FINAL AGENDA
4:00 P.M. MEETING
Individual Items on the 4:00 p.m. meeting agenda may be postponed to the 6:00 p.m.
meeting. |
1. |
CALL TO ORDER
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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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 of its citizens.
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4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | |||||||||
A. | Consideration and approval of minutes: Flagstaff City Council Regular Meeting of June 4, 2013, and Work Session of June 11, 2013. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve/amend the minutes of the Flagstaff City Council Regular Meeting of June 4, 2013, and Work Session of June 11, 2013.
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5. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda (or is listed under Possible Future Agenda Items). Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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6. |
PROCLAMATIONS AND RECOGNITIONS |
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7. | APPOINTMENTS Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1). None |
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8. | LIQUOR LICENSE PUBLIC HEARINGS None |
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9. |
CONSENT ITEMS
All matters under Consent Agenda are considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items. |
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A. | Consideration and Approval of Street Closure(s): Hopi Market Arts and Craft Festival. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the street closure at Aspen Avenue between San Francisco Street and Leroux Street on 9/28/13 at 6 am through 9/29/13 at 6 pm.
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B. | Consideration and Approval of Consulting Contract: Allwyn Environmental, Inc., for Program Administrative Services for the FY2012 Brownfields Community-wide Assessment Grant. | |||||||||
RECOMMENDED ACTION: | ||||||||||
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C. | Consideration and Approval of Construction Contract: Switzer Canyon Transmission Main Project. | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Award the construction contract to Seller’s and Sons, Inc. of Glendale, Arizona in the total award amount of $980,483, which includes $25,000 in contract allowance. The contract period is 120 calendar days; and |
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D. | Consideration and Approval of Payment: Annual Computer Hardware and Software Maintenance and Support Services. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Authorize the payment in the amount of $601,015.15, plus applicable sales tax, to:
1) ERP - Financial Applications - $151,000.00 2) SHI Software - Microsoft Enterprise Agreement - $135,000.00 3) Intergraph Public Safety, Inc. - Maintain the map and corresponding DB for system - $196,428.08 4) SIRSI - Online Library Catalog 4/1-3/31 - $70,007.07 5) Additional charge for migrating data from branches into catalog - $48,580.00 |
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E. | Consideration of Appointment: City Attorney. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Appoint Michelle D'Andrea as the City Attorney for the City of Flagstaff.
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F. | Consideration and Approval of Agreement: Participating Agreement Supplemental Project Agreement between City of Flagstaff and USDA, Forest Service Coconino National Forest, for the Flagstaff Watershed Protection Project, Fuels Reduction Demonstration Project | |||||||||
RECOMMENDED ACTION: | ||||||||||
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10. | ROUTINE ITEMS | |||||||||
A. | Consideration and Approval of Agreement Amendment: Joint Project Agreement 11-085 between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization, Amendment 2 for Fiscal Year 2014 | |||||||||
RECOMMENDED ACTION: | ||||||||||
Authorize signature of JPA 11-805 Amendment 2
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RECESS
6:00 P.M. MEETING RECONVENE |
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NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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11. | ROLL CALL
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12. | CARRY OVER ITEMS FROM THE 4:00 P.M. AGENDA |
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13. | PUBLIC HEARING ITEMS | |||||||||
A. |
Public Hearing For Proposed FY 2013 2014 Budget and Property Tax Levy. RECOMMENDED ACTION
1) Open the public hearing, receive citizen input, and close the public hearing
2) Recess Regular Meeting and convene a Special Meeting
SPECIAL MEETING
Consideration and Adoption of Resolution No. 2013-14: CONSIDERATION AND APPROVAL OF RESOLUTION NO. 2013-14 A RESOLUTION FOR THE ADOPTION OF THE BUDGET FOR FISCAL YEAR 2013-2014 AND PUBLIC HEARING FOR BUDGET AND LEVY. |
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RECOMMENDED ACTION: | ||||||||||
1) Read Resolution No. 2013-14 by title only
2) City Clerk reads Resolution No. 2013-14 by title only (if approved above) 3) Adopt Resolution No. 2013-14 4) Adjourn Special Meeting and reconvene Regular Meeting |
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14. | REGULAR AGENDA | |||||||||
A. | Consideration and Adoption of Ordinance No. 2013-13: AN ORDINANCE LEVYING UPON THE ASSESSED VALUATION OF THE PROPERTY WITHIN THE CITY OF FLAGSTAFF, ARIZONA, SUBJECT TO TAXATION A CERTAIN SUM UPON EACH ONE HUNDRED DOLLARS ($100.00) OF VALUATION SUFFICIENT TO RAISE THE AMOUNT ESTIMATED TO BE REQUIRED IN THE ANNUAL BUDGET, LESS THE AMOUNT ESTIMATED TO BE RECEIVED FROM OTHER SOURCES OF REVENUE; PROVIDING FUNDS FOR VARIOUS BOND REDEMPTIONS, FOR THE PURPOSE OF PAYING INTEREST UPON BONDED INDEBTEDNESS AND PROVIDING FUNDS FOR GENERAL MUNICIPAL EXPENSES, ALL FOR THE FISCAL YEAR ENDING THE 30TH DAY OF JUNE, 2014. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Read Ordinance No. 2013-13 by title only for the first time on June 18, 2013.
Read Ordinance No. 2013-13 by title only for the second time on July 2, 2013. Adopt Ordinance No. 2013-13 on July 2, 2013. |
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B. | Consideration and Approval of Final Plat: A request from Pete Reznick for final plat approval of the University Terrace Unit 2, a subdivision consisting of twenty (20) single-family lots on 10.55 acres located at 4015 South Holland Road in the R1, Residential Zoning District. | |||||||||
RECOMMENDED ACTION: | ||||||||||
The Planning and Zoning Commission recommends approving the final plat with the conditions outlined in the staff summary and its attachments, and authorizing the Mayor to sign both the plat and City/Subdivider Agreement when notified by staff that all conditions have been met and documents are ready for recording.
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C. | Consideration of Insurance Renewal: Property/Casualty for Fiscal Year 2014. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve or disapprove insurance renewal proposal from Willis of Arizona for the period July 1, 2013 to June 30, 2014 and authorize the City Manager to execute the necessary documents. Our contracted insurance broker, Willis of Arizona, has provided the following options:
-SIR 50,000 (current) $1,315,380 premium plus 5% buffer for policiy changes= $1,381,149 -SIR 75,000 (staff recommendation) $1,256,093 premium plus 5% buffer for policy changes = $1,318,898 -SIR 100,000 $1,222,832 premium plus 5% buffer for policy changes = $1,283,974 |
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D. |
Consideration of Insurance Renewal: Workers’ Compensation for fiscal year 2014. |
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RECOMMENDED ACTION: | ||||||||||
Accept workers compensation renewal proposal offered by SCF Western for the period July 1, 2013 to June 30, 2014, and authorize payment of premiums for this policy period and authorize the City Manager to execute the necessary documents to accept the proposal.
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E. |
Consideration and Adoption of Resolution No. 2013-16: A Resolution to Cover Volunteers of the City of Flagstaff under the City’s Workers’ Compensation Insurance. |
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RECOMMENDED ACTION: | ||||||||||
Should Council wish to move forward with adoption of this resolution:
1) Read Resolution No. 2013-16 by title only 2) City Clerk reads Resolution No. 2013-16 by title only (if approved above) 3) Adopt Resolution No. 2013-16 |
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15. | DISCUSSION ITEMS None |
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16. | POSSIBLE FUTURE AGENDA ITEMS Verbal comments from the public on any item under this section must be given during Public Participation (#5) near the beginning of the meeting. Written comments may be submitted to the City Clerk. After discussion and upon agreement of three members of the Council, an item will be moved to a regularly-scheduled Council meeting. |
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A. | Request by Vice Mayor Evans for future discussion re transportation of uranium ore through Flagstaff. | |||||||||
B. | Request by Mayor Nabours for future discussion re repeal of property sales tax. | |||||||||
17. | PUBLIC PARTICIPATION | |||||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, REQUESTS FOR FUTURE AGENDA ITEMS | |||||||||
19. | ADJOURNMENT |
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4.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Consideration and approval of minutes: Flagstaff City Council Regular Meeting of June 4, 2013, and Work Session of June 11, 2013. | |||||
RECOMMENDED ACTION: | |||||
Approve/amend the minutes of the Flagstaff City Council Regular Meeting of June 4, 2013, and Work Session of June 11, 2013.
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INFORMATION | |||||
Attached are copies of the minutes of the Flagstaff City Council Regular Meeting of June 4, 2013, and Work Session of June 11, 2013. for amendment/approval. | |||||
Attachments: | CCRM.06042013.Minutes | ||||
CCWS.06112013.Minutes | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Approval of Street Closure(s): Hopi Market Arts and Craft Festival. | |||||
RECOMMENDED ACTION: | |||||
Approve the street closure at Aspen Avenue between San Francisco Street and Leroux Street on 9/28/13 at 6 am through 9/29/13 at 6 pm.
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Policy Decision or Reason for Action: | |||||
Subsidiary Decisions Points: By allowing the Hopi Market Arts and Craft Show as an exception to the special event permit regulations regarding the full closure of Aspen Avenue between San Francisco Street and Leroux Street, the City is providing a safe location for a community event. | |||||
Financial Impact: | |||||
Street closures have the potential to change traffic patterns for local businesses. | |||||
Connection to Council Goal: | |||||
Diversity of arts, culture and educational opportunities. | |||||
Has There Been Previous Council Decision on This: | |||||
Other special events have received this exception in the past. | |||||
Options and Alternatives: | |||||
Deny the request to close the proposed downtown streets.
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Background/History: | |||||
The Hopi Market is sponsored by the Hopi Tribe's Economic Development Corporation to provide an opportunity for Native American artisans to sell their arts and crafts. Additionally, this gives the Hopi Tribe an opportunity to share their life and culture through educating the public with art, dance and traditional foods. The market is in its fourth year and has annually drawn over 1000 residents and visitors into the downtown area. | |||||
Key Considerations: | |||||
The current special event permit regulations do not allow for the full closure of one-way downtown streets. Deviations from the special event permit packet have been approved by City Council on a case-by-case basis. | |||||
Expanded Financial Considerations: | |||||
Street closures have the potential to change traffic patterns for local businesses. | |||||
Community Benefits and Considerations: | |||||
The Hopi Market draws approximately 1000 residents and visitors to the historic downtown area and may generate tourism and business for Flagstaff hotels and restaurants. The Hopi Market provides an educational opportunity for residents and visitors through the sale and display of art, crafts and food. | |||||
Community Involvement: | |||||
The public participation goal of collaborate has been chosen: The Hopi Tribe hopes to bring together the businesses and residents for a successful arts and craft festival. The June Downtown Newsletter informed residents and local downtown businesses of the date and time that this agenda item will be presented to City Council. Additionally, the Hopi Economic has conducted outreach with surrounding businesses and plans on discussing the closure with the Downtown Business Alliance. The Police Department has no concerns with this permit and recommends approval. |
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Attachments: | Traffic Control Plan | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Consulting Contract: Allwyn Environmental, Inc., for Program Administrative Services for the FY2012 Brownfields Community-wide Assessment Grant. | |||||
RECOMMENDED ACTION: | |||||
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Policy Decision or Reason for Action: | |||||
Approval of this agreement allows the City to engage a project administrator and thus to administer the grant funded program per the requirements of the EPA (Environmental Protection Agency). This work includes coordination of the coalition partners, customers, and required EPA reporting (via City staff). In addition to administration, the contractor will also be performing certain aspects of work of the grant including public outreach, technical professional coordination and report review services, and required presentations at various EPA functions (including travel). The City currently has no Brownfields staff and requires these contracted services in order to perform as expected. Subsidiary Decision Points: None. |
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Financial Impact: | |||||
As the grant was constructed, the cost of these services is included in the grant and therefore there is no financial impact to City funds, partners funds, or customers. The contract amounts are "estimated, not-to-exceed" and are over the three-year term of the grant. They are as follows: Task 1- Project Oversight $14,800 Task 2 - Public Outreach $39,860 Task 3 - Technical Services $54,780 Task 4 - Database Management $41,140 Total $150,580 The City will charge the grant for approximately $28,200 for services provided in-house. These include project coordination and management, required EPA reporting, and required presentations at various EPA functions (including travel). This leaves $521,221 for the assessment and planning work of the grant. |
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Connection to Council Goal: | |||||
Recycling Brownfields is one tool to retain, expand, and diversify the economic base of Flagstaff. Abandoned and contaminated properties are not only unproductive, but they detract from property values immediately adjacent and city-wide. They also foster sprawl (the most expensive scenario for the delivery of services and infrastructure). This kind of property owner assistance (environmental assessments and redevelopment planning) is a tool to help businesses stay in Flagstaff and to attract new businesses to Flagstaff. | |||||
Has There Been Previous Council Decision on This: | |||||
The City Council has previously accepted the grant agreement (November 6, 2012 - Arizona Route 66 Coalition Communities U.S. Environmental Protection Agency 2012 Brownfields Community-wide Assessment Grant). | |||||
Options and Alternatives: | |||||
1. Approve and authorize the City Manager to execute the agreement. 2. Do not approve and authorize the City Manager to execute the agreement and direct staff to perform these tasks in-house. 3. Do not approve and authorize the City Manager to execute the agreement and direct staff to seek additional service proposals. 4. Do not approve and authorize the City Manager to execute the agreement. |
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Background/History: | |||||
Brownfield Definition The EPA originally defined a Brownfield as real property, the expansion, redevelopment, or reuse of which may be complicated by the presence or potential presence of a hazardous substance, pollutant, or contaminant. It was later expanded to include "abandoned or under-utilized" properties and mine scarred properties, as well as clarifications to include more contaminants such as petroleum and controlled substances. Route 66 Brownfields Established in 1928, historic Route 66, known as the “Mother Road,” became the country’s main east-west artery connecting communities from Chicago to Los Angeles with over 2,400 miles of continuously paved roadway. A rich history is tied into Route 66 beyond the road itself. It served as an agent of social transformation and represents a remnant of America’s past. Cities and towns along Route 66 reaped the benefits of the highway with motels, diners, and gasoline and service stations springing up along the way as the country increasingly became a mobile society. Northern Arizona communities flourished and grew from this western movement, first driven by those seeking the prospects of a new beginning during the Great Depression, later by traffic headed west to support the defense industry in the 1940s, and then by the new American phenomenon of the 1950s, the family vacation. By 1966, the interstate highway system replaced Route 66, bypassing over 200 miles of Route 66 roadway in Northern Arizona. This change coincided with other powerful forces that consolidated highway services, including the advent of traffic interchanges and the creation of national chains of gasoline stations, motels, and restaurants. The abandonment of Route 66 resulted in economic, environmental, and cultural resource implications that continue to plague Northern Arizona communities to this day. National chains that sprang up at the interchanges supplanted the locally-owned businesses along the highway. Route 66 businesses became less viable, even closed, and many properties remain underutilized or abandoned. The environmental legacy includes over 1,100 known underground storage tanks in our area, about 40% of which have leaked. While a number of these have been properly removed and closed, concerns and suspicions of the potentially-contaminated sites remain. Combined with other sources, such as railroad facilities, timber production sites, and other commercial and industrial operations, we estimate that over 1540 Brownfield sites may exist in the project area. The contaminants likely to be encountered at the sites are a host of petroleum hydrocarbons, as well as volatile organic compounds, heavy metals, and asbestos. Using Flagstaff as an example, 27 motels along Route 66 are eligible for, or are listed on, the National Register of Historic Places. The other highway supporting facilities, such as the diners and service stations, have not been evaluated, but are likely also eligible. The National Park Service, during the course of their recent study of all of Route 66, identified Route 66 in Flagstaff as the most intact segment in the country. Setting aside the intrinsic benefits of preserving our heritage, these properties have the potential to be exploited for heritage tourism. Heritage tourists stay longer, do more, and spend more than other tourists - approximately 50% more. Albuquerque has successfully converted blighted Route 66 motels into viable businesses catering to heritage tourists. There is great economic potential for these areas, including redevelopment, infill, tourism, heritage tourism, and more; however, the specter of unknown environmental hazards has hindered redevelopment. Communitywide Assessment Grants EPA assessment grants provide funding to the community to inventory, characterize, assess, and conduct planning related to Brownfields sites. Eligible applicants include only governments and certain quasi-governmental agencies. An eligible entity may apply for up to $200,000 to assess sites contaminated by hazardous substances, pollutants, or contaminants (including hazardous substances co-mingled with petroleum) and up to $200,000 to address sites contaminated by petroleum. A coalition of three or more eligible applicants can submit one grant proposal under the name of one of the coalition members for up to $1,000,000. The performance period for these grants is three years. Assessment grants do not provide resources to conduct cleanup or building demolition activities. Prior Experience The City of Flagstaff individually received this same Communitywide Assessment Grant in 2006. The subject area of that grant was much smaller, focused on south Downtown and a portion of Route 66. However, with those funds, the City performed significant community outreach and involvement, inventories area properties, prepared a redevelopment plan for City owned properties on Phoenix Avenue, and prepared a GIS based Brownfield Sensitivity (planning) Map. Importantly, 20 Phase I and four (4) Phase II Environmental Site Assessments (ESAs) were prepared for various public and private properties. Approximately $120,000 was directly disseminated into the Flagstaff community in the form of contract awards and Environmental Site Assessments reports. Grant compliance was exemplary and included the preparation of a Quality Assurance Project Plan (AQPP) and a Health and Safety Plan (HASP), quarterly reports, MBE/WBE reports, and ACRES database reporting, as well as presentations given at three national conferences and three Western Brownfield Workshops. |
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Community Involvement: | |||||
Preparing the Grant In preparing the grant, all of the communities along Route 66 in Arizona in all cities and all counties, were invited to participate. Due to time constraints and other considerations, not all were able to do so. Multiple meetings of the interested communities were hosted by the City of Flagstaff to work out particulars, a draft IGA, and to prepare and review the grant application. Each participating community conducted two public meetings in their community to seek review and input on the application. These meetings were noticed on websites, advertised in local newspapers, and were further publicized with handbills and flyers. Numerous agencies and associations were also consulted in the preparation of the application. We received 14 letters of support from these organizations including the Economic Collaborative of Northern Arizona and (ECoNA), the Sustainable Economic Development Initiative (SEDI), the Historic Route 66 Association of Arizona, the Rotary Clubs of Winslow Flagstaff, the Holbrook Painted Desert Kiwanis Club, and the Standin’ on the Corner Foundation, Inc. Additionally, the Arizona Department of Environmental Quality was a vital partner in the development of this application. During the Grant Term The work of this grant is divided into four tasks and Task 2 is titled "Community Involvement." The Coalition members will continue to keep the public, business, and regulatory community involved throughout the life of this grant (through mailings, website postings, City Council reports, newsletters, as well as public and one-on-one meetings) regarding the activities planned by the Coalition, schedule information, and utilize means by which individuals and interested organizations can stay informed and involved. Each of the application-supporting agencies and organizations have also committed to assisting with community involvement. |
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Council Action: | |||||
06/18/2013 - Approved - EAB | |||||
Attachments: | Service Agreement-Brownfields Rt 66 Community-Wide Assessments Program Administration Services | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||||||||||||||||||||||||||||||
Consideration and Approval of Construction Contract: Switzer Canyon Transmission Main Project. | |||||||||||||||||||||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||||||||||||||||||||
1) Award the construction contract to Seller’s and Sons, Inc. of Glendale, Arizona in the total award amount of $980,483, which includes $25,000 in contract allowance. The contract period is 120 calendar days; and |
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Policy Decision or Reason for Action: | |||||||||||||||||||||||||||||||||
Awarding the contract will authorize the construction of the Switzer Canyon Transmission Main Project in accordance with the approved public improvements construction plans prepared by Turner Engineering, Inc. | |||||||||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||||||||
The Switzer Canyon Transmission Main project is funded by the total budget appropriation of $1,165,554 (includes FY 12 and FY 13 prior year expenditures) and FY 14 budget amount of $1,020,483 (acct. 201-5120-770). | |||||||||||||||||||||||||||||||||
Connection to Council Goal: | |||||||||||||||||||||||||||||||||
Repair, replace, maintain infrastructure (streets & utilities) | |||||||||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||||||||
No. | |||||||||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||||||||
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Background/History: | |||||||||||||||||||||||||||||||||
The scope of the project includes a new 20” transmission water main with associated fittings, new fire hydrants and pavement replacement sections along the Switzer Canyon Road corridor. Water services will be relocated to the ROW with the proper adjustments. The Utilities Department has been planning an improvement of the existing transmission main in the Switzer Canyon corridor. Phase I is from Route 66 to Turquoise Drive at approximately $1 million. Phase II is from Turquoise Drive to Forest Avenue and Phase III is from Forest Avenue to the north end of San Francisco St. The total project for the Switzer Canyon corridor (all phases) is expected to carry over the next three fiscal years, FY 14 to FY16. Construction impacts may include traffic detours, temporary lane closures with traffic flagging and temporary access to parcels with signage. Coordination with property and business owners will be made for water service disconnects and reconnects. |
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Key Considerations: | |||||||||||||||||||||||||||||||||
The bid solicitations were published two times, April 21 and 28, 2013.Thirteen bids were received on May 8, 2013 at the office of the City Purchasing Agent. A summary of the bids received are:
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Expanded Financial Considerations: | |||||||||||||||||||||||||||||||||
Project expenditures will be funded by the current total budget appropriation of $1,165,554 for the Utilities program (201-5120-770). | |||||||||||||||||||||||||||||||||
Community Benefits and Considerations: | |||||||||||||||||||||||||||||||||
The project will replace an existing 16” water main that is deteriorated and outside of the existing roadway. The existing 16” main will be abandoned in place. The project will improve the water system within this area and provide easier access for City operation and maintenance. | |||||||||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||||||||
Utility easements and temporary construction easements are required from selected property owners. The City has contacted the property owners and staff is in process of acquiring the necessary easements to facilitate the water service relocations and new fire hydrants. Construction progress and up-dates will be provided to the property owners on the progress of the project. | |||||||||||||||||||||||||||||||||
Expanded Options and Alternatives: | |||||||||||||||||||||||||||||||||
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Council Action: | |||||||||||||||||||||||||||||||||
06/18/2013 - EAB - Approved | |||||||||||||||||||||||||||||||||
Attachments: | Construction Contract | ||||
Vicinity Map | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.D.
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CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
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TITLE: | |||||
Consideration and Approval of Payment: Annual Computer Hardware and Software Maintenance and Support Services. | |||||
RECOMMENDED ACTION: | |||||
Authorize the payment in the amount of $601,015.15, plus applicable sales tax, to:
1) ERP - Financial Applications - $151,000.00 2) SHI Software - Microsoft Enterprise Agreement - $135,000.00 3) Intergraph Public Safety, Inc. - Maintain the map and corresponding DB for system - $196,428.08 4) SIRSI - Online Library Catalog 4/1-3/31 - $70,007.07 5) Additional charge for migrating data from branches into catalog - $48,580.00 |
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Policy Decision or Reason for Action: | |||||
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Financial Impact: | |||||
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Connection to Council Goal: | |||||
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Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
1) Approve the recommended action as submitted; 2) Present to Council the hardware and software maintenance support services exceeding the bid threshold on an individual basis. | |||||
Background/History: | |||||
For the past five years, Purchasing has presented a comprehensive master listing outlining most computer hardware and software maintenance and support services. City staff's recommendation is to receive payment authorization as one action item at the onset of the fiscal year. During the current fiscal year we have expended to date $521,538.08 to the various vendors as outlined in the attached schedule. | |||||
Key Considerations: | |||||
Hardware and Software maintenance and support services are being acquired from designated vendors we purchased the computer hardware and software from. | |||||
Expanded Financial Considerations: | |||||
Ongoing maintenance and support services assure the City the latest product enhancements and technical support that is critical in support of the City's computer infrastructure. | |||||
Community Benefits and Considerations: | |||||
No | |||||
Community Involvement: | |||||
Inform. | |||||
Council Action: | |||||
06/18/2013 - EAB - Approved | |||||
Attachments: | FY14 Software Maint | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.E.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration of Appointment: City Attorney. | |||||
RECOMMENDED ACTION: | |||||
Appoint Michelle D'Andrea as the City Attorney for the City of Flagstaff.
|
|||||
Policy Decision or Reason for Action: | |||||
Due to the departure of Rosemary Rosales on March 1, 2013 it is necessary to appoint a new City Attorney. | |||||
Financial Impact: | |||||
The salary and benefits for this position are currently budgeted. | |||||
Connection to Council Goal: | |||||
The City Attorney assists both City Council and City staff members in the accomplishment of the City Council goals and objectives. 1. Repair, replace, maintain infrastructure (streets & utilities) 2. Fund existing and consider expanded recreational services 3. Address Core Services Maintenance Facility 4. Complete Rio de Flag 5. Retain, expand, and diversify economic base 6. Complete Water Policy 7. Review financial viability of pensions 8. Review all commissions 9. Zoning Code check in and analysis of the process/implementation 10. Develop an ongoing budget process 11. Effective governance |
|||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
The City Council may consider other terms to be included and execute an updated agreement. | |||||
Community Involvement: | |||||
Inform |
|||||
Council Action: | |||||
06/18/2013 - EAB - Approved | |||||
Attachments: | Employment Agreement | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
9.F.
| |||||||||||||||
CITY OF FLAGSTAFF | |||||||||||||||
STAFF SUMMARY REPORT | |||||||||||||||
|
TITLE: | |||||
Consideration and Approval of Agreement: Participating Agreement Supplemental Project Agreement between City of Flagstaff and USDA, Forest Service Coconino National Forest, for the Flagstaff Watershed Protection Project, Fuels Reduction Demonstration Project | |||||
RECOMMENDED ACTION: | |||||
|
|||||
Policy Decision or Reason for Action: | |||||
As part of the Flagstaff Watershed Protection Project (FWPP), The City and U.S. Forest Service will implement a "pilot project" within two areas approved for mechanical treatment and prescribed burning in two areas, located within the Dry Lake Hills. Both pilot project areas are located on rocky, 40 percent slopes, similar to other adjacent areas of the FWPP project area. The objective of the pilot project is to evaluate the effectiveness and feasibility of the two treatment prescriptions on the steep, rocky slopes. The evaluation will help The City and U.S. Forest Service determine the effectiveness of such treatments in meeting the desired conditions across the FWPP area. |
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Financial Impact: | |||||
The estimated cost of the project will not exceed $30,000. All expenses for this pilot project will be paid for through the Forest Health and Water Supply Protection Bond. | |||||
Connection to Council Goal: | |||||
11. Effective governance. |
|||||
Has There Been Previous Council Decision on This: | |||||
January 15, 2013 City Council approved three agreements with the USFS related to the Flagstaff Watershed Protection Project, including:
|
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Options and Alternatives: | |||||
|
|||||
Background/History: | |||||
In November 2012, Flagstaff voters approved a $10 million bond project, which supports forest treatments within two watersheds critical to our community – Rio De Flag/Dry Lake Hills and Lake Mary. |
|||||
Community Benefits and Considerations: | |||||
The Flagstaff Watershed Protection Project is an innovative approach to help reduce the risk of devastating wildfire and post-fire flooding in the Rio de Flag and Lake Mary watersheds. The project is founded on a unique long-term partnership between the City, US Forest Service, and State of Arizona. The purpose of FWWP is to ensure the sustainability of our forests and local water supply, protect our local economy and improve community health and safety. | |||||
Community Involvement: | |||||
Collaborate - the Supplemental Project Agreement is supportive of the City's long-term and collaborative partnership with the US Forest Service. Community involvement is a key element in the implementation of FWPP. The project design encourages the public to be actively engaged throughout the process. Outreach has been constant and includes informational multi-media communication, public meetings and opportunities for the public to provide formal input and comment. |
|||||
Council Action: | |||||
06/18/2013 - EAB - Approved | |||||
Attachments: | Supplementation Project Agreement | ||||
Scope of Work | |||||
Financial Plan | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||
Consideration and Approval of Agreement Amendment: Joint Project Agreement 11-085 between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization, Amendment 2 for Fiscal Year 2014 | |||||
RECOMMENDED ACTION: | |||||
Authorize signature of JPA 11-805 Amendment 2
|
|||||
Policy Decision or Reason for Action: | |||||
The City benefits from its current relationship with FMPO and through FMPO the Arizona Department of Transportation. FMPO provides resources for regional planning, participation in state transportation plans, support for traffic impact analysis and access to federal transportation construction funding. Regional planning and more specifically transportation planning is an on-going function in which the City participates to meet other state and federal mandates. This JPA establishes the relationship with ADOT to permit the pass-through of federal funds. The JPA is amended annually to reflect changes in federal or state mandates, rules or expectations, and to create the new completion date, June 30, 2014. Subsidiary Decisions Points: This Amendment has been reviewed and approved by the City Attorney's office and the City Grants Management office. |
|||||
Financial Impact: | |||||
Annually, FMPO brings in about $260,000 in planning funds, $500,000 in general construction funds, and $600,000 in safety project funds. Administration of the safety funds (Highway Safety Improvement Program, HSIP) is time consuming. Failure to approve the amendment will de-fund the FMPO and essential services in transportation modeling, trails planning and more will fall to City staff. | |||||
Connection to Council Goal: | |||||
Repair Replace maintain infrastructure (streets & utilities) Retain, expand, and diversify economic base Effective governance |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, the original JPA was considered by Council on June 7, 2011 |
|||||
Options and Alternatives: | |||||
Approve as written: This is the most expeditious path Approve with conditions: This will result in delays due to state and local reviews. Activities between July 1, 2013 and the final date of execution will be paid for with local funds or will be suspended. Reject the amendment. The FMPO will not be funded. |
|||||
Background/History: | |||||
The FMPO has been in place since 1996. It started with an intergovernmental agreement between the City, County and State. When the MPO reorganized several years ago, a new IGA between the City and County established the FMPO and the City - on behalf of the FMPO - entered into a contract with the State. This JPA with its amendments is very similar in content. | |||||
Key Considerations: | |||||
The FMPO Executive Board has approved the FY 14 Work Program which is referenced by this Amendment and helps fulfill some its requirements. | |||||
Community Benefits and Considerations: | |||||
Ensure continuation of important transportation planning and support functions. | |||||
Community Involvement: | |||||
Consult - a 30-day public comment period was provided |
|||||
Attachments: | JPA 11-085 Amendment 2 FMPO Work Program FY 2014 | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
13.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||||||||||||||||||||||||
Public Hearing For Proposed FY 2013 2014 Budget and Property Tax Levy. RECOMMENDED ACTION
1) Open the public hearing, receive citizen input, and close the public hearing
2) Recess Regular Meeting and convene a Special Meeting
SPECIAL MEETING
Consideration and Adoption of Resolution No. 2013-14: CONSIDERATION AND APPROVAL OF RESOLUTION NO. 2013-14 A RESOLUTION FOR THE ADOPTION OF THE BUDGET FOR FISCAL YEAR 2013-2014 AND PUBLIC HEARING FOR BUDGET AND LEVY. |
|||||||||||||||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||||||||||||||
1) Read Resolution No. 2013-14 by title only
2) City Clerk reads Resolution No. 2013-14 by title only (if approved above) 3) Adopt Resolution No. 2013-14 4) Adjourn Special Meeting and reconvene Regular Meeting |
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Policy Decision or Reason for Action: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Connection to Council Goal: | |||||||||||||||||||||||||||
Effective governance Repair Replace maintain infrastructure (streets & utilities) |
|||||||||||||||||||||||||||
Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||
Options and Alternatives: | |||||||||||||||||||||||||||
Public Hearing:
|
|||||||||||||||||||||||||||
Background/History: | |||||||||||||||||||||||||||
Budget adoption: The budget was presented for tentative adoption on June 4, 2013. The tentative adoption established the maximum appropriation for the City for the FY 2013-2014 budget year. The budget legal schedules were published in the Arizona Daily Sun on June 6, 2013 and June 13, 2013. Property tax levy: Primary property taxes are accumulated in the General Fund and pay for general services which include but are not limited to public safety, parks and recreation, other public work services, and general administrative and management functions within the City. Secondary property taxes support debt service payments on numerous city capital projects including the Aquaplex, fire stations, open space, street/utility projects, forest restoration, and the future core facility. Truth and taxation legislation: Every year, the Truth in Taxation legislation requires that the county assessor, on or before February 10, transmit to each city and town an estimate of the total net assessed valuation of the city, including new property added to the tax roll. If the proposed primary tax levy amount, excluding amounts attributable to new construction, is greater than the levy amount in the previous year, the City must go through the ‘truth in taxation’ procedures. It is important to note that it is the levy amount and not the rate which triggers the truth in taxation procedure. The City of Flagstaff has not triggered the 'truth in taxation' notification and hearing for FY2013-2014 and no additional notifications are required. |
|||||||||||||||||||||||||||
Key Considerations: | |||||||||||||||||||||||||||
The adoption of the tentative budget sets into motion a legally mandated time sequence of actions of which the Council must adhere to adopt a final budget and to levy property taxes. If this time sequence is not met as required by statute, the tentative budget adoption, the final budget adoption, the property tax levy actions, and related publications must be started over. The final budget adoption must occur after a public hearing and Council must convene into a Special Meeting to adopt the final budget. The budget must be adopted by the third week of July. The County will adopt the property tax levy the first week of August. The key dates in the process have been presented as part of the action summary. June 4, 2013 Tentative adoption of budget by Council June 18, 2013 Proposed budget and property tax levy hearing June 18, 2013 Final budget adoption (done in a Special meeting) June 18, 2013 First reading property tax ordinance July 2, 2013 Final reading and adoption of property tax ordinance |
|||||||||||||||||||||||||||
Expanded Financial Considerations: | |||||||||||||||||||||||||||
The City of Flagstaff is proposing a flat primary property levy on existing properties for the FY2013-2014 base levy of $5,426,095 plus new construction levy of $94,078 for a total levy of $5,520.173. The maximum allowable primary property revenue for FY2013-2014 is $5,742,768. The City of Flagstaff is not proposing a change in the secondary property tax rate for FY2013-2014. Primary property tax rate will increase from $0.7131 in FY2012-2013 to $0.8429 in FY2013-2014 due to the total valuation of all existing properties are decreasing 15.4%. The ‘truth in taxation’ has not been triggered as the levy amount on existing properties is flat and it is not dependent on rate. The table below reflects a five year rate history:
The final budget adoption allows the City to commit and expend resources as determined to be needed through the FY2013-2014 budget process. There have been no changes in the final budget recommended for adoption from that presented as the tentative budget. The recommended City of Flagstaff appropriation for FY2013-2014 is $243,472,806. |
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Community Benefits and Considerations: | |||||||||||||||||||||||||||
Public investment into the budget process is necessary as a tool for the Council to use when determining the current year goals and objectives. The budget translates City priorities into fiscal reality. Timely budget adoption allows the City to commit expenditures as related to the FY2013-2014 budget as needed for ongoing operational consistency to the citizenry. The FY2013-2014 budget is balanced. | |||||||||||||||||||||||||||
Community Involvement: | |||||||||||||||||||||||||||
Inform & Involve: This is the public hearing in the budget adoption process and it is open to public comment on the property tax levy and the final budget adoption. Budget legal schedules were published in the June 6, 2013 and June 13, 2013 Arizona Daily Sun to allow for additional community review. In addition, the legal and other budget schedules were made available at City Hall, at both Flagstaff Public Libraries, and on the official city website. The final opportunity for community involvement for the budget adoption is at this public meeting. The final opportunity for public input to the tax levy will be at the July 2, 2013 Council Meeting. | |||||||||||||||||||||||||||
Council Action: | |||||||||||||||||||||||||||
06/18/2013 - EAB - Public Hearing held; Special Meeting opened and Resolution read and adopted. | |||||||||||||||||||||||||||
Attachments: | Final Budget resolution | ||||
Budget Legal Schedules | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.A.
| |||||||||||||
CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
|
TITLE: | |||||||||||||||||||||||||||
Consideration and Adoption of Ordinance No. 2013-13: AN ORDINANCE LEVYING UPON THE ASSESSED VALUATION OF THE PROPERTY WITHIN THE CITY OF FLAGSTAFF, ARIZONA, SUBJECT TO TAXATION A CERTAIN SUM UPON EACH ONE HUNDRED DOLLARS ($100.00) OF VALUATION SUFFICIENT TO RAISE THE AMOUNT ESTIMATED TO BE REQUIRED IN THE ANNUAL BUDGET, LESS THE AMOUNT ESTIMATED TO BE RECEIVED FROM OTHER SOURCES OF REVENUE; PROVIDING FUNDS FOR VARIOUS BOND REDEMPTIONS, FOR THE PURPOSE OF PAYING INTEREST UPON BONDED INDEBTEDNESS AND PROVIDING FUNDS FOR GENERAL MUNICIPAL EXPENSES, ALL FOR THE FISCAL YEAR ENDING THE 30TH DAY OF JUNE, 2014. | |||||||||||||||||||||||||||
RECOMMENDED ACTION: | |||||||||||||||||||||||||||
Read Ordinance No. 2013-13 by title only for the first time on June 18, 2013.
Read Ordinance No. 2013-13 by title only for the second time on July 2, 2013. Adopt Ordinance No. 2013-13 on July 2, 2013. |
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Policy Decision or Reason for Action: | |||||||||||||||||||||||||||
Arizona Revised Statute 42-17104 requires that an Ordinance to adopt property tax levies be passed after the adoption of the final budget. The final budget is anticipated to be adopted on June 18, 2013. | |||||||||||||||||||||||||||
Financial Impact: | |||||||||||||||||||||||||||
The City of Flagstaff is proposing a flat primary property levy on existing properties for the FY2013-2014 base levy of $5,426,095 plus the new construction levy of $94,078 for a total levy of $5,520.173. The primary property tax rate to support this levy is $0.8429 per $100 of assessed valuation. The City of Flagstaff proposing a flat tax rate for secondary property taxes for FY2013-2014 for a total levy of $5,530,453. The proposed secondary property tax rate is $0.8366 per $100 of assessed valuation. |
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Connection to Council Goal: | |||||||||||||||||||||||||||
Effective governance |
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Has There Been Previous Council Decision on This: | |||||||||||||||||||||||||||
|
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Options and Alternatives: | |||||||||||||||||||||||||||
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Background/History: | |||||||||||||||||||||||||||
Both the State Constitution and State law specify a property tax levy limitation system. This system consists of two levies, a limited levy known as the primary property tax levy and an unlimited levy referred to as the secondary property tax levy. The primary levy may be imposed for all purposes, while the secondary levy in cities and towns may only be used to retire the principal and interest or redemption charges on general obligation bonded indebtedness. The adoption of the property tax levy is the final step in the entire budget approval process. |
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Key Considerations: | |||||||||||||||||||||||||||
The key dates for budget and property tax levy adoption have been determined and have been followed throughout this process. The County adopts the property tax levy as proposed by the City on or about August 1, 2013. |
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Expanded Financial Considerations: | |||||||||||||||||||||||||||
The City has budgeted a total of $5,355,000 in FY2013-2014 primary property tax, an approximate 2.0% increase over the FY2012-2013 budget. This increase is due to new construction and reduced delinquencies. Primary property tax funds any general purpose use of the city government. The budgeted amount is less than the levy as the City is allowing for approximately 3% in bad debt. Statutorily, the maximum allowable primary property levy for FY2013-2014 is $5,742,768. The City can capture this additional levy in future budget years if Council so directs. The City has budgeted a total of $5,530,453 in FY2013-2014 secondary property tax, an approximate 13.6% decrease over the FY2012-2013 budget. The decrease is directly related to the decreased assessed valuation experienced in our community. Secondary property tax funds general obligation debt and debt is issued to manage within the levy. Five years historical data is shown below:
Primary property taxes account for 9.6% of the General Fund revenues budgeted for FY2013-2014. |
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Community Benefits and Considerations: | |||||||||||||||||||||||||||
Primary property taxes support a number of City services including public safety, parks and recreation, other public works services, and general administrative and management functions within the city. Secondary property taxes support the debt service payment on numerous city capital projects including: Aquaplex, Fire Stations, Open Space, numerous street/utility projects, Forest Restoration and the future Core Facility as well as many others. |
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Community Involvement: | |||||||||||||||||||||||||||
Inform & Involve: Budget legal schedules were published in the June 6, 2013 and June 13, 2013 Arizona Daily Sun to allow for additional community review. In addition, the legal and other budget schedules were made available at City Hall, at both Flagstaff Public Libraries, and on the official city website. A public hearing on June 18, 2013 for both the final budget adoption and the property tax levy is open for public comment and allows citizens to provide input. | |||||||||||||||||||||||||||
Attachments: | Ord2013.13 | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Final Plat: A request from Pete Reznick for final plat approval of the University Terrace Unit 2, a subdivision consisting of twenty (20) single-family lots on 10.55 acres located at 4015 South Holland Road in the R1, Residential Zoning District. | |||||
RECOMMENDED ACTION: | |||||
The Planning and Zoning Commission recommends approving the final plat with the conditions outlined in the staff summary and its attachments, and authorizing the Mayor to sign both the plat and City/Subdivider Agreement when notified by staff that all conditions have been met and documents are ready for recording.
|
|||||
Policy Decision or Reason for Action: | |||||
Title 11: General Plans and Subdivisions Section 11-20.70.030.F. indicates that approval of a final plat requires approval by the City Council provided the Council finds that the final plat meets the requirements of the zoning code and the engineering design standards and specifications. Subsidiary Decisions Points: None |
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Financial Impact: | |||||
Not applicable to this proposal. | |||||
Connection to Council Goal: | |||||
5. Retain, expand, and diversify economic base 9. Zoning Code check in and analysis of the process and implementation |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes, on April 15, 2008, the City Council approved the Preliminary Plat, PC SUB 08-001. | |||||
Options and Alternatives: | |||||
1. Approve the final plat. 2. Deny the final plat. |
|||||
Background/History: | |||||
|
|||||
Community Benefits and Considerations: | |||||
Information regarding community benefits and considerations is addressed in the Preliminary Plat report PC SUB 08-001, included with this staff report. | |||||
Community Involvement: | |||||
The platting process does not require a public hearing. However, the preliminary plat was reviewed by both the Planning & Zoning Commission and city council at public meetings. |
|||||
Council Action: | |||||
06/18/2013 - EAB - Approved | |||||
Attachments: | F-Plat Cover Sheet | ||||
Final Plat | |||||
P-Plat DRB conditions | |||||
Preliminary Plat Report | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.C.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Insurance Renewal: Property/Casualty for Fiscal Year 2014. | |||||
RECOMMENDED ACTION: | |||||
Approve or disapprove insurance renewal proposal from Willis of Arizona for the period July 1, 2013 to June 30, 2014 and authorize the City Manager to execute the necessary documents. Our contracted insurance broker, Willis of Arizona, has provided the following options:
-SIR 50,000 (current) $1,315,380 premium plus 5% buffer for policiy changes= $1,381,149 -SIR 75,000 (staff recommendation) $1,256,093 premium plus 5% buffer for policy changes = $1,318,898 -SIR 100,000 $1,222,832 premium plus 5% buffer for policy changes = $1,283,974 |
|||||
Policy Decision or Reason for Action: | |||||
Approval of the insurance renewal proposal will authorize staff to secure insurance protection for the July 1, 2013 to June 30, 2014 policy year and authorizes City Manager to execute necessary documents. | |||||
Financial Impact: | |||||
Premium will be paid from the City’s self insured trust (SIT) fund 600-8901-590-2304. Note premium includes additional 5% for mid term changes which may occur during the policy year. Our current Self Insured Retention is $50,000. Higher options on SIR are quoted at $75,000 and $100,000. Expenditures for claims under the Self Insured Retention are also paid from the City's self insured trust (SIT) fund 600-8901-590-2304. | |||||
Connection to Council Goal: | |||||
11. Effective governance - The City purchases insurance coverage to transfer financial responsibilityfor liability and property losses exceeding the City’s selected retention in order to efffectively govern and appropriate resources. | |||||
Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
Travelers quoted three options: SIR 50,000 (current) $1,315,380 premium plus 5% buffer for policiy changes= $1,381,149 SIR 75,000 (staff recommendation) $1,256,093 premium plus 5% buffer for policy changes = $1,318,898 SIR 100,000 $1,222,832 premium plus 5% buffer for policy changes = $1,283,974 |
|||||
Background/History: | |||||
Willis of Arizona was selected as insurance broker through an RFP process in 2011 to provide risk management and brokerage services and to market City’s insurance renewal annually. |
|||||
Key Considerations: | |||||
Willis’ market search for the next best insurance package yielded fractured results. (See Exhibit E) Of the five other markets approached to quote, one market responded with a quote on our liability coverages, but no home was found for our property insurance to join with this. Increased Traveler’s package premium reflects the convergence of a hardening insurance market with the City’s negative loss experience. Losses which have negatively impacted the City’s loss experience over the six-year loss-experience review period included two large property losses (Jay Lively ice rink and Wildcat wastewater treatment plant digester,) two officer involved shootings, an auto fatality and other significant claims, resulting in a negative loss history. (See Exhibits A1 and A2) This premium increase continues an upward trend which began in policy year 2010/2011. A historical review shows Travelers has been a stable market for the City and remains best choice for City. Exhibits B, and C reflect the cost per million of coverage for both property and combined liability exposures over past years. Auto liability is shown separately in exhibit D at cost per vehicle over past years. |
|||||
Expanded Financial Considerations: | |||||
The 50,000 SIR is the current level on the existing insurance policy. The 75,000 SIR yields a cost savings of $59,287 from the 50,000 SIR level quote The 100,000 SIR yields a cost savings of another $33,261 beyond the 75,000 SIR quote Diminishing premium savings are seen at the highest level of SIR SIR’s are like deductibles for defense and payments on liability claims. |
|||||
Community Benefits and Considerations: | |||||
Purchase of insurance will provide funding to pay for covered losses without disruption to the City’s budget. |
|||||
Community Involvement: | |||||
Not Applicable. | |||||
Council Action: | |||||
06/18/2013 - EAB - Approved as recommended | |||||
Attachments: | 50,000 Self Insured Retention Premium Summary | ||||
75,000 Self Insured Retention Premium Summary | |||||
100,000 Self Insured Retention Premium Summary | |||||
Property/Casualty Premiums vs. Losses | |||||
Property/Casualty Historical Losses Pie Chart | |||||
Property Insurance Cost per Million Chart | |||||
Liability Cost per Million Chart | |||||
Automobile Liability Insurance Cost per Unit Chart | |||||
2013 Insurance Market Responses | |||||
PowerPoint | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.D.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration of Insurance Renewal: Workers’ Compensation for fiscal year 2014. |
|||||
RECOMMENDED ACTION: | |||||
Accept workers compensation renewal proposal offered by SCF Western for the period July 1, 2013 to June 30, 2014, and authorize payment of premiums for this policy period and authorize the City Manager to execute the necessary documents to accept the proposal.
|
|||||
Policy Decision or Reason for Action: | |||||
Approval of the insurance renewal proposal will authorize staff to secure workers compensation insurance for the July 1, 2013 to June 30, 2014 policy year. | |||||
Financial Impact: | |||||
Premium will be paid from the City’s self-insured trust (SIT) fund from account number 600 8901 590 2304. The renewal premium includes a 20% discount factor off of manual rates and the annual premium is projected to be $1,098,527. An initial deposit of $180 is required. Then, premiums are paid quarterly when actual payrolls for each quarter are reported to the insurer. | |||||
Connection to Council Goal: | |||||
11. Effective governance Purchase of insurance will provide funding to pay for employee injuries without disruption to the City’s budget. |
|||||
Previous Council Decision on This: | |||||
No. | |||||
Options and Alternatives: | |||||
Accept the proposal from SCF Western. Reject the proposal - Note no other insurance markets are available. This would require filing a request to self insure with the Industrial Commission of Arizona and expose the City to the cost of work injuries as well as workers’ compensation claims adjusting. |
|||||
Background/History: | |||||
The City of Flagstaff has been insured with SCF since 2002 with regular explorations of other markets conducted by our broker Willis.This year, although other insurance companies were approached by our broker; no other markets provided quotes on our workers’ compensation insurance.Travelers indicated that they would be in the realm of $1.6 million for this line of insurance, but did not complete their quote. SCF Arizona is a direct writer with whom the City interacts directly with no commission due to an agent. |
|||||
Key Considerations: | |||||
State statute requires workers compensation benefits be provided to employees. Past loss history including large losses from a significant auto accident in 2009 as well as frequency of claims with higher loss ratios has created upward pricing pressure on this line of insurance |
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Expanded Financial Considerations: | |||||
No other insurance markets were interested in quoting workers' compensation on a solo basis, nor was Travelers Insurance competitively motivated to add it to our package policy with them. Travelers indicated a premium of 1,685,000 which is over $586,000 higher than our renewal quote from SCF Western of $1,098,527. Workers' compensation is historically a difficult market in which to find competitive insurers. This is compounded by our loss history which includes a significant auto related accident in 2009 and loss frequency with above average loss ratios in the last few years. | |||||
Community Benefits and Considerations: | |||||
Purchase of insurance will provide funding to pay for covered losses without disruption to the City’s budget. |
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Community Involvement: | |||||
Not applicable. | |||||
Expanded Options and Alternatives: | |||||
None. | |||||
Council Action: | |||||
06/18/2013 - EAB - Approved | |||||
Attachments: | Workers' Compensation Market Responses | ||||
SCF Western Quote on Workers' Compensation Insurance | |||||
Workers' Compensation Loss History Chart | |||||
Workers' Compensation Insurance Premium Chart | |||||
Powerpoint | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.E.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Resolution No. 2013-16: A Resolution to Cover Volunteers of the City of Flagstaff under the City’s Workers’ Compensation Insurance. |
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RECOMMENDED ACTION: | |||||
Should Council wish to move forward with adoption of this resolution:
1) Read Resolution No. 2013-16 by title only 2) City Clerk reads Resolution No. 2013-16 by title only (if approved above) 3) Adopt Resolution No. 2013-16 |
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Policy Decision or Reason for Action: | |||||
The City of Flagstaff enjoys the services of many citizen volunteers who help with City programs, activities and events and who help lower overall costs of governmental operations. For many years now, the City has reported volunteers to its workers’ compensation insurer and paid premium for their coverage. This resolution formalizes the intent to cover all City volunteers with workers’ compensation insurance and sets the payroll basis for computing compensation benefits and premium payments in compliance with the current requirements of the Arizona Revised Statutes. |
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Financial Impact: | |||||
Using a Fiscal Year 2014 projected net rate of 1.175 per $100 of payroll, this resolution will result in premium charges of approximately $5 per month per volunteer including Citizens Police, with a higher charge of approximately $39 per month per volunteer for Reserve Police Officers in Fiscal Year 2014. Note that workers’ compensation rates and the City of Flagstaff Experience Modifier change from year to year. In Fiscal Year 2013 a total of $12,665 was projected as insurance premium for coverage of all volunteer workers.Insurance amounts are paid from the Self Insurance Trust Fund under account 600-8901-590-2304 | |||||
Connection to Council Goal: | |||||
2. Fund existing and consider expanded recreational services 11. Effective governance |
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Has There Been Previous Council Decision on This: | |||||
No. |
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Options and Alternatives: | |||||
1) Adopt Resolution No. 2013-16; 2) Do not adopt Resolution No. 2013-16. | |||||
Background/History: | |||||
Only counties, towns, municipalities, political subdivisions of the State, fire and police departments, and hospitals may elect to cover their volunteers for workers’ compensation insurance. Workers’ compensation is a no fault insurance that covers medical expenses for workers’ injured on the job as well as associated lost time and wages. See A.R.S. § 23-901.06. Workers’ injured on the job who receive workers’ compensation coverage are barred from suing their employer for this cause. See A.R.S. § 23-906A. To exercise this option, a resolution or ordinance must be passed by the governing body to define the nature and type of volunteer work and workers to be covered by workers’ compensation and accept the basis set by this statute. Rather than identifying each individual volunteer by name, the resolution identifies broad categories of volunteers who will be covered by workers’ compensation insurance. This is standard practice. Arizona law provides that “the basis for computing compensation benefits and premium payments shall be four hundred dollars per month per volunteer.” However, A.R.S. § 23-901 (6)(d) provides that the monetary basis for computing compensation benefits and premium payments for volunteer police officers be set at the salary equal to the beginning salary of the same rank or grade in the full time service of the City. The proposed resolution stipulates that this definition shall apply only to volunteer City of Flagstaff Reserve Police Officers who are armed and have arrest authority. The resolution sets $3,298 per month as the basis for computing compensation benefits and premium payments in this specific subcategory of volunteers. A.R.S. § 23-901 (6)(d) further provides that if there is no full time equivalent to a volunteer policemen’s work, then the salary equivalent shall be set by resolution of the governing body of the City of Flagstaff. Therefore, this resolution provides that the volunteers of the Citizens Police Force and other police volunteers who are unarmed and who have no arrest authority will have the same assigned basis as our regular volunteers of $400 per month for computing compensation benefits and premium payments. |
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Key Considerations: | |||||
Fiscal year 2012 projected figures for volunteers used the above described assigned basis which equate to approximately 6 reserve police officers and about 102 volunteers per month. These figures may be for non reserve police volunteers. New volunteer tracking procedures will improve accuracy. |
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Community Benefits and Considerations: | |||||
This resolution formalizes the City practice which is to cover all volunteers for workers’ compensation insurance. This practice helps protect the City from liability from the injury or death of a volunteer engaged in volunteer work for the City . It also affords volunteers immediate medical coverage and statutory benefits for bodily injury or disease. |
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Community Involvement: | |||||
Involve Collaborate Passage of this resolution allows for the continued growth of volunteer programs in the City of Flagstaff that engage citizens, build a stronger community, and foster a greater understanding among volunteer citizens of the work and dedication of our may departments. |
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Expanded Options and Alternatives: | |||||
1) Approve this resolution and continue to pay for and provide workers compensation benefits to volunteers. Volunteers who do not reject this coverage in writing are not able to pursue liability recovery against the City for death or injury in the scope of their volunteer duties at the City. 2) Do not approve this resolution. Non-approval will have the effect of eliminating workers’ compensation insurance coverage for City volunteers. In this case the City will no longer pay insurance premium charges for volunteers. As a result, the City will be exposed to liability for medical expenses and other damages in the event that a volunteer is injured or harmed while performing volunteer duties for the City. |
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Council Action: | |||||
06/18/2013 - EAB - Adopted resolution | |||||
Attachments: | Resolution No. 2013-16 | ||||
ARS 23 Excerpts | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||