CITY COUNCIL REGULAR MEETING AGENDA
All City Council Meetings are live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings) ***PUBLIC COMMENT*** Verbal public comments may be given through a virtual public comment platform or in-person If you want to provide a verbal comment during the Council Meeting, use the link below to join the virtual public comment room. VIRTUAL PUBLIC COMMENT WAITING ROOM Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented into the record as such. |
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, MISSION STATEMENT, AND LAND ACKNOWLEDGEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
LAND ACKNOWLEDGEMENT The Flagstaff City Council humbly acknowledges the ancestral homelands of this area’s Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.
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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. | CITY COUNCIL APPOINTMENT | ||||||||
A. | Consideration of Appointment of Councilmember | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Appoint a Councilmember for a term expiring December 20, 2022.
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B. | Swearing In of New Councilmember | ||||||||
6. | PROCLAMATIONS AND RECOGNITIONS |
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A. | Proclamation: Mental Health Awareness Month | ||||||||
B. | Proclamation: Asian American and Pacific Islander Heritage Month | ||||||||
C. | Proclamation: Building Safety Month | ||||||||
D. | Proclamation: National Nurses Week | ||||||||
E. | Proclamation: Teacher Appreciation Week | ||||||||
F. | Proclamation: Bike Month | ||||||||
7. | COUNCIL LIAISON REPORTS | ||||||||
8. | 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 two appointments to terms expiring June 2025.
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B. | Consideration of Appointment: Sustainability Commission. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Make one appointments to a term expiring October 2022.
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9. | 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 Contract: Legends Entertainment District Marketing Agreement for advertising in downtown Phoenix on an electronic billboard, for a two year term at cost of $78,000 per year. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Contract with the Legends District.
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B. | Consideration and Approval of Grant Agreements: Arizona Office of Tourism Visit Arizona Initiative Grants: 1) Marketing Grant in the amount of $147,500.00; and 2) Marketing Regional Partnership Grant in the amount of $192,500.00 | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the two agreements with the Arizona Office of Tourism Visit Arizona Initiative:
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C. | Consideration and Approval of Contract: Cooperative Purchase Contract with vCORE Technology Partners, LLC in the amount of $58,491.73, plus applicable taxes, for VMWare software licensing and migration support. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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D. | Consideration and Approval of Letter of Support: Lowell Observatory Astronomy Discovery Center | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the letter of support
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E. | Consideration and Approval of Letter of Support: Museum Fire flooding congressionally directed spending request | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the letter of support.
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10. | ROUTINE ITEMS | ||||||||
A. | Consideration and Adoption of Ordinance No. 2022-10: An ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Alternative Work Schedules; providing for penalties; repeal of conflicting ordinances; severability; and establishing an effective date | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2022-10 by title only for the final time
2) City Clerk reads Ordinance No. 2022-10 by title only (if approved above) 3) Adopt Ordinance No. 2022-10 |
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B. | Consideration and Approval of Preliminary Plat: TLC PC Land Investors, LLC requests Preliminary Plat for Ghost Tree at Pine Canyon (PZ-21-00155-03) located at 3201 South Clubhouse Circle, a 12-unit single-family home subdivision on 7.87 acres in the Single-Family Residential (R1) Zone. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (6-0 vote in favor on April 27, 2022).
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11. | REGULAR AGENDA | ||||||||
A. | Consideration and Adoption of Resolution No. 2022-19: A resolution of the Flagstaff City Council, adopting the Arizona State Retirement System Supplementary Salary Deferral Plan | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2022-19 by title only
2) City Clerk reads Resolution No. 2022-19 by title only (if approved above) 3) Adopt Resolution No.2022-19 |
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B. | Consideration and Adoption of Resolution No. 2022-20: A resolution approving Binding Waivers of Enforcement for twenty-nine parcels of land located in the City of Flagstaff. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2022-20 by title only
2) City Clerk reads Resolution No. 2022-20 by title only (if approved above) 3) Adopt Resolution No. 2022-20 |
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C. | Consideration and Approval of Lease Amendments: Flagstaff Airport Rental Car Concessions, IFB 2011-09A: Amendment to leases with Avis Budget Car Rental LLC, Alamo Rental Car/National Car Rental, The Hertz Corporation, and Enterprise Rent-A-Car companies. (Amendment to current leases with car companies for a one-year extension) | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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E. | Consideration and Adoption of Resolution No. 2022-18: A resolution of the City Council of the City of Flagstaff, Arizona, calling a Primary Election to be held on August 2, 2022 for the purpose of nominating two mayor candidates for the General Election | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2022-18 by title only
2) City Clerk reads Resolution No. 2022-18 by title only (if approved above) 3) Adopt Resolution No. 2022-18 |
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12. | DISCUSSION ITEMS | ||||||||
A. | Proposed Framework for Residential Solar and Electric Bike Rebates | ||||||||
This is an informational discussion only.
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13. | PUBLIC PARTICIPATION | ||||||||
14. | INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS | ||||||||
15. | ADJOURNMENT | ||||||||
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5.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointment of Councilmember | |||||
STAFF RECOMMENDED ACTION: | |||||
Appoint a Councilmember for a term expiring December 20, 2022.
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Executive Summary: | |||||
On April 4, 2022, Vice Mayor Becky Daggett submitted a letter of resignation effective April 4, 2022. The Council accepted the resignation on April 5, 2022, at which time the process for filling the vacancy was established. Applications to fill the vacant Council seat were accepted until 5:00 p.m. on Wednesday, April 20, 2022; fourteen applications were received. At the Special Work Session of April 25, 2022, each applicant made a five-minute public presentation regarding their interest in serving on the Flagstaff City Council. Council reduced the number of candidates being considered for the vacancy to six (Al White, Alethea Karlin, Joe Washington, Khara House, McKenzie Jones, and Samantha Stone). Each of these candidates was interviewed at the Special Work Session on April 28, 2022. The Council now has the opportunity to make an appointment to fill the vacancy. |
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Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
The appointed Councilmember will serve in connection with all community priorities, objectives, goals, and plans. | |||||
Previous Council Decision on This: | |||||
None | |||||
Attachments: | Al White Application Materials | ||
Alethea Karlin Application Materials | |||
Joe Washington Application Materials | |||
Khara House Application Materials | |||
McKenzie Jones Application Materials | |||
Samantha Stone Application Materials |
8.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 two appointments to terms expiring June 2025.
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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 upcoming open seats due to a resignation and a expiration. It is important to fill vacancies on Boards and Commissions quickly to allow the Commission to continue meeting on a regular basis. There are thirteen applications on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy and Councilmember Aslan |
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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 Priorities/Objectives, Carbon Neutrality Plan & 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 two 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 |
8.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration of Appointment: Sustainability Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointments to a term expiring October 2022.
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Executive Summary: | |||||
The Sustainability Commission consists of seven citizens and is responsible for recommending and coordinating activities in concert with the City of Flagstaff Sustainability Program. To accomplish this objective, the Commission will address the social, economic, and environmental considerations of meeting the needs of current and future citizens. Among the Commission’s directives are the promotion of sustainable practices in all spheres of life and educating Flagstaff citizens. There is currently one seat available due a resignation. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. There are two applications on file for consideration by the Council, they are as follows:
COUNCIL APPOINTMENT ASSIGNMENT: Councilmember McCarthy |
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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 Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Options and Alternatives: | |||||
1) Appoint one Commissioner: By appointing one member at this time, the Sustainability Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Postpone the action to allow for further discussion or expand the list of candidates. |
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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 openings by Board members and City staff has occurred, informing others of these vacancies through word of mouth. | |||||
Attachments: | Sustainability Commission Authority |
9.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Legends Entertainment District Marketing Agreement for advertising in downtown Phoenix on an electronic billboard, for a two year term at cost of $78,000 per year. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Contract with the Legends District.
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Executive Summary: | |||||
Approval of this Contract will continue our relationship with the Legends Entertainment District in downtown Phoenix in order to reach a highly targeted audience to inspire visitation, support our sustainability message and to promote our values of keeping our wild places wild and visiting responsibly. Discover Flagstaff has cultivated a valuable relationship with the Legends Entertainment District where we have a 'lock' on one of the best out-of-home advertising locations in the area - right in front of Chase Field and along the walking path of millions of visitors to the area as well as downtown employees and residents. This location checks all of the boxes - the demographic is heavy on middle-class and affluent Arizona residents attending concerts, sporting events, restaurants and entertainment venues. Additionally, the placement is in a walking district with slow moving traffic and often experiences street closures right in front of it for events. This relationship has been cultivated since 2016 with lots of value-added placements in the area and a healthy discount on their regular pricing. It's important to mention that this relationship has allowed us to message responsible visitation during the pandemic; promote our four seasons message; and our values on sustainability. Discover Flagstaff has partnered with the Sustainability Division in the latest rendition of the out-of-home placement with a strong message of keeping our wild places wild, visiting responsibly, and sharing our mission to become a net neutral carbon destination. This ongoing installation helps Discover Flagstaff provide a multi-faceted marketing program that includes print, digital, social and out of home. In order to market a destination successfully, we must have the message reaching all types of viewers on all platforms. |
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Financial Impact: | |||||
The advertising services that will be provided under this Contract is a part of a Discover Flagstaff effort focusing heavily on Arizona, Southern California, and direct-flight markets of the cities of Denver and Dallas to promote tourism in Flagstaff and facilitate a speedy economic recovery for all of the businesses and the employees of those businesses in Flagstaff that depend on tourism. Also, important is the recovery and growth of sales tax dollars generated by the tourism industry so the City can provide the services that we all want to provide. This two (2) year contract has an annual cost of $78,000. This amount is budgeted in the BBB-Tourism Fund in account number 053-07-214-0851-4-4271. |
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Policy Impact: | |||||
NONE
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
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Has There Been Previous Council Decision on This: | |||||
Yes. Council has voted nearly unanimously to approve this agreement two times previously. | |||||
Options and Alternatives: | |||||
In 2021, Arizona was listed as the 4th fastest growing state, and averaged 269 daily new residents moving into the state in 2021 -- that's more than 98,000 new people that may not be aware of Flagstaff. Maricopa County was the #1 fastest growing US county. The current 2022 Metro Phoenix population is 4.6 M. It's important for Discover Flagstaff to continue to outreach to our largest target audience. | |||||
Background and History: | |||||
Discover Flagstaff has had a valuable relationship with management company of this entertainment district since 2016. | |||||
Key Considerations: | |||||
If not passed, we will lose this placement and it is sure to get picked up by another advertiser. We will also lose a valued audience that visit the DT Phoenix district which in turn could be a potential visitor or business partner for our future. Again, Phoenix is our largest target audience and we must continue to message to them safe and responsible visitation. | |||||
Community Benefits and Considerations: | |||||
Budget/Cost of the placement is $78,000 annually - a minimum of 25% off from regular pricing Additional value add: No increase since the original ad placement in 2017 Legends district provides one complete vinyl change-out per contract term Legends district provides other FREE placements with messaging of our choice in other parts of the district |
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Community Involvement: | |||||
We get the opportunity to message our values around sustainability, visit responsibly, fire safety, snow safety, keeping our wild places wild - all while inspiring our number one target market to spend their money in our community and build their businesses in our city. | |||||
Expanded Options and Alternatives: | |||||
The Tourism Commission is in approval of the creative and placement. | |||||
Attachments: | Legends Creative | ||
Contract | |||
Sole Source |
9.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Grant Agreements: Arizona Office of Tourism Visit Arizona Initiative Grants: 1) Marketing Grant in the amount of $147,500.00; and 2) Marketing Regional Partnership Grant in the amount of $192,500.00 | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the two agreements with the Arizona Office of Tourism Visit Arizona Initiative:
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Executive Summary: | |||||
The federal Department of the Treasury issued the Coronavirus State Fiscal Recovery Fund and the Coronavirus Local Fiscal Recovery Funds established under the American Rescue Plan Act. The Governor of Arizona authorized the Arizona Office of Tourism (AOT) to serve as the pass-through administrator of these funds. Funds are specifically for tourism related businesses; the grants are awarded via a competitive process and require matching value, which may be money, in-kind and/or third-party contributions. Discover Flagstaff (the City of Flagstaff) applied for and was awarded the maximum allowable number of grants for a destination marketing organization, two (2): 1) A Marketing Grant in the the amount of $147,500, to be spent on responsible tourism and sustainability efforts, which include: no leave no trace, pledge for the wild, snowplay, travel with a plan, be fire wise, and to become net neutral in carbon emissions. 2) A Marketing Partnership Grant in the amount of $192,500, to be spent on promoting astro-tourism along with Lowell Observatory and Meteor Crater. The agreements are for two years (November 11, 2021 to November 11, 2023). The City will be required to complete the work set forth in the approved proposals, and submit quarterly reports on expenditures. |
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Financial Impact: | |||||
The grants are contingent upon receipt of matching funds, in-kind and/or third party contributions. The City of Flagstaff, Economic Vitality Division has budgeted funds and in-kind value (services and materials) necessary to meet its matching obligations. The City, Lowell Observatory and Meteor Crater each will be providing one-third (1/3) of the matching obligation for the Marketing Regional Partnership Grant. The grants will help us with our mission to educate, inspire and motivate travelers to participate in our tourism economy - driving new circulated money into the hands of business owners, their employees and their families. Additionally, the grants help pay for a whole host of City-managed programs for our community. |
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Policy Impact: | |||||
None
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan The scope of work to win the grant was specifically written to speak to our shared goal of carbon neutrality.
Regional Plan The greater Flagstaff community embraces the region's extraordinary cultural and ecological setting on the Colorado Plateau through active stewardship of the natural and built environments. Residents and visitors encourage and advance intellectual, environmental, social, and economic vitality for today's citizens and future generations.
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Has There Been Previous Council Decision on This: | |||||
No. This is a one and only opportunity. | |||||
Options and Alternatives: | |||||
1. Approve grant agreements; or 2. Do not approve grant agreements and forfeit grant funds. |
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Background and History: | |||||
The Department of the Treasury issued the Coronavirus State Fiscal Recovery Fund and the Coronavirus Local Fiscal Recovery Funds established under the American Rescue Plan Act. The Governor of Arizona authorized Arizona Office of Tourism (AOT) to serve as the pass-through administrator of these funds. Funds are specifically for tourism related businesses; they are given out in a competitive process and are matching via money, in-kind and thrid-party. |
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Key Considerations: | |||||
Grants are awarded funds to help Flagstaff and the tourism industry thrive. | |||||
Expanded Options and Alternatives: | |||||
Lowell Observatory and Meteor Crater have participated in the application for the Marketing Regional Partnership Grant. | |||||
Attachments: | Marketing Grant | ||
Partnership Grant | |||
Partnership Scope of Work Astrotourism | |||
Project Scope of Work Marketing Grant |
9.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Cooperative Purchase Contract with vCORE Technology Partners, LLC in the amount of $58,491.73, plus applicable taxes, for VMWare software licensing and migration support. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The Cooperative Contract Purchase of this VMWare software and migration support is necessary to upgrade and migrate the software of the City's primary infrastructure management system. The previous infrastructure management system has been in use for years, but as the City environment has expanded, the City has outgrown it. Due to this, the City has experienced stability issues. The current support software is not robust enough to help troubleshoot infrastructure issues. The Cooperative Contract Purchase will allow the City to have better stability and better software support for the City's critical server infrastructure. The Cooperative Purchase Contract with vCORE includes a requirement that the vendor assist with migration. vCORE will also be assisting with planning the environment to conform to industry best practices and tailor the deployment to the City's environment. |
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Financial Impact: | |||||
One-time cost of $55,329.71, plus applicable sales tax. This cost has been budgeted in Information Technology Section 001-01-014-0040-1-4231 for FY 2022. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Strategic Plan: Provide Exceptional Service: Provide employees tools, training and support. | |||||
Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The City has experienced stability issues with existing systems due to growth within the City. The current software support contract is limited which makes troubleshooting issues difficult. Most peer community partners have already moved to this new VMWare platform. Purchasing staff identified the State of Arizona competitive and open procurement #AZSPO15-093839 that resulted in contract #ADSPO16-098163 with Dell Marketing, L.P. for software licensing and migration support. vCORE Technology Partners, LLC is a subcontractor under that State contract. |
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Key Considerations: | |||||
The software, support, and setup assistance are being purchased through designated vendors under Arizona State - State Procurement Office cooperative purchasing contract (ADSPO16-098163). | |||||
Community Benefits and Considerations: | |||||
Ongoing software maintenance and support has been planned and budgeted from according Information Technology budgets, after the included three (3) years. | |||||
Community Involvement: | |||||
None. | |||||
Expanded Options and Alternatives: | |||||
None. | |||||
Attachments: | Cooperative Purchase Contract | ||
Exhibit A - Vendor Quote | |||
Exhibit B - Agency Cooperative Contract | |||
Exhibit B - vCore Sub Addition | |||
Exhibit B - Contract Extension |
9.D.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Letter of Support: Lowell Observatory Astronomy Discovery Center | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the letter of support
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Executive Summary: | |||||
Lowell Observatory has requested a letter of support from the Flagstaff City Council in relation to state funding for the Astronomy Discovery Center. The letter is attached. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Previous Council Decision on This: | |||||
N/A | |||||
Attachments: | Letter of Support |
9.E.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Letter of Support: Museum Fire flooding congressionally directed spending request | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the letter of support.
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Executive Summary: | |||||
The City of Flagstaff submitted a variety of congressionally directed spending requests to Arizona's federal congressional representatives. Congressman O'Halleran has requested a letter of support from the Council for the City's request related to Museum Fire post-wildfire flooding mitigation. As the Council has previously voiced broad support for such mitigation projects, this letter was sent to Congressman O'Halleran on April 27, 2022. The letter is attached. | |||||
Financial Impact: | |||||
None. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Key Community Priorities/Objectives & Regional Plan: | |||||
Safe and Healthy Community | |||||
Previous Council Decision on This: | |||||
Council has heard monthly Museum Flood Updates from staff during the Spring of 2022. | |||||
Attachments: | Letter of Support |
10.A.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Adoption of Ordinance No. 2022-10: An ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Alternative Work Schedules; providing for penalties; repeal of conflicting ordinances; severability; and establishing an effective date | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2022-10 by title only for the final time
2) City Clerk reads Ordinance No. 2022-10 by title only (if approved above) 3) Adopt Ordinance No. 2022-10 |
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Executive Summary: | |||||
At the onset of the pandemic, many of the City facilities were temporarily closed and the City sent as many employees as possible home to work to help keep our employees and community safe and to ensure continuity of City operations. As we moved to partial reopening, some employees continued to work all or most of their time virtually, some worked a hybrid of partial remote and partial on-site, and some returned fully to on-site work. The current Alternative Work Schedule policy was adopted in 2010 to assist with staff retention through work and life balance with occasional telework in mind. This policy addressed flex time, compressed work week, staggered shifts, and telecommuting options for employees. Now that we are moving to Phase 4 of the Re-entry Plan, our goal is to encourage and support more flexible work scheduling, including telework. However, we have come to realize that our current Alternative Work Schedule policy is not only out of date but also lacks sufficient administrative guidelines for broad application. In addition, as the City continues to adapt to a new hybrid work environment, the City needs the ability to quickly adapt its policies accordingly. The proposed amendment to the Employee Handbook continues to reflect the City’s intent to continue to support flexible scheduling, including telework for positions where it is feasible, but removes the administrative details with the intent of moving them to a City Manager Directive. While much of the current Alternative Work Schedule policy will be maintained, a City Manager Directive allows for the City to be flexible and nimble to make administrative changes to the Directive as we identify items that need to be updated through our learned experiences and as the City determines what new hybrid work environment is going to work best for our community and our employees. At the direction of Council, we would bring an updated ordinance back to Council for adoption into the Employee Handbook once leadership has had an opportunity to address concerns and modify the policy to best support our employees and community. |
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Financial Impact: | |||||
None. | |||||
Policy Impact: | |||||
This is an update to the Employee Handbook of Regulations, Article 1-20-053. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
Carbon Neutrality Plan
CNP-1 Reduces greenhouse emissions from City operations. CNP-2 Leads to reduced greenhouse gas emissions in the community |
|||||
Has There Been Previous Council Decision on This: | |||||
Article 1-20-053, Alternative Work Schedule, in the Employee Handbook, was originally adopted on June 8, 2010 with Ordinance No. 2010-10. | |||||
Options and Alternatives: | |||||
Option 1: Adopt as presented. Option 2: Decline and leave Article 1-20-053 as is. |
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Attachments: | Ord. 2022-10 |
10.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Preliminary Plat: TLC PC Land Investors, LLC requests Preliminary Plat for Ghost Tree at Pine Canyon (PZ-21-00155-03) located at 3201 South Clubhouse Circle, a 12-unit single-family home subdivision on 7.87 acres in the Single-Family Residential (R1) Zone. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Preliminary Plat in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation of approval (6-0 vote in favor on April 27, 2022).
|
|||||
Executive Summary: | |||||
TLC PC Land Investors, LLC requests Preliminary Plat approval for Ghost Tree at Pine Canyon located at 3201 South Clubhouse Circle, a 12-unit single-family home subdivision on 7.87 acres in the Single-Family Residential (R1) Zone. The site has a Resource Protection Overlay and is currently vacant. It is located in the northwestern corner of the larger 660-acre Pine Canyon development. | |||||
Financial Impact: | |||||
No financial impacts are anticipated with this Preliminary Plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this Preliminary Plat. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Carbon Neutrality Plan
|
|||||
Has There Been Previous Council Decision on This: | |||||
The Pine Canyon development was approved by City Council through a rezoning (Ordinance No. 2000-11) and development agreement in June of 2000. A revised development agreement amendment was approved in January of 2007 to resolve disputes between the Developer of Pine Canyon and the City of Flagstaff with respect to the Rezoning Ordinance. This agreement stipulates that the Developer may, at its option, abandon the third entrance to Pine Canyon, providing the main entrance and the clubhouse entrance remain open and available for ingress and egress to the public. In October of 2013, City Council approved an agreement with the Developer that committed the City to erect and maintain a directional sign at the intersection of Lake Mary Road and John Wesley Powell Boulevard, committed staff support to amend the rezoning ordinance to modify the gated provision during night time, and extended the developers’ transportation improvement contribution. In May of 2014, the City Council approved a modification to Ordinance No. 2000-11 to modify Condition #8 which stated "That all private roads within the development remain open to the public and never be gated" to "All streets within Pine Canyon shall remain open to the public, without the use of a gate, from sunrise to sunset. Any means to restrict access to the streets of Pine Canyon may only be utilized from sunset to sunrise and never restrict emergency access." City Council has also previously approved several subdivision plats in Pine Canyon, including the Estates at Pine Canyon Units 1-5, Coconino Ridge, Deer Creek Crossing, Mountain Villas, Mountain Vista Condominiums, Mount Estates, Pine Run, and Club Cabin Condominiums. |
|||||
Options and Alternatives: | |||||
1. Approve the Preliminary Plat with no conditions, as recommended by the Planning and Zoning Commission. 2. Approve the Preliminary Plat with conditions. 3. Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure. |
|||||
Background and History: | |||||
In June of 2000, the City Council approved a rezoning request and development agreement allowing the development of Pine Canyon, which includes a mixture of condominium, townhomes, estate homes, clubhouse and recreational facilities, maintenance and storage facilities, and an 18-hole private golf course with accessory facilities, located on approximately 660 acres. The primary entrance to Pine Canyon is located at the intersection of Lone Tree Road and John Wesley Powell Blvd. TLC PC Land Investors, LLC is seeking Preliminary Plat approval for a 12-lot single-family residential subdivision within the larger Pine Canyon development. Lot sizes range from 9,342 square feet to 21,861 square feet. The subdivision is one of the last undeveloped areas in Pine Canyon and is located between existing golf course and residential uses. New infrastructure will need to be provided for the project including a new private road, new water and sewer lines, and Low Impact Development (LID) basins. All areas in the subdivision not allocated as lots are reserved as tracts. Tract A covers the new private road and is to be used for ingress/egress and public utilities. Tract B is for open space and drainage. Tract C is for the Pine Canyon Goff Club. Tract D is for a slope easement, and Tract E is reserved for future development. |
|||||
Key Considerations: | |||||
Staff reviewed and approved the Preliminary Plat on March 30, 2022, 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. On April 27, 2022, the Planning and Zoning Commission voted in favor of forwarding the Preliminary Plat to the City Council with a recommendation for approval. The property is zoned R1, Single Family Residential. The lots within Ghost Tree at Pine Canyon Subdivision comply with the minimum density, lot size, width, and depth requirements for the R1 Zone. For the purposes of tree and steep slope resource protection, the plat proposes unique building envelopes for each lot that meet or exceed the minimum required setbacks for the R1 zone (see pages 4 and 5 of the Preliminary Plat). |
|||||
Community Involvement: | |||||
The community benefits of this project are encapsulated in the PBB Key Community Priorities/Objectives, and the Regional Plan and Carbon Neutrality goals and policies that it meets, such as providing new housing within the urban growth boundary. | |||||
Expanded Options and Alternatives: | |||||
Inform. The existing zoning of the Subject Property allows for the proposed subdivision. No public hearings or public outreach are required by either the Zoning Code or the Subdivision Code as part of the Preliminary Subdivision Plat review process. | |||||
Attachments: | P&Z Staff Report | ||
Application | |||
Vicinity Map | |||
Preliminary Plat | |||
Review Agency Notifications | |||
City Council Presentation |
11.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2022-19: A resolution of the Flagstaff City Council, adopting the Arizona State Retirement System Supplementary Salary Deferral Plan | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2022-19 by title only
2) City Clerk reads Resolution No. 2022-19 by title only (if approved above) 3) Adopt Resolution No.2022-19 |
|||||
Executive Summary: | |||||
Senate bill 1348 was passed in May 2021 and requires the City to offer an additional 457(b) deferred compensation plan through Arizona State Retirement System (ASRS) effective July 1, 2022. This bill permits an employee of an ASRS employer, on or after July 1, 2022, to elect to participate in a supplemental employee deferral plan if the employee meets the ASRS prescribed eligibility requirements and requires a supplemental employee deferral plan participant's employer to make salary reductions from the participant's compensation at no cost to the employee, ASRS or any vendor retained by ASRS. City Council is required to adopt this supplemental employee deferred plan via resolution per State Statutes. Arizona State Revised Statutes 9-500 requires city and towns to adopt all deferred compensation plans for their employees via resolution or ordinance. |
|||||
Financial Impact: | |||||
None. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
|
|||||
Has There Been Previous Council Decision on This: | |||||
In January 2006, City Council adopted Resolution 2006-05 confirming adoption of the City's 457 Deferred Compensation Plan with our current providers, VOYA and ICMA. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
In 1983, the City adopted a 457 Deferred Compensation Plan pursuant to Section 457 of the Internal Revenue Code. The purpose of these plans is to attract and retain employees by permitting them to enter into agreements with the City which will provide for the payment of deferred compensation on retirement or separation from service as well as death benefits in the event of death before or after separation. The City currently offers 457 deferred compensation plan with VOYA and ICMA. This will add a third option with Nationwide through ASRS for those employees that meet the eligibility requirements. |
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Attachments: | Res. 2022-19 | ||
Plan Document |
11.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2022-20: A resolution approving Binding Waivers of Enforcement for twenty-nine parcels of land located in the City of Flagstaff. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2022-20 by title only
2) City Clerk reads Resolution No. 2022-20 by title only (if approved above) 3) Adopt Resolution No. 2022-20 |
|||||
Executive Summary: | |||||
On November 17, 2020, the Flagstaff City Council adopted a land use law, Ordinance 2020-28, generally referred to as the High Occupancy Housing amendments, which made various amendments to the Flagstaff Zoning Code. Arizona Revised Statutes §12-1134 (“Prop 207”) allows a property owner to seek just compensation when a city adopts a land use law that reduces the property owner’s existing rights to use, divide, sell, or possess private real property and such action reduces the fair market value of the property. The property owners listed in the attached Binding Waiver of Enforcement filed claims for just compensation under Prop 207, asserting that the amendments to the Flagstaff Zoning Code adopted by Ordinance 2020-28 reduced their rights to use their respective properties and thereby collectively reduced the fair market value of the 29 properties by approximately $21 million. In response to a claim for just compensation under Prop 207, a city may reach an agreement with the property owner on the demanded compensation, deny the demanded compensation and defend such denial in litigation, amend the land use law, repeal the land use law, or issue to the property owner a binding waiver of enforcement of the land use law on the owner’s specific parcels. If the City Council approves and adopts the attached resolution approving the Binding Waiver of Enforcement for the 29 properties identified therein, these properties will not be subject to the High Occupancy Housing amendments adopted by Ordinance 2020-28. |
|||||
Financial Impact: | |||||
Adoption of the resolution and approval of the Binding Waivers of Enforcement will moot the pending claims for just compensation. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
None. | |||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Attachments: | Res. 2022-20 | ||
Ex. A Binding Waiver of Enforcement | |||
HOH Ord. 2020-28 | |||
HOH Res. 2020-59 | |||
Presentation |
11.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Lease Amendments: Flagstaff Airport Rental Car Concessions, IFB 2011-09A: Amendment to leases with Avis Budget Car Rental LLC, Alamo Rental Car/National Car Rental, The Hertz Corporation, and Enterprise Rent-A-Car companies. (Amendment to current leases with car companies for a one-year extension) | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Invitation for Bids ("IFB") for Rental Car Concession was held in November 2010. The leases originating from the IFB have been amended and extended until May 31, 2022. The subject amendments extend the leases by an additional year, expiring May 31, 2023. This additional one-year extension will provide City staff sufficient time to issue a new invitation for bids for rental car concession at the airport. All proposed lease amendments will be attached prior to the May 3, 2022 FINAL Council Agenda |
|||||
Financial Impact: | |||||
The Airport will continue to receive revenue from the existing leases of at least $452,610 per year. Failure to extend the leases will result in a loss of car rental operations at the airport and the resulting revenue to the City until a new solicitation for car rental concessions can be issued. | |||||
Policy Impact: | |||||
None | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Transportation and Other Public Infrastructure: provide Airport infrastructure to enhance tenant and patron experience and secure second airline.
|
|||||
Has There Been Previous Council Decision on This: | |||||
Council approved the original lease agreements on January 18, 2011. Amendment One to the lease agreements was approved by Council on March 4th, 2014. Amendment Two to the lease agreements was approved by Council on April 18th, 2017, and extended the lease term for five years to May 31, 2022. Amendment Three to the lease agreements was approved by Council on June 2nd, 2020. Amendment Four to the lease agreements was approved by Council on September 22, 2020. The latter two amendments related to rent abatements as a result of the Covid-19 pandemic. | |||||
Background and History: | |||||
An Invitation for Bids for Rental Car Concession was held in November 2010, with Council approval on January 18, 2011. The terms of the lease agreement(s) were for an initial three (3) year term with two (2) additional one (1) year extensions subject to approval by the City Council and Lessee. In 2014, the leases were amended to remove the two (2) additional one (1) year extensions and replace them with a three (3) year extension. In 2017, the leases were amended again with an additional one (1) five (5) year extension, expiring May 31, 2022. | |||||
Key Considerations: | |||||
The extension of the Leases for one (1) additional year will:
|
|||||
Attachments: | Avis Budget Lease Amendment | ||
Hertz Lease Amendment | |||
Enterprise Lease Amendment | |||
Alamo / National Lease Amendment |
11.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2022-18: A resolution of the City Council of the City of Flagstaff, Arizona, calling a Primary Election to be held on August 2, 2022 for the purpose of nominating two mayor candidates for the General Election | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2022-18 by title only
2) City Clerk reads Resolution No. 2022-18 by title only (if approved above) 3) Adopt Resolution No. 2022-18 |
|||||
Executive Summary: | |||||
The Flagstaff City Charter provides that Primary Elections shall be held for the purpose of nominating candidates for the General Election when more than two candidates file nominating petitions for a vacancy in office. The two candidates receiving the highest number of votes at the Primary Election for each office for which there is a vacancy will be considered nominated for such office, and their names shall be printed on the ballot for the General Election. Three mayor candidates have qualified to be considered for nomination at the Primary Election. Only two councilmember candidates have qualified for the ballot which means they will not be considered at the Primary Election. | |||||
Financial Impact: | |||||
The City contracts with the Coconino County Elections Department to conduct the election. The cost is $2.00 per registered voter. Appropriate funding has been budgeted for in the FY22-23 budget. | |||||
Policy Impact: | |||||
None. | |||||
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: | |||||
Priority Based Budget Key Community Priorities and Objectives
Inclusive & Engaged Community:
|
|||||
Has There Been Previous Council Decision on This: | |||||
None | |||||
Attachments: | Res. 2022-18 |
12.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Proposed Framework for Residential Solar and Electric Bike Rebates | |||||
DESIRED OUTCOME: | |||||
This is an informational discussion only.
|
|||||
EXECUTIVE SUMMARY: | |||||
At the request of City Council staff have developed a proposed framework for residential solar and electric bike rebates | |||||
INFORMATION: | |||||
The proposed solar rebate program would build on prior momentum by providing financial incentives for solar panel installation and energy production. The program framework:
The proposed e-bike rebate program would build on growing momentum by providing financial incentives for locally purchased electric bicycles with an equity component for low-income customers. It also includes a rebate for electric bike conversions. |
|||||
Attachments: | Framework for Solar and Electric Bike Rebate | ||
Proposed Residential Solar Rebate | |||
Proposed Electric Bike Rebate |