AGENDA
A M E N D E D*
A M E N D E D*
| REGULAR COUNCIL MEETING TUESDAY APRIL 16, 2013 |
COUNCIL CHAMBERS 211 WEST ASPEN AVENUE 4:00 P.M. AND 6:00 P.M. |
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.
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).
2.
ROLL CALL
| NOTE: | One or more Councilmembers may be in attendance telephonically or by other technological means. |
| MAYOR NABOURS VICE MAYOR EVANS COUNCILMEMBER BAROTZ COUNCILMEMBER BREWSTER |
COUNCILMEMBER ORAVITS COUNCILMEMBER OVERTON COUNCILMEMBER WOODSON |
3.
PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life of its citizens.
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life of its citizens.
4.
APPROVAL OF MINUTES FROM PREVIOUS MEETINGS
A.
Consideration and Approval of Minutes: City Council Meeting of April 2, 2013; City Council Special Work Session of April 8, 2013; City Council Special Meeting (Executive Session) of April 9, 2013; and City Council Work Session of April 9, 2013.
RECOMMENDED ACTION:
Amend/approve the minutes of the City Council Meeting of April 2, 2013; City Council Special Work Session of April 8, 2013; City Council Special Meeting (Executive Session) of April 9, 2013; and City Council Work Session of April 9, 2013.
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.
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.
6.
PROCLAMATIONS AND RECOGNITIONS
None
None
7.
APPOINTMENTS
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1).
None
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1).
None
8.
LIQUOR LICENSE PUBLIC HEARINGS
None
None
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.
A.
Consideration and Approval of Construction Contract:Route 66 Culvert at Rio De Flag
RECOMMENDED ACTION:
1) Approve the construction contract (including Base Bid) with RTR Paving and Resurfacing in the amount of $296,047.00 which includes a $41,000.00 contract allowance and a 60 calendar day contract time;
2) Approve administrative change order authority in the amount of $13,000 (5% of the contract amount, less allowance) to cover potential costs associated with unanticipated items of work; and
3) Authorize the City Manager to execute the necessary documents.
2) Approve administrative change order authority in the amount of $13,000 (5% of the contract amount, less allowance) to cover potential costs associated with unanticipated items of work; and
3) Authorize the City Manager to execute the necessary documents.
B.
Consideration and Approval of Change Order No. 3: Coconino/Elden/Humphreys 2010 Bond Improvements.
RECOMMENDED ACTION:
Approve Change Order No. 3 with Eagle Mountain Construction Co. in the amount of $303,511,
*
to authorize the contractor to replace deteriorated water and sewer mains in Cottage Avenue from Mike's Pike to Beaver Street, and extend the contract by 35 calendar days.
C.
Consideration and Approval of Construction Contract:
Hillside Water and Sewer Replacement Project
RECOMMENDED ACTION:
1) Approve the construction contract with Capital Improvements, LLC in the amount of $322,542.10 which includes a $36,000 contract allowance and a 120 calendar day contract time;
2) Approve change order authority in the amount of $28,654 (10% of the contract amount , less allowance) to cover potential costs associated with unanticipated items of work; and
3) Authorize the City Manager to execute the necessary documents.
2) Approve change order authority in the amount of $28,654 (10% of the contract amount , less allowance) to cover potential costs associated with unanticipated items of work; and
3) Authorize the City Manager to execute the necessary documents.
D.
Consideration and Approval of Construction Contract:
West Street and Arrowhead Avenue Project Phase II
RECOMMENDED ACTION:
-
1) Award the Construction Contract to Capital Improvements, LLC in the amount of $3,402,974.20 which includes a $210,000.00 contract allowance. The contract period is 200 calendar days; and
2) Authorize Change Order Authority to the City Manger in the amount of $319,297.00 (10% of contract amount excluding allowance) for unanticipated or additional items of work; and
3) Authorize the City Manager to execute the necessary documents.
E.
*Consideration and Approval of Amendment to Contract: Design services and related construction costs for Picture Canyon-Rio de Flag Meander Restoration Project. (MOVED FROM 10-C)
RECOMMENDED ACTION:
1) Approve Contract Amendment with Natural Channel Design for the amount of $216,980.00.
2) Authorize City Manager to execute the necessary documents.
2) Authorize City Manager to execute the necessary documents.
10.
ROUTINE ITEMS
A.
Consideration and Approval of Street Closure(s): Ninth Annual Route 66 Days Charity Car Show.
RECOMMENDED ACTION:
Approve the street closure at Aspen and Birch avenues between Humphreys and San Francisco streets, on Saturday, September 7, 2013, from 6:00 a.m - 6:00 p.m.
B.
Consideration and Approval of Construction Contract: Sitgreaves ADA Ramp Project
RECOMMENDED ACTION:
1) Award the construction contract to Eagle Mountain Construction of Flagstaff, Arizona in the amount of $158,475.00, which includes $16,000.00 in contract allowance. The contract period is 60 calendar days; and
2) Authorize Change Order Authority to the City Manager in the amount of $14,300.00 (10% of the bid contract amount, less contract allowance) for unanticipated additional costs; and
3) Authorize the City Manager to execute the necessary documents.
2) Authorize Change Order Authority to the City Manager in the amount of $14,300.00 (10% of the bid contract amount, less contract allowance) for unanticipated additional costs; and
3) Authorize the City Manager to execute the necessary documents.
C.
ITEM MOVED TO CONSENT AGENDA 9-E.
D.
Consideration of Grant Agreements and Acceptance of Grant Funding
from the Arizona Department of Homeland Security 2010 grant program for Mobile Data Terminals and Enhancing Agent and Chemical Identification projects.
RECOMMENDED ACTION:
Approve the grant agreements with the Arizona Department of Homeland Security and consider authorizing the acceptance of grant funding in the amount of $19,800 for Mobile Date Terminals and $4,504 for Enhancing Agent and Chemical Identification.
E.
Consideration and Adoption of Resolution No. 2013-08 and Ordinance No. 2013-09: A resolution declaring the
2013 Addendum 5 of the Flagstaff Employee Handbook of Regulations a Public Document, and an Ordinance adopting said Public Document by reference.
RECOMMENDED ACTION:
1) Read Resolution No. 2013-08 by title only
2) City Clerk reads Resolution No. 2013-08 (if approved above)
3) Adopt Resolution No. 2013-08
4) Read Ordinance No. 2013-09 by title only for the first time
5) City Clerk reads Ordinance No. 2013-09 (if approved above)
2) City Clerk reads Resolution No. 2013-08 (if approved above)
3) Adopt Resolution No. 2013-08
4) Read Ordinance No. 2013-09 by title only for the first time
5) City Clerk reads Ordinance No. 2013-09 (if approved above)
RECESS
6:00 P.M. MEETING
RECONVENE
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).
11.
ROLL CALL
| NOTE: | One or more Councilmembers may be in attendance telephonically or by other technological means. |
| MAYOR NABOURS VICE MAYOR EVANS COUNCILMEMBER BAROTZ COUNCILMEMBER BREWSTER |
COUNCILMEMBER ORAVITS COUNCILMEMBER OVERTON COUNCILMEMBER WOODSON |
12.
CARRY OVER ITEMS FROM THE 4:00 P.M. AGENDA
13.
PUBLIC HEARING ITEMS
None
None
14.
REGULAR AGENDA
A.
Consideration and Adoption of Resolution No. 2013-07: A resolution approving the City of Flagstaff 2013/2014 Annual Action Plan and authorizing its submission to the U.S. Department of Housing and Urban Development (HUD).
RECOMMENDED ACTION:
1) Read Resolution No. 2013-07 by title only
2) City Clerk reads Resolution No. 2013-07 (if approved above)
3) Adopt Resolution No. 2013-07
2) City Clerk reads Resolution No. 2013-07 (if approved above)
3) Adopt Resolution No. 2013-07
B.
Consideration and Adoption of Resolution No. 2013-09: A resolution authorizing the City of Flagstaff to provide up to two-hundred forty-five thousand dollars ($245,000) to Mountainside Village/Flagstaff LP as Local Government Contribution for a Low Income Housing Tax Credit Acquisition/Rehabilitation Project under the Arizona Department of Housing ("ADOH") 2013 or 2014 Qualified Allocation Plan.
RECOMMENDED ACTION:
Should the Council wish to move forward with this project:
1) Read Resolution No. 2013-09 by title only
2) City Clerk reads Resolution No. 2013-09 by title only (if approved above)
3) Adopt Resolution No. 2013-09
1) Read Resolution No. 2013-09 by title only
2) City Clerk reads Resolution No. 2013-09 by title only (if approved above)
3) Adopt Resolution No. 2013-09
C.
Consideration and Approval of Ordinance 2013-07 authorizing the trade of City-Owned Property: If approved, Ordinance 2013-07 will authorize the trade of city-owned land. Parcel number 104-01-007, which is located at the Southwest corner of Elden Street and Butler Avenue, will be combined with the parcel to the South of it for development purposes. The City will receive an improved parcel for the community land trust program from the six unit subdivision created through the trade.
RECOMMENDED ACTION:
Should the Council wish to move forward with this exchange:
1) Read Ordinance No. 2013-07 by title only for the first time
2) City Clerk reads Ordinance No. 2013-07 by title only (if approved above)
1) Read Ordinance No. 2013-07 by title only for the first time
2) City Clerk reads Ordinance No. 2013-07 by title only (if approved above)
D.
Consideration and Approval of Preliminary Plat: Southside Development, LLC. for Elden Townhomes subdivision, a six-lot, single-family, attached residential subdivision. The site is 11,342 square-feet (.26 acres) in size and is located at 307 South Elden Street (SW corner of Elden Street and Butler Avenue). The site is zoned both HR, High Density Residential and T4N1 Transect zones.
RECOMMENDED ACTION:
Consider and approve (as recommended by the Planning and Zoning Commission) the preliminary plat subject to the property owner executing an agreement stating that the transect zone T4N1 standards are applied to the property,
*and declare an effective date concurrent with the effective date of Ordinance No. 2013-07; or deny.
15.
DISCUSSION ITEMS
No staff input or public participation is allowed on these items until they are moved to a future regular agenda. No action can be taken on these items today other than a vote as to whether to place the issue on a future agenda.
None
No staff input or public participation is allowed on these items until they are moved to a future regular agenda. No action can be taken on these items today other than a vote as to whether to place the issue on a future agenda.
None
16.
PUBLIC PARTICIPATION
17.
INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, REQUESTS FOR FUTURE AGENDA ITEMS
18.
ADJOURNMENT
| CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on ______________________ , at _________ a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk. Dated this _____ day of _________________, 2013. ____________________________________ Elizabeth A. Burke, MMC, City Clerk |