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 | |||||||
A. | Master Recycler Program Update and Recognition | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Informational update and recognition. | ||||||||
7. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). |
|||||||
A. | Consideration of Appointments: Open Spaces Commission. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
Make one appointment to a term expiring April 2021.
|
||||||||
8. | ROUTINE ITEMS | |||||||
A. | Consideration and Approval of Contract: Approve the construction contract with Eagle Mountain Construction Company in the amount of $229,113.00 for the Milton Sewer Rehabilitation, Phase 2. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
|
||||||||
B. | Consideration and Approval of Contract: Approve the construction contract with Kinney Construction, LLC in the amount of $573,133.00 for the Fountaine Water and Sewer Improvement Project. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
|
||||||||
C. |
Consideration and Approval of Grant Applications and Acceptance upon Award: Arizona Governor's Office of Highway Safety (GOHS) Federal Fiscal Year 2019 for Fire Department Application grant funding for large set of battery operated extrication tools. |
|||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the application (s) and acceptance of an award from the Arizona Governor's Office of Highway Safety (GOHS) for grant funds in the amount of three separate grant submittals to purchase heavy duty battery operated extrication equipment; 1) Heavy Duty Cutters - $10,355- 2) Heavy Duty Spreader - $12,535- 3) Heavy Duty Ram - $8,175 |
||||||||
D. |
Consideration and Approval of Grant Application(s) and Acceptance upon Award: Approval of Arizona Governor's Office of Highway Safety FY2019 Police Department Grant Application(s) for Law Enforcement Projects and Acceptance Upon Award of grant funding for: (1) DUI Abatement Council Proposal; (2) Driving Under the Influence Task Force; (3) Youth Alcohol Prevention and Interdiction Projects; and (4) the purchase of patrol radar units. |
|||||||
STAFF RECOMMENDED ACTION: | ||||||||
Approve the City of Flagstaff Police Department (FPD) grant application(s) and acceptance of an award from the Arizona Governor's Office of Highway Safety (GOHS) for grant funds in the amount of: (1) $30,000.00 for a DUI Abatement Council Proposal; (2) $56,550.00 for a Driving Under the Influence Task Force; (3) $55,200.00 for Youth Alcohol Prevention and Interdiction Task Force Projects; and (4) $23,025.00 for the purchase of 15 handheld patrol radar units and 5 vehicle mounted radar units. | ||||||||
E. | Consideration and Adoption of Resolution No. 2018-18: Resolution of the City Council of the City of Flagstaff, Arizona, declaring, for the purposes of Section 1.150-2 of the Federal Treasury Regulations, official intent to be reimbursed in connection with certain capital expenditures relating to the Flagstaff Watershed Protection Project, Public Safety/City Operations Communication System, Water Projects and Wastewater Projects, and establishing an effective date. | |||||||
STAFF RECOMMENDED ACTION: | ||||||||
1) Read Resolution No. 2018-18 by title only
2) City Clerk reads Resolution No. 2018-18 by title only (if approved above) 3) Adopt Resolution No. 2018-18 |
||||||||
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).
|
||||||||
9. | ROLL CALL NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means.
|
|||||||
10. | PUBLIC PARTICIPATION | |||||||
11. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | |||||||
12. | PUBLIC HEARING ITEMS | |||||||
13. | DISCUSSION ITEMS | |||||||
A. | Climate Action and Adaptation Plan Update | |||||||
B. | Discussion/Direction: Proposed Amendment to the City of Flagstaff's Procurement Code Manual, Article 30, Section (B)(2), "Suspension, Debarment." | |||||||
C. | Discussion/Direction: Staff Proposed Amendments to the City's Procurement Code Manual. | |||||||
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 Citizens' Petition requesting consideration of a Council resolution re the Coconino County Detention Center Policy. | |||||||
B. | Future Agenda Item Request (F.A.I.R.): A Citizens' Petition Requesting the City Council levy a capital projects tax of one-eighth of one cent per dollar over an estimated term of fifteen years or until the amount of $45,879,876 plus an estimated projects maintenance of $6,395,000 for a total of $52,274,876 is collected on all sales or uses within the City of Flagstaff that are subject to the Arizona State Transaction Privilege Tax and use the proceeds for acquisition and development of one or more of the recommended FOSPR projects. | |||||||
16. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||
17. | ADJOURNMENT | |||||||
|
6.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Master Recycler Program Update and Recognition | |||||
STAFF RECOMMENDED ACTION: | |||||
Informational update and recognition. | |||||
Executive Summary: | |||||
The Master Recycler Program is a volunteer outreach corps trained on waste-related topics. Volunteers participate in an extensive eight-week training course that features presentations on recycling, waste prevention, composting, sustainable behavior change, working with youth and more. Following completion of the course, graduates commit to completing at least thirty (30) hours of volunteer service by providing waste-related outreach in the community. The Program strives to bridge the gap between awareness and action and motivate people to reduce waste in their homes and workplaces. Sustainability staff recently concluded the second Master Recycler Program training course and would like to recognize the 2018 graduates. |
|||||
Financial Impact: | |||||
In 2017, the first class of Master Recycler volunteers collectively completed a total of 406 volunteer hours and reached over 12,000 Flagstaff residents through direct outreach. This is an estimated value of more than $10,000.00. | |||||
Policy Impact: | |||||
None. | |||||
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.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. |
|||||
Previous Council Decision on This: | |||||
The Rethink Waste Plan was adopted in October 2017 which established a zero waste goal for the community by 2050. | |||||
Background and History: | |||||
The Master Recycler Program was created in 2017 to provide waste-related outreach and inspire sustainable behaviors. The Program is a volunteer outreach corps trained on waste-related topics through an extensive eight-week course that features industry experts and field trips to local waste processing and recycling facilities. | |||||
Key Considerations: | |||||
Thirty (30) community members completed this year’s course, which covered topics such as curbside recycling, re-use, food waste prevention, sustainable behavior change and more. The 2018 Master Recyclers will join the twenty-nine (29) 2017 graduates. As a requirement of the course, the Master Recyclers commit to completing at least thirty (30) hours of volunteer service by providing waste-related outreach in the Flagstaff community. | |||||
Community Involvement: | |||||
In 2017, the first class of Master Recycler volunteers collectively completed a total of 406 volunteer hours and reached over 12,000 Flagstaff residents through direct outreach. Approximately fifty percent (50%) of the conversations Master Recyclers had with community members focused on the topic of curbside recycling. They also talked to the public about how to be more thoughtful consumers, the importance of fixing and reusing items, and sustainable building. These direct forms of outreach are key to promoting sustainable behaviors and achieving Council’s climate and waste-related goals. | |||||
Expanded Options and Alternatives: | |||||
Inform: Master Recyclers receive in-depth knowledge of Flagstaff's waste system and future goals as part of the course and continued involvement. Involve: Staff seeks the feedback of Master Recyclers as part of course and after to evaluate efforts and future vision. Collaborate: Following the Master Recycler course, volunteers assist staff in implementing waste-related programming by educating and empowering fellow community members and businesses. |
|||||
Attachments: | Master Recycler Update Presentation |
7.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Appointments: Open Spaces Commission. | |||||
STAFF RECOMMENDED ACTION: | |||||
Make one appointment to a term expiring April 2021.
|
|||||
Executive Summary: | |||||
The Open Spaces Commission consists of seven regular members all of whom shall be appointed by the City Council, except for designee from the Planning and Zoning Commission. The commission serves as an advisory body on the acquisition, management, use, restoration, enhancement, protection, and conservation of open space land. There is currently one seat available. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis. There are two applications on file for consideration by the Council, they are as follows: Josh Edwards (new applicant) Wm. Michael Wilson (new applicant) In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately. COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Barotz. |
|||||
Financial Impact: | |||||
These are voluntary positions and there is no budgetary impact to the City of Flagstaff.
|
|||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
There is no Council goal that specifically addresses appointments to Boards and Commissions; however, boards and commissions do provide input and recommendations based on City Council goals that may pertain to the board or commission work plan. | |||||
Has There Been Previous Council Decision on This: | |||||
None. | |||||
Options and Alternatives: | |||||
1) Appoint one Commissioner: By appointing members at this time, the Open Spaces Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 2) Postpone the action to allow for further discussion or expand the list of candidates. |
|||||
Community Involvement: | |||||
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government. | |||||
Expanded Options and Alternatives: | |||||
INFORM: The vacancies are posted on the City's website and individual recruitment and mention of the opening by Commission members and City staff has occurred, informing others of this vacancy through word of mouth. | |||||
Attachments: | Open Spaces Authority |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||||||||
Consideration and Approval of Contract: Approve the construction contract with Eagle Mountain Construction Company in the amount of $229,113.00 for the Milton Sewer Rehabilitation, Phase 2. | |||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||
|
|||||||||||
Executive Summary: | |||||||||||
Award of this contract will authorize the construction of the second phase of the Milton Sewer Rehabilitation project in accordance with the approved public improvement plans prepared by Brown & Caldwell. The work will slip line 516 linear feet of 8-inch diameter sewer main and 344 linear feet of 12-inch diameter sewer main with cured-in-place pipe (CIPP) liner and will rehabilitate 5 sewer manholes. Please see the attached context and vicinity maps. |
|||||||||||
Financial Impact: | |||||||||||
The work is funded from the FY18 Annual Sewerline Replacement Program (account numbers 203-08-375-3220-0-4463 and 203-08-375-3368-0-4466). | |||||||||||
Policy Impact: | |||||||||||
None.
|
|||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||||||||
Council Goal - Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Team Flagstaff Strategic Plan Priority #3 (2) Deliver outstanding services through a healthy environment, resources, and infrastructure. Regional Plan Policy WR2.2 - Maintain and develop facilities to provide reliable, safe and cost-effective water, wastewater and reclaimed water services. |
|||||||||||
Has There Been Previous Council Decision on This: | |||||||||||
Council previously approved the FY18 Annual Sewerline Replacement in the FY18 budget. |
|||||||||||
Options and Alternatives: | |||||||||||
|
|||||||||||
Background and History: | |||||||||||
The City performs ongoing pipeline inspections in the wastewater collection system. An inspection discovered severe corrosion in a 160 linear foot section of the 8" diameter sewer main located under South Milton Road between Butler Avenue and Tucson Avenue. Replacement of the severely compromised sewer pipe in the initial phase of the project was completed in July 2017 by Achen-Gardner Construction via a Job Order Contract. On January 18, 2018, the Purchasing section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBid's website and advertised the IFB in the Arizona Daily Sun on January 21 and 28, 2018. There were three (3) bids received and opened electronically on February 15, 2018 (Bid summaries identified in the Key Considerations section below). Eagle Mountain Construction Company was determined to be the lowest responsive and responsible bidder. |
|||||||||||
Key Considerations: | |||||||||||
The second phase of the work will be slip lining 860 linear feet of sewer main with a cured-in-place pipe (CIPP) liner from Phoenix Avenue to Butler Avenue and rehabilitation of the associated manholes. The interior of the manholes will be cleaned, patched and will receive a coating to protect against corrosion. On February 15, 2018, three (3) bids were received for the second phase of the project.
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and is included in the contract amount. The $20,000 contract allowance is 8% of the engineer’s estimate of cost. The allowance is used only at the City’s discretion. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount. |
|||||||||||
Community Benefits and Considerations: | |||||||||||
The work is funded from the FY18 Annual Sewerline Replacement Program.
|
|||||||||||
Community Involvement: | |||||||||||
The project will ensure the integrity of this segment of the wastewater collection system for years to come. | |||||||||||
Attachments: | Construction Contract | ||
Contract Exhibit A - MAG Revisions | |||
Contract Exhibit B - Special Provisions | |||
Vicinity Map | |||
Context Map |
8.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Approve the construction contract with Kinney Construction, LLC in the amount of $573,133.00 for the Fountaine Water and Sewer Improvement Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
The contract award of $573,133.00 to the contractor is proposed to complete a project that includes installing new water mains, new water services, new fire hydrants, new sewer main, new sewer services and a mill and asphalt overlay ("Project"). The Project is scheduled to begin in the summer of 2018. The Project includes one block of Fountaine Street, one block of Ashurst Avenue and approximately 500 linear feet of an existing paved alleyway just north of Franklin Avenue. Please see the attached context map and vicinity map for details. This contract amount requires Council consideration and authorization in order to proceed. |
|||||
Financial Impact: | |||||
The Project is funded by the total budget appropriations of $675,000.00 which is programmed in the Water and Wastewater 5-Year CIP plan. The amount of $600,000.00 is coming from the FY19 proposed budget for the Fountaine WL Replacement Project (acct. # 202-08-370-3402-0-4463). The remaining $75,000.00 will come from the FY18 Aging Water Infrastructure Program (acct. # 202-08-370-3157-0-4463). | |||||
Policy Impact: | |||||
No impact
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals: Transportation and Other Public Infrastructure Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan Goals: Water Sources Goals and Policies Policy WR.2.2 - Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services. Safe and Efficient Multimodal Transportation Goals and Policies Policy T.2.1 - Design infrastructure to provide safe and efficient movement of vehicles, bicycles, and pedestrians. |
|||||
Has There Been Previous Council Decision on This: | |||||
Council approved the City of Flagstaff’s on-call consultant contract, through which a consultant services contract for the design of the Fountaine Water and Sewer Improvement Project was executed with Civil Design and Engineering, Inc. |
|||||
Options and Alternatives: | |||||
1. Approve the Project contract as recommended. Approval will allow work to move forward in the summer of 2018; or 2. Reject all bids. This action would delay the Project. If rejection occurs, possible options Include: a) Re-solicit the Project at a later date; or b) Suspend or cancel the Project. |
|||||
Background and History: | |||||
The Project has a general scope to upgrade the existing water mains, water services, sewer main, sewer services and fire hydrants in Fountaine Street, Ashurst Avenue and in an alleyway just north of Franklin Avenue. Fountaine Street and Ashurst Avenue will receive a mill and asphalt overlay while the existing alleyway will receive the standard trench asphalt patch. Construction impacts may include traffic detours, temporary lane closures with traffic flaggers. Coordination with property owners will be made for water and sewer service upgrades. The Project is included in a Fund that has been programmed in the Capital Improvement 5-year plan. The Purchasing section posted the Invitation for Bids solicitation for construction on January 18, 2018, on Purchasing's PlanetBids electronic bidding website, and advertised in the newspaper on January 21st and 28th. There were five bids received on the opening date of February 27, 2018, and staff determined that Kinney Construction, LLC is the lowest responsive and responsible bidder. |
|||||
Key Considerations: | |||||
The existing water and sewer main in this area of the Flagstaff Brannen Addition neighborhood are aging and in need of replacement. The water mains were originally constructed in 1947 and 1948. The sewer main was constructed in 1952. | |||||
Community Benefits and Considerations: | |||||
Below is a summary of the bids received. Engineer’s Estimate $553,904.08 Kinney Construction LLC $573,133.00 McDonald Brothers Construction $638,458.64 Mountain High Excavating, Inc. $732,292.00 Standard Construction Co., Inc. $767,975.00 Eagle Mountain Construction, Inc. $820,303.00 Included in the contract amount will be an allowance of $40,000.00. The allowance will be used for unforeseen items of work. The Project Manager, Section Head and Division Head will have the authority to approve the use of the allowance in accordance with City Employee Directive No. 2-021. Change Order Authority establishes a dollar amount (10% of the contract amount, less allowance) and provides the City Manager, on behalf of the Council, authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount and in excess of the contract allowance. |
|||||
Community Involvement: | |||||
The Community benefits of this Project include better service from the water distribution infrastructure, wastewater collection services and a new pavement surface for the neighborhood roads. Additional Project information and traffic restriction advisories will be provided as necessary through local media releases and other communication methods. |
|||||
Expanded Options and Alternatives: | |||||
Inform – A letter was sent to the property owners on March 1, 2018, informing them of the Project and when they could expect construction to begin if the Council granted the contract. |
|||||
Attachments: | Construction Contract | ||
Contract Exhibit A MAG Revisions | |||
Contract Exhibit B Special Provisions | |||
Context Map | |||
Vicinity Map |
8.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Applications and Acceptance upon Award: Arizona Governor's Office of Highway Safety (GOHS) Federal Fiscal Year 2019 for Fire Department Application grant funding for large set of battery operated extrication tools. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the application (s) and acceptance of an award from the Arizona Governor's Office of Highway Safety (GOHS) for grant funds in the amount of three separate grant submittals to purchase heavy duty battery operated extrication equipment; 1) Heavy Duty Cutters - $10,355- 2) Heavy Duty Spreader - $12,535- 3) Heavy Duty Ram - $8,175 |
|||||
Executive Summary: | |||||
This Staff Summary seeks approval of the grant applications and approval upon award of GOHS grant funding for the Flagstaff Fire Department. We are requesting grant funds in the amount of three separate grant submittals; 1) Heavy Duty Cutters - $10,355- 2) Heavy Duty Spreader - $12,535- 3) Heavy Duty Ram - $8,175 . Grant funds allocated by these FY 2019 grants to the Flagstaff Fire Department, will assist in the purchase of portable battery operated heavy duty extrication tools. These funds are not otherwise available in our budget. There is no match requirement for this grant. |
|||||
Financial Impact: | |||||
There is no significant financial impact to the Flagstaff Fire Department in terms of costs. The expenditures will be budgeted in FY 2019 in 001-03-052-6044-2-4405 with 100% offset in grant revenue. |
|||||
Policy Impact: | |||||
No policy impact. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Strategic Plan Priority: Provide exceptional service |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, Council has accepted prior funded GOHS grants for the Fire Department |
|||||
Options and Alternatives: | |||||
- Approve the Grant Application(s) and Acceptance Upon Award - Disapprove the Grant Applications(s) and Do Not Accept Award |
|||||
Background and History: | |||||
The Flagstaff Fire Department is an All-Risk emergency response entity that covers response to numerous major highways and interstates in the City and region. Last year alone, we responded to 344 Highway incidents (293 - Motor Vehicle Accidents (MVA’s), 51 MVA vs. Pedestrian) requiring our units to provide Advanced Life Support (ALS) and or extrication abilities. We are also called in to support four adjacent Fire Districts for Mutual Aid, which are commonly due to multi-vehicle, or large semi type MVA’s on the Interstates. By putting these heavier duty tools on our centrally staged extrication front line response unit, we are able to provide extrication to our patients much more effectively and decrease the time our Firefighters are on the scene (often with only one lane allowed to be shut down in order to keep traffic moving on the Interstates), which in turn would significantly increase our and commuter safety. |
|||||
Key Considerations: | |||||
The Flagstaff Fire Department is the primary Emergency Medical Response (EMS) agency for all motor vehicle accidents in the City and also respond for any large incident within the region. Due to our location at the intersection of I-40 and I-17 we see dozens of high speed accidents that require extrication equipment to remove entrapped patients. We are looking at putting these heavier duty battery operated units on our centrally located unit (Station #2). Currently we have an older generator type unit that is part of our Quint, but plan to move the Quints into an East/West Co-staff scenario to reduce apparatus costs and increase response times with a smaller Type 1 Engine at Station #2. By using more powerful battery operated units on a smaller Type 1 Engine (v. Quint), we would be able to reduce the impacts of reduced or stopped traffic flow in our response areas during incidents. These very versatile and powerful tools would allow our central based extrication unit (located adjacent to the 1-40 and I-17 corridors) to have access to a heavy duty battery operated tool for immediate extrication efforts that are commonly beyond the capabilities of the smaller Combi Tools we carry on the departments other Type 1 Engines. The benefit of this heavy duty set of tools would dramatically enhance our ability to provide effective and rapid extrication in multiple locations for our heavily traveled 4 season region when larger (or smaller) vehicles are involved. |
|||||
Community Involvement: | |||||
|
|||||
Attachments: | Cover Letter | ||
FFY19 GOHS Application-Extrication Equip Cutter | |||
FFY19 GOHS Application-Extrication Equip Ram | |||
FFY19 GOHS Application-Extrication Equip Spreader |
8.D.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Grant Application(s) and Acceptance upon Award: Approval of Arizona Governor's Office of Highway Safety FY2019 Police Department Grant Application(s) for Law Enforcement Projects and Acceptance Upon Award of grant funding for: (1) DUI Abatement Council Proposal; (2) Driving Under the Influence Task Force; (3) Youth Alcohol Prevention and Interdiction Projects; and (4) the purchase of patrol radar units. |
|||||
STAFF RECOMMENDED ACTION: | |||||
Approve the City of Flagstaff Police Department (FPD) grant application(s) and acceptance of an award from the Arizona Governor's Office of Highway Safety (GOHS) for grant funds in the amount of: (1) $30,000.00 for a DUI Abatement Council Proposal; (2) $56,550.00 for a Driving Under the Influence Task Force; (3) $55,200.00 for Youth Alcohol Prevention and Interdiction Task Force Projects; and (4) $23,025.00 for the purchase of 15 handheld patrol radar units and 5 vehicle mounted radar units. | |||||
Executive Summary: | |||||
Staff seeks approval of the grant applications and approval upon award of GOHS grant funding for DUI abatement projects and purchases. The City has applied for grant funds for overtime DUI enforcement and investigation of alcohol-related crimes in the City and for the purchase of patrol radar units. These grant funds may not otherwise be available in the City's budget. There is no match requirement for this grant. | |||||
Financial Impact: | |||||
There is no significant financial impact on the City. The expenditures will be budgeted in FY2019 in account number (001-04-062-6069-2) with 100% offset in grant revenue.
|
|||||
Policy Impact: | |||||
No policy impact. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Effective Governance. | |||||
Has There Been Previous Council Decision on This: | |||||
Yes, Council has approved FPD application(s) and acceptance of grant awards from the GOHS in the past. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
The City considers any loss of life or limb to a drug or alcohol-related motor vehicle accidents unacceptable. Every officer in the FPD works to protect life and property through DUI collision reduction. To this end, FPD has conducted both in-service and advanced officer training in DUI detection with a longstanding tradition of aggressive DUI interdiction and enforcement.
|
|||||
Key Considerations: | |||||
The law-abiding citizens of the City expect and deserve that the streets and neighborhoods will be places where they feel safe. The approval of these grant applications will assist with additional resources to help FPD reduce collisions by removing impaired drivers, conducting underage alcohol prevention/education, and providing patrol radar units so officers are able to enforce speeding violations. The numerous letters and comments the FPD receives regarding traffic violations and concerns from citizens reinforce this goal. | |||||
Community Involvement: | |||||
The FPD grant applications and approval upon award will assist the Flagstaff Police Department to prevent and control crime, administer justice, and educate the citizens of the City. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | FFY19 GOHS Application-DUI Abatement | ||
FFY19 GOHS Application-DUI Task Force | |||
FFY19 GOHS Application-Traffic Radars | |||
FFY19 GOHS Application-Youth Alcohol Prevention |
8.E.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2018-18: Resolution of the City Council of the City of Flagstaff, Arizona, declaring, for the purposes of Section 1.150-2 of the Federal Treasury Regulations, official intent to be reimbursed in connection with certain capital expenditures relating to the Flagstaff Watershed Protection Project, Public Safety/City Operations Communication System, Water Projects and Wastewater Projects, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2018-18 by title only
2) City Clerk reads Resolution No. 2018-18 by title only (if approved above) 3) Adopt Resolution No. 2018-18 |
|||||
Executive Summary: | |||||
This resolution will allow the City to reimburse itself for expenditures made on voter-approved projects and water and wastewater projects that are currently being planned or under construction in advance of issuing the debt (bonds) for the projects. Federal regulations provide that the City may reimburse itself for expenditures incurred prior to the issuing of debt so long as this type resolution is adopted. Without the resolution, only City expenditures incurred after issuance of debt would be allowed. | |||||
Financial Impact: | |||||
City expenditures to be reimbursed with debt obligation are budgeted in FY 2018 for the Flagstaff Watershed Protection Project (407-03-425-varies), Public Safety/City Operations Communication System (001-04-061-0220-2-4229), Water projects (202-08-370-varies) and Wastewater projects (203-08-375-varies). There is no cost to approving this resolution. |
|||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals: Environmental and Natural Resources: Actively manage and protect all environmental and natural resources. Transportation and Other Public Infrastructure-Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system. Regional Plan: Goal E&C.3. Strengthen community and natural environment resiliency through climate adaptation efforts. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. The City Council approves annual budgets and awards contracts for the expenditures being reimbursed by debt financing. Voters approved the Flagstaff Watershed Protection Project and the Public Safety/City Operations Communication System. Council approved water and wastewater rates which included debt financing for capital projects. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
Flagstaff Watershed Protection Project On November 6, 2012, a general election was held by the City of Flagstaff whereby the citizens authorized the Flagstaff Watershed Protection Project ballot measure. This is was to protect our local watershed through the management of the forest areas on City, State, and Federal lands. Voters authorized the issuance of $10,000,000 in general obligation debt. The City has issued $2,000,000 in general obligation debt in March 2013 and $2,000,000 in general obligation debt in July 2016. We are planning on issuing the remaining $6,000,000 in debt during Fiscal Year 2019. The debt service payments will be made from secondary property taxes. Public Safety/City Operations Communication System On November 6, 2012, a general election was held by the City of Flagstaff whereby the citizens authorized the Public Safety/City Operations Communications System ballot measure. This is to upgrade the communication system in partnership with Northern Arizona University. Voters authorized the issuance of $4,720,000 in general obligation debt. The City has issued $3,952,287 in general obligation debt in September 2011 and $405,000 in general obligation debt in September 2011. We are planning on issuing the remaining $362,713 in debt during Fiscal Year 2019. The debt service payments will be made from secondary property taxes. Water and Wastewater Projects Financing On April 19, 2016, Council adopted new rates for water and wastewater. The rates were based on a formal rate analysis completed by a consultant. The rate study included issuance of debt to finance water and wastewater capital projects. Both water and wastewater rate studies estimated that the City would issue debt as early as the Fiscal Year 2016. Both the Water Fund and Wastewater Funds were able to maintain adequate fund balance without financing projects until Fiscal Year 2019. We are planning on issuing up to $5,000,000 for water projects and up to $4,500,000 for wastewater projects in Fiscal Year 2019. The debt service payments will be made from water and wastewater revenues. |
|||||
Key Considerations: | |||||
IRS regulations are very specific as to what capital expenditures are eligible for reimbursement. These expenditures must be any cost of a type that is properly chargeable to a capital account (or would be or chargeable with a proper election) under general federal income tax guidelines. |
|||||
Expanded Options and Alternatives: | |||||
Inform: This resolution informs the community of its intent to reimburse construction projects with future debt issuances. Empower: The Citizens of Flagstaff approved the Flagstaff Watershed Protection Project and the Public Safety/City Communication System at the November 2012 election. |
|||||
Attachments: | Res. 2018-18 |
13.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE | |||||
Climate Action and Adaptation Plan Update | |||||
STAFF RECOMMENDED ACTION: | |||||
This is an informational update on the Climate Action and Adaptation Plan.
|
|||||
EXECUTIVE SUMMARY: | |||||
To achieve the City Council’s goal of strong climate action, City staff are working with community members to develop the Flagstaff Climate Action and Adaptation Plan (Plan). Staff will provide an update on the status of the Plan which addresses: Completed Activities:
|
|||||
INFORMATION: | |||||
Connection to Council Goal and/or Regional Plan: Council Goals: Take meaningful climate change action. Regional Plan: Goal E.1. Increase energy efficiency Goal E.2. Expand production and use of renewable energy Goal E&C.1. Proactively improve and maintain the region’s air quality. Goal E&C.2 Reduce Greenhouse gas emissions Goal E&C.3 Strengthen community and natural environment resiliency through climate adaptation efforts. Goal E&C.4. Integrate the best available science into all policies governing the use and conservation of Flagstaff’s natural resources. Financial Impact: Staff has proposed climate action and adaptation projects through the FY19 budget process. The Plan will recommend climate mitigation and preparedness projects, which will require an ongoing financial commitment by the City. |
|||||
Attachments: | PowerPoint |
13.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Discussion/Direction: Proposed Amendment to the City of Flagstaff's Procurement Code Manual, Article 30, Section (B)(2), "Suspension, Debarment." | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction. | |||||
EXECUTIVE SUMMARY: | |||||
On April 4, 2017, Councilmember Putzova presented a Future Agenda Item Requests (F.A.I.R.) to have a discussion related to amending the City's Procurement Code Manual, specifically setting some standards for the type of business partners we prefer conducting business with and those that meet rigorous standards of social and environmental performance and accountability and transparency. Two or more councilmembers agreed to have a conversation related to the FAIR item. On September 26, 2017, the FAIR item was discussed at the work session to determine if other Councilmembers were interested in discussing a proposed amendment to the City of Flagstaff Procurement Code Manual, Article 30, Section (B)(2), "Suspension, Debarment." Councilmember Putzova provided management with a proposed amendment to the Procurement Code Manual. Four or more councilmembers agreed to place the FAIR item on a future work session to provide staff with direction. Current language: The causes for suspension or debarment may include, but are not limited to, the following: Conviction of any person or any subsidiary or affiliate of any person under any statute of the Federal Government, this State or any other state for embezzlement, theft, fraudulent schemes and artifices, fraudulent schemes and practices, bid rigging, perjury, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty which affects responsibility as a City contractor. |
|||||
INFORMATION: | |||||
Proposed Amendment (In capitalized letters): The causes for suspension or debarment may include, but are not limited to, the following: Conviction of any person or any subsidiary or affiliate of any person under any statute of the Federal Government, this State or any other state for embezzlement, theft, fraudulent schemes and artifices, fraudulent schemes and practices, bid rigging, perjury, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty which affects responsibility as a City contractor, OR VIOLATION OF A RELEVANT CRIMINAL STATUTE, AS EVIDENCED BY A PUBLIC ENFORCEMENT ORDER OR JUDGMENT, SETTLEMENT WITH A RELEVANT FEDERAL OR STATE ENFORCEMENT AGENCY, IMPOSITION OF FINES OR PENALTIES, OR OTHER FORMAL FINDING BY THE RELEVANT ENFORCEMENT AGENCY WITH REGULATORY ENFORCEMENT AUTHORITY UNDER THE APPLICABLE CONSUMER PROTECTION LAW. Staff will be providing additional information in the final agenda packet that was not available at the deadline for the draft agenda packet. |
|||||
Attachments: | Power Point Presentation |
13.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Discussion/Direction: Staff Proposed Amendments to the City's Procurement Code Manual. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council Direction. | |||||
EXECUTIVE SUMMARY: | |||||
This work session item will provide an overview of six (6) staff proposed amendments to the City's Procurement Code Manual and to seek input and direction from Council. | |||||
INFORMATION: | |||||
The City's Purchasing Director will present information on staff proposed amendments to the City's Procurement Code Manual. The staff proposed amendments are identified in red font in the attached Procurement Code Manual. Staff Proposed Amendments:
|
|||||
Attachments: | Procurement Code Amendment | ||
Procurement Code Proposed Staff Amendments |
15.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A Citizens' Petition requesting consideration of a Council resolution re the Coconino County Detention Center Policy. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
|
|||||
EXECUTIVE SUMMARY: | |||||
In accordance with Art. II, Sect. 17 of the Flagstaff City Charter, any citizen may present a written petition to the City Manager, signed by a minimum of 25 citizens from the City...who shall present it to the Council at its next regular meeting. The attached petition was filed with the City Manager's Office on March 9, 2018, requesting that the Council consider a resolution re the Coconino County Detention Center Policy. | |||||
INFORMATION: | |||||
Chapter 1-12 of the Flagstaff City Code formalizes the information to be required, and the attached petition conforms to those requirements. As outlined in this chapter, the petition is to be submitted to the Council under Future Agenda Item Request (F.A.I.R.) to determine if there is Council interest in placing the item on a future agenda for consideration. Failure to give such direction shall constitute "action" for the purposes of this section. | |||||
Attachments: | Cit. Pet. #2018-02 |
15.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A Citizens' Petition Requesting the City Council levy a capital projects tax of one-eighth of one cent per dollar over an estimated term of fifteen years or until the amount of $45,879,876 plus an estimated projects maintenance of $6,395,000 for a total of $52,274,876 is collected on all sales or uses within the City of Flagstaff that are subject to the Arizona State Transaction Privilege Tax and use the proceeds for acquisition and development of one or more of the recommended FOSPR projects. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
|
|||||
EXECUTIVE SUMMARY: | |||||
In accordance with Art. II, Sect. 17 of the Flagstaff City Charter, any citizen may present a written petition to the City Manager, signed by a minimum of 25 citizens from the City...who shall present it to the Council at its next regular meeting. The attached petition was filed with the City Manager's Office on March 20, 2018, requesting that the Council consider action to levy a capital projects tax of one-eighth of one cent per dollar. | |||||
INFORMATION: | |||||
Chapter 1-12 of the Flagstaff City Code formalizes the information to be required, and the attached petition conforms to those requirements. As outlined in this chapter, the petition is to be submitted to the Council under Future Agenda Item Request (F.A.I.R.) to determine if there is Council interest in placing the item on a future agenda for consideration. Failure to give such direction shall constitute "action" for the purposes of this section. | |||||
Attachments: | Cit. Pet. #2018-03 |