FINAL AGENDA
PLEASE NOTE THE CHANGE IN MEETING LOCATION
4:30 P.M. MEETING Individual Items on the 4:30 p.m. meeting agenda may be postponed to the 6:00 p.m. meeting.
|
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). |
||||||||
2. | ROLL CALL
|
||||||||
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. |
||||||||
4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | ||||||||
5. | 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. |
||||||||
6. | PROCLAMATIONS AND RECOGNITIONS |
||||||||
7. | 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). None |
||||||||
8. | LIQUOR LICENSE PUBLIC HEARINGS None |
||||||||
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. |
||||||||
A. | Consideration and Approval of Grant Application and Acceptance upon Award: Arizona Governor's Office of Highway Safety (GOHS) Federal Fiscal Year 2018 for Police Department Applications grant funding for DUI Task Force, Youth Alcohol Prevention and Interdiction, Reflective Traffic Cones, Privacy Security Barrier, and Patrol Motorcycle. | ||||||||
RECOMMENDED ACTION: | |||||||||
Approve the application(s) and acceptance of an award to the Arizona Governor's Office of Highway Safety (GOHS) for grant funds for the Police Department in the amount of $56,550 for DUI Task Force Activities, $55,200 for Youth Alcohol Prevention and Interdiction task force, $4,466 for Reflective Traffic Cones, $5,635.33 for a Privacy Security Screen Barrier, and $29,416.40 for a Harley Davidson Motorcycle.
|
|||||||||
B. | Consideration and Approval of Construction Contract: With Mountain High Excavating, LLC (Contractor) in the amount of $634,902.00 for the Brannen-Paseo Del Rio Safety Improvements Project (Project). | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Approve the construction contract with the Contractor in the amount of $634,902.00 (this figure includes a $50,000 contract allowance) and a contract time of 180 calendar days.
2) Approve Change Order Authority to the City Manager in the amount of $58,490.20 (10% of contract amount, less allowance). 3) Authorize the City Manager to execute the necessary documents. |
|||||||||
C. | Consideration and Approval of Contract: Approve the construction contract with McDonald Brothers Construction, Inc. (Contractor) in the amount of $1,294,248.28 for the Grand Canyon Waterline Improvement Project (Project). | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Approve the construction contract with the Contractor in the amount of $1,294,248.28, and a contract time of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $123,000.00 (10% of the contract amount, less allowances) 3) Authorize the City Manager to execute the necessary documents. |
|||||||||
D. | Consideration and Approval of Cooperative Contract: Approve the purchase to replace existing playground equipment with new adaptive playground equipment and surfacing at Thorpe Park in the amount of $166,738.63 utilizing The Cooperative Purchasing Network (TCPN), Cooperative Contract #R5202, with Landscape Structures, Inc. (The local service organization office is Exerplay, Inc. of Cedar Crest, New Mexico.) | ||||||||
RECOMMENDED ACTION: | |||||||||
Approve the purchase to replace existing playground equipment with adaptive playground equipment and surfacing at Thorpe Park in the amount of $166,738.63 utilizing The Cooperative Purchasing Network (TCPN), Cooperative Contract #R5202 with Landscape Structures, Inc. (The local service organization office is Exerplay, Inc. of Cedar Crest, New Mexico.)
|
|||||||||
E. |
Consideration and Approval of Contract: Approve the Construction Contract with Standard Construction Company, Inc. in the amount of $1,171,900.50 for the Brannen Phase II Water and Sewer Improvement Project (Project). |
||||||||
RECOMMENDED ACTION: | |||||||||
1) Approve the construction contract with Standard Construction Company, Inc. in the amount of $1,171,900.50, and a contract time of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $112,000.00 (10% of the contract amount, less allowance of $53,000); and 3) Authorize the City Manager to execute the necessary documents. |
|||||||||
10. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval of: Second Amendment to the Business Accelerator and Business Incubator Master Leases (Amending Tax Rate Listed In Sublease Agreements with Northern Arizona Center for Entrepreneurship and Technology (NACET)) | ||||||||
RECOMMENDED ACTION: | |||||||||
Approve the amendment of the existing sublease agreements NACET uses with sublessees.
|
|||||||||
B. | Consideration and Adoption of Ordinance No. 2017-06: An ordinance of the City Council of the City of Flagstaff, Arizona, extending and increasing the corporate limits of the City of Flagstaff, Coconino County, State of Arizona, pursuant to the provisions of Title 9, Chapter 4, Arizona Revised Statures, by annexing certain land totaling approximately 20 acres located in Section 33, Township 22 North, Range 7 East, which land is contiguous to the existing corporate limits of the City of Flagstaff, and establishing city zoning for said land as Rural Residential (RR) for 20 acres; providing for severability, authority for clerical corrections, and establishing an effective date. | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2017-06 by title only for the final time
2) City Clerk reads Ordinance No. 2017-06 by title only (if approved above) 3) Adopt Ordinance No. 2017-06 |
|||||||||
C. | Consideration and Adoption of Ordinance No. 2017-07: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff Zoning Map to rezone approximately 20 acres of real property located at 3620 W Schultz Pass Road, from Rural Residential ("RR") to Public Open Space ("POS") and to apply the Landmark Overlay ("LO"), and the Resource Protection Overlay ("RPO") with the Rural Floodplain Designation; providing for severability, and establishing an effective date. | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Read Ordinance No. 2017-07 by title only for the final time
2) City Clerk reads Ordinance No. 2017-07 by title only (if approved above) 3) Adopt Ordinance No. 2017-07 |
|||||||||
D. | Consideration and adoption of Ordinance No. 2017-09: An Ordinance of the Flagstaff City Council adopting an amendment to the 2012 International Fire Code Appendix D Section 107.1 One or Two Family Residential Developments Secondary Access Requirements (This an exception update) | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Read Ordnance No 2017 -09 by title for the final time
2) City Clerk reads Ordinance No, 2017 -09 by title for the final time (if approved above) 3) Adopt Ordinance No 2017-09 |
|||||||||
E. | Consideration and Adoption of Ordinance No. 2017-11: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona (1) providing for the sale and execution and delivery pursuant to a Series 2017 Utility System Revenue Trust Agreement of Utility System Revenue Refunding Obligations, in one or more series evidencing proportionate interests of the owners thereof in installment payments of the purchase price to be paid by the City of Flagstaff, Arizona, pursuant to a Series 2017 Utility System Revenue Purchase Agreement to refinance certain costs of certain improvements to the water and sewer utility system of the City; (2) authorizing the completion, execution and delivery with respect thereto of agreements necessary or appropriate as part of refinancing such costs of such improvements to the water and sewer utility system of the City and paying related financing costs; (3) delegating to the Mayor, the City Manager and the Management Services Director certain authority with respect to the purposes hereof; (4) authorizing the Management Services Director to expend all necessary funds therefor; and (5) authorizing the Management Services Director or his designees to take all other actions necessary to the consummation of the transaction contemplated by this ordinance and establishing an effective date. | ||||||||
RECOMMENDED ACTION: | |||||||||
At the April 4, 2017 Council Meeting:
1) Read Ordinance No. 2017-11 by title only for the first time 2) City Clerk reads Ordinance No. 2017-11 by title only (if approved above) At the April 18, 2017 Council Meeting: 3) Read Ordinance No.2017-11 by title only for the final time 4) City Clerk reads Ordinance No. 2017-11 by title only (if approved above) 5) Adopt Ordinance No. 2017-11 |
|||||||||
F. | Consideration: Rescheduling of the July 4, 2017, Regularly-Scheduled Council Meeting. | ||||||||
RECOMMENDED ACTION: | |||||||||
Should Council wish to reschedule this meeting, a motion is needed to reschedule to a specific date.
|
|||||||||
RECESS
6:00 P.M. MEETING RECONVENE
The meeting will reconvene at 6:00 p.m. and immediately recess until 6:30 p.m. to allow time for individuals wishing to attend the meeting to arrive at this new location. |
|||||||||
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).
|
|||||||||
11. | ROLL CALL
|
||||||||
12. | PUBLIC PARTICIPATION | ||||||||
13. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA |
||||||||
14. | PUBLIC HEARING ITEMS | ||||||||
A. | Consideration and Adoption of Ordinance No. 2017-10: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 10, Zoning Code, providing for repeal of conflicting ordinances, severability, and establishing an effective date. | ||||||||
RECOMMENDED ACTION: | |||||||||
1) Continue Public Hearing/Close Public Hearing
2) Read Ordinance No. 2017-10 by title only for the final time 3) City Clerk reads Ordinance No. 2017-10 by title only (if approved above) 4) Adopt Ordinance No. 2017-10 |
|||||||||
B. | Public Hearing, Consideration and Adoption of Ordinance No. 2017-04, Resolution No. 2017-11: An ordinance of the Flagstaff City Council amending the Flagstaff City Code, Title 3, Business Regulations, Chapter 3-09, Cable, by making amendments relating to regulation of cable operators, providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date; and a resolution of the Flagstaff City Council authorizing renewal of a Cable License Agreement with NPG Cable, LLC, doing business as Suddenlink, and establishing an effective date (cable ordinance updates, renewal of cable license agreement) | ||||||||
RECOMMENDED ACTION: | |||||||||
At the April 4, 2017 Council Meeting:
1) Open Public Hearing 2) Review proposed Cable License Agreement and Ordinance, and take public comment 3) Read Ordinance No. 2017-04 by title only for the first time 4) City Clerk reads Ordinance No. 2017-04 by title only (if approved above) 5) Close Public Hearing At the April 18, 2017 Council Meeting: 1) Read Ordinance No. 2017-04 by title only for the final time 2) City Clerk reads Ordinance No. 2017-04 by title only (if approved above) 3) Adopt Ordinance No. 2017-04 4) Read Resolution No. 2017-11 by title only 5) City Clerk reads Resolution No. 2017-11 by title only (if approved above) 6) Adopt Resolution No. 2017-11 |
|||||||||
15. | REGULAR AGENDA | ||||||||
A. | Discussion and Possible Direction: Current Issues Before the Arizona Legislature and Federal Issues. | ||||||||
16. | DISCUSSION ITEMS None |
||||||||
17. | COUNCIL LIAISON REPORTS | ||||||||
18. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by a majority of all members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
||||||||
A. | Future Agenda Item Request (F.A.I.R.): A request by Mayor Evans to place on a future agenda discussion of the placement of For Sale signs at the entrances of mobile home parks and written notification. | ||||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda discussion of amending the City's investment and procurement policies. | ||||||||
19. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | ||||||||
20. | ADJOURNMENT |
||||||||
|
9.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Application and Acceptance upon Award: Arizona Governor's Office of Highway Safety (GOHS) Federal Fiscal Year 2018 for Police Department Applications grant funding for DUI Task Force, Youth Alcohol Prevention and Interdiction, Reflective Traffic Cones, Privacy Security Barrier, and Patrol Motorcycle. | |||||
RECOMMENDED ACTION: | |||||
Approve the application(s) and acceptance of an award to the Arizona Governor's Office of Highway Safety (GOHS) for grant funds for the Police Department in the amount of $56,550 for DUI Task Force Activities, $55,200 for Youth Alcohol Prevention and Interdiction task force, $4,466 for Reflective Traffic Cones, $5,635.33 for a Privacy Security Screen Barrier, and $29,416.40 for a Harley Davidson Motorcycle.
|
|||||
Executive Summary: | |||||
This Staff Summary seeks approval of the grant applications and approval upon award to GOHS for the Flagstaff Police Department. We are requesting grant funds in the amount of $56,550 for the DUI Task Force, $55,200 for Youth Alcohol and Prevention and Interdiction, $4,466 for Reflective Traffic Cones, $5,635.33 for a Privacy Security Screen Barrier, and $29,416.40 for a Harley Davidson Motorcycle. Grant funds allocated by the FY 2018 grant to the Flagstaff Police Department, will assist in funding scheduled overtime for DUI enforcement, overtime for officers to assist in alcohol related crimes in the City. These funds may not otherwise be available in our budget. There is no match requirement for this grant. | |||||
Financial Impact: | |||||
There is no significant financial impact to the Flagstaff Police Department in terms of costs. The expenditures will be budgeted in FY 2018 in 001-04-062-6069 with 100% offset in grant revenue. | |||||
Policy Impact: | |||||
No policy Impact | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Effective governance | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, Council has accepted prior funded GOHS grants for the Police Department. | |||||
Options and Alternatives: | |||||
• Approve the Grant Application(s) • Disapprove the Grant Applications(s) |
|||||
Background and History: | |||||
The Flagstaff Police Department considers any loss of life or limb to a drug or alcohol related, motor vehicle accident unacceptable. We have conducted both in-service and advanced officer training in D.U.I. detection. We have a longstanding tradition of aggressive D.U.I. interdiction and enforcement. Every officer in our organization is held accountable to D.U.I. enforcement. This is done in the interest of protecting life and property through collision reduction. Our interdiction efforts have further been supported with D.U.I. overtime operations such as task force patrols, and directed patrols on weekends and holidays. These additional efforts are staffed by officers on overtime to enhance effectiveness. Without the financial resources provided for by the DUI Task Force grant application, it is difficult, if not impossible, to staff these operations with on-duty officers as they have primary responsibility to respond to all manner of calls for service during their shift. The Youth Alcohol Prevention and Interdiction grant application fits in with our mission to protect and preserve life and property. The Flagstaff Police Department has a zero tolerance policy towards alcohol-related crimes including: driving under the influence, minor consumption, misrepresentation of age to purchase alcohol, and contributing to the delinquency of a minor. Related to these ends, the FPD expects each of its patrol officers to proactively engage in the arrest of liquor violations. Flagstaff Police Department officers are typically attached to patrol squads that work during the evening and night time hours. During their shift, these officers are responsible for answering calls for service while remaining vigilant for alcohol violations. However, we feel that we have the potential to be even more effective and have a greater impact in the area of underage drinking enforcement during known times and locations when these types of violations are more likely to occur. Our proposal would provide overtime reimbursement funds for directed patrol efforts for the enforcement of underage drinking laws, as well as an educational component. The Flagstaff Police Departments grant application includes funding for the purchase of 200 Reflective Traffic Cones which will assist our officers in achieving our mission of keeping our streets safe. These traffic tools designate critical safety parameters for officers conducting accident investigations. The cones will be used to help redirect traffic and prevent any additional traffic accidents or injury to emergency first responders. They are extremely useful on accident scenes, as well as any major events that cause traffic delays. The Flagstaff Police Departments grant application includes the purchase one Harley Davidson motorcycle. The Traffic Squad is an integral part of Flagstaff Police Department's traffic enforcement efforts. Officers on the Traffic Squad are primarily designated to perform traffic related functions. These functions include: collision investigations, apprehension of the impaired driver, giving presentations, and training to community groups on traffic related topics. They also provide funeral escorts, and enforcement of traffic laws with an emphasis on citizen complaint zones, school zones, and dangerous intersections. Officers working on police motorcycles have proven to be very successful performing these traffic functions. The Flagstaff Police Departments grant application includes the purchase of one Privacy Screen Barrier. The Flagstaff Police Department is requesting an additional Security, Safety and Privacy Barrier for use during major accidents in and around the City of Flagstaff. These instruments will be used to provide the necessary privacy to law enforcement to protect the public from viewing traumatic and upsetting scenes. If awarded the grant, we will place in our existing motor fleet and move an older motorcycle will be assigned as a training motorcycle. The Portable Barrier Systems will provide privacy to victims and families of a major incident from the public and media while protecting the integrity of the scenes from adverse weather condition. We have received funds previously to purchase two of these barriers. They have been extremely useful on accident scenes and helps to protect the victims to provide privacy during the investigation. We would benefit by adding this additional barrier because it would allow us to use the existing barriers and connect them to make a barrier around the victim in its entirety. We have noticed that with two barriers we are not able to make a circle and this added barrier would allow for it. These barriers are portable screens or walls that are six feet tall and 8 feet long to create a shield from the public to help protect the scene and victims behind the barrier. |
|||||
Key Considerations: | |||||
The law-abiding citizens of our community expect and deserve our streets and neighborhoods to be places where they feel safe. The approval of these grant applications allow us to seek additional resources to help us reduce collisions by removing impaired drivers, conducting underage alcohol prevention/education, providing motor officers to enforce speeding violations, appropriate signage and barriers to shield our public from scenes that may be upsetting. The numerous letters and comments the Police Department receives from citizens reinforce this goal. | |||||
Community Benefits and Considerations: | |||||
Community Involvement: | |||||
The Police Department grant applications will assist the Flagstaff Police Department to prevent and control crime, administer justice, and assist crime victims. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | GOHS DUI Enforcement | ||
GOHS Youth Alcholol | |||
GOHS Security Barrier Cover Letter | |||
Screen Barrier App | |||
GOHS Traffic Cones Cover Letter | |||
Traffic Cones App | |||
GOHS Motorcycle Cover Letter | |||
Motorcycle App |
9.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||
Consideration and Approval of Construction Contract: With Mountain High Excavating, LLC (Contractor) in the amount of $634,902.00 for the Brannen-Paseo Del Rio Safety Improvements Project (Project). | |||||||||
RECOMMENDED ACTION: | |||||||||
1) Approve the construction contract with the Contractor in the amount of $634,902.00 (this figure includes a $50,000 contract allowance) and a contract time of 180 calendar days.
2) Approve Change Order Authority to the City Manager in the amount of $58,490.20 (10% of contract amount, less allowance). 3) Authorize the City Manager to execute the necessary documents. |
|||||||||
Executive Summary: | |||||||||
An award of this contract to Contractor in the amount of $634,902, will allow for construction of the Project. Construction includes sidewalk, intersection reconfiguration and FUTS improvements around the intersection of Brannen Circle and Paseo Del Rio. Please see the attached context map and key map for details. The Project was initiated at the request of the Flagstaff Housing Authority in February 2014 and is scheduled to begin as soon as weather permits in spring 2017. |
|||||||||
Financial Impact: | |||||||||
The Project is programmed in the Capital 5-Year Plan by the Brannen Homes Sidewalk fund (040-05-112-3035-6) with a FY16/17 budget of $395,084 and a FY17/18 requested amount of $460,262 for a total appropriation of $855,346. | |||||||||
Policy Impact: | |||||||||
No Policy Impact
|
|||||||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||||||
COUNCIL GOALS: 6) Provide a well-managed transportation system. |
|||||||||
Has There Been Previous Council Decision on This: | |||||||||
Council approved the design funding in the FY14/15 budget and the construction funding in the FY15/16 budget. The design of the Project was awarded to Kimley-Horn Inc. in September 2014 from the City's on-call consultant contract. | |||||||||
Options and Alternatives: | |||||||||
1. Approve the award as recommended. Approval will allow work on the Project to move forward in calendar year 2017 or, 2. Reject all bids. This action would delay the Project. If rejection occurs, possible options include: a) Re-solicit the Project at a later date; b) Suspend or cancel the Project. |
|||||||||
Background and History: | |||||||||
The idea for the Project originated in February 2014 as a result of a field tour of the Brannen Homes area with the Flagstaff Housing Authority. The Flagstaff Housing Authority had expressed concerns for a lack of sidewalks, lighting and with the configuration of the Brannen Circle/Paseo Del Rio intersection. The Project concept was evaluated in 2014 and construction funding was included in the FY15/16 budget. The Purchasing section posted the solicitation for construction bid on February 1, 2017 on the City website, Purchasing's bidding website, and advertised in the newspaper on February 5 and February 12, 2017. There were 2 bids received on the opening date of February 28, 2017 and staff determined that Mountain High Excavating, LLC is the lowest responsive responsible bidder. |
|||||||||
Key Considerations: | |||||||||
This Project addresses several needs along with the reconfiguration of the Paseo Del Rio/Brannen Circle intersection. There is no existing sidewalk on the north side of Paseo Del Rio or on the east side of Brannen Circle. The parking for the trail head on O'Leary is not developed. The Flagstaff Urban Trail System (FUTS) trail on the west side of Lone Tree needs to be reconfigured to meet current standards. | |||||||||
Community Benefits and Considerations: | |||||||||
Below is a summary of the bids received.
A contract allowance is established to accommodate the cost of unanticipated items of work and is included in the contract amount. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the City Council, authority to amend the contract amount in response to unforeseen costs that are more than the contract amount. |
|||||||||
Community Involvement: | |||||||||
The Project provides the following community benefits:
|
|||||||||
Expanded Options and Alternatives: | |||||||||
Inform: The City held an open house on March 24, 2016 at Kinsey Elementary School. There was limited attendance. One attendee requested that the City extend the sidewalk further into the neighborhood. | |||||||||
Attachments: | Construction Contract | ||
Context Map | |||
Key Map |
9.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||||||
Consideration and Approval of Contract: Approve the construction contract with McDonald Brothers Construction, Inc. (Contractor) in the amount of $1,294,248.28 for the Grand Canyon Waterline Improvement Project (Project). | |||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||
1) Approve the construction contract with the Contractor in the amount of $1,294,248.28, and a contract time of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $123,000.00 (10% of the contract amount, less allowances) 3) Authorize the City Manager to execute the necessary documents. |
|||||||||||||||
Executive Summary: | |||||||||||||||
The contract award of $1,294,248.28 to the Contractor is proposed to complete the Project which includes installing new water mains, new water services, new fire hydrants, new roadway pavement and new curb, gutter and sidewalk for selected sections. The Project is scheduled to begin as soon as weather permits in spring 2017. The Project includes the entire length of Grand Canyon Avenue, one block of Spring Street and approximately two blocks of Coconino Avenue. Please see the attached Context Map and Vicinity Map for details. | |||||||||||||||
Financial Impact: | |||||||||||||||
The Project is funded by the total budget appropriations of $1,950,000 which is programmed in the Water Fund 5-Year plan under the Aging Water Infrastructure Replacement program (account # 202-08-370-3370-0). The City will need to use approximately $300,000 of FY 2017 appropriations from the New Well and Pump House program and these funds will reallocate funds to this project as part of the FY 2018 budget process. The remaining $1,650,000 is included in the FY2018 Budget. | |||||||||||||||
Policy Impact: | |||||||||||||||
No impact
|
|||||||||||||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||||||||||||
COUNCIL GOALS: 3) 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: | |||||||||||||||
Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Grand Canyon Waterline improvement project was executed with Plateau Engineering, Inc. | |||||||||||||||
Options and Alternatives: | |||||||||||||||
1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2017 or, 2. Reject all bids. This action would delay the Project. If rejection occurs, possible options Include: a) Re-solicit the Project at a later date; b) Suspend or cancel the Project. |
|||||||||||||||
Background and History: | |||||||||||||||
The Project has a general scope to upgrade the existing water mains, services and fire hydrants on Grand Canyon Avenue, Spring Street and Coconino Avenue combined. The Project will also replace damaged concrete curb, gutter and sidewalks within the Project limits. Grand Canyon Avenue will receive a mill and asphalt overlay, Spring Street will have a complete rebuild of the roadway section, Coconino Avenue will receive only the standard trench asphalt pavement patch. Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage. Coordination with property owners will be made for water service disconnects and reconnects. With Council approval of the Contract, work is scheduled to begin as soon as weather allows in 2017. The Project is included in a Fund that has been programmed in the Capital Improvement 5-year plan. The Purchasing section posted the Invitation for Bids (IFB) solicitation for construction on January 11, 2017 on the City website and Purchasing's electronic bidding website, and advertised in the newspaper on January 22nd and February 5th, 2017. There were five bids received on the opening date of February 23, 2017 and staff determined that McDonald Brothers Construction, Inc. is the lowest responsive and responsible bidder. |
|||||||||||||||
Key Considerations: | |||||||||||||||
The existing water mains in this area of the Flagstaff Townsite neighborhood are aging and are in need or replacement. The water mains were constructed in 1934 and 1947. The City Utility Division has approved funding for improvements in order to reduce the maintenance cost and improve service to the community. This Project also includes the improvement of the roadway surface for Grand Canyon and Spring Street. | |||||||||||||||
Community Benefits and Considerations: | |||||||||||||||
Below is a summary of the bids received:
Included in the Contract amount will be an allowance of $65,000.00. The allowance will be used for items of work that are necessary to complete the Project that may have been an oversight at the time of the design. The project manager, section head and department head will have the authority to approve the use of the allowance. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance. |
|||||||||||||||
Community Involvement: | |||||||||||||||
The Community benefits of this Project include better service from the water distribution infrastructure and a new roadway surface. Additional Project information and traffic restriction advisories will be provided during construction via local media and through the City Manager’s office as needed. | |||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||
Inform – Prior to the start of construction, a meeting for the neighborhood will be held with the Contractor. On-going meetings with the neighborhood and residents will be held as needed to discuss the project and reduce the impact and disruption. The Contractor will be required to have a dedicated employee on site to work with the public and address any concerns. | |||||||||||||||
Attachments: | Construction Contract | ||
Context Map | |||
Vicinty Map |
9.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Cooperative Contract: Approve the purchase to replace existing playground equipment with new adaptive playground equipment and surfacing at Thorpe Park in the amount of $166,738.63 utilizing The Cooperative Purchasing Network (TCPN), Cooperative Contract #R5202, with Landscape Structures, Inc. (The local service organization office is Exerplay, Inc. of Cedar Crest, New Mexico.) | |||||
RECOMMENDED ACTION: | |||||
Approve the purchase to replace existing playground equipment with adaptive playground equipment and surfacing at Thorpe Park in the amount of $166,738.63 utilizing The Cooperative Purchasing Network (TCPN), Cooperative Contract #R5202 with Landscape Structures, Inc. (The local service organization office is Exerplay, Inc. of Cedar Crest, New Mexico.)
|
|||||
Executive Summary: | |||||
Approval of this contract will allow Exerplay, Inc. of Cedar Crest, New Mexico (approved distributor for Landscape Structure, Inc.) to replace the playground equipment and surfacing at Thorpe Park through a cooperative purchase agreement with TCPN. The playground equipment is 21 years old, and because of its age replacement parts are not available. This purchase will replace the current equipment and surfacing with updated equipment and surfacing that is more accessible to children of all abilities to play, learn, and grow together. This will be the first playground in the City of Flagstaff with a unitary surface (rubberized) that allows for an easy transition from the sidewalk to play areas by eliminating any drop-offs from surface to surface, supporting those who use wheeled mobility devices. The Flagstaff Community Forum was used to obtain input from the community on the design of the project. Three playground design concepts were provided online for consideration, and out of 154 respondents, 88 (57%) selected "Concept C". |
|||||
Financial Impact: | |||||
The project is budgeted in the FY2017 BBB Recreation fund in account 055-06-158-3312-5-4433 in the amount of $168,000. | |||||
Policy Impact: | |||||
This decision does not impact any policy. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
COUNCIL GOALS: COMMUNITY OUTREACH: Enhance public transparency and accessibility TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE: Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. REGIONAL PLAN: Recreation: Goal Rec . 1. Maintain and grow the region's healthy system of convenient and accessible parks, recreation facilities, and trails |
|||||
Has There Been Previous Council Decision on This: | |||||
No. This is the first time it has come before Council for a decision. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
In 1996, the Parks Section started a replacement program of all playground equipment that was outdated and did not meet current playground safety standards. Thorpe Park was the first park to have the equipment replaced. Old metal and wooden structures were replaced with new updated equipment that met all safety requirements. This equipment is now 21 years old and replacement parts are no longer available. This equipment will be salvaged with the intent to use the parts for other equipment as needed. In 1996, sand was widely used in playgrounds for the surfacing, but as requirements changed to meet the fall protection requirements and the American with Disabilities Act (ADA), engineered wood fibers replaced sand. During the Bushmaster Park Improvements planning process, members of the community voiced their concerns of difficulties accessing the playground in wheeled mobility devices. This led to the decision to improve the access with a unitary surface (rubberized) for improved accessibility, but because of limited funds only a portion of the playground could be completed with this material. After completion of the Thorpe Park improvements, this will be the first playground in the City of Flagstaff that offers universal access to all children with different abilities to play, learn, and grow together. Three playground providers were asked to provide a concept plan that provided inclusive play. Three concept plans were then posted on the Flagstaff Community Forum for public input. The concept plans and survey was opened for comments for four weeks. After review of the comments, Concept "C" was selected as the preferred design. The key results are attached below. Public comment was received through the City's Community Forum at the following link. Once you open the link, click on the Closed Topics and open up Thorpe Park Adaptive Playground: http://www.flagstaff.az.gov/fcf |
|||||
Key Considerations: | |||||
When considering the replacement of this playground equipment and surfacing, improving accessibility weighed heavily in the decision to use a unitary surface (rubberized). The different inclusive play elements offers many opportunities for play by any child regardless of their medical diagnosis. | |||||
Community Involvement: | |||||
This playground is located within a regional park and attracts users from throughout the city, which allows a wide range of recreational opportunities. It is important for all children to have a variety of sensory experiences for healthy development. These include experiences that involve movement, climbing, and a mix of tactile, visual, and auditory experiences. | |||||
Expanded Options and Alternatives: | |||||
Inform: The community was informed of the proposed playground improvements through the city's website and the Flagstaff Community Forum.
Consult: The community was able to provide feedback to aid in the decision to choose a concept plan through a survey posted on the Flagstaff Community Forum.
|
|||||
Attachments: | Landscape Structures Quote | ||
TCPN Contract | |||
Contracted Price List | |||
Contract Extension Letter | |||
Key Survey Results | |||
Concept |
9.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Approve the Construction Contract with Standard Construction Company, Inc. in the amount of $1,171,900.50 for the Brannen Phase II Water and Sewer Improvement Project (Project). |
|||||
RECOMMENDED ACTION: | |||||
1) Approve the construction contract with Standard Construction Company, Inc. in the amount of $1,171,900.50, and a contract time of 180 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $112,000.00 (10% of the contract amount, less allowance of $53,000); and 3) Authorize the City Manager to execute the necessary documents. |
|||||
Executive Summary: | |||||
A contract award of $1,171,900.50 to Standard Construction Company, Inc. is for completion of the Brannen Phase II Water and Sewer Improvement Project, which includes replacement of aging water and sewer mains and services, new roadway pavement, and limited sidewalk, curb and gutter. Improvements will be constructed on Brannen Avenue, Elden Street, and Colorado Street. This project is scheduled to begin in early May 2017 and last approximately 6 months. Please refer to attached context & vicinity maps. | |||||
Financial Impact: | |||||
The Brannen Phase II Project is funded by Utility Program budget appropriations in the amount of $150,000 for FY 2017 in account #202-08-370-3157-0 and $1,300,000 for FY 2018 in account #202-08-370-3362-0-4463. |
|||||
Policy Impact: | |||||
• No impact.
|
|||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
COUNCIL GOALS: TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. |
|||||
Has There Been Previous Council Decision on This: | |||||
City Council approved the on-call consultant contract, through which a consultant services contract for the design of the Brannen Phase II Improvement Project was established with The WLB Group, Inc. |
|||||
Options and Alternatives: | |||||
1. Approve the award as recommended. Approval will allow work to move forward in calendar year 2017 or, 2. Reject all bids. This action would delay the Project. If rejection occurs, possible options Include: a) Re-solicit the Project at a later date. b) Suspend or cancel the project. |
|||||
Background and History: | |||||
The Brannen Phase II Project is located in downtown Flagstaff and includes work on Brannen Avenue, Elden Street, and Colorado Street. The project scope includes replacement of water and sewer main and services, street asphalt reconstruction, and limited curb/gutter and sidewalk installation. The Purchasing Section solicited for construction bids on February 6, 2017 on the City's website and on Purchasing's electronic bidding website, and was advertised in the Arizona Daily Sun on February 12 and 19, 2017. Five bids were received by the opening date of March 6, 2017 and Standard Construction Company, Inc. was determined to be the lowest responsive and responsible bidder. One bid was determined as non-responsive due to the lack of required documents. A tabulation of bids is summarized below in Expanded Financial Considerations. |
|||||
Key Considerations: | |||||
The existing utilities in the Brannen Neighborhood area are aging and in need of replacement. The water main was constructed in 1906 and the sewer main was constructed in 1919.The City Utilities Division has approved funding for improvements in order to reduce maintenance costs and improve service to the community. This project area also includes areas of degraded roadway which will be replaced and a block of missing sidewalk/curb/gutter, which will be completed for the community. | |||||
Community Benefits and Considerations: | |||||
Below is a summary of bids received: Engineer's Estimate - $1,106,270.70 Standard Construction Company - $1,171,900.50 KEAR Civil Corporation - $1,363,330.00 Seller's and Sons, Inc. - $1,465,710.25 McDonald Brothers Construction - $1,507,029.80 The Brannen Phase II Project is funded by Utility Program budget appropriations in the amount of $150,000 for FY 2017 in account #202-08-370-3157-0 and $1,300,000 for FY 2018 in account # 202-08-370-3362-0-4463. |
|||||
Community Involvement: | |||||
The community benefits of this project include updated utility mains and services and improved road and pedestrian facilities. |
|||||
Expanded Options and Alternatives: | |||||
In October 2015, City staff mailed an informational flyer describing the project and inviting the community to a Public Open House to learn about the project and provide feed back. Staff held the open house on November 16, 2015 in City Hall. City Capital staff has also been conducting one-on-one contact through the neighborhood and will continue to coordinate the construction work and schedule throughout the duration of the project. |
|||||
Attachments: | Construction Contract | ||
Brannen II Context Map | |||
Brannen II Vicinity Map |
10.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of: Second Amendment to the Business Accelerator and Business Incubator Master Leases (Amending Tax Rate Listed In Sublease Agreements with Northern Arizona Center for Entrepreneurship and Technology (NACET)) | |||||
RECOMMENDED ACTION: | |||||
Approve the amendment of the existing sublease agreements NACET uses with sublessees.
|
|||||
Executive Summary: | |||||
The Landlord (City) and Provider (NACET), both acknowledge that the rental tax rate has changed since the parties entered into the Business Accelerator/Incubator Master Lease(s) and the parties now desire to amend the Master Leases' terms and conditions contained in this Second Amendment to provide increased flexibility in the tax rate charged to sublessees under that Agreement. The following administrative changes are for Exhibit "A" Sublease Agreement for the Business Incubator:
|
|||||
Financial Impact: | |||||
This change will have no financial impact on the City of Flagstaff. It will allow NACET to collect the .3% rental tax increase implemented by Coconino County, and to adjust to future tax changes. The City of Flagstaff received funding through the Economic Development Administration (EDA), Arizona Commerce Authority (ACA), and Northern Arizona University (NAU) for the design and construction of the Business Incubator and Accelerator. |
|||||
Policy Impact: | |||||
None.
|
|||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Council Goal Economic Development: Grow and Strengthen a more equitable and resilient economy. Strategic Plan Strategic Priority 3.2: Deliver outstanding services through a healthy environment, resources and infrastructure. Strategic Priority 3.3: Support sustainable economic development and its practices. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, in September 2008, City Council authorized the master leases for both the Business Incubator and Accelerator, as well as subsequent amendments to the master leases in January 2015. City Council also previously approved the EDA grant application, grant award and the design and construction contracts for the Business Accelerator. Options and Alternatives:
|
|||||
Background and History: | |||||
The Science and Technology Park was conceived in 2003. In 2004, bonds in the amount of $61.2m were approved by the voters to advance the project. The debt is to be paid with lease revenue and not secondary property taxes. McMillan Mesa was chosen as an ideal site due to the existing USGS campus. A Science Park Master Plan was developed around 2005 and determined the need for Business Incubator for entrepreneurs and business start-ups. The Business Incubator was constructed in 2008 and the Accelerator was followed in 2014. Both facilities are currently operated by Northern Arizona Center for Entrepreneurship and Technology (NACET). The Business Accelerator also serves as an alternate emergency operations center for first responders to efficiently deliver vital services to communities and tribal nations during emergent incidents. Coconino County imposed an additional .3% tax on the activity of leasing real property beginning January 1, 2015, collected by Arizona Department of Revenue. Due to the wording of the current Agreement, this tax has not been passed on to the sublessees and has been incurred by NACET. |
|||||
Attachments: | Second Amendment - Accelerator | ||
Second Amendment - Incubator |
10.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2017-06: An ordinance of the City Council of the City of Flagstaff, Arizona, extending and increasing the corporate limits of the City of Flagstaff, Coconino County, State of Arizona, pursuant to the provisions of Title 9, Chapter 4, Arizona Revised Statures, by annexing certain land totaling approximately 20 acres located in Section 33, Township 22 North, Range 7 East, which land is contiguous to the existing corporate limits of the City of Flagstaff, and establishing city zoning for said land as Rural Residential (RR) for 20 acres; providing for severability, authority for clerical corrections, and establishing an effective date. | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2017-06 by title only for the final time
2) City Clerk reads Ordinance No. 2017-06 by title only (if approved above) 3) Adopt Ordinance No. 2017-06 |
|||||
Executive Summary: | |||||
The Sustainability Division on behalf of the City of Flagstaff is requesting an annexation of approximately 20 acres located at 3620 W Schultz Pass Road known as the Schultz Creek Trailhead at the request of Council through their adoption of Ordinance No. 2014-22 which sets aside the property as open space. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Council Goals Environmental and Natural Resources - Actively manage and protect all environmental and natural resources Team Flagstaff Strategic Plan Priorities #4: Work in partnership to enhance a safe and livable community Flagstaff Regional Plan 2030 LU.7.2-Require unincorporated properties to be annexed prior to the provision of City services, or that a pre-annexation agreement is executed when deemed appropriate. |
|||||
Has There Been Previous Council Decision on This: | |||||
The City Council approved Ordinance No. 2014-22 on September 2, 2014 setting the subject parcel aside as open space. | |||||
Options and Alternatives: | |||||
The City Council may approve the ordinance as proposed, approve the ordinance with conditions, or deny the ordinance. | |||||
Background and History: | |||||
The Applicant, the City of Flagstaff Sustainability Program, on behalf of the property owner, the City of Flagstaff, is requesting an annexation, minor regional plan amendment and zoning map amendment of 20 acres, known as the Schultz Creek Trailhead. The annexation is the first of a three-step process. The second being a Minor Regional Plan Amendment to change the Future Growth Illustration (Maps 21 and 22) from Area in White to Parks/Open Space. The third is a Zoning Map Amendment to rezone the property to Public Open Space (POS), add the Landmark Overlay and Resource Protection Overly zones with the Rural Floodplain Designations. The Regional Plan and Zoning Map Amendment applications are being processed concurrently with this application but will not become effective until 30 days after the annexation effective date. | |||||
Key Considerations: | |||||
All proposed annexations shall be evaluated as to whether the application is consistent with the goals and policies of the General Plan. The proposed annexation should not be detrimental to the majority of the persons or property in the surrounding area or the community in general. The City's basic position regarding annexation is that the annexation must demonstrate a favorable benefit to the taxpayers of the City.
|
|||||
Community Involvement: | |||||
Community benefits and considerations related to this request are addressed in more detail in the attached Planning and Zoning Commission Staff Report, dated February 3, 2017. | |||||
Expanded Options and Alternatives: | |||||
Inform/Consult Public hearings before the Planning and Zoning Commission and City Council are conducted in conjunction with requests for annexations, regional plan amendments, and zoning map amendments. In accordance with state statute, 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 600 feet of the site. The notices were also provided to the County Recorder, County Assessor, County Community Development Department, and the Chair of the Board of Supervisors. All property owners within 600-feet of this site were notified via mail of the Annexation, Regional Plan, and Zoning Map Amendments and asked to attend a neighborhood meeting on January 11, 2017. No one from the public attended the neighborhood meeting. At the Planning and Zoning Commission public hearing on February 22, 2017 one member of the public spoke on this case in regards to the need to treat noxious and invasive weeds on the property. |
|||||
Attachments: | P&Z Commission Staff report | ||
Annexation legal description | |||
Notice of Public Hearing | |||
Ordinance No. 2014-22 | |||
Ordinance No. 2017-06 | |||
Vicinity Map |
10.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2017-07: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff Zoning Map to rezone approximately 20 acres of real property located at 3620 W Schultz Pass Road, from Rural Residential ("RR") to Public Open Space ("POS") and to apply the Landmark Overlay ("LO"), and the Resource Protection Overlay ("RPO") with the Rural Floodplain Designation; providing for severability, and establishing an effective date. | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2017-07 by title only for the final time
2) City Clerk reads Ordinance No. 2017-07 by title only (if approved above) 3) Adopt Ordinance No. 2017-07 |
|||||
Executive Summary: | |||||
The Sustainability Division on behalf of the City of Flagstaff is requesting a Zoning Map Amendment to rezone 20 acres located at 3620 W Schultz Pass Road from the Rural Residential (RR) zone to the Public Open Space (POS) zone, with the Landmark Overlay (LO) zone, and the Resource Protection Overlay (RPO) zone designating a portion of the property as Rural Floodplain at the direction of Council in their approved Ordinance No. 2014-22 setting aside the property as open space. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
See Minor Regional Plan Amendment report | |||||
Has There Been Previous Council Decision on This: | |||||
Please see the Annexation Staff Report included in this same agenda packet (Item 14-A-i) | |||||
Options and Alternatives: | |||||
The City Council may approve the ordinance as proposed, approve the ordinance with conditions, or deny the ordinance. | |||||
Background and History: | |||||
Please see the Annexation Staff Report included in this same agenda packet (Item 10-A). | |||||
Key Considerations: | |||||
The requirements of the Public Open Space (POS) zone, the Landmark Overlay (LO) zone, and the Resource Protection Overlay (RPO) zone are intended to promote the preservation and unique character of properties within the zone. The Landmark Overlay (LO) zone is intended to protect identified historic resource. In this case the property maintains one of the original reservoirs for the City of Flagstaff, a historic resource worthy of protection. Additionally, the Resource Protection Overlay (RPO) provides standards for the protection of natural resources, including floodplains, steep slopes, and forest. | |||||
Community Involvement: | |||||
Community benefits and considerations related to this request are addressed in more detail in the attached Planning and Zoning Commission Staff Report, dated February 3, 2017. | |||||
Expanded Options and Alternatives: | |||||
Please see Annexation Staff Report included in this same agenda packet (Item 10-A). | |||||
Attachments: | P&Z Staff Report | ||
Ord. No. 2017-07 |
10.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and adoption of Ordinance No. 2017-09: An Ordinance of the Flagstaff City Council adopting an amendment to the 2012 International Fire Code Appendix D Section 107.1 One or Two Family Residential Developments Secondary Access Requirements (This an exception update) | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordnance No 2017 -09 by title for the final time
2) City Clerk reads Ordinance No, 2017 -09 by title for the final time (if approved above) 3) Adopt Ordinance No 2017-09 |
|||||
Executive Summary: | |||||
Appendix D of the City of Flagstaff's recently adopted International Fire Code, 2012 Edition, contains an exception not previously allowed under the prior code. The exception allows for an unlimited number of dwelling units without a provision for a secondary access road. This issue was discovered after the November 2016 adoption. This ordinance modifies the City's current amendments to be in accordance with past practices and alleviate safety concerns with not having acceptable access for ingress and egress during an emergency situation. This ordinance addresses specific language for one and two family residential development's with regard to secondary access and provides for a cap on the number of allowable units were no secondary access is required. Amending the ordinance provides clarity for all users of the fire code. | |||||
Financial Impact: | |||||
There are no costs to the city associated with updating this amendment
|
|||||
Policy Impact: | |||||
Adoption of the ordinance maintains the City of Flagstaff's historical standard for suitable access in residential neighborhoods and provides clarity for users of the fire code. | |||||
Connection to Council Goal, Regional Plan and/or TeampFlatstaff Strategic Plan: | |||||
COUNCIL GOALS: 1) Develop and implement guiding principles that address public safety REGIONAL PLAN: Goal T.8 Establish a functional, safe and aesthetic hierarchy of roads and streets Goal PF. 1 Work across all government operations an services to prepare for the impacts of natural and human-caused disasters Goal PF. 2 Provide sustainable and equitable public facilities, services an infrastructure systems in an efficient and effective manner to serve all population area demographics |
|||||
Previous Council Decision on This: | |||||
The 2012 International Fire code (the model code presently in use) was amended and subsequently adopted by Ordinance No. 2016 -25 in November of 2016. This new ordinance will address a conflict in this code section found on further review of present amendments. | |||||
Attachments: | PP Presentation Slides | ||
Ord. 2017-09 |
10.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | ||||||||||||||||||||||||||||||||||||||
Consideration and Adoption of Ordinance No. 2017-11: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona (1) providing for the sale and execution and delivery pursuant to a Series 2017 Utility System Revenue Trust Agreement of Utility System Revenue Refunding Obligations, in one or more series evidencing proportionate interests of the owners thereof in installment payments of the purchase price to be paid by the City of Flagstaff, Arizona, pursuant to a Series 2017 Utility System Revenue Purchase Agreement to refinance certain costs of certain improvements to the water and sewer utility system of the City; (2) authorizing the completion, execution and delivery with respect thereto of agreements necessary or appropriate as part of refinancing such costs of such improvements to the water and sewer utility system of the City and paying related financing costs; (3) delegating to the Mayor, the City Manager and the Management Services Director certain authority with respect to the purposes hereof; (4) authorizing the Management Services Director to expend all necessary funds therefor; and (5) authorizing the Management Services Director or his designees to take all other actions necessary to the consummation of the transaction contemplated by this ordinance and establishing an effective date. | ||||||||||||||||||||||||||||||||||||||
RECOMMENDED ACTION: | ||||||||||||||||||||||||||||||||||||||
At the April 4, 2017 Council Meeting:
1) Read Ordinance No. 2017-11 by title only for the first time 2) City Clerk reads Ordinance No. 2017-11 by title only (if approved above) At the April 18, 2017 Council Meeting: 3) Read Ordinance No.2017-11 by title only for the final time 4) City Clerk reads Ordinance No. 2017-11 by title only (if approved above) 5) Adopt Ordinance No. 2017-11 |
||||||||||||||||||||||||||||||||||||||
Executive Summary: | ||||||||||||||||||||||||||||||||||||||
As part of debt management, City Staff frequently look at the opportunity to refinance current debt with lower interest rate debt for a financial savings to the City. Staff is seeking Council approval to consider refinancing three issues of water and wastewater debt obligations with the Water Infrastructure Financing Authority (WIFA). An ordinance for this action is required by City Charter ARTICLE VI - FINANCE AND TAXATION, Section 5 - WHEN ACTIONS ARE TO BE TAKEN BY ORDINANCE. | ||||||||||||||||||||||||||||||||||||||
Financial Impact: | ||||||||||||||||||||||||||||||||||||||
Refinancing of water and wastewater debt will provide a reduced annual debt service of up to approximately $80,000 per year based on projections of interest rates at the time of finalizing the transactions. This potential savings would have an overall cash flow savings up to $800,000 to the water and wastewater funds. Actual savings will be base on proposals and economic conditions at the time of closing the contracts. The City will be assisted in the transactions by our Financial Advisor, Stifel, Nicolaus & Company (Stifel), and Bond Counsel, Greenburg Traurig LLC (Greenburg). Both companies are under contract with the City and the fees associated with the transactions are included in the savings above. | ||||||||||||||||||||||||||||||||||||||
Policy Impact: | ||||||||||||||||||||||||||||||||||||||
None | ||||||||||||||||||||||||||||||||||||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | ||||||||||||||||||||||||||||||||||||||
Strategic Plan: Foster a resilient and economically prosperous city-Enhance the organization's fiscal stability and resourcefulness. | ||||||||||||||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | ||||||||||||||||||||||||||||||||||||||
No. | ||||||||||||||||||||||||||||||||||||||
Options and Alternatives: | ||||||||||||||||||||||||||||||||||||||
1) Approve the Ordinance 2017-11 as submitted. 2) Amend Ordinance 2017-11 to change Authorized Representatives or other items within the Ordinance. 3) Do not approve Ordinance 2017-11 and maintain the existing debt with the Water Infrastructure Finance Authority of Arizona. |
||||||||||||||||||||||||||||||||||||||
Background and History: | ||||||||||||||||||||||||||||||||||||||
The City currently has debt issued for water and wastewater debt which was approved by voters at the November 6, 1990 and May 18, 2004 elections. Council subsequently approved issuing debt for water and wastewater projects. There are three separate debt obligations with WIFA that are being considered for refinancing. Staff works closely with the City’s Financial Advisor (Stifel) to review our current debt with regard to possible refinancing opportunities to save the City significant debt service savings. We now have an opportunity through a direct placement of utility system revenue obligations – markets permitting while we follow the required financing timeline requirements as outlined below. Accordingly, the following Water Infrastructure Finance Authority (WIFA) Loans previously entered into for the purpose of completing capital improvements to the City’s water and wastewater utility system have been identified as possible principal maturities to refund based on the private placement market financing alternative. Below is an example of the possible refinancing outcome:
(a) Estimated principal - subject to change based on final bid reception. (b) Estimated rates base on preliminary maturity schedules - subject to change based on market conditions, economic factors and the final bid reception. Based on the above estimates, the City would save approximately $63,000 per year (structured on a level debt service basis). Such savings would accrue to the water and wastewater enterprise system. The net present value savings of $636,000 represents a savings percentage of approximately 4.15% with a 3% net savings parameter generally considered to be the minimum savings from an efficiency perspective. The City will submit a Request for Proposal (RFP) to several financial institutions seeking bids for each of the above WIFA loans with the goal of seeking the lowest cost of capital for the City. The RFP will be issued early April and is estimated to close early May. The City has a structured a minimum savings threshold of 3%. If bids come in higher than the above estimates, the City will likely not move forward with the refunding transaction. If the bids come in at or below the above estimates, the City’s savings would increase. The estimated closing date of the transaction will be May 19, 2017. |
||||||||||||||||||||||||||||||||||||||
Community Benefits and Considerations: | ||||||||||||||||||||||||||||||||||||||
We are utilizing the services of a Financial Advisor and Bond Counsel to assist with the refinancing of debt. Under our existing contracts we will pay our Financial Advisor, Stifel, up to $47,700.00 and our Bond Counsel, Greenburg, up to $50,000.00. Final amount will be determined on the final bid reception . These fees will be paid out of the proceeds at the close of the refinancing and are already calculated in the estimated savings. | ||||||||||||||||||||||||||||||||||||||
Community Involvement: | ||||||||||||||||||||||||||||||||||||||
By refinancing higher interest rate debt will reduce the amount of interest expense paid by the Water and Wastewater Funds and provides additional fiscal stability to the funds. | ||||||||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | ||||||||||||||||||||||||||||||||||||||
Inform: To provide information on refinancing debt transactions. Empower: The citizens of Flagstaff approved issuing debt for water and wastewater improvements during the November 6, 1990 and May 18, 2004 elections. |
||||||||||||||||||||||||||||||||||||||
Attachments: | Ord. 2017-11 | ||
Series 2017 Purchase Agreement | |||
Series 2017 Trust Agreement |
10.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration: Rescheduling of the July 4, 2017, Regularly-Scheduled Council Meeting. | |||||
RECOMMENDED ACTION: | |||||
Should Council wish to reschedule this meeting, a motion is needed to reschedule to a specific date.
|
|||||
Executive Summary: | |||||
Rule 3 of the Flagstaff City Council Rules of Procedures requires that, "if the day fixed for any regular meeting of the council falls upon a day which the City observes as a legal holiday, the meeting may be canceled or held at a time and date designated by the Council." Also as part of Rule 3, there is a requirement, consistent with Art. II, Section 12 of the Flagstaff City Charter, that requires at least one regular meeting be held each month, so in this particular situation, the option to cancel this meeting altogether is not available as the Rules also state that the Summer Break will start after the first meeting in July. Dates that Council may want to consider include (but are not limited to) Monday, July 3, 2017, or Wednesday, July 5, 2017. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
Connection to Council Goal, Regional Plan and/or TeampFlatstaff Strategic Plan: | |||||
None | |||||
Previous Council Decision on This: | |||||
None | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: |
14.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2017-10: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 10, Zoning Code, providing for repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
RECOMMENDED ACTION: | |||||
1) Continue Public Hearing/Close Public Hearing
2) Read Ordinance No. 2017-10 by title only for the final time 3) City Clerk reads Ordinance No. 2017-10 by title only (if approved above) 4) Adopt Ordinance No. 2017-10 |
|||||
Executive Summary: | |||||
The City of Flagstaff, as the applicant, proposes the following text amendments to the Zoning Code to address the summarized issues, and as more fully described in the attached Planning Commission report:
|
|||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
This action does not impact current policy. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Council Goals Building and Zoning/Regional Plan - Revise the zoning code to remove ambiguities, and ensure it is consistent with community values and the regional plan. Regional Plan The following goals and policies of the Flagstaff Regional Plan 2030 relate to the proposed text amendments:
Strategic Priority 4.4 - Promote high quality of life through consistent standards, rules, and regulations. |
|||||
Has There Been Previous Council Decision on This: | |||||
The City Council reviewed and discussed the proposed amendments to the Zoning Code at a March 14, 2017 Work Session. The Public Hearing was opened on March 21, 2017, and the ordinance was read for the first time. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City Council adopted the Zoning Code on November 1, 2011 to replace the former Land Development Code. It is important to note that no code can ever be perfect or account for every development scenario. Codes evolve over time and must adapt to the changing environment. Over the past five years of working with the Zoning Code, staff (i.e. planning, engineering, traffic, stormwater, housing, legal, legal, etc.) have documented sections of the Zoning Code where possible amendments would be required. Also, ideas for amendments have been submitted by residents, developers, and design professionals, and these have been compiled with staff’s list of possible revisions. Amending a code as complex as the Zoning Code can be an arduous task. Compiling amendments into large blocks can take years to process and make the discussion of the content difficult for staff, the public, the Planning Commission, and the City Council. Moving forward, staff will present smaller packages of amendments each containing only a limited number of topics in an effort to make the discussion more focused and meaningful. Since the 2011 adoption of the Zoning Code, the following amendments have been reviewed by the Planning Commission and, ultimately, approved by the City Council:
|
|||||
Key Considerations: | |||||
At the March 8, 2017 public hearing, the Planning Commission made the following recommendations:
|
|||||
Expanded Options and Alternatives: | |||||
Consult/Involve In accordance with State statute and the Zoning Code, both the work session and public hearing before the Planning and Zoning Commission was advertised in the Arizona Daily Sun at least 15-days prior to the meeting as a display ad. The ad was also provided via U.S. Mail to those individuals listed on the City of Flagstaff Registry of Persons and Groups, which includes Friends of Flagstaff’s Future, Northern Arizona Building Association, and Northern Arizona Association of Realtors. As of this writing, staff has received 11 e-mails regarding the proposed amendments. One (1) e-mail requested full-size copies of the revised Rural Floodplains Map. The other ten (10) e-mails expressed concern/opposition with the proposal to amend the building placement standards for commercial uses adjacent to residential uses. A copy of the e-mails that have been received are attached to this report. |
|||||
Attachments: | Ord. 2017-10 | ||
PZC Report | |||
ZC Amendments - PZC Recommendation | |||
Public Comments |
14.B.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE: | |||||
Public Hearing, Consideration and Adoption of Ordinance No. 2017-04, Resolution No. 2017-11: An ordinance of the Flagstaff City Council amending the Flagstaff City Code, Title 3, Business Regulations, Chapter 3-09, Cable, by making amendments relating to regulation of cable operators, providing for penalties, repeal of conflicting ordinances, severability, and establishing an effective date; and a resolution of the Flagstaff City Council authorizing renewal of a Cable License Agreement with NPG Cable, LLC, doing business as Suddenlink, and establishing an effective date (cable ordinance updates, renewal of cable license agreement) | |||||
RECOMMENDED ACTION: | |||||
At the April 4, 2017 Council Meeting:
1) Open Public Hearing 2) Review proposed Cable License Agreement and Ordinance, and take public comment 3) Read Ordinance No. 2017-04 by title only for the first time 4) City Clerk reads Ordinance No. 2017-04 by title only (if approved above) 5) Close Public Hearing At the April 18, 2017 Council Meeting: 1) Read Ordinance No. 2017-04 by title only for the final time 2) City Clerk reads Ordinance No. 2017-04 by title only (if approved above) 3) Adopt Ordinance No. 2017-04 4) Read Resolution No. 2017-11 by title only 5) City Clerk reads Resolution No. 2017-11 by title only (if approved above) 6) Adopt Resolution No. 2017-11 |
|||||
Executive Summary: | |||||
The City has a Cable License Agreement with NPG Cable, LLC doing business as Suddenlink ("NPG"). NPG has been providing cable services to the Flagstaff community since 1995. The current license was issued in 2007, was set to expire December 31, 2016, and has been renewed on an interim basis through August 31, 2017. NPG is seeking to renew the license for at least a 10 year term. The license allows NPG to construct, install, operate and maintain a cable services system in City rights-of-way. Also by virtue of federal and/or state laws, NPG may use the same system to provide internet and telecommunications services without an additional license. NPG pays the City an annual license fee of 5% of gross revenues from cable services as consideration for use of City rights-of-way. City staff recommends that the City approve a renewal license with NPG for at least a ten (10) year term. |
|||||
Financial Impact: | |||||
NPG pays the City an annual license fee of 5% of gross revenues from cable services in the Flagstaff community. | |||||
Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan: | |||||
Council Goals 2017-2019: TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE Deliver quality community assets... Team Flagstaff Strategic Plan 2017: Strategic Priority #3: Foster a resilient and economically prosperous city 2. Deliver outstanding service through a healthy environment, resources and infrastructure. Regional Plan: Policy ED 3.9 Develop infrastructure so that the community has access to high-speed internet and telecommunications. |
|||||
Has There Been Previous Council Decision on This: | |||||
1995: City issued cable license agreement to NPG 2007: City approved renewal license with NPG through December 31, 2016 December 2016: City approved interim renewal license (first) through April 30, 2017 March 2017: City approved interim renewal license (second) through August 31, 2017 March 2017: City Council Work Session related to proposed cable ordinance and renewal license |
|||||
Options and Alternatives: | |||||
Ordinance No. 2017-04: 1. Approve 2. Approve with amendments other than those proposed 3. Do not approve. Some of the proposed amendments are required to conform to state law, e.g. definition of gross revenues. Resolution No. 2017-11: 1. Approve 2. Approve with different terms and conditions of Cable License Agreement 3. Do not approve (not recommended because of operational uncertainty, loss of fees, legal risk) Some of the proposed terms and conditions are required to conform to state law, e.g. definition of gross revenues, wifi radio and microcell equipment. |
|||||
Background and History: | |||||
The proposed draft ordinance, resolution, and renewal cable license agreement will be included in the final agenda packet for the April 4, 2017 Council Meeting. City staff is seeking Council direction at the March 28, 2017 Council Work Session related to possible code changes, and possible changes in the terms and conditions the cable license agreement upon renewal. Most of the possible changes are identified in the Cable Licensing 101 document (attached). | |||||
Key Considerations: | |||||
Suddenlink has the qualifications, finances, and equipment to operate a cable system in the City. | |||||
Community Involvement: | |||||
Suddenlink plays an important role in the community providing entertainment and communications. | |||||
Expanded Options and Alternatives: | |||||
Community input as to the proposed renewal license agreement is sought at the public hearing on April 4, 2017. Notice of the public hearing was posted on the City website and advertised in the local newspaper. | |||||
Attachments: | 2007 Cable License | ||
Cable Licensing 101 | |||
Channel Lineup in April | |||
Line Extension Example | |||
Ord. 2017-04 | |||
Res. 2017-11 | |||
Agreement |
18.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Mayor Evans to place on a future agenda discussion of the placement of For Sale signs at the entrances of mobile home parks and written notification. | |||||
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. Mayor Evans has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
18.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda discussion of amending the City's investment and procurement policies. | |||||
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 Putzova has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is another member of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |