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.
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1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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2. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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3. | PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
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4. | 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. |
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6. | PROCLAMATIONS AND RECOGNITIONS | |||||||
7. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.
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A. | Consideration and Approval of Contract: Approval of an Intergovernmental Agreement Between the City of Flagstaff and Coconino County to allow for the construction, operation and maintenance of an equipment storage building by the County on City property located at the North Reservoir Water Treatment Plant. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the Intergovernmental Agreement.
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B. | Consideration and Approval of Intergovernmental Agreement: Intergovernmental Agreement/Joint Project Agreement (IGA/JPA) GRT-17-0006568-T between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization. (Annual Update of FMPO IGA/JPA) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve IGA/JPA GRT-17-0006568-T for the FMPO Fiscal Year 2018 (July 1, 2017-June 30, 2018) Work Program Implementation.
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C. | Consideration of a Contract: Cascadia Consulting Group, Inc. for Climate Action and Adaptation Plan consulting services. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the contract with Cascadia Consulting Group, Inc. (Cascadia Consulting) for consulting services in the amount of $92,645 and authorize the City Manager to execute the necessary documents.
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D. | Consideration and Approval of Purchase Contract: Purchase of nine (9) vehicles from Courtesy Chevrolet in the total amount of $260,660.24. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the purchase of nine vehicles from Courtesy Chevrolet, including one Malibu hybrid sedan, one Express twelve passenger van, one Equinox compact SUV, one Traverse midsize SUV, four Colorado midsize pickup trucks, and one Silverado full size pickup for the total purchase amount of $260,660.24, which the lowest bid out of three submittals.
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E. | Consideration and Approval of Contract: Fourth Amendment to Declaration of Covenants, Conditions, Restrictions and Easements for Flagstaff Auto Park (to allow auto body shop on Lot 8) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the proposed Fourth Amendment and authorize the Mayor to sign the document.
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8. | ROUTINE ITEMS | |||||||
A. |
Consideration and Approval of Non-sufficient Funds (NSF) Check Write-Offs: Delinquent and uncollectible accounts for Fiscal Year 2017.
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STAFF RECOMMENDED ACTION: | ||||||||
Approve the write-off of delinquent and uncollectible non-sufficient funds (NSF) checks in the amount of $7,374.54.
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RECESS 6:00 P.M.
RECONVENE |
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NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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9. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
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10. | PUBLIC PARTICIPATION | |||||||
11. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | |||||||
12. | REGULAR AGENDA | |||||||
A. | Consideration and Approval of Preliminary Plat: Request from Rick Natenberg, for the subdivision of Grand Summit Condominiums, approximately 0.70-acre (34,347 square feet) in the Single-family Residential Neighborhood (R1N) zone into 12 condominium units. Please see Page 1 of the Preliminary Plat attachment for the Vicinity and Site Maps. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
The Planning and Zoning Commission unanimously recommends approving the preliminary plat.
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B. | Consideration and Adoption of Resolution No. 2017-30: A resolution adopting the Rethink Waste Plan. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Resolution No. 2017-30 by title only
2) City Clerk reads Resolution No. 2017-30 by title only (if approved above) 3) Adopt Resolution No. 2017-30 |
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C. | Consideration and Adoption of Resolution No. 2017-36: A resolution of the Flagstaff City Council approving an Intergovernmental Agreement for Reciprocal, Limited Legal Services. (IGA with Sedona, Cottonwood, and additional municipalities and counties in the future, for shared legal services on a limited basis) | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Resolution No. 2017-36 by title only
2) City Clerk reads Resolution No. 2017-36 by title only (if approved above) 3) Adopt Resolution No. 2017-36 |
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13. | DISCUSSION ITEMS | |||||||
A. | Discussion of Reclaimed Water Rates. | |||||||
14. | COUNCIL LIAISON REPORTS
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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. |
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A. | Future Agenda Item Request (F.A.I.R.): A request by Vice Mayor Whelan to place on a future agenda a discussion on current building height limits in different zones in the Zoning Code and consideration of changing the maximum building height to four stories. | |||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Mayor Evans to place on a future agenda a discussion on reviewing apartment rental applicant fees and prior notice to applicants of availability and number of applications. | |||||||
16. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||
17. | ADJOURNMENT | |||||||
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7.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Approval of an Intergovernmental Agreement Between the City of Flagstaff and Coconino County to allow for the construction, operation and maintenance of an equipment storage building by the County on City property located at the North Reservoir Water Treatment Plant. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Intergovernmental Agreement.
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Executive Summary: | |||||
The City of Flagstaff and Coconino County originally entered into an Intergovernmental Agreement (IGA) on May 15, 1995 for the County to be able to construct, operate and maintain a 20 foot by 40 foot equipment storage building including accessing on-site electrical service. This IGA expired on April 19, 2015 and both parties desire to enter into a new IGA which is substantially similar to the original. The County Board of Supervisors has approved and signed this new IGA which will expire 10 years from the date of final execution. The County assumes all risk and waives all claims against the City arising from, damage, loss or theft of property or injury to persons in, upon or about the premises from any cause. | |||||
Financial Impact: | |||||
None. | |||||
Policy Impact: | |||||
None.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Regional Plan Goal PF.2. Provide sustainable and equitable public facilities, services and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
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Has There Been Previous Council Decision on This: | |||||
The Original Agreement was approved May 15, 1995. The Renewal Agreement was approved on April 19, 2005. |
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Background and History: | |||||
On May 15, 1995, the City and Coconino County entered into an Intergovernmental Agreement (IGA) for the purpose of providing for the County's use of a portion of the City's North Reservoir water treatment & storage facility to construct, operate and maintain a 20' x 40' equipment storage building. The purpose of the storage building is to house snow removal equipment so the County can provide snow removal services more efficiently north of the City of Flagstaff. On April 19, 2005, the City and County renewed the Agreement for period of ten (10) years. On August 16, 2017, staff was notified that the Coconino County Board of Supervisors approved the renewal of the attached IGA for another ten (10) years. |
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Community Involvement: | |||||
The community benefits by not having large snow removal equipment travel from the County's shop located on the eastern side of the City to service those areas on the west and north side of Flagstaff. This Agreement will keep that equipment from driving through the City during snow storms. | |||||
Attachments: | City_County_IGA |
7.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Intergovernmental Agreement: Intergovernmental Agreement/Joint Project Agreement (IGA/JPA) GRT-17-0006568-T between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization. (Annual Update of FMPO IGA/JPA) | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve IGA/JPA GRT-17-0006568-T for the FMPO Fiscal Year 2018 (July 1, 2017-June 30, 2018) Work Program Implementation.
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Executive Summary: | |||||
IGA/JPA GRT-17-0006568-T acknowledges the roles and responsibilities of the Flagstaff Metropolitan Planning Organization (FMPO) in the provision of regional transportation planning and programming in accordance with federal mandates and authorizes the Arizona Department of Transportation to provide federal transportation planning and construction funds for those purposes. The prior IGA/JPA was enacted in fiscal year 2012 and annual amendments were adopted as needed through fiscal year 2017. After five years of amendments, ADOT determined that it was approrpriate to do a thorough review of the agreement and adopt a "new" IGA/JPA. The amendments are identified in the redline comparison document attached to the staff summary and are minor in nature. | |||||
Financial Impact: | |||||
FMPO brings in about $260,000 in planning funds and $460,000 in general construction funds annually. Failure to approve the agreement will de-fund the FMPO and essential services in transportation modeling and trails planning, and more will fall to City staff. Loss of the FMPO will result in the City's loss of eligibility for federal transportation construction funds. | |||||
Policy Impact: | |||||
There are no impacts on current policy. |
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
COUNCIL GOALS: Deliver quality community assets and continue to advocated and implement a highly performing multi-modal transportation system. REGIONAL PLAN: LU.1. Invest in existing neighborhoods and activity centers for the purpose of developing complete and connected places. LU.7. Provide for public services and infrastructure. LU.12. Accommodate pedestrians, bicyclists, transit riders, and private cars to supplement downtown's status... T.1. Improve mobility and access throughout the region. T.2. Improve transportation safety and efficiency for all modes. T.3. Provide transportation infrastructure that is conducive to conservation, preservation, and development goals to avoid, minimize, or mitigate impacts on the natural and built environment. T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. T.5. Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community. T.6. Provide for bicycling as a safe and efficient means of transportation and recreation. T.7. Provide a high-quality, safe, convenient, accessible public transportation system, where feasible, to serve as an attractive alternative to single-occupant vehicles. T.8. Establish a functional, safe and aesthetic hierarchy of roads and streets. T.9. Strengthen and support rail service opportunities for the region's businesses and travelers. T.10. Strengthen and expand the role of Flagstaff Pulliam Airport as the dominant hub for passenger, air freight, public safety flights, and other services in northern Arizona. T.11. Build and sustain public support for the implementation of transportation planning goals and policies including the financial underpinnings of the Plan, by actively seeking meaningful community involvement. |
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Has There Been Previous Council Decision on This: | |||||
Yes. This has been proceeded by annual amendments to an earlier agreement. This "new" agreement updates the previous one to reflect new federal enabling legislation and minor modifications to ADOT accounting processes. | |||||
Background and History: | |||||
The FMPO has been in place since 1996. It started with an intergovernmental agreement between the City, County and State. More recently, an IGA between the City and County establishes the FMPO and this JPA GRT-17-0006568-T establishes the FMPO relation to the State. The City is acknowledged as the host agency for the FMPO and acts on its behalf. | |||||
Key Considerations: | |||||
The FMPO Executive Board adopted the work program referenced by this IGA/JPA in May 2017. The FMPO is currently operating under an extension of the last amendment. |
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Community Benefits and Considerations: | |||||
The City currently provides $22,000 annually in transportation sales tax funding to the FMPO and supports part of the multimodal planner position through transportation sales tax also. This funding is used to match federal grant funds and to provide trail planning and project delivery services for the City. |
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Community Involvement: | |||||
The FMPO provides high quality transportation planning for the region and is respected across the state and nation. Approval of this amendment will assure the continuation of those services. | |||||
Expanded Options and Alternatives: | |||||
Consult - a 30-day public comment period on the work program was provided. The work program seeks to advance the regional transportation plan that enjoyed considerable public involvement. FMPO committee and board meetings are open to the public. | |||||
Attachments: | FMPO support | ||
Redline Version of Proposed Contract Changes | |||
FMPO Agreement GRT-17-0006568-T | |||
AG Attest |
7.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration of a Contract: Cascadia Consulting Group, Inc. for Climate Action and Adaptation Plan consulting services. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the contract with Cascadia Consulting Group, Inc. (Cascadia Consulting) for consulting services in the amount of $92,645 and authorize the City Manager to execute the necessary documents.
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Executive Summary: | |||||
In an effort to better prepare for predicted climate changes in northern Arizona, as well as to achieve the City Council’s goal for strong climate action, City staff have created a planning process for the development of Flagstaff’s first community Climate Action and Adaptation Plan (Plan). The Plan will be centered on mitigation strategies to reduce greenhouse gas emissions, adaptation strategies to address community vulnerabilities, and a prioritized list of actions. Specifically, the Plan will:
The Purchasing Section issued a Request for Statement of Qualifications and six (6) respondents come forward for consideration. Cascadia Consulting's submittal was awarded the highest score of the six and a contract with Cascadia Consulting is being presented to Council tonight for further consideration and possible award. |
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Financial Impact: | |||||
The consultant will provide facilitation, technical, and plan-writing expertise. During the Fiscal 18 budget hearings, up to $100,000 was identified to pay for consulting services. The FY2018 Sustainability Section budget (214-06-170-0661-0) includes $62,615 for this contract, and the remaining $30,030 is budgeted in the Non-departmental (001-09-402-1310-1). | |||||
Policy Impact: | |||||
The Plan must align with existing City and community plans and programs including the Flagstaff Regional Plan 2030, the Flagstaff Zoning Code, the Municipal Sustainability Plan, the Flagstaff Airport Sustainability Plan, the Flagstaff Watershed Protection Project, City Council Goals, and the Regional Transportation Plan – Blueprint 2040. The Plan will identify mitigation and adaptation strategies that will have an impact on City policies and programming. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
COUNCIL GOALS: Take meaningful climate action REGIONAL PLAN: Policy E&C.2.1. Encourage the reduction of all energy consumption, especially fossil-fuel generated energy, in public, commercial, industrial, and residential sectors. Policy E&C.2.2. Promote investments that strengthen climate resiliency. Policy E.1.10. Incentivize energy efficiency and renewable energy technologies in construction projects. Policy E.2.1. Promote renewable energy sources that reduce demand upon fossil fuels and other forms of generation that produce waste. Policy E.2.5. Pursue, promote, and support utility-scale renewable energy production such as biomass facilities, solar electricity, wind power, waste-to-energy, and other alternative energy technologies. |
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Previous Council Decision on This: | |||||
Staff presented an update on the Climate Action and Adaptation Plan to City Council on August 21, 2017. | |||||
Options and Alternatives: | |||||
The Climate Action and Adaptation Plan effort was developed in response to City Council’s goal of taking meaningful climate action. The Plan will help to organize current efforts and provide new strategies for City operations and community-scale objectives. Without this Plan, staff will not have a framework to utilize and have no feedback from the community. 1) Approve the contract for consulting on the Climate Action and Adaptation Plan with Cascadia Consulting Group, Inc. 2) Do not approve the contract and repost a new Request for Statement of Qualifications. |
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Background and History: | |||||
The Sustainability Section's past work in support of climate action has positioned the city to move quickly on a Climate Action and Adaptation Plan. Current work ranges from projects at the airport, energy efficiency workshops in the community, and forward-thinking projects by water services. While there is uncertainty around the exact, future impacts of climate changes, we already are seeing changing weather patterns, and anticipate that Flagstaff will continue to see changes in precipitation, including more extreme storms and increased flooding. Drier forests will contribute to changing fire regimes. Flagstaff will see the impacts of climate change throughout our economy and community. It is much more cost-effective to be prepared for climate change than to try to respond to climate change’s impacts. The Purchasing Department posted a Request for Statement of Qualifications to the Planetbids website on June 8, 2017. The RSOQ closed as of July 27, 2017, at 3:00 pm. The City of Flagstaff received six (6) proposals. Seven evaluators were selected to review the proposals. Once all evaluators had scored all of the proposals, a meeting was held and it was decided at that time to move forward with the highest scoring firm which was Cascadia Consulting. Attached is a copy of the contract and the scoring totals for all six vendors. |
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Key Considerations: | |||||
As part of the Sustainability Section's goal to incorporate community feedback from the beginning, staff held a stakeholder meeting in March 2017 to learn about priorities for the Plan. Following staff convened a stakeholder group in April 2017 to develop the consultant’s scope of work. In order to develop a climate plan that serves the community, staff intends to hear from Flagstaff residents prior to the plan-writing process. Community engagement will start this fall and will be designed to better understand community priorities for climate action, as well as their concerns about climate change and vulnerabilities in their neighborhoods. Based off of this community feedback and technical analysis, the Plan will be developed and completed in late spring of 2018, and then go out to public comment and council approval in the summer of 2018. Staff will provide City Council with quarterly updates on the Plan. |
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Community Involvement: | |||||
A plan that is line with Council goals on Climate Actions. | |||||
Expanded Options and Alternatives: | |||||
Steering committee made up of City of Flagstaff employees as well as community members. | |||||
Attachments: | Contract | ||
Bid Tabulation |
7.D.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||||||||||||||||||||||||||||||||
Consideration and Approval of Purchase Contract: Purchase of nine (9) vehicles from Courtesy Chevrolet in the total amount of $260,660.24. | |||||||||||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||||||||||
Approve the purchase of nine vehicles from Courtesy Chevrolet, including one Malibu hybrid sedan, one Express twelve passenger van, one Equinox compact SUV, one Traverse midsize SUV, four Colorado midsize pickup trucks, and one Silverado full size pickup for the total purchase amount of $260,660.24, which the lowest bid out of three submittals.
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Executive Summary: | |||||||||||||||||||||||||||||||||||
Fleet Management has identified nine (9) vehicles in the City's Fleet that have "aged out" of current expectations, meaning that they are 15 years old or have reached a mileage of 150,000 miles. Upon this identification, it was taken to the Fleet Committee, which is comprised of representatives from several City sections, to replace these 9 vehicles. The Fleet Committee heard the case and voted to approve this purchase. These new vehicles will replace vehicles from the following programs that have reached their useful life and the City's Fleet Management replacement criteria, which includes the year, age, current evaluation and life to date costs.
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Financial Impact: | |||||||||||||||||||||||||||||||||||
The previously listed City sections have budgeted for the replacement of these vehicles in their fiscal 2018 budgets. They are listed under the following accounts:
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Policy Impact: | |||||||||||||||||||||||||||||||||||
None | |||||||||||||||||||||||||||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||||||||||||||||||||||||||
Transportation and other Public Infrastructure. Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Environmental and Natural Resources. Actively manage and protect all environmental and natural resources. |
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Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||||||||||
No. These vehicles are budgeted for FY 2018 and are replacement vehicles for multiple programs serving the citizens of Flagstaff. | |||||||||||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||||||||||
Option 1. Approve the lowest bid submitted during the competitive bid solicitation process number 2018-11 of $260,660.24 by Courtesy Chevrolet in Phoenix, Arizona. Option 2. Delay purchase until fiscal 2019, although funding would not be guaranteed. |
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Background and History: | |||||||||||||||||||||||||||||||||||
The City's Fleet Management replacement criteria has target considerations of 15 years or 150,000 miles along with annual and life to date maintenance costs when discussing replacing equipment. This year, nine (9) vehicles in the City's Fleet, which reside in various sections, have met the criteria for replacement. This has been reviewed and approved by the City's Fleet Committee. Each section with vehicle replacement needs, City Hall Pool Vehicles, Facilities, Water Services, Meter Services, Public Works, Regulation Compliance, and Recreation, budgeted for these replacements in Fiscal Year 2018. Fleet Management combined these multiple vehicle needs from across the City in a joint effort with Procurement to leverage the purchase and obtain the lowest possible bid. This bid was communicated through a web based procurement platform (Planetbids) from August 2, 2017 through September 7, 2017. The City received three (3) bids, with Courtesy Chevrolet being the lowest bidder. A Malibu Hybrid has been included in the acquisition plan. This will bring the City's alternative fueled vehicles to twenty (20). The attached contract has a clause that allows for additional Chevrolet purchases for one year from the date the contract is signed |
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Key Considerations: | |||||||||||||||||||||||||||||||||||
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Community Benefits and Considerations: | |||||||||||||||||||||||||||||||||||
Staff was able to leverage cost through purchasing multiple vehicles at one time. | |||||||||||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||||||||||
Replacing equipment and vehicles that have extended beyond the criteria set by the Fleet Committee ensures that equipment functions properly and efficiently and is able to be serviced effectively. This allows City Staff to do their jobs without the interruption of faulty equipment. | |||||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||||||||||
Inform | |||||||||||||||||||||||||||||||||||
Attachments: | Bid tabulation | ||
Contract |
7.E.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Fourth Amendment to Declaration of Covenants, Conditions, Restrictions and Easements for Flagstaff Auto Park (to allow auto body shop on Lot 8) | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the proposed Fourth Amendment and authorize the Mayor to sign the document.
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Executive Summary: | |||||
The City helped develop the Flagstaff Auto Park. As such, the City retains a role related to the Declaration of Covenants, Conditions, Restrictions and Easements for the Flagstaff Auto Park ("CC&Rs"). Per the CC&Rs Section 13.02, City approval is required in the event there is a desire to amend the CC&Rs, Section 10.1, Permitted Operations and Uses. The proposed Fourth Amendment to the CC&Rs would allow an auto body shop use on Lot 8 in the Auto Park. | |||||
Financial Impact: | |||||
A buyer seeks to purchase Lot 8 for operation of an auto body shop from the owner, Flagstaff Auto Mall Development, LLC. Per a separate Development Agreement, City will receive net proceeds from the sale (estimated $680,000) that will be returned to the Highway User Revenue Fund ("HURF") for Sunnyside Improvements. | |||||
Policy Impact: | |||||
None.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
COUNCIL GOALS Economic Development - Grow and strengthen a more equitable and resilient economy. Complete the sale of auto mall properties. FLAGSTAFF REGIONAL PLAN 2030 Auto Park is identified in the Regional Plan for development. |
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
1. Approve Fourth Amendment (enables auto body use on Lot 8 desired by prospective purchaser) 2. Do not approve Fourth Amendment (sale of Lot 8 will not go through, and property will continue to be marketed) |
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Background and History: | |||||
The Auto Park is located in a redevelopment area near the Flagstaff Mall in east Flagstaff. The City and several developers were involved with development of the Auto Park. There are only a few undeveloped lots left within the Auto Park. | |||||
Key Considerations: | |||||
At least 2/3 of the Auto Park property owners support allowing an auto body use on Lot 8. An auto body shop would only be allowed on Lot 8, not other lots. | |||||
Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
It is anticipated there will be a community benefit from having an additional auto body shop available. | |||||
Expanded Options and Alternatives: | |||||
Lot 8 has been marketed to the public for sale. | |||||
Attachments: | Lot 8 map | ||
4th Amendment |
8.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | ||||||||||||
Consideration and Approval of Non-sufficient Funds (NSF) Check Write-Offs: Delinquent and uncollectible accounts for Fiscal Year 2017. | ||||||||||||
STAFF RECOMMENDED ACTION: | ||||||||||||
Approve the write-off of delinquent and uncollectible non-sufficient funds (NSF) checks in the amount of $7,374.54.
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Executive Summary: | ||||||||||||
Council regularly reviews and approves any customer write off as part of generally accepted business practices. This standard business practice includes the write-off of uncollectible checks. City staff has exhausted collection efforts on the eligible accounts and will no longer actively collect on them. Where possible, the amount owed has been applied against any credit of the debtor and any additional outstanding amounts may be collected in the future. | ||||||||||||
Financial Impact: | ||||||||||||
Each year, the City reserves funds, anticipating that there will be uncollectible accounts. The reserves are computed at the end of each fiscal year to project the potential write-off for the upcoming year. These are based on a calculation utilizing 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, Miscellaneous Accounts Receivables, and Sales Tax approximated $345,000. To-date, staff has recommended write-offs for Municipal Services and Miscellaneous Accounts Receivables for FY17 in the amount of $81,849.88, The $7,374.54 for non-sufficient funds reflects .02% of the total reserved amount. |
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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. |
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Previous Council Decision on This: | ||||||||||||
None. | ||||||||||||
Options and Alternatives: | ||||||||||||
1. Authorize the write-off of uncollectible non-sufficient fund checks. 2. Do not authorize the write-offs of uncollectible non-sufficient fund checks and continue collection efforts. |
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Background and History: | ||||||||||||
Before any account is eligible for write-off, staff must initiate collection efforts on each check after it is returned by the bank. When collection efforts are exhausted, the check 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.). For FY 17, the City is writing off Insufficient Fund (NSF) Checks for the first time in five years. Many of the checks have undergone exhaustive research efforts by staff to locate the originator and/or apply the amounts owed to other municipal services accounts. As the remaining NSF dollar amounts and overall volume are typically small, the write-offs have not occurred on an annual basis. Instead, NSF check write-offs occur on an "as needed" basis.
In FY 2017, the amount reserved for Municipal Services, Miscellaneous Accounts Receivables, and Sales Tax approximated $345,000. To-date, staff has recommended write-offs for Municipal Services and Miscellaneous Accounts Receivables for FY17 in the amount of $81,849.88, . The $7,374.54 for non-sufficient funds reflects .02% of the total reserved amount. |
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Key Considerations: | ||||||||||||
Staff, using billing statements, letters, and telephone calls, has worked the write-off checks. When customers fail to make payments, they are denied access to future City services and, when possible, the amount owed is reported to a credit agency. | ||||||||||||
Community Benefits and Considerations: | ||||||||||||
None. | ||||||||||||
Community Involvement: | ||||||||||||
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. | ||||||||||||
Expanded Options and Alternatives: | ||||||||||||
Inform. | ||||||||||||
Attachments: |
12.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Preliminary Plat: Request from Rick Natenberg, for the subdivision of Grand Summit Condominiums, approximately 0.70-acre (34,347 square feet) in the Single-family Residential Neighborhood (R1N) zone into 12 condominium units. Please see Page 1 of the Preliminary Plat attachment for the Vicinity and Site Maps. | |||||
STAFF RECOMMENDED ACTION: | |||||
The Planning and Zoning Commission unanimously recommends approving the preliminary plat.
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Executive Summary: | |||||
The property owner, Rick Natenberg is requesting Preliminary Plat approval for a 12-unit condominium located at 920 W Grand Canyon Avenue and 923 W Summit Avenue to allow for the sale of individual residential units. There are currently 10 units on site constructed as five duplexes. One duplex will be added to reach the 12 unit total. This action is the approval of the plat which shifts the use from apartments to condiminiums. | |||||
Financial Impact: | |||||
No financial liabilities are anticipated by the approval of the Preliminary Plat. | |||||
Policy Impact: | |||||
There are no policy impacts affiliated with this Preliminary Plat. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals Affordable Housing - Support development and increase the inventory of public and private affordable housing for renters and home-owners through the community. Team Flagstaff Strategic Plan Strategic Priority #4 - Work in partnership to enhance a safe and livable community. Flagstaff Regional Plan The current land use designation for the site is Existing Urban requiring a minimum of eight (8) units per acre. The proposal of 17 units per acre conforms to the Existing Urban land use designation. |
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Has There Been Previous Council Decision on This: | |||||
There have been no previous Council decisions in regards to this application. | |||||
Options and Alternatives: | |||||
1. Approve the Preliminary Plat as recommended by the Planning & Zoning Commission. 2. Approve the Preliminary Plat subject to conditions. 3. Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or Engineering Design Standards and Specifications for New Infrastructure. |
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Background and History: | |||||
The current development consists of ten (10) residential units in the form of five (5) duplexes. A site plan for two (2) new units (one duplex) was approved by IDS on August 8, 2017. The two additional units have not yet been constructed. The subject property was developed as a multi-family project in 1987, when a single family residence was demolished and replaced with several duplex units. The applicant was able to request an abandonment of the adjacent unbuilt right-of-way known as Wilson Street attributing to the odd shape of the parcel. This abandonment allowed the property owner to reach the current density of ten units. The additional units are interior to the project and will not be visible from either street frontage, therefore the new units have a similar design as the original project duplexes. | |||||
Key Considerations: | |||||
This application is a condominium plat, which takes a multi-unit complex, such as the subject property, and creates the ability for individually owned units. In this case the units are defined as the air space within the walls of each structure. Once the plat is complete, the buyer of a unit will receive a recordable deed to the individual unit purchased, including the right to sell, mortgage, etc., that unit and sharing in joint ownership of any common grounds, parking areas and access. Areas outside of the unit can be set aside for the individual owners as “limited common elements”. The preliminary plat delineates all of the elements affiliated with the individual units. The dimensions of the existing parcel and the structures remain as they are today but the ownership of the individual units may change. | |||||
Community Involvement: | |||||
Community benefits and considerations are explained in detail in the attached Planning & Zoning Commission reported dated August 8, 2017. |
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Expanded Options and Alternatives: | |||||
Inform. No public hearings or public outreach are required by either the Zoning Code or the Subdivision regulations as part of the preliminary plat subdivision review process. | |||||
Attachments: | Grand Summit Condo PPlat Application | ||
Grand Summit Condo PPlat P&Z Staff Report | |||
P&Z Commission Draft Minutes | |||
Grand Summit Condo PPlat Page 1 | |||
Grand Summit Condo PPLat Page 2 | |||
Grand Summit Condo PPlat Page 3 | |||
Grand Summit Condo PPlat Page 4 | |||
Grand Summit Condo PPLat Page 5 |
12.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2017-30: A resolution adopting the Rethink Waste Plan. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2017-30 by title only
2) City Clerk reads Resolution No. 2017-30 by title only (if approved above) 3) Adopt Resolution No. 2017-30 |
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Executive Summary: | |||||
In an effort to better prepare for changes in the waste and recycling landscape in Flagstaff, as well as to most effectively reduce the impact of the community’s waste and material consumption, City staff have created the Rethink Waste Plan (“Plan”) to guide future efforts. The Plan establishes a framework for institutionalizing a new approach to managing our waste and materials, known as materials management. Additionally, the Plan establishes a vision and goals to evaluate future success and provides a near-term strategy for setting a foundation to be built upon in future planning. Resolution 2017-30 adopts the Plan and establishes an effective date and is being presented to the Council for consideration and possible action. |
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Financial Impact: | |||||
While the Plan makes recommendations for future programming and infrastructure that will have a financial impact, these recommendations will be addressed through the regular budget process. | |||||
Policy Impact: | |||||
The Plan includes several future policy recommendations including changes to the Solid Waste Code, Zoning Code, and Engineering Standards. Each of these policy recommendations will be brought back to City Council at a future date for discussion. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
CLIMATE CHANGE: Take meaningful climate change action. Actively manage and protect all environmental and natural resources. ENVIRONMENTAL AND NATURAL RESOURCES: Actively manage and protect all environmental and natural resources.
REGIONAL PLAN: Policy E&C.1.4. Maintain air quality through pursuit of non-polluting industry and commercial enterprises. Policy E&C.2.1. Encourage the reduction of all energy consumption, especially fossil-fuel generated energy, in public, commercial, industrial, and residential sectors. Policy E.1.3. Empower all community members to make smarter energy choices through education and incentives. Goals CD.1. Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including maintenance and enhancement of existing infrastructure. Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. |
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
Option A. Adopt Resolution 2017-30 as submitted and adopt the Plan to guide City staff. Option B. Recommend changes to Resolution 2017-30. Option C. Not adopt Resolution 2017-30 and not establish goals and a planning framework to improve recycling rates, reduce waste generation, and increase community participation. |
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Background and History: | |||||
As part of the FY 2017 budget, Council approved a Request for Service Level increase for recycling outreach in an effort to increase the recycling rate, currently at 13%. This is compared to 34% nationally. In the past, much of the City of Flagstaff’s focus has been on expanding access to and participation in recycling services. While these efforts need to continue, a sole focus on material recovery will not allow the municipal organization and community to most effectively reduce their impact. Before determining how to best achieve zero waste conditions, multiple barriers need to be addressed in the near term. A solid foundation needs to be established that can be used as a launching pad to achieve ambitious goals and to better utilize the existing recycling and diversion system. The Plan mostly focuses on how to address the largest barriers that exist including a poor framework for thinking about waste, gaps in data, poor access to recycling infrastructure, and counterproductive incentives. | |||||
Key Considerations: | |||||
The purpose of this resolution is to adopt the Plan as a living document. The Plan provides a path forward to implement a materials management framework here in the City and to guide recycling and waste prevention efforts over the next three (3) years. | |||||
Community Benefits and Considerations: | |||||
While there are proposed initiatives in the Plan that have financial implications, these initiatives will still be subject to review and approval through the regular budget process in the future. Initiatives will be evaluated against the goals of waste diversion, waste prevention, climate change impacts, community participation, and cost-effectiveness. | |||||
Community Involvement: | |||||
Many Flagstaff residents, businesses, and institutions lack the knowledge and access to services needed to reduce the impact of their waste and material consumption. The Plan outlines the barriers that prevent these actions and guides City staff over the next three years in implementing the most cost-effective initiatives that will empower the community to be more resourceful, reduce waste, and make recycling more efficient. | |||||
Expanded Options and Alternatives: | |||||
CONSULT: To get a better idea of community opinions on waste and recycling, staff surveyed the community through the Flagstaff Community Forum in August 2017. There were 236 responses. 89% of respondents felt it was extremely or very important for Flagstaff to become a leader in minimizing the impact of its waste and material consumption. 95% felt it was extremely or very important that all residents have access to recycling. 89% felt it was extremely or very important to have a robust outreach and education program. 95% supported a City goal of reducing overall waste generation. 89% supported a City goal of achieving zero waste. |
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Attachments: | Res. 2017-30 | ||
Rethink Waste Power Point | |||
Rethink Waste Plan |
12.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2017-36: A resolution of the Flagstaff City Council approving an Intergovernmental Agreement for Reciprocal, Limited Legal Services. (IGA with Sedona, Cottonwood, and additional municipalities and counties in the future, for shared legal services on a limited basis) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2017-36 by title only
2) City Clerk reads Resolution No. 2017-36 by title only (if approved above) 3) Adopt Resolution No. 2017-36 |
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Executive Summary: | |||||
The City Attorney's Office recommends that the City Council enter an intergovernmental agreement (IGA) with nearby municipalities and counties for the exchange of limited legal services when deemed necessary by the City Attorney's Office. This agreement shall be limited to occasions when matters arise with the convening of certain boards and commissions which involve dual roles for the City Attorney's Office. These occasions can involve a conflict of interest. As a result, such matters may require outside legal counsel to advise the board or commission, resulting in an expense to the City. For example, sometimes employment situations require discipline and the employee subject to discipline may appeal to the City Personnel Board for a hearing. When this occurs Human Resources and the Personnel Board should each have independent legal counsel. In that scenario the City currently refers the role of legal counsel to the board or commission to outside legal counsel, under contract, which is an expense to the City. Under this proposed IGA the City may call on an attorney from another nearby municipality to provide independent counsel to a properly convened board or commission in routine situations with which these city attorneys are familiar. For example, Sedona's city attorney could provide the legal counsel to the Personnel Board in the scenario described above, at no expense to the City. Of course, this IGA also provides that that the other municipalities will be able to do the same in their time of need. The attorneys of neighboring municipalities and counties are typically well-seasoned, highly qualified lawyers with the necessary expertise to assist in situations as described above. Even so, if this IGA is approved by the City Council, the City Attorney's Office will still maintain the option and authority to utilize the services of outside legal counsel under contract, if deemed necessary due to specific circumstances requiring additional knowledge, experience or expertise. |
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Financial Impact: | |||||
No financial impact in terms of additional cost. Instead this will be a cost savings for the City. | |||||
Policy Impact: | |||||
None.
|
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
None. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Res. 2017-36 | ||
Intergovernmental Agreement |
13.A.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE | |||||
Discussion of Reclaimed Water Rates. | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion only.
|
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EXECUTIVE SUMMARY: | |||||
Staff is proposing to City Council a three-year interim adjustment to reclaimed water rates to fund much needed capital improvements that create more system reliability for our customers today and to start planning for the future. Six capital projects will be presented by staff that, when completed, will expand the reclaimed water system’s capacity and our ability to deliver more reclaimed water as well as start the public conversation of what the goals and objectives of the reclaimed water system should be into the future. Additionally, staff will present a summary of the Reclaimed Water Rate Public Report prepared by the City's Management Services Division which is on file with City Clerk office for public review. This report outlines the current revenue requirement details for the Reclaimed Water Fund, underlying financial data information, the need for a proposed rate adjustment and presents a staff recommendation for Council to consider. The staff recommendations were approved by the Flagstaff Water Commission. A Public Hearing on proposed Reclaimed Water Rates is scheduled to be held at the November 7, 2017 City Council meeting. |
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INFORMATION: | |||||
At its Work Session on June 27, 2017, Council gave direction to the City Manager to proceed with preparing reclaimed water rate options for the next three years (2018-2020), defining critical capital improvement projects and to determine the rates necessary to meet the revenue requirements. Staff believes that the intent of this direction was to allow Council to better understand the specific needs of the Reclaimed Water utility fund, define much needed capital improvements to create more system reliability for our customers today, and to start planning for the future. The City Management Services Division has prepared a short-term financial plan and rate and fee analysis for the Reclaimed Water utility to ensure there is sufficient revenues to meet its operational, capital and debt service obligations. As part of this rate analysis, the Water Services Division and Management Services Division facilitated dialogue with the City Council and Water Commission at several public meetings. During these meetings, the Water Commission made recommendations to be forwarded to City Council for their consideration. The goal of this analysis was to result in fair and equitable rates to the City’s reclaimed water users. The financial Public Report has been prepared using generally accepted rate setting techniques. The City’s utility accounting, budgeting, and billing records were the primary sources for the data contained within the report. The purpose of the financial study is to provide financial review of revenues that will cover the necessary expenditures. |
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Attachments: | PowerPoint |
15.A.
| |||||||||||
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 on current building height limits in different zones in the Zoning Code and consideration of changing the maximum building height to four stories. | |||||
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: |
15.B.
| |||||||||||
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 a discussion on reviewing apartment rental applicant fees and prior notice to applicants of availability and number of applications. | |||||
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: |