DRAFT AGENDA
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 NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
|
|||||||
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. | LIQUOR LICENSES PUBLIC HEARINGS | |||||||
A. | Consideration and Action on Liquor License Application: Cecily Clift-Maniaci, Grand Canyon Spirits, 982 Fort Valley Rd, Series 09 (liquor store - all spirituous liquor), Location Transfer. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Hold the Public Hearing; absent any valid concerns received from the public hearing, staff recommends the Council forward a recommendation for approval to the State.
|
||||||||
B. | Consideration and Action on Liquor License Application: Danny Thomas, "La Vetta", 103 N. Leroux St., Series 06 (bar - all spirituous liquor), Person Transfer. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Hold the Public Hearing; absent any valid concerns received from the public hearing, staff recommends the Council forward a recommendation for approval to the State.
|
||||||||
8. | 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 Cooperative Contract: Purchase of a Caterpillar 262D Skid Steer with Cold Planer in the amount of $80,907 and a Caterpillar 305E2 Mini Excavator in the amount of $70,493 from Empire Southwest, LLC (Empire) on a National Intergovernmental Purchasing Alliance cooperative purchase agreement with the City of Tucson (Bid# 161534-01) (Cooperative Purchase Agreement) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the purchase of a Caterpillar 262D Skid Steer with Cold Planer in the amount of $80,907 and a Caterpillar 305E2 Mini Excavator in the amount of $70,493 from Empire under a Cooperative Purchase Agreement.
|
||||||||
B. | Consideration and Approval of Purchase: Four 2018 Police Interceptor Utility Vehicles in the amount of $120.812.20 from PFVT Motors, LLC (Peoria Ford). | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the purchase of four 2018 Police Interceptor Utility Vehicles at a total price of $120,812.20 (includes all applicable taxes and fees) from Peoria Ford.
|
||||||||
9. | ROUTINE ITEMS | |||||||
A. | Cancellation of Contract: Rio de Flag Water Reclamation Plant UV System Replacement Construction Contract | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve cancellation of the construction contract between the City and Felix Construction for the Rio de Flag Water Reclamation Plant (WRP) UV System Replacement.
|
||||||||
B. | Consideration and Approval of Contract: Master Participating Agreement between the City of Flagstaff and the USDA, Forest Service, Coconino National Forest | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Master Participating Agreement 18-PA-11030420-001
|
||||||||
C. | Consideration and Approval of Municipal Services Accounts and Miscellaneous Account Receivable Write-offs: Delinquency and Uncollectible Accounts for Fiscal Year 2017. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the write-off of delinquent and uncollectible municipal services accounts (water/solid waste) and miscellaneous account receivables in the amount of $81,849.88.
|
||||||||
RECESS 6:00 P.M.
RECONVENE |
||||||||
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).
|
||||||||
10. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
|
|||||||
11. | PUBLIC PARTICIPATION | |||||||
12. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | |||||||
13. | DISCUSSION ITEMS | |||||||
A. | Discussion of Camping Ordinance. | |||||||
14. | COUNCIL LIAISON REPORTS
|
|||||||
15. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by two 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 Councilmember Putzova to place on a future agenda a discussion on initiating a Regional Plan amendment that creates a high occupancy housing overlay to indicate where the community finds development of high occupancy housing acceptable.. | |||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Vice Mayor Whelan to place on a future agenda a discussion of Zoning Code design standards (with focus on architectural standards); what they are and whether they reflect the spirit and character of the Flagstaff Community. | |||||||
16. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||
17. | ADJOURNMENT | |||||||
|
7.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Action on Liquor License Application: Cecily Clift-Maniaci, Grand Canyon Spirits, 982 Fort Valley Rd, Series 09 (liquor store - all spirituous liquor), Location Transfer. | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold the Public Hearing; absent any valid concerns received from the public hearing, staff recommends the Council forward a recommendation for approval to the State.
|
|||||
Executive Summary: | |||||
The liquor license process begins at the State level and applications are then forwarded to the respective municipality for posting of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. Series 09 licenses must be obtained through the person/location transfer of an existing license from another business. This Series 09 license is being transferred from Grand Canyon Spirits located at Building 469 Route 64 Grand Canyon, Arizona; the owner of the license remains the same. Grand Canyon Spirits is a new business in Flagstaff that is currently under renovation. If approved, it will be the 36th active series 09 liquor license in Flagstaff. Series 09 licenses are a quota licenses and must be obtained through a person and/or location transfer of an existing license. The property has been posted as required, the Police Department and Community Development have reviewed the application with no concerns noted. |
|||||
Financial Impact: | |||||
There is no budgetary impact to the City of Flagstaff as this is a recommendation to the State.
|
|||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Liquor licenses are a regulatory action and there is no Council goal that applies. | |||||
Has There Been Previous Council Decision on This: | |||||
Not applicable. | |||||
Key Considerations: | |||||
Because the application is for a location transfer, consideration may be given to only the location of the business. The deadline for issuing a recommendation on this application is October 12, 2017. |
|||||
Community Involvement: | |||||
This business will contribute to the tax base of the community. | |||||
Expanded Options and Alternatives: | |||||
The application was properly posted on September 12, 2017. No written protests have been received to date. | |||||
Attachments: | Grand Canyon Spirits - Letter to Applicant | ||
Hearing Procedures | |||
Series 09 Description | |||
Grand Canyon Spirits - PD Memo | |||
Grand Canyon Spirits - Code Memo | |||
Grand Canyon Spirits - Map |
7.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Action on Liquor License Application: Danny Thomas, "La Vetta", 103 N. Leroux St., Series 06 (bar - all spirituous liquor), Person Transfer. | |||||
STAFF RECOMMENDED ACTION: | |||||
Hold the Public Hearing; absent any valid concerns received from the public hearing, staff recommends the Council forward a recommendation for approval to the State.
|
|||||
Executive Summary: | |||||
The liquor license process begins at the State level and applications are then forwarded to the respective municipality for posting of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. A Series 06 license allows a bar retailer to sell and serve spirituous liquors, primarily by individual portions, to be consumed on the premises and in the original container for consumption on or off the premises. Series 06 licenses are a quota licenses and must be obtained through a person and/or location transfer of an existing license. Series 06 (bar- all spirituous liquor) licenses are obtained through the person and/or location transfer of an existing license from another business. This transfer is from Danny Thomas of Dorados which was located in Flagstaff. La Vetta is an existing business in Flagstaff and is currently operating under a series 12 liquor license. The transfer would convert the series 12 to a series 06. There are currently 17 active series 06 liquor licenses in Flagstaff and 5 inactive licenses; if approved, this license will be the 18th active series 06 license. The property has been posted as required, and the Police Department has reviewed the application with no concerns noted. There is an active Zoning Code violation for an unpermitted Sidewalk Cafe; upon submission and approval of the application for the Sidewalk Cafe the recommendation from Community Development would be for approval. |
|||||
Financial Impact: | |||||
There is no budgetary impact to the City of Flagstaff as this is a recommendation to the State. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Liquor licenses are a regulatory action and there is no Council goal that applies. | |||||
Has There Been Previous Council Decision on This: | |||||
Not applicable. | |||||
Background and History: | |||||
Because the application is for a person transfer, consideration may only be given to the applicant's personal qualifications. The deadline for issuing a recommendation on this application is October 28, 2017. | |||||
Community Involvement: | |||||
This business will contribute to the tax base of the community. | |||||
Expanded Options and Alternatives: | |||||
The application was properly posted on September 12, 2017. No written protests have been received to date. | |||||
Attachments: | La Vetta - Letter to Applicant | ||
Hearing Procedures | |||
Series 06 Description | |||
La Vetta - PD Memo | |||
La Vetta - Code Memo | |||
La Vetta - Map |
8.A.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE: | |||||
Consideration and Approval of Cooperative Contract: Purchase of a Caterpillar 262D Skid Steer with Cold Planer in the amount of $80,907 and a Caterpillar 305E2 Mini Excavator in the amount of $70,493 from Empire Southwest, LLC (Empire) on a National Intergovernmental Purchasing Alliance cooperative purchase agreement with the City of Tucson (Bid# 161534-01) (Cooperative Purchase Agreement) | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the purchase of a Caterpillar 262D Skid Steer with Cold Planer in the amount of $80,907 and a Caterpillar 305E2 Mini Excavator in the amount of $70,493 from Empire under a Cooperative Purchase Agreement.
|
|||||
Executive Summary: | |||||
The Streets Section is looking to purchase a Caterpillar 262D Skid Steer with a Cold Planer and a Caterpillar 305E2 Mini Excavator for use in various projects around the City. Due to the purchase amount of these pieces of equipment Council's approval is required. Historically, the Streets Section has rented this type of equipment from local vendors. However, this becomes an issue for work during the summer months as there has been a low availability of rentable equipment due to contractors coming in and renting them for the entire season to work on their projects. Examples of projects that City staff commonly use a Skid Steer with Cold Planer and Mini Evacuator include:
After discussing needs among staff and the Fleet Committee, it was decided that purchasing a Skid Steer with a Cold Planer and a Mini Excavator would ultimately help in completing projects in the most timely and cost-effective manner. |
|||||
Financial Impact: | |||||
The Streets Section has budgeted funding in Fiscal Year 2018 of $90,000 for the purchase of a Caterpillar 305E2 Mini Excavator in account 040-06-161-0614-6-4402 and $100,000 for the purchase of a Caterpillar 262D Skid Steer Loader with Cold Planer in account 040-06-161-0614-6-4401. These are Highway User Funds (HURF) which is also known as the gas tax revenue. | |||||
Policy Impact: | |||||
N/A | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Transportation and other public infrastructure. | |||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
OPTION 1: Accept the Cooperative Purchase Agreement with Empire in the the amount of $80,907 for a Caterpillar 262D Skid Steer with Cold Planer and in the amount of $70,493 for a Caterpillar 305E2 Mini Excavator. OPTION 2: Reject the Cooperative Purchase Agreement with Empire and conduct an internal competitive bid process which will slow down the purchasing process and will likely ultimately end up with the same outcome. OPTION 3: Reject the Cooperative Purchase Agreement with Empire and continue to rent from local rental companies, which will result in low availability and could impact the inability to complete work in a timely manner. |
|||||
Background and History: | |||||
Because the City does not currently have a Caterpillar 262D Skid Steer with Cold Planer or a Caterpillar 305E2 Mini Excavator in its fleet, the Streets Section has had to rent one from local rental companies to do various jobs. Renting this equipment has become an issue in recent years as development continues to come into the City. During the summer months, it becomes very difficult to find these items as contractors come in and rent them all for the entire season. As discussed with Streets Section staff and the Fleet committee, purchasing a Caterpillar 262D Skid Steer with Cold Planer and a Caterpillar 305E2 Mini Excavator will allow the Streets Section to complete necessary infrastructure projects in a timely and efficient manner. When the decision was made to purchase a cold planer and a mini excavator, staff did research on used pieces of equipment to purchase, but the demand for these pieces are high and they found nothing available that would fit the Streets Section needs. Staff then looked into various contracts for the best pricing. The Cooperative Purchase Agreement had the most competitive pricing for these pieces of equipment. This is a national formal solicitation for bids for the purchase of such items. The process identified Caterpillar Corporation as the most responsive bidder; the local Caterpillar vendor is Empire. The City has had a long working relationship with Empire for over 20 years and has their equipment currently in the fleet. Because of this long working history, Fleet Maintenance staff and Streets Section Equipment Operators have gained confidence in Empire's ability to provide warranty work, preventative maintenance, and product support as needed. The warranty on the equipment is fully extended "bumper-to-bumper." It includes any defects in workmanship and materials for 3 years or 3,000 hours. The warranty does not cover items that are considered to be operating and maintenance items (ie. tires, oil changes, brakes, etc.). A Caterpillar 262D Skid Steer with Cold Planer and a Caterpillar 305E2 Mini Excavator would help not only the Streets Section, but also many other sections in the City, such as Parks, Water Services and the Airport. This equipment does not currently exist in the City's Fleet. |
|||||
Key Considerations: | |||||
|
|||||
Community Involvement: | |||||
This purchase through the Cooperative Purchase Agreement from Empire would allow the Streets Section to provide the community with the level and quality of service they expect and deserve. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Mini Excavator Quote | ||
Planer Quote | |||
Cooperative Contract | |||
City of Tucson Contract |
8.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Purchase: Four 2018 Police Interceptor Utility Vehicles in the amount of $120.812.20 from PFVT Motors, LLC (Peoria Ford). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the purchase of four 2018 Police Interceptor Utility Vehicles at a total price of $120,812.20 (includes all applicable taxes and fees) from Peoria Ford.
|
|||||
Executive Summary: | |||||
The City seeks to replace four current police vehicles based on the age, mileage and/ or other contributing factors used to appropriately determine the fiscally responsible time to retire a vehicle. The total purchase price exceeds $50,000.00, and therefore requires Council approval. The purchase of these four 2018 vehicles has been approved by the Fleet Management Committee as well as the Budget Committee. | |||||
Financial Impact: | |||||
The FY 2018 Budget includes a budget of $123,000 in account 001-04-061-0221-2-4401 for the purchase of four 2018 Police Interceptor Utility Vehicles. | |||||
Policy Impact: | |||||
There is no known or projected impact to policy regarding this matter. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
City Council Goals- Personnel: Attract and Retain Quality Staff Transportation and Other Public Infrastructure: Replace Aging Infrastructure Code Compliance: Establish Proactive Enforcement of the City Code Regional Plan- Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service. Strategic Plan- Provide Exceptional Service: Provide employees with tools, training, and support. Invest In Our People: Ensure effective resources for employees |
|||||
Previous Council Decision on This: | |||||
Yes. Council has previously approved the purchase of several Police Interceptor Utility Vehicles. | |||||
Options and Alternatives: | |||||
1) Approve the purchase of the four 2018 Ford Police Interceptor Utility Vehicles from Peoria Ford in the amount of $120,812.20. 2) Not approve the purchase and go back out with another Formal Invitation For Bid. 3) Forego the purchase of these 2018 vehicles and manage the increase in vehicle downtime on the older vehicles. Increases in vehicle downtime are likely to have a direct impact on response times to emergency calls and non-emergency calls for service. There will also be additional mechanical costs associated with maintaining an older fleet, negatively impacting the FY2018 budget. |
|||||
Background and History: | |||||
An "Invitation For Bid" (IFB# 2018-06) was posted to the City's online bid system (Planet Bids) on August 1, 2017: the bid closed on August 31, 2017. The Invitation For Bid was for the purchase of four 2018 Ford Interceptor Utility Vehicles. There were three (3) responsive bidders, they are as follows: 1) Peoria Ford, 2) Babbitt Ford, and 3) Tate's Ford Lincoln Mercury. Peoria Ford responded to the Invitation For Bid with a total bid of $120,812.20, which includes all applicable taxes and fees; this was determined to be the lowest overall bid. The term of the contract is for one year from the date of the signed contract with an additional purchases clause for the same vehicle if there is a need for another Ford Police Interceptor Utility Vehicle during that time frame. |
|||||
Key Considerations: | |||||
State procurement procedures ARS 41-2533 "G" states: "The contract shall be awarded to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the invitation for bids". Peoria Ford was found to be the lowest responsible and responsive bidder. Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day; some vehicles may even go more than 24 hours with continuous patrol use. Failure to purchase new vehicles, to replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure. The purchases being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and continue to move the fleet in the direction of best practices in vehicle replacement. |
|||||
Community Benefits and Considerations: | |||||
Forego the purchase at this time and attempt to replace the vehicles out of the Fleet General Fund FY2019 Budget. | |||||
Community Involvement: | |||||
Sustaining a reliable police fleet helps minimize vehicle downtime, effectively maximizing the number of police vehicles available for use, which may result in faster response times and an elevated level of service to our citizens. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Bid Results | ||
Utility Vehicle Contract |
9.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Cancellation of Contract: Rio de Flag Water Reclamation Plant UV System Replacement Construction Contract | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve cancellation of the construction contract between the City and Felix Construction for the Rio de Flag Water Reclamation Plant (WRP) UV System Replacement.
|
|||||
Executive Summary: | |||||
A construction contract was approved by Council on November 15, 2016 for the UV Disinfection System Replacement Project at the Rio de Flag WRP. It was determined that the specifications posted with the bid had errors that needed to be corrected. The contractor (Felix Construction) and the City agreed to nullify the contract, pending Council approval, and address those errors with the design engineer. | |||||
Financial Impact: | |||||
There is no financial impact associated with this contract cancellation. No monies were paid to Felix Construction under this contract. The project will be re-advertised and a new solicitation for proposals will follow. This project is budgeted in Account # 203-08-375-3319-0-4421 (FY 2015) in the amount of $1,400,000.00 dollars, and budgeted funds have been carried forward into the FY2017. To date, $169,611 have been spent on engineering fees and the access door construction, leaving $1,230,389.00 remaining in the project fund balance. | |||||
Policy Impact: | |||||
There is no policy impact for this action.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, Council approved this contract on November 15, 2016. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
A contract was approved by Council on November 15, 2016 for the UV Disinfection System Replacement Project at the Rio de Flag WRP. It was determined that the specifications that were bid had errors that needed to be corrected. The contractor and the City agreed to nullify the contract and address those errors with the design engineer. We have tasked the design engineer with modifying the specifications to better represent the requirements of the project. | |||||
Key Considerations: | |||||
Key considerations include a delay to the project installation. This equipment installation is delayed until the plans and specifications can be modified and rebid. Water Services has obtained necessary replacement parts as a backup to compensate for any equipment failure that may occur during the delay in installing new UV system equipment. |
|||||
Attachments: |
9.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Master Participating Agreement between the City of Flagstaff and the USDA, Forest Service, Coconino National Forest | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Master Participating Agreement 18-PA-11030420-001
|
|||||
Executive Summary: | |||||
This Master Participating Agreement (MPA), with an additional collection authority, is a renewal of the first Master Participating Agreement (13-PA-11030420-013) and continues to allow for cooperative implementation of approved projects to meet mutual goals, using both City and U.S. Forest Service resources, and for collection of City funds, as needed and approved, in support of the jointly-identified and prioritized FWPP projects. | |||||
Financial Impact: | |||||
This Agreement by itself does not bind the City to any financial obligations. It does, however, provide the mechanism whereby associated Supplemental Project Agreements (SPAs) can be developed, considered, and acted upon. These SPAs would obligate FWPP bond funds to implement mutually agreed-upon activities on US Forest Service (Coconino National Forest) lands in support of the goals of the FWPP. | |||||
Policy Impact: | |||||
The first MPA was for a five-year period: it expired Sept 30, 2017. Failure to approve this renewal will result in suspension of all FWPP-related activities on National Forest lands.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
COUNCIL GOALS: Forest Treatments . . . Climate Change: improve/maintain forest ecosystems and positions them to better withstand change-agents such as climate change. The work on Observatory Mesa and elsewhere is science-based and a climate action-plan in operation. Water Conservation: preserve water sources and prevent long-term damage to critical watersheds. Environmental and Natural Resources: protect and sustain our natural environment, reducing catastrophic fire and post-fire flooding events and insect infestations, preserving valuable wildlife habitat, allowing for recreational ventures and business operations, and maintaining community well-being (to include public safety - first responders, residents, and visitors). Community Outreach: demonstrate the need for, and solutions to, our forest health crisis, allowing us to showcase work, conduct field tours, and encourage residents to take action to protect their neighborhood, property, and home. Town and Gown: permit us to attract students to a working outdoor laboratory to conduct studies, gather information, interact with the public, and support our efforts while furthering their education and experience. REGIONAL PLAN: Environmental Planning & Conservation – Vision for the Future: In 2013, the long-term health and viability of our natural resource environment is maintained through strategic planning for resource conservation and protection. Policy E&C.3.3 – Invest in forest health and watershed protection measures. Policy E&C.6.1 – Encourage public awareness that the region’s ponderosa pine forest is a fire-dependent ecosystem and strive to restore more natural and sustainable forest composition, structure, and processes. Policy E&C.6.3 – Promote protection, conservation, and ecological restoration of the region’s diverse ecosystem type and associated animals. Policy E&C.6.6 – Support collaborative efforts for forest health initiatives or practices, such as the Four Forest Restoration Initiative (4FRI), to support healthy forests and protect our water system. Policy E&C.10.2 – Protect, conserve, and when possible, enhance and restore wildlife habitat on public land. |
|||||
Has There Been Previous Council Decision on This: | |||||
Not on this specific Agreement. Council did, however, approve the 1st MPA. In addition, Council was engaged in the bond issue when it was approved to be presented to the voters (summer 2012), has approved other grant awards and contracts related to FWPP, and has been kept updated on issues throughout the overall effort. | |||||
Options and Alternatives: | |||||
Two exist:
|
|||||
Background and History: | |||||
Damage and loss of our forests from destructive wildfire are ever-present threats to our community, followed inevitably by post-fire flooding impacts. Areas that have undergone proactive forest treatments (ie – thinning, debris disposal, and/or prescribed/managed fire) are not only healthier and more resilient to fire, but also provide a barrier to the spread of unwanted fire that becomes established elsewhere. Such treated areas enhance public safety, ensure infrastructure protection, and safe-guard community well-being. Within our community and immediate area, the Woody Fire (2005), Hardy Fire (2010), and Slide Fire (2014) dramatically demonstrate the value of these treatments: the Schultz Fire (2010) shows what can happen when such treatments are not in-place. | |||||
Key Considerations: | |||||
The US Forest Service areas within the FWPP area (Dry Lake Hills and Mormon Mtn) and the forest treatments that are planned, and that have occurred, were presented during the bond campaign leading-up to the election, as part of the overall goal, area, and effort that would occur with passage of the measure. Regardless of location or casual factor, unwanted wildfires in these areas present a challenge due to access, lack of on-site water supply, adjacent neighborhoods, and other factors. Completion of forest treatments have proven highly effective in reducing occurrence and severity of wildfire and post-fire flood events. | |||||
Community Benefits and Considerations: | |||||
The $10M FWPP bond is best viewed as an investment to mitigate/prevent the inevitable costs of serious fire(s) within the watershed areas. The 2010 Schultz Fire immediately east of the project site dramatically showcased the cost of both suppression and recovery (app $10M, follwed by $135M, respectively). In 2013, the Rural Policy Institute at NAU's Franke School of Business reported that a similar fire within the FWPP footprint would be a $550M-$1.2B impact to the City. | |||||
Community Involvement: | |||||
Green resilient forests, safety from unwanted wildfire and post-fire flooding, protection of our water supply, and overall community well-being are the goals. Multiple partners (Coconino National Forest, AZ Dept of Forestry and Fire Management, Coconino County, the Nature Conservancy, American Conservation Experience, NAU's Schood fo Forestry and Ecological Restoration Institute, AZ Game & Fish, US Fish & Wildlife Service) have been engaged in the FWPP effort since its inception, and these partnership efforts have continued throughout completed and planned work. Approval of this Agreement, and the forest treatment work which will result, will protect adjacent neighborhoods, recreational opportunities, and wildlife habitat, while promoting forest health and long-term sustainability. | |||||
Expanded Options and Alternatives: | |||||
Inform – Following the 50 campaign events leading up to the bond election (Nov 2012), we have continued to work at keeping the community informed of what we are doing, and why. The Project website (www.flagstaffwatershedprotection.org) is one way: numerous news stories have also been crafted and/or otherwise reported. Impromptu and announced field trips have been conducted, most recently during the public Harvesting Workshop: stakeholder members, city staff, and Council members have also been provided tours. City staff has interacted with numerous individuals hiking, running, or biking through the area, as well as with other community members interested in the work. Information boards have established, and continue to be maintained, where the Urban Trail crosses the site and where roads enter the parcel. Consult – We’ve worked with both AZ Game & Fish and US Fish & Wildlife Service to protect habitat and with adjacent neighborhoods and stakeholder groups regarding access and use of the land. Involve – Following treatment work on other FWPP sites, both the public and the Winter Wood For Warmth program have been engaged in removing firewood for use and distribution to area/regional residents. A few individuals who have raised issues about the work have been engaged directly by staff from NAU’s Ecological Restoration Institute to provide context and a more complete understanding of the need, and the work, itself. Other City Staff, including those from Sustainability and Stormwater, have also been engaged. Community members have also been hired as seasonal Fire Dept crew members and have been engaged in conducting some of the work itself. Empower – The planned forest treatments are part of a larger effort underway in our area and throughout northern AZ. We and our many partners have been engaged for nearly two decades in this work, on various jurisdictions and site conditions, and have utilized a variety of prescriptions and approaches to ensure we have a full-suite of treatments across the greater landscape. The work to be undertaken as a result of this Agreement is based upon upon credible and proven science-based forest restoration and hazard fuel management standards and knowledge. It adheres to guidelines established in the Greater Flagstaff Area Community Wildfire Protection Plan (City & County - 2005), is consistent with forest treatments designed and implemented by the Greater Flagstaff Forests Partnership (1999-present) and the City of Flagstaff Wildland Fire Management program (1998-present), meets the goals of the State of AZ 20-Year Strategy (2007), is consistent with the required actions identified in both the initial and final Observatory Mesa Forest Stewardship Plan (2013 and 2015, respectfully) and both the Four Forests Restoration Initiative's and the Flagstaff Watershed Protection Project's Final Records of Decision (USFS - 2015). |
|||||
Attachments: | Master Participating Agreement |
9.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Consideration and Approval of Municipal Services Accounts and Miscellaneous Account Receivable Write-offs: Delinquency and Uncollectible Accounts for Fiscal Year 2017. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Approve the write-off of delinquent and uncollectible municipal services accounts (water/solid waste) and miscellaneous account receivables in the amount of $81,849.88.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Executive Summary: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The Council is requested to approve the write off of $81,849.88 in accounts receivable deemed to be uncollectible for the fiscal year ending June 30, 2017. Generally accepted business practices allow for the write-off of uncollectible accounts annually. City staff has exhausted collection efforts on the eligible accounts and will no longer actively collect them. Where possible, City reports amounts due to a credit reporting agency. As a result, debt that has previously been written-off is occasionally paid sometime later to clear a customer's outstanding debt. Pursuant to state law, individual delinquent account information is not subject to public release. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Each year, the City reserves funds, anticipating that there will be uncollectible municipal services accounts and miscellaneous account receivables. The reserves are computed at the end of each fiscal year to project the potential write-offs for the upcoming year. These are based on a calculation utilizing all aged accounts, current year write-offs, as well as the consideration of anomalies and anticipated changes in procedures impacting collections. In FY 2017, the amount reserved for municipal services uncollectible accounts was $128,000, with $22,000 for miscellaneous accounts receivables. This recommendation of $68,061.31 and $13,788.57, respectively reflect 53% and 63% of the reserved amounts. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Policy Impact: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
None. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Team Flagstaff Strategic Plan - 2017: Strategic priority #3: Foster a resilient and economically prosperous city 1. Enhance the organization’s fiscal stability and resourcefulness. 2. Deliver outstanding services through a healthy environment, resources and infrastructure. 5. Continue to enhance community outreach and engagement. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Previous Council Decision on This: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
None. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
1. Authorize the write-off of uncollectible municipal services and miscellaneous receivables accounts. 2. Do not authorize the write-off of uncollectible municipal services and miscellaneous receivables accounts and continue collection efforts. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Background and History: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Before any account is eligible for write-off, staff must initiate collection efforts on each account after it becomes delinquent. When collection efforts are exhausted, the account is eligible for a write-off. If possible, any amounts due are applied to the customer's credit. If placed on the customer’s credit, the amount owed remains active for 7 years after the delinquency date. Application against the credit of the debtor may lead to the recovery of some of the delinquent amounts in the future. This often occurs when customers apply for credit via other avenues (i.e., mortgages, car loans, apartment rentals, etc.). Total municipal services revenues in FY2017 are estimated at $33 million and miscellaneous accounts receivables at $15 million. The write-offs are $68,061.31 for utilities or approximately 0.21% of the estimated total revenue and $13,788.57 or 0.09% of the total revenue for miscellaneous accounts receivables. The number continued to decrease in FY2017 due to enhanced collection processes discussed in more detail below. The first significant change was the approval by City Council in the summer of 2014 to increase the municipal services deposit for residential and commercial customers. This continues to be a significant factor in reducing the number of municipal services write-offs. Residential customer deposits went from $25 to $150 and commercial customer deposits went from a time-intensive calculated rate to a flat rate of $300. When customers do not pay a past due bill and do not respond to collection efforts, the City recoups a higher percentage of the delinquent amount by applying the higher deposit to the outstanding balance. Additionally, the higher deposit typically covers the amount due on final bills, reducing write-offs from customers who have moved and have not provided an accurate forwarding address. The other significant change relates to improved teamwork and timeliness of City collection efforts. Customer accounts are being disconnected prior to large unpaid balances accumulating. Customers are being contacted after their accounts are closed and before postal delivery forwarding orders have expired. At that time customers are being notified of the City's intent to report their accounts to a credit reporting agency if the final bills are not paid. Plans to further improve the collection processes include sending out delinquency postcards, as well as contacting customers via email and text messaging, when unable to contact them by phone.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Key Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Staff worked the write-off accounts by using billing statements, letters, and telephone calls. When customers fail to make payments, they may be denied access to future City services. If a customer opens a new account, the previous balance is transferred to the new account. If there is no new account and when possible the amount owed is reported to a credit agency. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
It is sound financial management practice to reduce assets to reflect their true valuation. Failure to write-off accounts deemed uncollectible overstates the asset value of the City. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The community will continue to benefit as overall debt is reduced and collection efforts are improved. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Inform. Yearly write-offs ensure the City is following generally accepted business practices. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Attachments: |
13.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Discussion of Camping Ordinance. | |||||
STAFF RECOMMENDED ACTION: | |||||
Leave the camping ordinance the way it currently is written so it is enforceable and able to withstand any legal challenges and remains an effective tool to combat the real risk and danger of forest fires.
|
|||||
EXECUTIVE SUMMARY: | |||||
The camping ordinance was passed in 2005 to provide for the safe, harmonious use, and well-being of all users of city property. The ordinance prohibits the storage of personal belongings and placement of structures on public property within the city limits for living accommodation purposes, thus limiting the dangers of forest fires, littering, and overuse and abuse of public property. The Police Department previously provided information to Council on the ordinance and enforcement efforts on May 23, 2017. Upon completion of the presentation, some members of Council felt the ordinance could be amended. The Police Department and City Attorney's Office have reviewed the ordinance from a legal and enforcement standpoint. We feel the ordinance should be left whole or repealed in its entirety, as any further changes will likely make the ordinance unenforceable and more susceptible to legal challenges. | |||||
INFORMATION: | |||||
This ordinance was first passed in October of 2005, because of the difficulty in using existing laws to combat littering, reduce fire danger and protect our forested areas from misuse. In 2009 the ordinance was revisited by Council and the severity of the crime was lessened from a class one misdemeanor to a class three misdemeanor. The current ordinance reads as follows: It is unlawful for any individual to camp on public property within the Flagstaff city limits unless specifically authorized by law. For this section, the term "camping" means the use of any city property or any undeveloped, unimproved county, state, and federal property for living accommodation purposes, including, but not limited to, activities such as: (1) Sleeping activities or making preparations to sleep including the laying down of bedding for the purpose of sleeping; (2) Storing personal belongings; (3) Making any fire, other than in a fire or barbecue pit provided by the City for such use; (4) Using any tent, shelter, vehicle, or other structure for sleeping; (5) Cooking, other than in a fire or barbecue pit provided by the City for such use. The above listed activities shall constitute camping when it reasonably appears, in light of all the circumstances, that the participants, in conducting such activities, are in fact using the area for living accommodation purposes, either as recreational camping or as a primary living space, and regardless of the intent of the participants or the nature of any other activities in which they may also be engaging. "Camping" shall be distinguished from those short-term uses such as napping and picnicking that are characterized by the brief and intermittent use of city property for recreational purposes during daylight hours. C. No person shall be arrested for a violation of this ordinance unless the person continues to engage in such conduct after warning by any police officer or authorized representative of the government entity responsible for such public property, or unless such property has been conspicuously posted with a warning of the provisions of this ordinance. D. For the purpose of this section " city property" shall mean all real property including appurtenances thereon which is owned, leased, or controlled by the City and shall include all improved or unimproved land, all public right of ways including trails, easements, public sidewalks and public parking lots. E. A violation of this section is a class 3 misdemeanor. Each day that a violation of this section continues shall constitute a separate offense. F. Necessity, as set forth in ARS 13-417, is a defense to prosecution under this Section. The necessity defense found in ARS §13-417 has been incorporated into this ordinance. This defense reads that conduct that would otherwise be considered an offense shall be justified if a reasonable person felt compelled to engage in the conduct and had no reasonable alternative to avoid imminent public or personal injury. The Council discussion at the time reflected concern that an individual who during the winter months was found sleeping in a sleeping bag to avoid freezing when shelters are full should not be held responsible for the crime of camping in the City limits. Concern was also expressed that an individual fleeing from an abusive relationship (such as domestic violence) should also not be held criminally liable under this ordinance-especially those individuals found sleeping in their vehicle. Officers were directed again to consider the totality of the circumstances to determine if a violation of this ordinance has occurred given the spirit of the ordinance. Sleeping alone does not constitute an offense, however setting up a temporary shelter, cooking, campfires for warmth, etc., may collectively establish a reason to believe a person is camping. This ordinance is used sparingly as a tool by officers to help protect our forest and watershed. Officers conduct wood watch patrols during the summer months to help keep the forested areas around the city free from litter and to reduce fire danger from illegal camp and cooking fires. The officers usually conduct flyovers to identify camps and follow up on reports from concerned citizens. If we receive information on illegal camps after dark, the following morning, officers hike into the camps, providing the occupants with a listing of social services and advise them of the ordinance. Warnings are provided at this time. Follow-up is conducted within the next few days to make sure the camp has been removed. The ordinance has also been enforced when citizens in neighborhoods or at businesses report people camping in vehicles for extended periods of time on public streets and in public right of ways such as along Lucky Lane. Officers with the Police Department make approximately 7,000 arrests per year for various violations of statutes and ordinances. We have made 22 arrests for the camping ordinance over the past five years (four in 2013, nine in 2014, four in 2015, four in 2016, and one so far in 2017). Camping arrests make up less than 1% of our total arrests. Five of the 22 persons arrested had other charges in addition to the camping violation. Most offenders were issued a citation and released, rather than taken into custody. Officers with the Flagstaff Police Department have issued dozens of warnings for camping violations (2013 - 26 warnings, 2014 - 70 warnings, 2015 - 47 warnings, 2016 - 60 warnings, 2017- 23 warnings). The current ordinance is effective because most violators comply with the ordinance once they are given a warning by officers. Once again a warning is required under the ordinance. |
|||||
Attachments: | PowerPoint Presentation on Camping Ordinance |
15.A.
| |||||||||||
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 a discussion on initiating a Regional Plan amendment that creates a high occupancy housing overlay to indicate where the community finds development of high occupancy housing acceptable.. | |||||
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: |
15.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Vice Mayor Whelan to place on a future agenda a discussion of Zoning Code design standards (with focus on architectural standards); what they are and whether they reflect the spirit and character of the Flagstaff Community. | |||||
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. Vice Mayor Whelan 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: |