DRAFT AGENDA
4:30 P.M. MEETING
Individual Items on the 4:30 p.m. meeting agenda may be postponed to the 6:00 p.m. meeting.
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1. | CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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2. | ROLL CALL
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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 | ||||||||
A. | Recognition: Utility of the Future, Today - Water Environment Foundation Award | ||||||||
B. | Recognition: President's Award of Recognition - WateReuse Arizona | ||||||||
C. | Recognition: Flagstaff Medical Center | ||||||||
D. | Proclamation: Transgender Remembrance Day | ||||||||
6. | LIQUOR LICENSES PUBLIC HEARINGS | ||||||||
A. | Consideration and Action on Liquor License Application: Staci Lynn Kay "Mountain Top Tap Room," 10 E. Route 66, Series 7 (beer and wine bar) Owner Transfer. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Open the public hearing.
Receive citizen input. Close the public hearing. The City Council has the option to: (1) Forward the application to the State with a recommendation for approval; (2) Forward the application to the State with a recommendation for denial based on information from staff, the testimony received at the public hearing and/or other factors. |
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7. | CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.
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A. | Consideration of Ratifying the Grant Agreement: Ratify the Grant Agreement between the City of Flagstaff and the U.S. Department of Transportation, Federal Aviation Administration (FAA) to Acquire Airport Snow Removal Equipment. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Ratify the Grant Agreement #3-04-0015-043-2019 with the U.S. Department of Transportation, Federal Aviation Administration in the amount of $1,465,664 to acquire Snow Removal Equipment, #1-Multi-Use Plow/Sweeper, #2-Hopper/Spreader, #3-Hopper/Spreader.
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B. | Consideration and Approval of Two Purchase Contracts: One (1) Multi-Task Equipment vehicle from M-B Co Inc., and two (2) Material Spreader vehicles from Quality Truck and Care Center, Inc. for the Flagstaff Airport. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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C. | Consideration and Approval of Contract: Approve the construction contract with RTR Paving and Resurfacing, LLC in the amount of $1,246,470.00 for the Industrial Drive and Fanning Wash Improvement project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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D. | Consideration and Approval through a Cooperative Purchase Contract: To purchase one (1) 2019 Caterpillar 416F2 4ECP Backhoe Loader Standard Equipment | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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E. | Consideration and Approval of Engineering Professional Services Contract: Coconino Estates Improvements Phase II Project. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
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F. |
Consideration and Approval of Amendment to Lease Agreement : First Amendment to Airport Lease Agreement with Peabody Western Coal Consideration and Approval of Assignment and Consent to Assignment: of lease to Wiseman Aviation. |
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STAFF RECOMMENDED ACTION: | |||||||||
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G. | Consideration and Approval of Lease Amendment: Lease No: GS-09P-94446 for Building 3 of the United States Geological Survey (USGS) facility located at 2255 North Gemini Drive, Flagstaff, Arizona 86001 (Extend the lease term for two years). | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Lease Amendment to extend the Lease through December 31, 2021.
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H. | Consideration and Approval of Lease Amendment: Lease No: GS-09P-03408 for Buildings 4 and 5 of the United States Geological Survey (USGS) facility located at 2255 North Gemini Drive, Flagstaff, Arizona 86001 (Extend the lease term for two years). | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
Approve the Lease Amendment to extend the Lease through December 31, 2021.
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8. | ROUTINE ITEMS | ||||||||
A. | Consideration and Adoption of Resolution No. 2019-53 and Ordinance No. 2019-36: A resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "Animal Keeping Code Amendments;" and an ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 6, Police Regulations, Chapter 3, Animal Keeping, by referencing that certain document entitled "Animal Keeping Code Amendments"; providing for repeal of conflicting ordinances, severability, authority for clerical corrections, and establishing an effective date. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Adopt Resolution No. 2019-53
2) Read Ordinance No. 2019-36 by title only for the final time 3) City Clerk reads Ordinance No. 2019-36 by title only (if approved above) 4) Adopt Ordinance No. 2019-36 |
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B. |
Consideration and Approval of Office Lease Agreement: Between the HOPI TRIBE ECONOMIC DEVELOPMENT CORPORATION, a federally chartered corporation, wholly owned by the Hopi Tribe, a federally recognized Indian tribe, 5200 E. Cortland Blvd., Suite E200 (Landlord) and the City of Flagstaff, a municipal corporation (Tenant); Consideration and Approval of Sub-Lease: For a portion of the Hopi Building at Heritage Square Between City of Flagstaff (City) and the Flagstaff Metropolitan Planning Organization (FMPO); Consideration and Approval of Sub-Lease: For a portion of the Hopi Building at Heritage Square Between the City of Flagstaff (City) and the Downtown Business Alliance (DBA). |
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STAFF RECOMMENDED ACTION: | |||||||||
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RECESS 6:00 P.M.
RECONVENE |
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NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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9. | ROLL CALL
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10. | PLEDGE OF ALLEGIANCE | ||||||||
11. | PUBLIC PARTICIPATION | ||||||||
12. | CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA | ||||||||
13. | REGULAR AGENDA | ||||||||
A. | Consideration of Intergovernmental Agreement and Adoption of Resolution No. 2019-55: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the Northern Arizona Council of Governments (NACOG) and the City of Flagstaff for Arizona Route 66 Brownfields Coalition Grant; providing for delegation of authority; and establishing an effective date. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2019-55 by title only
2) City Clerk reads Resolution No. 2019-55 by title only (if approved above) 3) Adopt Resolution No. 2019-55 |
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B. | Consideration and Adoption of Resolution No. 2019-56: Arizona Department of Transportation (ADOT) Intergovernmental Agreement between the City of Flagstaff and ADOT for the Project Assessment (PA), 30% design plans, and cost estimate for additional bridge scoping work related to lengthening of the eastbound and westbound bridges on Interstate 40 over Lone Tree Road. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2019-56 by title only
2) City Clerk reads Resolution No. 2019-56 by title only (if approved above) 3) Adopt Resolution No. 2019-56 |
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C. | Consideration and Adoption of Resolution No. 2019-54: A resolution of the Flagstaff City Council, approving an intergovernmental agreement between the Summit Fire and Medical District; the Highlands Fire District; and the City of Flagstaff for joint hiring and promotional processes. | ||||||||
STAFF RECOMMENDED ACTION: | |||||||||
1) Read Resolution No. 2019-54 by title only
2) City Clerk reads Resolution No. 2019-54 by title only (if approved above) 3) Adopt Resolution No. 2019-54 |
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14. | DISCUSSION ITEMS | ||||||||
A. | Stronger as One Coalition Presentation | ||||||||
B. | Discussion: 2020 Intergovernmental Priorities | ||||||||
15. | COUNCIL LIAISON REPORTS
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16. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by three members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Future Agenda Item Request (F.A.I.R.) A Citizens' Petition requesting Council to implement a more fair election system, called Ranked Choice Voting (RCV). This method of voting is innovative and has proven to be more just, to encourage diversity, and will be reflective of our vibrant community. | ||||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Whelan to place on a future agenda a discussion about the feasibility of bringing solar to Red Gap Ranch. | ||||||||
C. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Aslan to place on a future agenda a discussion about potential strategies for cleaning up cinders in a more timely and efficient matter. | ||||||||
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 Action on Liquor License Application: Staci Lynn Kay "Mountain Top Tap Room," 10 E. Route 66, Series 7 (beer and wine bar) Owner Transfer. | |||||
STAFF RECOMMENDED ACTION: | |||||
Open the public hearing.
Receive citizen input. Close the public hearing. The City Council has the option to: (1) Forward the application to the State with a recommendation for approval; (2) Forward the application to the State with a recommendation for denial based on information from staff, the testimony received at the public hearing and/or other factors. |
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Executive Summary: | |||||
The liquor license process begins at the State level and applications are then forwarded to the respective municipality for posting of the property and holding a public hearing, after which the Council recommendation is forwarded back to the State. A Series 07 beer and wine bar license allows a beer and wine bar retailer to sell and serve beer and wine, primarily by individual portions, to be consumed on the premises and in the original container for consumption on or off the premises. Series 07 licenses must be obtained through the person and/or location transfer of an existing license from another business. Mountain Top Tap Room is a new business in Flagstaff; if approved, it will be one of the 25 active series 07 licenses in Flagstaff. Series 07 licenses are quota licenses. To view surrounding liquor licenses, please visit the Active Liquor Licenses Map. The property has been posted as required, and the Police and Community Development divisions have reviewed the application and provided their respective reports. |
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Financial Impact: | |||||
There is no budgetary impact to the City of Flagstaff as this is a recommendation to the State. | |||||
Policy Impact: | |||||
Not applicable. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Liquor licenses are a regulatory action and there is no Council goal that applies. | |||||
Has There Been Previous Council Decision on This: | |||||
Not applicable. | |||||
Key Considerations: | |||||
Because the application is for an owner transfer, consideration may be given to both the location and the applicant's personal qualifications. The deadline for issuing a recommendation on this application is December 13, 2019. |
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Community Involvement: | |||||
This business will contribute to the tax base of the community. | |||||
Expanded Options and Alternatives: | |||||
The application was properly posted on October 28, 2019. No written protests have been received to date. | |||||
Attachments: | Mountain Top Tap Room - Letter to Applicant | ||
Hearing Procedures | |||
Series 07 Description | |||
Mountain Top Tap Room - PD Memo | |||
Mountain Top Tap Room - Code Memo | |||
Mountain Top Tap Room - Map |
7.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration of Ratifying the Grant Agreement: Ratify the Grant Agreement between the City of Flagstaff and the U.S. Department of Transportation, Federal Aviation Administration (FAA) to Acquire Airport Snow Removal Equipment. | |||||
STAFF RECOMMENDED ACTION: | |||||
Ratify the Grant Agreement #3-04-0015-043-2019 with the U.S. Department of Transportation, Federal Aviation Administration in the amount of $1,465,664 to acquire Snow Removal Equipment, #1-Multi-Use Plow/Sweeper, #2-Hopper/Spreader, #3-Hopper/Spreader.
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Executive Summary: | |||||
This ratifies the City Manager's acceptance of the FAA Grant Offer which provides funding to acquire airport snow removal equipment. | |||||
Financial Impact: | |||||
The City submitted a grant application on December 12, 2018. On August 28, 2019, the FAA awarded the City a grant for $1,465,664 (Federal share, 91.06%). The total project cost includes the federal grant, plus $71,947 (State share, 4.47%), plus $71,948 (City share, 4.47%) for a total of $1,609,559.
Due to the Federal Fiscal Year, the City needed to execute the grant no later than September 4, 2019, for the grant to be valid. The project is budgeted in account number 221-07-222-3147-0-4402 for $2,989,840 for FY 2020.
The project is budgeted in account number 221-07-222-3147-0-4402 for $2,989,840 for FY 2020. |
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Policy Impact: | |||||
None | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Goal: Transportation and Other Public Infrastructure: Provide airport infrastructure to enhance tenant and patron experience and secure a second airline. | |||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
- Ratify and accept the Grant Agreement which will provide funding to purchase snow removal equipment. - Not ratify and accept the Grant Agreement and the funds will be returned and bids rejected. |
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Background and History: | |||||
Bids were received on August 22, 2019 for Snow Removal Equipment. Based on bids, the City received a Grant Offer on August 28, 2019 from FAA for the Airport Improvement Program (AIP) Project No. 3-04-0015-043-2019 to Acquire Snow Removal Equipment. Due to FAA time constraints, to issue the Grant Offer to meet the Federal Fiscal Year 2019 budget, the Grant Agreement was required to be signed no later than September 4, 2019, in order for the grant to be valid. | |||||
Key Considerations: | |||||
This grant for new equipment will provide effective and efficient snow and ice control procedures for the Flagstaff Airport. In addition, it will assist in compliance with the Airport's current Snow and Ice Control plan and the FAA Advisory Circular 150/5200-3D. The airport is currently unable to meet the clearance time (per AC 150/5200-30D) for the aircraft movement areas. Additionally, the Flagstaff Airport has seen an increase in commercial air carriers and scheduled flights. The Airport receives on average 100 inches of snowfall every year, this new equipment will help critical snow removal on our Runway, Taxiway, Terminal/GA/Cargo Aprons. | |||||
Community Involvement: | |||||
The purchase of the Snow Removal Equipment will further enhance the safety operations at the airport. | |||||
Attachments: | FAA AIP 43 Grant Agreement |
7.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Two Purchase Contracts: One (1) Multi-Task Equipment vehicle from M-B Co Inc., and two (2) Material Spreader vehicles from Quality Truck and Care Center, Inc. for the Flagstaff Airport. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The purchase of three pieces of snow removal equipment (1 multi-task, 2 material spreaders) is needed to better equip the airport snow removal fleet to meet the snow removal clearance times requirements set by the FAA. The new pieces of snow removal equipment will further enhance the safety of the airport for all its users including commercial, general aviation, medical, and military traffic. | |||||
Financial Impact: | |||||
The grant application was submitted on December 13, 2018, based on bids received on August 22, 2019, and the FAA awarded the City a grant in the amount of $1,465,664 (Federal share, 91.06%) plus $71,947 (State share, 4.47%) $71,948 (City share, 4.47%) for a total project cost of $1,609,559. Based on actual bids the total cost for the equipment is $1,443,566.05. The project is budgeted in account number 221-01-222-3147-0-4402 in the amount of $2,989,840 for FY 2020. |
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Policy Impact: | |||||
None. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Goal: Transportation and Other Public Infrastructure: Provide airport infrastructure by having the proper amount of snow control equipment for the safe and effective use of the Flagstaff Airport during inclement weather seasons. | |||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
The Flagstaff Airport is required to provide multiple services as required by the FAA, including snow and ice control operations. In 2016, the FAA revised Advisory Circular 150/5200-30D Airport Field Condition Assessments and Winter Operations Safety to explain the requirements better and provide guidance for performing snow and ice control services at airports. It establishes required target clearance times and priority areas, including runways, taxiways, ramps, and aircraft rescue firefighting ramps/access. This document, along with the FAA’s Snow Removal Equipment Calculation Matrix, was used to evaluate the Flagstaff Airport’s snow removal fleet. It was found that the snow removal fleet was equipped with five pieces of equipment. Purchasing three new pieces of equipment will help increase the airport snow removal fleet and allow for better snow and ice control operations at the Flagstaff Airport. On June 24, 2019, the City of Flagstaff Purchasing Section posted an Invitation for Bids (IFB #2019-121) solicitation on the PlanetBids.com website. We also advertised this Snow Removal Equipment for Flagstaff Airport opportunity in the June 30 and July 7, 2019, editions of the Arizona Daily Sun. Bids were received from four companies and opened on August 22, 2019. The FAA and City staff deemed this a competitive solicitation, and the three pieces of equipment were then selected from the two lowest responsive and responsible bidders. |
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Key Considerations: | |||||
Key considerations are the safety of the flying public and meeting the requirements set forth by the FAA. The purchase of three pieces of snow removal equipment (1 multi-task, 2 material spreaders) is needed to better equip the airport snow removal fleet and allow the airport to meet the snow and ice control requirements set by the FAA. The safety and use of the Flagstaff Airport will be beneficial to all users including commercial, general aviation, medical, and military traffic. | |||||
Community Benefits and Considerations: | |||||
None. | |||||
Community Involvement: | |||||
The purchase of three new pieces of snow equipment will enhance the safety and use of the airport for all commercial, general aviation, medical, and military aircraft during inclement weather conditions. | |||||
Expanded Options and Alternatives: | |||||
None. | |||||
Attachments: | M-B Co. Contract | ||
QTC Contract | |||
Equipment Photos |
7.C.
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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 RTR Paving and Resurfacing, LLC in the amount of $1,246,470.00 for the Industrial Drive and Fanning Wash Improvement project. | |||||||||||||||||||||||
STAFF RECOMMENDED ACTION: | |||||||||||||||||||||||
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Executive Summary: | |||||||||||||||||||||||
Award of the construction contract to RTR Paving and Resurfacing, LLC will authorize the construction of the Industrial Drive and Fanning Wash Improvement project in accordance with the approved public improvement plans prepared by Shephard-Wesnitzer, Inc. (SWI). The project will complete the third and final phase of the Industrial Drive transportation network improvements from Fanning Drive to Country Club Drive, as approved by voters in May 2000 (Transportation Tax). The general project scope includes demolition work, installation of 1,050 LF of new water main and a water service, fire hydrants, retaining walls, fencing, dual 103” x 71” stormwater pipes and appurtenant improvements, headwalls, material import, 1,466 LF of a new 42’ wide pavement section, curb & gutter, street lighting, driveway approaches, sidewalk, communications conduit and pavement striping. Please see the attached context and vicinity maps. |
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Financial Impact: | |||||||||||||||||||||||
The project is funded by Transportation Tax Revenues from the FY 20 authorized budget of $3,644,797. The budget accommodates construction cost, permitting, testing and inspection, chip seal fund payment, design, Capital Improvements project management costs and the final Letter of Map Revision (LOMR) required by FEMA following construction completion. | |||||||||||||||||||||||
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 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. |
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Has There Been Previous Council Decision on This: | |||||||||||||||||||||||
Council has previously approved the FY 2020 Capital Improvement 5-year Plan and authorized the FY 2020 budget for this project. The City Council authorized the needed property acquisition from Block-Lite and the associated cost-to-cure via Ordinance No. 2019-18. The property acquisition and cost-to-cure were $533,075.
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Options and Alternatives: | |||||||||||||||||||||||
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Background and History: | |||||||||||||||||||||||
The three-phased Industrial Drive improvement project has a general scope to upgrade sewer and water systems, construct new roadway pavement and the associated edge improvements. Phase I, from Fanning Drive to Eagle Mountain Drive, was completed in 2010. Phase II, from Nestle Purina Avenue to Huntington Drive, was completed in December 2015. Phase III will complete the connection between Huntington Drive and Eagle Mountain Drive with construction targeted for calendar 2019 and 2020. The City has acquired approximately 84,114 square feet of the Block-Lite property for ROW and 13,922 square feet for a Temporary Construction Easement. The Fanning Wash drainage improvement component will replace the existing high maintenance, low water crossing and will convey the 100-year storm frequency beneath the new roadway and into an existing drainage course. Upon completion of construction, a Letter of Map Revision (LOMR) will be submitted to FEMA requesting an update to the Flood Insurance Rate Map (FIRM). On August 22, 2019 the Purchasing Section posted an Invitation for Bids (IFB) solicitation for construction on the PlanetBids' website and advertised the IFB in the Arizona Daily Sun on August 25, and September 1, 2019. There were seven (7) bids received and opened electronically on September 24, 2019. A summary of the bids received are identified in the Key Considerations section below. RTR Paving and Resurfacing, LLC was determined to be the lowest responsive and responsible bidder. |
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Key Considerations: | |||||||||||||||||||||||
On September 24, 2019, bids were received to construct the Industrial Drive and Fanning Wash Improvements. The summary results are listed below.
The contract allowance is established to address unanticipated items of work, unknown items of work and/or differing field conditions and with authorization will be included in the contract amount. The allowance is used only at the City’s discretion. Change Order Authority establishes a dollar amount (10% of the contract amount) and provides the City Manager, on behalf of the Council, administrative authority to amend the contract amount in response to unforeseen costs that are more than the contracted amount. |
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Community Involvement: | |||||||||||||||||||||||
The project will complete the missing segment of the Industrial Drive upgrade to meet the City’s Engineering Standards for Industrial Drive’s classification as a Minor Arterial, Truck Route. | |||||||||||||||||||||||
Attachments: | Context Map | ||
Vicinity Map | |||
Allowance Justification | |||
Construction Contract | |||
Contract Exhibit A | |||
Contract Exhibit B |
7.D.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval through a Cooperative Purchase Contract: To purchase one (1) 2019 Caterpillar 416F2 4ECP Backhoe Loader Standard Equipment | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
Public Works - Parks Section is responsible for the operations at the Citizens Cemetery. Staff also perform digging operations at a private cemetery nearby (Calvary), resulting in over 150 digs per calendar year. Response to burial services is critical to maintaining customer service and expectations at the cemetery 365 days of the year. This equipment purchase will enable the existing cemetery backhoe to be utilized onsite as a backup during equipment maintenance as well as for the composting operation located in the cemetery storage yard. | |||||
Financial Impact: | |||||
This equipment purchase is budgeted in the fiscal year 2019-2020 budget and is funded with Rolling Stock Fleet in Account 001-06-155-0571-5-4401 for a budgeted amount of $115,000.00. The additional necessary $198.00 for the purchase will be funded through account 001-06-155-0571-5-4313. | |||||
Policy Impact: | |||||
Burial operations are the core services the staff at Citizen's Cemetery perform. Equipment and operators perform interments and exhumation upon request at the City's Citizens Cemetery and the privately owned Calvary Cemetery. Scheduling of the digging requires knowledge and consideration of cultural and other considerations which can require staff to respond in as little as 24 hours. Reliable equipment is essential to meeting the expectations of the public and this purchase will ensure staff is able to continue providing a high level of customer service. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Team Flagstaff Strategic Plan - Strategic Priority #1 - Provide Exceptional Customer Service | |||||
Has There Been Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
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Background and History: | |||||
N/A | |||||
Key Considerations: | |||||
The purchase of this equipment is critical for Public Works - Parks to perform operations at the Citizens Cemetery and for the private cemetery (Calvary). | |||||
Community Benefits and Considerations: | |||||
This equipment purchase was included in the fiscal year 2019-2020 budget allocation and is funded in account 001-6-155-0571-5-4401 with a budgeted amount of $115,000. The additional necessary $198.00 for the purchase will be funded by account 001-06-155-0571-5-4313. | |||||
Community Involvement: | |||||
On an annual basis the Citizens Cemetery in conjunction with the private cemetery (Calvary) performs in upwards of 150 burial services. Parks staff utilize equipment and perform burial services any day of the week with the expectation of excellent customer service and in a timely fashion. Housing onsite capable equipment is vital to this operation. | |||||
Expanded Options and Alternatives: | |||||
N/A | |||||
Attachments: | Cooperative Purchase Agreement | ||
Empire Proposal | |||
Picture | |||
Tucson Signed Contract | |||
Tucson Contract Extension |
7.E.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Engineering Professional Services Contract: Coconino Estates Improvements Phase II Project. | |||||
STAFF RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
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Financial Impact: | |||||
The Contract will be funded by a portion of the Road Repair and Street Safety Program (RR&SS) under the Coconino Estates FY 2020 appropriations of $4,877,423 in Account (046-05-116-3371-6), a portion the Annual Waterline Replacement Program (AWR) FY 2021 projected appropriations of $1,800,000 in Account (202-08-370-3157-0-4463), and the Annual Sewer Line Replacement Program (ASLR) FY 2021 projected appropriations of $300,000 in Account (203-08-375-3220-0-4463). | |||||
Policy Impact: | |||||
No impact.
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goal 2017 – 2019 Transportation and Other Public Infrastructure |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, on November 18, 2014, Council adopted the results of the General Election held on November 4, 2014. In that 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. Also, the Council approved and adopted the Road Repair and Street Safety - Utility Replacements and Overlays - Coconino Estates FY 2020 budget. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services in the Arizona Daily Sun on April 7 and April 14, 2019, and posted the solicitation to the City of Flagstaff’s PlanetBids Website on April 5, 2019. On May 3, 2019, the City received three Statements of Qualifications (SOQs) from Engineering Consultant Firms. A six-member Selection Committee consisting of City staff and one outside Engineering Consultant, reviewed and evaluated the statements. Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by WLB. Final scores of all firms are as followed: The WLB Group 538 Woodson Engineering 487 Shephard Wesnitzer 467 WLB’s SOQ demonstrated a clear recognition of the knowledge and experience to design a complex sequence of improvements within an existing fully developed neighborhood, as well as understanding the schedule requirements for completing the improvements. |
|||||
Key Considerations: | |||||
The Project is in the Coconino Estates neighborhood on the following streets with the corresponding funding source:
Design of the Coconino Estates Neighborhood streets will include evaluating the existing right-of-way to accommodate widening or narrowing the existing roadway sections to a typical City standard roadway section. The design will not include evaluating the addition of sidewalks where it does not currently exist because there are no funding sources with a plan to install sidewalks on these roads and it is not the intended purpose of the RR&SS to add sidewalks to these neighborhood roads. The Project will be delivered through the Design-Bid-Build project delivery method, with the associated consideration of award of the Design-Bid-Build Construction Contract presented for Council's approval in early 2021. The 750-calendar day duration of the Contract will allow WLB, as the Engineer of record, to provide construction phase services for the entire construction duration. WLB will provide its own Topographic & Right of Way Survey and they propose to consult with Speedie and Associates for Geotechnical investigations and recommendations, JE Fuller for coordination of the environmental and 404 permit requirements, and Cardno for the Subsurface Utility Engineering services. Scope and fee proposals provided by WLB, which includes their proposed subconsultant’s scopes and fees, have been negotiated and staff is recommending for Council to approve the award of the Contract. See the attached Scope of Work and Fee Proposal for a breakdown of the proposed services and associated fees. 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 Contract Allowance is used only at the City’s discretion. Please see the attached Contract Supplementary Justification Form for an explanation of why the Contract Allowance is recommended to be approved with this Contract. |
|||||
Community Benefits and Considerations: | |||||
The design and improvements on N. Crescent Drive and N. Navajo Drive portion of the Project will be funded by portions of the RR&SS under the Coconino Estates FY 20, 21, and 22 appropriations as follows: FY 20 – $1M of the $4.8M FY 21 – $3.5M of the $5.0M FY 22 – $1M of the $2.5M For a total of $4.5M from the RR&SS - Coconino Estates funds. The design and improvements on N. Talkington Drive, the identified adjacent side streets off N. Talkington Drive, and W. Elizabeth Drive portion of the Project will be funded by portions of the Annual Waterline Replacement Program (AWR) and Annual Sewer Line Replacement Program (ASLR) FY 21, 22, and 23 appropriations as follows: FY 21 – $700K of the $1.8M in the AWR; $300K of the $1M in the ASLR = $1M Total FY 22 – $700K of the $3.2M in the AWR; $300K of the $1.8M in the ASLR = $1M Total FY 22 – $1M of the $3.2M in the AWR; $300K of the $1.8M in the ASLR = $1.3M Total For a total of $3.3M from the AWR and ASLR funds. The RR&SS – Utility Replacements and Overlays funding is generally limited to only improving existing infrastructure on streets that qualified to receive roadway and utility improvements based on 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. N. Crescent Drive and N. Navajo Drive both qualified to receive RR&SS funding. Water Services has previously identified the improvements to N. Talkington Drive, the adjacent small cul-de-sac side streets off N. Talkington Drive, and W. Elizabeth Drive as future projects and recognized a potential costs savings by combining projects given their proximity. However, these streets did not qualify to receive RR&SS funding, which is why the additional alternative funding sources were provided by Water Services to add the improvements on these streets to the Project. |
|||||
Community Involvement: | |||||
|
|||||
Expanded Options and Alternatives: | |||||
Collaborate:
|
|||||
Attachments: | Professional Services Contract | ||
Scope of Work and Fee Proposal | |||
Context Map – Coconino Estates Improvements Phase II | |||
Vicinity Map – Coconino Estates Improvements Phase II | |||
Contract Supplementary Justification Form |
7.F.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Amendment to Lease Agreement : First Amendment to Airport Lease Agreement with Peabody Western Coal Consideration and Approval of Assignment and Consent to Assignment: of lease to Wiseman Aviation. |
|||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
Peabody Western Coal Company ("Peabody") will be leaving Flagstaff as a result of the pending closure of the Navajo Generating Station ("NGS"), scheduled for December 2019. The NGS produced coal-fired electricity. Peabody is currently leasing land at the Flagstaff Pulliam Airport, pursuant to an Airport Lease Agreement dated November 14, 2000. Pursuant to the Lease, Peabody has constructed a hangar, office spaces and its own fuel farm. Peabody is requesting that it be allowed to assign the Lease to Wiseman Aviation, the current Fuel Based Operator at the Airport. Wiseman Aviation is willing to assume the Lease, but the Lease must first be amended to allow for the assignment of the fuel farm. | |||||
Financial Impact: | |||||
Pursuant to the Lease, the City receives about $25,000 per year in rent, plus the Lessee pays fuel flowage fees to the Airport. The City will continue to receive this rent and revenues, if the proposed documents are approved. | |||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
ECONOMIC DEVELOPMENT Grow and strengthen a more equitable and resilient economy. |
|||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
1. Approve the First Amendment to the Lease and the Assignment and Consent to Assignment of the Lease. 2. Do not approve and redirect staff. |
|||||
Background and History: | |||||
Peabody is a coal mining company. For over 50 years, Peabody provided coal to the Navajo Generating Station ("NGS") power plant, located on the Navajo Indian Reservation near Page, Arizona. NGS is closing in December 2019. As a result, Peabody recently discontinued coal shipments to NGS. NGS was Peabody's only customer in Northern Arizona, and therefore Peabody is leaving Flagstaff. Peabody currently leases 1.97 acres of land from the City at the Flagstaff Pulliam Airport, pursuant to an Airport Lease Agreement dated November 14, 2000 ("the Lease"). Peabody constructed an office for its coal shipment business operations, a hangar and a fuel farm on the site. The Lease expires November 14, 2025, with the Lessee's option to extend, subject to negotiations between the Lessee and the City regarding all terms and conditions of the Lease. The Lease provides for transfer of all improvements constructed by Lessee to City at the end of the term. The proposed First Amendment to the Lease will allow the assignment of the fuel farm and update the terms of the Lease. The Lease as amended will then be assigned to Wiseman Aviation. |
|||||
Key Considerations: | |||||
The proposed amendment to the Lease, and assignment, will enable the Airport's existing Fuel Based Operator, Wiseman Aviation, to obtain additional fuel resources and facilities. The City benefits from allowing assignment, as the fuel farm serving the Airport will continue in operations. If a fuel farm is not in operation it can grow bacteria within the tank making the fuel unusable. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Lease Amendment | ||
Assignment and Consent |
7.G.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Lease Amendment: Lease No: GS-09P-94446 for Building 3 of the United States Geological Survey (USGS) facility located at 2255 North Gemini Drive, Flagstaff, Arizona 86001 (Extend the lease term for two years). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Lease Amendment to extend the Lease through December 31, 2021.
|
|||||
Executive Summary: | |||||
The lease for Building 3 will be expiring December 31, 2019. GSA is requesting an extension of the lease until December 31, 2021. | |||||
Financial Impact: | |||||
In fiscal year 2019, the total Building 3 lease revenue totaled $332,082, with operating expenses totaling $88,532. |
|||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
ECONOMIC DEVELOPMENT Grow and strengthen a more equitable and resilient economy |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, the original Lease dates back to 1996, and eight amendments/extensions have been approved over the years. On August 9, 2016, the Lease was extended to December 31, 2019. Copies of the Lease and amendments thereto are on file with the City Clerk, and available for public inspection upon request. | |||||
Options and Alternatives: | |||||
Option 1: Approve the Amendment to the Lease to extend the lease term until December 31, 2021, all other terms of the Lease to remain the same. Option 2: Deny the Amendment to extend the Lease which would cause the existing agreement to expire and result in the loss of USGS as tenants. |
|||||
Background and History: | |||||
The USGS Campus was established at its current location in 1963. Originally, it was the base of operations for scientists involved in astrogeology related to the Space Program. Since that time, the Campus has expanded to include scientists involved in geology, geography and water resources, as well as astrogeology. Today, the USGS Campus employs over 200 scientific personnel. | |||||
Key Considerations: | |||||
Building 3 has been leased by the United States Geological Survey (USGS) under the administration of the General Services Administration (GSA) since 1974. On May 25, 2016, the City of Flagstaff submitted a proposal to GSA for a new office building and warehouse at the USGS Campus. Negotiations for the new facility are still underway. If GSA approves the proposal, Building 3 would be demolished and this lease would no longer be applicable. GSA is requesting a short extension while negotiations for the new facility are still in progress. | |||||
Community Benefits and Considerations: | |||||
The Lease is adjusted annually according to the Consumer Price Index. | |||||
Community Involvement: | |||||
The USGS Campus has provided an array of economic benefits to the Flagstaff community. Currently, the facility employs over 200 people in the scientific sector, most of which are in high paying jobs. There is a strong connection between NAU and the USGS Campus that creates a synergy for the growth of both facilities. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Lease Amendment |
7.H.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Lease Amendment: Lease No: GS-09P-03408 for Buildings 4 and 5 of the United States Geological Survey (USGS) facility located at 2255 North Gemini Drive, Flagstaff, Arizona 86001 (Extend the lease term for two years). | |||||
STAFF RECOMMENDED ACTION: | |||||
Approve the Lease Amendment to extend the Lease through December 31, 2021.
|
|||||
Executive Summary: | |||||
The Lease for buildings 4 and 5 is expiring December 31, 2019. GSA is requesting an extension of the Lease until December 31, 2021. | |||||
Financial Impact: | |||||
In the fiscal year 2019, Building 4 and 5 lease revenue equaled $354,886 with operating expenses totaling $238,707. | |||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
ECONOMIC DEVELOPMENT Grow and strengthen a more equitable and resilient economy |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, in December 2014 Council approved a Lease for a five-year term. | |||||
Options and Alternatives: | |||||
Option 1: Approve the Amendment to the Lease to extend the term to December 31, 2021, under the same terms and conditions of the existing Lease. Option 2: Do not approve which would cause the existing Lease to expire and result in the loss of USGS as tenants. |
|||||
Background and History: | |||||
The USGS Campus was established at its current location in 1963. Originally, it was the base of operations for scientists involved in astrogeology related to the Space Program. Since that time, the Campus has expanded to include scientists involved in geology, geography and water resources, as well as astrogeology. Today, the USGS Campus employs over 200 scientific personnel. | |||||
Key Considerations: | |||||
The City and GSA are currently in negotiations for a new build to suit which would replace buildings 4 and 5. These buildings were constructed in the 1970s and have extended their useful life. If the new build to suit is approved these buildings will be demolished and replaced. | |||||
Community Benefits and Considerations: | |||||
The Lease is adjusted annually according to the Consumer Price Index. | |||||
Community Involvement: | |||||
The USGS Campus has provided an array of economic benefits to the Flagstaff community. Currently, the facility employs over 200 people in the scientific sector, most of which are in high paying jobs. There is a strong connection between NAU and the USGS Campus that creates a synergy for the growth of both facilities. | |||||
Expanded Options and Alternatives: | |||||
Inform | |||||
Attachments: | Lease Amendment | ||
GSA Lease Bldgs 4 and 5 |
8.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2019-53 and Ordinance No. 2019-36: A resolution of the Flagstaff City Council declaring as a public record that certain document filed with the City Clerk and entitled "Animal Keeping Code Amendments;" and an ordinance of the City Council of the City of Flagstaff, amending the Flagstaff City Code, Title 6, Police Regulations, Chapter 3, Animal Keeping, by referencing that certain document entitled "Animal Keeping Code Amendments"; providing for repeal of conflicting ordinances, severability, authority for clerical corrections, and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Adopt Resolution No. 2019-53
2) Read Ordinance No. 2019-36 by title only for the final time 3) City Clerk reads Ordinance No. 2019-36 by title only (if approved above) 4) Adopt Ordinance No. 2019-36 |
|||||
Executive Summary: | |||||
In 2016, the Animal Keeping Code was revised to clarify rules, reduce barriers for animal keeping on small lot sizes within City limits and incorporate animal welfare considerations. As part of that process, staff committed to re-evaluate the effectiveness of the revisions and return to Council with any necessary updates. Revisions to the Code are designed reduce nuisances for neighbors and make enforcement easier, while still allowing for backyard livestock to be raised in City limits. The proposed revisions to the Animal Keeping Code are in response to feedback from residents, City staff, and direction from City Council. The revisions also address inconsistencies within the Zoning Code. Key revisions include:
|
|||||
Financial Impact: | |||||
Staff is seeking guidance from City Council on what the cost of the animal keeping permit and level of cost recovery for City staff labor. At 100% cost recovery, Community Development staff can process an animal keeping permit application at a cost of $80. If City Council would prefer to offer a more affordable permit fee, such as $20, the permit could be processed by Sustainability staff. In either scenario, staff will evaluate the impacts over the first year and propose adjustments to costs and components as necessary. |
|||||
Policy Impact: | |||||
Backyard animal keeping supports the Climate Action and Adaptation Plan by increasing access to healthy, affordable food that also has a lower carbon footprint. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Council Goals:
|
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. In 2016, City Council approved amendments to Animal Keeping Code that made it feasible to practice animal keeping on small lot sizes within City limits. | |||||
Options and Alternatives: | |||||
|
|||||
Background and History: | |||||
In 2016, the Animal Keeping Code was revised to clarify rules, reduce barriers for animal keeping on small lot sizes within City limits and incorporate animal welfare considerations. As part of that process, staff committed to re-evaluate the effectiveness of the revisions and return to Council with any necessary updates. Allowing animal keeping in urban areas has multiple benefits, including increasing access to locally grown food and an inexpensive source of eggs, meat, and dairy. Yet, without proper regulations, backyard animal keeping can create nuisances for the surrounding neighborhood that are difficult to address. Community Feedback A community-wide satisfaction survey was conducted in December 2018 through January 2019 and received 233 responses. The results indicate that the majority (58% of respondents) are satisfied with the existing code. The survey also indicated that 46% of residents aware of animal keeping by their neighbors experienced some nuisance. Noise and odor were the most common complaints. While many respondents recommended shortening the existing set back requirements for animal shelters (10 feet from the property line), the restrictiveness and setback requirements of the code were mentioned only five times out of 153 comments. City Personnel Feedback When discussing the animal keeping code with Code Compliance and Animal Control personnel, they are receiving calls for service for noise and odor nuisances which can be difficult to enforce, animals escaping owner's property, kept animals becoming prey to predators, attraction of rodents and/or other pests, and increasing number of kept animals due to yearlings. |
|||||
Key Considerations: | |||||
Currently, livestock are allowed to roam up to the property line, as well as in the side and front yards, which can lead to containment issues and the creation of odor and noise near neighboring houses. Currently, the setback requirements for animal shelters are inconsistent with similar requirements stipulated in the Zoning Code. Staff recommend modeling these requirements after accessory structure setbacks in the Zoning Code, with the additional requirement that shelters be at least 20 feet from the neighboring dwelling residence. The current code also allows for pygmy and miniature goats, which can create significant nuisances and do not provide as large of a food security benefit. |
|||||
Community Benefits and Considerations: | |||||
If the City Council is interested in 100% cost recovery for the permit application process, Community Development staff would process permits. If City Council desires a lower permit fee, Sustainability staff will handle the permitting process, which will have a financial impact. The processing of permits and inspection efforts will be absorbed by existing Sustainability staff. The impacts to existing workload are unknown at this time. | |||||
Community Involvement: | |||||
The proposed revisions are designed to reduce nuisances experienced by neighbors. The permitting process requires additional effort on the part of residents interested in keeping livestock and will allow staff to educate residents on key best-practices. | |||||
Expanded Options and Alternatives: | |||||
Consult: A community-wide satisfaction survey was conducted in December 2018 through January 2019 and received 233 responses. | |||||
Attachments: | Presentation | ||
Res. 2019-53 | |||
Ord. 2019-36 |
8.B.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE: | |||||
Consideration and Approval of Office Lease Agreement: Between the HOPI TRIBE ECONOMIC DEVELOPMENT CORPORATION, a federally chartered corporation, wholly owned by the Hopi Tribe, a federally recognized Indian tribe, 5200 E. Cortland Blvd., Suite E200 (Landlord) and the City of Flagstaff, a municipal corporation (Tenant); Consideration and Approval of Sub-Lease: For a portion of the Hopi Building at Heritage Square Between City of Flagstaff (City) and the Flagstaff Metropolitan Planning Organization (FMPO); Consideration and Approval of Sub-Lease: For a portion of the Hopi Building at Heritage Square Between the City of Flagstaff (City) and the Downtown Business Alliance (DBA). |
|||||
STAFF RECOMMENDED ACTION: | |||||
|
|||||
Executive Summary: | |||||
The City of Flagstaff is currently leasing office space for ParkFlag at 120 N. Beaver Street. However, this lease is expiring. Staff was tasked with finding new office space in the downtown area, to also share space with the FMPO and the Downtown Business Alliance. Several options were researched. Staff recommends that the City Council approve an Office Lease Agreement for office space at 6 E. Aspen Ave, #200, Flagstaff, AZ 86001 (Heritage Square). The City negotiated a few changes in the landlord's lease form, and those are reflected in the First Addendum, which is attached to the Office Lease Agreement. Rental space includes:
The City will sub-lease portions of the office space to FMPO and the DBA, which will offset the rent. The attached Sub-leases are still pending final review by FMPO and the DBA so that they may request a few changes before Council approval. |
|||||
Financial Impact: | |||||
The City shall pay to the Landlord monthly rent of $5,129.06, includes taxes and utilities. A security deposit of $5,000.00 is also required prior to occupancy. The City will receive 1/3 of the deposit from FMPO and 1/3 of the deposit from DBA, plus their monthly rent for the use of the space. Breakdown of costs for ParkFlag, DBA,FMPO the first year (Monthly Rent: $5,129.06):
The City anticipates it will be able to reduce its current ParkFlag office space expenses by approximately $190.00 per month, or over $2,200.00 per year, not including phone or internet costs, as a result of entering into the new Office Lease Agreement and Sub-leases. The FY 2020 budget of $20,000 for this lease is in account 061-07-231-0890-6-4241. The additional funding required will be pulled from the budgeted line item: Other Operating Supplies. |
|||||
Policy Impact: | |||||
None
|
|||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
CODE COMPLIANCE Achieve comprehensive and equitable code compliance. |
|||||
Has There Been Previous Council Decision on This: | |||||
Council approved Resolution No. 2016-01 to adopt the Comprehensive Parking Management Plan on January 19, 2016, which established the Parking Program. Council approved Resolution No. 2018-28 to amend the IGA between the City, County, and FMPO on June 4, 2018, which clarified that FMPO staff may procure various services from either the public or private sectors including office space. |
|||||
Options and Alternatives: | |||||
1. Approve the Lease Agreement and Sub-Leases. 2. Do not approve the Lease Agreement (this option is not recommended as there is currently no space for the additional employees to work at current City facilities and no available private office space to accommodate the needs of the three programs: ParkFlag, Downtown Business Alliance, and Flagstaff Metropolitan Business Alliance. |
|||||
Background and History: | |||||
The current location at 120 N. Beaver Street met all of the space requirements for ParkFlag and was a desirable location to implement and enforce the Parking Management Plan. However, the Lessor recently preferred a month-to-month lease to have the flexibility to vacate the office space for their needs. ParkFlag would prefer the stability of a longer-term lease as the Lessor could give the notice to vacate, and ParkFlag would have 60-days to vacate. ParkFlag looked at several locations in the downtown area that were available, and none met the needs to accommodate ParkFlag, Downtown Business Alliance, and Flagstaff Metropolitan Planning Organization. The limitations included: not meeting the requirements of the Americans with Disability Act, costs exceeded current costs, locations were not centrally located in the ParkFlag management area, and office space did not meet the needs of the staff. Because of the uniqueness of the requirements it was determined that sole-source procurement was appropriate. | |||||
Key Considerations: | |||||
New Office Considerations:
|
|||||
Community Involvement: | |||||
The new office location keeps the ParkFlag office operations in downtown Flagstaff which is accessible to our parking public. | |||||
Attachments: | Office Lease | ||
Sub-lease FMPO | |||
Sub-Lease DBA | |||
ParkFlag Map | |||
Procurement Request | |||
Sole Source Memo |
13.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration of Intergovernmental Agreement and Adoption of Resolution No. 2019-55: A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the Northern Arizona Council of Governments (NACOG) and the City of Flagstaff for Arizona Route 66 Brownfields Coalition Grant; providing for delegation of authority; and establishing an effective date. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2019-55 by title only
2) City Clerk reads Resolution No. 2019-55 by title only (if approved above) 3) Adopt Resolution No. 2019-55 |
|||||
Executive Summary: | |||||
Approving the Intergovernmental Agreement (IGA) with NACOG will formally establish the City of Flagstaff as a coalition member to participate in the 2019 Brownfield Coalition Assessment Grant.
Other coalition members are the City of Winslow, the Town of Camp Verde, Coconino County, and Yavapai County.
|
|||||
Financial Impact: | |||||
The Environmental Protection Agency (EPA) grant award to NACOG is $386,124 for hazardous substances and $211,562 for petroleum environmental site assessments. Each coalition member will identify site locations to be prioritized for potential funding for either hazardous substance and petroleum environmental site assessments. NACOG will select the locations for site assessments. The grant funds will be shared among coalition members. NACOG will receive a portion of the grant funding to pay for expenses in administering the grant. NACOG will disburse grant funds directly to contractors selected for the project work.
The City FY20 budget includes $50,000 for grant-related costs if needed. |
|||||
Policy Impact: | |||||
By approving the IGA, the City will be able to participate in the coalition and access funding that will assist in identifying contaminants on parcels and assist the community in addressing them. It will help with revitalizing and redeveloping the land and support economic development efforts by assisting businesses to assess available parcels. This IGA will also provide better leadership and management to clean up contaminated sites properly, to revitalize them, and return the usefulness to our community. | |||||
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: | |||||
Economic Development - Grow and strengthen a more equitable and resilient economy. | |||||
Has There Been Previous Council Decision on This: | |||||
On 11/06/2012, Council approved an EPA 2012 Brownfield Assessment Grant and intergovernmental agreements with the City of Winslow, City of Holbrook, Coconino County, and Navajo County. Staff is recommending that the Council approve participation in this EPA 2019 Brownfield Assessment Grant, which is similar in structure and based on similar considerations. |
|||||
Options and Alternatives: | |||||
- Approve the IGA with NACOG to participate in the Arizona Route 66 Coalition Brownfield Assessment Grant. - Not approve the IGA, in which case grant funds will be utilized by other coalition members. |
|||||
Background and History: | |||||
The EPA's Brownfields Program empowers states, communities, and other stakeholders to work together to prevent, assess, safely clean up, and sustainably reuse brownfield sites. A brownfield site is real property, the expansion, redevelopment, or reuses of which may be complicated by the presence or potential presence of a hazardous substance, pollutant, or contaminant.
In November 2018, NACOG applied for an AZ Route 66 Coalition, Brownfield Assessment Grant. On June 5, 2019, U.S. EPA announced NACOG was selected to receive a $597,686 grant award to target brownfield sites on the historic Route 66 Corridor. Under this grant, the coalition partners - the cities of Flagstaff and Winslow, the Town of Camp Verde and Coconino and Yavapai counties - will address economic development, historical and cultural preservation, and environmental protection along the Route 66 Corridor. |
|||||
Key Considerations: | |||||
The Coalition will utilize EPA funds to develop the Coalition governance structure, update brownfield inventories, conduct community outreach, identify, prioritize and select sites for Phase 1 and Phase 2 assessments, all to support redevelopment within Coalition member communities. Based on assessments and corresponding planning processes, Coalition members envision the following for potential redevelopment activities: 1) Promotion of historical and cultural tourism opportunities, especially with regard to Route 66, railroads, and unique natural and scenic resources; 2) Economic diversification to broaden employment opportunities in existing and emerging industry sectors, including forest restoration and biomass energy production; and, 3) Rehabilitation and/or construction of low-to-moderate income and workforce housing. |
|||||
Community Involvement: | |||||
The target area for the Arizona Route 66 Brownfields Coalition grant encompasses two counties and a contiguous city located in a neighboring county. This area is approximately 26,800 square miles and is home to 366,000 residents based on recent American Community Survey data. Population density within the target area is 13.7 persons per square mile. Building on prior inventories and assessments completed by Coalition members from 2012 - 2015, and consistent with local planning efforts such as the Flagstaff Sustainability Plan, Coalition members and community-based organizations will continue to proactively address economic development and job creation, historical and cultural preservation, environmental protection and mitigation throughout the target area counties and Route 66 Corridor. |
|||||
Expanded Options and Alternatives: | |||||
Project outputs will include the following:
|
|||||
Attachments: | Res. 2019-55 | ||
IGA with NACOG |
13.B.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2019-56: Arizona Department of Transportation (ADOT) Intergovernmental Agreement between the City of Flagstaff and ADOT for the Project Assessment (PA), 30% design plans, and cost estimate for additional bridge scoping work related to lengthening of the eastbound and westbound bridges on Interstate 40 over Lone Tree Road. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2019-56 by title only
2) City Clerk reads Resolution No. 2019-56 by title only (if approved above) 3) Adopt Resolution No. 2019-56 |
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Executive Summary: | |||||
Approval of the IGA will authorize ADOT to administer a PA, provide 30% design plans, and a cost estimate for additional bridge scoping work related to lengthening of the eastbound and westbound bridges on Interstate 40 over Lone Tree Road. Approval of the IGA will authorize the City to provide funds from the Transportation Tax Fund estimated at $107,850.00 for this work. The City will be responsible for any and all actual costs exceeding the initial estimate; however, if the actual amount is less than the initial estimate the difference between the final amount and initial estimate will be refunded to the City. Final design and construction costs will be addressed in a separate agreement. | |||||
Financial Impact: | |||||
This council action will approve $107,850.00 as outlined in the IGA. The City will be responsible for all additional costs related to the PA should actual costs exceed $107,850.00. Should the PA actual amount be less than the initial estimate the difference between the final amount and the initial estimate will be refunded to the City. The funding will be paid with Transportation Taxes within the budgeted line item in account #040-05-112-3355-6-4441. | |||||
Policy Impact: | |||||
There is no policy impact. | |||||
Connection to Council Goal, Regional Plan: | |||||
Council Goal 2017 – 2019 - 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 T.1. Improve mobility and access throughout the region. Regional Plan – Goal T.2. Improve transportation safety and efficiency for all modes. Regional Plan – Goal T.3. Provide transportation infrastructure that is conducive to conservation, preservation, and development goals to avoid, minimize, or mitigate impacts on the natural and built environment. Regional Plan – Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. Team Flagstaff Strategic Plan – Priority 3 || Foster a Resilient and Economically Prosperous City Deliver outstanding services through a healthy environment, resources, and infrastructure. Team Flagstaff Strategic Plan – Priority 4 || Work in Partnership to Enhance a Safe and Livable Community Foster a safe, healthy, equitable, and accessible community. |
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Has There Been Previous Council Decision on This: | |||||
No specific Council action has been issued with this agreement. |
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Options and Alternatives: | |||||
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Background and History: | |||||
ADOT has programmed and planned the design of the eastbound and westbound bridges on Interstate 40 over Lone Tree Road. As such, ADOT has reached out to the City to accommodate the City’s preferred roadway cross-section of total right-of-way on Lone Tree Road under Interstate 40. By currently partnering with ADOT, the City’s future Lone Tree Road cross-section width can be accommodated by ADOT’s new replacement bridges. This will allow the City the ability to construct, at a future date, the appropriate Lone Tree Road cross-section without having to modify the new Interstate 40 eastbound and westbound bridges. The cost of this IGA is estimated at $107,850.00 for the PA, 30% design plans, and cost estimate for additional bridge scoping related to lengthening the current eastbound and westbound bridges on Interstate 40 over Lone Tree Road. Final design and construction costs will be addressed in a separate agreement and are not within the scope of this IGA. |
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Key Considerations: | |||||
Approval and execution of the IGA outlines the terms and conditions of this agreement and the responsibilities for the City. The agreed upon work described in the IGA will accommodate the City’s future roadway cross-section width of Lone Tree Road. This will allow ADOT to program the City’s roadway cross-section into the design of the new eastbound and westbound bridges on Interstate 40 over Lone Tree Road. ADOT will be administering the project, including the work described in the IGA. | |||||
Community Benefits and Considerations: | |||||
Funding for the IGA work, estimated at $107,850.00, will come from the Transportation Tax Fund in account 040-05-112-3355-6-4421 with a FY2020 budgeted amount of $250,000. The City will be responsible and pay for the difference between the estimated and actual costs for the PA, with a refund back to the City should the final amount be less than the $107,850.00 figure. | |||||
Community Involvement: | |||||
ADOT will be administering the project assessment, 30% design effort, and affiliated cost estimate. | |||||
Attachments: | Context Map | ||
Larger-Scale Project Map | |||
Presentation on IGA | |||
IGA | |||
Res. 2019-56 |
13.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2019-54: A resolution of the Flagstaff City Council, approving an intergovernmental agreement between the Summit Fire and Medical District; the Highlands Fire District; and the City of Flagstaff for joint hiring and promotional processes. | |||||
STAFF RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2019-54 by title only
2) City Clerk reads Resolution No. 2019-54 by title only (if approved above) 3) Adopt Resolution No. 2019-54 |
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Executive Summary: | |||||
The parties to this agreement wish to expand interagency cooperation to include hiring new firefighters and conducting promotional exams. Hiring and promoting processes can be taxing and labor intensive, especially conducting hiring processes for new firefighters. The IGA allows for greater efficiency for the parties and a standardization of processes among the partners to improve results towards hiring and promoting the best candidates while maintaining our shared desire to be non-discriminatory and equal opportunity employers. | |||||
Financial Impact: | |||||
None | |||||
Policy Impact: | |||||
No identified policy impacts from this IGA. | |||||
Connection to Council Goal, Regional Plan: | |||||
City Council Goals 2017-2019
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Has There Been Previous Council Decision on This: | |||||
While not specific to human resource processes, the City Council has entered into several collaborative opportunities to the benefit of public and firefighter safety.
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Community Involvement: | |||||
The intent of the IGA is to work collaboratively with our partners to conduct hiring and promotional processes that yield the best results in the most efficient manner possible. Hiring. As demonstrated by Addendum B of the IGA, firefighter hiring and selection is a multi-faceted and arduous process both in terms of process requirements and impacts to the applicants. The opportunity to share resources and streamline the process is an efficiency to each participant organization and to the actual applicants. When fire departments engaged in this IGA participate in hiring, there is one physical agility test, not multiple. There will be one peer interview not multiple. The Greater Flagstaff Region's goal in this IGA is to attract and hire the best candidates and keep them in our region. Promotions. The IGA further describes a mechanism in Addendum E by which the participants may choose to cooperate in promotional assessment centers. Assessment Centers are a reliable method for the promotion of skilled and management positions based upon demonstrated skills and using outside and unbiased observers with the required backgrounds to participate in the assessment. As such, there are expenses to the conduct of this type of promotional process that benefits from interagency collaboration. The results of the collaboration are improved standardization of knowledge, skills and abilities used in determination of promotional lists and reduced costs and efforts to achieve them. Participation in shared hiring and promotional processes is elective on a case by case basis. |
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Attachments: | Res. 2019-54 | ||
Joint Hiring IGA |
14.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Stronger as One Coalition Presentation | |||||
STAFF RECOMMENDED ACTION: | |||||
Presentation and Discussion
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EXECUTIVE SUMMARY: | |||||
INFORMATION: | |||||
Attachments: | Presentation |
14.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Discussion: 2020 Intergovernmental Priorities | |||||
STAFF RECOMMENDED ACTION: | |||||
Council discussion and direction
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EXECUTIVE SUMMARY: | |||||
The 2020 Intergovernmental Priorities presented here are divided into State and Federal priorities and represent an updated and modified listing of the 2019 priorities. Prior to the start of the Arizona state legislative session, staff would like the Council to adopt the 2020 Intergovernmental Priorities to provide Staff, State Lobbyist Todd Madeksza and Federal Lobbyist Bob Holmes with substantive direction. |
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INFORMATION: | |||||
Connection to Council Goals
On February 7, 2019, the City Council agreed upon its 2019 – 2021 State Legislative Priorities. On January 17, 2017, the City Council approved its Federal Legislative Priorities. |
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Attachments: | 2020 State Legislative Agenda | ||
2020 Federal Legislative Priorities | |||
Presentation |
16.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.) A Citizens' Petition requesting Council to implement a more fair election system, called Ranked Choice Voting (RCV). This method of voting is innovative and has proven to be more just, to encourage diversity, and will be reflective of our vibrant community. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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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 Clerk's Office on October 28, 2019, requesting that the Council consider implement a more fair election system, called Ranked Choice Voting (RCV). This method of voting is innovative and has proven to be more just, to encourage diversity, and will be reflective of our vibrant community. For more information go to www.fairvote.com. | |||||
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. | |||||
Attachments: | Petition #2019-03 |
16.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Whelan to place on a future agenda a discussion about the feasibility of bringing solar to Red Gap Ranch. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Whelan has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |
16.C.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Aslan to place on a future agenda a discussion about potential strategies for cleaning up cinders in a more timely and efficient matter. | |||||
STAFF RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Aslan has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are two other members of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
Attachments: |