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. |
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). |
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8. | LIQUOR LICENSE PUBLIC HEARINGS | |||||||||
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 Contract: Emergency purchase Master Lease/Rental Agreement for two solid waste trucks | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the emergency purchase Master Lease/Rental Agreement between Rush Truck Leasing, Inc. and the City for two solid waste trucks |
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B. | Consideration and Approval of Amendment to Intergovernmental Agreement: Intergovernmental Agreement /Joint Project Agreement (IGA/JPA) 11-085 between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization, Amendment 5 for Fiscal Year 2017 (Annual Update of FMPO IGA/JPA) | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the IGA/JA 11-085 Amendment 5
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C. | Consideration and Approval of Contract: Hazardous Waste Removal and Disposition | |||||||||
RECOMMENDED ACTION: | ||||||||||
Approve the Service Agreement with Veolia ES Technical Solutions on a time and materials basis per the Staff Summary attachment, and authorize City Manager to execute the necessary documents.
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D. | Consideration and Approval of Contract: Construction Manager at Risk Construction Contract for Street Maintenance Program 2016 (Phase 2). Approve agreement with C and E Paving and Grading, LLC. | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Approve the Construction Manager at Risk Construction Contract with C and E Paving and Grading, LLC in an amount not to exceed $1,867,387.18 for Guaranteed Maximum Price GMP #2 (Chip Seal projects).
2) Authorize Change Order Authority of 10% for GMP # in the amount of $ 186,738.71, to cover potential costs associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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10. | ROUTINE ITEMS | |||||||||
0. | Consideration and Approval of Contract: Legends Entertainment District Agreement | |||||||||
RECOMMENDED ACTION: | ||||||||||
Review and approve the agreement, and authorize the City Manager to execute the agreement.
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0. | Consideration and Adoption of Ordinance No. 2016-28: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona, approving and authorizing the sale and issuance of City of Flagstaff, Arizona general obligation bonds, series 2016, in the total aggregate principal amount of not to exceed $18,200,000 and all matters related thereto; prescribing certain terms and conditions of such bonds including the delegation to the Management Services Director of the City to designate the final principal amount, maturities, interest rates and yields and other matters with respect to such bonds; awarding a contract for the purchase of such bonds; ratifying preparation of a preliminary official statement and approving the use and distribution thereof and approving the preparation of a final official statement and the execution, use and distribution thereof (General Obligation Debt Authorization - Open Space, Core Facility, and Watershed Protection) | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Read Ordinance No. 2016-28 by title only for the final time |
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A. | Consideration and Adoption of Ordinance No. 2016-29: An ordinance of the Council of City of Flagstaff, Coconino County, Arizona, approving the sale and execution and delivery of not to exceed $10,000,000 aggregate principal amount of pledged revenue obligations, evidencing proportionate interests of the owners thereof in a purchase agreement to acquire and construct street improvements and ongoing preservation of street conditions in and for the City; approving the form and authorizing the execution and delivery of such purchase agreement, a second trust agreement, a continuing disclosure undertaking, an obligation purchase contract and other necessary agreements, instruments and documents; delegating authority to the Management Services Director of the City to determine certain matters and terms with respect to the foregoing; authorizing a contract for the purchase of the obligations and ratifying preparation of a preliminary official statement and approving the use and distribution thereof and approving preparation of a final official statement and the execution, use and distribution thereof (Revenue Bond Debt Authorization - Road Repair and Street Safety) | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Read Ordinance No. 2016-29 by title only for the final time |
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B. | Consideration and Approval: Council Travel Policy | |||||||||
RECOMMENDED ACTION: | ||||||||||
Council consideration of approval of the City of Flagstaff City Council Travel and Miscellaneous Expense Policy.
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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. | PUBLIC PARTICIPATION | |||||||||
13. | CARRY OVER ITEMS FROM THE 4:00 P.M. AGENDA |
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14. | PUBLIC HEARING ITEMS | |||||||||
A. | Public Hearing, Consideration and Possible Adoption of Resolution Nos. 2016-21 and 2016-13, and Ordinance No. 2016-22: Public hearing to consider proposed amendments to Flagstaff Zoning Code, Chapter 10-50 (Supplemental to Zones), Division 10-50.100 (Sign Standards), and other related amendments in Chapter 10-20 (Administration, Procedures and Enforcement), Chapter 10-80 (Definitions) and Chapter 10-90 (Maps); consideration of Resolution No. 2016-13 declaring the proposed amendments as a public record; and adoption of Ordinance No. 2016-22, adopting amendments to Flagstaff Zoning Code Chapter 10-50 (Supplemental to Zones), Division 10-50.100 (Sign Standards), and other related amendments in Chapter 10-20 (Administration, Procedures and Enforcement), Chapter 10-80 (Definitions) and Chapter 10-90 (Maps), by reference, and consideration of Resolution No. 2016-21 to adopt the Flagstaff Sign Free Zone (Zoning Code Amendments - Sign Standards; adopting the Flagstaff Sign Free Zone) | |||||||||
RECOMMENDED ACTION: | ||||||||||
At the June 7, 2016, Council Meeting:
1) Continue holding Public Hearing 2) Read Resolution No. 2016-21 by title only 3) City Clerk reads Resolution No. 2016-21 by title only (if approved above) 4) Adopt Resolution No. 2016-21 5) Read Resolution No. 2016-13 by title only 6) City Clerk reads Resolution No. 2016-13 by title only (if approved above) 7) Read Ordinance No. 2016-22 by title only for the first time 8) City Clerk reads Ordinance No. 2016-22 by title only (if approved above) At the June 21, 2016, Council Meeting: 9) Adopt Resolution No. 2016-13 10) Read Ordinance No. 2016-22 by title only for the final time 11) City Clerk reads Ordinance No. 2016-22 by title only (if approved above) 12) Adopt Ordinance No. 2016-22 |
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15. | REGULAR AGENDA | |||||||||
A. | Consideration and Adoption of Resolution No. 2016-23 A resolution of the Council of the City of Flagstaff, Arizona adopting the tentative estimates of the amounts required for the public expense for the City of Flagstaff for Fiscal Year 2016-2017; adopting a Tentative Budget; setting forth the receipts and expenditures; the amount proposed to be raised by direct property taxation; giving notice of the time for hearing taxpayers, for adopting of Budget and for fixing the tax levies. (Adopt Tentative Budget for City FY 16-17) | |||||||||
RECOMMENDED ACTION: | ||||||||||
1) Read Resolution No. 2016-23 by title only
2) City Clerk reads Resolution No. 2016-23 by title only (if approved above) 3) Adopt Resolution No. 2016-23 |
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16. | DISCUSSION ITEMS |
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A. | Recap of the 2016 Legislative Session | |||||||||
17. | FUTURE AGENDA ITEM REQUESTS After discussion and upon agreement by a majority of all 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 Mayor Nabours to place on a future agenda a discussion on possibly reducing or deleting the requirement that developers pay for transportation impact for the Lonetree Traffic Interchange with information from ADOT and the Regional Transportation Committee on plans for Lonetree - how it might affect the private property owners - including estimate from staff on what those impacts might be. | |||||||||
B. | Future Agenda Item Request (F.A.I.R.): A request by Councilmember Evans to place on a future agenda a review of Lot Split Section of Title 11 of the City Code. | |||||||||
18. | INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS | |||||||||
19. | ADJOURNMENT | |||||||||
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9.A.
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CITY OF FLAGSTAFF | |||||||||||||
STAFF SUMMARY REPORT | |||||||||||||
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TITLE: | |||||
Consideration and Approval of Contract: Emergency purchase Master Lease/Rental Agreement for two solid waste trucks | |||||
RECOMMENDED ACTION: | |||||
Approve the emergency purchase Master Lease/Rental Agreement between Rush Truck Leasing, Inc. and the City for two solid waste trucks |
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Executive Summary: | |||||
Recently, Solid Waste Division has experienced an unprecedented number of major breakdowns of collection equipment. Examples of breakdowns occurring at the moment are: lift arm failure, transmission failure, differential failure, hydraulic and cooling system failures. As a result of these constant failures and their frequency, Fleet has had to do the minimum amount of repairs in order to return said vehicles back to service. We have four new trucks on order; however, delivery will be in six to eight months. |
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Financial Impact: | |||||
The cost for renting these trucks is as follows: 2016 Peterbuilt - $5,900/mo. or $76,700 total for 13 months and 2015 Peterbuilt - $6,800/mo. or $47,600 total for 7 months for a total rental cost of $124,300. The budget appropriation for this contract is being funded from account 211-06-166-0645-0-4401 as well as other operating budget line items. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS:
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: | |||||
No. | |||||
Options and Alternatives: | |||||
Continue operations with existing equipment and double shift the capable vehicles which would require extending landfill hours. | |||||
Background/History: | |||||
Factors that have contributed to this situation are as follows: The City purchased 10 collection vehicles in the same fiscal year due to a building fire that damaged multiple Solid Waste Collection vehicles. The City took delivery of these vehicles mid 2008. These 10 vehicles used an American LaFrance cab/chassis. At the time, this was a well established vehicle manufacturer with over 100 years of supplying quality fire apparatus and solid waste cab/chassis before being purchased in 1995 by Freightliner/Daimler Corporation. Unfortunately, this vendor became a casualty of our recent recession and ceased operations in January of 2014. The result has been the steady decline of service support, quality replacement parts and diagnostic resources. The City's Fleet Service department has had to fabricate parts, utilize used parts and in some cases, cannibalize our own equipment. More recently we have had to complete only necessary repairs rather than in-depth preventive repairs to maintain Solid Waste's service levels. A repair that normally might take 24 hours is taking weeks while we locate simple things like glass, sensors and emission control devices. Fleet Services has adjusted its schedule multiple times in order complete repairs during times when more equipment is available. |
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Key Considerations: | |||||
With the addition of these rental vehicles the City's Solid Waste Section should be able to maintain stable collection schedules while City's Fleet Services staff will be able to perform necessary repairs and pro-active preventive maintenance to existing equipment (not just oil changes), which has been impacted this limited access. The current equipment situation has also created long hours for our operators which will eventually lead to driver fatigue and safety issues as well as lost productivity. City staff has emergency purchase authority pursuant to its Procurement Code Manual Section 19.1 where there is a breakdown of machinery or an essential service which requires the immediate purchase of supplies or services to protect the public health, welfare or safety. Council is being requested to approve (ratify) the rental agreement per Section19.2. |
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Expanded Financial Considerations: | |||||
The cost for renting these trucks is as follows: 2016 Peterbuilt - $5,900/mo. or $76,700 total for 13 months and 2015 Peterbuilt - $6,800/mo. or $47,600 total for 7 months for a total rental cost of $124,300. |
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Community Benefits and Considerations: | |||||
This agreement will allow Fleet services the time and resources to make a significant impact towards improving the safety and reliability with Solid of Solid Waste collection equipment and their ability to provide consistent and productive trash/recycling service to citizens and businesses in the City of Flagstaff. | |||||
Community Involvement: | |||||
Inform | |||||
Expanded Options and Alternatives: | |||||
Continue operations with existing equipment and double shift the capable vehicles which would require extending landfill hours. | |||||
Attachments: | Rush Master Lease/Rental Agreement | ||||
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 Amendment to Intergovernmental Agreement: Intergovernmental Agreement /Joint Project Agreement (IGA/JPA) 11-085 between the State of Arizona and the City of Flagstaff acting for and on behalf of the Flagstaff Metropolitan Planning Organization, Amendment 5 for Fiscal Year 2017 (Annual Update of FMPO IGA/JPA) | |||||
RECOMMENDED ACTION: | |||||
Approve the IGA/JA 11-085 Amendment 5
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Executive Summary: | |||||
IGA/JPA 11-085 and its related amendments acknowledge the roles and responsibilities of the Flagstaff Metropolitan Planning Organization (FMPO) in the provision of regional transportation planning and programming in accordance with federal mandates and authorizes the Arizona Department of Transportation to provide federal transportation planning and construction funds for those purposes. | |||||
Financial Impact: | |||||
Annually, FMPO brings in about $265,000 in planning funds and $460,00 in general federal construction funds. Failure to approve the amendment will de-fund the FMPO and essential service in transportation modeling, trails planning and more will fall to City staff. Loss of the FMPO will result in the City's loss of eligibility of federal transportation construction funds. |
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Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS: 3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 6) Provide a well-managed transportation system 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments REGIONAL PLAN: LU.1. Invest in existing neighborhoods and activity centers for the purpose of developing complete and connected places. LU.7.Provide for public services and infrastructure. LU.12. Accommodate pedestrians, bicyclists, transit riders, and private cars to supplement downtown' status... T.1. Improve mobility and access throughout the region. T.2. Improve transportation safety and efficiency for all modes. |
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Has There Been Previous Council Decision on This: | |||||
Yes. This is an annual amendment process. There have been four previous amendments to the IGA/JPA in this form acted upon by the Council. | |||||
Options and Alternatives: | |||||
1. Approve the amendment as presented. Staff Recommendation. There are effectively no changes to the IGA/JPA beyond the recognition of the new federal highway bill. 2. Amend the JPA/IGA amendment. Not recommended. The staff is not aware of changes necessary to make the relationship with ADOT more effective. 3. Deny the JPA/IGA amendment. Not recommended. This effectively defunds the FMPO and makes the City ineligible to receive federal transportation funds. Several projects could be discontinued. |
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Background/History: | |||||
The FMPO has been in place since 1996. It started with an IGA between the City, County and State. More recently, an IGA between the City and County establishes the FMPO and this JPA 11-085 establishes the relationship between FMPO and the State. The City is acknowledged as the host agency for the FMPO and acts on its behalf. | |||||
Key Considerations: | |||||
The FMPO Executive Board took action to adopt the work program referenced by this IGA/JPA on May 18, 2016. |
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Expanded Financial Considerations: | |||||
The City currently provides $22,500 annually in transportation sales tax funding to the FMPO and supports a portion of the multimodal planner position through that same tax. This funding is used to match federal grant funds and to provide trail planning and project delivery services for the City. |
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Community Benefits and Considerations: | |||||
The FMPO provides high quality transportation planning for the region and is respected across the state and nation. Approval of this amendment will assure the continuation of those services. | |||||
Community Involvement: | |||||
Consult - a 30-day public comment period on the work program was provided. The work program seeks to advance the regional transportation plan that has and is enjoying considerable public involvement. FMPO committee and board meetings are open to the public. | |||||
Attachments: | IGA/JPA 11-085 Amendment #5 FMPO FY17 | ||||
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 Contract: Hazardous Waste Removal and Disposition | |||||
RECOMMENDED ACTION: | |||||
Approve the Service Agreement with Veolia ES Technical Solutions on a time and materials basis per the Staff Summary attachment, and authorize City Manager to execute the necessary documents.
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Executive Summary: | |||||
The Hazardous Products Center (HPC) is a permanent facility dedicated to accepting and properly disposing of household hazardous waste generated by residents and qualifying businesses of Flagstaff and Coconino County. To continue to provide this service, an "on call" service agreement must be in place for the timely removal and disposition of hazardous waste from the Hazardous Products Center (HPC). | |||||
Financial Impact: | |||||
All costs associated for this contract are budgeted in 214-06-170-0662-0-4290 (Environmental Management - Other Miscellaneous Services) and will be expended on a time and material basis per Attachment A of the contract. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS:
1) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 2) Develop and implement guiding principles that address public safety service levels through appropriate staff levels 3) Continue to implement the Flagstaff Regional Plan and focus efforts on specific plans 4) Support and assist the most vulnerable REGIONAL PLAN Goal E&C.1.Proactively improve and maintain the region’s air quality. Goal WR.6.Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region. 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. 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: | |||||
Yes, there was a previous Council decision in 2010. The contract approved in 2010 has expired. | |||||
Options and Alternatives: | |||||
Option A – Approve the agreement with Veolia for hazardous waste removal and disposition. This will provide the City of Flagstaff HPC an on-call contract for the removal of hazardous waste from the facility. Option B – Reject the agreement with Veolia for hazardous waste removal and disposition. This option would leave the HPC with no contract for the removal of hazardous waste, and would require City Staff to re-bid for the services. |
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Background/History: | |||||
The Hazardous Products Center (HPC) provides a service to the residents and qualifying businesses of Flagstaff and Coconino County by providing them with a permanent facility to drop off and safely dispose of their hazardous waste. The HPC also assists City of Flagstaff facilities with disposal of hazardous waste generated through their operations. These wastes are disposed of using safe, cost effective, environmentally sound disposal methods that comply with all federal, state and local environmental regulations. |
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Key Considerations: | |||||
In March 2016, a Request for Proposals (RFP) was sent out for the services of Hazardous Waste Removal and Disposition. Five (5) proposals were received. The evaluation criteria used to evaluate proposals was as follows: Qualifications/Training/Experience, Compliance (Environmental Protection Agency, Department of Transportation, Occupational Safety and Health Administration, Arizona Department of Environmental Quality) and History, Vendor Approach – How will company treat, recycle, and/or dispose of waste, Cost and References. Veolia was evaluated as the most responsible and responsive proposal. This contract shall be for one (1) year with the option to renew for four (4) additional one year terms, upon mutual written agreement of both parties. | |||||
Community Benefits and Considerations: | |||||
By addressing the areas covered under this contract, the HPC and City facilities will reduce the environmental impact of their operations, support the goals and operations of the Cinder Lake Landfill, and reduce City of Flagstaff liability through the safe, timely and cost effective disposal of hazardous wastes. |
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Community Involvement: | |||||
Not applicable due to the presence and handling of hazardous waste. | |||||
Expanded Options and Alternatives: | |||||
Option A – Approve the agreement with Veolia for hazardous waste removal and disposition. This will provide the City of Flagstaff HPC an on-call contract for the removal of hazardous waste from the facility. Option B – Reject the agreement with Veolia for hazardous waste removal and disposition. This option would leave the HPC with no contract for the removal of hazardous waste, and would require City Staff to re-bid for the services. |
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Attachments: | Contract | ||||
Summary Matrix | |||||
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 Contract: Construction Manager at Risk Construction Contract for Street Maintenance Program 2016 (Phase 2). Approve agreement with C and E Paving and Grading, LLC. | |||||
RECOMMENDED ACTION: | |||||
1) Approve the Construction Manager at Risk Construction Contract with C and E Paving and Grading, LLC in an amount not to exceed $1,867,387.18 for Guaranteed Maximum Price GMP #2 (Chip Seal projects).
2) Authorize Change Order Authority of 10% for GMP # in the amount of $ 186,738.71, to cover potential costs associated with unanticipated or additional items of work. 3) Authorize the City Manager to execute the necessary documents. |
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Executive Summary: | |||||
Approval of this contract will allow the City to complete construction of Phase 2 of the 2016 Street Maintenance Program. Phase 2 will consist of chip seals of various roadways utilizing monies from the Highway User Revenue Fund (HURF) funding (Street Maintenance Section's annual ongoing and one-time budget). Following the passing of Proposition 406 (Road Repair and Street Safety Initiative) in November 2014, the HURF funding has been allocated to chip seals for roadways throughout the city. The phase 2 (chip seal) program includes 130 streets (76.9 lane-miles) of improvements throughout the western portion of the city. Approval of this contract will support the previous approved phase 1 improvements. Phase 1 consists of concrete improvements as well as the overlay of 24 streets (12.7 lane-miles) in the Foxglenn and Continental subdivisions. These two projects will improve 89.6 lane-miles within the western portion of the city. Approval of the contract will further demonstrate Council's commitment to maintaining City infrastructure through the annual budgeting process as well as improving infrastructure through the first project utilizing funding approved by voters in November 2014. |
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Financial Impact: | |||||
Budget funding for GMP #2 is provided by the annual Street Maintenance Program and is funded in account 040-06-162-3073-6-4443 in FY2016 and FY2017 for a total of $2,146,000. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
Council goals connected to these projects include:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics 11) Ensure that we are as prepared as possible for extreme weather events Regional Plan goals that apply include: Goal LU.7. Provide for public services and infrastructure. Goal LU.10. Increase the proportion of urban neighborhoods to achieve walkable, compact growth. Goal T.1. Improve mobility and access throughout the region. Goal T.2. Improve transportation safety and efficiency for all modes. Goal T.8. Establish a functional, safe, and aesthetic hierarchy of roads and streets. |
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Has There Been Previous Council Decision on This: | |||||
Yes. • Council previously approved the design phase services contract on January 19, 2016. • Council previously approved the Phase 1 construction contract with C and E Paving & Grading on March 22, 2016. |
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Options and Alternatives: | |||||
1. Approve the Construction Manager at Risk Construction Phase Services Agreement as presented. 2. Reject the Agreement and direct staff to pursue traditional design-bid-build project delivery. This would delay progress on the project by two months. |
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Background/History: | |||||
The City has established an annual program to maintain existing street pavements. This year, the program provides three major services: non-structural upgrades by overlay (Prop. 406 funding), ADA compliance (Prop. 406 funding) and chip sealing (HURF funding). The overlay streets are selected after evaluation of the street condition using pavement management software owned by the City. One half of the City street pavements are evaluated and ranked each year. Each street pavement is assigned an overall condition index (OCI) based on the type and severity of the distress observed. A pavement that has no distress is given an Overall Condition Index OCI of 100. Each pavement distress such as cracking or roughness reduces the street’s OCI. The street pavements are ranked by OCI’s and the pavements exhibiting the most severe distress are programmed for replacement. OCI’s that score within the middle range receive resurfacing with asphaltic concrete overlays as budget allows. Roadways with a higher OCI will receive a Chip seal work that provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. In recent years, the Arizona State Legislature has authorized the use of Alternative Project Delivery Methods (APDM) in lieu of the traditional Design-Bid-Build method of project delivery. These alternative methods allow a contracting agency the opportunity to select a construction team utilizing a Qualifications Based selection process to procure construction services from a firm deemed most qualified to perform the work. The enabling legislation also allows for provision of multiple Guaranteed Maximum Prices under a single procurement. On November 18, 2014, Council approved award of the CMAR contract, Design Phase Services Contract for the 2015, 2016 and 2017 programs to C and E Paving & Grading, LLC. in the amount of $ 112,821. Design Phase Services including program and budget evaluation, project scheduling, design document reviews, constructability reviews, detailed cost estimating, and preparation of final construction documents have now been completed. Based upon the Design Phase Services, C and E Paving & Grading, LLC has provided a Guaranteed Maximum Price (GMP) to complete construction of the annual improvement project. The GMP includes costs for construction, a CM at Risk contingency, construction fee, costs for General Conditions including bonds and insurance, and sales taxes. |
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Key Considerations: | |||||
The goal of the Street Maintenance Program is to use the available funds in the most efficient manner to lengthen the service life of the City street pavements and avoid costly pavement reconstruction. The ADA improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements. Chip seal work provides a cost effective pavement preservation treatment to maintain newer pavements in a good condition. | |||||
Expanded Financial Considerations: | |||||
Funding for the pavement preservation portion of the Street Improvement Program (GMP #2) is provided by the budget in FY 2015/2016. The contract includes an owner’s contingency of $ 50,000.00 and $ 50,000.00 for contractor’s contingency (to be approved by owner for authorization) to cover the potential cost of unanticipated or additional work which may be required during construction. Account Number - 040-06-162-3073-6-443 |
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Community Benefits and Considerations: | |||||
The Street Maintenance Program provides surface treatments as required to preserve and maintain pavement condition on the 664 lane miles of asphalt City streets. Use of the Construction Manager at Risk method of project delivery eases the need for an traditional advertisement/bid/award process and cuts approximately two months off the project development schedule. In addition, value engineering, constructability reviews and design input conducted as part of this service agreement have the potential to realize significant construction cost savings over the traditional design-bid-build delivery method. |
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Community Involvement: | |||||
Inform - The Public Works Division will prepare weekly news releases that are distributed to the local media outlets describing the location of the street construction and any traffic restrictions planned for the week. The contractor will distribute written notices to all the adjacent businesses and residents in advance of the construction. In addition, site maps of the streets planned for construction activities will be provided on the City's website. | |||||
Expanded Options and Alternatives: | |||||
1. Approve the Construction Manager at Risk Construction Phase Services Agreement as presented. 2. Reject the Agreement and direct staff to pursue traditional design-bid-build project delivery. This would delay progress on the project by two months. |
|||||
Attachments: | Construction Agreement | ||||
GMP SUMMARY NO. 2 - CHIP SEAL-2016 | |||||
Street List - Chip Seal (Phase 2) | |||||
Chip Seal Key Maps - (Phase 2) | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.0.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval of Contract: Legends Entertainment District Agreement | |||||
RECOMMENDED ACTION: | |||||
Review and approve the agreement, and authorize the City Manager to execute the agreement.
|
|||||
Executive Summary: | |||||
The CVB has always produced a key out-of-home ad placement in Flagstaff's #1 market - Phoenix. For the past two years, this placement was 'The Cool Zone' in the Legends Entertainment District. Continuing to strive for more eyes on impression and better positioning in the Phoenix market, we are planning on producing an 18' x 84' static billboard in the same area, but with better visibility. We anticipate getting around 20 million impressions over the 23-month contract period and will drive the message that Flagstaff is a destination for all seasons. | |||||
Financial Impact: | |||||
The cost for the billboard is $6,500 per month which includes all production costs. The agreement begins August 1, 2016 continues through the June 2018. Total costs are $149,500 for the two year contract. Funds are already budgeted in account 053-07-214-0851-4-2471 and come from BBB revenues designated for enhancing tourism. It is anticipated that this ad placement will generate significant tourist visitation which will have a positive financial impact on both BBB revenues and sales tax revenues. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS:
9) Improve the economic quality of life for Flagstaff through economic diversification, and by fostering jobs and programs that grow wages and revenues |
|||||
Has There Been Previous Council Decision on This: | |||||
There has been no previous decision on this contract, but Council approved a similar agreement for marketing in the Legends Entertainment District over the last two years. | |||||
Options and Alternatives: | |||||
Council could elect to no longer market in the Legends Entertainment District. | |||||
Background/History: | |||||
As our number one feeder market, Phoenix remains our first target market to drive visitation to Flagstaff. We do this via a number of platforms: web search, print ads, email blasts, direct sales and out-of-home placements. Out-of-home refers to billboards, vehicle and transportation wraps, activations in key areas, etc. | |||||
Key Considerations: | |||||
Phoenix is the sixth largest city in the United States and is growing by 100,000 new residents per year. Additionally, the City of Flagstaff enjoys a strong repeat visitation number and therefore Phoenix remains a top market for us to buy advertising. | |||||
Expanded Financial Considerations: | |||||
The CVB has negotiated a very favorable deal for this particular billboard placement - $6,500 per month with all production costs included. | |||||
Community Benefits and Considerations: | |||||
Flagstaff is heavily supported by tourism. | |||||
Community Involvement: | |||||
Inform | |||||
Attachments: | Legends District Marketing Agreement | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.0.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2016-28: An ordinance of the Council of the City of Flagstaff, Coconino County, Arizona, approving and authorizing the sale and issuance of City of Flagstaff, Arizona general obligation bonds, series 2016, in the total aggregate principal amount of not to exceed $18,200,000 and all matters related thereto; prescribing certain terms and conditions of such bonds including the delegation to the Management Services Director of the City to designate the final principal amount, maturities, interest rates and yields and other matters with respect to such bonds; awarding a contract for the purchase of such bonds; ratifying preparation of a preliminary official statement and approving the use and distribution thereof and approving the preparation of a final official statement and the execution, use and distribution thereof (General Obligation Debt Authorization - Open Space, Core Facility, and Watershed Protection) | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2016-28 by title only for the final time
2) City Clerk reads Ordinance no. 2016-28 by title for the final time (if approved above) 3) Adopt Ordinance No. 2016-28 |
|||||
Executive Summary: | |||||
This ordinance allows for the issuance of General Obligation debt as approved by voters in 2004 and 2012. Debt will be issued for the Core Maintenance Facility, Open Space, and Forest Health and Watershed Protection. An ordinance for this action is required by City Charter ARTICLE VI - FINANCE AND TAXATION, Section 5 - WHEN ACTIONS ARE TO BE TAKEN BY ORDINANCE. |
|||||
Financial Impact: | |||||
Series 2016 General Obligation Bonds will be issued as New Money Bonds in an amount not to exceed $18.2 million to include all or a portion of the following:
These bonds will be issued as General Obligation Bonds and will be repaid through secondary property tax collections within the current rate of $0.8366 per $100 of assessed valuation. |
|||||
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 11) Ensure that we are as prepared as possible for extreme weather events REGIONAL PLAN: Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health. Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region. Goal LU.7. Provide for public services and infrastructure. Goal REC.1. Maintain and grow the region’s healthy system of convenient and accessible parks, recreation facilities, and trails. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. Council authorized the 2004 and 2012 elections which voters approved the issuance of debt for the specific projects. Issuing debt was anticipated when the voters approved the questions on the ballots. | |||||
Options and Alternatives: | |||||
• Approve the Ordinance as written allowing the City to move forward with the issuance of New Money Bonds as General Obligation debt. Pros-Allows for cash flow necessary to complete voter approved projects while maintaining current secondary property tax rate. Cons-Increases City debt. • Recommend changes to the Ordinance modifying the issuance of either the New Money Bonds. Pros and Cons are dependent on changes. • Do not approve the issuance of General Obligation Debt. Pros-Delays level of debt for the City. Cons-Projects may need to stop and the City will need to find the cash flow for work completed to date. |
|||||
Background/History: | |||||
On May 18, 2004 the City of Flagstaff voters approved 10 projects. The remaining authorization for General Obligation Bonds include $2,800,000 for the Lake Mary Regional Park and Other Parks Land Acquisitions and the final $2,200,000 of the $7,600,000 authorized for Open Space and FUTS projects. This ordinance contemplates the issuance of $2,200,000 in the remaining Open Space/FUTS authority to be used for the continued expansion of our City's FUTS trail system. The full $2,200,000 in FUTS/Open Space bonds may not be issued dependent on the work program for the FUTS trail construction over the next two years. As authorized in this ordinance, Rick Tadder, Management Services Director will finalize this decision before the final bond sale. On November 6, 2012, the City voters approved $24,000,000 in General Obligation bonds to be issued. $14,000,000 for a Core Services Facility and $10,000,000 for the Forest Health project. The City has issued the initial $2,000,000 to advance the forest health project and this next $2,000,000 issuance is believed to be adequate for the next two years. This ordinance contemplates the issuance of $14,000,000 for the Core Services Facility. The entire amount is proposed at this time as the City has approved a Design/Build agreement and it is anticipated completion the project within the next 12-18 months. Again, as authorized in this ordinance, Rick Tadder, Management Services Director will finalize the amount to be issued before the final bond sale. The proposed ordinance includes the maximums contemplated to be issued to provide the greatest flexibility in both amount and timing. This authorization allows us to go into the market with the most favorable factors in play including market saturation, rates, and ratings. While the purpose of this agenda item is to approve an ordinance to allow the City to issue debt, we have included a draft Preliminary Official Statement and Purchase Agreement as informational documents you may review. These documents have been reviewed by our Financial Advisors and Bond Counsel. These are materially complete however may have some changes prior to completion of the debt transactions. Final documents will be available upon request to the Management Services Director. |
|||||
Expanded Financial Considerations: | |||||
The New Money Bonds will be paid through the assessment of secondary property taxes. To meet the promise made to the public to hold the secondary property rate flat, the City will use strategies including using the secondary property tax reserves and issuing debt that is layered in so that the City can maintain the existing secondary property tax rate of $0.8366 per $100 of assessed valuation. Once the fund balance reserve in our Secondary Property Tax Fund has been drawn down, the City will not be able to replenish it. Legislation has been passed that caps the annual assessed valuation increase and it sets a maximum levy amount annually to match the current debt payments and the payments anticipated through new issues. |
|||||
Community Benefits and Considerations: | |||||
The community benefits by having the City complete the projects as promised to the voters in the 2004 and 2012 elections. | |||||
Community Involvement: | |||||
The process to authorize the issuance of debt is to INFORM the public. The process to select the projects that were voted on by the public involved: Consult, Involve, Collaborate and Empower. |
|||||
Attachments: | Ordinance 2016-28 | ||||
Draft Preliminary Official Statement | |||||
Draft Bond Purchase Agreement | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Ordinance No. 2016-29: An ordinance of the Council of City of Flagstaff, Coconino County, Arizona, approving the sale and execution and delivery of not to exceed $10,000,000 aggregate principal amount of pledged revenue obligations, evidencing proportionate interests of the owners thereof in a purchase agreement to acquire and construct street improvements and ongoing preservation of street conditions in and for the City; approving the form and authorizing the execution and delivery of such purchase agreement, a second trust agreement, a continuing disclosure undertaking, an obligation purchase contract and other necessary agreements, instruments and documents; delegating authority to the Management Services Director of the City to determine certain matters and terms with respect to the foregoing; authorizing a contract for the purchase of the obligations and ratifying preparation of a preliminary official statement and approving the use and distribution thereof and approving preparation of a final official statement and the execution, use and distribution thereof (Revenue Bond Debt Authorization - Road Repair and Street Safety) | |||||
RECOMMENDED ACTION: | |||||
1) Read Ordinance No. 2016-29 by title only for the final time
2) City Clerk reads Ordinance no. 2016-29 by title for the final time (if approved above) 3) Adopt Ordinance No. 2016-29 |
|||||
Executive Summary: | |||||
This ordinance allows for the issuance of Revenue Pledged indebtedness as approved by voters in 2014. Debt will be issued for the Road Repair and Street Safety projects (RR&SS). An ordinance for this action is required by City Charter ARTICLE VI - FINANCE AND TAXATION, Section 5 - WHEN ACTIONS ARE TO BE TAKEN BY ORDINANCE. |
|||||
Financial Impact: | |||||
Series 2016 Revenue Obligations will be issued as New Money Obligations in an amount not to exceed $10,000,000 of the $20,000,000 2014 voter authorization related to the RR&SS projects. The debt service payments will be made from the revenues received from a 2014 voter approved transaction privilege tax (sales tax) dedicated for RR&SS projects. The life of the obligations will not extend beyond the current expiration date of the sales tax, January 1, 2035. |
|||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS: 6) Provide a well-managed transportation system REGIONAL PLAN: Goal T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. |
|||||
Has There Been Previous Council Decision on This: | |||||
Yes. Council authorized the 2014 election which voters approved the issuance of indebtedness for the specific projects. Issuing indebtedness was provided for when the voters approved the question on the ballot. Council approved Ordinance No. 2014-34 levying the tax rate of 0.330% effective January 1, 2015 as approved by the voters. On April 7, 2015 Council approved a reimbursement resolution related to the Road Repair and Street Safety projects. |
|||||
Options and Alternatives: | |||||
• Approve the Ordinance as written allowing the City to move forward with the issuance of New Money Obligations as Pledged Revenue indebtedness. Pros-Allows for cash flow necessary to complete voter approved projects. Cons-Increases City indebtedness. • Recommend changes to the Ordinance modifying the issuance of either the New Money Obligations. Pros and Cons are dependent on changes. • Do not approve the issuance of Pledged Revenue indebtedness. Pros-Delays level of debt for the City. Cons-Projects may need to stop and the City will need to find the cash flow for work completed to date. |
|||||
Background/History: | |||||
On November 4, 2014, voters authorized the City to levy an additional transaction privilege tax (sales tax) rate of 0.33% ($0.0033) excluding the sales tax on food as exempted by State law. Such additional tax to be in effect for a period of 20 years commencing January 1, 2015. The proceeds of additional tax is to be used exclusively to pay for street improvements and ongoing preservation of street conditions inside the City limits and related costs and pay for these improvements and preservation through borrowing in a principal amount not to exceed $20,000,000 that would be paid back with interest from the tax in a period not to exceed 20 years from the date the debt is issued. The City intends to only issue indebtedness secured by the additional privilege tax (sales tax) for the period of the authorized tax. The allowance to issue debt for the improvements allows the City to accelerate the improvements. While the purpose of this agenda items is to approve an ordinance to allow the City to issue debt, we have included a draft Preliminary Official Statement, Obligation Purchase Agreement, Second Trust Agreement, and Second Purchase Agreement as informational documents you may review. These documents have been reviewed by our Financial Advisors and Bond Counsel. These are materially complete however may have some changes prior to completion of the debt transactions. Final documents will be available upon request to the Management Services Director. |
|||||
Community Benefits and Considerations: | |||||
The community benefits by having the City complete the projects as promised to the voters in the 2014. | |||||
Community Involvement: | |||||
The process to authorize the issuance of indebtedness is to INFORM the public. The process to select the projects that were voted on by the public involved: Consult, Involve, Collaborate and Empower. |
|||||
Attachments: | Ordinance 2016-29 | ||||
Draft Preliminary Official Statement | |||||
Draft Obligation Purchase Agreement | |||||
Draft Second Purchase Agreement | |||||
Draft Second Trust Agreement | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
10.B.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Approval: Council Travel Policy | |||||
RECOMMENDED ACTION: | |||||
Council consideration of approval of the City of Flagstaff City Council Travel and Miscellaneous Expense Policy.
|
|||||
Executive Summary: | |||||
At the May 3, 2016 city council meeting staff presented a draft of a City of Flagstaff City Council Travel and Miscellaneous Expense Policy. Council reviewed the policy and recommended staff revise the language in Section 4.010 Updates as well as provide enforcement language to address disallowed expenses. In addition Council requested the City Council travel expenditure spreadsheets be posted on the City of Flagstaff website. | |||||
Financial Impact: | |||||
There is no budgetary impact to the city council travel budget. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
Not Applicable
|
|||||
Has There Been Previous Council Decision on This: | |||||
No | |||||
Options and Alternatives: | |||||
Continue using the City of Flagstaff employee travel policy. | |||||
Attachments: | PP Council Travel 6.7.16 | ||||
Minutes Attachments | |||||
No file(s) attached. | |||||
14.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Public Hearing, Consideration and Possible Adoption of Resolution Nos. 2016-21 and 2016-13, and Ordinance No. 2016-22: Public hearing to consider proposed amendments to Flagstaff Zoning Code, Chapter 10-50 (Supplemental to Zones), Division 10-50.100 (Sign Standards), and other related amendments in Chapter 10-20 (Administration, Procedures and Enforcement), Chapter 10-80 (Definitions) and Chapter 10-90 (Maps); consideration of Resolution No. 2016-13 declaring the proposed amendments as a public record; and adoption of Ordinance No. 2016-22, adopting amendments to Flagstaff Zoning Code Chapter 10-50 (Supplemental to Zones), Division 10-50.100 (Sign Standards), and other related amendments in Chapter 10-20 (Administration, Procedures and Enforcement), Chapter 10-80 (Definitions) and Chapter 10-90 (Maps), by reference, and consideration of Resolution No. 2016-21 to adopt the Flagstaff Sign Free Zone (Zoning Code Amendments - Sign Standards; adopting the Flagstaff Sign Free Zone) | |||||
RECOMMENDED ACTION: | |||||
At the June 7, 2016, Council Meeting:
1) Continue holding Public Hearing 2) Read Resolution No. 2016-21 by title only 3) City Clerk reads Resolution No. 2016-21 by title only (if approved above) 4) Adopt Resolution No. 2016-21 5) Read Resolution No. 2016-13 by title only 6) City Clerk reads Resolution No. 2016-13 by title only (if approved above) 7) Read Ordinance No. 2016-22 by title only for the first time 8) City Clerk reads Ordinance No. 2016-22 by title only (if approved above) At the June 21, 2016, Council Meeting: 9) Adopt Resolution No. 2016-13 10) Read Ordinance No. 2016-22 by title only for the final time 11) City Clerk reads Ordinance No. 2016-22 by title only (if approved above) 12) Adopt Ordinance No. 2016-22 |
|||||
Executive Summary: | |||||
Amendments to Flagstaff Zoning Code Division 10-50.100 (Sign Standards) are needed in response to the US Supreme Court's decision last year in the Reed v. Town of Gilbert sign case. At a work session with the Council on December 8, 2015 the reason for these amendments was discussed and an overview of them was presented by staff. Council provided direction to staff on these amendments which has been included in the amendments, which were reviewed and recommended for approval by the Planning and Zoning Commission on February 24, 2016, attached to Resolution 2016-13. Recent revisions proposed after further legal review have been inserted in Track Changes format. Resolution No. 2016-21 is also attached if the Council agrees to the adoption of the Flagstaff Sign Free Zone. | |||||
Financial Impact: | |||||
Council's possible adoption of the proposed amendments to the City's sign standards will not have a financial or budgetary impact on the Comprehensive Planning and Code Administration Program's budget. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
COUNCIL GOALS: 7) Address key issues and processes related to the implementation of the Regional Plan. REGIONAL PLAN: The Flagstaff Regional Plan 2030 supports the amendments to Division 10-50.100 (Sign Standards) with the following goals and policies: Goal CC.1. Reflect and respect the region’s natural setting and dramatic views in the built environment. The proposed amendments support this goal by ensuring the aesthetic beauty of the City’s natural and built environment is protected (Purpose statement B.5). Policy ED.7.1. Support planning, design, and development that positively, creatively, and flexibly contribute to the community image.” |
|||||
Has There Been Previous Council Decision on This: | |||||
The Council held an executive session and work session on December 8, 2015 to discuss the proposed amendments to Division 10-50.100 (Sign Standards) and an additional executive session on April 12, 2016. | |||||
Options and Alternatives: | |||||
Please refer to the Expanded Options and Alternatives below. |
|||||
Background/History: | |||||
In June this year the US Supreme Court rendered its decision in the Reed v. Town of Gilbert sign code case which clarified when government regulation of speech is content based. Content-based laws are presumptively unconstitutional. The Supreme Court's decision in the Reed case has wide-ranging implications for sign ordinances in cities across the nation.
|
|||||
Key Considerations: | |||||
The proposed amendments to Division 10-50.100 (Sign Standards) are intended to ensure consistency with the US Supreme Court’s decision, and to streamline, simplify, and improve the standards to provide flexibility and maintain a positive community image, while supporting the needs of business owners. Resolution 2016-13 (2016 Amendments to City Code Title 10, Zoning Code, Division 10-50.100 (Sign Standards) and Other Related Divisions) is attached. This is a “Clean” version of the amendments to the sign standards and other related Sections of the Zoning Code with all changes accepted to assist in the Council's review, except that recent revisions proposed after further legal review have been inserted in Track Changes format. This version has been reorganized into a more logical structure, cross references and formatting are completed, and it is a final version. A “Track Changes” version of the draft amendments that shows new text in underline and text to be deleted in The majority of the amendments included within this Division, especially in the Portable Signs Section (formerly Temporary Signs), are proposed in response to the US Supreme Court’s decision in the Reed v. Town of Gilbert sign code case to ensure that the City’s sign provisions are content neutral. The Planning and Zoning Commission as part of their review of the entire Zoning Code in June 2015 recommended approval of a few minor amendments within the Permanent Sign Section of the Code (Section 10-50.100.060), and these, together with additional amendments, especially in the Portable Signs Section (10-50.100.090) are included in the attached amendments documents. The narrative below provides an overview of the more substantive amendments organized by Section and Subsection. 10-50.100.010 Purpose
Chapter 10-20 Administration, Procedures, and Enforcement: Division 10-20.40 Permits and Approvals Section 10-20.40.130 Sign Permits – Temporary Wall Banner Sign Permits
Division 10-80.20 Definition of Specialized Terms, Phrases, and Building Functions
Section 10-20.50.100.F of the Zoning Code establishes findings for the approval of text amendments. It is staff's recommendation that the Council may find that the proposed amendments to Division 10-50.100 (Sign Standards) and other related Divisions meets the following findings: Findings for Text Amendments:
|
|||||
Expanded Financial Considerations: | |||||
None. | |||||
Community Benefits and Considerations: | |||||
Flagstaff residents and business owners, users of the City's sign standards, and City staff will benefit from the adoption of these proposed amendments as they will fix known deficiencies and redundancies in the standards, simplify the permitting processes for temporary (portable) signs, clarify and simplify standards and procedures, and importantly, provide consistency with the US Supreme Court's decision in the Reed v. Town of Gilbert sign case by ensuring that the sign standards do no contain content-based regulations. | |||||
Community Involvement: | |||||
INFORM, CONSULT, and INVOLVE Once a preliminary draft of the proposed amendments to the Sign Standards was completed, staff has engaged with members of such local organizations as Friends of Flagstaff’s Future, Northern Arizona Builders Association, Northern Arizona Association of Realtors, and the Flagstaff Chamber of Commerce Economic Development Committee to solicit their comments and reaction to the amendments. Also, a number of articles were published in the Flagstaff Business News and Cityscape, and staff has participated in frequent interviews on KAFF Radio. Consistent with state law and the requirements of the Zoning Code the Planning and Zoning Commission held a work session on the proposed sign code amendments on February 10, 2016. No residents were in attendance and no comments were provided to the Commission. The Council also held a work session on December 8, 2015 on the proposed amendments at which time general policy direction was provided to staff. No residents spoke to the Council at that work session. In advance of all Council and Planning and Zoning Commission work sessions as well as the Commission’s February 24th public hearing, staff has sent out an email to local stakeholder organizations such as Friends of Flagstaff’s Future, Northern Arizona Builders Association, Northern Arizona Association of Realtors, and the Flagstaff Chamber of Commerce Economic Development Committee. These groups were requested to forward the email to their members. Interviews with KAFF radio have also been scheduled regularly, and posts to the City’s Facebook accounts have been posted. Further, in compliance with state law and the Zoning Code’s noticing requirements, a ¼ page display advertisement (larger than the minimum required 1/8 page ad) was printed in the Arizona Daily Sun in advance of all public meetings and public hearings of the Planning and Zoning Commission and the City Council. About six members of the public attended the Planning Commission's February 24th public hearing, but none chose to speak to the Commission. At this meeting the Commission unanimously recommended that the Council approve the amendments to Division 10-50.100 (Sign Standards) attached to Resolution 2016-13. |
|||||
Expanded Options and Alternatives: | |||||
|
|||||
Attachments: | Overview - Reed v. Town of Gilbert | ||||
Res. 2016-21 | |||||
Res. 2016-13 | |||||
Sign Standards Amendments TrackChanges Version | |||||
Ord. 2016-22 | |||||
PowerPoint Presentation | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
15.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE: | |||||
Consideration and Adoption of Resolution No. 2016-23 A resolution of the Council of the City of Flagstaff, Arizona adopting the tentative estimates of the amounts required for the public expense for the City of Flagstaff for Fiscal Year 2016-2017; adopting a Tentative Budget; setting forth the receipts and expenditures; the amount proposed to be raised by direct property taxation; giving notice of the time for hearing taxpayers, for adopting of Budget and for fixing the tax levies. (Adopt Tentative Budget for City FY 16-17) | |||||
RECOMMENDED ACTION: | |||||
1) Read Resolution No. 2016-23 by title only
2) City Clerk reads Resolution No. 2016-23 by title only (if approved above) 3) Adopt Resolution No. 2016-23 |
|||||
Executive Summary: | |||||
Arizona Revised Statutes (Sections 42-17101, 42-17102, and 42-17105) require that each municipality adopt and publish, in a specified format, a tentative budget. The adoption of the tentative budget has the effect of establishing an amount that cannot be exceeded in the final adoption of the budget. Furthermore, the adoption of the tentative budget sets into motion a legally mandated time sequence of actions to which the Council must adhere to adopt a final budget and to levy property taxes. | |||||
Financial Impact: | |||||
The tentative budget must be adopted to set the appropriate sequence of events in place for final budget adoption. | |||||
Connection to Council Goal and/or Regional Plan: | |||||
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) Develop and implement guiding principles that address public safety service levels through appropriate staff levels 5) Explore and adopt policies to lower the costs associated with housing to the end user 6) Provide a well-managed transportation system 7) Continue to implement the Flagstaff Regional Plan and focus efforts on specific plans 8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments 9) Improve the economic quality of life for Flagstaff through economic diversification, and by fostering jobs and programs that grow wages and revenues 10) Support and assist the most vulnerable |
|||||
Has There Been Previous Council Decision on This: | |||||
|
|||||
Options and Alternatives: | |||||
The City may delay the tentative budget adoption until no later than the 3rd Monday in July. While the City would be able to continue operations through a Continuing Disclosure resolution, the City would not be able to commit to any expenditure directly related to the FY 2016-2017 budget. | |||||
Background/History: | |||||
The budget is generally presented for tentative adoption in late May or early June to assure funding is appropriated within Council goals and objectives at the beginning of the fiscal year. At the December 2015 budget retreat, Council concluded that the priorities for the FY 2016-207 budget include: employee compensation and investment, economic development strategies, infrastructure, assist most vulnerable populations, regional plan implementation and transportation. During the February 2016 budget retreat, Council provided further direction on the Council budget priorities from the December retreat and provided direction on potential increased revenue opportunities. During the April 2016 budget retreat, Council provided additional requests and they are included in the budget. After the April budget retreat divisions provided revised year end estimates and carryover of funding primarily for capital projects. Divisions are provided this opportunity as the previous estimates they provided were in January. |
|||||
Key Considerations: | |||||
The adoption of the tentative budget sets into motion a legally mandated time sequence of actions to 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 adoption, final adoption of the budget and property tax levy actions, and related publications must be started over. The process is prescribed through Arizona Revised Statutes. The tentative budget must be adopted no later than the 3rd Monday in July. The schedules for Council budget and property tax levy actions are as follows: June 7, 2016 Tentative adoption of budget by Council June 21, 2016 Proposed budget and property tax levy hearing June 21, 2016 Final budget adoption (done in a Special Meeting) June 21, 2016 First reading of property tax ordinance July 5, 2016 Final reading and adoption of property tax ordinance |
|||||
Expanded Financial Considerations: | |||||
Funds must be appropriated to allow for expenditures to occur. The tentative budget must be adopted to set the appropriate sequence of events in place for final budget adoption. | |||||
Community Benefits and Considerations: | |||||
The Community has the opportunity to present any questions or concerns regarding the budget before the final budget adoption occurs in June. | |||||
Community Involvement: | |||||
Inform and Involve: The Community has the opportunity to be involved at the public hearing held in conjunction with final adoption. Citizens are welcome to attend Council Budget retreats. The City Manager’s recommended budget was discussed during the Council Budget Retreat on April 26 and 27, 2016. Public participation was available. | |||||
Attachments: | Res. 2016-23 | ||||
Official Budget Forms FY 2017 | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||
16.A.
| |||||||||||
CITY OF FLAGSTAFF | |||||||||||
STAFF SUMMARY REPORT | |||||||||||
|
TITLE | |||||
Recap of the 2016 Legislative Session | |||||
RECOMMENDED ACTION: | |||||
Discussion only
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EXECUTIVE SUMMARY: | |||||
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. The City contracts lobbying services at the State level with Richard Travis of Triadvocates, LLC to advocate and monitor specific legislation impacting the City's interests and established priorities. The 2nd Regular Session of the 52nd State Legislature began on January 11th and ended on Saturday, May 7th. The purpose of this discussion item is to provide City Council a recap of the recent session of the State Legislature as well as a summary of advocacy efforts on behalf of the City's 2016 legislative priorities. A final summary on the session is included in this packet. |
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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 |
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Attachments: | Agenda | ||||
Legis. Recap 2016 | |||||
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 Mayor Nabours to place on a future agenda a discussion on possibly reducing or deleting the requirement that developers pay for transportation impact for the Lonetree Traffic Interchange with information from ADOT and the Regional Transportation Committee on plans for Lonetree - how it might affect the private property owners - including estimate from staff on what those impacts might be. | |||||
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. Mayor Nabours has requested this item be placed on an agenda under Future Agenda Item Requests (F.A.I.R.) to determine if there is a majority of Council 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 a review of Lot Split Section of Title 11 of the City Code. | |||||
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 is a majority of Council interested in placing it on a future agenda. | |||||
INFORMATION: | |||||
None | |||||
Attachments: | |||||
No file(s) attached. | |||||
Minutes Attachments | |||||
No file(s) attached. | |||||