WORK SESSION AGENDA
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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 work session, 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. | 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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3. | ROLL CALL
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4. | Public Participation Public Participation enables the public to address the council about items that are not on the prepared agenda. Public Participation appears on the agenda twice, at the beginning and at the end of the work session. You may speak at one or the other, but not both. Anyone wishing to comment at the meeting is asked to fill out a speaker card and submit it to the recording clerk. When the item comes up on the agenda, your name will be called. 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 to have 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. | Review of Draft Agenda for the February 4, 2020 City Council Meeting
Citizens wishing to speak on agenda items not specifically called out by the City Council may submit a speaker card for their items of interest to the recording clerk.
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6. | Martin Luther King Day Proclamation | ||||||||
7. | Restructuring of Administration Office to include Sustainability Section | ||||||||
8. | Citizen Petition - Climate Emergency Resolution | ||||||||
9. | Community Stewards Annual Update | ||||||||
10. | Priority Based Budgeting Program Scoring and Peer Review Update | ||||||||
11. | Potential General Election Consultant Services Scope of Work | ||||||||
12. | Discussion: Fees the city assesses for special events on private property and the possibility of implementing a staggered fee schedule similar to what is done for events on public property | ||||||||
13. | Discussion: All aspects of the City Council operations including office space, support staff, budget, and salary and establishing a committee to evaluate these items | ||||||||
14. | Public Participation | ||||||||
15. | Informational Items To/From Mayor, Council, and City Manager; future agenda item requests |
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16. | Adjournment | ||||||||
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7.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Restructuring of Administration Office to include Sustainability Section | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion with City Council about a City restructure moving Sustainability from a Program within Public Works to a Section with the City Manager's Office. | |||||
EXECUTIVE SUMMARY: | |||||
The City Manager's Office began evaluating where the Sustainability work group best fit within the organization to serve the needs of the City organization and the community again in August 2019. As a result of conversations with the Sustainability Program Manager, Sustainability Commission members, community members, and City leadership a recommendation was formed to move Sustainability from a Program within Public Works to a Section within the City Manager's Office. This move would support direct communication with the City Manager which has been a key component in communities who have successfully met their sustainability goals and objectives. Elevating Sustainability to a Section demonstrates the importance of the Climate Action and Adaptation Plan (CAAP), would streamline actions identified in the CAAP, and promote even more integration across additional focus areas such as transportation, economic development and planning. | |||||
INFORMATION: | |||||
The community, Sustainability Commission and City staff have been discussing where Sustainability best fits within the City municipal organization for a few years now. When the previous City Manager, Barbara Goodrich, was leaving the organization she was approached by the Sustainability Commission with an invitation for the new City Manager to come and meet with them about Sustainability's reporting structure. Given this request Ms. Goodrich, Andy Bertelsen and Shannon Anderson agreed that Mr. Bertelsen and Ms. Anderson would go to the Sustainability Commission meeting to hear what a new organizational structure would accomplish. This meeting took place on August 22, 2019. Mr. Bertelsen and Ms. Anderson shared this information with the new City Manager, Greg Clifton, on September 5, 2019. This was the first of several internal discussions about where Sustainability best served the organization and the community before sharing feedback with the Sustainability Commission on October 24, 2019. While this process was underway a petition was submitted by Joseph Shannon on September 24, 2019 requesting the Flagstaff City Council to perform two things: (1) declare a Climate Emergency Resolution, and (2) elevate Sustainability to a department status. During the October 15, 2019 Council meeting, Council agreed to add this item to the January 28, 2020 Council meeting. There are consequently two scenarios whereby the Sustainability Program can be elevated within the organization. The first scenario would be administratively accomplished, resulting in a new Sustainability Section that reports directly to the City Manager. This would have a marginal budgetary impact. The second option would be to pursue a new division pursuant to the petition. This would involve Council action in the form of an ordinance, and quite possibly a recruitment of a new Division Director position. The budgetary impact would be more significant, accordingly. City leadership is bringing this item forward for discussion since there was a petition submitted in the middle of the restructuring process. |
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Attachments: |
8.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Citizen Petition - Climate Emergency Resolution | |||||
DESIRED OUTCOME: | |||||
Discussion and Possible Direction
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EXECUTIVE SUMMARY: | |||||
Citizen Petition #2019-02 was received on September 24, 2019, asking the Flagstaff City Council to "declare a Climate Emergency Resolution, and immediately elevate the Sustainability Section to Department status, so staff have the ability to expedite the Climate Action and Adaptation Plan and can then implement CAAP goals. This would be a significant positive step for the public safety of Flagstaff residents." Council's Future Agenda Item Request (F.A.I.R.) discussion on October 15, 2019 advanced the petition to a future agenda for discussion and possible direction by the City Council. |
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INFORMATION: | |||||
The petition is attached along with the resolution submitted by the petitioners. | |||||
Attachments: | Petition #2019-02 | ||
Citizen Submitted Resolution |
9.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | ||||||
Community Stewards Annual Update | ||||||
DESIRED OUTCOME: | ||||||
Informational update | ||||||
EXECUTIVE SUMMARY: | ||||||
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INFORMATION: | ||||||
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Attachments: | Community Stewards Update |
10.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Priority Based Budgeting Program Scoring and Peer Review Update | |||||
STAFF RECOMMENDED ACTION: | |||||
This is an update discussion; no action is requested or required. | |||||
EXECUTIVE SUMMARY: | |||||
In May of 2019, the City of Flagstaff embarked on a journey to implement Priority Based Budgeting for the FY2021 budget cycle. Priority Based Budgeting (or PBB) is a leading best practice in municipal government and allows cities to re-envision how they utilize their budgets. Specifically, PBB enables cities to create a balanced, stable and sustainable budget, to prioritize spending and reallocate resources from within, to launch new programs and to envision an improved future by leveraging public/ private partnerships and breaking through “budget silos”. Staff actively worked to implement PBB throughout the summer and fall of 2019 and continues to do so in 2020. A PBB program inventory (a listing of all the services provided by the City of Flagstaff) was completed in October, program costing (a compilation of the personnel costs, non-personnel costs, and revenues attributed to each program) was completed in November, and program scoring and peer review (a rating of how well each program aligns with the City’s results and definitions) was completed in December. The attached presentation provides an update on the program scoring and peer review phases of PBB implementation. At the February 3rd budget retreat, Council will be introduced to the online interactive PBB tool. |
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INFORMATION: | |||||
Connection to Council Goals
Has There Been a Previous Council Decision on This Topic?
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Attachments: | Presentation |
11.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Potential General Election Consultant Services Scope of Work | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion with City Council on the proposed potential general election consultant services scope of work. | |||||
EXECUTIVE SUMMARY: | |||||
City Staff met with City Council on January 21, 2020 on potential general election ballot measures and consultant services. City Council supported staff in obtaining consultant expertise to assist in developing potential ballot questions and a strategic approach for public outreach services to educate voters. City staff have created the proposed scope of work for these services. City staff are seeking Council input and direction on the proposed scope of work. |
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INFORMATION: | |||||
Proposed Scope of Work:
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Attachments: |
12.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Discussion: Fees the city assesses for special events on private property and the possibility of implementing a staggered fee schedule similar to what is done for events on public property | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion/Direction
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EXECUTIVE SUMMARY: | |||||
Mayor Evans provided the Future Agenda Item Request on September 3, 2019, which was supported by the required number of Councilmembers. | |||||
INFORMATION: | |||||
Attachments: |
13.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Discussion: All aspects of the City Council operations including office space, support staff, budget, and salary and establishing a committee to evaluate these items | |||||
STAFF RECOMMENDED ACTION: | |||||
Discussion/Direction
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EXECUTIVE SUMMARY: | |||||
Mayor Evans provided the Future Agenda Item Request on September 17, 2019, which was supported by the required number of Councilmembers. | |||||
INFORMATION: | |||||
Attachments: |