WORK SESSION
TUESDAY, MARCH 29, 2016 COUNCIL CHAMBERS 211 WEST ASPEN AVENUE 6:00 P.M. MINUTES
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1. | Call to Order
Mayor Nabours called the Work Session of the Flagstaff City Council held March 29, 2016, to order at 6:20 p.m. NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this work session, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
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2. | Pledge of Allegiance | ||||||||||
The Council and audience recited the pledge of allegiance. | |||||||||||
3. | Roll Call
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4. | Preliminary Review of Draft Agenda for the April 5, 2016, City Council Meeting.*
* Public comment on draft agenda items may be taken under “Review of Draft Agenda Items” later in the meeting, at the discretion of the Mayor. Citizens wishing to speak on agenda items not specifically called out by the City Council for discussion under the second Review section may submit a speaker card for their items of interest to the recording clerk.
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Councilmember Oravits asked about item 9-D regarding the grant agreement with the State Historic Preservation Office (SHPO); he asked if the City has an underlying ordinance regarding preservation issues and the need to have studies done. Community Design and Redevelopment Manager Karl Eberhard stated that the City has an obligation under federal law, because the City is using HUD money for the programs, to do a Section 106 review. This review is for the minor projects that Housing does and it is a consent process that allows City staff to approve rather than send the documentation to SHPO each time. Councilmember Oravits stated that one of the things it says is that all projects funded or licensed by the federal government; he asked how that affects other historic projects and if it only relates to those that are federally funded or is there an ordinance that triggers the need for historic review. Mr. Eberhard explained that the agreement has no effect on other projects as SHPO does not review any other projects, however, the City does have a zoning ordinance that requires review of projects locally but they are unrelated. Councilmember Oravits asked if the contract will push people to use this same process. Mr. Eberhard stated that the review and process is only for the work that the City does for its housing rehabilitation projects because the City is using federal funding for them. It has nothing to do with private development. Councilmember Oravits stated that he will be requesting a FAIR regarding the historic studies required of people doing private historic projects in the city. Mayor Nabours asked if a who person owns an old residence and wants to tear it down is able to do that. Mr. Eberhard explained that the zoning code requires a historic cultural study be done prior to demolition. This requirement would apply to commercial properties more than 50 years old and residential properties that were built prior to 1946. Councilmember Oravits asked for an example of a project that would fall under the agreement. Mr. Eberhard offered that a HUD grant is used to replace the roof of someone who cannot afford to do it. The use of HUD funds trigger the need for the Section 106 review. This agreement authorizes staff to conduct this review and approve the project because SHPO trusts the City’s program. This allows projects to be done much more quickly as the review does not have to be sent to Phoenix and go through the SHPO process which can often take a few weeks. There is a standardized form that is used and if the project does not meet certain requirements the City would then send it to SHPO for further review. The only change to the contract is that the term changes from five years to indefinite. |
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5. | Public Participation Public Participation enables the public to address the council about items that are not on the prepared agenda. Public Participation appears on the agenda twice, at the beginning and at the end of the work session. You may speak at one or the other, but not both. Anyone wishing to comment at the meeting is asked to fill out a speaker card and submit it to the recording clerk. When the item comes up on the agenda, your name will be called. You may address the Council up to three times throughout the meeting, including comments made during Public Participation. Please limit your remarks to three minutes per item to allow everyone to have an opportunity to speak. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. |
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Mayor Nabours came to the public podium and asked Council to join him. He announced that it is Ms. D’Andrea’s last Council meeting as she is moving on to Texas. Ms. D’Andrea has done a magnificent job as the City Attorney. He presented Ms. D’Andrea with a framed key to the | |||||||||||
City with a plaque inside thanking her for her service. Vice Mayor Barotz thanked Ms. D’Andrea for her dedicated service and wished her luck as she moves on with new endeavors. Mr. Copley introduced the new Public Works Director Andy Bertelsen and welcomed him to Team Flagstaff. |
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6. | Service Partner Presentations - 2016 | ||||||||||
Management Services Director Rick Tadder stated that the Council will be hearing from ten service partners who will be giving an update on their recent work for the City. He provided a PowerPoint presentation that covered the following: SERVICE PARTNER CONTRACTS TODAY’S PRESENTATION Executive Director of Coconino Humane Association Michelle Ryan continued the presentation. COCONINO HUMANE SOCIETY 2015-2016 CITY OF FLAGSTAFF PRESENTATION COMMUNITY BENEFITS FROM OUR PARTNERSHIP ADVANCING COUNCIL GOALS THE PEOPLE AND PETS IMPACT AGENCIES THAT PROVIDE SIMILAR SERVICES OVERVIEW OF FUNDING AND EXPENDITURES THANK YOU Councilmember Brewster asked if the Humane Association utilizes volunteers and how many they have. Ms. Ryan explained that they do not have a volunteer coordinator right now but do have a core set of 20 volunteers that are used for covering the Petsmart adoption centers and walking the animals so the kennels can be cleaned. Diane Jarvis addressed Council and advocated for an increase to the yearly contract amount for Coconino Humane Association. Anne Motteck on behalf of the Greater Flagstaff Forests Partnership continued the presentation. GREATER FLAGSTAFF FORESTS PARTNERSHIPS 2015 ANNUAL REPORT GFFP SERVES THE ENTIRE FLAGSTAFF COMMUNITY GFFP ACTIVITIES/OUTCOMES COUNCIL GOALS GFFP PARTNERS (25+) BUDGET THANK YOU! QUESTIONS? Jenn Runge on behalf of Northern Arizona Center Against Sexual Assault (NACASA) continued the presentation. NORTHERN ARZIONA CENTER AGAINST SEXUAL ASSAULT NACASA: MEDICAL AND FORENSIC RESPONSE PROGRAM FOR ADULT AND ADOLESCENT VICTIMS OF SEXUAL ASSAULT IN NORTHERN ARIZONA
HISTORY OF NACASASTATISTICS & INFO REQUEST FOR FUNDING OVERVIEW OF FUNDING QUESTIONS? Mayor Nabours asked if a victim could go to their private physician or the emergency room to get the same services. Ms. Runge explained that victims always have the option to go elsewhere but their doctor and the emergency room can only provide the medical program and not the forensic piece; additionally, they would have to pay out of pocket for the doctor or emergency room where NACASA has no charge. Bill Harris on behalf of the Science Foundation of Arizona continued the presentation. SCIENCE FOUNDATION OF ARIZONA SFAZ’S INVESTMENT IN FLAGSTAFF K-12 SFAZ INVESTMENT TO COCONINO COUNTY COMMUNITY COLLEGE SFAZ STEM MENTORING PROGRAM IN FLAGSTAFF SFAZ CONTINUES TO SUPPORT THE FLAGSTAFF FESTIVAL OF SCIENCE RETURN ON INVESTMENT Vice Mayor Barotz asked what the City contribution pays for directly. Mr. Harris explained that it helps pay a portion of the salary for 15-20 people who develop the programs that are being used in the schools. These people also leverage funding to obtain grants and other funding. Councilmember Evans asked what the Science Foundation of Arizona’s role was in the grant awarded to Killip School. Mr. Harris stated that the Science Foundation of Arizona wrote the grant proposal and is working directly with Killip School to carry out the plans that were laid out in the proposal as well as monitoring the progress of the project. Steve Peru on behalf of the United Way of Northern Arizona continued the presentation. Councilmember Evans excused herself from the dais for the presentation due to a conflict of interest. UNITED WAY OF NORTHERN ARIZONA UWNA MISSION CITY OF FLAGSTAFF/UNITED WAY PARTNERSHIP FY 15-16 COMMUNITY AGENCY PARTNERS CITY OF FLAGSTAFF/UNITED WAY PARTNERSHIP PROVIDES RESULTS CITY OF FLAGSTAFF/UNITED WAY PARTNERSHIP VOLUNTEER INCOME TAX ASSISTANCE
UNITED WAY AND FLAGSTAFF COMMUNITY PARTNERS THANK THE CITY COUNCIL
FOR YOUR CONTINUED SUPPORT
Mayor Nabours asked why the VITA program was broken out specifically in the presentation. Mr. Peru explained that VITA is a distinct service that is provided for in the IGA and he wanted to bring the program to the Council’s attention. Mayor Nabours asked what the $27,000 contribution pays for. Mr. Peru explained that it pays for the one person to oversee the program. VITA also receives grant funding from the IRS to help offset the cost of the program. Councilmember Evans returned to the Council dais. Chief Executive Officer Jack Callaghan for the Guidance Center continued the presentation. THE GUIDANCE CENTER ALCOHOL STABILIZATION UNIT BENEFITS TO THE COMMUNITY ALCOHOL STABILIZATION UNIT FUNDING ALCOHOL STABILIZATION UNIT DEMOGRAPHICS Dr. Nathan Velez continued the presentation. PERFORMANCE MEASURES AND IMPROVEMENTS President of the Board of Directors for Coconino Coalition for Children and Youth Beya Thayer continued the presentation. COCONINO COALITION FOR CHILDREN AND YOUTH (CCC&Y) 19,303 children and youth ages 0-19 in Flagstaff BENEFITTING FLAGSTAFF COMMUNITIES CONNECTIONS COMMUNITY PARTNERS FUNDING AND EXPENSES Board Chair Tim Hansen of the Boys and Girls Club continued the presentation. BOYS AND GIRLS CLUB OF FLAGSTAFF MEMBERS FIVE CORE PROGRAM AREAS COMMUNITY PARTNERS WHY WE REQUEST CONTINUED FUNDING FROM THE CITY OF FLAGSTAFF Mayor Nabours asked where the Boys and Girls Club stands on the operation of the Cogdill Center; he asked if it is paying part of its way or running at a deficit. Mr. Hansen stated that there is very little cost to the Boys and Girls Club in relation to the building; they provide some maintenance but the City provides most of the maintenance to the building. In terms of fees and cost recovery the Club has not been able to expand the membership much beyond the adjacent neighborhood and because most of the attendees are on scholarship they are not collecting the level of fees they had hoped to offset the operating costs and therefore are running at a bit of a deficit. The program is working successfully, additional membership will help the financial side. Director of Educational Enrichment Sylvia Johnson on behalf of Family And Community Teaming for Students (FACTS) continued the presentation. FAMILY AND COMMUNITY TEAMING FOR STUDENTS (FACTS) 15 YEAR PARTNERSHIP WITH CITY OF FLAGSTAFF BEFORE & AFTER SCHOOL PROGRAMMING/SUMMER CAMP IWANNAGO ADVISORY COUNCIL/PARTNERSHIPS ATTENDANCE/OUTCOMES ANNUAL OPERATING BUDGET INCOME SOURCES THANK YOU CITY OF FLAGSTAFF FOR YOUR TREMENDOUS SUPPORT Councilmember Putzova asked what proportion of the students enrolled are coming from outside the public school system. Ms. Johnson stated that it is a very small number, perhaps around 12 students. She indicated that the number does increase slightly for holidays and summer programs. Councilmember Putzova asked how many of the enrollees come from low income families. Ms. Johnson explained that FACTS does not track that information specifically other than to identify those who are enrolled in the scholarship program. Executive Director Myra Ferrel-Womochil of Victim Witness Services continued the presentation. VICTIM WITNESS SERVICES WE ADVANCE CITY GOALS THE NUMBERS FY 14-15 FLAGSTAFF COMMUNITY RECEIVED COLLABORATION Mayor Nabours thanked all of the presenters and stated that the information is important to the Council to help understand their programs, what they are doing and what the City’s funding goes to. He stated that the service partner contributions will be discussed during the budget conversations in April. Councilmember Putzova asked why the City treats service contracts so differently from other contracts. The Council does not ask the various contractors to provide to them where their funding sources come and how they spend their money. Mr. Tadder explained that these are community services that are being contracted for rather than receiving goods and services. Deputy City Manager Barbara Goodrich added that in past years many of the organizations were contacting the Councilmembers individually to provide updates and request funding; staff felt that providing an open forum for the organizations to address the Council all together was a solution. She and Mr. Tadder both expressed a willingness to change the process should Council have the desire to do so. |
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7. | Review of Draft Agenda Items for the April 5, 2016, City Council Meeting.*
* Public comment on draft agenda items will be taken at this time, at the discretion of the Mayor.
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8. | Public Participation | ||||||||||
Bill Ring addressed Council to offer appreciation to Ms. D’Andrea for her service. He also indicated that he worked with Mr. Bertelsen at the County the City is lucky to have him on staff now at the City. | |||||||||||
9. | Informational Items To/From Mayor, Council, and City Manager; future agenda item requests. |
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Councilmember Oravits requested a FAIR item for a Work Session with possible future action regarding the requirements for the cultural resources studies and the duties and the authorities of the Historical Preservation Officer/Department. He would like a staff presentation on all of the authorities and duties given to the Historic Preservation Officer and Department. He would also like to discuss any related ordinance or language that regulates the position. He would like a staff presentation on the section of the Zoning Code that authorizes the requirement for Cultural Resource Studies and some examples. Councilmember Oravits reported that it appears that there is some work to do at the Senate concerning the Veterans Home. He stated that if anyone has any contacts at the Senate level now is the time to push Senators to approve the $10 million in the budget. He requested that Council put pressure on the Governor and all the Senators they can to approve the allocation. Mayor Nabours requested the following three FAIR items:
Councilmember Evans requested a CCR with a possible FAIR item to follow on the local preference points that are awarded on Design Build and CMAR. She would like to know what the definition of local is, the difference between Design Build and CMAR and their uses. There is a feeling in the community that by using a Design Build the local architects are excluded. She would like to get a better understanding of the process before deciding if she would like to request a FAIR item. Ms. D’Andrea stated that it has been a pleasure to work for the City of Flagstaff and she thanked the Council for the key to the City. |
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10. | Adjournment | ||||||||||
The Flagstaff City Council Work Session of March 29, 2016, adjourned at 8:23 p.m. | |||||||||||
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