A M E N D E D
DRAFT 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 | |||||||||
5. | PUBLIC PARTICIPATION Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, please complete a comment card and submit it to the recording clerk as soon as possible. Your name will be called when it is your turn to speak. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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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.
None |
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10. | ROUTINE ITEMS | |||||||||
A. | Consideration and Approval of Contract: State Lobbying Services (Approve agreement with Triadvocates, LLC in the amount of $45,000 annually, plus expenses). | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the Contract with the Triadvocates, LLC to provide state lobbying services for the City of Flagstaff for an annual fee of $45,000 plus applicable expenses billed at cost and authorize the City Manager to execute the necessary documents.
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B. | Consideration and Approval of Contract: Federal Lobbying Services (Approve agreement with Nexxus Consulting, LLC in the amount of $82,606 annually, plus expenses). | |||||||||
RECOMMENDED ACTION: | ||||||||||
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C. | Consideration of Meeting Cancellation: November 24, 2015, Work Session due to Thanksgiving holiday. | |||||||||
D. | Presentation of City Manager Excellence Awards. | |||||||||
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. | PUBLIC PARTICIPATION | |||||||||
13. | CARRY OVER ITEMS FROM THE 4:00 P.M. AGENDA |
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14. | PUBLIC HEARING ITEMS | |||||||||
A. | Public Hearing: Utilities Rate Study - Discussion regarding Consultant and Possible Alterations to Path Forward. | |||||||||
RECOMMENDED ACTION: | ||||||||||
Continue Public Hearing - Council vote on the
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15. | REGULAR AGENDA | |||||||||
A. |
Discussion/Direction on 2016 Legislative Priorities and Communication and Engagement Strategies |
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B. | Discussion and Direction of Council Travel Policy and Use of Travel Funds | |||||||||
RECOMMENDED ACTION: | ||||||||||
Provide information to the Council for discussion and staff direction regarding the council travel policy and use of travel funds.
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16. | DISCUSSION ITEMS None |
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17. | FUTURE AGENDA ITEM REQUESTS 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. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Evans to place on a future Work Session agenda review of the Sustainability Commission and Task Force's Plan regarding Plastic Bags. | |||||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Evans to place on a future agenda discussion and possible action regarding the City joining the lawsuit and/or filing an amicas brief re plastic bags. | |||||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, REQUESTS FOR FUTURE AGENDA ITEMS | |||||||||
19. | ADJOURNMENT |
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10.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: State Lobbying Services (Approve agreement with Triadvocates, LLC in the amount of $45,000 annually, plus expenses). | |||||
RECOMMENDED ACTION: | |||||
Approve the Contract with the Triadvocates, LLC to provide state lobbying services for the City of Flagstaff for an annual fee of $45,000 plus applicable expenses billed at cost and authorize the City Manager to execute the necessary documents.
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Executive Summary: | |||||
The City contracts state lobbyist services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City’s contract lobbyists are in constant communication with staff. Each year the City Council adopts priorities to provide necessary direction to staff and contract lobbyist. The contracted lobbyist is responsible for ongoing communication throughout the session as well as seeking direction regarding important bills, amendments and developments. Approval of this agreement will authorize a total monthly fee in the amount of $3,750 plus applicable expenses, at cost, for state lobbying services provided by Triadvocates, LLC during the initial contract term of three (3) years, with the option for two (2) annual extensions upon mutual agreement from both parties. | |||||
Financial Impact: | |||||
Funding for state lobbying services is included in the adopted budget in account 001-09-402-1310-1-4206 Non-departmental. The current budget for state lobbying services is $44,908. If the recommended action is approved, the City would make up the $92 difference within the City's Non-departmental budget. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS:
1) Invest in our employees and implement retention and attraction strategies 2) Ensure Flagstaff has a long-term water supply for current and future needs 3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 4) Explore and adopt policies to lower the costs associated with housing to the end user 5) Develop and implement guiding principles that address public safety service levels through appropriate staffing levels 6) Relieve traffic congestion throughout Flagstaff 7) Address key issues and processes related to the implementation of the Regional Plan 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments 9) Foster relationships and maintain economic development commitment to partners 10) Decrease the number of working poor 11) Ensure that we are as prepared as possible for extreme weather events REGIONAL PLAN: Historically, many of the Council’s adopted legislative priorities support some of the Regional Plan’s goals and policies. Through advocacy, the City’s contracted lobbyists help the deliver City services effectively and efficiently. Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. |
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Has There Been Previous Council Decision on This: | |||||
Previous Council decision on a contract for state lobbying service occurred in October 2010. | |||||
Options and Alternatives: | |||||
1) Approve the contract for state lobbying services with Triadvocates, LLC, as recommended. 2) Recommend a contract for state lobbying services with another proposer. 3) Discontinue the use of any professional lobbying services. |
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Background/History: | |||||
The City of Flagstaff’s Intergovernmental Relations Program coordinates the City's dealings with the federal, state, tribal and other local governments, and seeks to foster constructive links between the City and these entities. The program works to advocate for the Flagstaff community by fostering and maintaining relationships with individuals and entities that affect the City’s interests. The program keeps the Mayor and Council informed about intergovernmental issues and assists in representing the City's interests in these matters. The City of Flagstaff’s Intergovernmental Program is part of the City Manager’s Office and serves all City departments, the Flagstaff City Council and the Mayor. The City contracts lobbying services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City adopts state and federal legislative priorities to establish City positions on issues, policies and projects of legislative interest. The City Manager’s Office coordinates with the City’s contract lobbyists, League staff, and City staff to review proposed legislation and informs legislators, legislative staff and the governor’s office, federal agencies and stakeholders regarding those impacts. The City’s interests are also represented through the League of Arizona Cities and Towns. Advocacy is also supported by Council adoption of guiding principles and partnerships. Historically, the City's guiding principles are typically maintaining and protecting shared revenues, preserving local control and supporting adopted Council goals. The Mayor and City Council approve a state agenda on an annual basis, which defines the City’s legislative priorities and guides the City’s lobbying activities. The City’s contract lobbyists are in constant communication with staff. Together, the lobbyists and staff brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and project developments. The City's Purchasing Section conducted a Request for Proposals (RFP) and advertised the RFP on June 28, 2015. We received a total of five (5) responses, with two (2) of the proposers responding with a proposal for state lobbying services only, one (1) proposer responding with a proposal for federal lobbying services only, and two (2) proposers responding with proposals for both state and federal. The evaluation committee was comprised of five (5) evaluators, with one (1) of the evaluators being an evaluator outside the City organization. Once the evaluation and scoring was completed for state lobbying services and the scores were aggregated into a matrix, the evaluation committee scored Triadvocates, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Triadvocates, LLC as number 1. |
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Key Considerations: | |||||
City Purchasing staff utilized a comprehensive Request for Proposals (RFP) process that provided for the options to award one (1) contract to one (1) lobbying firm to provide both federal and state lobbying services or the option to award two (2) separate contracts, where one (1) lobbying firm would provide federal lobbying services and another firm would provide state lobbying services. The RFP was updated significantly in summer 2015 to reflect current needs of the City as well as to accurately reflect the scope of services. The RFP allowed for the evaluation of the following: experience and qualifications of the firm, project personnel assigned to the project, presented approach, proposed fee and meaningful knowledge of City of Flagstaff issues. This RFP allows for a fixed fee for the initial term of three (3) years, with the option to extend for two (2) additional one (1) year terms by mutual agreement by both parties. A total of four (4) proposals were received for state lobbying services and were evaluated and scored by a committee of five (5) members, including representation from outside the City organization. With regard to state lobbying services, the evaluation committee scored Triadvocates, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Triadvocates, LLC as number 1. The City is currently in contract with Triadvocates, LLC for state lobbying services. The outcome of the competitive solicitation process reaffirms that the City is in contract with the most advantageous firm for this important service. |
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Community Benefits and Considerations: | |||||
Community benefits of contracted lobbying services may include additional or enhanced funding resources as well as policy actions that may enhance essential services or quality of life for Flagstaff residents, businesses, public agencies and visitors. | |||||
Community Involvement: | |||||
State lobbying services are included in the City budget and information on this service and other contract services are presented during the annual budget hearings. In addition, the City involved representation from outside the organization on the evaluation committee. Through the evaluation committee process, the recommendation incorporates consultation from City staff and community stakeholders. | |||||
Attachments: | Service Contract | ||||
State Scoring Matrix | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.B.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Federal Lobbying Services (Approve agreement with Nexxus Consulting, LLC in the amount of $82,606 annually, plus expenses). | |||||
RECOMMENDED ACTION: | |||||
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Executive Summary: | |||||
The City contracts federal lobbyist services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City’s contract lobbyists are in constant communication with staff. Each year the City Council adopts priorities to provide necessary direction to staff and contract lobbyist. In addition the contracted lobbyist is responsible for ongoing communication throughout the year as well as seeking direction regarding important bills, amendments and project developments. Approval of this agreement will authorize a total monthly fee in the amount of $6,883.83 plus applicable expenses, at cost, for federal lobbying services provided by Nexxus Consulting, LLC during the initial contract term of three (3) years, with the option for two (2) annual extensions upon mutual written agreement from both parties. | |||||
Financial Impact: | |||||
Funding for federal lobbying services is included in the adopted budget in account 001-09-402-1310-1-4206 Non-departmental. The current budget for federal lobbying services is $82,606. |
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Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS:
1) Invest in our employees and implement retention and attraction strategies 2) Ensure Flagstaff has a long-term water supply for current and future needs 3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 4) Explore and adopt policies to lower the costs associated with housing to the end user 5) Develop and implement guiding principles that address public safety service levels through appropriate staffing levels 6) Relieve traffic congestion throughout Flagstaff 7) Address key issues and processes related to the implementation of the Regional Plan 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments 9) Foster relationships and maintain economic development commitment to partners 10) Decrease the number of working poor 11) Ensure that we are as prepared as possible for extreme weather events REGIONAL PLAN: Historically, many of the Council’s adopted legislative priorities support some of the Regional Plan’s goals and policies. Through advocacy, the City’s contracted lobbyists help the deliver City services effectively and efficiently. Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. |
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Has There Been Previous Council Decision on This: | |||||
Previous Council decision on a contract for federal lobbying services occurred in October 2010. |
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Options and Alternatives: | |||||
1) Approve the contract for federal lobbying services with Nexxus Consulting, LLC, as recommended. 2) Recommend a contract for federal lobbying services with another proposer. 3) Discontinue the use of any professional lobbying services. |
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Background/History: | |||||
The City of Flagstaff’s Intergovernmental Relations Program coordinates the City's dealings with the federal, state, tribal and other local governments, and seeks to foster constructive links between the City and these entities. The program works to advocate for the Flagstaff community by fostering and maintaining relationships with individuals and entities that affect the City’s interests. The program keeps the Mayor and Council informed about intergovernmental issues and assists in representing the City's interests in these matters. The City of Flagstaff’s Intergovernmental Program is part of the City Manager’s Office and serves all City departments, the Flagstaff City Council and the Mayor. The City contracts lobbying services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City adopts state and federal legislative priorities to establish City positions on issues, policies and projects of legislative interest. The City Manager’s Office coordinates with the City’s contract lobbyists, League staff, and City staff to review proposed legislation and informs legislators, legislative staff and the governor’s office, federal agencies and stakeholders regarding those impacts. The City’s interests are also represented through the League of Arizona Cities and Towns. Advocacy is also supported by Council adoption of guiding principles and partnerships. Historically, the City's guiding principles are typically maintaining and protecting shared revenues, preserving local control and supporting adopted Council goals. The Mayor and City Council approve a federal agenda on an annual basis, which defines the City’s legislative priorities and guides the City’s lobbying activities. The City’s contract lobbyists are in constant communication with staff. Together, the lobbyists and staff brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and project developments. The City's Purchasing Section conducted a Request for Proposals (RFP) and advertised the RFP on June 28, 2015. We received a total of five (5) responses, with two (2) of the proposers responding with a proposal for state lobbying services only, one (1) proposer responding with a proposal for federal lobbying services only, and two (2) proposers responding with proposals for both state and federal. The evaluation committee was comprised of five (5) evaluators, with one (1) of the evaluators being an evaluator outside the City organization. Once the evaluation and scoring was completed for federal lobbying services and the scores were aggregated into a matrix, the evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting LLC as number 1. |
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Key Considerations: | |||||
City Purchasing staff utilized a comprehensive Request for Proposals (RFP) process that provided for the options to award one (1) contract to one (1) lobbying firm to provide both federal and state lobbying services or the option to award two (2) separate contracts, where one (1) lobbying firm would provide federal lobbying services and another firm would provide state lobbying services. The RFP was updated significantly in summer 2015 to reflect current needs of the City as well as to accurately reflect the scope of services. The RFP allowed for the evaluation of the following: experience and qualifications of the firm, project personnel assigned to the project, presented approach, proposed fee and meaningful knowledge of City of Flagstaff issues. This RFP allows for a fixed fee for the initial term of three (3) years, with the option to extend for two (2) additional one (1) year terms by mutual agreement by both parties. A total of three (3) proposals were received for federal lobbying services and were evaluated and scored by a committee of five (5) members, including representation from outside the City organization. The evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting, LLC as number 1. The City is currently in contract with Nexxus Consulting, LLC for federal lobbying services. The outcome of the competitive solicitation process reaffirms that the City is in contract with the most advantageous firm for this important service. |
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Community Benefits and Considerations: | |||||
Community benefits of contracted lobbying services may include additional or enhanced funding resources as well as policy actions that may enhance essential services or quality of life for Flagstaff residents, businesses, public agencies and visitors. | |||||
Community Involvement: | |||||
Federal lobbying services are included in the City budget and information on this service and other contract services are presented during the annual budget hearings. In addition, the City involved representation from outside the organization on the evaluation committee. Through the evaluation committee process, the recommendation incorporates consultation from City staff and community stakeholders. | |||||
Attachments: | Service Contract | ||||
Federal Scoring Matrix | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Public Hearing: Utilities Rate Study - Discussion regarding Consultant and Possible Alterations to Path Forward. | |||||
RECOMMENDED ACTION: | |||||
Continue Public Hearing - Council vote on the
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Executive Summary: | |||||
This is a continuation of the Public Hearing first opened on October 6, 2015. In response to questions and comments from Council and the Public relative to the Utilities Rate Study, Staff has decided to seek Council direction regarding three options on how to move forward. The three options are outlined here. Option-1:Stay the present course; Option-2: Slow down the process; Option-3: Pause and withdraw from the current process. The details and pros v. cons of each option are discussed below. Lastly, Council's questions from the October 13, 2015 meeting are listed below. Answers are in the attachments.
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Financial Impact: | |||||
The Willdan Financial Services contract was originally awarded at $114,380. An additional $35,000 was authorized to provide additional rate scenarios and public hearing dates for a total contract value of $149,380. A total of $127,180 has been spent to date. |
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Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS: 2) Ensure Flagstaff has a long-term water supply for current and future needs. 3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. 7) Address key issues and processes related to the implementation of the Regional Plan. REGIONAL PLAN: The Flagstaff Regional Plan 2030 supports the update and adjustment to City utility rates with the following goals: Policies are only included where needed to clarify a goal. Goal WR.2 Manage a coordinated system of water, wastewater and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources. Goal WR.4 logically enhance and extend the City's public water, wastewater and reclaimed water utility services including their treatment, distribution and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services. Goal E.1 increase energy efficiency. E1.4 promote cost effective energy efficient terminologies and design. Goal U.7 Provide for public services and infrastructure. Goal LU.8 balance future growth with available water resources. Goal CD.1 Improve the City and County financial systems to provide for needed infrastructure development and rehabilitation, including maintenance and enhancement of existing infrastructure. Goal PF.2 Provide sustainable and equitable public facilities services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. |
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Previous Council Decision on This: | |||||
The City Council adopted a Resolution of Intent to modify water, wastewater, reclaimed water and stormwater rates at the August 25, 2015 meeting. Additionally, Council opened a Public Hearing on October 6th and continued the hearing on October 13, 2015. | |||||
Options and Alternatives: | |||||
Option 1: Stay the present course a. Retain Willdan Financial Services (Willdan) to complete the Rate Study and develop their Final Report b. Continue with Willdan's presentation on Capacity Fees at the November 3, 2015 meeting c. Wrap up and close the Public Hearing d. Council to provide direction then staff will draft an Ordinance for consideration e. Proceed to 1st read of an Ordinance adjusting utility rates Pros - Keeps the process of considering adjustments to any utility rates on the established timeline. Maintains adequate funding of each utility fund for their operations, maintenance and replacement. Cons - General concerns with the process and consultant. Option 2: Slow down the process a. Retain Willdan Financial Services (Willdan) to complete the Rate Study and develop their Final Report b. Separate out the Reclaimed Water portion of the Rate Study and meet with Council in a future Work Session to receive further direction c. Continue moving forward with Water, Wastewater, Stormwater and Capacity fees d. Continue with Willdan's presentation on Capacity Fees at the November 3, 2015 meeting e. Wrap up and close the Public Hearing e. Council to provide direction then staff will draft an Ordinance for consideration f. Proceed to 1st read of an Ordinance adjusting utility rates g. Staff to provide a presentation on the Water Conservation Program at a future Work Session Pros - slows the process down allowing Council and the public more time to provide input and direction to staff on what to include in a draft Ordinance on any adjustment to rates. Cons - delays implementation of any adjustment to some or all of the rates Option 3: Pause and withdraw from process a. Stop all work with Willdan Financial Services b. Staff to provide a presentation on the Water Conservation Program at a future Work Session c. Come back to Council sometime next year in a Work Session to seek input/direction regarding policy issues to be addressed in a new rate study d. Delay implementation of any new utility rates until sometime after January 2017 Pros - Allows Council and the public more time to provide input and direction to staff on what policy issues to address in a new rate study Cons - Staff will need to identify what capital projects will be deferred |
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Community Involvement: | |||||
Inform Consult Involve Collaborate Empower |
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Attachments: | Willdan Answers | ||||
Staff Answers | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Discussion/Direction on 2016 Legislative Priorities and Communication and Engagement Strategies | |||||
RECOMMENDED ACTION: | |||||
Council input on 2016 state and federal legislative priorities and input on communication and engagement strategies.
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EXECUTIVE SUMMARY: | |||||
The City of Flagstaff’s Intergovernmental Relations Program coordinates the City's dealings with the federal, state, tribal and other local governments, and seeks to foster constructive links between the City and these entities. The program works to advocate for the Flagstaff community by fostering and maintaining relationships with individuals and entities that affect the City’s interests. Each year the City adopts state and federal legislative priorities to establish City positions on issues, policies and projects of legislative interest. Council also adopts guiding principles annually. Staff receives direction for advocacy through the Council’s adopted priorities, its guiding principles and stakeholders. The purpose of the discussion item is to review the City’s 2015 legislative priorities, review the status of the City’s previously proposed resolutions to the Arizona League of Cities and Towns, and receive input from Council on proposed 2016 state and federal legislative priorities. In addition, staff will receive input from Council on communication and engagement strategies. |
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INFORMATION: | |||||
COUNCIL GOALS: 1) Invest in our employees and implement retention and attraction strategies 2) Ensure Flagstaff has a long-term water supply for current and future needs 3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 4) Explore and adopt policies to lower the costs associated with housing to the end user 5) Develop and implement guiding principles that address public safety service levels through appropriate staffing levels 6) Relieve traffic congestion throughout Flagstaff 7) Address key issues and processes related to the implementation of the Regional Plan 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments 9) Foster relationships and maintain economic development commitment to partners 10) Decrease the number of working poor 11) Ensure that we are as prepared as possible for extreme weather events REGIONAL PLAN: Historically, many of the Council’s adopted legislative priorities support some of the Regional Plan’s goals and policies. Through advocacy, the City’s contracted lobbyists help to deliver City services effectively and efficiently. Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. BACKGROUND/HISTORY The Intergovernmental Relations Program keeps the Mayor and Council informed about intergovernmental, including legislative, issues and assists in representing the City's interests in these matters. This Program is part of the City Manager’s Office and serves all City departments, the Flagstaff City Council and the Mayor. Key areas include: legislative priorities development, legislation monitoring, advocacy and research/information gathering. The City contracts lobbyist services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The Intergovernmental Relations Program coordinates with the City’s contract lobbyists, League staff, and City staff to review proposed legislation and works to inform legislators, legislative staff, the governor’s office, federal agencies and stakeholders regarding those impacts. The City’s interests are also represented through the League of Arizona Cities and Towns. Advocacy is also supported by Council adoption of guiding principles and partnerships. Historically, the City's guiding principles are typically tied to the Council’s adopted goals, maintaining and protecting shared revenues, and preserving local control. KEY CONSIDERATIONS 2015 State Legislative Priorities – Summary The City’s adopted priorities for the past year included the protection of state shared revenues to municipalities, including the restoration of the Highway User Revenue Fund. Also of priority interest was the support for efforts related to pension reform, investment in local forest health, flexible financing authority for investments in energy efficiency improvements to commercial properties, and procurement changes allowing sales tax to be inclusive of bid pricing. Restoration of the Housing Trust Fund and ongoing support for economic development tools were also Council priorities during the 2015 Legislative Session. 2015 Federal Legislative Priorities – Summary The City’s adopted federal priorities for the past year include advocacy for the City’s Rio de Flag Flood Control Project and investments in forest health. Also of priority interest is support for public safety personnel through the use of body cameras, support for the Flagstaff Airport maintenance and operations, relief from a reversionary clause on property previously owned by the City and ongoing investments to the City’s regional transportation priority projects. Proposed Communication and Engagement Approach The City’s contract lobbyists are in constant communication with staff. Together, the lobbyists and staff brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and developments. The following is a proposed approach to communicate with Council on the City’s legislative priorities. Staff will adapt its approach for engaging and communicating with Council; therefore, it will be important for Council to provide input on the effectiveness of the proposed strategies.
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Attachments: | 2015 Legislative Priorities | ||||
League Resolution Process and Priorities | |||||
Previous CCR on Proposed Resolutions | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE: | |||||
Discussion and Direction of Council Travel Policy and Use of Travel Funds | |||||
RECOMMENDED ACTION: | |||||
Provide information to the Council for discussion and staff direction regarding the council travel policy and use of travel funds.
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Executive Summary: | |||||
The information provided in this staff report is in response to a Future Agenda Item Request (F.A.I.R.) from the September 15, 2015 City Council Meeting Item 17B. Future Agenda Item Request (F.A.I.R.): A request by Councilmember Putzova to place on a future agenda a discussion of the Council Travel Policy and Use of Travel Funds. The Council unanimously agreed to add the item to a future agenda in order to provide clarity, transparency and avoid ad-hoc decision-making. The council specifically requested to establish a Council Travel Policy that outlines the following:
Response: 1) How funds are used? Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official City of Flagstaff business. Such costs may be charged on an actual basis, a per diem basis, or mileage basis dependent on the type of travel incurred and in accordance with the City of Flagstaff‘s travel policy.
The guiding policy document is the 2016 Annual Budget and Financial Plan located on the City of Flagstaff website at http://www.flagstaff.az.gov/index.aspx?nid=3259 3) What accountability procedures should apply?
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Financial Impact: | |||||
Council approved an annual travel budget of $19,043.99 in FY14, FY15 and FY16. The budget is administratively divided equally amongst the councilmembers at $2,720.57. The budget line item is travel, lodging and meals with account number 001-09-401-1300-1-4261. The total budget of the line item is $30,710 but 38% is allocated as a payroll stipend reducing the travel budget amount to $19,043.99. |
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Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS: Not Applicable |
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Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
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Community Involvement: | |||||
Inform | |||||
Attachments: | PowerPoint CouncilTravel | ||||
Travel Policy | |||||
FY14 CouncilTravel Update | |||||
FY15 Council Travel Update | |||||
FY16 Council Travel Update | |||||
Travel Reconcilation Form | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
17.A.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Evans to place on a future Work Session agenda review of the Sustainability Commission and Task Force's Plan regarding Plastic Bags. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Evans has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are three councilmembers interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
None | |||||
Attachments: | |||||
No file(s) attached. | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
17.B.
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CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
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TITLE | |||||
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Evans to place on a future agenda discussion and possible action regarding the City joining the lawsuit and/or filing an amicas brief re plastic bags. | |||||
RECOMMENDED ACTION: | |||||
Council direction.
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EXECUTIVE SUMMARY: | |||||
Rule 4.01, Procedures for Preparation of Council Agendas, of the City of Flagstaff City Council Rules of Procedure outlines the process for bringing items forward to a future agenda. Councilmember Evans has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there are three councilmembers interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
None | |||||
Attachments: | |||||
No file(s) attached. | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||