15.A.
City Council Meeting - FINAL
- Meeting Date:
- 01/21/2020
- From:
- Stacy Saltzburg, City Clerk
Information
TITLE
Discussion and Direction: Potential Ballot Measures for November 2020 General Election and Consultant Services
STAFF RECOMMENDED ACTION:
Direction concerning potential ballot measures and consultant services for public outreach and election strategy
EXECUTIVE SUMMARY:
Staff is seeking input and direction from Council with regard to potential ballot questions for the November 3, 2020, General Election. Staff is working with City commissions and committees to develop recommendations for two possible questions; one pertaining to affordable housing and another pertaining to parks, recreation, and open space. It is anticipated that these questions may be presented to the Council on March 3, 2020. Direction from Council is currently needed on whether the efforts thus far are moving in the right direction or if there is a need to redirect or readjust.
During the February 2019 Budget Retreat Council identified funding of the Flagstaff Watershed Protection Project and Wildland Fire Management program as a priority. Staff brought back funding considerations in September 2019 for further discussion. Staff is seeking direction on the Council's interest to have staff provide recommendations on a possible FWPP funding ballot question at the above referenced March meeting.
Additional direction is also needed from Council on whether staff should begin the process of seeking out a consultant(s) for political strategy and public outreach/education efforts. Historically, the City has used the services of consultants for election strategy and the formulation of recommendations to the Council. Should the Council wish to move forward with any recommendations from the appointed commissions and City staff, now is the time to consider beginning the process of bringing on a consultant(s) to assist in the outreach efforts and to help guide our steps forward. This could include the development of an RFP or other procurement efforts. Because of the high public interest in this matter, staff would bring the RFP to Council for vetting, and would likewise provide material to the Council about any potential consultant prior to final selection.
During the February 2019 Budget Retreat Council identified funding of the Flagstaff Watershed Protection Project and Wildland Fire Management program as a priority. Staff brought back funding considerations in September 2019 for further discussion. Staff is seeking direction on the Council's interest to have staff provide recommendations on a possible FWPP funding ballot question at the above referenced March meeting.
Additional direction is also needed from Council on whether staff should begin the process of seeking out a consultant(s) for political strategy and public outreach/education efforts. Historically, the City has used the services of consultants for election strategy and the formulation of recommendations to the Council. Should the Council wish to move forward with any recommendations from the appointed commissions and City staff, now is the time to consider beginning the process of bringing on a consultant(s) to assist in the outreach efforts and to help guide our steps forward. This could include the development of an RFP or other procurement efforts. Because of the high public interest in this matter, staff would bring the RFP to Council for vetting, and would likewise provide material to the Council about any potential consultant prior to final selection.
INFORMATION:
Staff is working with their respective commission/committee to develop recommendations to the Council concerning possible ballot measures for the November 2020 election. The following is an update on their efforts thus far.
Parks Recreation and Open Space Priorities Committee
Following Council direction, the Parks & Recreation / Open Space Priorities Committee was established in early fall 2019 to begin discussing priorities to present to Council for a potential ballot measure. The Committee has met regularly since October to develop these priorities. To date, priorities have been identified and project costs estimates are being developed by staff. Staff plans to bring forward the committee’s recommendations on March 3, 2020.
Housing Commission
City Council created the Housing Commission on July 2, 2019, through the adoption of Ordinance No. 2019-25. The first task of the commission as stated in the Ordinance is to: “Examine funding sources available for housing in Flagstaff, make recommendations to City Council on potential funding sources, including bond measures, and provide oversight of any funds approved by the electorate for housing purposes." Council direction to staff during the creation of the Housing Commission was clear that consideration of placing a bond measure for housing on the 2020 General Election should be the first item addressed.
Council appointed 13 commissioners on August 3, 2019, although there is currently one vacancy. The first meeting of the new Housing Commission took place on November 13 and was an all-day, retreat-type meeting covering community housing information, group dynamics, the creation of the commission’s operational ground rules and open meeting law/conflict of interest information.
In place of a December meeting, to prepare the commission for a robust discussion at the first meeting in January, staff provided a white paper outlining:
The Housing Commission and staff are targeting the March 3rd, 2020, Council meeting to coincide with the bond recommendations coming from the Parks & Recreation / Open Space Priorities Committee.
Additional Information
For the 2018 General Election, staff separately procured the services of three different firms to assist with the development and outreach of the Affordable Housing Tax and Transportation Tax ballot initiatives for the November 2018 election. The Maguire Company was procured in the amount of $85,000 to assist with the development and implementation of the Transportation Tax initiative and outreach for both initiatives. Central Creative, LLC was procured in the amount of $26,000 to assist with the development and implementation of specific material for the Affordable Housing Tax initiative. GlobaLocal Visions LLC was procured in the amount of $44,212 to assist with citizen surveys on the two bond measures. In addition to vendor procurement, the City partnered with NAIPTA to provide education and outreach services. NAIPTA contracted with Higher Grounds for these services and the City’s share of the expense was $61,189.
For the upcoming election, a single Request for Proposals (RFP) can be developed seeking consultation from one or more firms for both strategy, development and outreach services. This would allow the City to possibly hire one firm for these services or separate firms for assistance with either.
Under regular procurement schedules, an estimated RFP timeline from development to approval is shown below.
A regular procurement schedule runs between 13-18 weeks. Should Council provide direction to proceed with procurement and provide direction on the scope of work at the January 21, 2020, Council Meeting, staff will try to expedite the procurement with the goal to have a contract(s) ready to award at the March 17, 2020, Council Meeting. Staff could streamline the process by seeking cooperative contracts should Council agree to this process.
Other expenses for the 2018 election $45,000 for publicity pamphlet production/distribution, and $80,000 for the County to conduct the election on behalf of the City.
The current election timeline is as follows:
Staff Questions for Council:
Parks Recreation and Open Space Priorities Committee
Following Council direction, the Parks & Recreation / Open Space Priorities Committee was established in early fall 2019 to begin discussing priorities to present to Council for a potential ballot measure. The Committee has met regularly since October to develop these priorities. To date, priorities have been identified and project costs estimates are being developed by staff. Staff plans to bring forward the committee’s recommendations on March 3, 2020.
Housing Commission
City Council created the Housing Commission on July 2, 2019, through the adoption of Ordinance No. 2019-25. The first task of the commission as stated in the Ordinance is to: “Examine funding sources available for housing in Flagstaff, make recommendations to City Council on potential funding sources, including bond measures, and provide oversight of any funds approved by the electorate for housing purposes." Council direction to staff during the creation of the Housing Commission was clear that consideration of placing a bond measure for housing on the 2020 General Election should be the first item addressed.
Council appointed 13 commissioners on August 3, 2019, although there is currently one vacancy. The first meeting of the new Housing Commission took place on November 13 and was an all-day, retreat-type meeting covering community housing information, group dynamics, the creation of the commission’s operational ground rules and open meeting law/conflict of interest information.
In place of a December meeting, to prepare the commission for a robust discussion at the first meeting in January, staff provided a white paper outlining:
- Recommendations of the ECONA Housing Attainability for the Flagstaff Workforce Report
- Current City of Flagstaff programs and funding sources that further affordable housing goals
- Analysis of Proposition 422 (2018 Ballot Measure)
- General Obligation Bond Information
- Information on Revenue Bond backed by Sales Tax and Fees
The Housing Commission and staff are targeting the March 3rd, 2020, Council meeting to coincide with the bond recommendations coming from the Parks & Recreation / Open Space Priorities Committee.
Additional Information
For the 2018 General Election, staff separately procured the services of three different firms to assist with the development and outreach of the Affordable Housing Tax and Transportation Tax ballot initiatives for the November 2018 election. The Maguire Company was procured in the amount of $85,000 to assist with the development and implementation of the Transportation Tax initiative and outreach for both initiatives. Central Creative, LLC was procured in the amount of $26,000 to assist with the development and implementation of specific material for the Affordable Housing Tax initiative. GlobaLocal Visions LLC was procured in the amount of $44,212 to assist with citizen surveys on the two bond measures. In addition to vendor procurement, the City partnered with NAIPTA to provide education and outreach services. NAIPTA contracted with Higher Grounds for these services and the City’s share of the expense was $61,189.
For the upcoming election, a single Request for Proposals (RFP) can be developed seeking consultation from one or more firms for both strategy, development and outreach services. This would allow the City to possibly hire one firm for these services or separate firms for assistance with either.
Under regular procurement schedules, an estimated RFP timeline from development to approval is shown below.
- Scope of Work development (including Council input): 4 weeks
- Drafting the RFP solicitation (Procurement development/Legal review): 2-3 weeks
- Advertising/Posting of the RFP document: 3-4 weeks
- Evaluation of Proposals (inclusive of interviews): 2-4 weeks
- Draft Staff Summary and Council Approval: 2-3 weeks
A regular procurement schedule runs between 13-18 weeks. Should Council provide direction to proceed with procurement and provide direction on the scope of work at the January 21, 2020, Council Meeting, staff will try to expedite the procurement with the goal to have a contract(s) ready to award at the March 17, 2020, Council Meeting. Staff could streamline the process by seeking cooperative contracts should Council agree to this process.
Other expenses for the 2018 election $45,000 for publicity pamphlet production/distribution, and $80,000 for the County to conduct the election on behalf of the City.
The current election timeline is as follows:
| March 3, 2020 | Recommendations from Commissions & Council Direction |
| March - June | Preliminary preparations for public outreach, surveys, etc. |
| July 7, 2020 | Deadline for Council to call the election |
| July - October | Preparation of final public outreach materials and presentations to public |
| August | Staff to finalize Publicity Pamphlet for distribution |
| November 3, 2020 | Election Day |
Staff Questions for Council:
- Are we on the right track or do we need to redirect our efforts with regard to recommendations on a potential housing ballot measure and a potential parks, recreation, and open space ballot measure?
- Do you want to consider a question for future funding of FWPP?
- Does Council want to utilize the services of a consultant(s) for election strategy and public outreach services? If so, are there recommendations on what to include in the Scope of Work?