopt Ordinance No. 2021-17 |
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C. | Consideration and Adoption of Ordinance No. 2021-14: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June 2022. (Primary and secondary property tax levies for FY 2021-2022) | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Ordinance No. 2021-14 by title only for the final time
2) City Clerk reads Ordinance No. 2021-14 by title only (if approved above) 3) Adopt Ordinance No. 2021-14 |
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D. | Consideration and Adoption of Ordinance No. 2021-15: An ordinance of the City Council of the City of Flagstaff, authorizing the acquisition of real property for the Lone Tree Overpass Project; providing for delegation of authority, subsequent council approvals, severability, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Ordinance No. 2021-15 by title only for the final time
2) City Clerk reads Ordinance No. 2021-15 by title only (if approved above) 3) Adopt Ordinance No. 2021-15 |
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E. | Consideration and Approval of Contract: Change Order No. 15 with Shephard Wesnitzer, Inc. in the amount of $97,500.00 and add 235 calendar days for the Rio de Flag Flood Control Utility Relocation design services contract | |||||
STAFF RECOMMENDED ACTION: | ||||||
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F. | Consideration and Approval of Cooperative Purchase Contract: Arizona Department of Transportation Milton Road Underpass/BNSF Railway Bridge Replacement Concept Analysis Phase II - Award of Design Phase Services Cooperative Purchase Contract to WSP USA, Inc., for a feasibility study, in an amount not to exceed $149,614.00, under a City of Tucson cooperative purchasing agreement (#181820-01). | |||||
STAFF RECOMMENDED ACTION: | ||||||
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8. | REGULAR AGENDA | |||||
A. | Consideration and Adoption of Ordinance No. 2021-06: An Ordinance of the City Council of the City of Flagstaff, amending the Flagstaff Zoning Map to rezone approximately 11 acres of real property generally located at 151 West High Country Trail, APNs 112-05-001W and 112-05-011 from the Estate Residential (ER) zone to the Medium Density Residential (MR) zone with conditions, providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | ||||||
Staff recommended that the Planning and Zoning Commission forward the Direct to Ordinance Zoning Map Amendment request to the City Council with a recommendation for approval, in accordance with the findings presented in the attached report.
The Planning & Zoning Commission disagreed with staff's recommendation and instead recommends that the City Council, in accordance with the findings, deny the requested Direct to Ordinance Zoning Map Amendment for Aura Flagstaff (PZ-20-00008-01). Should the Council decide to deny the requested Zoning Map Amendment: 1) Approve a motion to deny the application for Zoning Map Amendment Should the Council decide to approve the requested Zoning Map Amendment: 1) Read Ordinance No. 2021-06 by title only for the final time 2) City Clerk reads Ordinance No. 2021-06 by title only (if approved above) 3) Adopt Ordinance No. 2021-06 |
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B. | Consideration and Adoption of Resolution No. 2021-12: A resolution of the City Council of the City of Flagstaff, Arizona, authorizing the execution of a Development Agreement between Auza Flagstaff, LLC and Trinsic Acquisition Company, LLC, and the City of Flagstaff related to the development of approximately 11 acres of real property generally located at 151 West High Country Trail, APNs 112-05-001W and 112-05-011 in Flagstaff, Arizona and establishing an effective date. (Aura Flagstaff Development Agreement) | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-12 by title only
2) City Clerk reads Resolution No. 2021-12 by title only (if approved above) 3) Adopt Resolution No. 2021-12 |
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C. | Consideration and Adoption of Resolution No. 2021-36: A resolution approving an Intergovernmental Agreement with Coconino County for and on behalf of Coconino County Juvenile Court Services Department, Coconino County Accommodation School District, and the City of Flagstaff for the relocation of the Juvenile Court Transition School to the Hal Jensen Recreation Center. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-36 by title only
2) City Clerk reads Resolution No. 2021-36 by title only (if approved above) 3) Adopt Resolution No. 2021-36 |
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D. | Consideration and Adoption of Resolution No. 2021-37: Approval for renewal of the Intergovernmental Agreement between the City of Flagstaff and the Blue Ridge Fire Department for dispatch services | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-37 by title only
2) City Clerk reads Resolution No. 2021-37 by title only (if approved above) 3) Adopt Resolution No. 2021-37 |
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E. | Consideration and Adoption of Resolution No. 2021-38: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the City of Williams, City of Page, Grand Canyon National Park, Glen Canyon National Park Service and the City of Flagstaff for the Arizona 911 Grant Program | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-38 by title only
2) City Clerk reads Resolution No. 2021-38 by title only (if approved above) 3) Adopt Resolution No. 2021-38 |
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F. | Consideration and Adoption of Ordinance No. 2021-18: An Ordinance of the Flagstaff City Council authorizing the acquisition of real property interests for the Beulah/University Roadway Project; providing for delegation of authority, severability, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | ||||||
At the July 6th, 2021 Council Meeting:
1) Read Ordinance No. 2021-18 by title only for the first time 2) City Clerk reads Ordinance No. 2021-18 by title only (if approved above) At the August 24th, 2021 Council Meeting: 3) Read Ordinance No. 2021-18 by title only for the final time 4) City Clerk reads Ordinance No. 2021-18 by title only (if approved above) 5) Adopt Ordinance No. 2021-18 |
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G. | Consideration and Adoption of Resolution No. 2021-39: A resolution extending an Intergovernmental Agreement (IGA) between the City of Flagstaff and the Lockett Ranch Fire District for fire and medical services. | |||||
STAFF RECOMMENDED ACTION: | ||||||
1) Read Resolution No. 2021-39 by title only
2) City Clerk reads Resolution No. 2021-39 by title only (if approved above) 3) Adopt Resolution No. 2021-39 |
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9. | DISCUSSION ITEMS | |||||
A. | Separated bike lanes pilot project | |||||
10. | COUNCIL LIAISON REPORTS | |||||
11. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by three members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Shimoni to place on a future agenda a discussion about unsheltered and vulnerable populations with the closure of the forests and the anti-camping ordinance. | |||||
12. | CITY MANAGER REPORT | |||||
A. | City Manager Report | |||||
STAFF RECOMMENDED ACTION: | ||||||
Information Only
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i. | Discussion of ARPA Funding | |||||
13. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||
14. | 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: Beautification and Public Art Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring June 2022.
Make three appointments to terms expiring June 2024. |
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Executive Summary: | |||||
The Beautification and Public Art Commission consists of seven citizens, and recommends expenditures from the BBB beautification fund and public art portion of arts and science fund. It studies and recommends community beautification projects ranging from landscaping and irrigation, signs and billboards, buildings, street-scapes, gateways, the purchase and installation of public art projects within beautification projects, and property acquisition for beautification and/or public art and neighborhood-initiated projects, to mention a few. There are currently two expiring seats and one seat open due to a resignation. It is important to fill vacancies on Boards and Commissions quickly to allow the Commission to continue meeting on a regular basis. There are five applications on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Sweet, Mayor Deasy, Councilmember Shimoni, and Councilmember Salas |
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Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
1) Appoint four Commissioners: By appointing members at this time, the Beautification and Public Art Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Postpone the action to allow for further discussion or expand the list of candidates. |
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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: | BPAC Authority |
6.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Final Plat: Request from Rhino Holdings Flagstaff LLC for Sears Redevelopment Final Plat (PZ-21-00025-02), a commercial subdivision containing three (3) lots located at 4800 N. Highway 89 in the HC (Highway Commercial) zone. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the final plat and authorize the Mayor to sign the plat and City Subdivider Agreement when notified by staff that the documents are ready for recording.
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Executive Summary: | |||||
Sears Redevelopment Final Plat is a 3-unit commercial subdivision located at 4800 N. Highway 89 in the HC (Highway Commercial) zone. The 6.52-acre site is in the northeastern section of the Flagstaff Mall, which includes the former Sears building. The Modified Subdivision Process, which allows the application to go directly from concept plat to final plat, applies to this project because it is creating four (4) or fewer lots. | |||||
Financial Impact: | |||||
There are no financial impacts affiliated with this final plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this final 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
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Has There Been Previous Council Decision on This: | |||||
There has been no prior Council decisions made in regard to this application. | |||||
Options and Alternatives: | |||||
1. Approve the final plat with no conditions. 2. Approve the final plat with conditions. 3. Deny the final plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure. |
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Background and History: | |||||
This plat proposes to create three (3) lots and to dedicate public right of way out of a larger 6.52 acre site. This plat is part of a broader process to redevelop the northern portion of the Flagstaff Mall after the closure of the Sears Department Store and Auto Center. The Sears Department Store is now Hobby Lobby, and the Sears Auto Center is now FIIT Nation gym. This plat will split Parcel 3 (0.98 acres) from the 5.65-acre Parcel 4 (APN 113-28-003H), thereby placing Hobby Lobby and FIIT Nation on two separate lots. The boundaries of Parcel 2 (APN 113-28-003J) will stay the same, while Parcel 1 (APN 113-76-005A) will be dedicated as a Public Right of Way. See page 2 of the final plat for more information. Parcel 1 and Parcel 2 were created using a Lot Spit/Combination application in 2020 under project number PZ-19-00192-02. Parcel 2 has an approved Site Plan for a Panda Express restaurant (project number PZ-20-00055-01); the project is currently in Civil Plans review. This plat is following the Modified Subdivision Process per section 11-20.90 of Title 11 General Plans and Subdivision. This process allows subdivision plats that propose no more than four (4) lots to bypass preliminary plat review. The Modified Subdivision Process consists of the following steps, all of which the applicant has completed: pre-application meeting, concept plat, and final plat. Because a preliminary plat was not required, this plat was not heard by the Planning & Zoning Commission, nor was it previously heard by the City Council. |
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Key Considerations: | |||||
Staff approved the Sears Redevelopment Final Plat on June 17, 2021, based on conformance with City Code Title 10, Flagstaff Zoning Code; City Code Title 11, General Plans and Subdivisions; and City Code Title 13, Engineering Design Standards and Specifications. | |||||
Community Involvement: | |||||
The community benefits that this project brings are encapsulated in the Regional Plan goals that it meets, such as promoting economic development. | |||||
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 Subdivision Plat review process. | |||||
Attachments: | Application | ||
Vicinity Map | |||
Final Plat | |||
Utility Company Responses | |||
City-Subdivider Agreement |
6.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Cooperative Purchase Contract: Purchase of All-Risk Velocity Fire Engine from Hughes Fire Equipment, Inc. in the amount of $749,343.27. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Hughes Fire Equipment, Inc., is a fully authorized dealer of Pierce Manufacturing, Inc. products such as the All-Risk Velocity Fire Engine. The City of Mesa has a cooperative purchase contract with Pierce Manufacturing to purchase their products. This purchase of an All-Risk Velocity Fire Engine would replace a twenty (20) year old All-Risk fire engine that currently serves in the front line of the Flagstaff Fire Department (FFD) fleet and move that twenty (20) year old unit into a reserve status. This also puts a current twenty-four (24) year old reserve fire engine out of service and up for auction. This unit is part of the FLEET adopted apparatus replacement plan. This new All-Risk Velocity Fire Engine would go into one of the three (3) heaviest call volume districts in the City's central corridor. | |||||
Financial Impact: | |||||
The funding for this new All-Risk Velocity Fire Engine was approved by the Fleet committee, Budget Team, City Manager and City Council as part of the current fiscal year budget. The approved amount was for $700,000.00 and this purchase proposal exceeds that by $49,343.27 due to a significant and unforeseen increase in the cost of steel. The remaining funds needed will be determined and reallocated by the Budget Team. If we do not purchase this unit before August 1, 2021, another steel increase of $40,000-$50,000 will be added to a new quote. | |||||
Policy Impact: | |||||
FFD recently revised policy to reduce the wear and tear on the largest and most expensive apparatus called Quints (large aerial ladder trucks). To do this, we implemented co-staffing which requires the station crew to determine which unit is most needed based on the call type and respond appropriately. By purchasing this All-Risk Velocity Fire Engine, it will put the twenty (20) year old unit into reserve status and allow for most of the calls in that district to be handled by the new engine. This keeps the added response miles off the Quint and allows our annual apparatus maintenance costs to better stay within budget. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
PBB Safe & Healthy Community - Provide public safety with the resources, staff and training to respond to community needs High Performing Governance - Serve the public by providing high quality internal and external service Regional Plan: Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service. Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available. |
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Has There Been Previous Council Decision on This: | |||||
Funding and replacement was approved as part of the annual FY 2021-22 budget. | |||||
Options and Alternatives: | |||||
1. Approve the cooperative purchase contract with Hughes for the new Pierce All-Risk Velocity Fire Engine; or 2. Reject the cooperative purchase contract and staff conducts a procurement process; or 3. Reject approval of the purchase of the new engine and continue response in a twenty-one-year-old All-Risk fire engine. |
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Background and History: | |||||
The national standard for fire engine replacement from front-line service ranges between 10-20 years base on use and typical geographical response. During the recession, the City of Flagstaff moved the replacement of engines up to twenty-five (25) years to reduce capital expenses. Currently, Fleet has moved this back to twenty (20) years due to significant maintenance costs and downtime seen by these older units. The Fleet Committee, City Manager's office and Budget Team has voiced a preference to replace our aging engines with a new one every two years for the next six (6) years (3 new engines) to get us back on pace for normal twenty (20)-year replacement. This is the second of those three (3) new fire engine requests. We have chosen to stay with Pierce as our only fire engine manufacturer due to longevity, quality, maintenance, and overall fleet consistency. Purchasing staff reviewed the agency contract and amendment to confirm validity of the terms and similar scope. The Cooperative Purchase Contract from Mesa conforms with City procurement rules. Purchasing staff worked with contractor to develop the draft City of Flagstaff Cooperative Purchase Contract attached herein. |
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Key Considerations: | |||||
The FFD apparatus replacement schedule anticipated saving capital expenses by refurbishing every other engine. We replaced an older fire engine with a new-refurbished engine in FY18. This engine has needed $50k worth or work in the first three (3) years of its life at FFD. In addition, the next two (2) engines identified as possible refurbishment options are both nineteen (19)-years old and Fleet has determined the frames have significant rust damage from the over the road chemicals and are not candidates for refurbishment. Based on these findings, future new engines are recommended to be purchased new. This represents number two (2) replacement of three (3) approved by the FLEET and Budget Team in the five (5)-year plan. We currently utilize smaller rescue units for the highest call volume districts to reduce to wear and tear on larger fire engines. We also have implemented the co-staffing model to reduce the wear and tear on our most expensive apparatus, known as Quints. This unit is a model down from our normal Pierce fire engine to reduce overall costs, but still maintains consistency in function and maintenance and matches our most recent new fire engine from 2020. |
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Community Benefits and Considerations: | |||||
Funds for this purchase are available in account # 001-03-051-0203-2-4401 (Rolling Stock-Fleet) and are spread out with $350,000 allocated per year fiscal year, but funded with 5-year funding for a lump sum payment if needed. | |||||
Community Involvement: | |||||
Purchasing a new All-Risk Velocity Fire Engine allows our response efforts to be consistent in meeting our mission and the community expectations for public safety response. This purchase will also reduce the amount of time we have to put crews responding to emergency incidents in older reserve apparatus due to aging front line units going out of service for mechanical issues. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | New Engine Spec Sheet | ||
New All-Risk Engine Picture | |||
2022-04 COF Coop Engine Contract | |||
Exhibit A - Quote | |||
Exhibit B - Mesa Master Agreement |
6.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Water Loading Station Installation and Maintenance Contract with Flowpoint Environmental Systems, Inc. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Staff is seeking Council approval of a Water Loading Station Installation and Maintenance Contract with Flowpoint Environmental Systems, Inc. (Flowpoint) for replacement of water load out station equipment and annual maintenance. The City currently operates seven water load out stations in five locations, four are potable water and three are reclaimed water. Existing equipment has become obsolete and is very difficult to find replacement parts. The upgraded system will include the functions previously offered to our customer plus the added ability to make purchases through a website 24 hours a day. Flowpoint provided the lowest cost solution which includes a three-year warranty. On December 16, 2020, Procurement issued a Request for Proposals for Water Load Stations which closed to bids on January 14, 2021. Three firms made proposal submissions. Proposals were evaluated and scored and the two top scoring firms tied. Interviews were conducted and scored with the top two firms. Procurement began discussions with the top scoring firm (AquaFlow) and requested a 'Best and Final Offer' (BAFO). The BAFO was not in the best interest of the City and an agreement was not successful. Purchasing then began discussions with the 2nd firm (Flowpoint) and requested a BAFO. The offer was in the best interest of the City and an agreement was accepted. See scoring tables below: Written Evaluation Scores Aquaflow 596 EleMech 566 Flowpoint 596 Interview Evaluation Scores Aquaflow 1105 Flowpoint 1078 |
|||||
Financial Impact: | |||||
Funding for the equipment replacement is funded by Water Services Funds. The equipment budget has $60,000 that will be carried forward to the FY 2021-2022 budget and the remaining amount will utilize reserve funds. The annual maintenance is budgeted in the Revenue Section of the General Fund. | |||||
Policy Impact: | |||||
None
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
High Performing Governance: Enhance the organization’s fiscal stability and increase efficiency and effectiveness. Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system. |
|||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City of Flagstaff has five water hauling locations which include for four potable water and three reclaimed water points around the City. The water is for personal and commercial use. The City serves approximately 1,230 customers: 1,100 potable and 130 reclaimed. To obtain access to water from a water loading station, customers must apply for an account with City of Flagstaff Customer Service. Reclaimed accounts require additional approval from Water Services. Once processed, the customer is given an account number and pin for access to the station. Customers can make payments via an automated phone system, online, mail, or in person at City Hall. Payments are currently manually posted to the customer’s account by staff. Customers may view their current balance at the pin pad at each station. City staff oversees the operations of the loading stations, serving as the first responder for operational problems, pin pad issues, and customer complaints. Maintenance services are provided by City staff. Existing technology was installed in 2012, and warrantied for five years. Since then, parts have been replaced and installed as needed by staff. An update to the software was completed in 2014 to add additional customer capacity. Pin pad replacements are no longer manufactured or supported and have become increasingly difficult to locate. A total of three proposals were received and evaluated by a committee comprised of City staff from Information Technology, Water Services, Management Services and Customer Service. Two companies received identical scoring totals from the review committee and moved forward to the interview process. After completing interviews, AquaFlow Int'l, Inc. (AquaFlow) received a slightly higher score from the review committee. Purchasing staff reached out to AquaFlow for discussions and for a best and final offer to reduce the equipment costs and extend the warranty period from one year to three years. AquaFlow was not willing to change their proposal in these areas. Due to the cost difference and the amount budgeted for this equipment replacement, staff requested to move forward discussions with Flowpoint. The cost of the Flowpoint equipment was approximately $66,000 less than AquaFlow and has a three-year warranty included. Due to budgetary constraints and an improved warranty, staff selected Flowpoint for the contract to upgrade of the water load out station. |
|||||
Community Involvement: | |||||
Water load station customers will benefit from the following:
|
|||||
Expanded Options and Alternatives: | |||||
Prior to drafting Request for Proposals, staff engaged water hauler customers with a survey. Over 100 haulers responded. Most expressed current technology meets their needs, however ability to view account balances and make after hours payments were noted as top requested features of a future system. The new system will provide this service to customers. | |||||
Attachments: | Flowpoint Contract | ||
Scope of Work | |||
Potable Water Station Map | |||
Reclaimed Water Station Map |
6.D.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of the Cooperative Purchase Contract: Beta Public Relations, LLC in the amount of $55,807.24 for public outreach services during the construction of the Coconino Estates Improvements Phase II Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Staff recommends the approval and award of the Cooperative Purchase Contract (Contract) with Beta Public Relations, LLC (Beta PR) in the amount of $55,807.24, which will authorize the public outreach services during the construction of the Coconino Estates Improvements Phase II Project (the Project). Beta PR’s Contract was procured by the City of Flagstaff through the use of a cooperative purchase contract with City of Prescott. Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project as they have successfully done on the Coconino Estates Improvements Phase I Project and during the design of the Coconino Estates Improvements Phase II Project. The Construction Contract for the Project was awarded by Council at the May 18, 2021, Council Meeting to Standard Construction Company. The Project can be generally described as a utility and roadway improvements Project 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. These three funding sources will also fund Beta PR’s Contract. The Project has limits that can be seen in the attached context and vicinity maps. Construction started on June 21, 2021. Beta PR’s 540-calendar day Contract duration will cover the span of the two-construction season Project that is anticipated to be complete in fall 2022. |
|||||
Financial Impact: | |||||
The Project and Beta PR’s Contract are funded by three funding sources consisting of a portion of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $13,525,191 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: | |||||
No impact.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Serve the public by providing high quality customer service. Regional Plan 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.
|
|||||
Has There Been Previous Council Decision on This: | |||||
|
|||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
Beta PR has been successfully providing their public outreach services during the design and construction of Coconino Estates Improvements Phase I Project. Beta PR provided public outreach services during the design of the Coconino Estates Improvements Phase II Project including assisting the City with the development of a Project Website, creating and distributing mailers, creating and posting a Project Presentation video in leu of a public open house, creating and hosting a hotline, and compiling a contact information database. Purchasing staff reviewed the cooperative purchase contract and amendment between Beta PR and the City of Prescott to confirm the validity of the term and conditions. This cooperative purchase contract conforms with City procurement rules. Purchasing staff worked with contractor to develop the attached Contract. |
|||||
Key Considerations: | |||||
Beta PR’s Contract has been procured by the City of Flagstaff through the City of Prescott’s cooperative purchase contract (aka Piggy-Back), which allows other governmental agencies to utilize the City of Prescott and Beta PR’s current On-Call Professional Services Contract to procure services from Beta PR. Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project. Beta PR will host a project hotline and email address, mail and hand deliver project fliers, update the Project website, compile a contact information database, and develop and distribute emailed weekly updates. |
|||||
Community Benefits and Considerations: | |||||
The Project is funded by three funding sources consisting of $4,700,000 of the Road Repair and Street Safety Program (RR&SS) - Coconino Estates total appropriations of $13,525,191 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). Beta PR’s $55,807.24 Contract will be funded by the three funding sources listed above with the contributions from each as follows: RR&SS contribution = $29,019.77 AWIR contribution = $21,206.75 ASIR contribution = $5,580.72 |
|||||
Community Involvement: | |||||
Beta PR’s public outreach services will help to inform residents adjacent to the Project and the surrounding neighborhood on construction activities, road closures, and schedule during the construction of the Project. | |||||
Expanded Options and Alternatives: | |||||
Inform, Involve, Empower:
|
|||||
Attachments: | Coop Contract | ||
Beta PR Contract | |||
Coop Extension | |||
Coconino Estates Improvements Phase II Context Map | |||
Coconino Estates Improvements Phase II Vicinity Map |
6.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Final Plat: Case No. PZ-15-00115-17, VP 66 & Woody Mountain, LLC requests Final Plat approval for Timber Sky Phase 2 Final Block Plat, a subdivision consisting of six (6) blocks, three (3) tracts, and rights-of-way on 120 acres, located at 3425 W Route 66 in the R1, Single-Family Residential zone, the MR, Medium Density Residential zone and Public Open Space (POS) zone. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the final plat and authorize the Mayor to sign both the final plat and the City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.
|
|||||
Executive Summary: | |||||
This is a request for final plat approval for six (6) blocks, three (3) tracts, and rights-of-way on 120 acres. Block plats create parcels of land for future development. Specific development proposals for each block will follow as either a subdivision plat reviewed by Council or as a site plan review, which is administratively reviewed by the Inter-Division Staff (IDS) team. See sheet 1 of the final block plat attachment for the Vicinity Map. | |||||
Financial Impact: | |||||
No financial liabilities are anticipated by approval of this plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this final plat. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Robust Resilient Economy - Grow and strengthen a more equitable and resilient economy Regional Plan
|
|||||
Has There Been Previous Council Decision on This: | |||||
On November 15, 2016, the City Council approved an Annexation, a Concept Zoning Map Amendment and Preliminary Block Plat for the proposed Timber Sky development. The Phase 1 Final Block Plat was approved on August 15, 2017. Since that time 3 blocks within Phase 1 have been platted into single-family home lots and are all currently under construction. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
Timber Sky is a proposed 1,300 residential dwelling unit development. The development proposes a mixture of high, medium, and single-family residential units combined with commercial service and open space on 197.58-acres. An Annexation, Concept Zoning Map Amendment, and Preliminary Block Plat were approved by City Council on November 15, 2016. Timber Sky was proposed to be developed in four phases. Phase 2 currently incorporates both Phase 2 and Phase 3. This final plat includes Blocks 3B, 7B, 4, 5, and 6. In order to provide access to these blocks, McAllister Ranch Road will be extended from Woody Mountain Road to the roundabout at Alan Clark Way onto the boundary of Phase 4 where a temporary cul-de-sac will be constructed until the road is completed back out to W Route 66. In order to meet required secondary fire apparatus access, blocks 4, 5, and 6 are required to provide access through each block until such time that McAllister Ranch Road is completed out to W Route 66. These internal connections were also required as part of the Concept Zoning Map Amendment approval. |
|||||
Key Considerations: | |||||
The City Council reviews final plat applications to ensure that the plat meets the requirement of City Code Title 10, Flagstaff Zoning Code; Title 11, General Plans and Subdivision Code; and Title 13, Engineering Design Standards and Specifications. These findings were determined to be met when the Preliminary Plat was approved by Council in 2016. | |||||
Expanded Options and Alternatives: | |||||
Inform The subject property's existing zoning allows for the proposed subdivision. No public hearing or public outreach is required as part of the City Council's review of a final plat. |
|||||
Attachments: | Timber Sky Phase 2 Final Block Plat |
6.F.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Purchase of an Aardvark Tactical small chassis robot in the amount of $63,855, with 100% funding from U.S. Department of Homeland Security (DHS) through AZ Department of Homeland Security and the Northern Arizona Metro Board. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
The Flagstaff Police Department SWAT Team is a Tier 2, multi-agency, regional response team. It consists of 20 members; 14 officers from the police department and 6 deputies from the Coconino County Sheriff’s Office. The SWAT Team responds to approximately 15 calls a year throughout the Northern Arizona Region. They are the primary regional response team for all critical infrastructures in Northern Arizona. The Flagstaff Police Department Bomb Squad is a Tier 1 regional response team. It consists of 4 Bomb Technicians and averages about 20 calls a year throughout the Northern Arizona region. The FPD Bomb Squad is the primary regional response team for all critical infrastructures located in Northern Arizona. The Flagstaff Police Department’s Hostage Negotiations Team consists of 5 certified negotiators. They respond to 6 – 10 calls per year, and typically respond in tandem with the SWAT Team to assist in barricaded subjects or hostage rescue calls. This grant was awarded to purchase a small chassis tactical robot for use with the Flagstaff Police Department’s regional Emergency Service Response Teams (ESRT). The ESRT respond to calls throughout the North Regional Advisory Council (RAC). The tactical robot will be used primarily by members of the SWAT Team when dealing with active shooter, barricaded suspects, or hostage rescue type call outs. The tactical robot’s secondary uses will be to aid the Hostage Negotiations Team with communications and delivery of equipment/supplies, as well as assisting the Bomb Squad with response to suspected chemical, biological, radiological, nuclear, or explosives (CBRNE) events/devices. The small chassis tactical robot will be utilized when a large chassis robot is not feasible due to location or size constraints, or when a second angle of view is needed to address depth of field issues with 2D imagery during render safe procedures of suspect CBRNE devices. This tactical robot is small and maneuverable and has the ability to enter structures to gain intelligence and communicate with dangerous suspects without having to send armed police officers into the structures first. The intent would be to communicate with suspects in order to peacefully resolve dangerous situations using this as a life-saving piece of equipment for both the officers on the call and the suspects that are barricaded. When this tactical robot is being used by the SWAT Team, it will only be used for video surveillance, searching, and communication with dangerous barricaded suspects. When the Bomb Squad uses the tactical robot, the video camera would be taken off of the articulating arm. The Bomb Squad would attach a "Carbon-fire" pan to the arm which is used to render safe explosive ordinances. |
|||||
Financial Impact: | |||||
There is no cost to the city as the tactical robot is fully paid for by an AZ Department of Homeland Security grant and the Metro Board. This grant and purchase is budgeted in FY2021-22 budget in the Police Department in account 001-04-062-6304-2-4405. | |||||
Policy Impact: | |||||
This Contract does not impact FPD departmental or city handbook policy.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan: Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. | |||||
Has There Been Previous Council Decision on This: | |||||
In 2006, the City Council approved the purchase of a large chassis explosive ordinance device removal robot with funding from the AZ Department of Homeland Security. This 2006 robot is becoming obsolete with its age and is unable to be maintained by the manufacturer due to age. The new tactical robot will be able to be used by the Bomb Squad to disable and disarm explosive devices, and it will help our Bomb Squad keep its Tier 1 certification status by having a functional tactical robot in inventory to serve Flagstaff and surrounding areas. |
|||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
Police departments around the state and country have been equipping themselves with tactical robots to enter structures to gain intelligence and speak with suspects prior to officers entering a structure where an armed encounter could occur. The Flagstaff Police Department ESRT teams have used the large chassis robot assigned to the bomb team with some success in the past, but this robot is too large and cumbersome to enter structures. A majority of the time, the large and heavy robot gets stuck in the house and puts more people in danger during operations than it does provide intelligence. The small chassis tactical robot requested is designed to enter buildings, climb stairs, look over and into hiding spaces, provide intelligence to commanders on the scene, and allow trained officers to negotiate with suspects before introducing police officers into a building. This has applications during active shooter events, barricaded suspect incidents, and hostage rescue type events. The Bomb Squad will also be able to use this equipment to disarm explosive ordinances in confined spaces and open areas when the large robot is not practicable. The mission and goal of our specialty teams is "Saving Lives" which corresponds directly to the mission and values of the department. This piece of equipment will allow our officers to better navigate and handle dangerous incidents and hopefully resolve these situations peacefully. |
|||||
Key Considerations: | |||||
This is a new piece of equipment that is not in our current inventory which allows us to serve our citizens of Flagstaff in a safer way than before. Purchasing staff published an Invitation for Bids (IFB) solicitation for Small Platform Tactical Robot in the Arizona Daily Sun on February 21 and February 28, 2021, and posted the solicitation to the City of Flagstaff’s PlanetBids Website on February 10, 2021. On March 5, 2021, the City received four (4) Bids from tactical robot contractors. A four-member Selection Committee consisting of City staff, reviewed and evaluated the bids. Based upon the cost proposals, the Selection Committee identified the lowest responsive responsible bidder for Small Platform Tactical Robot to be recommended for the Bid. The committee choose Aardvark as the supplier of one Small Platform Tactical Robot. The results of all firms are as followed: Aardvark - $63,855.00 ICOR Technology Inc. - $68,520.20 Mercaterra Atlantic, LLC - $77,990.00 SupplyCore Inc. - $184,453.71 |
|||||
Community Involvement: | |||||
The tactical robot will serve the Flagstaff community by utilizing the latest technology in surveillance and intelligence with the intent to end dangerous and deadly conflicts with peaceful results by reducing danger to the public and our officers. FPD seeks to help citizens without having to use force by using trained negotiators to achieve peaceful resolutions via the tactical robot. | |||||
Expanded Options and Alternatives: | |||||
Our community will be able to view this equipment at community policing events such as the Citizen's Police Academy and National Night Out. The Bomb Squad displays their equipment off to children and adults at these events, and it is always well received to see the latest technology that our City gives its police department. | |||||
Attachments: | COF Contract 2021-78 | ||
Aardvark Quote | |||
Grant Provisions | |||
Avatar III Brochure |
6.G.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Contract with Eurofins Eaton Analytical, LLC, Bio-Aquatic Testing, Inc., and TestAmerica Laboratories, Inc. for laboratory testing of water, wastewater, sludge, and soil samples - not to exceed $132,244. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Water Services contracts out laboratory services for water, wastewater, sludge, and soil sampling. This includes sampling at our water sources, water treatment, and water reclamation facilities, in the distribution system, and at our permitted industries. This sampling is key to keeping our facilities in compliance with permits and federal and state regulations. Sampling analysis accuracy is the core of meeting compliance with our permitting needs. Sampling costs make up the largest budget items outside of salaries for the Regulatory Compliance Section. It is important for Water Services to secure contracts with several laboratories to guarantee pricing and sample analysis time. The Purchasing Section received proposals from three laboratories. Each lab proposal was evaluated and scored by five Regulatory Compliance Staff evaluators. The proposals were scored based on three criteria, each with a weighted percentage: Evaluation Criterion A – (40%) Experience & Qualifications of Key Personnel
Evaluation Criterion B – (30%) Capacity of Offeror/Experience Evaluation Criterion C – (30%) Fee and Price Each laboratory that submitted a proposal offers different services and sampling methods. Likewise, each program in Regulatory Compliance (water, wastewater, and pretreatment) requires different services and analysis methods. Approving contracts with each laboratory will allow for predictable fees and analysis times to help to ensure drinking water, wastewater, and pre-treatment compliance with rules and permits.
|
|||||
Financial Impact: | |||||
The Regulatory Section already has the laboratory sampling in its budget. The total of all three contracts is not to exceed $132,244 each year. The new contracts will not have any additional financial impact. These contracts are budgeted in the Drinking Water Fund - Regulatory Compliance Section - in accounts 202-08-306-1081-0-4207, 202-08-306-1082-0-4207 and 202-08-306-1085-0-4207 with a total budget of $132,244 in FY 2021-22. | |||||
Policy Impact: | |||||
None
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Actively manage and protect all environmental and natural resources.
Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Enhance the organization's fiscal stability and increase efficiency and effectiveness.
Regional Plan Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
Policy WR.4.2. Maintain, at the City level, a financially stable utility to provide reliable,
high quality utility services.
|
|||||
Has There Been Previous Council Decision on This: | |||||
Previous laboratory contracts were approved by council in 2010 and 2015 to secure pricing and service. The previous contracts included four laboratories to ensure that each program in Water Services was able to secure sampling options to meet permit conditions. | |||||
Options and Alternatives: | |||||
Option A - Approve the Contract with the three Contractors, for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples testing. This will provide the City of Flagstaff Water Services an on-call contract for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples as needed. Option B - Reject the Contract with the three Contracts, for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples. This option would leave the Water Services with no contract for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples and would require City Staff to re-propose for the services. |
|||||
Background and History: | |||||
Purchasing staff published a Request for Proposals (RFP) solicitation for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples service in the Arizona Daily Sun on April 11 and April 18, 2021 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on April 5th, 2021. On April 29th, 2021, the City received three (3) Proposals from Laboratory Testing contractors. A five-member Selection Committee consisting of City staff, reviewed and evaluated the proposals. Based upon the numerical scoring of the proposals, the Selection Committee identified the most qualified Firms for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples to be recommended for the Project. The committee choose Bio-Aquatic Testing, TestAmerica Laboratories, Inc. and Eurofins Eaton Analytical, LLC. Final scores of all firms are as followed: Bio-Aquatic Testing – 448 TestAmerica Laboratories, Inc. – 476 Eurofins Eaton Analytical, LLC – 483 |
|||||
Key Considerations: | |||||
The areas covered under this Contract support the goals and operations of the Water Services Regulatory Compliance Section, and reduce the City of Flagstaff liability through safe, timely and cost-effective Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples Testing. | |||||
Attachments: | Bio-Aquatic Contract | ||
Bio-Aquatic Contract Attachment A | |||
Eurofin Contract | |||
Eurofin Contract Attachment A | |||
TestAmerica Contract | |||
TestAmerica Contract Attachment A |
6.H.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $283,494.00 for the Northern Arizona Street Crimes Task Force (METRO unit). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $283,494.00 for FY2022.
|
|||||
Executive Summary: | |||||
The City of Flagstaff was awarded $283,494.00 in grant funds from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds. This grant fully funds one Flagstaff Police Sergeant, and partially funds one Flagstaff Police investigator, one Coconino County Sheriff's Deputy investigator and one Northern Arizona University Police investigator. There is no cost to the City of Flagstaff. | |||||
Financial Impact: | |||||
The grant award is in the amount of $212,620.50 (75%) with required matching funds of $70,873.50 (25%). The METRO board has authorized matching funds from the Rico account. The Rico account has provided matching funds in the previous years and the board has agreed to provide the above matching funds for this year’s grant. This amount will include all city costs, estimated in kind and administrative costs if above normal departmental allocation. The grant award will be the 35th funding cycle (FY 2022) for the METRO unit. This grant is budgeted in Fiscal Year 2022. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Safe and healthy community: Provide public safety services with resources, staff, and training responsive to the community needs | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, the Flagstaff City Council has approved the acceptance of this grant money for the past thirty four years. | |||||
Options and Alternatives: | |||||
Approve the acceptance of the grant or decline the acceptance of the grant. | |||||
Background and History: | |||||
As previously stated, this is the 35th cycle of this grant in which the Flagstaff City Council has approved the previous 34 cycles. | |||||
Key Considerations: | |||||
This grant and the investigative officers this funds is supported by nearly every law enforcement entity in Coconino County including the Coconino County Sheriff’s Office, The Flagstaff Police Department, Northern Arizona University Police, ATF, FBI, DEA, Homeland Security and the Department of Public Safety. This grant provides specialized police investigations to all the communities located within Coconino County. | |||||
Community Involvement: | |||||
Officers in the METRO Unit continuously provide support to numerous community groups including, local schools, Citizens Academy programs, local law enforcement training academies etc. in the form of training and educational presentations, drug awareness, and proactive investigations. | |||||
Expanded Options and Alternatives: | |||||
To work directly with the public through the process to ensure that public issues and concerns are consistently understood and considered. | |||||
Attachments: | ACJC FY22 Grant Agreement |
6.I.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Agreement: State of Arizona 911 grant for Coconino County GIS project. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Grant Agreement with AZ State 911 Office for the Datamark GIS project for grant funds in the amount of $133,624.27 which will pay for the project in full.
|
|||||
Executive Summary: | |||||
In January 2021, as part of the 911 Grant application process, Flagstaff Police Department applied for funds for a special GIS project to conduct a detailed data analysis of addressing and emergency service response boundaries that might cause issues for first responders in emergency situations. We were approved $133, 624.27 that will fund the project in its entirety. The northern half of Coconino County completed a GIS project in 2018 funded by Kane County that analyzed addresses and emergency service response boundaries. This project would complete the GIS project for the southern half of Coconino County. The scope of work also provides GIS software that will allow dispatchers to be able to flag problem addresses or areas so they can be corrected in the GIS data. The second part of the project that was approved was to move to a Next Gen 911 Master Street Address Guide (MSAG). This is the address information that is displayed on telephone system in the Communications Center when someone calls 911. GIS data is more accurate than the traditional address system that has been used in the past. Accurate addressing is crucial in emergency services because seconds can save lives. We have several rural areas in our county that need to have their addresses verified and/or corrected. This project will allow the Communications Center to continue to become NextGen 911 compliant. | |||||
Financial Impact: | |||||
This project is funded in full by the State of AZ 911 Office. The Police Department budget includes $715,000 to cover the FY2021-22 911 grant and the FY2021-22 GIS grant. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. | |||||
Has There Been Previous Council Decision on This: | |||||
No. This is the first time we have been awarded grant money for a GIS project. | |||||
Options and Alternatives: | |||||
Approve the acceptance of the grant from the State of Arizona 911 office in the amount of 133,624.27 for the GIS project or decline the acceptance of the grant. | |||||
Background and History: | |||||
The Flagstaff Communications Center has been working for the last five years to become Next Gen 911 compliant. The requested project is for the improvement of GIS data for the support of 9-1-1 location validation and call routing. Focused on the southern portion of Coconino County congruent to work completed previously, project work will involve GIS data enhancement of emergency services response boundaries specifically Public Safety Answering Point (PSAP aka 9-1-1 Center), Law Enforcement (LAW), Fire Response (FIRE), and Emergency Medical Services (EMS) boundaries] as well as changes necessary to address point and road centerline data to ensure data consistency, accuracy, and completeness. This project focuses on ensuring all possible resources have been reviewed to develop top-grade, quality GIS data for use in a Next Generation 9-1-1 (NG9-1-1) call routing system; implementing a sustainable system of data and software that will allow continuous data maintenance and management; and provides GIS data that can be used, in synchronous fashion, for Computer-Aided Dispatch (CAD), situational awareness applications and a myriad of other applications that support the Communications Center. | |||||
Key Considerations: | |||||
Accurate addressing and emergency response boundaries are crucial to 911 dispatcher. This helps determine the correct and closest emergency response and can cut down the call processing time. In a 911 environment seconds can save lives. | |||||
Community Involvement: | |||||
Accurate addressing through GIS allows for quicker and correct emergency response to our citizens and visitors when they experience an emergency and have to call 911. | |||||
Expanded Options and Alternatives: | |||||
Continue to work with community stakeholders to provide exemplary 911 service. | |||||
Attachments: | DataMark Scope of Work | ||
Grant Award Letter -GIS Project | |||
MSAG GIS Quote |
6.J.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Agreement: Arizona 911 Grant Agreement between Arizona Department of Administration and the City of Flagstaff acting as System Administrator for Coconino County. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the acceptance of the grant from the Arizona Department of Administration Office in the amount of $533,943 for the 911 budget for Coconino County FY2021-2022.
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Executive Summary: | |||||
Flagstaff Police Department acting as the 911 System Administrator for the Coconino County Public Safety Answering Points (PSAPs) was awarded $533,943.00 in grant funds from the Arizona Department of Administration Office. This grant funds all operational costs of the 911 telephone systems for the PSAPs in Coconino County which includes: Flagstaff Police Department, Williams Police Department, Page Police Department, Grand Canyon National Park Service, and Glen Canyon National Park Service. | |||||
Financial Impact: | |||||
This grant is budgeted in the police department budget. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Regional Plan Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. |
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Has There Been Previous Council Decision on This: | |||||
Yes. The Council approved the FY2020 and FY2021 911 budget grants. | |||||
Options and Alternatives: | |||||
Approve the acceptance of the grant or decline the acceptance of the grant. | |||||
Background and History: | |||||
Flagstaff Police Department has been designated the System Administrator for Coconino County by the State 911 Office. The System Administrator is responsible for submitting 911 operating bills to the State 911 Office, and submitting call statistics and required reports for all the PSAPs in their county. Historically the 911 telephone bills would be mailed to the Flagstaff Police Department. The 911 Coordinator would make sure the charges on the bill were correct and send the bill and an authorization letter to the State 911 Office. In turn, they would pay the bills with the money collected through the Emergency Telecommunication Service Revolving Fund. In 2018, the Arizona 911 Office was moved under the direction of the Arizona Department of Administration. With this change, the Arizona Department of Administration Grants and Federal Resources Office created a grant program for the yearly 911 budget. System Administrators have to apply yearly for the funds to pay the 911 system bills. This allows the PSAPs to be responsible for their bills and to be reimbursed through the grant award by the State. The process makes sure funds are distributed fairly across the state. | |||||
Key Considerations: | |||||
911 is known nationwide as the telephone number to call when a person needs emergency assistance. PSAPs field emergency telephone calls for all of Coconino County. Flagstaff Police Department was designated by the State 911 Office to be the System Administrator for the PSAPs within Coconino County. 911 systems in Arizona are funded from a tax on cell phones called the Emergency Telecommunication Service Revolving Fund. | |||||
Community Benefits and Considerations: | |||||
Having a 911 system allows citizens to dial three numbers to have access to emergency services instead of having to dial seven digits and go through an automated telephone system. This allows faster responses to emergencies for everyone. Payment of 911 services by the State 911 Office through tax allows the PSAPs in Coconino County to provide consistent emergency response. | |||||
Community Involvement: | |||||
To work directly with the public to ensure that Coconino County PSAPs have correct address information and provide quality customer service in emergency and non-emergency situations. | |||||
Expanded Options and Alternatives: | |||||
If approved the grant would allow for the acceptance of $533,943.00 in State funds that will provide consistent access to the 911 emergency telephone system. | |||||
Attachments: | FY2022 911 Grant Agreement |
6.K.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Multiple Contracts: On-Call Legal Services Contracts. | |||||
STAFF RECOMMENDED ACTION: | |||||
Award contracts for "On-Call Legal Services" to the following eight (8) firms, and authorize the City Manager to execute the necessary documents:
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Executive Summary: | |||||
The City, on occasion, has the need to utilize an outside law firm based on the specific areas of expertise of the selected firms and the number of anticipated situations where outside legal services will be needed. Award of these "On-Call Legal Services" contracts will allow for more timely legal services to be provided. In lieu of attaching eight (8) separate contracts representing each Firm, a sample professional service contract is attached to the staff summary that will be used for each of the Firms upon approval by council. The term of the contract for each Firm is for two (2) consecutive years, with an additional two (2) year optional renewal thereafter. |
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Financial Impact: | |||||
Awarding multiple Contracts based on specific areas of qualifications and experience on an as needed basis will result in increased efficiency. Award of these on-call legal services contracts does not obligate the City to utilize a particular firm's services or to assign a minimum number of cases to any of these firms. | |||||
Policy Impact: | |||||
The City will require assistance under these contracts in the continued application of current policy and consideration of legal impacts of potential policy changes.
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Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
All Priority-Based Budget Key Community Priorities and Objectives may require outside legal counsel in the future dependent on the particular topic.
Regional Plan The Regional Plan also may require assistance from outside legal counsel in the future dependent on the particular topic.
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Has There Been Previous Council Decision on This: | |||||
|
|||||
Options and Alternatives: | |||||
1. Approve the multiple Contract awards as recommended. 2. Approve a smaller number of Contracts. 3. Reject the On-Call Legal Services contract and re-advertise. |
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Background and History: | |||||
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Key Considerations: | |||||
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Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
Enhanced protection of the City's interests in various types of legal matters. | |||||
Expanded Options and Alternatives: | |||||
Not applicable. | |||||
Attachments: | Professional Service Agreement |
7.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-32 and Ordinance No. 2021-16: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "PZ-21-00066 Updates to Zoning Code 2021 – Accessory Dwelling Unit and Accessory Structure Encroachments Requirements;" and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to modify the existing Accessory Dwelling Unit and Accessory Structure Encroachment Requirements. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2021-32
2) Read Ordinance No. 2021-16 by title only for the final time 3) City Clerk reads Ordinance No. 2021-16 by title only (if approved above) 4) Adopt Ordinance No. 2021-16 |
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Executive Summary: | |||||
The proposed amendment (Exhibit A to Resolution No. 2021-32) includes multiple changes to the Zoning Code. The objective of the proposed amendment is to add additional flexibility to the existing Accessory Dwelling Units (ADU) requirements to encourage the development of Accessory Dwelling Units. To allow for the additional flexibility, the new and modified provisions include allowing: Detached Accessory Dwelling Units to encroach in the rear and interior side yards; Attached and Interior Accessory Dwelling Units to be constructed to the height allowed by the property's zone; and property owners the ability to rent or lease both the Accessory Dwelling Unit and the Single-Family Dwelling Unit that are on the same lot/ provided that the property owner enters into an agreement/covenant prohibiting the renting or leasing of the structures for less than 30 days. In addition, the amendment includes the consolidation of the accessory structure requirements into one table. The Planning and Zoning Commission reviewed and provided a recommendation of approval at the May 26, 2021, Planning and Zoning Commission meeting. |
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Financial Impact: | |||||
There are no anticipated financial impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Policy Impact: | |||||
No policy impacts are anticipated by this amendment. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Below is a list of the Goals and Policies that the proposed Zoning Code Text Amendment complies with. Chapter VIII - Community Character
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Has There Been Previous Council Decision on This: | |||||
There has not been a previous City Council decision on this ordinance. Options and Alternatives:
The proposed amendment (Attachment 2) includes multiple changes to the Zoning Code. The objective of the proposed amendment is to add additional flexibility to the existing Accessory Dwelling Units (ADU) requirements to encourage the development of Accessory Dwelling Units. To allow for additional flexibility, new provisions are being added, and several existing regulations are being modified. The most significant of the modifications include:
1. Accessory Structures (Section 10-40.60.020):
A Zoning Code Text Amendment shall be evaluated based on the following findings: A. Finding #1: The proposed amendment is consistent with and conforms to the objectives and policies of the General Plan and any applicable specific plan; The proposed amendment (Attachment 2) includes multiple changes to the Zoning Code. The objective of the proposed amendment is to add additional flexibility to the existing Accessory Dwelling Units (ADU) requirements to encourage the development of ADUs. The proposed provisions address multiple goals and policies of the Regional Plan. These include:
The proposed amendment will not be detrimental to the public interest, health, safety, convenience, or welfare of the City; The provisions of the amendment are not anticipated to be detrimental to the public interest, health, safety, convenience, or welfare of the city. The proposed modification is intended to allow Detached Accessory Dwelling Units in the rear and side yards which are consistent with other accessory structures (e.g. a garage, storage shed, etc.). In addition, the proposed maximum allowed height (16 feet) of a Detached Accessory Dwelling Unit is the same height as other accessory structures that are allowed in setbacks of a property’s zone. Also, the Attached and Interior Detached Accessory Dwelling Unit connected to a primary Single-family Dwelling Unit is proposed to have a building height that is equal to the height allowed by the property’s zone. Typically, the modification to a Single-family Dwelling Unit to incorporate an Attached or Interior Detached Accessory Dwelling Unit is indistinguishable from modifications to enlarge a Single-family Dwelling Unit without the accessory dwelling units. C. Finding #3 The proposed amendment is internally consistent with other applicable provisions of this Zoning Code. The amendment is internally consistent, utilizes the existing format, and does not conflict with other Zoning Code provisions. It maintains the Zoning Code’s purpose as a comprehensive contemporary set of land uses and requirements that are straightforward, usable, and easily understood. Citizen Participation Persons of interest on file with the Planning and Development Services section of the Community Development Division were notified of the Planning and Zoning Commission and City Council work sessions and public hearing via first-class mail. Moreover, notification of the work sessions and public hearings were published on the City’s Facebook and Flagstaff Community Forum web pages and in the Arizona Daily Sun. The public comments received are included as Attachment 3. At the May 26, 2021, Planning and Zoning Commission meeting, a member of the public expressed support for the proposed amendment. Planning and Zoning Commission Work Session At the Planning and Zoning Commission Work Session of May 12, 2021, staff reviewed the proposed Zoning Code Text Amendment with the Commission. The Commission had a general question regarding the amendment to clarify their understanding of the proposed regulations. City Council Work Session At the City Council Work Sessions of May 11, 2021, staff reviewed the proposed Zoning Code Text Amendment with the City Council. Members of the City Council had a general question regarding the amendment to clarify their understanding of the proposed regulations. In addition, the City Council provided direction to allow property owners the ability to rent both the Single-family Dwelling Unit and the Accessory Dwelling Unit provided that the owner(s) enters into a restrictive covenant affirming that the property owner will not rent or lease both of the dwelling units for a period of fewer than 30 days (definition of a Short-Term Rental). Planning and Zoning Commission Hearing On May 26, 2021, the Planning and Zoning Commission reviewed the application and had general questions. These questions include:
City Council Hearing At the City Council public hearing on June 15, 2021, staff reviewed the proposed Zoning Code Text Amendment with the City Council. The City Council approved motions to read Resolution No. 2021-32 and Ordinance No. 2021-16 by title only with modifications to delete the Accessory Dwelling Unit minimum 300 square foot area requirement and increase the maximum area allowed from 600 square feet to 800 square feet. These modifications have been incorporated into Exhibit A to Resolution No. 2021-32. To address the City Council comments to clarify which setback encroachments are allowed, after the June 15, 2021 City Council Meeting, staff modified line (5) Building Form and Property Development Standards (b) (i) of Table 10-40.60.030.C. to clarify the requirements. The requirement has not changed, although it has been reworded in Exhibit A to Resolution No. 2021-32. |
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Attachments: | Res. 2021-32 | ||
Exhibit A to Resolution No. 2021-32 | |||
Ord. 2021-16 | |||
2. Application Narrative and Regional Plan Analysis | |||
3. Public Comments | |||
Presentation |
7.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-33 and Ordinance No. 2021-17: A Resolution of the City Council of the City of Flagstaff, Coconino County, Arizona, declaring as a public record that certain document filed with the City Clerk and entitled "Case No. PZ-19-00123 Updates to Zoning Code 2019 – Neighborhood Community Commercial;" and, an Ordinance of the City Council of the City of Flagstaff, Coconino County, Arizona, amending the Flagstaff City Code, Title 10, Flagstaff Zoning Code, to modify the Zoning Code to include a new zone called Neighborhood Community Commercial (NCC). | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2021-33
2) Read Ordinance No. 2021-17 by title only for the final time 3) City Clerk reads Ordinance No. 2021-17 by title only (if approved above) 4) Adopt Ordinance No. 2021-17 |
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Executive Summary: | |||||
The proposed amendment (Exhibit A to Resolution No. 2021-33) modifies the Zoning Code to create a new zone Neighborhood Community Commercial (NCC). This zone is to provide the City Council and property owners a zone to implement the High Occupancy Housing Specific Plan’s implementation strategy (Strategies to be implemented by 2019, bullet 5, page 102) and the Southside Community Plan’s policy (Policies SMS 1.2. and SLW 1.2.) to lower the building height in the Community Commercial (CC) zone in the North End and Sunnyside Neighborhoods, and in the Southside Main Streets and Live/Work Neighborhood areas from 60 feet to 45 feet. The proposed Neighborhood Community Commercial (NCC) is identical to the Community Commercial (CC) zone, except that the maximum building height is limited to 45 feet. The Planning and Zoning Commission reviewed and provided a recommendation of approval at the May 26, 2021, Planning and Zoning Commission meeting. |
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Financial Impact: | |||||
There are no anticipated financial impacts affiliated with the proposed Zoning Code Text Amendment. | |||||
Policy Impact: | |||||
The proposed code amendment to create a new Neighborhood Community Commercial (NCC) zoning district implements policies and strategies adopted in the High Occupancy Housing Plan and the Southside Neighborhood Plan. Rather than change the permitted height in the existing Community Commercial zone, which would impact a much larger part of the community, the creation of the new district allows it to be requested by property owners. Staff will be completing additional public outreach to determine if there are areas recommended for city-initiated rezonings. However, the creation of the new NCC district does not rezone anyone's property. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Regional Plan Below is a list of the Goals and Policies that the proposed Zoning Code Text Amendment complies with. Chapter IX - Growth Areas & Land Use
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Has There Been Previous Council Decision on This: | |||||
There has not been a previous City Council decision on this ordinance. Options and Alternatives:
The proposed amendment (Exhibit A to the Resolution No. 2021-33) incorporates a new zone called Neighborhood Community Commercial (NCC). The Neighborhood Community Commercial (NCC) zone is identical to the Community Commercial (CC), except that the allowed building height is 45 feet. The primary purpose of the Neighborhood Community Commercial (NCC) zone is to provide the City Council and property owners a zone to implement the High Occupancy Housing Specific Plan’s implementation strategy (Strategies to be implemented by 2019, bullet 5, page 102) and the Southside Community Plan’s policy (Policies SMS 1.2. and SLW 1.2.) to lower the building height in the Community Commercial (CC) zone in the North End and Sunnyside Neighborhoods, and the Southside Main Streets and Live/Work Neighborhood areas from 60 feet to 45 feet. Since the Neighborhood Community Commercial (NCC) zone would be a new zone, it will allow the City Council the flexibility to determine which areas of Flagstaff with the Community Commercial (CC) zone should maintain the currently allowed maximum building height of 60 feet, such as certain properties adjacent to commercial corridor streets, and which areas should have a maximum building height of 45 feet. It should be noted that no property will be rezoned to the Neighborhood Community Commercial (NCC) with this application. Zoning Code Text Amendment The Planning Director shall provide a recommendation to the Planning and Zoning Commission for its review. The Director’s recommendation shall be transmitted to the Planning and Zoning Commission in the form of a staff report prior to a scheduled public hearing. The recommendation shall include the following: an evaluation of the consistency and conformance of the proposed amendment with the goals and policies of the General Plan and any applicable specific plans; the grounds for the recommendation based on the standards and purposes of the zones set forth in Division 10-40.20 (Establishment of Zones) of the Zoning Code; and a recommendation on whether the amendment should be granted or denied. A Zoning Code Text Amendment shall be evaluated based on the following findings: A. Finding #1: The proposed amendment is consistent with and conforms to the objectives and policies of the General Plan and any applicable specific plan; The amendment's primary purpose is to implement the High Occupancy Housing Specific Plan and the Southside Community Plan to limit the allowed building height to 45 feet on properties currently zoned Community Commercial (CC) and in the Southside Main Streets and Live/Work Neighborhood areas of the Southside in accordance with the strategy and policies referenced in Section I of this report. Furthermore, the adoption of the amendment would address multiple goals and policies of the Regional Plan and related specific plans. Staff’s narrative and comprehensive Regional Plan and Specific Plan conformance analysis is included as Exhibit A to Resolution No. 2021-33. A summary of the goals and policies that the proposed Zoning Code Text Amendment is consistent and conforms with include:
The proposed amendment will not be detrimental to the public interest, health, safety, convenience, or welfare of the City; The provisions of the amendment are not anticipated to be detrimental to the public interest, health, safety, convenience, or welfare of the city. With the exception of the allowed building height, the proposed Neighborhood Community Commercial (NCC) zone is identical to the existing Community Commercial (CC) zone. The allowed building height in the proposed zone is 45 feet. The purpose of the 45-foot building height of the proposed Neighborhood Community Commercial (NCC) zone is to implement the public’s interest identified in the High Occupancy Housing Specific Plan and the Southside Community Plan’s goals, policies, and strategies. C. Finding #3 The proposed amendment is internally consistent with other applicable provisions of this Zoning Code. The amendment is internally consistent, utilizes the existing format, and does not conflict with other Zoning Code provisions. It maintains the Zoning Code’s purpose as a comprehensive contemporary set of land uses and requirements that are straightforward, usable, and easily understood. Citizen Participation Public outreach was conducted in August 2019 as it pertains to modifying the Community Commercial (CC) zone building height from 60 feet to 45 feet, and additional public outreach was conducted in July 2020 pertaining to the proposed Neighborhood Community Commercial (NCC) zone. Over 210 people, including emails, letters, meetings, and visits to the Flagstaff Community Forum topic web page, have participated. The public comments on the Community Forum web page were split up by general public comments and property owner comments. In summary, approximately 83% of the general public that responded to the Community Forum topic supported the 45-foot building height. If the proposed Neighborhood Community Commercial (NCC) zone is adopted, it will allow the City Council and property owners to rezone areas of the North End, Southside, and Sunnyside neighborhoods to the proposed zone. At the May 26, 2021 Planning and Zoning Commission meeting, a member of the public expressed opposition to proposed amendment since it has a lower building height (45-feet). An additional detailed summary of the public outreach and separate email messages received are included in Attachment 3. Planning and Zoning Commission Work Session On August 12, 2020, the Planning and Zoning Commission reviewed the proposed Neighborhood Community Commercial (NCC) zone and supported its creation. At the time, the Commission had general questions and comments regarding the locations where the proposed zone could be implemented. City Council Work Session At the City Council Work Session of August 25, 2020, the City Council reviewed the proposed Neighborhood Community Commercial (NCC) zone and requested staff conduct additional public outreach as it pertains to the locations that the zone would be applied. On April 27, 2021, the City Council reviewed and supported creating the Neighborhood Community Commercial (NCC) zone and the methodology to conduct a neighborhood-by-neighborhood public outreach strategy after the zone’s adoption to determine the locations and support to rezone areas of the North End, Southside, and Sunnyside neighborhoods to the proposed zone. At the April 27, 2021 City Council meeting, a member of the public expressed opposition to proposed amendment since it has a lower building height (45-feet). An additional detailed summary of the public outreach and separate email messages received are included in Attachment 3. Planning and Zoning Commission Hearing On May 26, 2021, the Planning and Zoning Commission reviewed the application and had general questions. A summary of the questions specific to the proposed Zoning Code Text Amendment include:
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Attachments: | Res. 2021-XX | ||
Exhibit A to Res. 2021-33 | |||
ORD2021-17 | |||
2. Narrative and Regional Plan Conformance Analysis | |||
3. Public Comments | |||
Staff Presentation |
7.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||||||||||||||
Consideration and Adoption of Ordinance No. 2021-14: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June 2022. (Primary and secondary property tax levies for FY 2021-2022) | |||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||
1) Read Ordinance No. 2021-14 by title only for the final time
2) City Clerk reads Ordinance No. 2021-14 by title only (if approved above) 3) Adopt Ordinance No. 2021-14 |
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Executive Summary: | |||||||||||||||||||||||||||
The City Council is required to fix and levy the amount to be raised from property taxation after the adoption of the final budget, per A.R.S. Section 42-17151. The final budget is anticipated to be adopted on June 15, 2021. | |||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||
The City is proposing a flat primary property tax levy of $6,952,496 on existing properties, plus a levy of $86,167 on new construction, for a total primary property tax levy in Fiscal Year (FY) 2021-2022 of $7,038,663. The primary property tax rate to support this levy is $0.7186 per $100 of assessed valuation (lower than the prior fiscal year). The proposed levy is less than the maximum allowable primary property tax levy allowed for FY 2021-2022, which is $7,322,717. The City is proposing a secondary property tax levy of $7,739,745 on existing properties, plus a levy of $96,229 on new construction, for a total secondary property tax levy in FY 2021-2022 of $7,835,974. The proposed secondary property tax rate is $0.8000 per $100 of assessed valuation (same as the prior fiscal year). |
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Policy Impact: | |||||||||||||||||||||||||||
Adoption of the proposed property tax levies will generate revenues to help fund the community needs as identified in the FY 2021-2022 Final Budget and policies reflected therein. | |||||||||||||||||||||||||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||||||||||||||||||||||||
The FY 2021-2022 budget is the guiding document for the financial plan of the City. The property tax adoption is part of the overall City budget adoption. | |||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||
Property tax information has been discussed or presented at the following public meetings:
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Options and Alternatives: | |||||||||||||||||||||||||||
1) Adopt the primary and secondary property tax rates as proposed. 2) Adopt lower primary and secondary property tax rates than proposed. 3) Adopt higher tax rates than proposed, however, this action may be barred by Truth in Taxation Notice publication deadlines or other legal considerations. |
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Background and History: | |||||||||||||||||||||||||||
Primary property tax revenues may be used for all purposes. Primary property tax levies are limited, per A.R.S. Section 42-17051. The City has the ability to increase the amount received from the primary property tax levy by a maximum of 2% each year excluding new construction. The maximum allowable increase for FY 2021-2022 is 4.0%. FY 2021-2022 proposed primary property tax levy is set at $7,038,663, which is less than the maximum allowable levy of $7,322,717. Primary property tax levies are also subject to "Truth in Taxation" notice and hearing requirements, per A.R.S. Section 42-17107. On or before February 10 of each year, the county assessor must transmit to each city and town an estimate of the total net assessed valuation of the city, including new property added to the tax roll. If the proposed primary tax levy amount, excluding amounts attributable to new construction, is greater than the levy amount in the previous year, the city must follow the "Truth in Taxation" procedures. It is important to note that it is the levy amount and not the rate which triggers the "Truth in Taxation" procedures. The proposed FY2021-2022 primary tax levy amount did not trigger the "Truth in Taxation" procedures. Secondary property tax revenues may only be used by cities and towns to retire the principal and interest or redemption charges on general obligation bonds issued to pay for capital projects. Secondary property tax levies are not limited. The adoption of the property tax levy is the final step in the entire budget approval process. |
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Key Considerations: | |||||||||||||||||||||||||||
The key dates for budget and property tax levy adoption have been determined and have been followed throughout this process. The County will adopt the property tax levy as approved by the City in August 2021. | |||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||
The City is budgeting primary property tax revenues of $6,996,000 in its FY 2021-2022 Budget. This budgeted amount is less than the levy amount because the City is allowing for approximately 1.2% in bad debt (taxes not able to be collected). The City anticipates an overall 1.3% increase in primary property tax revenues in FY 2021-2022, due to the increase from new construction (properties added to tax roll). Primary property tax revenues may be used for any general purpose use of the City government. Statutorily, the maximum allowable primary property levy for FY 2021-2022 is $7,322,717. The City has budgeted a total of $7,835,974 in FY 2020-2021 secondary property tax, an approximate 2% increase over the FY 2020-2021 budget ($7,406,121). The increase is directly related to the increased assessed valuation (increase in property values) and new construction. Secondary property tax revenues are used to pay general obligation debt issued for City capital projects. Five years of historical data is shown below:
Primary property taxes account for XX% of the General Fund revenues budgeted for FY 2021-2022. |
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Community Involvement: | |||||||||||||||||||||||||||
Primary property taxes help support a number of City services including public safety, parks and recreation, other public works services, and general administrative and management functions within the City. Secondary property taxes support the debt service payment on numerous city capital projects including Aquaplex, Fire Stations, Open Space, numerous street/utility projects, Forest Restoration, Core Services Facility, and the Courthouse. |
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Expanded Options and Alternatives: | |||||||||||||||||||||||||||
Inform & Involve: Budget legal schedules were published in the June 3, 2021, and June 10, 2021, Arizona Daily Sun to allow for additional community review. In addition, the legal and other budget schedules were made available at City Hall, and on the official city website or by request. At a public hearing on June 15, 2021, the final budget adoption and the property tax levy is open for public comment and allows citizens to provide input. The final opportunity for public input on the tax levy will be at the July 6, 2021, Council Meeting. | |||||||||||||||||||||||||||
Attachments: | Ord. 2021-14 |
7.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-15: An ordinance of the City Council of the City of Flagstaff, authorizing the acquisition of real property for the Lone Tree Overpass Project; providing for delegation of authority, subsequent council approvals, severability, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2021-15 by title only for the final time
2) City Clerk reads Ordinance No. 2021-15 by title only (if approved above) 3) Adopt Ordinance No. 2021-15 |
|||||
Executive Summary: | |||||
Adoption of this ordinance will authorize the acquisition of the real property interests required for Lone Tree Overpass project. | |||||
Financial Impact: | |||||
The Lone Tree Overpass Project is currently budgeted in FY2020-2021 in the amount of $5,862,375 in the Transportation Fund, Account Number 047-05-112-3054-6. The Lone Tree Corridor Project is currently budgeted in FY2021-2022 in the amount of $250,000 in the Transportation Fund, Account Number 048-05-118-3495-6. Both funds will be utilized to complete the attached project scope from Route 66 to Sawmill Road. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe and Healthy Community -
|
|||||
Has There Been Previous Council Decision on This: | |||||
During the February 2nd, 2021 Council meeting, Council awarded the Design-Build Services Agreement for Phase I of the project development to Ames Construction. The agreement provided services for parcel acquisition coordination. Previous City Council reviewed options for the Lone Tree Overpass bond project and directed staff to prepare ballot language for a $73M bond project to be funded through secondary property tax in the 2018 election, which was passed by the Flagstaff voters. |
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Options and Alternatives: | |||||
1. Approve ordinance with option 1: All purchase contracts for a Property in an amount exceeding $50,000 are subject to subsequent City Council approval; 2. Approve ordinance with option 2: The City Council gives its prior approval and the City Manager is delegated authority to enter into all purchase contracts for the Properties, so long as the purchase price for a Property is reasonably consistent with the appraisal of just compensation to be paid. 3. Do not approve property acquisitions, and provide other direction. |
|||||
Background and History: | |||||
The Lone Tree Overpass has been a planned project for over a decade in the Flagstaff community. The Lone Tree Overpass Study, which evaluated conceptual design options for the bridge was completed in 2010. The goal of the project is to provide better connectivity for our transportation network and provide a grade-separated crossing that increases safety and convenience for commuters. The Overpass also coordinates with the future planned improvements of the Lone Tree Corridor reconstruction which was studied in a report completed in 2006. The Lone Tree Corridor and Overpass serves to connect the southern area of town with the Route 66 corridor and provides an option that reduces congestion on other roadway corridors. A portion of the Lone Tree Corridor from Sawmill Road to Butler Avenue is included in this Overpass design. This section of the corridor was included at this time to provide a coordinated improvement north and south of the Butler Avenue Intersection. In November 2018, the voters were asked to approve a ballot measure to fund the Overpass (Proposition 420) and a separate ballot measure to fund the Corridor Improvements (Proposition 419). Both propositions passed. On August 21, 2020, the City posted a Request for Statements of Qualifications (RSOQ) from Arizona Registered Contractors on the City's PlanetBids electronic bidding platform, and advertised it in the Arizona Daily Sun on August 23 and 30, 2020. The Design-Build solicitation will evaluate contractors based on their qualifications and experience with providing similar Design-Build projects. The Design-Builder will provide design and construction services for the Overpass. On September 24, 2020, the City received four responses to the Request for Statements of Qualifications (RSOQ). A seven-person evaluation committee was formed consisting of five staff members and two outside individuals (one officer of a registered contractor and one certified design professional in the industry). The Statements of Qualifications (SOQs) received were evaluated and the evaluation committee selected three firms for interviews. Upon the completion of the interviews, the evaluation committee selected Ames as the most qualified Design-Builder to perform the work. On February 2, 2021, City Council awarded the Design-Build Services Agreement for Phase I of the project development to Ames Construction. The agreement provided services for parcel acquisition coordination. |
|||||
Community Involvement: | |||||
The Lone Tree Overpass will provide a new roadway corridor and bridge over the BNSF Railway and the future Rio de Flag Flood Control Project, providing connectivity between Butler Avenue and Route 66 in central Flagstaff. Multimodal transportation and alternative intersection design will be included in this project to enhance all modes of transportation. This project will also be designed with consideration of goals from the City's Climate Action and Adaptation Plan and the Southside Neighborhood Plan. An Economic Impact Analysis will also be developed to evaluate impacts for changes in transit behavior which will help identify future needs or mitigation. | |||||
Expanded Options and Alternatives: | |||||
There was extensive public coordination with the development of both the Overpass concept study and the Corridor Study in the late 2000s. There was also outreach performed for Proposition 419 and 420. This contract with Ames includes public participation meetings, neighborhood outreach, development of a website to provide information, project renderings to improve understanding of the proposed project elements, and general public coordination throughout the design and construction of the project. | |||||
Attachments: | Presentation | ||
Ord. 2021-15 | |||
Exhibit A | |||
Exhibit B |
7.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Change Order No. 15 with Shephard Wesnitzer, Inc. in the amount of $97,500.00 and add 235 calendar days for the Rio de Flag Flood Control Utility Relocation design services contract | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Approval of Change Order No. 15 will compensate Shephard Wesnitzer, Inc. to assist the City of Flagstaff in acquiring the property rights necessary for the U.S. Army Corps of Engineers (USACE) to certify the real estate for construction based on the needed lands, easements, rights-of-way, relocations, and disposal site (LERRD) for the Rio de Flag Flood Control Project. The added work will include supplemental legal description services, revised documents to support the Schedule B Maps and Segment Maps. There is a 235-day time extension requested with this change order to ensure the estate necessary meets the guidelines and requirements as outlined by the USACE. The Change Order Committee considered this item on June 17, 2021, it was approved with a recommendation to forward to the Council for final approval at the City Council meeting on July 6, 2021. | |||||
Financial Impact: | |||||
The FY 2004-2005 original contract approved by City Council for design services to Shephard Wesnitzer, Inc. was $1,582,521.00. Subsequent values of prior changes authorized through the City Manager’s Change Order Authority and City Council approval has been $1,958,031.34. The funding to pay the amount of change order No. 15, $97,500.00, will come from the Stormwater Fund, tracked in the Rio de Flag project account #206-08-385-3236-0-4421. Original Contract Value $1,582,521.00 Value of Prior Changes $1,958,031.34 Value of this Change $ 97,500.00 New Contract Value $3,638,052.34 |
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Policy Impact: | |||||
No Impact.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Connection to Key Community Priorities, Objectives, Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: Sustainable, Innovative Infrastructure Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs Environmental Stewardship Actively manage and protect all environmental and natural resources Council Goal 2017 – 2019 - Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Council Goal 2017 – 2019 - Environmental and Natural Resources Actively manage and protect all environmental and natural resources Regional Plan – Policy WR 5 Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting. Team Flagstaff Strategic Plan – Priority 3 Deliver outstanding services through a healthy environment, resources, and infrastructure. |
|||||
Has There Been Previous Council Decision on This: | |||||
Previous Council actions pertaining to authorized value changes and action items necessary for the continuation of the project since FY 2004-2005. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
On January 18, 2005, the City Council awarded the Agreement for Consulting Services to Shephard Wesnitzer Inc. of Flagstaff, Arizona to perform design services for this project. | |||||
Key Considerations: | |||||
The Rio de Flag Flood Control Project is included in the City’s Stormwater Management Capital Improvement Program and is the number one priority. The project has also been the subject of numerous Council Meetings, City to Citizen communications and newspaper articles. The USACE requested funding for their FY 20 work plan to construct the entire project. The USACE was received $52M which will complete their share (65%) of the project as outlined in the Project Cooperation Agreement. In 2018, the City Council authorized a fee increase to the Stormwater rate that would provide funding for their Capital Improvement Program (CIP). In 2019, City Council authorized collection of the rate increase. The rate increase will provide funding for the Stormwater CIP, of which the Rio de Flag Flood Control Project is the number one priority. The City has the capacity and commitment to complete our share of the project as outline in the Project Cooperation Agreement. On April 12, 2021, the USACE submitted to the City of Flagstaff the real estate “take letter” outlining the estate necessary for the real estate certification. It is the City’s responsibility as outlined in the Project Cooperation Agreement to provide the corridor necessary for the USACE to solicit, award and construct the Project. Change order No. 15 includes added tasks; Revised Schedule B Exhibits:
Change Order No. 15 was presented to the Change Order Committee for their consideration on June 17, 2021. The item was approved with a recommendation to forward to the City Council for consideration and final approval. The City Council will hear this item at the July 6, 2021 meeting. |
|||||
Community Benefits and Considerations: | |||||
Funding for Change Order No. 15, $97,500.00, will come from the Stormwater Fund and will be tracked in the Rio de Flag Flood Control project 206-08-385-3236-0-4421. The Stormwater Fee rate increase started collection in July 2019 to fund the Stormwater CIP. The Rio de Flag Flood Control Project is part of the Stormwater CIP and is the highest priority project. The USACE was awarded $52M in their FY 20 work plan, providing commitment for their full share of the project at 65%. |
|||||
Community Involvement: | |||||
The City will be working with the Public Relations consultant (Beta Pr) to continue a public information plan. | |||||
Attachments: | Change Order #15 | ||
Vicinity Map | |||
Presentation |
7.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Cooperative Purchase Contract: Arizona Department of Transportation Milton Road Underpass/BNSF Railway Bridge Replacement Concept Analysis Phase II - Award of Design Phase Services Cooperative Purchase Contract to WSP USA, Inc., for a feasibility study, in an amount not to exceed $149,614.00, under a City of Tucson cooperative purchasing agreement (#181820-01). | |||||
STAFF RECOMMENDED ACTION: | |||||
|
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Executive Summary: | |||||
|
|||||
Financial Impact: | |||||
The Cooperative Purchase Contract will be funded by the Rio de Flag Flood Control Stormwater Capital Improvements FY 2021-2022 account budget of $2,354,208. Account (206-08-385-3454-0). | |||||
Policy Impact: | |||||
No Impact.
|
|||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
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 WR5 - Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting. Team Flagstaff Strategic Plan - Foster a Resilient and Economically Prosperous City: Deliver outstanding services through a healthy environment, resources and infrastructure. |
|||||
Has There Been Previous Council Decision on This: | |||||
The Rio de Flag Flood Control Project has been presented to City Council for various actions and decisions over the course of the project, including the City of Flagstaff/US Army Corps of Engineers Project Cooperation Agreement (PCA), engineering consultant services agreements, approval of fiscal year budgets, and Project updates. There has not been any past Council decision on reconstruction of the Milton Underpass/BNSF Bridge. | |||||
Options and Alternatives: | |||||
1. Approve the Cooperative Purchase Contract to WSP in an amount not to exceed $149,614.00, as recommended, under the City of Tucson cooperative purchasing agreement (#181820-01). Approval will allow WSP to investigate feasibility of the bridge reconstruction; or 2. Reject the award and provide additional direction to staff. |
|||||
Background and History: | |||||
The Rio de Flag Flood Control Project has been under development as a cooperative project between the City of Flagstaff and the US Army Corps of Engineers since the early 2000s. The goal of the project is to remove the 100-year floodplain from the center of town, which will reduce flooding impacts in our community and improve citizen's quality of life and safety. The project has undergone extensive design, value engineering, and reporting efforts. Several of the project components have been constructed and are complete, including the Clay Wash Detention Basin, the Thorpe Bridge, and the Butler Tunnel. The project design is currently going through review with BNSF for project approval and to develop the Construction and Maintenance Agreement. BNSF has provided the City with a list of requirements to mitigate operational impacts to their service during construction. One of the main requirements is a passing siding track to keep rail capacity at its current levels and to provide an alternate track while work is occurring on the existing alignment. Due to the proximity of the Rio project to the bridge, this will require an additional bridge or reconstructed bridge over Milton Road. Purchasing staff reviewed the cooperative purchase agreement from Tucson to confirm validity of the terms and similar scope. The use of this cooperative purchase agreement conforms with City procurement rules. Purchasing staff worked with WSP to develop the City of Flagstaff Cooperative Purchase Contract. |
|||||
Key Considerations: | |||||
The City of Flagstaff and the US Army Corps of Engineers executed the joint Project Cooperation Agreement (PCA) in 2004 for the Rio de Flag Flood Control Project. One of the primary responsibilities of the PCA is that the City must provide a construction corridor to the Army Corps' contractor and that includes areas of private BNSF property. In order for BNSF to approve the use of their land, they require certain design standards for the project, maintenance commitments, compensation for property, and mitigations to operational impacts. BNSF has reviewed the draft 100% plans and has provided their draft mitigation measures, which include stand-by equipment during construction, implementation of a community rail safety plan, compensation for real estate, Amtrak passenger accommodations during construction, and 6.5 miles of passing siding. Due to the location of the Rio project in proximity to the Milton Bridge, the existing two-track bridge will need to be reconstructed to accommodate the third rail line for the passing siding. This passing siding is also critical in BNSF’s approval to deliver our other local projects in this area, including the Florence to Walnut Pedestrian Underpass in the La Plaza Vieja neighborhood, the pedestrian tunnel designed to be connected to the Rio floodway undercrossing of the tracks, and the Lone Tree Overpass. In 2020, BNSF presented a concept for a new bridge located to the south of the existing Milton Bridge. This location was unfavorable to the City due to private property impacts and that it could not accommodate the critical bike/pedestrian underpasses. The team is now looking at a bridge structure to the north of the existing Milton Bridge. This location has less impact to local private property owners and provides a construction solution to the two bike/pedestrian rail underpasses we have had planned for the community. The City executed a contract with WSP in April 2021 to develop Phase I of the north bridge concept, which includes basic elevation of the rail, roadway, and the bridge height clearance requirements. The bridge height is currently at 13' 9", which is under the State's required standard of 16' 6". The new Rio de Flag ADOT bridge currently under construction is being regarded as a set point to avoid reconstruction of that new facility. Upon determination of feasibility of the general grade alignments, Phase II will further refine the design to include intersection tie-ins, utility relocations, BNSF phasing concepts for construction, and preliminary cost estimates. Although Phase I is not complete, work to date indicates that there is a path forward to continue investigation for a feasible design. The cost of delivering local projects and funding the BNSF mitigation requirements exceeds the City’s financial capacity. The City has entered into a group effort including Metro Plan, Mountain Line, BNSF Railway, and the County to seek a RAISE planning grant to fund the preliminary planning, NEPA requirements, and cost estimating for the overall BNSF mitigation measures. This planning grant will provide the necessary application documents for a future full design and construction grant. |
|||||
Community Benefits and Considerations: | |||||
The Cooperative Purchase Contract will be funded by the Rio de Flag Flood Control Project Stormwater Capital Improvement account budget of $2,354,208 for FY 2021-2022. Account #206-08-385-3454-0.This account is being funded by Stormwater fees for Stormwater Capital projects. | |||||
Community Involvement: | |||||
This effort will identify solutions to satisfying BNSF mitigation measure requirements so that local projects can be delivered. As described above, our local projects provide flood mitigation, additional protected pedestrian and bicycle pathways, and an overpass for the community that spans the BNSF corridor and the future Rio de Flag channel which will enhance traffic circulation. | |||||
Expanded Options and Alternatives: | |||||
The Rio de Flag Flood Control Project has been included as a major element of the City’s Capital program and budget since 2004. The project has also been presented through numerous Council Work Sessions, Council contract awards, Friends of the Rio meetings, Project Public Meetings, Cityscape articles, and Arizona Daily Sun articles. The City has established a Rio de Flag webpage on the City of Flagstaff site that covers project design, updates, and exhibits to inform the public on the scope and goals of the project. |
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Attachments: | Presentation | ||
Context Map | |||
Vicinity Map | |||
Contract | |||
Contract - Exhibit A | |||
Contract - Exhibit B |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-06: An Ordinance of the City Council of the City of Flagstaff, amending the Flagstaff Zoning Map to rezone approximately 11 acres of real property generally located at 151 West High Country Trail, APNs 112-05-001W and 112-05-011 from the Estate Residential (ER) zone to the Medium Density Residential (MR) zone with conditions, providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
Staff recommended that the Planning and Zoning Commission forward the Direct to Ordinance Zoning Map Amendment request to the City Council with a recommendation for approval, in accordance with the findings presented in the attached report.
The Planning & Zoning Commission disagreed with staff's recommendation and instead recommends that the City Council, in accordance with the findings, deny the requested Direct to Ordinance Zoning Map Amendment for Aura Flagstaff (PZ-20-00008-01). Should the Council decide to deny the requested Zoning Map Amendment: 1) Approve a motion to deny the application for Zoning Map Amendment Should the Council decide to approve the requested Zoning Map Amendment: 1) Read Ordinance No. 2021-06 by title only for the final time 2) City Clerk reads Ordinance No. 2021-06 by title only (if approved above) 3) Adopt Ordinance No. 2021-06 |
|||||
Executive Summary: | |||||
This item had a public hearing on April 20th. Council voted to delay voting on the item for two weeks. When the item came before Council again on May 4th, the applicant requested to postpone the discussion for four weeks. This request was approved by Council, hence the item now being scheduled for the June 1st meeting. The applicant continues to work with Staff to make changes to the provisions of the development agreement and further changes are anticipated before the final agenda. ***Staff will provide a revised Development Agreement as a separate document next week and will include it in the final packet when it goes out next week.*** Trinsic Acquisition Company LLC has submitted an application for a Direct to Ordinance Zoning Map Amendment to rezone approximately 11 acres located at 151 West High Country Trail from the Estate Residential (ER) zone to the Medium Density Residential (MR) zone for the purpose of a multi-family residential development (Aura Flagstaff). The development site is already located within the Resource Protection Overlay (RPO). The Planning & Zoning Commission held a public hearing on this request on December 9, 2020. The Commission recommended that the City Council deny this request in a 7-0 vote. |
|||||
Financial Impact: | |||||
The Direct to Ordinance Zoning Map Amendment has no financial impact. | |||||
Policy Impact: | |||||
The Direct to Ordinance Zoning Map Amendment has no policy impact. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community
A complete analysis of the Regional Plan goals and policies can be found in the attached project narrative and Planning & Zoning Commission Staff Report, dated November 24, 2020. |
|||||
Has There Been Previous Council Decision on This: | |||||
There has been no prior Council decisions made in regard to this application. | |||||
Options and Alternatives: | |||||
The City Council may approve the ordinance, approve the ordinance with modified conditions, or deny the ordinance. The Planning & Zoning Commission recommends the City Council, in accordance with the findings, deny the requested Direct to Ordinance Zoning Map Amendment for Aura Flagstaff (PZ-20-00008-01). At the Planning and Zoning Commission meeting, staff had recommended the Planning and Zoning Commission, in accordance with the findings presented in the attached report, forward the Direct to Ordinance Zoning Map Amendment request to the City Council with a recommendation for approval with the following conditions:
|
|||||
Background and History: | |||||
The development site to be rezoned is approximately 11 acres comprised of two contiguous parcels located just west of the intersection of High Country Trail and Lake Mary Road. The property is a portion of the Auza Family Ranch, historically used for livestock herding between Arizona, Colorado, and California, since before Flagstaff was incorporated. The Auza property has been impacted by the construction of Interstate 17 at the north end of the property, the bisection of the property by High Country Trail, and an electrical utility easement for the high voltage electrical transmission lines along the south side of High Country Trail. The Auzas would like to maintain the existing single-family house constructed in the 1980s and located on the north side of High Country Trail. This Direct to Ordinance Zoning Map amendment proposes to rezone 11 acres, primarily located south of High Country Trail, from Estate Residential (ER) to Medium Density Residential (MR). The electrical utility easement running along the south side of High Country Trail prohibits any structures from being constructed near the street. This pushes the proposed development to the far southern portion of the property, adjacent to the existing single-family residential neighborhood. This project was originally submitted as PZ-17-00218-02 for a 173-unit multifamily residential development with a 16.11 acre project area that included parcels both north and south of High Country Trail. Concerns were raised by staff regarding the proposed concentration of density, proximity to adjacent single-family homes, and the amount of grading on the site. After much consideration, Staff arrived at a recommendation of denial. The Planning and Zoning Commission heard the case on May 22, 2019, and made a recommendation to the City Council of denial. A recording of this meeting may be reviewed on the City’s website: https://flagstaffaz.new.swagit.com/videos/55447 Following the Planning and Zoning Commission hearing, the applicant decided to withdraw the rezoning request. Council did not hear the case. Since then the applicant has made significant changes to the project including a change in the parcels requested to be rezoned. The current application is a request to rezone only two parcels. One parcel includes some property north of High Country Trail, but the majority of the area (9 out of 11 acres) is located south of the road. The current proposal has decreased density from 173 to 160 units. The applicant has increased the setbacks from the adjacent homes. This has resulted in a significant number of existing trees being saved and dramatically reducing the amount of grading along the south property line. The current proposal will retain all stormwater on-site in underground vaults, eliminating the need for a deep retention basin in the area set aside as civic space. This improves the quality of the required public civic space. |
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Key Considerations: | |||||
A draft development agreement has been prepared. The primary purpose of this agreement is to set out roles and responsibilities in regard to the following (not limited to):
|
|||||
Community Involvement: | |||||
Community benefits and considerations related to this request are addressed in more detail in the attached Planning & Zoning Staff Report, dated November 24, 2020. | |||||
Expanded Options and Alternatives: | |||||
Public hearings before the Planning and Zoning Commission and City Council are conducted in conjunction with requests for Direct to Ordinance Zoning Map Amendments. In accordance with State Statute, a notice of the public hearing was provided by placing an ad in the Daily Sun, posting notices on the property, and mailing a notice to all property owners within 1,000 feet (exceeding the minimum of 300 feet) of the site excluding rights-of-way. The developer held two neighborhood meetings in regard to this case on March 23, 2020, and July 1, 2020. Both meetings were held virtually due to the pandemic. Per the meeting sign-in, approximately thirty-five (35) individuals attended both meetings. Citizen Participation summaries, attached, were prepared in response to the questions, comments and concerns presented. The meetings included a presentation from the developer and a question-and-answer session where questions could be typed into the chat. Comments on the project included the following topics: the area north of the road, open space requirements, traffic impacts, stormwater, views, and tree resources. Two emails from the public have been received as of the writing of the staff report. The emails are from neighbors opposed to the development. Staff also received a letter from the president of the Ponderosa Trails HOA informing staff that a poll of the property owners was conducted and resulted in 88% of respondents opposing the rezoning, 11% in favor, and 1.5% did not have an opinion either way. Copies of the correspondence are attached. |
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Attachments: | P&Z Commission Staff Report | ||
Aura - Fence Plan | |||
Draft Development Agreement | |||
Aura Staff Presentation | |||
Applications | |||
Area Context Map | |||
Ord. 2021-06 | |||
Ex. A Legal Description | |||
Legal Notices | |||
Project Narrative and Regional Plan Analysis | |||
Citizen Participation Plan and Reports | |||
Emails/Letters from Public | |||
01_Site Plans | |||
02_Site Plans and Resource Protection | |||
03_Apartment Bldg Floor Plans | |||
04_Common Bldg Floor Plans | |||
05_Building Elevations | |||
06_Sign and Landscape Plans |
8.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-12: A resolution of the City Council of the City of Flagstaff, Arizona, authorizing the execution of a Development Agreement between Auza Flagstaff, LLC and Trinsic Acquisition Company, LLC, and the City of Flagstaff related to the development of approximately 11 acres of real property generally located at 151 West High Country Trail, APNs 112-05-001W and 112-05-011 in Flagstaff, Arizona and establishing an effective date. (Aura Flagstaff Development Agreement) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-12 by title only
2) City Clerk reads Resolution No. 2021-12 by title only (if approved above) 3) Adopt Resolution No. 2021-12 |
|||||
Executive Summary: | |||||
State law allows the City to enter into development agreements by resolution of the City Council. The Aura Flagstaff Development Agreement will be between Auza Flagstaff, LLC (the “Owner”) and Trinsic Acquisition Company, LLC (the “Developer”), and the City of Flagstaff. The proposed agreement sets out roles and responsibilities in regard to the construction and maintenance of the FUTS, Affordable Housing, construction of four on-site pickleball courts, and a resource protection easement for the portion of the property north of High Country Trail, among other items. | |||||
Financial Impact: | |||||
No financial impacts are anticipated with this development agreement. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this development agreement. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe & Healthy Community
A complete analysis of the Regional Plan goals and policies can be found in the Planning & Zoning Commission Direct to Ordinance Zoning Map Amendment staff report dated April 9, 2019. |
|||||
Has There Been Previous Council Decision on This: | |||||
There has not been previous Council decision on this item. | |||||
Options and Alternatives: | |||||
1. Approve the Aura Flagstaff Development Agreement as presented. 2. Approve the Aura Flagstaff Development Agreement with additional, modified, or deleted terms. 3. Remand the Aura Flagstaff Development Agreement back to staff for additional negotiations with Auza Flagstaff, LLC, and Trinsic Acquisition Company, LLC. 4. Deny the Aura Flagstaff Development Agreement. |
|||||
Background and History: | |||||
Auza Flagstaff, LLC, and Trinsic Acquisition Company, LLC. are requesting a zoning map amendment to rezone 11 acres of property generally located at 151 West High Country Trail from Estate Residential (ER) to Medium Density Residential (MR). This would allow the development of a 160 unit multifamily residential development. The Development Agreement helps to ensure that the development of the property complies with City Standards for development and engineering improvements, Regional Plan goals and policies, and City Council goals. | |||||
Key Considerations: | |||||
A draft development agreement, attached to this report, has been prepared. The primary purpose of this agreement is to set out roles and responsibilities regarding the following (not limited to):
|
|||||
Community Involvement: | |||||
Community benefits and considerations related to this request are addressed in more detail in the Planning & Zoning Staff Report, dated November 24, 2020, and attached to the Zoning Map Amendment staff summary. | |||||
Expanded Options and Alternatives: | |||||
Public hearings before the Planning and Zoning Commission and City Council are conducted in conjunction with requests for Direct to Ordinance Zoning Map Amendments. In accordance with State Statute, a notice of the public hearing was provided by placing an ad in the Daily Sun, posting notices on the property, and mailing a notice to all property owners within 1,000 feet (exceeding the minimum of 300 feet) of the site excluding rights-of-way. The developer held two neighborhood meetings in regard to this case on March 23, 2020, and July 1, 2020. Both meetings were held virtually due to the pandemic. Per the meeting sign-in, approximately thirty-five (35) individuals attended both meetings. Citizen Participation summaries were prepared in response to the questions, comments and concerns presented and are attached to the Zoning Map Amendment staff report. The meetings included a presentation from the developer and a question-and-answer session where questions could be typed into the chat. Comments on the project included the following topics: the area north of the road, open space requirements, traffic impacts, stormwater, views, and tree resources. Two emails from the public have been received as of the initial writing of the Zoning Map Amendment staff report. The emails are from neighbors opposed to the development. Staff also received a letter from the president of the Ponderosa Trails HOA informing staff that a poll of the property owners was conducted and resulted in 88% of respondents opposing the rezoning, 11% in favor, and 1.5% did not have an opinion either way. Copies of the correspondence are attached to the Zoning Map Amendment staff report. Additional emails have been forwarded by staff or sent directly to the Mayor and Councilmembers. |
|||||
Attachments: | Res. 2021-12 | ||
Development Agreement | |||
Exhibit A | |||
Exhibit B | |||
Exhibit C | |||
Exhibit D | |||
Exhibit E | |||
Staff Presentation |
8.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-36: A resolution approving an Intergovernmental Agreement with Coconino County for and on behalf of Coconino County Juvenile Court Services Department, Coconino County Accommodation School District, and the City of Flagstaff for the relocation of the Juvenile Court Transition School to the Hal Jensen Recreation Center. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-36 by title only
2) City Clerk reads Resolution No. 2021-36 by title only (if approved above) 3) Adopt Resolution No. 2021-36 |
|||||
Executive Summary: | |||||
Council approval of the Intergovernmental Agreement (IGA) will support regional partnerships and programs that provide equitable and inclusive educational opportunities to the community. This agreement may be renewed for two (2) successive five (5) year terms. | |||||
Financial Impact: | |||||
There might be a slight increase in Utility costs such as water and electricity due to the school usage. | |||||
Policy Impact: | |||||
No policy impacts. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Livable Community - Support regional partners which provide equitable & inclusive educational opportunities for Flagstaff residents of all ages. Inclusive and Engaged Community - Advance social equity & social justice in Flagstaff by supporting social services. Regional Plan Recreation Goals and Policies: Policy Rec. 1.2 Promote public and private partnerships to offer parks, recreation, facilities and resources. |
|||||
Has There Been Previous Council Decision on This: | |||||
No, there has not been a previous Council discussion on this item. | |||||
Background and History: | |||||
The Transition (or "T" ) school is a collaborative and specialized program through Coconino County Juvenile Court and Ponderosa High School. The priority is to enroll youth who may currently or have been involved with the juvenile court system. Often these youths are in a state of transition. They enter the school system at non-traditional times, such as when they exit a treatment center, leave detention, are placed in foster care, return home, or are placed at a youth shelter. Students who have been expelled, suspended, or are not welcomed at their home schools are also candidates for enrollment. In a mainstream setting, these youths would be required to attend school but would have no opportunity to earn credit, leaving them less than motivated. Transition School offers a small class size with individual support and stand-alone lessons. Students can enter at any time during the school year and earn credit towards graduation requirements. The Transition School was previously housed at the Juvenile Detention Center building, however, due to overcrowding and other needs, the school was relocated to Ponderosa High School. This past year Ponderosa High was able to accommodate the Transition school because they had limited students on-site due to the pandemic. The specialized nature of the Transition school, requires more of a "one-room schoolhouse" concept and needs a location that is more conducive to this. Hal Jensen Recreation Center lends a variety of options beyond the classroom space. The Center instills not only community but also a healthy lifestyle. |
|||||
Community Involvement: | |||||
The Transition School hours will be during times when the Hal Jensen Recreation Center is typically not open. This will allow the Transition school to not only use the upstairs room when it is not usually being used, but will also allow the students to use the gym and computer rooms for other activities. This will also introduce the students to the Center and its many afterschool programs and services, as well as other City of Flagstaff programs, parks, and open spaces. | |||||
Attachments: | Res. 2021-36 | ||
IGA1 | |||
Transition School Presentation |
8.D.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-37: Approval for renewal of the Intergovernmental Agreement between the City of Flagstaff and the Blue Ridge Fire Department for dispatch services | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-37 by title only
2) City Clerk reads Resolution No. 2021-37 by title only (if approved above) 3) Adopt Resolution No. 2021-37 |
|||||
Executive Summary: | |||||
The City of Flagstaff, acting through the Flagstaff Police Department desires to continue to provide dispatching services to Blue Ridge Fire Department. This Intergovernmental Agreement (IGA) provides for a five (5) year contract during which dispatch services will be provided to Blue Ridge Fire Department. | |||||
Financial Impact: | |||||
This agreement will allow the Police Department 9-1-1 Communications Center to continue to provide the same dispatch services to the Blue Ridge Fire Department as it has in the past. Blue Ridge Fire Department 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 accordingly. These funds will be utilized to offset the cost to operate the 9-1-1 Communications Center. This agreement represents revenue of approximately $5,200 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. Regional Plan 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. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, Intergovernmental Agreements between the Flagstaff Police Department and Blue Ridge Fire Department for dispatching services were approved by City Council in 2012 and 2016. | |||||
Options and Alternatives: | |||||
Approve or disapprove the Intergovernmental Agreement for the Flagstaff 9-1-1 Communications Center to continue to provide dispatch services to Blue Ridge Fire Department. | |||||
Background and History: | |||||
Historically, the Coconino County Sheriff's Office was the dispatch service for Blue Ridge Fire Department. In 2001, when the Flagstaff Police Department began managing the co-located and combined Flagstaff 9-1-1 Communications Center, the Blue Ridge Fire Department as a historical partner was also included, however, without full two-way radio communication. The Flagstaff 9-1-1 Communications Center is the Primary Answering Point (PSAP) for the southern half of Coconino County which includes the Blue Ridge Community. We handle all incoming 9-1-1 and business calls for service. The dispatching service for Blue Ridge Fire Department was being completed via a one way telephone system. Once the call for service had been broadcast via a telephone paging system, a member of the Blue Ridge Fire Department would contact the Flagstaff 9-1-1 Communications Center to advise they had received the call for service and to gather other pertinent information. When that incident information was given to that individual, they then passed along the information to responding units via radio. The Blue Ridge Fire units did not have access to our Communications Center. They had to contact their dispatcher who then called our Communications Center if they needed assistance from a deputy or to relay any information regarding their call for service. This was not a timely way to conduct business or best for the customer requesting assistance. |
|||||
Key Considerations: | |||||
The approval of this renewal agreement will continue to provide streamlined, direct and consistent dispatch services as outlined and for financial consideration based on a cost per call basis. This will continue to ensure direct interoperative communication between the responding fire and medical units and the Flagstaff 9-1-1 Communications Center by providing direct radio information relays rather than by telephone to a second party. | |||||
Community Benefits and Considerations: | |||||
Blue Ridge Fire Department will be invoiced quarterly for the dispatch services based on the number of calls at the calculated cost per call. | |||||
Community Involvement: | |||||
The approval of this renewal agreement will provide a continued positive relationship with the Blue Ridge Fire Department that enables quick, efficient and effective responses of emergency personnel as a result of 9-1-1 calls from community members within the Blue Ridge community. Dispatching directly to the necessary units, eliminated the need for a second party to relay information and the potential for the loss of information in that translation. | |||||
Attachments: | Res. 2021-37 | ||
IGA Dispatch Services for Blue Ridge Fire |
8.E.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-38: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the City of Williams, City of Page, Grand Canyon National Park, Glen Canyon National Park Service and the City of Flagstaff for the Arizona 911 Grant Program | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-38 by title only
2) City Clerk reads Resolution No. 2021-38 by title only (if approved above) 3) Adopt Resolution No. 2021-38 |
|||||
Executive Summary: | |||||
Flagstaff Police Department, acting as the 911 System Administrator for Coconino County PSAP's, was awarded $533,943.00 in grant funds from the Arizona Department of Administration State 911 Office. One of the grant requirements is for the System Administrator to enter into IGAs with the PSAP's they will be paying the 911 system bills for. For Coconino County, this includes Williams Police Department, Page Police Department, Grand Canyon National Park Service, and Glen Canyon National Park Service. The IGAs state that if the Arizona Department of Administration State 911 Office is unable to pay for the 911 system, each PSAP will be responsible for paying their portion of the 911 system operating costs. | |||||
Financial Impact: | |||||
The grant award is $533,943.00 which will fund all of Coconino County PSAP's 911 system operational costs 100%. This grant is budgeted in the Police Department budget. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Regional Plan Effective Governance - Regional Plan (2030) - Planning, Public Safety, Goal PF.3 Provide high-quality emergency response and public safety services. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. The council approved the 911 grant and the IGAs in 2019 and 2020. | |||||
Options and Alternatives: | |||||
Approve the acceptance of the IGAs or decline the acceptance of the IGAs. | |||||
Background and History: | |||||
Flagstaff Police Department has been designated by the Arizona Department of Administration Office of Grants and Federal Resources Office State 911 Office as the System Administrator for all PSAP's in Coconino County. The System Administrator is responsible for submitting 911 system operating bills to the Arizona Department of Administration Office of Grants and Federal Resources Office State 911 Office and submitting call statistics and required reports to the State for all PSAP's within the county. Historically the 911 telephone bills for all the PSAP's in Coconino County would be mailed to the Flagstaff Police Department. The 911 Coordinator would audit the charges on the 911 bills and send them to the State 911 Office for payment. In turn, the State 911 Office would pay the bills with money from revenues collected through the Emergency Telecommunications Services Revolving Fund. In 2018, the State 911 Office was moved to the Arizona Department of Administration Office of Grants and Federal Resources Office. With this change, the Arizona Department of Administration Office of Grants and Federal Resources created a grant program for the FY2020 911 budget. System Administrators had to apply for the funds on behalf of the PSAP's in their county to pay the 911 bills. This allows the PSAP's and the System Administrators to be responsible for their bills and to be reimbursed through the grant award by the state. A requirement of the grant is to have agreements in place with the city that is designated System Administrator and the PSAP's they are responsible for. | |||||
Key Considerations: | |||||
Flagstaff Police Department was designated System Administrator for the PSAP's within Coconino County to include: Williams Police Department, Page Police Department, Grand Canyon National Park and Glen Canyon National Park. The IGAs assure that if the State is unable to pay the 911 System bills, each PSAP will be responsible for their portion of the cost. | |||||
Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
Having a 911 system allows citizens to dial three numbers to have access to emergency services instead of having to dial seven digits and go through an automated telephone system. This allows for faster responses to emergencies for every citizen. The IGA's and the 911 budget grant will allow the PSAP's in Coconino County to have a consistent emergency response. | |||||
Expanded Options and Alternatives: | |||||
To work with the public to ensure that the Coconino County PSAP's have correct address information and provide exceptional emergency services Countywide. | |||||
Attachments: | Res. 2021-38 | ||
IGA 911 Grant Glen Canyon | |||
IGA 911 Grand Canyon | |||
IGA 911 Page | |||
IGA 911 Grant Williams |
8.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2021-18: An Ordinance of the Flagstaff City Council authorizing the acquisition of real property interests for the Beulah/University Roadway Project; providing for delegation of authority, severability, and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
At the July 6th, 2021 Council Meeting:
1) Read Ordinance No. 2021-18 by title only for the first time 2) City Clerk reads Ordinance No. 2021-18 by title only (if approved above) At the August 24th, 2021 Council Meeting: 3) Read Ordinance No. 2021-18 by title only for the final time 4) City Clerk reads Ordinance No. 2021-18 by title only (if approved above) 5) Adopt Ordinance No. 2021-18 |
|||||
Executive Summary: | |||||
The City has determined that it is necessary to obtain additional property interests for the Beulah/University Roadway Project. Adoption of this ordinance will authorize the acquisition of the real property interests for the project, as required by the Flagstaff City Charter. A public/private partnership (P3) between the City of Flagstaff, Arizona Department of Transportation and Vintage Partners, LLC, commonly known as the Mill Town project was entered into in order to, in part, enable the extension of Beulah Boulevard to University Avenue and the realignment of University Avenue. The P3 has resulted in many agreements detailed in the background/history. The Mill Town Final Plat, a result of the P3, approved on December 3, 2019, delivers most of the right-of-way required for this project. The related Development Agreement between the City and Vintage Partners, LLC, governs the acquisition of any additional easements or rights-of-ways required for the project, specifically providing the City the opportunity to obtain all required property interests, if necessary. |
|||||
Financial Impact: | |||||
The Beulah /University Roadway Project is currently budgeted in FY2021-2022 in the amount of $7,355,616 in the Transportation Fund. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives Safe and Healthy Community -
|
|||||
Has There Been Previous Council Decision on This: | |||||
There have been many previous City Council actions related to this project as outlined in the Background/History. | |||||
Options and Alternatives: | |||||
1. Approve ordinance 2. Do not approve property acquisitions, and provide other direction. |
|||||
Background and History: | |||||
On May 16, 2000, the voters of Flagstaff passed proposition 403 which established the local transportation tax 2000 to provide funding for a variety of transportation system improvements including the arterial and collector street system, and multi-modal elements. The information pamphlet for this proposition specifically identified the Beulah Boulevard extension and the University Avenue realignment as “missing links” within the overall transportation network. The exhibit for proposition 403 showed an alignment for these roadways similar to the current proposal. The transportation tax has been collected on a pay-as-you-go basis with a total of $7.375 million allocated for these transportation improvements. These funds became 100% available as of July 1, 2017; however, many years of work have been spent on moving this project forward. In 2005, the City of Flagstaff acquired APN 103-21-002, a 9.58-acre site known as the “Fresquez Parcel” for approximately $2.7 million. This purchase was the first step in moving this transportation project to fruition and provides the majority of right-of-way necessary to accomplish the Beulah Boulevard extension. In order to accomplish the University Avenue/Drive realignment, the ADOT District Offices and Regional Laboratory need to be relocated. Following the acquisition of the Fresquez parcel, the City and ADOT began to explore options for partnerships in order to relocate the ADOT facilities. In July 2009, the Arizona P3 (Public-Private-Partnership) Legislation was passed, allowing for partnerships between a public agency (in this case two public agencies) and a private-sector entity to allow greater participation in the delivery of a transportation project. Typically, the public agency assumes all the risks and responsibilities for a transportation project, but under the P3 the private partner takes on some of those risks and responsibilities. The Flagstaff P3 is the first time this initiative has been used to acquire new facilities for ADOT, which will free up land for roadway improvements and redevelopment. A Memorandum of Understanding was executed on March 28, 2012, and set out the parameters for how this P3 project would function. The City and ADOT would combine the remainders of their parcels after right-of-way dedication to be used for redevelopment. The redevelopment parcel would then be traded from ADOT to the developer for relocated ADOT facilities. ADOT issued a Request for Qualifications in March 2012 to solicit a private partner who could relocate the ADOT facilities allowing for the construction of the road improvement project. The selected private sector partner was Vintage Partners, who proposed to relocate the ADOT facilities to the former Harkins Theater on Woodlands Village Boulevard. The P3 project was formalized through a Pre-Development Agreement (PDA) between Vintage, the City, and ADOT in December 2014. The PDA provides an overview of the various transactions, authorizes Vintage Partners to prepare and submit required materials for a Site Plan and Rezoning application for ADOT and City property located between Milton Parkway and Beulah Avenue, provides an anticipated schedule, requires an implementation agreement between ADOT and Vintage Partners, provides the term of the agreement, provides remedies for disputes and includes miscellaneous provisions required for an ADOT P3 project. On August 21, 2017, the City Council approved the Reinstatement of, and First Amendment to the P3 Pre-Development Agreement extending the term to December 31, 2017; on December 19, 2017, a Second Amendment was approved that extended the term to March 31, 2018; on March 20, 2018, a Third Amendment was approved that extended the term to June 30, 2018. On April 17, 2018, City Council approved the Development Agreement (DA) between The City and Vintage Partners. The DA provides for the sequence of approvals to facilitate the conveyance of the City Property to ADOT, the relocation of ADOT to the former Harkins Site, and the recordation of the final plat. It acknowledges that other agreements, including an Inter-Governmental Agreement between the City and ADOT, and an Implementation Agreement between ADOT and Vintage, will also speak to the timing and conditions for the property transfers from the City to ADOT, and ADOT to Vintage. On August 18, 2018, City Council approved an IGA between the City and ADOT in order to facilitate the completion of the project. On December 3rd, 2019, City Council approved the Mill Town Final Plat. |
|||||
Key Considerations: | |||||
The property acquisitions will enable the CIty to complete planned roadway improvements. | |||||
Community Involvement: | |||||
The University/Beulah roadway improvements have been identified as an important project to incrementally address the existing congestion problem on Milton Road. | |||||
Expanded Options and Alternatives: | |||||
Inform - The public voiced opinions on the proposed P3/Mill Town project during a public hearing which occurred prior to the rezone and development agreement which were approved by the City Council on April 17, 2018. Involve - Public participation was included in the rezoning process. Collaborate - P3/Mill Town is certainly a collaboration between the State, City, and Vintage Partners, LLC, a private company, and the public who commented during the public hearing on the rezoning. Empower - The voters of Flagstaff approved the 2000 Transportation Tax which funded the Fresquez acquisition and the $7.4 million programed in the Capital program for the University/Beulah roadway improvements. |
|||||
Attachments: | Presentation | ||
Ord. 2021-18 | |||
Ordinance Exhibit 1 | |||
Ordinance Exhibit 2 | |||
Ordinance Exhibit 3 |
8.G.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2021-39: A resolution extending an Intergovernmental Agreement (IGA) between the City of Flagstaff and the Lockett Ranch Fire District for fire and medical services. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2021-39 by title only
2) City Clerk reads Resolution No. 2021-39 by title only (if approved above) 3) Adopt Resolution No. 2021-39 |
|||||
Executive Summary: | |||||
Staff recommends extending the IGA with the Lockett Ranches Fire District for 3 months to allow staff adequate time to work with the City Attorney's office to evaluate an interpretation of the City Code related to contracted services outside of City Limits. Extending the current IGA provides uninterrupted services for the Lockett Ranches Fire District during that time. | |||||
Financial Impact: | |||||
No Financial Impact. The contract will extend for three months under the terms of the existing IGA. | |||||
Policy Impact: | |||||
No Policy Impacts. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives High Performing Governance: Enhance the organization's fiscal stability and increase efficiency and effectiveness (SP)3.1/ (RP)CD.1 Regional Plan Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. |
|||||
Has There Been Previous Council Decision on This: | |||||
The City of Flagstaff has been the provider of Fire and Medical Services to the Lockett Ranches since the 2006-2007 fiscal year. | |||||
Attachments: | Res. 2021-39 | ||
IGA Extension |
9.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Separated bike lanes pilot project | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion and direction from Council regarding a potential separated bike lane pilot project
|
|||||
EXECUTIVE SUMMARY: | |||||
At the Council meeting of June 22, 2021, staff provided a number of options for a pilot project for separated bike lanes. Council directed staff to collect further information on locations, barrier options, costs, and maintenance. Staff has gathered this information and is seeking further direction. | |||||
INFORMATION: | |||||
Staff will present additional information on two potential pilot locations (Beaver Street and Butler Avenue) and three barrier types (candlesticks, metal railing, and concrete barrier). | |||||
Attachments: | PowerPoint Presentation |
11.A.
| |||||||||||
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 about unsheltered and vulnerable populations with the closure of the forests and the anti-camping ordinance. | |||||
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: |
12.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
City Manager Report | |||||
STAFF RECOMMENDED ACTION: | |||||
Information Only
|
|||||
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. | |||||
Financial Impact: | |||||
Policy Impact: | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Previous Council Decision on This: | |||||
Attachments: | City Manager Report | ||
Sustainability Report | |||
Economic Vitality Report | |||
Water Services Report | |||
Boards and Commissions Newsletter | |||
ARPA Funding Memo |