CITY COUNCIL REGULAR MEETING
TUESDAY, OCTOBER 18, 2016
COUNCIL CHAMBERS
211 WEST ASPEN
4:00 P.M. AND 6:00 P.M.
TUESDAY, OCTOBER 18, 2016
COUNCIL CHAMBERS
211 WEST ASPEN
4:00 P.M. AND 6:00 P.M.
MINUTES
1.
CALL TO ORDER
Mayor Nabours called the Regular Meeting of the Flagstaff City Council of October 18, 2016, to order at 4:00 p.m.
Mayor Nabours called the Regular Meeting of the Flagstaff City Council of October 18, 2016, to order at 4:00 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 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. |
| PRESENT: MAYOR NABOURS VICE MAYOR BAROTZ COUNCILMEMBER BREWSTER COUNCILMEMBER EVANS COUNCILMEMBER ORAVITS COUNCILMEMBER OVERTON COUNCILMEMBER PUTZOVA Others present: City Manager Josh Copley and City Attorney Sterling Solomon. |
ABSENT: NONE |
3.
PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
The audience and City Council recited the Pledge of Allegiance and Mayor Nabours read the Mission Statement of the City of Flagstaff.
The audience and City Council recited the Pledge of Allegiance and Mayor Nabours read the Mission Statement of the City of Flagstaff.
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 Special Meeting (Executive Session) of October 4, 2016; the Regular Meeting of October 4, 2016; and the Special Meeting (Executive Session) of October 11, 2016.
Moved by Councilmember Scott Overton, seconded by Councilmember Jeff Oravits to approve the minutes of the City Council Special Meeting (Executive Session) of October 4, 2016; the Regular Meeting of October 4, 2016; and the Special Meeting (Executive Session) of October 11, 2016.
Vote: 7 - 0 - Unanimously
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.
None
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.
None
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).
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).
A.
Consideration of Appointments: Sustainability Commission
Moved by Councilmember Jeff Oravits, seconded by Councilmember Karla Brewster to reappoint Amelia Blake to the Sustainability Commission, with a term to expire October 2019.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Karla Brewster, seconded by Mayor Jerry Nabours to reappoint Eli Chamberlain to the Sustainability Commission, with a term to expire October 2019.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Eva Putzova, seconded by Councilmember Coral Evans to appoint Amanda Ulmer to the Sustainability Commission, with a term to expire October 2019.
Vote: 7 - 0 - Unanimously
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 Contract: USGS facility Building #6, General Services Administration Lease No 5AZ0152.
Real Estate Manager Charity Lee said that the City submitted a proposal to the GSA and they accepted it. It was a new agreement for 20 years, 10 years firm.
Brief discussion was held on the meaning of the term "20 years, 10 years firm." It was noted that the rate was based on a 20-year term lease. At the end of the ten years, the lease rate will not change, but operating costs would be adjusted. The GSA would have the option to walk away at the end of ten years; the City would not.
Brief discussion was held on the meaning of the term "20 years, 10 years firm." It was noted that the rate was based on a 20-year term lease. At the end of the ten years, the lease rate will not change, but operating costs would be adjusted. The GSA would have the option to walk away at the end of ten years; the City would not.
Moved by Mayor Jerry Nabours, seconded by Councilmember Karla Brewster to accept the lease agreement by the General Services Administration to enter into a new lease for 20 years (10 years firm term) for Building #6 at the USGS campus. Lease term commencing on August , 2017.
Vote: 7 - 0 - Unanimously
10.
ROUTINE ITEMS
A.
Consideration and Approval of Cooperative Agreement: Payroll Time Entry Software and Implementation Services with Kronos Incorporated.
Finance Director Brandi Suda gave a brief PowerPoint presentation which addressed:
CONTRACT FOR PAYROLL TIME ENTRY SOFTWARE & IMPLEMENTATION SERVICES
NEED FOR THE TIME ENTRY SOFTWARE
Current Process
Manual / labor and paper intensive process
Timesheet tracking
Data entry
Approval/review process
Over 900 time sheets manually entered each pay period
BENEFITS
Employee can electronically enter hours worked; no more need for paper
Ensures compliance with City policy, and state and federal laws
Improves timeliness and decreases errors
Provides additional Affordable Care Act reporting
Time savings across organization; ability to be more productive on other job duties
Integrates well with new Innoprise payroll system
TIME ENTRY SOFTWARE
Kronos, Inc.
Leader in industry
40 million employees worldwide that use this system
Fire Department uses Kronos scheduling software
Cooperative Agreement
Software and implementation services
NTE $206,116
$50,000 budgeted for project (2008 carryover)
$156,000 from projected budget savings (personnel and nondepartmental)
Councilmember Oravits asked what the term of the contract was. Mr. Gallegos said that the term was five years. After that they will come back, and if there is new software they would go through this process again.
Ms. Suda said that the $206,000 is the one-time service and the first year they waive maintenance contract. After that it is about $20,000 a year for maintenance.
Mayor Nabours asked if Payroll and Human Resources were on board with the software. Ms. Suda said that they were very much on board; everyone is very excited.
Mayor Nabours said that it was an unusual way that they got the contract, through a cooperative agreement in Massachusetts. Ms. Suda said that they did a Request for Information on this type of software back in 2010 and at that time Kronos was one of their top picks. They did not implement it then because they were implementing Innoprise. She said that they are a leader in the industry and it worked well to find them available through the cooperative agreement.
Councilmember Oravits asked if they anticipated covering the $20,000 a year for maintenance through cost savings. Ms. Suda said that they do, but it will be a budgeted item.
CONTRACT FOR PAYROLL TIME ENTRY SOFTWARE & IMPLEMENTATION SERVICES
NEED FOR THE TIME ENTRY SOFTWARE
Current Process
Manual / labor and paper intensive process
Timesheet tracking
Data entry
Approval/review process
Over 900 time sheets manually entered each pay period
BENEFITS
Employee can electronically enter hours worked; no more need for paper
Ensures compliance with City policy, and state and federal laws
Improves timeliness and decreases errors
Provides additional Affordable Care Act reporting
Time savings across organization; ability to be more productive on other job duties
Integrates well with new Innoprise payroll system
TIME ENTRY SOFTWARE
Kronos, Inc.
Leader in industry
40 million employees worldwide that use this system
Fire Department uses Kronos scheduling software
Cooperative Agreement
Software and implementation services
NTE $206,116
$50,000 budgeted for project (2008 carryover)
$156,000 from projected budget savings (personnel and nondepartmental)
Councilmember Oravits asked what the term of the contract was. Mr. Gallegos said that the term was five years. After that they will come back, and if there is new software they would go through this process again.
Ms. Suda said that the $206,000 is the one-time service and the first year they waive maintenance contract. After that it is about $20,000 a year for maintenance.
Mayor Nabours asked if Payroll and Human Resources were on board with the software. Ms. Suda said that they were very much on board; everyone is very excited.
Mayor Nabours said that it was an unusual way that they got the contract, through a cooperative agreement in Massachusetts. Ms. Suda said that they did a Request for Information on this type of software back in 2010 and at that time Kronos was one of their top picks. They did not implement it then because they were implementing Innoprise. She said that they are a leader in the industry and it worked well to find them available through the cooperative agreement.
Councilmember Oravits asked if they anticipated covering the $20,000 a year for maintenance through cost savings. Ms. Suda said that they do, but it will be a budgeted item.
Moved by Councilmember Jeff Oravits, seconded by Mayor Jerry Nabours to approve a Cooperative Agreement with Kronos Incorporated (Kronos) and the City of Flagstaff as procured through a cooperative contract agreement with Harford County Public Schools for payroll time entry software and implementation for an amount not to exceed $206,116.19.
Vote: 7 - 0 - Unanimously
B.
Consideration and Adoption of Ordinance No. 2016-36: An ordinance of the Flagstaff City Council authorizing the City of Flagstaff to accept specific deeds of real property and establishing an effective date.
Moved by Councilmember Scott Overton, seconded by Mayor Jerry Nabours to read Ordinance No. 2016-36 by title only for the final time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE FLAGSTAFF CITY COUNCIL AUTHORIZING THE CITY OF FLAGSTAFF TO ACCEPT SPECIFIC DEEDS OF REAL PROPERTY AND EASEMENTS AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Jeff Oravits, seconded by Mayor Jerry Nabours to adopt Ordinance No. 2016-36.
Vote: 7 - 0 - Unanimously
C.
Consideration and Approval of a Consent, Assignment and Assumption of Obligations of Ground Lease: No. 130132 - City property located at 4 South San Francisco Street. (Assignment from Thomas William Moffitt III Revocable Trust to Thomas William Moffitt IV Revocable Trust)
Mayor Nabours declared a conflict of interest as he represented the parties on this lease in the past, and left the room. Vice Mayor Barotz assumed control over the meeting.
Moved by Councilmember Eva Putzova, seconded by Councilmember Jeff Oravits to consent to the assignment of the leasehold interest to Thomas William Moffitt IV Revocable Trust.
Vote: 6 - 0
D.
Consideration and Approval of Sole Source Contract: Purchase a Refurbished Engine and Re-Chassis our Rescue Unit from Fire Trucks Unlimited.
Deputy Fire Chief Mark Wilson gave a brief PowerPoint presentation which addressed:
TWO SPECIFIC REQUESTS AND ONE GENERAL AWARENESS PLAN
1) Purchase a used 2001 Pierce Engine for refurbishment from Fire Trucks Unlimited
2) Purchase a new chassis for R-2 from Fire Trucks Unlimited
He said that they started in November of last year in looking to purchase a new engine for $500,000. With the discussion that took place since that time, it put them in a great spot to look at another option. He said that they sent four individuals over to Henderson, Nevada (two from Fleet and two from the Apparatus Committee) and they inspected the plant and got a bird's eye view of the work going on, and they were able to climb all over the other unit that was on hold. He said that they spent two days there and came back very impressed with the end result. He said that they strip the units down to its frame; everything is gone through. They are projecting a 10-15 year purchase. They are anticipating that it should last as a new unit, and it also includes all new standardization for safety.
CURRENT RESCUE ISSUES
RE-CHASSIS BENEFITS
He said that in the past they did a bid process and ended up with two different companies that were brought together to work on the project. They ended up with an undersized unit, with a larger box than it was adequately slated to carry. They had to make changes and it has been out of service over 35% of the time because of that. He said that the unit is eight years old. Fire Trucks Unlimited will do everything in house.
Chief Wilson said that as they went through this process, they looked at how best to appropriate the money so they developed a eight-year reboot plan. He said that they are looking at a recommended fleet replacement schedule of $7.127 million over the next 8 years. By doing these additional steps, they save $3.23 million. He said that there have been a lot of people looking at the plan and it is supported by the Fleet Committee. He said that it also takes all other divisions into consideration. He said that it was also supported by the City Manager and the Budget Team.
He said that at the end of the eight years they will be required to buy a new engine, but it allows them to update their current reserve engines and allows them to do pseudo refurbishment on those. He said that next month he hopes to bring back a request to use impact fee funds for an additional transport unit.
Chief Wilson briefly reviewed the plan, noting that they have a reserve quint right now, and it is in the replacement timeline. They have been talking with Fleet about using an additional $100,000 to do a pseudo refurbishment on it.
TWO SPECIFIC REQUESTS AND ONE GENERAL AWARENESS PLAN
1) Purchase a used 2001 Pierce Engine for refurbishment from Fire Trucks Unlimited
2) Purchase a new chassis for R-2 from Fire Trucks Unlimited
He said that they started in November of last year in looking to purchase a new engine for $500,000. With the discussion that took place since that time, it put them in a great spot to look at another option. He said that they sent four individuals over to Henderson, Nevada (two from Fleet and two from the Apparatus Committee) and they inspected the plant and got a bird's eye view of the work going on, and they were able to climb all over the other unit that was on hold. He said that they spent two days there and came back very impressed with the end result. He said that they strip the units down to its frame; everything is gone through. They are projecting a 10-15 year purchase. They are anticipating that it should last as a new unit, and it also includes all new standardization for safety.
CURRENT RESCUE ISSUES
RE-CHASSIS BENEFITS
He said that in the past they did a bid process and ended up with two different companies that were brought together to work on the project. They ended up with an undersized unit, with a larger box than it was adequately slated to carry. They had to make changes and it has been out of service over 35% of the time because of that. He said that the unit is eight years old. Fire Trucks Unlimited will do everything in house.
Chief Wilson said that as they went through this process, they looked at how best to appropriate the money so they developed a eight-year reboot plan. He said that they are looking at a recommended fleet replacement schedule of $7.127 million over the next 8 years. By doing these additional steps, they save $3.23 million. He said that there have been a lot of people looking at the plan and it is supported by the Fleet Committee. He said that it also takes all other divisions into consideration. He said that it was also supported by the City Manager and the Budget Team.
He said that at the end of the eight years they will be required to buy a new engine, but it allows them to update their current reserve engines and allows them to do pseudo refurbishment on those. He said that next month he hopes to bring back a request to use impact fee funds for an additional transport unit.
Chief Wilson briefly reviewed the plan, noting that they have a reserve quint right now, and it is in the replacement timeline. They have been talking with Fleet about using an additional $100,000 to do a pseudo refurbishment on it.
Moved by Councilmember Jeff Oravits, seconded by Mayor Jerry Nabours
to approve the sole source purchase of a refurbished engine in the amount of $305,000.00 and re-chassis the City's rescue unit in the amount of $155,000.00.
Vote: 7 - 0 - Unanimously
E.
Consideration and Approval of Sole Source Contract: XplorIt agreement is for a virtual video tour of Flagstaff.
Marketing and Media Relations Manager Lori Pappas introduced this item, and recognized Greg Murtha, President of XPlorIt, who was joining the meeting via telephone.
She said that they were before Council to present and gain approval for a tool they plan to use to get people to stay in Flagstaff, or stay longer. She said that Trace Ward would normally be presenting the item, but he was out of town.
Mr. Murtha then gave a demonstration of the XPlorIt Virtual Tour, stating that the way they communicate has changed tremendously. He said that sight, sound and motion are a way for communication and it is getting stronger.
Vice Mayor Barotz asked if staff had decided they wanted this technology or if they had been approached by the vendor. Ms. Hansen said that Mr. Ward had been attending a conference where several vendors could provide some of this work, but this vendor was the only one that provided everything.
Councilmember Putzova said that the university uses a similar product and asked if staff had done research on other vendors. Ms. Hansen replied that Mr. Ward was the staff member who did the research, but she could let Mr. Murtha speak to that issue as well. Councilmember Putzova said that she would prefer to hear it from staff.
Ms. Pappas said that there is some intellectral property with this vendor. She said that she did look at NAU's site, and what they have to gain with this software is spherical imaging and live cams.
Ms. Hansen noted that another feature only they were offering was a reduced rate for stakeholders. As an example, Flag Extreme could pay a reduced rate to have them shoot their business as well and link to the City's site.
Mr. Murtha then gave the demonstration of the product. Ms.Hansen said that the partners being proposed to be included at this time were listed in Exhibit A of the packet, which included Snowbowl, Lowell Observatory, Fourth Street, Grand Canyon Monuments, etc.
Ms. Pappas said that they hope to do some cost recovery with an eye on 40% from the various partners. Ms. Hansen said that they would be looking at a similar arrangement as they had with the Cool Zone.
Councilmember Evans said that it was really cool and it went into the new model of how people decide where they want to go. She asked how they would update the films. Ms. Hansen said that they would have to continue to have a relationship with XPlorIt, which would be included in future base budgets.
Councilmember Evans asked if they could use local film producers. Ms. Hansen said that they could update the film however they want, but because they started with XPlorIt they would probably want to continue that relationship.
Councilmember Putzova asked who owns the intellectual rights to the product and what happens if they choose not to extend the contract after the first year. She said that Flagstaff has a number of excellent videographers capable of shooting first-person experiences. Also, she asked how shooting with a drone in Flagstaff would work and what the legal context was in using drones for video. Mr. Solomon said that if they were to postpone action, staff could research that issue further.
Mr. Murtha said that while he was sure there were a great number of videographers in Flagstaff, their product includes almost 300,000 lines of code that drives the product. It is seven years in development and is a combination of media and technology. He said that they would provide the City with all of the video and raw files, but anything that requires their capabilities on the back end to drive the media would be retained by them; otherwise they would have to reveal all of their code.
Vice Mayor Barotz said that her challenge was with going with the most current, cutting-edge technology and executing a contract with an out-of-town vendor, knowing that they have so many talented artists in town. She said that it becomes a value statement. She acknowledges they may not have this technology, but it is a balancing act between that and providing local jobs.
Ms. Hansen noted that the City is currently working with a local videographer, providing an airport video, but staff is recommending using XPlorIt for this product. Ms. Pappas noted that the Downtown Business Alliance is also a strong partner with them.
Vice Mayor Barotz told Legal that if the Council enters into such a contract she would like to clearly understand what their legal obligations are and at what point they could go elsewhere, should they choose to do so in the future.
Councilmember Overton said that he was not there yet with the virtual travel; he personally wants to experience it first-hand. He would like to better understand how spending this money on this product will change the demographics of those visiting Flagstaff. Additionally, he said that this was a late request, rather than going through the normal budget request process.
Ms. Pappas said that many of them have millenials living with them. It is proven that they have a great deal of anxiety and a lot of that comes from technology. This product alleviates some of that anxiety in researching places to visit.
Ms. Hansen said that she agreed with Councilmember Overton when they first brought this to her, but she was reminded that so many people are not coming here, but rather coming through Flagstaff to go to the Grand Canyon. They have to continue to give these people reasons to stay in Flagstaff; they are missing them extending their stay.
She said that with the CVB (Convention and Visitors Bureau), they bring things forward; all of their four measurements have increased year after year and they believe this will help that to continue.
Councilmember Evans said that if this comes back, it may be good to have someone from the younger generation to explain further how they would use this product.
Councilmember Oravits thanked staff for bringing this forward. He said that when they talked about the use of BBB funds, this is something he supports. It is a tool that can be used.
Councilmember Putzova said that when they come back, she would like staff to make a case on why they would just not have a well-produced video that will give them a taste of all of the great things in Flagstaff. She would like them to make a case, using data from other communities, on how the virtual reality product is superior to a video. Mr. Murtha said that videos are a powerful tool, but they are linear; they cannot be interactive.
Vice Mayor Barotz said that she would like to see a correlation between using this type of product and an increase in hotel room occupancy. Ms. Hansen said that they look at more than just BBB. With the hoteliers, they had Visit Cool in their bookings so they know when people came, and they tracked that way. This last year they had a scavenger hunt and tracked those people.
She said that they were before Council to present and gain approval for a tool they plan to use to get people to stay in Flagstaff, or stay longer. She said that Trace Ward would normally be presenting the item, but he was out of town.
Mr. Murtha then gave a demonstration of the XPlorIt Virtual Tour, stating that the way they communicate has changed tremendously. He said that sight, sound and motion are a way for communication and it is getting stronger.
Vice Mayor Barotz asked if staff had decided they wanted this technology or if they had been approached by the vendor. Ms. Hansen said that Mr. Ward had been attending a conference where several vendors could provide some of this work, but this vendor was the only one that provided everything.
Councilmember Putzova said that the university uses a similar product and asked if staff had done research on other vendors. Ms. Hansen replied that Mr. Ward was the staff member who did the research, but she could let Mr. Murtha speak to that issue as well. Councilmember Putzova said that she would prefer to hear it from staff.
Ms. Pappas said that there is some intellectral property with this vendor. She said that she did look at NAU's site, and what they have to gain with this software is spherical imaging and live cams.
Ms. Hansen noted that another feature only they were offering was a reduced rate for stakeholders. As an example, Flag Extreme could pay a reduced rate to have them shoot their business as well and link to the City's site.
Mr. Murtha then gave the demonstration of the product. Ms.Hansen said that the partners being proposed to be included at this time were listed in Exhibit A of the packet, which included Snowbowl, Lowell Observatory, Fourth Street, Grand Canyon Monuments, etc.
Ms. Pappas said that they hope to do some cost recovery with an eye on 40% from the various partners. Ms. Hansen said that they would be looking at a similar arrangement as they had with the Cool Zone.
Councilmember Evans said that it was really cool and it went into the new model of how people decide where they want to go. She asked how they would update the films. Ms. Hansen said that they would have to continue to have a relationship with XPlorIt, which would be included in future base budgets.
Councilmember Evans asked if they could use local film producers. Ms. Hansen said that they could update the film however they want, but because they started with XPlorIt they would probably want to continue that relationship.
Councilmember Putzova asked who owns the intellectual rights to the product and what happens if they choose not to extend the contract after the first year. She said that Flagstaff has a number of excellent videographers capable of shooting first-person experiences. Also, she asked how shooting with a drone in Flagstaff would work and what the legal context was in using drones for video. Mr. Solomon said that if they were to postpone action, staff could research that issue further.
Mr. Murtha said that while he was sure there were a great number of videographers in Flagstaff, their product includes almost 300,000 lines of code that drives the product. It is seven years in development and is a combination of media and technology. He said that they would provide the City with all of the video and raw files, but anything that requires their capabilities on the back end to drive the media would be retained by them; otherwise they would have to reveal all of their code.
Vice Mayor Barotz said that her challenge was with going with the most current, cutting-edge technology and executing a contract with an out-of-town vendor, knowing that they have so many talented artists in town. She said that it becomes a value statement. She acknowledges they may not have this technology, but it is a balancing act between that and providing local jobs.
Ms. Hansen noted that the City is currently working with a local videographer, providing an airport video, but staff is recommending using XPlorIt for this product. Ms. Pappas noted that the Downtown Business Alliance is also a strong partner with them.
Vice Mayor Barotz told Legal that if the Council enters into such a contract she would like to clearly understand what their legal obligations are and at what point they could go elsewhere, should they choose to do so in the future.
Councilmember Overton said that he was not there yet with the virtual travel; he personally wants to experience it first-hand. He would like to better understand how spending this money on this product will change the demographics of those visiting Flagstaff. Additionally, he said that this was a late request, rather than going through the normal budget request process.
Ms. Pappas said that many of them have millenials living with them. It is proven that they have a great deal of anxiety and a lot of that comes from technology. This product alleviates some of that anxiety in researching places to visit.
Ms. Hansen said that she agreed with Councilmember Overton when they first brought this to her, but she was reminded that so many people are not coming here, but rather coming through Flagstaff to go to the Grand Canyon. They have to continue to give these people reasons to stay in Flagstaff; they are missing them extending their stay.
She said that with the CVB (Convention and Visitors Bureau), they bring things forward; all of their four measurements have increased year after year and they believe this will help that to continue.
Councilmember Evans said that if this comes back, it may be good to have someone from the younger generation to explain further how they would use this product.
Councilmember Oravits thanked staff for bringing this forward. He said that when they talked about the use of BBB funds, this is something he supports. It is a tool that can be used.
Councilmember Putzova said that when they come back, she would like staff to make a case on why they would just not have a well-produced video that will give them a taste of all of the great things in Flagstaff. She would like them to make a case, using data from other communities, on how the virtual reality product is superior to a video. Mr. Murtha said that videos are a powerful tool, but they are linear; they cannot be interactive.
Vice Mayor Barotz said that she would like to see a correlation between using this type of product and an increase in hotel room occupancy. Ms. Hansen said that they look at more than just BBB. With the hoteliers, they had Visit Cool in their bookings so they know when people came, and they tracked that way. This last year they had a scavenger hunt and tracked those people.
Moved by Mayor Jerry Nabours, seconded by Vice Mayor Celia Barotz to postpone this to the first available slot as determined by the City Manager.
Vote: 7 - 0 - Unanimously
F.
REMOVED FROM THE AGENDA BY THE CITY MANAGER
RECESS
The 4:00 p.m. portion of the October 18, 2016, Regular Council meeting recessed at 5:26 p.m.
The 4:00 p.m. portion of the October 18, 2016, Regular Council meeting recessed at 5:26 p.m.
6:00 P.M. MEETING
RECONVENE
Mayor Nabours reconvened the Regular Meeting of October 18, 2016, at 6:02 p.m.
Mayor Nabours reconvened the Regular Meeting of October 18, 2016, at 6:02 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 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. |
| PRESENT: MAYOR NABOURS VICE MAYOR BAROTZ COUNCILMEMBER BREWSTER COUNCILMEMBER EVANS COUNCILMEMBER ORAVITS COUNCILMEMBER OVERTON COUNCILMEMBER PUTZOVA Others present: City Manager Josh Copley and City Attorney Sterling Solomon. |
ABSENT: NONE |
12.
PUBLIC PARTICIPATION
Cabe Gills, NAU student, said that he was involved with community reporting and came to the meeting to get a feel for what it was. He said that Vice Mayor Barotz came to their class last week and he hoped to learn from tonight.
John Viktora, Flagstaff, recited the Pledge of Allegiance and noted that they are doing a horrible job in provide equal pay for equal work.
Andy Fernandez, Flagstaff, addressed several issues.
John Viktora, Flagstaff, recited the Pledge of Allegiance and noted that they are doing a horrible job in provide equal pay for equal work.
Andy Fernandez, Flagstaff, addressed several issues.
13.
CARRY OVER ITEMS FROM THE 4:00 P.M. AGENDA
None
None
14.
PUBLIC HEARING ITEMS
A.
Public Hearing for Resolution No. 2016-31: A resolution of the Flagstaff City Council amending the Flagstaff Regional Plan 2030 by amending Chapter 3 to change the categories of Major Plan Amendments and establishing an effective date.
Comprehensive Planning Manager Sara Dechter continued her PowerPoint presentation which addressed:
MINOR AMENDMENTS TO THE FLAGSTAFF REGIONAL PLAN
Chapter 3: How This Plan Works
REMINDERS
PROPOSED AMENDMENT CRITERIA
MAJOR AMENDMENTS - Special Districts
Council was okay with proposed changes
MAJOR AMENDMENTS - Parks/Open Space
Council was okay with proposed changes
MAJOR AMENDMENTS - Urban/Suburban
Option A: Proposed Criteria
Option B: Moving existing Activity Center would be a Major Plan Amendment and future Activity Centers would be a Minor Plan Amendment
Option C: All moves of the Activity Center would be a Major Plan Amendment
Option D: Moving a Regional Scale Activity Center would be a Major Plan Amendment and Neighborhood Scale would be Minor
After some discussion, Council agreed to have staff present one replacement with Option B and one with Option C.
MAJOR AMENDMENTS - Corridors and Great Streets
After some discussion Council agreed with Option C.
FOOTNOTE: 3 and 4
Council agreed with both of these footnotes. Vice Mayor Barotz suggested that Footnote 4 define City of Flagstaff.
Ms. Dechter thanked the Council for their time on this process. She said that at the next meeting she would like to go through the explanatory language and will provide new replacement pages.
MINOR AMENDMENTS TO THE FLAGSTAFF REGIONAL PLAN
Chapter 3: How This Plan Works
REMINDERS
PROPOSED AMENDMENT CRITERIA
MAJOR AMENDMENTS - Special Districts
Council was okay with proposed changes
MAJOR AMENDMENTS - Parks/Open Space
Council was okay with proposed changes
MAJOR AMENDMENTS - Urban/Suburban
Option A: Proposed Criteria
Option B: Moving existing Activity Center would be a Major Plan Amendment and future Activity Centers would be a Minor Plan Amendment
Option C: All moves of the Activity Center would be a Major Plan Amendment
Option D: Moving a Regional Scale Activity Center would be a Major Plan Amendment and Neighborhood Scale would be Minor
After some discussion, Council agreed to have staff present one replacement with Option B and one with Option C.
MAJOR AMENDMENTS - Corridors and Great Streets
After some discussion Council agreed with Option C.
FOOTNOTE: 3 and 4
Council agreed with both of these footnotes. Vice Mayor Barotz suggested that Footnote 4 define City of Flagstaff.
Ms. Dechter thanked the Council for their time on this process. She said that at the next meeting she would like to go through the explanatory language and will provide new replacement pages.
Moved by Mayor Jerry Nabours, seconded by Councilmember Jeff Oravits to continue the Public Hearing to November 15, 2016.
Vote: 7 - 0 - Unanimously
15.
REGULAR AGENDA
None
None
16.
DISCUSSION ITEMS
A.
Discussion: Implementation of Comprehensive Parking Management
Community Design and Redevelopment Manager Karl Eberhard reviewed the schedule for this project, noting that he would be back on November 15 with a handful of items to consider for action. He said that between then and March they anticipate getting other items resolved. He said that they will have a soft start in March and be fully live in May.
Mr. Eberhard said that last week he worked through the items he wanted to present. Tonight he did not plan to reiterate any items, but he was looking for feedback on 1) the concept of hooding fees or exception fees, and 2) alternate implementations.
Mayor Nabours asked if they were deciding tonight on the Parking Steering Committee being an official City commission. Mr. Eberhard said that he was proposing to have an informal committee as backup for him, a group that he could bounce ideas off. His hope is that after the initial install, such a group will not be necessary.
Mayor Nabours asked if he needed interim authority. Mr. Eberhard said that he did not believe so. He wants to use the steering committee to help him and the authority was created through changes made in February.
Mayor Nabours asked Ms. Madeksza to come forward and share the Downtown Business Alliance's (DBA) thoughts on the opt in / opt out.
Ms. Madeksza said that their main concern about the alternative implementation plan centers around the fact that it has not been discussed with any of the stakeholders. They have worked hard for over a year and they have unanimous support for this plan. To come in at a late date with something different jeopardizes the plan.
She said that they understand the need and pressure, and she believed that with the Parking Manager's support and Steering Committee there are ways to address those needs. Those residents having a harder time getting the solutions in place, the Steering Committee will be able to assist on an as-needed basis. She said that they would it implemented as approved, with the Opt In procedure.
Councilmember Oravits said that he did not want to see the wheels come off.
Mr. Eberhard then reviewed the area layout and what properties would be considered in the Opt In procedure.
Discussion was held on the hooding fees. Mr. Eberhard said that they were proposing $1 for a half-day space for events and for encroachment for contractor trucks and dumpsters, $5 a day.
Mayor Nabours said that he did not feel that $1 was near enough. Mr. Eberhard said that the current street closure is $12.50; it will now be $25 or $30, which is a significant increasse. On the other hand, he did not want to not have any fee in the plan. In the future they could adjust the fee. He wanted it to be included, but not be crazy compared to what is being charged currently. He said that to change the fee it would have to come back to Council ad there are noticing requirements to change fees.
Consensus of Council was to go with the Opt In process and the Hooding Fees.
Mr. Eberhard reminded everyone to visit their Facebook page and "like" them.
Mr. Eberhard said that last week he worked through the items he wanted to present. Tonight he did not plan to reiterate any items, but he was looking for feedback on 1) the concept of hooding fees or exception fees, and 2) alternate implementations.
Mayor Nabours asked if they were deciding tonight on the Parking Steering Committee being an official City commission. Mr. Eberhard said that he was proposing to have an informal committee as backup for him, a group that he could bounce ideas off. His hope is that after the initial install, such a group will not be necessary.
Mayor Nabours asked if he needed interim authority. Mr. Eberhard said that he did not believe so. He wants to use the steering committee to help him and the authority was created through changes made in February.
Mayor Nabours asked Ms. Madeksza to come forward and share the Downtown Business Alliance's (DBA) thoughts on the opt in / opt out.
Ms. Madeksza said that their main concern about the alternative implementation plan centers around the fact that it has not been discussed with any of the stakeholders. They have worked hard for over a year and they have unanimous support for this plan. To come in at a late date with something different jeopardizes the plan.
She said that they understand the need and pressure, and she believed that with the Parking Manager's support and Steering Committee there are ways to address those needs. Those residents having a harder time getting the solutions in place, the Steering Committee will be able to assist on an as-needed basis. She said that they would it implemented as approved, with the Opt In procedure.
Councilmember Oravits said that he did not want to see the wheels come off.
Mr. Eberhard then reviewed the area layout and what properties would be considered in the Opt In procedure.
Discussion was held on the hooding fees. Mr. Eberhard said that they were proposing $1 for a half-day space for events and for encroachment for contractor trucks and dumpsters, $5 a day.
Mayor Nabours said that he did not feel that $1 was near enough. Mr. Eberhard said that the current street closure is $12.50; it will now be $25 or $30, which is a significant increasse. On the other hand, he did not want to not have any fee in the plan. In the future they could adjust the fee. He wanted it to be included, but not be crazy compared to what is being charged currently. He said that to change the fee it would have to come back to Council ad there are noticing requirements to change fees.
Consensus of Council was to go with the Opt In process and the Hooding Fees.
Mr. Eberhard reminded everyone to visit their Facebook page and "like" them.
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.
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.
A.
Future Agenda Item Request (F.A.I.R.): A request by Mayor Nabours to place on a future agenda a discussion regarding a resolution joining in / supporting the Northern Arizona Military Advocacy Council.
Mayor Nabours said that he was proposing the attached resolution, and he was open to any editing. He said that this was a group that he had asked to come toghether to learn about the City's different military installations such as Camp Navajo, the Naval Observatory, etc. He said that if an installation was being contemplated for a reduction or cutback, then the people of that facility, federal employees, are prohibited for expressing any opinion; they cannot lobby for themselves.
He said that they need local people to lobby for them, if that is appropriate. He said that he brought together representatives of the County, Lowell Observatory, Northern Arizona Leaders Association, the Chamber and ECoNA and have met four or five times to look at this. He said that they all agree that they would like to go forward with this and have this organization knowledgeable and ready in case there was a reason to do any lobbying.
He said that he did not want to any farther with the group unless there was a resolution of support from the Council.
Vice Mayor Barotz asked if it was a Commission and if it would be staffed by the City. Mayor Nabours said that it was a private body that the City would appoint a representative to, similar to other such organizations.
Consensus of the Council was to put this on a future agenda.
He said that they need local people to lobby for them, if that is appropriate. He said that he brought together representatives of the County, Lowell Observatory, Northern Arizona Leaders Association, the Chamber and ECoNA and have met four or five times to look at this. He said that they all agree that they would like to go forward with this and have this organization knowledgeable and ready in case there was a reason to do any lobbying.
He said that he did not want to any farther with the group unless there was a resolution of support from the Council.
Vice Mayor Barotz asked if it was a Commission and if it would be staffed by the City. Mayor Nabours said that it was a private body that the City would appoint a representative to, similar to other such organizations.
Consensus of the Council was to put this on a future agenda.
B.
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Oravits to place on a future agenda a discussion regarding pedestrian and bike improvements at Foxglenn/Butler and safety enhancements from Continential/Butler to Sinagua/Knoles area.
Councilmember Oravits said that he met with staff last week and looked further at the traffic situation at the site. He said that a lot is being triggered by the new gas station and all the people crossing the street. They have come up with suggestions for signage improvements and he was willing to withdrawn his request at this time,understanding that he would monitor this to see if the safety issues are addressed.
Mayor Nabours asked if it was something needed to take to the Traffic Commission. Councilmember Oravits said that staff came up with ideas for signs similar to those in Bow and Arrow. He said that it may not be the final solution, but is the first step. If it remains an issue they could take it to the Traffic Commission, but he felt they were moving in the right direction.
Mayor Nabours asked if it was something needed to take to the Traffic Commission. Councilmember Oravits said that staff came up with ideas for signs similar to those in Bow and Arrow. He said that it may not be the final solution, but is the first step. If it remains an issue they could take it to the Traffic Commission, but he felt they were moving in the right direction.
18.
INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS
Councilmember Overton thanked Kristi, Charity, Devin and Meg from Administration for their help earlier in the day with the Marshall Elementary second graders who came to City Hall to learn about civics and voting. He said that they held a mock Council meeting and voted to rent the Aquaplex out for a day for all Marshal students.
19.
ADJOURNMENT
The Regular Council meeting of the Flagstaff City Council held October 18, 2016, adjourned at 7:23 p.m.
| __________________________________________ MAYOR |
|
________________________________________ CITY CLERK |
CERTIFICATION
I, ELIZABETH A. BURKE, do hereby certify that I am the City Clerk of the City of Flagstaff, County of Coconino, State of Arizona, and that the above Minutes are a true and correct summary of the Meeting of the Council of the City of Flagstaff held on October 18, 2016. I further certify that the Meeting was duly called and held and that a quorum was present.
| DATED this 1st day of November, 2016. | |
| ________________________________ CITY CLERK |