WORK SESSION MINUTES |
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1. | Call to Order |
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Mayor Nabours called the Flagstaff Work Session of January 27, 2015, to order at 6:01 p.m. | |||||||||||||||||||||||||
2. | Pledge of Allegiance | ||||||||||||||||||||||||
3. | Roll Call
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Others present: Interim City Manager Jeff Meilbeck; City Attorney Michelle D’Andrea. |
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4. |
Preliminary Review of Draft Agenda for the February 3, 2015, 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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Mayor Nabours asked Councilmember Evans if item 17-A was worded in the way she intended. Councilmember Evans stated that it is not worded quite right and that she is looking for an opportunity for the City Clerk to give a presentation on how staff selects the two City Council liaisons to appoint commission members as well as some history on the process. | |||||||||||||||||||||||||
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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Recreation Manager Brian Grube was asked by Mayor Nabours to provide a report on the Dew Downtown event. Mr. Grube thanked the Mayor and Council for their support of the event. There was a lot of work put in by staff and public private partners. One of the goals is to bring more people to town. In the past it has been difficult to capture how many people come to the event. This year a Go Pro was mounted at the event to capture a time lapse view of the amount of people that attended. Mr. Grube played the video for the Council. Mayor Nabours thanked Mr. Grube and Special Event Coordinator Glorice Pavey for their work on the event. He stated that it was well organized and well done and it made a good showing for the City of Flagstaff. | |||||||||||||||||||||||||
6. | Northern Arizona University (NAU) High Country Conference Center Update | ||||||||||||||||||||||||
Flagstaff Convention and Visitors Bureau Director Heidi Hansen reported that the High Country Conference Center opened in 2008 and currently NAU contracts with Sodexho for their services. She introduced Jane Kuhn and Rudy Gutierrez with High Country Conference Center who provided a PowerPoint presentation that covered the following:
Ms. Kuhn explained that the conference center is in the process of conducting a net impact study and will be bringing those findings back to the City Council once the study is complete. |
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7. | Flagstaff Arts Council Annual Report |
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Community Design and Redevelopment Manager Karl Eberhard stated that the City contracts out to the Flagstaff Arts Council who provide arts and science grants to the community and administer those grant on behalf of the City of Flagstaff. He introduced JT Tannous who provided a PowerPoint presentation that covered the following:
Councilmember Putzova stated that it is exciting to see the first graduates of the Art Box Institute. She asked Mr. Tannous to tell the Council about the next idea that is being explored. Mr. Tannous stated that they are looking at other organizations within the community that they can partner up with to strengthen the current programs. Vice Mayor Barotz thanked Mr. Tannous for the annual report and stated that the things this group is able to do on such a small commission is impressive. |
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8. | Community Development Block Grant (CDBG) Overview and Priority Setting | ||||||||||||||||||||||||
Deputy Housing Director Sarah Darr provided a PowerPoint presentation that covered the following:
Councilmember Overton asked if there is concern on behalf of the applicant that it may be months before they know the award amount and the timing of the project. Ms. Darr stated that she feels that as long as the City is up front with where they are in the process the applicants will be good with it. Councilmember Overton stated that with a 60-90 day delay is there some leverage opportunities that could be missed. Ms. Darr agreed that it is a valid risk as far as the leverage piece. Councilmember Barotz asked how the community leverage dollars are calculated. Ms. Darr explained that staff calculates the number based on the information reported back to the City by each agency in their close out reports. Mayor Nabours asked if the Council needed to set broad categories or specific allocations for funding. Ms. Darr explained that staff needs categories that the Council is interested in allocating funds to, this will help staff in determining which projects come before Council for approval. Councilmember Putzova asked how effective past organizations were at addressing the priorities set out by Council. She stated that she would like a community measure that measures success so it can be identified that a difference is being made over time with these projects. Ms. Darr stated that a good example is Catholic Charities and the rehabilitation of a family shelter. Another good example from Catholic Charities is the PATH program that went out and tried to get services to homeless individuals and help them transition. Ms. Darr added that staff actively participates in the community initiatives and work with the continuum of care. Devonna McLaughlin addressed Council on behalf of Housing Solutions of Northern Arizona, and stated that Housing Solutions has applied for and received funding in previous years and that funding was leveraged for local, state and federal dollars. She urged the Council to set a priority of affordable housing and economic development. Mayor Nabours asked for Ms. McLaughlin to clarify what an economic development priority would look like. Ms. McLaughlin stated that while she does not have an economic proposal yet this year, last year the proposal was for Sharon’s Attic which has been a great success. Councilmember Overton stated that this is the City’s only HUD allocation and federal funding for housing. He indicated that he would not be interested in using this fund to shore up any other funds. He stated that he is more interested in the housing and homelessness priorities. Vice Mayor Barotz stated that she would support keeping all of the prior year’s categories for the coming two years. Councilmember Putzova stated that housing and homelessness deserve attention and being more targeted and focused with the Council priorities would be helpful to organizations. She added that defining a more focused scope in relation to housing would be helpful in soliciting projects that are more specific. Mayor Nabours stated he too would like to see all four previous categories stay but suggested adding neighborhood revitalization to the list. The City Council agreed to move forward with the previous four categories that were established. Ms. Darr stated that the Council will also need to provide direction on when they would like to make funding decisions. Council agreed that staff should assume the same amount of funding that was allocated last year and adjust proportionately when hard numbers are received. Ms. Darr stated that staff will return to Council in April with recommendations based on estimated funding amounts from HUD. A break was held from 7:35 p.m. through 7:45 p.m. |
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9. | Discussion of possible changes to the City Code regarding Subdivision Assurances. | ||||||||||||||||||||||||
Ms. D’Andrea provided a PowerPoint presentation that covered the following:
Councilmember Overton asked if this is required prior to the sale how the City would require this without interfering with the sale. Ms. D’Andrea stated that it would have to be part of the parties' sales agreement that new assurances are required or they can transfer the old one. Councilmember Overton stated that the intent is not to create a fight between the buyer and the seller; the City is just looking for the one assurance. Mayor Nabours stated that he did not think that the City required a bond amount for franchise utilities. City Engineer Rick Barrett stated that the Department of Real Estate is very clear that all infrastructures necessary for a subdivision is promised to the end user. Prior to the zoning code when the City was operating under ordinance 1925 it did not include franchise utilities and it is one of the mistakes made in the past in making sure the end user is protected should there be a bankruptcy. Mayor Nabours asked if a letter from the utility company stating they will service that subdivision is needed in order to get the public report. Mr. Barrett explained that the utility company has to say that they will be able to serve the site. The Department of Real Estate will also confirm with the City that it is in possession of the assurances that are needed to protect the end user. Only then will a public report be issued. There are costs associated with putting the utilities into the ground. The utility companies will require that a trench be dug for them by the contractor and when the trench is dug then the utility will show up and put a pipe in and then the contractor will back fill it in accordance with City standards. Mayor Nabours stated that he believes that there may be some resistance from the developer or bonding companies. Mr. Barrett stated that it has been working thus far; the assurances are to require that the contractor is doing what it said it would do. A utility will provide service but they will not provide the installation. Ms. D’Andrea explained that there is language that allows the City to correct the amount of the assurance required should it be needed. The estimates for that are more difficult to get the first time. Mr. Barrett added that it is a timing issue for the developers. When the City is getting assurances it is completing its review of the construction plans. The consultant’s ability to get accurate estimates from the utility companies have been difficult. Ms. D’Andrea continued the presentation.
Mayor Nabours stated that by calling the existing bond and getting the infrastructure in place may help it be more marketable to be sold to another developer. Ms. D’Andrea agreed but stated that there may be times when it is not necessary to call upon the bond which is why that discretion is important. The consensus of Council is to move forward with requiring successor assurances and third-party trust agreements. Ms. D’Andrea explained that she will work through a few changes and bring the ordinance back to the Council for approval at a later meeting. |
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10. | Discussion of Relocation Ordinance | ||||||||||||||||||||||||
Planning Director Dan Folke stated that there are two policies that relate to this in the Regional Plan. The State of Arizona has an existing law on mobile home relocation and cities are preempted in legislating in that manner. Rather than see an ordinance right now staff is recommending adding to the City’s legislative agenda to allow cities and towns to do this kind of relocation program. Additionally, with rezoning requests that would potentially displace residents the applicant would be required to address the relocation plan within the General Plan. It could be addressed by including affordable housing units in the project, but it is up to the discretion of Council on whether or not the developer is meeting that policy. Staff is trying to include regional plan goals and policies earlier in the processes. At the concept level Comprehensive Planning Manager Sara Dechter will look at the concept plan and see what regional plan policies will have to be addressed in the plan. There is a requirement that the applicant provide a written analysis on how they will comply with the plan. Mr. Folke explained that with regards to notification, there is currently a notification requirement to surrounding owners of a pending application. If the subject property is a mobile home park then notification to residents and tenants of a pending application will also be required. In regards to notifying residents when a mobile home park is for sale, staff is seeking input from the City Attorney on the feasibility of notifying not only current residents but future residents as well. Mayor Nabours stated that he would like to see that a rezone applicant include what impacts there are in relation to relocation and how they are going to address them in their application. Mr. Folke explained that the proposed ordinance would have addressed that; however, staff is not recommending moving forward with that ordinance due to the issues with the current state laws regarding relocation. Staff’s recommendation is that this issue be added to the City’s legislative agenda. Ms. D’Andrea stated that a change to the Mobile Home Tenant Act is needed to allow local government to legislate in the area of mobile home owners in mobile home parks. Councilmember Evans indicated that there are three different things that the City has control over; the first being that the City needs to go to its representatives stating that the current state law is inadequate and there needs to be changes. Second is that the City can utilize the current regional plan to make sure that when people come to the Council with rezoning requests and there is relocation involved that they are meeting the spirit of the policy. And third is the notification component to residents and potential residents that a mobile home park is up for sale. Vice Mayor Barotz stated that in regards to the notification piece it is really a disclosure issue and asked if the zoning ordinance is the best place to address that. Ms. D’Andrea agreed and stated that staff will look at alternative locations and the best place to house the notification requirements. Councilmember Overton clarified that if the City were to legislate locally it would give up the right to the state compensation options. Ms. D’Andrea stated that he is correct and that some states have concurrent legislation that allows the cities to provide additional support to relocation efforts. Councilmember Putzova asked if staff can ask applicants through the application process how many affordable housing units they would be creating. Mr. Folke explained that the application can be revised and questions can be asked in that regard. Councilmember Evans stated that she feels that adding this issue to the legislative agenda is important. The City should engage all the stakeholders and have a community discussion on what the issues are and where the gaps are. Councilmember Putzova added that the City cannot apply its regional plan policies effectively because of the existing state law. The City should take a position on this issue. Vice Mayor Barotz stated that it would be helpful to understand how the City would propose filling the gaps and what solutions are being suggested. She requested this information be included when staff returns to Council for further action. |
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11. | Discussion of City Manager Recruitment Process |
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Human Resources Director Shannon Anderson addressed Council asking for direction on the type of process they would like to conduct for the recruitment of a new City Manager. Mayor Nabours stated that Council has a list of the different considerations and asked if there is anything that they would like to add or eliminate. Councilmember Evans asked why a Masters degree is required for Department Heads but not the City Manager. Ms. Anderson explained that when the City originally recruited in 2007 it was not required and the broadband changed after that. The Council agreed that the two should be aligned and a Masters degree be required for the City Manager. Vice Mayor Barotz suggested requiring a specific number of year experience instead of using the word extensive. Ms. Anderson stated that Division Directors require five to ten years experience. Councilmember Overton stated that he liked the broadness of the existing language stating that sometimes the best candidates do not have the most years of experience. Councilmember Putzova also added that instead of requiring public service experience that it be broadened to just management experience. This would be more open to those that may come from an organization outside of public service. The City Council agreed that the recruitment should be nationwide. Mayor Nabours stated that the next item is what the City Council wants from the recruitment agency. Councilmember Overton requested that the recruitment firm meet with the Council prior to the recruitment so that Council can give their preferences on who and what they are trying to find. Councilmember Putzova asked that they brief the Council on the entire applicant pool and that Council review all of the applications received. Mayor Nabours stated that the next section relates to the in-person interviews. Councilmember Brewster stated that she would like for EAC to have an opportunity to weigh in on the candidates. Councilmember Putzova stated that during the community wide process she feels that it will be important for people to have a way to provide feedback to the Council. Vice Mayor Barotz stated that when Chief Gaillard was brought in the process was very rigorous and the fire staff was thankful for the input they were able to give. There were various exercises that the finalists did that included a lot of fire personnel. She asked if it was possible to replicate some of that type of interaction that is more meaningful than a meet and greet for the employees. Ms. Anderson stated that often times the role play and presentations will include Leadership and Extended Leadership to listen and rate the individual and a larger group could be involved in the process. Councilmember Overton stated that it would be nice, if practical, to visit the communities of the finalists. |
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12. |
Review of Draft Agenda Items for the February 3, 2015, 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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None | ||||||||
13. | Public Participation | |||||||
None | ||||||||
14. | Informational Items To/From Mayor, Council, and City Manager; requests for possible future agenda items. |
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Councilmember Overton stated that he will be attending the Planning and Zoning Commission on behalf of himself personally for a project that he is working on. He will not be there in his capacity as a City Councilmember. Vice Mayor Barotz reported that she went to the Arizona Association of Economic Developers legislative update in Phoenix. All of the Economic Development agencies of the state were there and it was very interesting to hear what everyone is doing. Councilmember Oravits reported that he spent the weekend in Phoenix and met with Congressman Gosar and Congressman Schweikert, Treasury Dewitt and a number of people from the House. He had the opportunity to talk about TBT issue on the state side and there is legislation being pushed through to try and fix it. He reported that he took part in a conference call with Speaker Gowan and the Chamber where that was also a topic of conversation. Councilmember Oravits requested two Future Agenda Items the first being clarification on the sign code in regard to window lettering at car dealerships. He would also like to clarify elements of the code and how it pertains to the dealerships in regards to balloon attachments. The second item is to discuss the retention rate in the Police Department and what strategies can decrease the amount 0f officers the City loses each year. |
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15. | Adjournment | |||||||
The Flagstaff City Council Work Session of January 27, 2015, adjourned at 9:10 p.m. | ||||||||
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