FINAL 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
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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. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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5. | PROCLAMATIONS AND RECOGNITIONS |
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6. | 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 Municipal Services Accounts, Miscellaneous Account Receivable, and Insufficient Funds Write-offs: Delinquency and Uncollectible Accounts for FY 2018 | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the write off of delinquent and uncollectible Municipal Services accounts (water/solid waste utility services), Miscellaneous Account Receivables (variety of fees, lease revenue, retiree insurance), and Insufficient Funds (returned checks) in the amount of $156,817.65.
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B. | Consideration and Approval of Street Closure(s): 9th Annual Hopi Arts and Cultural Festival. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the street closure at Aspen Avenue between Leroux Street and San Francisco on Saturday, September 29 at 5:00 AM to Sunday, September 30 at 7:30 PM.
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7. | ROUTINE ITEMS | ||||||||
A. | Consideration and Approval of Contract: Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00 for the Road Repair and Street Safety Program Bundle #3 Mountain/Mesa project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00, which includes a $70,000.00 Contract Allowance and a Contract Timeframe of 120 calendar days; and
2) Approve Change Order Authority to the City Manager in the amount of $86,330.00 (10% of the Contract Price, less the Contract Allowance); and 3) Authorize the City Manager to execute the necessary documents. |
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B. | Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
At the June 5, 2018 Council Meeting:
1) Read Ordinance No. 2018-19 by title only for the final time 2) City Clerk reads Ordinance No. 2018-19 by title only (if approved above) 3) Adopt Ordinance No. 2018-19 |
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C. | Consideration and Approval of Contract: Temporary Emergency Stand-by Power for Water Services - Water Production Operations | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve a service agreement with Empire CAT for an initial three month rental of two 800KW generators and one 350KW generator for $57,400.75 plus applicable tax, through the National Joint Powers Alliance (NJPA) Contract #120617-CAT.
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RECESS
6:00 P.M. MEETING 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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8. | ROLL CALL
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9. | PLEDGE OF ALLEGIANCE | ||||||||
10. | PUBLIC PARTICIPATION | ||||||||
11. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA |
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12. | PUBLIC HEARING ITEMS | ||||||||
A. | Public Hearing, Consideration and Adoption of Ordinance No. 2018-21: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 10, the City of Flagstaff Zoning Code, Chapter 10-20, Administration, Procedures, and Enforcement, Division 10-20.30, Common Procedures, Section 10-20.30.100, Final Decisions and Division 10-20.80, Procedures for Appeals, Section 10-20.80.030, Appeals of Permits and Other Approvals, providing for repeal of conflicting ordinances, severability, and establishing an effective date. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
At the June 5, 2018 Council Meeting:
1) Hold Public Hearing 2) Read Ordinance No. 2018-21 by title only for the first time 3) City Clerk reads Ordinance No. 2018-21 by title only (if approved above) At the June 19, 2018 Council Meeting: 4) Read Ordinance No. 2018-21 by title only for the final time 5) City Clerk reads Ordinance No. 2018-21 by title only (if approved above) 6) Adopt Ordinance No. 2018-21 |
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13. | REGULAR AGENDA | ||||||||
A. | Consideration and Adoption of Resolution No. 2018-29: A resolution approving the Intergovernmental Agreement for Dispatch Services between the Pinewood Fire District and the City of Flagstaff. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2018-29 by title only
2) City Clerk reads Resolution No. 2018-29 by title only (if approved above) 3) Adopt Resolution No. 2018-29 |
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B. | Consideration and Adoption of Resolution No. 2018-30: A resolution of the Council of the City of Flagstaff, Arizona adopting the tentative estimates of the amounts required for the public expense for the City of Flagstaff for Fiscal Year 2018-2019; adopting a Tentative Budget; setting forth the receipts and expenditures; the amount proposed to be raised by direct property taxation; giving notice of the time for hearing taxpayers, for adopting of Budget and for fixing the tax levies. (Adopt Tentative Budget for City FY 18-19) | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2018-30 by title only
2) City Clerk reads Resolution No. 2018-30 by title only (if approved above) 3) Adopt Resolution No. 2018-30 |
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C. |
Consideration and Adoption of Resolution No. 2018-27: A resolution of the City Council of the City of Flagstaff, Arizona declaring that certain document known as "the 2018 Business License Regulations" as a public record; and Ordinance No. 2018-22, an ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Title 3, Business Regulations, Chapters 3-01, 3-03, 3-05, and 3- |
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STAFF RECOMMENDED ACTION: | |||||||||
At the June 5, 2018, Council Meeting:
1) Read Resolution No. 2018-27 by title only 2) City Clerk reads Resolution No. 2018-27 by title only (if approved above) 3) Read Ordinance No. 2018-22 by title only for the first time 4) City Clerk reads Ordinance No. 2018-22 by title only (if approved above) At the June 19, 2018, Council meeting: 5) Adopt Resolution No. 2018-27 6) Read Ordinance No. 2018-22 by title only for the final time 7) City Clerk reads Ordinance No. 2018-22 by title only (if approved above) 8) Adopt Ordinance No. 2018-22 |
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14. | DISCUSSION ITEMS | ||||||||
0. | Discussion/Direction of Proposed Ballot Language for Transportation-Related Questions. | ||||||||
A. | Discussion: Possible ordinance of the City Council of the City of Flagstaff adjusting the salaries of future City Council members by amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code. | ||||||||
15. | COUNCIL LIAISON REPORTS | ||||||||
16. | 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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17. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | ||||||||
18. | ADJOURNMENT | ||||||||
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6.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Consideration and Approval of Municipal Services Accounts, Miscellaneous Account Receivable, and Insufficient Funds Write-offs: Delinquency and Uncollectible Accounts for FY 2018 | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Approve the write off of delinquent and uncollectible Municipal Services accounts (water/solid waste utility services), Miscellaneous Account Receivables (variety of fees, lease revenue, retiree insurance), and Insufficient Funds (returned checks) in the amount of $156,817.65.
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Executive Summary: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The Council is requested to approve the write-offs of $156,817.65 in accounts receivable deemed to be uncollectible for the fiscal year ending June 30, 2018. Generally accepted business practices allow for the write off of uncollectible accounts annually. City staff has exhausted collection efforts on the eligible accounts and will no longer actively collect them. Where possible, City reports amounts due to a credit reporting agency. As a result, debt that has previously been written off is occasionally paid sometime later to clear a customer's outstanding debt. Pursuant to state law, individual utility account information is not subject to public release. |
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Financial Impact: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Each year, the City reserves funds, anticipating that there will be uncollectible Municipal Services accounts and Miscellaneous Account Receivables. The reserves are computed at the end of each fiscal year to project the potential write-offs for the upcoming year. These are based on a calculation utilizing all aged accounts, current year write-offs, as well as the consideration of anomalies and anticipated changes in procedures impacting collections. In FY 2017, the amount reserved for Municipal Services uncollectible accounts was $128,000, with $65,000 for Miscellaneous Accounts Receivable. This recommendation of $117,902.90 and $38,212.57 respectively reflect 92% and 59% of the reserved amounts. In addition, there is $702.18 uncollectable from Insufficient (returned checks) related to payments made at the libraries, at the recreation centers, and for sales tax accounts. No reserve is set aside for Insufficient Funds. |
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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: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Background and History: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Before any account is eligible for write off, staff must initiate collection efforts on each account after it becomes delinquent. When collection efforts are exhausted, the account is eligible for a write-off. If possible, any amounts due are applied to the customer's credit. If placed on the customer’s credit, the amount owed remains active for 7 years after the delinquency date. Application against the credit of the debtor may lead to the recovery of some of the delinquent amounts in the future. This often occurs when customers apply for credit via other avenues (i.e., mortgages, car loans, apartment rentals, etc.). Total Municipal Services billings for FY 2018 are estimated at $34 million and Miscellaneous Accounts Receivables billings at $15 million. The write-offs are $117,902.90 or 0.34% of the total revenue estimate for Municipal Services and $38,212.57 or 0.25% of the total revenue for Miscellaneous Accounts Receivables. The number of write-offs increased in FY 2018 due to issues with the previous payment processor and Miscellaneous Accounts Receivables is higher due to a few unique uncollectible accounts which we do not foresee happening in the near future. We anticipate both will be lower next fiscal year due to improved payment processing and collection efforts. Write-offs continue to be significantly less for both Municipal Services and Insufficient Funds than in FY 2014 and FY 2015. The first significant change was the approval by City Council in the summer of 2014 to increase the Municipal Services deposit for residential and commercial customers. This continues to be a significant factor in reducing the number of Municipal Services write-offs. Residential customer deposits went from $25 to $150 and commercial customer deposits went from a time-intensive calculated rate to a flat rate of $300. When customers do not pay a past due bill and do not respond to collection efforts, the City recoups a higher percentage of the delinquent amount by applying the higher deposit to the outstanding balance. Additionally, the higher deposit typically covers the amount due on final bills, reducing write-offs from customers who have moved and have not provided an accurate forwarding address. The other significant change relates to improved teamwork and timeliness of City collection efforts. Customer accounts are being disconnected prior to large unpaid balances accumulating. Customers are being contacted after their accounts are closed and before postal delivery forwarding orders have expired. At that time customers are being notified of the City's intent to report their accounts to a credit reporting agency if the final bills are not paid. To further improve the collection processes, we have begun sending out delinquency postcards and soon will be contacting customers.
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Key Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Staff worked the write off accounts by using billing statements, letters, and telephone calls. When customers fail to make payments, they may be denied access to future City services. If a customer opens a new account, the previous balance is transferred to the new account. If there is no new account and when possible, the amount owed is reported to a credit agency. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
It is sound fiscal management practice to reduce assets to reflect their true valuation. Failure to write off accounts deemed uncollectible overstates the asset value of the City. |
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Community Involvement: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The community will continue to benefit as overall debt is reduced and collection efforts are improved. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Inform. Yearly write offs ensure the City is following generally accepted business practices. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Attachments: |
6.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Street Closure(s): 9th Annual Hopi Arts and Cultural Festival. | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the street closure at Aspen Avenue between Leroux Street and San Francisco on Saturday, September 29 at 5:00 AM to Sunday, September 30 at 7:30 PM.
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Executive Summary: | |||||
The City of Flagstaff Office of Community Events brings forward requests for street closures on behalf of the applicant. Staff requires the event producer to conduct outreach and encourages them to address any concerns the community may have regarding the event. As a courtesy, the Office of Community Events produces a monthly newsletter for downtown residents and business owners to inform them of the upcoming City Council meetings, street closures and events at Heritage Square. The Hopi Arts and Cultural Festival is sponsored by the Hopi Tribe's Economic Development Corporation to provide an opportunity for Native American artisans to sell their arts and crafts. Additionally, this gives the Hopi Tribe an opportunity to share their life and culture through educating the public through art, dance, and traditional foods. The festival is in its ninth year. The current special event permit regulations do not allow for the full closure of one-way streets in north downtown. Deviations from this regulation have been approved by City Council on a case-by-case basis. The Flagstaff Fire Department requires that there be a fire line and access to all hydrant and water hook-ups on the street. By allowing the Hopi Arts and Cultural Festival street closure as an exception to the special event permit regulations regarding a full street closure of Aspen Avenue between Leroux Street and San Francisco Street, the City is providing a safe location for a community event. |
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Financial Impact: | |||||
While street closures need to be managed appropriately given the change in traffic patterns for local businesses, community events support the vibrancy of the economy of Downtown Flagstaff. | |||||
Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
REGIONAL PLAN: Economic Development: Goal ED.3. Regional economic development partners support the start-up, retention, and expansion of existing business enterprises. Goal ED.6. Tourism will continue to provide a year-round source for the community while expanding specialized tourist resources and activities. Goal ED.7. Continue to promote and enhance Flagstaff's unique sense of place as an economic development driver. |
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Has There Been Previous Council Decision on This: | |||||
Council has approved various street closures in the downtown area in the past. The Hopi Economic Development Corporation received approval for this street closure in 2013, 2014, 2015, 2016 and 2017. | |||||
Options and Alternatives: | |||||
-Approve the request as submitted. -Deny the request to close the proposed downtown street. |
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Background and History: | |||||
The Hopi Arts and Cultural Festival is sponsored by the Hopi Tribe's Economic Development Corporation to provide an opportunity for Native American artisans to sell their arts and crafts. Additionally, this gives the Hopi Tribe an opportunity to share their life and culture through educating the public with art, dance, and traditional foods. The festival is in its ninth year. | |||||
Key Considerations: | |||||
The current special event permit regulations do not allow for the full closure of one-way streets in north downtown. Deviations from this regulation have been approved by City Council on a case-by-case basis. The Flagstaff Fire Department requires that there be a fire line and access to all hydrant and water hook-ups on the street | |||||
Community Involvement: | |||||
The Hopi Arts and Cultural Festival draws approximately 1,000 residents and visitors to the historic downtown area and may generate tourism and business for Flagstaff hotels and restaurants. The Hopi Arts and Craft Festival provides an educational opportunity for residents and visitors through the sale and display of art, crafts and food. | |||||
Expanded Options and Alternatives: | |||||
Inform: The Office of Community Events produces a monthly newsletter for the downtown business and residents. The newsletter contains event information regarding upcoming City Council meetings, Heritage Square activities and street closures. Notice of the City Council meeting was included in the June newsletter. Involve: The Hopi Tribe Economic Development Corporation is required to conduct outreach to all businesses and residents affected by the street closure. |
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Attachments: | Traffic Control Plan |
7.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||||||||||||
Consideration and Approval of Contract: Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00 for the Road Repair and Street Safety Program Bundle #3 Mountain/Mesa project. | |||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||
1) Approve the Construction Contract with Eagle Mountain Construction Co. in the amount of $933,300.00, which includes a $70,000.00 Contract Allowance and a Contract Timeframe of 120 calendar days; and
2) Approve Change Order Authority to the City Manager in the amount of $86,330.00 (10% of the Contract Price, less the Contract Allowance); and 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||||||||||||
Staff recommends a Construction Contract award of $933,300.00 to Eagle Mountain Construction Co., which will authorize the construction of the Road Repair and Street Safety Program (RR&SS) Bundle #3 Mountain/Mesa (Mountain/Mesa) project in accordance with the approved public improvement plans prepared by Plateau Engineering Inc. The work generally consists of replacing approximately 1,300 LF of water main, 40 water services, 1,100 LF of sewer main, 40 sewer services, 4 manholes, 7,400 SY of asphalt structural section, select edge improvements, and other associated work. Pending approval by Council, construction is anticipated to begin in July 2018 and is anticipated to be complete in November 2018. Please refer to the attached context and vicinity maps. |
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Financial Impact: | |||||||||||||||
The Mountain/Mesa project is funded by the total budget appropriations of $10,187,385.00 (includes FY 18 budget and FY 19 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund (account number 046-05-116-3331-6). | |||||||||||||||
Policy Impact: | |||||||||||||||
No impact.
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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: Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources. Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. Policy T.8.6. Maintain the City’s street infrastructure in a cost-effective manner to ensure the safety and convenience of all users.
TEAM FLAGSTAFF STRATEGIC PLAN: Strategic priority #3 (2.): Deliver outstanding services through a healthy environment, resources, and infrastructure. Strategic priority #4 (1.): Foster a safe, healthy, equitable and accessible community. |
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Has There Been Previous Council Decision on This: | |||||||||||||||
Council previously approved the ballot language for the Road Repair and Street Safety Initiative (Prop. 406). |
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Options and Alternatives: | |||||||||||||||
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Background and History: | |||||||||||||||
On November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In the Election, voters approved a dedicated sales tax increase, Proposition 406, which included funding for road repairs and street safety improvements throughout the City of Flagstaff. Attached is the Road Repair and Street Safety Program Schedule for 2015 – 2022. Mountain Drive and Mesa Drive both qualified to receive pavement and utility improvements due to their existing pavement overall condition index (scale of 100-0) being at or below 50 and their existing utilities needing repair or replacement due to consistent maintenance or age. On March 27, 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 April 1 and 8, 2018. There were six (6) bids received and opened electronically on April 27, 2018. A summary of the bids received is identified in the Key Considerations section below. Eagle Mountain Construction Co. was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||||||||
On April 27, 2018, six (6) bids were received for the project. All bids include the contract allowance of $70,000.00.
Engineer's Estimate (without contract allowance): $1,341,588.50 The Contract Allowance is established to address certain unforeseen items of work where details cannot be determined at the time of contracting and is included in the contract amount. The $70,000.00 Contract Allowance is roughly 5% (rounded up to the nearest $5,000.00) of the engineer’s estimate amount of $1,341,588.50, which represents the combined construction cost for the two projects. The Contract Allowance is used only at the City’s discretion. Change Order Authority is established to address inevitable differing field conditions usually becoming time-sensitive major construction issues resulting in unforeseen costs that are more than the contracted amount. Change Order Authority provides the City Manager, on behalf of the Council, the administrative authority to amend the contract amount up to an established dollar amount (10% of the Contract Price, less the Contract Allowance) and is only utilized if the Contract Allowance is or would become exhausted. |
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Community Benefits and Considerations: | |||||||||||||||
The Mountain/Mesa project Construction Cost Subtotal is $863,300.00 plus a roughly 5% Contract Allowance of $70,000.00 that was based on the engineer’s estimate, which equals the total Contract Price of $933,300.00. The Mountain/Mesa project is funded by the total budget appropriations of $10,187,385.00 (includes FY 18 budget and FY 19 proposed budget) from the Road Repair and Street Safety – Utility Replacements and Overlays Fund (account number 046-05-116-3331-6). Of the $10,187,385.00 total budget appropriations $933,300.00 is reserved for the Mountain/Mesa project construction costs. The remaining balance is reserved for the various project costs (design, permitting, staff, and construction costs) of the four other Bundled projects funded in FY 18 and FY 19 under the Utility Replacements and Overlays Fund and as seen in the attached Road Repair and Street Safety Program Schedule for 2015 – 2022. |
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Community Involvement: | |||||||||||||||
|
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Expanded Options and Alternatives: | |||||||||||||||
Inform, Involve, Empower:
|
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Attachments: | Construction Contract | ||
Contract Exhibit A - MAG Revisions | |||
Contract Exhbit B - Special Provisions | |||
Context Map - Mountain & Mesa | |||
Vicinity Map - Mountain | |||
Vicinity Map - Mesa | |||
RR&SS 2015-2022 Schedule |
7.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the June 5, 2018 Council Meeting:
1) Read Ordinance No. 2018-19 by title only for the final time 2) City Clerk reads Ordinance No. 2018-19 by title only (if approved above) 3) Adopt Ordinance No. 2018-19 |
|||||
Executive Summary: | |||||
City of Flagstaff Charter Article IV, Section 5 Personnel Rules and Regulations states Council shall, by ordinance, provide for the establishment of Personnel Rules and Regulations for the purpose of regulating and controlling the appointments, promotion, demotions, discharges, and reinstatements of all officers and employees of the City, except those elected by the people, members of appointive boards and commissions and volunteers who serve without pay, and also except the City Manager, City Attorney and the Police Judges. The Personnel Rules and Regulations adopted by City Council are found in the Flagstaff Employee Handbook of Regulations ("Employee Handbook"), which is incorporated by reference into Chapter 1-14, Personnel System, of the City Code. Staff are recommending amendments to the Employee Handbook relating to noncriminal fingerprint requirements for employment and volunteer positions. These amendments require the City Council's consideration and approval. In January 2013, the Arizona Noncriminal Justice Compliance Program was implemented by the Arizona Department of Public Safety Access Integrity Unit (AIU). This program was formulated in response to the FBI CJIS Division rules requiring routine compliance audits for agencies which utilize criminal history record information (CHRI) for noncriminal justice purposes such as employment and licensing. As a result of the program formulation, there are new policy and procedure requirements passed on to Noncriminal Justice Agencies, such as the City of Flagstaff, through required training and provided examples. The Human Resources Division is recommending the following policy changes in order to meet these updated requirements:
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Financial Impact: | |||||
There are costs associated with completing a fingerprint background check and these dollars are accounted for in the fiscal year budget by division. | |||||
Policy Impact: | |||||
There are no other policy impacts. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
None. | |||||
Has There Been Previous Council Decision on This: | |||||
First reading of this ordinance occurred at the Regular Meeting of May 15, 2018. | |||||
Options and Alternatives: | |||||
The Flagstaff City Council may choose to amend the recommended action prior to adoption. | |||||
Expanded Options and Alternatives: | |||||
Inform. | |||||
Attachments: | PowerPoint.Changes | ||
Ord. 2018-19 |
7.C.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Temporary Emergency Stand-by Power for Water Services - Water Production Operations | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve a service agreement with Empire CAT for an initial three month rental of two 800KW generators and one 350KW generator for $57,400.75 plus applicable tax, through the National Joint Powers Alliance (NJPA) Contract #120617-CAT.
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Executive Summary: | |||||
On January 30, 2018, Water Services and Sustainability presented the risk to the City's water supply in the event of a catastrophic power loss. Specifically, we have the ability to provide approximately 1.8 days of water to the community when factoring in system storage and our single stand-by power generator located at the Shop Well. At that meeting, City Council directed staff to plan for providing a minimum water supply service level of approximately (7) million gallons per day (i.e., winter daily average use) in the event of a catastrophic power loss. In order to meet Council's minimum water supply requirement, staff has determined the need to install three (3) additional standby power generators at critical facilities. Specifically, an 800 kW generator each at the Raw Water Pump Station (RWPS) and Lake Mary Water Treatment Plant (LMWTP) and a single 350 kW generator shared between the Railroad Springs Booster Station, (RSBS) and the North Reservoir Filtration Plant (NRFP). Staff is proposing to install these three (3) generators on a 3-month temporary basis to ensure the City can provide a minimum water supply in the event of a catastrophic power loss during this summer's fire season. Water Services proposed FY2019 Budget has funding to begin purchasing and installing permanent backup power generators at these critical locations over the next several fiscal years. |
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Financial Impact: | |||||
Current budget has approximately $11,000 in Line Item 202-08-301-1011-0-4240 with the additional funding to come from account 202-08-301-1011-0-4405. | |||||
Policy Impact: | |||||
January 30, 2018 direction given by Council to plan and implement a program to meet a minimum service level for potable water production and distribution during a catastrophic power failure. This action will be the first phase of the plan to provide temporary standby power during the fire season. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council direction given on January 30,2018 for the minimum service level for Water production and distribution. | |||||
Previous Council Decision on This: | |||||
January 30, 2018 Work Session, Item 4 Water Services Vulnerability to Catastrophic Power Loss | |||||
Options and Alternatives: | |||||
Not approve the three month rental agreement with Empire CAT for three temporary stand-by generators and risk not being able to acquire the necessary generators. | |||||
Key Considerations: | |||||
Ability to maintain a minimum service level for water production and distribution during a catastrophic power failure. | |||||
Community Involvement: | |||||
Three-month temporary standby power would be available, if needed, during a catastrophic power failure to ensure Water Production and Distribution can meet a minimum service level. | |||||
Attachments: | NJPA - CAT Award | ||
CAT Generator Proposal | |||
Pictures of Generators | |||
Photo of Generators | |||
Cooperative Purchase Agreement |
12.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Public Hearing, Consideration and Adoption of Ordinance No. 2018-21: An ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 10, the City of Flagstaff Zoning Code, Chapter 10-20, Administration, Procedures, and Enforcement, Division 10-20.30, Common Procedures, Section 10-20.30.100, Final Decisions and Division 10-20.80, Procedures for Appeals, Section 10-20.80.030, Appeals of Permits and Other Approvals, providing for repeal of conflicting ordinances, severability, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
At the June 5, 2018 Council Meeting:
1) Hold Public Hearing 2) Read Ordinance No. 2018-21 by title only for the first time 3) City Clerk reads Ordinance No. 2018-21 by title only (if approved above) At the June 19, 2018 Council Meeting: 4) Read Ordinance No. 2018-21 by title only for the final time 5) City Clerk reads Ordinance No. 2018-21 by title only (if approved above) 6) Adopt Ordinance No. 2018-21 |
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Executive Summary: | |||||
The City Council, in accordance with Section 10-20.50.030.B (Procedures) of the Zoning Code, has initiated a text amendment to change Conditional Use Permit approval authority from the Planning Commission to the City Council. The Commission voted (6-0) to recommend an alternative proposal for the Zoning Code text amendment for review and appeal of Conditional Use Permits. The Planning Commission recommendation would grant any Council member the opportunity to request an additional review of a Conditional Use Permit within the ten (10) day appeal window. If a Council member requests a review, the item would be set for the next available council meeting. If a majority of the quorum present agrees to a review, the Conditional Use Permit will be set for a public hearing within 30 days. The Council review will be considered "de novo" which means starting from the beginning. Staff has prepared a draft Notice of Decision that would be used to inform the public and City Council of the Commission's decision on any Conditional Use Permit. The Notice of Decision would be prepared immediately following the Commission's decision on a Conditional Use Permit and would be posted to the City website and distributed to Council. |
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Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals None Regional Plan There are no Regional Plan Goals or Policies that specifically address or relate to the approval of Conditional Use Permits. Strategic Plan None |
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Has There Been Previous Council Decision on This: | |||||
A Future Agenda Item Request (FAIR) was heard by Council on January 16, 2018, in regards to Conditional Use Permit approval authority. This item was discussed by Council on February 6, 2018. Staff was directed to being the process of a Zoning Code Text Amendment to change the approval authority of Conditional Use Permits from the Planning Commission to City Council. | |||||
Options and Alternatives: | |||||
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|||||
Background and History: | |||||
Since the 2011 adoption of the Zoning Code, the following amendments have been reviewed by the Planning and Zoning Commission and adopted by the City Council: 1. Division 10-20.50 (Amendments to the Zoning Code Text and the Zoning Map): adopted on November 5, 2013, Ord. No. 2013-21. These amendments established a new process and procedure for zone changes. 2. Section 10-50.100.080.E (Flagstaff Mall and Marketplace District): adopted on November 5, 2013, Ord. No. 2013-22. These amendments allowed for the installation of a new monument sign for the Flagstaff Mall and Marketplace District. 3. Division 10-50.100 (Sign Standards): adopted on November 18, 2014, Ord. No. 2014-27. These amendments to the City's sign standards addressed concerns from the City Council and local residents with the complexity of the former sign standards, especially for building mounted signs, and for the proliferation of temporary signs within the City. 4. Division 10-20.100 (Assurance of Performance for Construction): adopted on March 4, 2015, Ord. No. 2015-01. These amendments updated the standards and procedures regarding assurances for construction. 5. Section 10-40.30.050 (Industrial Uses) and Sections 10-80.20.060 (Definitions, “F.”) and 10-80.20.200 (Definitions, “T.”): adopted on May 5, 2015, Ord. No. 2015-03. These amendments to the industrial zones, Table B, Allowed Uses, and in the definitions clarify that freight and trucking facilities are a permitted use in the RD (Research and Development) Zone. 6. Comprehensive suite of amendments adopted on February 16, 2016, Ord. No. 2016-07, 2016 comprising mostly minor clarifications and corrections, but also some significant amendments to Section 10-40.40.030 to allow single-family dwellings and duplexes by right in the CC Zone, Section 10-40.60.260 (Mixed Use) and 10-40.60.280 (Planned Residential Development), Section 10-50.80.080 (Parking Spaces, Parking Lot Design and Layout) and in Division 10-50.110 to add two new building types; apartment building and stacked triplex. 7. Division 10-50.100 (Sign Standards): adopted on June 21, 2016, Ord. No. 2016-22. These amendments reconciled the sign standards with the US Supreme Court’s decision in the Reed v. Town of Gilbert. 8. Series of amendments adopted on April 4, 2017, Ord. No. 2017-10, including amendments to: Section 10-50.80.080.C (ADA Parking), clarifying the depth of an ADA parking space; Sections 10-40.60.030, 10-80.20.010 (ADU's) created a definition for Attached and Detached ADU's, created standards for the attachment, and clarified the required amenities; Sections 10-40.30, and 10-40.40, 10-50.80 and 10-80.20.160 (Places of Worship), created a definition and land use classification for places of worship, and permit the use in all zones; and Section 10-90.40.030 (Rural Floodplain Map), revised the rural floodplain map back to the boundaries of the 1991 map. 9. Sections 10-40.40, 10-50.110, and 10-50.120 (Transect Code): adopted on December 19, 2017, Ord. No. 2017-31. These amendments: clarified the allowed building types and allowed private frontage types within each Transect zone, including all alternate (N.2) zones and open (O) sub-zones; removed the residency requirement and established a minimum building separation requirement for the Live/Work building type; and, established a maximum façade plane width for the Commercial Block building type. 10. Section 10-50.100.100 (Sign Districts of Special Designation): adopted March 13, 2018, Ord. No. 2018-14. This amendment added the West University Drive Entrance District to the Sign Districts of Special Designation section to allow Northern Arizona University to place a monument entry sign on property not currently owned by the university. |
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Expanded Options and Alternatives: | |||||
Inform/Consult In accordance with State statute and the Zoning Code, the work session and public hearing before the Planning Commission and the public hearing before the City Council wer advertised in the Arizona Daily Sun on April 10, 2018, which is at least 15-days prior to the scheduled meeting dates. As of this writing, staff has received one (1) email asking for additional information regarding the proposed amendment. |
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Attachments: | Ord. 2018-21 | ||
Example Notice of Decision |
13.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2018-29: A resolution approving the Intergovernmental Agreement for Dispatch Services between the Pinewood Fire District and the City of Flagstaff. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2018-29 by title only
2) City Clerk reads Resolution No. 2018-29 by title only (if approved above) 3) Adopt Resolution No. 2018-29 |
|||||
Executive Summary: | |||||
The City of Flagstaff acting through the Police Department, desires to provide dispatching services to the Pinewood Fire District. This agreement will be for five-years during which dispatch services will be provided to the Pinewood Fire District. Approval of this agreement will continue to enhance interagency collaboration, information sharing via direct radio contact and better interoperability between the Pinewood Fire District, other fire agencies, and the Flagstaff 911 Communications Center. This will enable a faster response to fire and medical emergencies for the citizens in their district. This will allow for real time information sharing with other fire districts directly via radio rather than relaying information through third party telephone contact. | |||||
Financial Impact: | |||||
Approval of this agreement will establish cost recovery for the indirect and direct costs based on the currently utilized cost per call format. The fiscal year 2019 projected cost recovery for Pinewood Fire would be approximately $26,700. This number is based on the actual calls for service that were relayed by the Flagstaff 911 Communications Center to a second party for dispatch services in 2017. The current cost per call formula is what the Flagstaff 911 Communications Center applies through contracts to all user agencies dispatched by the Communications Center. | |||||
Policy Impact: | |||||
None.
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Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Effective Governance (Public Safety Goal PF.3). Provide high-quality emergency response and public safety services including law enforcement, fire, and medical transport. By approving this agreement, the Pinewood Fire District will be dispatched consistently along with the other rural fire departments currently served by our Communications Center. This change insures direct and inter-operative communication between the responding fire and medical units and the dispatch center by providing direct radio information relays rather than by telephone to a second party. This agreement is now possible because the expansion of Pinewood Fire District's radio systems ability to reach the 911 Communications Center. |
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Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
The Council may choose to approve or disapprove this agreement. If approved, this agreement allows direct communication/dispatch interoperability with the Pinewood Fire District. Disapproval will eliminate direct contact with the field units and will require that we continue to use a second party to pass along fire and medical information to or from Pinewood Fire. | |||||
Background and History: | |||||
Historically, the Sedona Fire Department and Guardian Medical Transport have been the dispatch service providers for the Pinewood Fire District. The Flagstaff 911 Communications Center is the Primary Safety Answering Point (PSAP) for Coconino County which includes the Pinewood community. We handle all incoming 911 and business calls for service. Currently all pertinent information for fire or medical calls is gathered and then relayed via telephone to a member of Guardian Medical Transport. They then dispatch the information to the responding Pinewood Fire units via radio. The Pinewood Fire units currently do not have direct contact to our Communications Center. They must contact their dispatcher who then calls our Communications Center if they need assistance from a deputy or to relay any information regarding the call for service. |
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Key Considerations: | |||||
The approval of this agreement will provide streamlined, direct and consistent dispatch services as outlined and for financial consideration based on a cost per call basis. This will ensure direct and intra-operative communication between Pinewood Fire District and the 911 Communications Center. | |||||
Community Benefits and Considerations: | |||||
This agreement provides for payment based on a cost per call basis and will assist in offsetting the cost of operating the Communications Center. | |||||
Community Involvement: | |||||
The approval of this agreement will maintain a positive relationship with the Pinewood Fire District that will enable quick, efficient and effective responses of fire and emergency personnel as a result of 911 calls from individuals, citizens and community members within their district. By dispatching directly to the necessary units, it will eliminate the need for a second party to relay information and the potential for the loss of information in that translation. Approval of this agreement will make the Pinewood Fire District a fully active member of the Communications User Group allowing them to provide input and feedback to the Communications Center on procedures and policies related to best practices. | |||||
Expanded Options and Alternatives: | |||||
Inform: The Pinewood Fire District has requested dispatch services from the Flagstaff Police Department 9-1-1 Communications Center. | |||||
Attachments: | Res. 2018-29 | ||
Pinewood Fire IGA |
13.B.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2018-30: A resolution of the Council of the City of Flagstaff, Arizona adopting the tentative estimates of the amounts required for the public expense for the City of Flagstaff for Fiscal Year 2018-2019; adopting a Tentative Budget; setting forth the receipts and expenditures; the amount proposed to be raised by direct property taxation; giving notice of the time for hearing taxpayers, for adopting of Budget and for fixing the tax levies. (Adopt Tentative Budget for City FY 18-19) | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2018-30 by title only
2) City Clerk reads Resolution No. 2018-30 by title only (if approved above) 3) Adopt Resolution No. 2018-30 |
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Executive Summary: | |||||
Arizona Revised Statutes (Sections 42-17101, 42-17102, and 42-17105) require that each municipality adopt and publish, in a specified format, a tentative budget. The adoption of the tentative budget has the effect of establishing an amount that cannot be exceeded in the final adoption of the budget. Furthermore, the adoption of the tentative budget sets into motion a legally mandated time sequence of actions to which the Council must adhere to adopt a final budget and to levy property taxes. |
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Financial Impact: | |||||
The tentative budget must be adopted to set the appropriate sequence of events in place for final budget adoption. | |||||
Policy Impact: | |||||
The 2018-2019 budget is the guiding document for the financial plan of the City for next fiscal year. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Economic Development
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Has There Been Previous Council Decision on This: | |||||
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Options and Alternatives: | |||||
The City may delay the tentative budget adoption until no later than the 3rd Monday in July. While the City would be able to continue operations through a Continuing Disclosure resolution, the City would not be able to commit to any expenditure directly related to the FY 2018-2019 budget. | |||||
Background and History: | |||||
The budget is generally presented for tentative adoption in late May or early June to assure funding is appropriated within Council Goals and Objectives at the beginning of the fiscal year. At the December 2017 Council budget retreat, Council established the Council Budget Priorities for 2018-2019. Along with Council Goals and Objectives, the Budget Priorities that were used to develop the 2018-2019 proposed budget. During the February 2018 budget retreat, Council provided further direction on the 2018-2019 proposed budget based on the Council Goals, Objectives and Budget Priorities. During the April 2018 budget work session, Council provided additional requests, and they are included in the budget. After the April budget work session divisions provided revised year end estimates and carryover of funding primarily for capital projects. Divisions are provided this opportunity as the previous estimates they provided were in January. |
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Key Considerations: | |||||
The adoption of the tentative budget sets into motion a legally mandated time sequence of actions to which the Council must adhere to adopt a final budget and to levy property taxes. If this time sequence is not met as required by statute, the tentative adoption, final adoption of the budget and property tax levy actions, and related publications must be started over. The process is prescribed through Arizona Revised Statutes. The tentative budget must be adopted no later than the 3rd Monday in July. The schedules for Council budget and property tax levy actions are as follows: June 5, 2018 Tentative adoption of budget by Council June 19, 2018 Truth in taxation, proposed budget and property tax levy public hearing June 19, 2018 Final budget adoption (done in a Special Meeting) June 19, 2018 First reading of property tax ordinance July 3, 2018 Final reading and adoption of property tax ordinance |
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Community Benefits and Considerations: | |||||
Funds must be appropriated to allow for expenditures to occur. The tentative budget must be adopted to set the appropriate sequence of events in place for final budget adoption. | |||||
Community Involvement: | |||||
The Community has the opportunity to present any questions or concerns regarding the budget before the final budget adoption occurs in June. | |||||
Expanded Options and Alternatives: | |||||
Inform and Involve: The Community has the opportunity to be involved at the public hearing held in conjunction with final adoption. Citizens are welcome to attend Council Budget retreats. The City Manager’s recommended budget was discussed during the Council Budget Retreat on April 24 and 25, 2018. Public participation was available. Notice of the proposed change in the primary property tax and public hearing is posted on City social media per A.R.S. Section 9-499.15 and is being published per the A.R.S. Section 42-17107 "truth in taxation" requirements. Notice of the estimates of the revenues and expenses and public hearing is being distributed and published per A.R.S. Section 42-17103. | |||||
Attachments: | Res. 2018-30 | ||
Budget Legal Schedules | |||
PowerPoint |
13.C.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Consideration and Adoption of Resolution No. 2018-27: A resolution of the City Council of the City of Flagstaff, Arizona declaring that certain document known as "the 2018 Business License Regulations" as a public record; and Ordinance No. 2018-22, an ordinance of the City Council of the City of Flagstaff, Arizona, amending the Flagstaff City Code, Title 3, Business Regulations, Chapters 3-01, 3-03, 3-05, and 3- |
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STAFF RECOMMENDED ACTION: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
At the June 5, 2018, Council Meeting:
1) Read Resolution No. 2018-27 by title only 2) City Clerk reads Resolution No. 2018-27 by title only (if approved above) 3) Read Ordinance No. 2018-22 by title only for the first time 4) City Clerk reads Ordinance No. 2018-22 by title only (if approved above) At the June 19, 2018, Council meeting: 5) Adopt Resolution No. 2018-27 6) Read Ordinance No. 2018-22 by title only for the final time 7) City Clerk reads Ordinance No. 2018-22 by title only (if approved above) 8) Adopt Ordinance No. 2018-22 |
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Executive Summary: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The proposed updated 2018 Business License Regulations will assist in streamlining the licensing processes for businesses and City staff, as well as ensure that local and state mandates are currently reflected. The City proposes to require a business license for all non-exempt business locations, at $8 per year. This is a decrease from the current $20/year fee for occupational licenses. The City proposes to change the local transaction privilege tax license from a one-time $46/year to an annual |
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Financial Impact: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Currently, the City budgets and recoups approximately 10% of the costs associated with administering the local privilege and use tax (Sales Tax) program and 58% of the costs associated with administering Business Licensing. The proposed fees would allow for almost 100% cost recovery of both City staff, as well as the annual fee charged by the Arizona Department of Revenue for local tax administration. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Policy Impact: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
None. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
City of Flagstaff Council Goals 2017-2019: |
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Has There Been Previous Council Decision on This: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Yes. Staff recommended changes were presented to City Council at the May 8, 2018, Work Session. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Options and Alternatives: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Background and History: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
The City's Revenue Director and Senior Assistant City Attorney will present information on staff proposed amendments to the Business License Regulations, as well as recommended changes in associated Business License and Transaction Privilege Tax (TPT) fees. City staff is proposing amendments to Business Licensing Regulations to obtain a complete picture of all businesses located within the City and to help with code compliance. The City currently only requires a business license for certain occupations. The City requires a local transaction privilege tax (TPT) license, but this is now issued by the Arizona Department of Revenue (ADOR). ADOR relies on the City and taxpayers to update its records. The City Council in the past has directed staff to work on new Business Licensing Regulations. The proposed changes are outlined in the attached handout. The proposed fee changes have been posted on the City website and social media. City staff presented the proposed changes to the Chamber of Commerce Business Advocacy Group on April 19th, the Downtown Business Alliance group on April 30th, the Flagstaff Lodging and Restaurant Association on May 15th, and the Flagstaff Independent Business Alliance on May 22nd. Additionally, information was provided to the Greater Chamber of Commerce and feedback was discussed with their representative. City staff hopes to meet with other community groups as well before the final adoption of changes The primary changes are:
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Key Considerations: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Historically, and especially since the advent of Arizona Department of Revenue assuming administrative duties for Transaction Privilege Tax (TPT), the program has not fully recovered costs of the program with existing revenues. Current revenues are approximately $57,000 wich represents a 20% cost recovery. Though there has been some concern expressed regarding the annual fee, most reaction from the community outreach has been positive and businesses understand it is a reasonable cost and the justification. Below are three options for Council consideration, based on concerns raised regarding
Option 2: 50% Cost Recovery
Option 3: Approximate 23% Cost Recovery (Flat Revenue Option)
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Community Involvement: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
City staff proposes annual business licensing renewals in order to obtain a more complete and accurate picture of the Flagsaff business community. With an annual renewal, staff is able to determine the number and types of businesses that are operating, opening, relocating, and closing. By cross checking the applications for business licenses with transaction privilege numbers issued by ADOR, staff can assist businesses in ensuring they are in compliance with having the applicable license, reporting under the correct category, and collecting the correct amount of tax for their business type. In turn, we can again build a database, to share information and statistics with City staff, as well as interested community partners. The recommended changes go beyond how the fees can assist with improving capturing data, staff is also making recommendations for code compliance to reflect current practices and to implement updated software for business licensing and renewal that will streamline the process and payments for businesses. Most importantly is bringing the code up to current legal standards while eliminating duplicative licensing requirements. |
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Expanded Options and Alternatives: | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
City staff met with following Flagstaff business community groups to inform them of proposed business licensing regulation changes, and to solicit their views and comments:
April 19, 2018 Chamber Greater Advocacy Group April 30, 2018 Downtown Business Alliance May 15, 2018 Flagstaff Lodging and Restaurant Association May 22, 2018 Flagstaff Independent Business Alliance Additionally, material was shared and feedback received with the Greater Chamber of Commerce. Regarding the comments received at the writing of this agenda item, individuals and groups expressed a desire for improved aggregate tax revenue reporting to better understand the economic health of the geographic areas or industries. We are working with the Arizona Department of Revenue to help improve their reporting to the City. Some were concerned with the proposed annual transaction privilege tax license fee of $38, which would allow for 100% cost recovery of City and State pass through administrative cost, however, most were not opposed to the fee. Overwhelming, the feedback was positive in the efforts to ensure data is correct by knowing when businesses are no longer within the community, which would be achieved through an annual renewal. After meeting with community groups, City staff obtained updated data concerning the numbers of businesses located in the City that require a local TPT license. With that updated number, City staff is able to conclude that the annual $38 fee may be reduced to $36. Also City staff reviewed other cities' business and TPT licensing fees. This information will be presented at the Council Meeting simply for comparison purposes. The City's fees are based on its administrative costs, which may differ from other cities. |
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Attachments: | Res. 2017-27 | ||
Ord. 2018-22 | |||
Comparison Chart | |||
Notice of Proposed Fee | |||
PowerPoint |
14.0.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Discussion/Direction of Proposed Ballot Language for Transportation-Related Questions. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
At their Work Session of May 29, 2018, the City Council directed staff to move forward with preparing draft ballot language for three transportation-related questions: 1) to continue the existing transportation transaction privilege/sales taxes which will expire on June 30, 2020, for general transportation purposes; and authorize incurrence of debt for such purposes; 2) propose a transaction privilege/sales tax for the Lone Tree Railroad Overpass and authorize incurrence of debt for such purpose; and 3) propose a transaction privilege/sales tax for increased public transit services. Upon direction of Council, these questions will come back on June 19, 2018, for formal consideration with the resolution calling the General/Special Election of November 6, 2018. | |||||
INFORMATION: | |||||
The attached draft ballot language is presented as directed by the City Council at their Work Session of May 29, 2018. Further discussion of a possible housing bond question was continued to the June 12, 2018, Work Session so that all Councilmembers may be present. The resolution calling the General/Special Election of November 6, 2018, will be brought before Council for formal action on June 19, 2018, and will include all issues related to the General/Special Election. | |||||
Attachments: | Transit - Draft Ballot Language |
14.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Discussion: Possible ordinance of the City Council of the City of Flagstaff adjusting the salaries of future City Council members by amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code. | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion. | |||||
EXECUTIVE SUMMARY: | |||||
In accordance with Flagstaff City Code Section 1-07-001-0005 (B),on the periodic review of councilmember salaries, in 2017 the City Manager convened a five-member citizen committee (Committee) comprised of the chairs of city commissions to review and provide a recommendation for council member salaries. Under the code as currently written, this review occurs every fourth year, before an election year. The Committee requested, and received, salary comparisons with other cities and pertinent cost of living information. After meeting on November 16, 2017 and December 7, 2016, the Committee made recommendations as set forth below. On December 12, 2017, the City Council considered a possible ordinance based on the Committee's recommendation. Council did not adopt the proposed ordinance but opted instead to discuss possible amendments to pertinent Flagstaff City Code. Staff has prepared a proposed ordinance for Council discussion. No sitting member of Council is eligible to receive any salary increase that may be voted upon unless and until he or she is re-elected to office at the next general election. Committee recommendation: A) Adjust the annual salary of the Mayor from the current $36,000 to $38,500, effective upon the beginning of the term of the new Mayor after the next general election in November of 2018. B) Adjust the annual salaries of councilmembers from the current $24,000 to $25,500, effective upon the beginning of the terms of newly elected councilmembers after the next general election in November 2018. (Incumbent councilmembers who are in the middle of their current term of office will not be eligible to receive this salary adjustment unless re-elected to office in the general election of November 2020.) Additionally, the Committee made the following recommendations regarding the travel allowance and travel budgets of councilmembers: 1) Increase the Travel Allowance of the Mayor from the current annual amount of $2,520 to $3,000 effective July 1, 2018. 2) Increase the Travel Allowance of councilmembers from the current annual amount of $1,800 to $1,992 effective July 1, 2018. 3) Increase the City Travel Budget Account for the Mayor from the current annual amount of $2,478.57 to $4,125 effective July 1, 2018. 4) Increase the City Travel Budget Account for councilmembers from the current annual amount of $2,478.57 to $2,750 effective July 1, 2018. The recommendations above from the Committee have been included in the draft Ordinance for Council consideration. The draft Ordinance also includes alternate language for the Mayor's allowance to cover routine travel and meal expenses. The Mayor is traveling on a regular basis to conduct City business and sharing a vehicle between all Council members and the City Manager's office personnel has become challenging. The purpose of providing a dedicated vehicle alternative for the Mayor is to ensure there is City provided transportation always available for City business. A stipend may also be considered to provide compensation as support for this City business travel. |
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INFORMATION: | |||||
Staff is seeking direction from Council on the potential ordinance. | |||||
Attachments: | Potential Ordinance regarding Council Salaries | ||
Market Analysis | |||
PowerPoint |