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.
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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 of its citizens.
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4. | APPROVAL OF MINUTES FROM PREVIOUS MEETINGS | |||||||||
A. | Consideration and Approval of Minutes: City Council Special Meeting (Executive Session) of August 26, 2013; and the Regular Meeting of August 26, 2013. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Amend/approve the minutes of the City Council Special Meeting (Executive Session) of August 26, 2013; and the Regular Meeting of August 26, 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 Emergency/Sole Source Purchase: Purchase of advertisements from Republic Media (Arizona Republic, AZCentral.com, Sedona Publishing, etc.) | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the purchase from Republic Media in an amount not to exceed $85,000.
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B. | Consideration and Approval of Contract: CVB Online Display Advertising and Pay Per Click (PPC) Campaign Management: RFP No. 2013-46 | |||||||||
RECOMMENDED ACTION: | ||||||||||
10. | ROUTINE ITEMS | |||||||||
A. | Consideration and Adoption of Odinance No. 2013-06: An Ordinance amending Flagstaff City Code Title 2, Boards and Commissions, Chapter 2-12, Transportation Commission, for the purpose of changing the membership of the Transportation Commission, and removing the Commission's appellate authority. | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Read Ordinance No. 2013-06 by title only for the first time on September 3, 2013.
2) City Clerk reads Ordinance No. 2013-06 by title (if approved above) 3) Read Ordinance No. 2013-06 by title only for the final time on September 17, 2013. 4) City Clerk reads Ordinance No. 2013-06 by title only (if approved above) 5) Adopt Ordinance No. 2013-06 on September 17, 2013. |
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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 None |
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14. | REGULAR AGENDA None |
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15. | DISCUSSION ITEMS |
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A. | Flagstaff Regional Plan Discussion #1 - Process and Introduction | |||||||||
RECOMMENDED ACTION: | ||||||||||
Discussion
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B. | Discussion of Election Issues | |||||||||
RECOMMENDED ACTION: | ||||||||||
Discuss and provide direction to staff
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C. | Discussion of Transportation Tax Proposal | |||||||||
RECOMMENDED ACTION: | ||||||||||
Direction on a proposal for addressing long term transportation needs with new revenue sources, including the need to repair, replace and maintain existing City streets.
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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 Mayor Nabours to review the ordinance prohibiting overnight RV parking on private property | |||||||||
B. | Request by Mayor Nabours to review No Smoking Ordinance re smoking in front of a door/window of someone else's apartment door/window | |||||||||
C. | Request by Mayor Nabours to consider possible change to transaction privilege ordinance to exempt land value from sales tax on new home construction | |||||||||
D. | Request by Mayor Nabours to look at adopting a Community Banking Program | |||||||||
17. | PUBLIC PARTICIPATION | |||||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, REQUESTS FOR FUTURE AGENDA ITEMS September 19, 2013, Council Retreat Agenda |
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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: City Council Special Meeting (Executive Session) of August 26, 2013; and the Regular Meeting of August 26, 2013. | |||||
RECOMMENDED ACTION: | |||||
Amend/approve the minutes of the City Council Special Meeting (Executive Session) of August 26, 2013; and the Regular Meeting of August 26, 2013.
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INFORMATION | |||||
Attached are copies of the minutes of the City Council Special Meeting (Executive Session) of August 26, 2013; and the Regular Meeting of August 26, 2013. | |||||
Attachments: | CCSM.08262013.Minutes | ||||
CCRM.08262013.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 Emergency/Sole Source Purchase: Purchase of advertisements from Republic Media (Arizona Republic, AZCentral.com, Sedona Publishing, etc.) | |||||
RECOMMENDED ACTION: | |||||
Approve the purchase from Republic Media in an amount not to exceed $85,000.
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Policy Decision or Reason for Action: | |||||
This action will allow the Convention and Visitors Bureau (CVB) to place published and online advertisements in target markets in accordance with the media plan proposed during the annual FY 2014 budget process throughout the upcoming fiscal year. Subsidiary Decisions Points: None |
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Financial Impact: | |||||
The $85,000 for advertising with Republic Media is allocated in the CVB’s FY 2014 media plan and corresponding marketing budget (053-8402-650-2802). |
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Connection to Council Goal: | |||||
Retain, expand, and diversify economic base |
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Has There Been Previous Council Decision on This: | |||||
Yes. Each year the City Council reviews this sole source advertising purchase. Each year that it has been presented to City Council, it has been approved with no amendments. |
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Options and Alternatives: | |||||
Option A: Approve the purchase of advertisements from Republic Media Advertising Option B: Amend the FY 2014 Media Plan and corresponding Republic Media allocations. Option C: Reject.purchase of advertisements from Republic Media Advertising. |
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Background/History: | |||||
Key Considerations: | |||||
Per the proposed FY 2014 Media Plan, the CVB places advertising with Republic Media outlets throughout the year. In order to place these ads, the CVB must contract with these outlets early in the fiscal year. By signing an annual contract with Republic Media, the CVB will secure much more favorable rates and reach potential travelers in the targeted markets. | |||||
Expanded Financial Considerations: | |||||
The CVB is responsible for executing an aggressive and targeted marketing campaign which will attract overnight visitation and increase BBB revenues. These BBB revenues are a critical component in creating a sustainable community, as they fund arts and science initiatives, beautification projects, economic development, parks and recreation programs, and future tourism promotion. It is anticipated that the total media plan for FY 2014, as outlined in the attachment, will be approximately $525,000 as budgeted. The cost of the Republic Media contract will not exceed $85,000. The Arizona Republic is the state’s largest newspaper with a Sunday circulation of 463,000 and AZCentral.com is the newspaper’s corresponding website. In addition to these outlets, the CVB also places advertisements in La Voz, a Spanish language publication that is distributed in the Tucson and northern Mexico region, as well as Sedona Publishing outlets. The CVB places advertising in more than 75 publications throughout the world, in addition to working with an online ad display network which places online ads throughout their network of websites, including Google, Yahoo, Bing, Facebook and more. These efforts are supplemented with a search pay-per-click (PPC) campaign and additional marketing, sales and public relations efforts. |
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Community Benefits and Considerations: | |||||
By advertising with Republic Media and others, Flagstaff is promoted as a year-round visitor destination. The goal of the CVB’s advertising is to increase overnight visitation to Flagstaff, thereby generating BBB tax revenues to be reinvested in the community. | |||||
Community Involvement: | |||||
Consult - Collaborate - The proposed media plan includes opportunities for cooperative marketing in order to gain coverage of Flagstaff as a destination and with our partners. |
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Attachments: | Republic Media - AZCentral.com IO | ||||
Republic Media - AZ Repbulic IO | |||||
Republic Media - Sedona Publishing IO | |||||
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 Contract: CVB Online Display Advertising and Pay Per Click (PPC) Campaign Management: RFP No. 2013-46 | |||||
RECOMMENDED ACTION: | |||||
Policy Decision or Reason for Action: | |||||
This action will allow the Convention and Visitors Bureau (CVB) to place online advertising throughout an entire ad network focusing on target markets in accordance with the media plan proposed during the FY 2014 budget process. In addition, the CVB will also be conducting a search, or pay-per-click (PPC), campaign in conjunction with the overall marketing strategy. Subsidiary Decision Points: None |
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Financial Impact: | |||||
The $135,000 for online display advertising and PPC campaigns is allocated in the CVB's FY 2014 media plan and corresponding marketing budget (053-8402-650-2802). | |||||
Connection to Council Goal: | |||||
Retain, expand, and diversify economic base | |||||
Has There Been Previous Council Decision on This: | |||||
Yes. Each year the City Council has reviewed this purchase, which in the past was sole sourced. Due to the increase in online advertising networks and companies that provide this placement service, the contract is no longer a sole source purchase and was sent out for RFP. Each year that the contract has been presented to City Council, it has been approved with no amendments. | |||||
Options and Alternatives: | |||||
Option A: Approve contract with The Reporter Option B: Amend the FY 2104 Media Plan and corresponding online placements and PPC campaigns Option C: Reject contract with The Reporter |
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Background/History: | |||||
The Flagstaff CVB develops and executes a comprehensive media plan each year in order to generate interest in the destination and promote overnight travel. In addition to the media plan, the CVB also generates all of the creative elements of the advertising campaign. Recognizing the importance of online marketing tools and search marketing to the success if its overall objectives, the CVB sought a contractor to manage their online display advertisements in multiple markets, as well as administer their overall PPC/search campaign. The contractor will be responsible for: a) media plan recommendations and online placement tactics to best promote Flagstaff as a visitor destination, b) placing advertising based on selected media schedule, managing the campaign, and making adjustments as needed for optimum performance, c) reporting results to the CVB on a monthly or campaign basis, and d) reviewing the media plan with the CVB to make ongoing adjustments or recommendations based on performance. |
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Key Considerations: | |||||
The contract type is an annual firm-fixed fee with an initial five (5) year term. Upon mutual agreement between the City and the vendor, the agreement may be renewed for one (1) additional five (5) year term. The City received three (3) responses to the RFP. In the RFP, the evaluation criteria utilized included experience and qualifications, marketing plan/presented approach, pricing fee/budget and references. The evaluation team reviewed the proposals and short-listed two (2) Proposers. The short-listed two (2) Proposers were invited to a formal interview process with the Evaluation Committee where an established set of questions and new evaluation criteria were scored. The new evaluation criteria included: implementation/flexibility/access, budget - best and final, account representation and schedule/timeline. The scoring tabulation from the interview process resulted in one (1) top Proposer: The Reporter. The Reporter scored a total of 2,200 points out of a possible 2,500. Per the FY 2014 Media Plan, the CVB places online advertising in various markets throughout the year. In order to place these ads, the CVB must schedule and place these early in the fiscal year. By contracting with The Reporter, the CVB will secure much more favorable rates, increase reach and frequency, be able to manage search campaigns, and coordinate different types of campaigns to better promote Flagstaff. |
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Expanded Financial Considerations: | |||||
The CVB is responsible for executing an aggressive and targeted marketing campaign which will attract overnight visitation and increase BBB revenues. These BBB revenues are a critical component in creating a sustainable community, as they fund arts and science initiatives, beautification projects, economic development, parks and recreation programs and future tourism promotion. It is anticipated that the total media plan for FY 2014 will be approximately $525,000 as budgeted. The cost allocated to The Reporter for online placements and search campaigns will not exceed $135,000. The CVB places advertising in more than 75 publications throughout the world, in addition to working with an online ad display network which places ads through their network of websites, including Google, Yahoo, Bing, Facebook and more. These efforts are supplemented with a search pay-per-click campaign and additional marketing, sales and public relations efforts. |
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Community Benefits and Considerations: | |||||
By placing advertising through an online display network which is managed by a contractor, Flagstaff is promoted as a year-round visitor destination. A contractor is able to not only secure better placement rates, but also take part in real-time-bidding (RTB) to secure better search terms appropriate for Flagstaff. The goal of the CVB's advertising is to increase overnight visitation to Flagstaff, thereby generating BBB tax revenue to be reinvested in the community. | |||||
Community Involvement: | |||||
Consult - The CVB budget, which included the proposed FY 2014 Media Plan, was presented to the Tourism Commission on May 28, 2013, and was recommended by the Commission. Collaborate - The proposed media plan includes opportunities for cooperative marketing in order to gain coverage of Flagstaff as a destination. |
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Attachments: | Tabulation Form | ||||
Reporter Contract | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Consideration and Adoption of Odinance No. 2013-06: An Ordinance amending Flagstaff City Code Title 2, Boards and Commissions, Chapter 2-12, Transportation Commission, for the purpose of changing the membership of the Transportation Commission, and removing the Commission's appellate authority. | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2013-06 by title only for the first time on September 3, 2013.
2) City Clerk reads Ordinance No. 2013-06 by title (if approved above) 3) Read Ordinance No. 2013-06 by title only for the final time on September 17, 2013. 4) City Clerk reads Ordinance No. 2013-06 by title only (if approved above) 5) Adopt Ordinance No. 2013-06 on September 17, 2013. |
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Policy Decision or Reason for Action: | |||||
The City of Flagstaff established the Transportation Commission, as currently constitued and structured, in 2001 to serve as a citizen advisory group charged with taking a comprehensive, long-range and in-depth look at the broad range of transportation issues facing the City of Flagstaff (City). In 2006 the City became a member of the Northern Arizona Intergovernmental Transportation Authority (NAIPTA). The City values input and advice from NAIPTA, and establishing a permanent seat on the Transportation Commission for a NAIPTA representative will help increase transportation project coordination between the two agencies. This will result in seven voting members of the Transportation Commission, consisting of five at-large members from the general public, one member appointed to respresent the Flagstaff Unified School District, and one member appointed to represent NAIPTA. The Transportation Commission is currently vested with appellate authority, hearing appeals of "traffic regulation decisions" made by the City Traffic Engineer. The City Traffic Engineer is currently supervised by the City Engineer, who ensures that the City Traffic Engineer's decisions are not arbitrary, that all necessary criteria have been met, and that all positions have been adequately considered. Subsidiary Decisions Points: The Transportation Commission voted to recomend approval of this Resolution to the City Council. |
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Financial Impact: | |||||
None |
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Connection to Council Goal: | |||||
Review all Commissions Effective governance |
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Has There Been Previous Council Decision on This: | |||||
There has not been any previous decisions made on this issue. | |||||
Options and Alternatives: | |||||
The City Council can choose to accept the Ordinance, direct staff to amend the Ordinance, or reject the Ordinance. | |||||
Community Involvement: | |||||
Involve - The Transportation Commission held a Public Meeting on October 3, 2012, their was no Public Comment. The Transportation Commission voted to recommend approval of this Ordinance to the City Council. |
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Attachments: | Ord. 2013-06 | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Flagstaff Regional Plan Discussion #1 - Process and Introduction | |||||
RECOMMENDED ACTION: | |||||
Discussion
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INFORMATION | |||||
The Flagstaff Area Land Use and Transportation Plan (2001) began an update process in 2008 with a Citizen Advisory Committee (CAC) established by ordinance 2008-34. The original CAC members were selected from publicly solicited applicants, both city and county residents. City Councilmembers and County Supervisors assisted a team in selecting the CAC members, with the intent of a diverse group representing the community at large. From March 2008-July 2013, the CAC met monthly and took into consideration existing Regional Plan goals and policies along with the thousands of public comments gathered on the state-statute required topics for the plan (open space, land use, transportation, etc.). With over 200 open houses, focus group meetings and working group meetings, the Regional Plan was drafted as a community vision. A public review of the Flagstaff Regional Plan 2030: Place Matters document was released March 28, 2013. Over 700 editing comments were gathered during the 60-day public comment period, via e-mail, mail, and comment cards. During this public comment period, 60 community groups hosted a regional plan presentation and discussion. In June and July, 2013, the CAC re-convened to review and incorporate the suggested edits from the public and initial Planning & Zoning Commission discussions. The document before you, The Flagstaff Regional Plan 2030: Place Matters, is titled “Public Hearing Draft”. Through public input at the City and County Planning and Zoning Commission meetings, City Council and the County Board of Supervisor meetings, the document will continue to receive editing and refinement over the next few months. The suggested path forward for the continual editing process in public meetings is:
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Attachments: | Regional Plan Introduction | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Discussion of Election Issues | |||||
RECOMMENDED ACTION: | |||||
Discuss and provide direction to staff
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INFORMATION | |||||
City Attorney Michelle D'Andrea will provide an update to Council on the recent ruling in Pima County Superior Court regarding charter cities and elections, and staff will provide an overview of various options available for moving forward in the 2014 election process. | |||||
Attachments: | Election Issues | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.C.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE | |||||
Discussion of Transportation Tax Proposal | |||||
RECOMMENDED ACTION: | |||||
Direction on a proposal for addressing long term transportation needs with new revenue sources, including the need to repair, replace and maintain existing City streets.
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INFORMATION | |||||
Background Council’s first goal is to “repair, replace and maintain infrastructure (streets and utilities).” In FY2013, staff completed an analysis on the condition of critical City infrastructure, including existing City streets. Through this effort, the current and targeted conditions of streets were assessed. The purpose of that assessment was to help fully understand cost to maintain the City’s critical infrastructure and projected infrastructure needs. Through the FY2014 Budget process we learned that the City requires approximately $50M to bring existing streets up to the target condition of 70 out of 100 Overall Condition Index (OCI). Additionally, staff showed that once the repairs, replacements and/or maintenance is completed, it will require $4.5M per year on-going to keep the street in the target condition. This is a number that cannot be achieved simply through re-allocation of existing budget dollars. Moreover, staff showed that if the catch-up is not done quickly, in five years it will cost approximately $88M and in 10 years it will cost $120M (using 2012 pricing) to bring roads to target condition. Therefore, staff was directed to explore ways to address this issue with new revenue sources. On April 9, 2013, Council examined several options for long term transportation funding. Staff was further directed to confer with other agencies about competing revenue requests and larger transportation issues. Highlights for FY2014 Budget
Interagency Considerations Staff conferred with Flagstaff Unified School District (FUSD), Coconino County, Coconino Community College (CCC), and Northern Arizona University (NAU) through the Alliance for the 21st Century. We learned that CCC will likely be placing a property tax question on the ballot in November 2013. We also learned that FUSD will be placing the renewal of a property tax question on the ballot in November 2014. In conferring with Coconino County staff, they are facing the same maintenance and service delivery conundrum with County and Forest Service roads. A legal option available to counties is to create a dedicated revenue source to fund county-wide transportation issues. This would cover all of Coconino County and could not be limited to smaller sections (such as FMPO boundaries). City staff has been regularly meeting with NAIPTA, FMPO and County staff on this topic. NAIPTA provides transit services through a 0.295% sales tax and FMPO provides planning services for FUTS, bike and regional road projects. Through these discussions, staff would like to bring forward the following proposals. Conditions
Proposal Details
Council directed staff to take a wholistic approach toward matching revenue with transportation needs. While both proposals accomplish this, one does so in a single election while the second accomplishes across multiple elections.
Discussion Questions
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Attachments: | Transportation Tax - Promises Made, Promises Kept | ||||
Transit Tax - Promises Made, Promises Kept | |||||
PowerPoint | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||