CITY COUNCIL REGULAR MEETING
TUESDAY, JULY 3, 2018
CITY HALL COUNCIL CHAMBERS
211 WEST ASPEN
4:30 P.M. AND 6:00 P.M.
TUESDAY, JULY 3, 2018
CITY HALL COUNCIL CHAMBERS
211 WEST ASPEN
4:30 P.M. AND 6:00 P.M.
MINUTES
1.
CALL TO ORDER
Mayor Evans called the Regular Meeting of July 3, 2018, to order at 4:30 p.m.
Mayor Evans called the Regular Meeting of July 3, 2018, to order at 4:30 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 EVANS VICE MAYOR WHELAN COUNCILMEMBER BAROTZ COUNCILMEMBER MCCARTHY COUNCILMEMBER ODEGAARD COUNCILMEMBER OVERTON COUNCILMEMBER PUTZOVA |
ABSENT: |
Others present: Interim City Manager Barbara Goodrich and City Attorney Sterling Solomon.
3.
PLEDGE OF ALLEGIANCE AND MISSION STATEMENT
The Council and audience recited the Pledge of Allegiance and Councilmember Putzova read the Mission Statement of the City of Flagstaff.
The Council and audience recited the Pledge of Allegiance and Councilmember Putzova 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 for all.
4.
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.
None
5.
PROCLAMATIONS AND RECOGNITIONS
None
None
6.
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: Building & Fire Code Board of Appeals.
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to appoint Mitch Walzer for a term expiring June 2022.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Eva Putzova, seconded by Councilmember Celia Barotz to appoint David Merrell for a term expiring June 2022.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Celia Barotz, seconded by Councilmember Eva Putzova to appoint Kenneth Krenke for a term expiring June 2022.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Charlie Odegaard, seconded by Councilmember Jim McCarthy to appoint Jeff Knorr for a term expiring June 2021.
Vote: 7 - 0 - Unanimously
Moved by Mayor Coral J. Evans, seconded by Councilmember Jim McCarthy to appoint Mark Haughwout for a term expiring June 2021.
Vote: 7 - 0 - Unanimously
7.
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.
Councilmember Barotz requested item 7-E be pulled for discussion.
Moved by Councilmember Charlie Odegaard, seconded by Councilmember Jim McCarthy to approve all consent items except for 7-E.
Vote: 7 - 0 - Unanimously
A.
Consideration of Appointments: Magistrates On-Call for the Flagstaff Municipal Court.
Approve the appointments of Honorable Charles Adornetto, Honorable Christine Brown, Honorable Charles Davies, Honorable John Lamb, Honorable Gerald McCafferty, Honorable Susan Slasor, and Honorable James Speed as Magistrate On-Call.
B.
Consideration and Approval of Contract: Approve the construction contract with LP's Excavating, Inc. in the amount of $586,161.00 for the I-40 & Country Club Water Transmission Main Improvement.
1) Approve the construction contract with LP’s Excavating, Inc. in the amount of $586,161.00 which includes a $65,130 contract allowance and a contract timeframe of 130 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $52,100 (10% of the contract amount, less allowance);
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $52,100 (10% of the contract amount, less allowance);
3) Authorize the City Manager to execute the necessary documents.
C.
Consideration and Approval of Grant Agreement: To the U.S. Department of Justice, through the Arizona Criminal Justice Commission, for the Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for the Northern Arizona Street Crimes Task Force (METRO unit).
Approve the acceptance of the grant from the U.S. Department of Justice, through the Arizona Criminal Justice Commission, Edward Byrne Justice Assistance Grant funds in the amount of $269,285.00 for FY2019.
D.
Consideration and Approval of Contract: Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00 for the Lone Tree 16” Transmission Line Project.
1) Approve the construction contract with Mountain High Excavation, LLC in the amount of $1,258,094.00, which includes a contract allowance of $84,250.00, and a contracted timeframe of 150 calendar days;
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
2) Approve Change Order Authority to the City Manager in the amount of $117,385.00 (10% of the contract amount, less allowance); and
3) Authorize the City Manager to execute the necessary documents.
E.
Consideration and Approval of Contract: Consideration and Approval of a sole source contract with Kuehl Enterprises, LLC, an Arizona Limited Liability Corporation in the amount not to exceed $79,781.70 including hours, travel and lodging, to work with the Housing Authority to realign the programs in order to achieve cost savings / fiscal sustainability, increase efficiency, and improve operations and customer service.
Councilmember Barotz expressed concern about the compensation being referenced in the scope of work rather than in the body of the contract. She thanked staff for providing the sole source justification and complimented their presentation.
Moved by Councilmember Celia Barotz, seconded by Councilmember Charlie Odegaard to approve contract with Kuehl Enterprises in the amount of not to exceed $79,781.70 including hours, travel and lodging and delegating the authority to the City Attorney to move the compensation to the body of the contract rather than the scope.
Vote: 7 - 0 - Unanimously
F.
Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Design Services Agreement for the Street Maintenance Program years 2018, 2019 and 2020.
1) Award C and E Paving & Grading, LLC the Construction Manager at Risk Design Services Agreement an amount not to exceed $113,794.00;
2) Authorize Change Order Authority of $11,379.40 (10%) to cover potential costs associated with unanticipated or additional items of work; and
3) Authorize the City Manager to execute any necessary documents.
2) Authorize Change Order Authority of $11,379.40 (10%) to cover potential costs associated with unanticipated or additional items of work; and
3) Authorize the City Manager to execute any necessary documents.
G.
Consideration and Approval of Contract: Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program.
1) Award C and E Paving & Grading, LLC, the Construction Manager at Risk Construction Phase Services Agreement for the 2018 Street Maintenance Program in the Guaranteed Maximum Price ("GMP") of $5,001,369.32;
2) Authorize Change Order Authority in an amount not to exceed $250,068.47 (5% GMP) to cover potential costs associated with unanticipated or additional items of work; and
3) Authorize the City Manager to execute the necessary documents.
2) Authorize Change Order Authority in an amount not to exceed $250,068.47 (5% GMP) to cover potential costs associated with unanticipated or additional items of work; and
3) Authorize the City Manager to execute the necessary documents.
8.
ROUTINE ITEMS
A.
Consideration and Approval of Amendments: Amendments to the Business Incubator and Accelerator Service Agreement and Master Leases with Northern Arizona Center for Entrepreneurship and Technology (NACET), extending the terms of these agreements by six months.
Community Investment Director David McIntire introduced Scott Hathcock with NACET and Grants and Contracts Manager Stacey Brechler-Knaggs.
Vice Mayor Whelan asked if there was a reason that the contract continues to be amended and extended.
Mr. McIntire explained that there was a request for an extension about six months ago to allow time to work through some of the questions. Since that time there have been some changes with the Emergency Operations Center which has required some further review of the contract. Staff and NACET have come to an agreement however, the codification of the agreement was not going to be completed by the end of the lease.
Vice Mayor Whelan asked what the end goal is. Mr. McIntire stated that the end goal is to have a service contract and master lease which provides the best opportunity for management to function in a capacity which will allow them to develop business, economic gardening and to serve as the City’s Emergency Operations Center when needed. He believes that the agreement and the contract is a good plan going forward but they want to make sure that it is all codified appropriately within the contract.
Vice Mayor Whelan asked if there was a reason that the contract continues to be amended and extended.
Mr. McIntire explained that there was a request for an extension about six months ago to allow time to work through some of the questions. Since that time there have been some changes with the Emergency Operations Center which has required some further review of the contract. Staff and NACET have come to an agreement however, the codification of the agreement was not going to be completed by the end of the lease.
Vice Mayor Whelan asked what the end goal is. Mr. McIntire stated that the end goal is to have a service contract and master lease which provides the best opportunity for management to function in a capacity which will allow them to develop business, economic gardening and to serve as the City’s Emergency Operations Center when needed. He believes that the agreement and the contract is a good plan going forward but they want to make sure that it is all codified appropriately within the contract.
Moved by Vice Mayor Jamie Whelan, seconded by Councilmember Charlie Odegaard moved to approve the Third Amendment for the NACET Service Agreement, and the Fourth Amendment for the Business Incubator Master Lease Agreement and the Business Accelerator Master Lease Agreement.
Vote: 7 - 0 - Unanimously
B.
Consideration and Possible Adoption of Ordinance No. 2018-24: An ordinance of the Flagstaff City Council, authorizing the City Manager or his or her designees to acquire improved real property located at 2323 N. Walgreens Street and establishing an effective date; and approval of a Purchase Contract with Hilton Harris Real Estate as broker for the seller of the improved real property at 2323 N. Walgreens Street and subject to the contingencies described in the contract.
Moved by Councilmember Scott Overton, seconded by Councilmember Jim McCarthy to read Ordinance No. 2018-24 by title only for final time.
Councilmember Barotz stated that she is in support of the purchase but wants to note that the day will come when there is a big contraction in the economy and the City may find itself with a building that is not needed. The building is needed now and the City has the resources to acquire it but it is important to be sensitive to the long term possibilities when purchasing real estate.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE FLAGSTAFF CITY COUNCIL, AUTHORIZING THE CITY MANAGER OR HIS OR HER DESIGNEES TO ACQUIRE IMPROVED REAL PROPERTY LOCATED AT 2323 N. WALGREENS STREET AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Jim McCarthy, seconded by Vice Mayor Jamie Whelan to adopt Ordinance No. 2018-24.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Scott Overton, seconded by Councilmember Eva Putzova to approve the purchase contract.
Vote: 7 - 0 - Unanimously
C.
Consideration and Approval of a modified Preliminary Plat: Request from AR Capstone, LLC for subdivision of approximately 47.36-acres known as The Wedge, into 47 single-family residential lots within the Rural Residential (RR) zone.
Current Planning Manager Tiffany Antol provided a PowerPoint presentation that covered the following:
THE WEDGE MODIFIED PRELIMINARY PLAT
PROPERTY
SYSTEMS ANALYSIS
CONDITIONS OF APPROVAL
Vice Mayor stated that she did not see anything about attainable housing, sustainability, or dark skies in the preliminary plat, she asked if those elements will come later.
Ms. Antol explained that a subdivision is a review based on current codes and standards but not a full policy review in terms of the Regional Plan. Single family homes are still under the current lighting code, but the City does not regulate them the same way a commercial development is regulated. The City does not require individual lighting permits for single family homes but there a cap of 10,000 lumens. The developer does build an energy star project and with regard to affordability, the applicant has not identified affordable housing in the project.
Councilmember Odegaard thanked staff for the information provided in the packet.
THE WEDGE MODIFIED PRELIMINARY PLAT
PROPERTY
MODIFIED PRELIMINARY PLAT
SYSTEMS ANALYSIS
CONDITIONS OF APPROVAL
Vice Mayor stated that she did not see anything about attainable housing, sustainability, or dark skies in the preliminary plat, she asked if those elements will come later.
Ms. Antol explained that a subdivision is a review based on current codes and standards but not a full policy review in terms of the Regional Plan. Single family homes are still under the current lighting code, but the City does not regulate them the same way a commercial development is regulated. The City does not require individual lighting permits for single family homes but there a cap of 10,000 lumens. The developer does build an energy star project and with regard to affordability, the applicant has not identified affordable housing in the project.
Councilmember Odegaard thanked staff for the information provided in the packet.
Moved by Councilmember Charlie Odegaard, seconded by Councilmember Scott Overton to approve the preliminary plat with the conditions outlined in the staff summary.
Vote: 7 - 0 - Unanimously
D.
Consideration and Adoption of Ordinance No. 2018-25: An ordinance amending Section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date.
Charlie Silver addressed Council stating that the Council does an amazing job at oversight and consideration for all the items that are brought forward to them and he thinks that the Council deserves a higher salary than what is being proposed.
Moved by Councilmember Scott Overton, seconded by Councilmember Eva Putzova to read Ordinance No. 2018-25 by title only for the final time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, AMENDING SECTION 1-07-001-0005, SALARIES, OF THE FLAGSTAFF CITY CODE, AND ESTABLISHING AN EFFECTIVE DATE
Moved by Vice Mayor Jamie Whelan, seconded by Councilmember Jim McCarthy to adopt Ordinance 2018-25.
Vote: 7 - 0 - Unanimously
E.
Consideration and Adoption of Ordinance No. 2018-23: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June, 2019. (Primary and secondary property tax levies for FY 2018-2019)
MOVED TO 13A
MOVED TO 13A
F.
Consideration and Approval of Contract: City Court Facility Project - Award of Design Build Services Agreement for the Design Phase of the project.
Capital Project Manager James Duval provided a PowerPoint presentation that covered the following:
CITY COURT FACILITY PROJECT
OVERVIEW – TONIGHT’S DISCUSSION POINTS
PROJECT LOCATION
DESIGN BUILD DELIVERY METHOD
PROCUREMENT PROCESS
SELECTION
SCOPE OF WORK HIGHLIGHTS
PATH FORWARD
CITY COURT FACILITY PROJECT
OVERVIEW – TONIGHT’S DISCUSSION POINTS
PROJECT LOCATION
DESIGN BUILD DELIVERY METHOD
PROCUREMENT PROCESS
SELECTION
SCOPE OF WORK HIGHLIGHTS
PATH FORWARD
Moved by Councilmember Charlie Odegaard, seconded by Councilmember Jim McCarthy to award the Design Build Services Agreement to Kinney Construction Services, Inc. of Flagstaff Arizona in an amount not to exceed $1,593,628.00 with a 250 calendar-day contract period; and authorize the City Manager to execute the necessary documents.
Vice Mayor Whelan asked about the sustainable building options. Mr. Duvall stated that the City can choose one of three standards, if LEED standards are chosen the lowest standard would be silver.
Vice Mayor Whelan asked if the design and budget will determine which standard is used and if they are equally as valid. Mr. Duvall offered that as the process begins there will be exploration of the options and what is best for the facility. He also stated that he believes that the three standards are equally valid and offer different requirements and different cost points to consider.
Councilmember McCarthy asked if the contractor was selected and then the price negotiated. Mr. Duvall stated that yes, that is how the process works.
Councilmember McCarthy asked if there was adequate parking in the area along with the parking that is a few blocks away. Mr. Duvall offered that the parking will meet the City’s zoning code requirements and it is within the appropriate range of distance to the facility.
Vote: 7 - 0 - Unanimously
G.
Consideration and Adoption of Ordinance No. 2018-19: An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to Fingerprint Background Checks; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date.
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to read Ordinance No. 2018-19 by title only for final time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, ARIZONA, AMENDING THE FLAGSTAFF CITY CODE, CHAPTER 1-14, PERSONNEL SYSTEM, BY
AMENDING THE EMPLOYEE HANDBOOK OF REGULATIONS RELATING TO FINGERPRINT BACKGROUND CHECKS; PROVIDING FOR PENALTIES; REPEAL OF CONFLICTING ORDINANCES; SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to adopt Ordinance No. 2108-19.
Vote: 7 - 0 - Unanimously
H.
Consideration and Approval of Contract: Approve COOPERATIVE PURCHASE CONTRACT for Professional Economic Analysis and Public Policy Consultant Services with The A.E. Maguire Company, Inc., in an amount not to exceed $40,000.00.
Assistant to the City Manager Caleb Blashke provided a PowerPoint presentation that covered the following:
TRANSPORTATION AND HOUSING COSTS
HISTORY
MAGUIRE SCOPE OF WORK - $45,000 CITIZENS TRANSPORTATION TAX COMMISSION
Councilmember Barotz stated that the original contract was back dated and asked for staff to provide clarification on that. She stated that back dating contracts is not a good practice. Ms. Goodrich agreed and stated that it is a practice that the City tries to avoid. Staff was just getting the Citizens’ Transportation Tax Commission moving forward while working with the contract and it took a little longer than anticipated to get the contract put in place.
Mr. Blashke continued the presentation.
MAGUIRE SCOPE OF WORK - $40,000 STRATEGIST ON BALLOT QUESTIONS
Vice Mayor Whelan indicated that she thought those surveys were conducted by Fred Solop and asked if Mr. Solop was paid under Mr. Maguire’s contract. Mr. Blashke stated that the surveys were a group effort between staff, Mr. Maguire, and Mr. Solop and that Mr. Solop was paid separately from Mr. Maguire.
Ms. Goodrich added that much of Mr. Maguire’s work was in the drafting of the questions and Mr. Solop conducts the survey and analysis.
Councilmember Putzova asked what the contract for Global Vision is for and stated that there are two entities working on the opinion polls that are already in progress. Ms. Goodrich stated that Ms. Putzova is correct, the work with Phase 2 with Mr. Maguire has already begun and there is a contract with Global Vision to execute the surveys.
Mr. Blashke continued.
COST OVERVIEW
Councilmember Putzova stated that if Global Vision was not involved in the development then she would feel that $45,000 is a fair amount. But with Global Vision on board $45,000 for what the City is getting seems a bit excessive.
Mayor Evans asked if this is the same process for all elections. Ms. Goodrich state that it is. The goal is that everyone votes with knowledge and staff is building a team to create the messaging and materials needed to ensure adequate knowledge to the public.
Councilmember McCarthy asked if the cost was negotiable. Ms. Goodrich explained that the Council can negotiate cost. Consultants have varying rates based on the type of service being provided. Mr. Maguire is very familiar with the Flagstaff community and its voter habits. While there is an extensive team, there is also a contract with Jeff Meilbeck, CEO and General Manager of NAIPTA, to serve as lead on the transportation piece. Someone was needed for housing especially because the City has never done an affordable housing bond. Staff contacts Mr. Maguire very frequently with a number of questions. The City can contract at a lessor rate, but the purpose of the contract is providing all the services needed for the City as the questions move forward.
Councilmember Barotz stated that the payment provision of the cooperative purchase contract provides that there is an hourly rate but there is also a not to exceed amount. She is concerned that the vendor would get paid for $40,000 of work but there is no indication of how many hours per month are actually worked.
Mr. Solomon explained that the hourly rate is what would be paid based on hours worked up to $40,000.
Vice Mayor Whelan indicated that the issue is a broader discussion that the Council can have. The team that has been put together is a team that the City has done business with before and there is a trust with them and their expertise to have the questions on the ballot so that everyone can understand. While it is a lot of money, the project is already moving, and she would like to move it forward.
Charlie Silver addressed Council expressing concerns with item nine and ten within the contract and asked for clarification on those items.
Mayor Evans asked staff to address those questions.
Ms. Goodrich offered that the scope of work is through the middle of November to get the City through the election. There is no intent to have Mr. Maguire involved in the implementation of the measures should they pass. Item ten refers to times that there may be items that come up that need assistance from Mr. Maguire. Mr. Solomon added that the contract expires on October 31, 2018.
Councilmember Putzova stated that she does not understand the state procurement process, when she looks at the document attached to the purchase contract it appears that similar services are listed at a different rate. She asked why there is a wide range of hourly rates when the service descriptions are similar.
Purchasing Director Rick Compau explained that the state cooperative does a competitive process and there are a lot of contracts that are awarded, and the scope of work is so broad and covers a wide variety of things that are applicable to research and surveys. The scope of work from the respondents may be less than what is desired. The difference in rates is dependent on the personnel associated with the firm, given the experience that Mr. Maguire has with the City of Flagstaff he is acting as the project manager and his pricing reflects that. Mr. Maguire was selected based on his experience and knowledge.
TRANSPORTATION AND HOUSING COSTS
HISTORY
MAGUIRE SCOPE OF WORK - $45,000 CITIZENS TRANSPORTATION TAX COMMISSION
Councilmember Barotz stated that the original contract was back dated and asked for staff to provide clarification on that. She stated that back dating contracts is not a good practice. Ms. Goodrich agreed and stated that it is a practice that the City tries to avoid. Staff was just getting the Citizens’ Transportation Tax Commission moving forward while working with the contract and it took a little longer than anticipated to get the contract put in place.
Mr. Blashke continued the presentation.
MAGUIRE SCOPE OF WORK - $40,000 STRATEGIST ON BALLOT QUESTIONS
Vice Mayor Whelan indicated that she thought those surveys were conducted by Fred Solop and asked if Mr. Solop was paid under Mr. Maguire’s contract. Mr. Blashke stated that the surveys were a group effort between staff, Mr. Maguire, and Mr. Solop and that Mr. Solop was paid separately from Mr. Maguire.
Ms. Goodrich added that much of Mr. Maguire’s work was in the drafting of the questions and Mr. Solop conducts the survey and analysis.
Councilmember Putzova asked what the contract for Global Vision is for and stated that there are two entities working on the opinion polls that are already in progress. Ms. Goodrich stated that Ms. Putzova is correct, the work with Phase 2 with Mr. Maguire has already begun and there is a contract with Global Vision to execute the surveys.
Mr. Blashke continued.
COST OVERVIEW
Councilmember Putzova stated that if Global Vision was not involved in the development then she would feel that $45,000 is a fair amount. But with Global Vision on board $45,000 for what the City is getting seems a bit excessive.
Mayor Evans asked if this is the same process for all elections. Ms. Goodrich state that it is. The goal is that everyone votes with knowledge and staff is building a team to create the messaging and materials needed to ensure adequate knowledge to the public.
Councilmember McCarthy asked if the cost was negotiable. Ms. Goodrich explained that the Council can negotiate cost. Consultants have varying rates based on the type of service being provided. Mr. Maguire is very familiar with the Flagstaff community and its voter habits. While there is an extensive team, there is also a contract with Jeff Meilbeck, CEO and General Manager of NAIPTA, to serve as lead on the transportation piece. Someone was needed for housing especially because the City has never done an affordable housing bond. Staff contacts Mr. Maguire very frequently with a number of questions. The City can contract at a lessor rate, but the purpose of the contract is providing all the services needed for the City as the questions move forward.
Councilmember Barotz stated that the payment provision of the cooperative purchase contract provides that there is an hourly rate but there is also a not to exceed amount. She is concerned that the vendor would get paid for $40,000 of work but there is no indication of how many hours per month are actually worked.
Mr. Solomon explained that the hourly rate is what would be paid based on hours worked up to $40,000.
Vice Mayor Whelan indicated that the issue is a broader discussion that the Council can have. The team that has been put together is a team that the City has done business with before and there is a trust with them and their expertise to have the questions on the ballot so that everyone can understand. While it is a lot of money, the project is already moving, and she would like to move it forward.
Charlie Silver addressed Council expressing concerns with item nine and ten within the contract and asked for clarification on those items.
Mayor Evans asked staff to address those questions.
Ms. Goodrich offered that the scope of work is through the middle of November to get the City through the election. There is no intent to have Mr. Maguire involved in the implementation of the measures should they pass. Item ten refers to times that there may be items that come up that need assistance from Mr. Maguire. Mr. Solomon added that the contract expires on October 31, 2018.
Councilmember Putzova stated that she does not understand the state procurement process, when she looks at the document attached to the purchase contract it appears that similar services are listed at a different rate. She asked why there is a wide range of hourly rates when the service descriptions are similar.
Purchasing Director Rick Compau explained that the state cooperative does a competitive process and there are a lot of contracts that are awarded, and the scope of work is so broad and covers a wide variety of things that are applicable to research and surveys. The scope of work from the respondents may be less than what is desired. The difference in rates is dependent on the personnel associated with the firm, given the experience that Mr. Maguire has with the City of Flagstaff he is acting as the project manager and his pricing reflects that. Mr. Maguire was selected based on his experience and knowledge.
Moved by Mayor Coral J. Evans, seconded by Vice Mayor Jamie Whelan to approve cooperative purchase contract for Professional Economic Analysis and Public Policy Consultant Services (Contract No. 2019-02) with The A.E. Maguire Company, Inc. in an amount not to exceed $40,000.00; and authorize the City Manager to execute the necessary documents.
Councilmember Barotz indicated that she appreciates the need for this service but is not comfortable with the way it unfolded. She will not support the contract due to principle and she suggested that the City needs to be vigilant in how the procurement process is conducting.
Councilmember McCarthy offered that he will be voting yes but there are lessons here that need to be considered when bringing forward similar contracts.
Vote: 5 - 2
- NAY:
-
Councilmember Celia Barotz
Councilmember Eva Putzova
I.
Consideration and Adoption of Ordinance No. 2018-27: An ordinance of the Flagstaff City Council to acquire approximately 113 square feet of real property located at 2326 E. Spruce Avenue; providing for severability, delegation of authority, and establishing an effective date; and consideration of approval of a Purchase and Sale Agreement for said property.
Assistant to the City Manager for Real Estate Charity Lee provided a PowerPoint presentation that covered the following:
SUNNYSIDE PHASE 5E PROPERTY ACQUISITION
OVERVIEW MAP
ARIAL MAP
ASSESSOR MAP
SUNNYSIDE PHASE 5E PROPERTY ACQUISITION
OVERVIEW MAP
ARIAL MAP
ASSESSOR MAP
Moved by Councilmember Scott Overton, seconded by Councilmember Jim McCarthy to read Ordinance 2018-27 by title only for the first time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE FLAGSTAFF CITY COUNCIL AUTHORIZING THE ACQUISITION OF APPROXIMATELY 113 SQUARE FEET OF REAL PROPERTY AT 2326 E. SPRUCE AVENUE; PROVIDING FOR SEVERABILITY, DELEGATION OF AUTHORITY, AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Charlie Odegaard, seconded by Councilmember Jim McCarthy to read Ordinance No. 2018-27 by title only for the final time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE FLAGSTAFF CITY COUNCIL AUTHORIZING THE ACQUISITION OF APPROXIMATELY 113 SQUARE FEET OF REAL PROPERTY AT 2326 E. SPRUCE AVENUE; PROVIDING FOR SEVERABILITY, DELEGATION OF AUTHORITY, AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Scott Overton, seconded by Vice Mayor Jamie Whelan to adopt Ordinance No. 2018-27.
Vote: 7 - 0 - Unanimously
Moved by Councilmember Charlie Odegaard, seconded by Vice Mayor Jamie Whelan to approve the Purchase and Sale Agreement.
Vote: 7 - 0 - Unanimously
RECESS
The 4:30 p.m. portion of the July 3, 2018, Regular Council Meeting recessed at 5:49 p.m.
6:00 P.M. MEETING
RECONVENE
Mayor Evans reconvened the Regular Meeting of July 3, 2018, at 6:01 p.m.
Mayor Evans reconvened the Regular Meeting of July 3, 2018, at 6:01 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).
9.
ROLL CALL
| NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means. |
| PRESENT: MAYOR EVANS VICE MAYOR WHELAN COUNCILMEMBER BAROTZ COUNCILMEMBER MCCARTHY COUNCILMEMBER ODEGAARD COUNCILMEMBER OVERTON COUNCILMEMBER PUTZOVA |
ABSENT: |
Others present: Interim City Manager Barbara Goodrich and City Attorney Sterling Solomon.
10.
PLEDGE OF ALLEGIANCE
The Council and audience recited the pledge of allegiance.
The Council and audience recited the pledge of allegiance.
11.
PUBLIC PARTICIPATION
Suzanne Motsinger addressed Council about the upcoming community sing along hosted by the Master Chorale of Flagstaff on September 15, 2018 in Heritage Square.
Erin Ulloa addressed Council regarding the 150th commemoration of the Navajo Peace Treaty at 10:00 a.m. on July 13, 2018. The Indigenous Circle of Flagstaff will be present along with indigenous dancers, Navajo folk singers and the members of the Miss Navajo Counsel.
Emily Davalos addressed Council about concerns about affordable housing in La Plaza Vieja. She shared excerpts from the Regional Plan concerning affordable housing and asked that the Council not rezone the Arrowhead Village property.
John Viktora addressed Council and spoke about the country’s past and present actions regarding racism and immigration.
Graciela Del Moral spoke to Council about Come to Pass Recovery, a new residential treatment center. They help those who need to recover from substance abuse through a holistic approach with healthy exercise and nutrition. They have partnered with several local businesses to provide those types of physical and nutritional activities and services.
Gloria Valencia addressed Council regarding her disappointment with the Council, she feels that the Council let the residents of Arrowhead Village down and did not fulfill their promises.
Erin Ulloa addressed Council regarding the 150th commemoration of the Navajo Peace Treaty at 10:00 a.m. on July 13, 2018. The Indigenous Circle of Flagstaff will be present along with indigenous dancers, Navajo folk singers and the members of the Miss Navajo Counsel.
Emily Davalos addressed Council about concerns about affordable housing in La Plaza Vieja. She shared excerpts from the Regional Plan concerning affordable housing and asked that the Council not rezone the Arrowhead Village property.
John Viktora addressed Council and spoke about the country’s past and present actions regarding racism and immigration.
Graciela Del Moral spoke to Council about Come to Pass Recovery, a new residential treatment center. They help those who need to recover from substance abuse through a holistic approach with healthy exercise and nutrition. They have partnered with several local businesses to provide those types of physical and nutritional activities and services.
Gloria Valencia addressed Council regarding her disappointment with the Council, she feels that the Council let the residents of Arrowhead Village down and did not fulfill their promises.
12.
CARRY OVER ITEMS FROM THE 4:30 P.M. AGENDA
None
None
13.
REGULAR AGENDA
A.
Consideration and Adoption of Ordinance No. 2018-23: An ordinance levying upon the assessed valuation of the property within the City of Flagstaff, Arizona, subject to taxation a certain sum upon each one hundred dollars ($100.00) of valuation sufficient to raise the amount estimated to be required in the Annual Budget, less the amount estimated to be received from other sources of revenue; providing funds for various bond redemptions, for the purpose of paying interest upon bonded indebtedness and providing funds for general municipal expenses, all for the Fiscal Year ending the 30th day of June, 2019. (Primary and secondary property tax levies for FY 2018-2019)
Rick Lopez addressed the Council expressing concerns with the proposed property taxes. He also expressed that the increased taxes continue to make it difficult to live in Flagstaff.
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to read Ordinance No. 2018-23 by title only for final time.
Vote: 5 - 2
- NAY:
-
Councilmember Scott Overton
Vice Mayor Jamie Whelan
AN ORDINANCE LEVYING UPON THE ASSESSED VALUATION OF THE PROPERTY WITHIN THE CITY OF FLAGSTAFF, ARIZONA, SUBJECT TO TAXATION A CERTAIN SUM UPON EACH ONE HUNDRED DOLLARS ($100.00) OF VALUATION SUFFICIENT TO RAISE THE AMOUNT ESTIMATED TO BE REQUIRED IN THE ANNUAL BUDGET, LESS THE AMOUNT ESTIMATED TO BE RECEIVED FROM OTHER SOURCES OF REVENUE; PROVIDING FUNDS FOR VARIOUS BOND REDEMPTIONS, FOR THE PURPOSE OF PAYING INTEREST UPON BONDED INDEBTEDNESS AND PROVIDING FUNDS FOR GENERAL MUNICIPAL EXPENSES, ALL FOR THE FISCAL YEAR ENDING THE 30TH DAY OF JUNE, 2019
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to adopt Ordinance No. 2018-23.
Vote: 5 - 2
- NAY:
-
Councilmember Scott Overton
Vice Mayor Jamie Whelan
B.
Consideration and Possible Adoption of Resolution No. 2018-37: A resolution authorizing the execution of an Amended and Restated Development Agreement between Crestview 31, LLC and the City of Flagstaff related to the development of approximately 31.9 acres of real property known as the Crestview subdivision generally located along the north side of Old Route 66, north and west of the Railroad Springs subdivision.
Planning Development Manager Neil Gullickson provided a PowerPoint presentation that covered the following:
CRESTVIEW SUBDIVISION DEVELOPMENT AGREEMENT
CRESTVIEW LOCATION MAP
BACKGROUND
DEVELOPMENT AGREEMENT
Vice Mayor Whelan expressed appreciation for the permanent affordability offer and asked what the price range of the houses came in as. Mr. Gullickson stated that the price is approximately $250,000.
CRESTVIEW SUBDIVISION DEVELOPMENT AGREEMENT
CRESTVIEW LOCATION MAP
BACKGROUND
DEVELOPMENT AGREEMENT
Vice Mayor Whelan expressed appreciation for the permanent affordability offer and asked what the price range of the houses came in as. Mr. Gullickson stated that the price is approximately $250,000.
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to read Resolution No. 2018-37 by title only.
Vote: 7 - 0 - Unanimously
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, ARIZONA, AUTHORIZING THE EXECUTION OF AN AMENDED AND RESTATED DEVELOPMENT AGREEMENT BETWEEN CRESTVIEW 31, LLC AND THE CITY OF FLAGSTAFF RELATED TO THE DEVELOPMENT OF APPROXIMATELY 31.9 ACRES OF REAL PROPERTY GENERALLY LOCATED ALONG THE NORTH SIDE OF OLD ROUTE 66, NORTH AND WEST OF THE RAILROAD SPRINGS SUBDIVISION AND ESTABLISHING AN EFFECTIVE DATE
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to adopt Resolution No. 2018-37.
Vote: 7 - 0 - Unanimously
C.
Consideration and Adoption of Ordinance No. 2018-26 and Resolution No. 2018-36: An ordinance and resolution amending the Employee Handbook of Regulations and Flagstaff City Code by adopting Addendum 12 of the Employee Handbook of Regulations.
Human Resources Director Shannon Anderson provided a brief PowerPoint presentation that covered the following:
ADDENDUM 12 – EMPLOYEE HANDBOOK
Councilmember Odegaard thanked Ms. Anderson and offered that he was happy to see the placement of foster children included in the policy. The City of Flagstaff does value families and families with children.
ADDENDUM 12 – EMPLOYEE HANDBOOK
Councilmember Odegaard thanked Ms. Anderson and offered that he was happy to see the placement of foster children included in the policy. The City of Flagstaff does value families and families with children.
Moved by Vice Mayor Jamie Whelan, seconded by Councilmember Charlie Odegaard to read Resolution No. 2018-36 by title only.
Vote: 7 - 0 - Unanimously
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, ARIZONA, DECLARING THAT CERTAIN DOCUMENT KNOWN AS “ADDENDUM 12 OF THE EMPLOYEE HANDBOOK OF REGULATIONS” AS A PUBLIC RECORD, AND PROVIDING FOR AN EFFECTIVE DATE
Moved by Councilmember Jim McCarthy, seconded by Councilmember Charlie Odegaard to read Ordinance 2018-26 by title only for the first time.
Vote: 7 - 0 - Unanimously
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, ARIZONA, AMENDING THE EMPLOYEE HANDBOOK OF REGULATIONS AND FLAGSTAFF CITY CODE, BY ADOPTING “ADDENDUM 12 OF THE EMPLOYEE HANDBOOK OF REGULATIONS” AS SET FORTH IN THAT PUBLIC RECORD ON FILE WITH THE CITY CLERK, TO AMEND GENERAL DEFINITIONS, FAMILY MEDICAL LEAVE, PARENTAL LEAVE, LEAVE WITHOUT PAY AND DONATED LEAVE POLICIES; PROVIDING FOR PENALTIES, REPEAL OF CONFLICTING ORDINANCES, SEVERABILITY, AND ESTABLISHING AN EFFECTIVE DATE
D.
Consideration and Potential Adoption of Ordinance No. 2018-28: A potential ordinance of the Flagstaff City Council amending section 1-07-001-0005, Salaries, of the Flagstaff City Code and establishing an effective date.
Ms. Anderson provided an overview of the changes regarding Council salaries.
Moved by Vice Mayor Jamie Whelan, seconded by Councilmember Eva Putzova to read Ordinance No. 2018-28 by title only for first time.
Vote: 6 - 1
- NAY:
-
Councilmember Charlie Odegaard
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FLAGSTAFF, AMENDING SECTION 1-07-001-0005, SALARIES, OF THE FLAGSTAFF CITY CODE, AND ESTABLISHING AN EFFECTIVE DATE
14.
DISCUSSION ITEMS
A.
Discussion: Update about the McMillan Mesa Natural Area Major Plan Amendment process, timeline, and public review period.
Comprehensive Planning Manager Sarah Dechter provided a PowerPoint presentation that covered the following:
MCMILLAN MESA NATURAL AREA MAJOR REGIONAL PLAN AMENDMENT
PURPOSE OF THE AMENDMENT
WHY ARE WE DOING A PLAN AMENDMENT?
WHAT’S THE DIFFERENCE BETWEEN MAJOR AND MINOR?
Councilmember Barotz asked what would happen if there was not a 2/3rds majority vote even though Prop. 413 was approved by the voters. Ms. Dechter explained that the Regional Plan would stay as it is until the next update. The proposition did not require a Regional Plan update, but all the protections outlined in Prop. 413 would be in place.
Ms. Dechter continued.
WHAT ANALYSIS IS REQUIRED?
TIMING AND PROCESS
WHAT IS PROPOSED?
FRP30 AREA TYPES
ROAD NETWORK CHANGES
IMPACT ANALYSIS SUMMARY
Councilmember Putzova asked why the traffic will be higher when there are 800 fewer jobs and 300 fewer dwelling. Ms. Dechter stated that the region around this area are still growing and have various growth projections. The growth in the central parts of the city will continue to occur and the traffic patterns will change with that growth.
Ms. Dechter concluded her presentation.
JUNE 18 OPEN HOUSE
60 DAY PUBLIC REVIEW
PROPOSED PUBLIC HEARING SCHEDULE
MCMILLAN MESA NATURAL AREA MAJOR REGIONAL PLAN AMENDMENT
PURPOSE OF THE AMENDMENT
WHY ARE WE DOING A PLAN AMENDMENT?
WHAT’S THE DIFFERENCE BETWEEN MAJOR AND MINOR?
Councilmember Barotz asked what would happen if there was not a 2/3rds majority vote even though Prop. 413 was approved by the voters. Ms. Dechter explained that the Regional Plan would stay as it is until the next update. The proposition did not require a Regional Plan update, but all the protections outlined in Prop. 413 would be in place.
Ms. Dechter continued.
WHAT ANALYSIS IS REQUIRED?
TIMING AND PROCESS
WHAT IS PROPOSED?
FRP30 AREA TYPES
ROAD NETWORK CHANGES
IMPACT ANALYSIS SUMMARY
Councilmember Putzova asked why the traffic will be higher when there are 800 fewer jobs and 300 fewer dwelling. Ms. Dechter stated that the region around this area are still growing and have various growth projections. The growth in the central parts of the city will continue to occur and the traffic patterns will change with that growth.
Ms. Dechter concluded her presentation.
JUNE 18 OPEN HOUSE
60 DAY PUBLIC REVIEW
PROPOSED PUBLIC HEARING SCHEDULE
B.
Discussion: Council discussion on current practices and review of past practices, focused on the assignment of contract allowances and contingencies including owners contingencies, contractor contingencies for CMAR and Design-Build, and review of the process of change order allowance.
Purchasing Manager Patrick Brown reviewed the information on the table contained within the staff summary. He stated that the matrix was developed using projects of $250,000 and above between November 2016 and November 2017. Design Bid Build (DBB) and
Vice Mayor Whelan stated that she is concerned about the large amounts of money being approved through these mechanisms without Council knowledge. The policy is that the contingencies will be 10% of the engineer estimate instead of the bid that that was originally submitted. She asked why the policy is structured that way.
Mr. Brown offered that the contract allowance is assessed because a bid schedule is created, and the allowance is included so the bidder will know that there is an allowance and that they need to take it into consideration. The allowance is set prior to the project going to bid.
Vice Mayor stated that some projects come in lower than the engineer estimate yet the City allows for 10% of the engineer estimate. She is asking for Council to consider looking at the policy more closely and determine if a change is needed.
Four Councilmembers were in support of moving forward.
Construction Manager at Risk (CMAR) are alternative delivery methods that request qualifications first and then negotiate price after the contractor selected.
Vice Mayor Whelan stated that she is concerned about the large amounts of money being approved through these mechanisms without Council knowledge. The policy is that the contingencies will be 10% of the engineer estimate instead of the bid that that was originally submitted. She asked why the policy is structured that way.
Mr. Brown offered that the contract allowance is assessed because a bid schedule is created, and the allowance is included so the bidder will know that there is an allowance and that they need to take it into consideration. The allowance is set prior to the project going to bid.
Vice Mayor stated that some projects come in lower than the engineer estimate yet the City allows for 10% of the engineer estimate. She is asking for Council to consider looking at the policy more closely and determine if a change is needed.
Four Councilmembers were in support of moving forward.
C.
Discussion/Direction: City of Flagstaff's procurement procedures related to vendor responsibility.
Purchasing Director Rick Compau addressed Council and explained that the item originated from a FAIR about amendments to Article 30 of the Procurement Manual regarding debarment. Staff has researched the proposed language and on April 3, 2018 he presented some of the related research, the risks and negative consequences of the proposed language. The discussion evolved into looking at alternative methods for maintaining rigorous standards for social and environmental performance. Council directed staff to develop other alternative language or another procurement process to address the issue.
The result is that staff came up with a vendor questionnaire form that they believe can be incorporated into the disclosure form. The questionnaire is broken down into categories that vendors must complete to respond to a solicitation. Purchasing staff will review the form and perform due diligence on any yes items. This would be a good way to get some of the information that has been requested. Language was also added that when the vendor signs they are acknowledging that they have full knowledge of the questions asked and certify the answers provided are true and accurate.
Councilmember Overton stated that he thinks the questionnaire gives procurement staff a good understanding of vendors interactions with contacts and languages; he does have concerns that it is fairly arbitrary in how it is being evaluated. A vendor with a few serious yes responses may be weighed similarly with a vendor who has several yes responses but for minor things that just sometimes happen in the course of business. A vendor filling the form out would understand that they need to provide the answers but is uncertain what the ramifications are to fill it out. It becomes a question on how the City fairly assess the information.
Mr. Compau stated that unfortunately, there will be subjectivity in a process like this. It can certainly be a judgement call depending on how many and which yes responses are checked. Staff would be conferring with Legal to make sure that they are in line with the analysis.
Vice Mayor Whelan indicated that she has the same concerns and she would not want to use this tool unless it is understood how it will be implemented and the resulting consequences. It is a great beginning and there are good questions that need to be addressed before the City brings this questionnaire to their vendors.
Councilmember Putzova added that she appreciates the work that has gone into the issue and at a minimum, the City owes the transparency to the tax payers and having the questionnaire available as a public document is important. She stated that even without staff acting on the responses the Council could take up the concern and make the decision. She is comfortable to just add the questionnaire to the process for transparency and to disclose and share with Council when needed. She would like to know that when the City is awarding contracts with significant amounts of money that the integrity of the vendor is considered.
Four Councilmembers were favor of moving the item forward.
The result is that staff came up with a vendor questionnaire form that they believe can be incorporated into the disclosure form. The questionnaire is broken down into categories that vendors must complete to respond to a solicitation. Purchasing staff will review the form and perform due diligence on any yes items. This would be a good way to get some of the information that has been requested. Language was also added that when the vendor signs they are acknowledging that they have full knowledge of the questions asked and certify the answers provided are true and accurate.
Councilmember Overton stated that he thinks the questionnaire gives procurement staff a good understanding of vendors interactions with contacts and languages; he does have concerns that it is fairly arbitrary in how it is being evaluated. A vendor with a few serious yes responses may be weighed similarly with a vendor who has several yes responses but for minor things that just sometimes happen in the course of business. A vendor filling the form out would understand that they need to provide the answers but is uncertain what the ramifications are to fill it out. It becomes a question on how the City fairly assess the information.
Mr. Compau stated that unfortunately, there will be subjectivity in a process like this. It can certainly be a judgement call depending on how many and which yes responses are checked. Staff would be conferring with Legal to make sure that they are in line with the analysis.
Vice Mayor Whelan indicated that she has the same concerns and she would not want to use this tool unless it is understood how it will be implemented and the resulting consequences. It is a great beginning and there are good questions that need to be addressed before the City brings this questionnaire to their vendors.
Councilmember Putzova added that she appreciates the work that has gone into the issue and at a minimum, the City owes the transparency to the tax payers and having the questionnaire available as a public document is important. She stated that even without staff acting on the responses the Council could take up the concern and make the decision. She is comfortable to just add the questionnaire to the process for transparency and to disclose and share with Council when needed. She would like to know that when the City is awarding contracts with significant amounts of money that the integrity of the vendor is considered.
Four Councilmembers were favor of moving the item forward.
15.
COUNCIL LIAISON REPORTS
Vice Mayor Whelan reported that she attended the NACOG meeting at the conference center, the reports about the upcoming election from the cities were very interesting. There was mention about APS beginning a new solar communities’ program, she asked if it would be possible to invite APS to provide information at a Council meeting.
Councilmember Overton reported that the NAIPTA Board of Directors has been working through the process of selecting a new CEO and General Director. There are two final candidates who will be doing formal interviews in mid-August with a selection made soon thereafter.
Councilmember Overton reported that the NAIPTA Board of Directors has been working through the process of selecting a new CEO and General Director. There are two final candidates who will be doing formal interviews in mid-August with a selection made soon thereafter.
16.
FUTURE AGENDA ITEM REQUESTS
After discussion and upon agreement by two members of the Council, an item will be moved to a regularly-scheduled Council meeting.
After discussion and upon agreement by two 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 Councilmember Putzova to place on a future agenda a discussion about the options available for assisting individuals without shelter.
Councilmember Putzova stated that the F.A.I.R. is just a follow up on the anti-camping ordinance. She does not want to stop talking about the issue of what the City can do for individuals without shelter, maybe they have vehicles and they need a safe space to be. People are going to be camping in the woods, she would like to know if another place to stay safely could be provided. She stated that she would also like to revisit the RV parking ordinance especially regarding when and for how long people can park in front of their houses and how that may affect those without permanent shelter and their ability to park for a period of time safely.
At least two Councilmembers were in favor of moving forward.
At least two Councilmembers were in favor of moving forward.
B.
Future Agenda Item Request (F.A.I.R.): A request by Councilmember Barotz to place on a future agenda a discussion about the parking ratios in the Transect Zones.
Councilmember Barotz stated that the request flows from what has been seen from the HUB. The community would like to have this discussion and get ahead of the possibility of there being another big project with transect zoning.
At least two Councilmembers were in favor of moving the item forward.
Councilmember McCarthy proposed that that the item get pushed to the front of the line. A majority of Council supported that request.
Councilmember McCarthy proposed that that the item get pushed to the front of the line. A majority of Council supported that request.
C.
Future Agenda Item Request (F.A.I.R.): A request by Mayor Evans to place on a future agenda a discussion about condemnation for public uses related to affordable housing.
Mayor Evans requested that the discussion about condemnation for public uses related to affordable housing get moved to the front of the line and she asked for an Executive Session prior to discussing the item at a Council Meeting.
Four Councilmembers were in favor of moving the item forward and advancing it to the front of the line.
Four Councilmembers were in favor of moving the item forward and advancing it to the front of the line.
17.
INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, FUTURE AGENDA ITEM REQUESTS
Councilmember Putzova announced that it is the one-year anniversary of the new minimum wage law.
Councilmember Overton stated that he was out at the landfill today to recognize Marsha Neal, the City’s longest serving employee with 39 years of service. Ms. Neal represents what he thinks is the type of employee that does not have the easiest of jobs and yet she does it well and with a smile. He has a lot of admiration for her and offered her and her family congratulations on her retirement. The landfill will not be the same without seeing Marsha.
Councilmember Barotz stated that she saw on the Working Calendar that there will be a FOSPR discussion in September and asked if they submitted another petition. Ms. Goodrich explained that the item in September is a continuation of the discussion from the original petition that was put in.
Vice Mayor Whelan offered her congratulations to Becky Daggett for her leadership on the Flagstaff Arts Council. As she was speaking with Ms. Daggett about the City’s Climate Action Plan she indicated that she was directing a play called 2 Degrees that has to do with climate action. She extended an invitation to attend the show which is running July 6, 2018 through July 8, 2018.
Vice Mayor Whelan also requested a F.A.I.R. item to invite APS to come back to discuss the new solar program.
Councilmember Odegaard offered gratitude to everyone at Team Flagstaff for all the work that has been done over the past year leading up to the break. He also thanked Park Flag for waiving the fees in the downtown area tomorrow.
Councilmember Odegaard also reported that he went out to Camp Raymond which is a Boy Scout camp; he stated that it is an inspiration to see kids have an opportunity to spend their summer out there and do activities. While he was there he got to see a presentation on the United States and how the U.S. flag evolved over time. It was a very inspirational presentation that recognized veterans and active duty personnel.
Councilmember McCarthy stated that he heard about a re-zoning application for Arrowhead Village; he asked if an application had been filed. Ms. Goodrich stated that she does not believe that an application has been submitted.
Ms. Goodrich offered the Council and public a happy Fourth of July and she hopes the Council break goes well. She indicated that because of the Mayor’s involvement in the League Resolutions process, a special meeting has been called on August 7, 2018 at 6:00 p.m. to discuss the Council’s direction on the items and to see the presentation that is being taken out to the community on the four ballot questions and the outreach plan.
Mayor Evans reminded the Council that for those participating in the Fourth of July Parade they need to meet between 7:30 a.m. and 7:45 a.m. at Mama Burger.
Mayor Evans also requested a F.A.I.R. item on the Park Flag ordinance to discuss expanding to include residential districts throughout the entire city and how to change to automatic implementation rather than having streets opt in one at a time.
Councilmember Overton stated that he was out at the landfill today to recognize Marsha Neal, the City’s longest serving employee with 39 years of service. Ms. Neal represents what he thinks is the type of employee that does not have the easiest of jobs and yet she does it well and with a smile. He has a lot of admiration for her and offered her and her family congratulations on her retirement. The landfill will not be the same without seeing Marsha.
Councilmember Barotz stated that she saw on the Working Calendar that there will be a FOSPR discussion in September and asked if they submitted another petition. Ms. Goodrich explained that the item in September is a continuation of the discussion from the original petition that was put in.
Vice Mayor Whelan offered her congratulations to Becky Daggett for her leadership on the Flagstaff Arts Council. As she was speaking with Ms. Daggett about the City’s Climate Action Plan she indicated that she was directing a play called 2 Degrees that has to do with climate action. She extended an invitation to attend the show which is running July 6, 2018 through July 8, 2018.
Vice Mayor Whelan also requested a F.A.I.R. item to invite APS to come back to discuss the new solar program.
Councilmember Odegaard offered gratitude to everyone at Team Flagstaff for all the work that has been done over the past year leading up to the break. He also thanked Park Flag for waiving the fees in the downtown area tomorrow.
Councilmember Odegaard also reported that he went out to Camp Raymond which is a Boy Scout camp; he stated that it is an inspiration to see kids have an opportunity to spend their summer out there and do activities. While he was there he got to see a presentation on the United States and how the U.S. flag evolved over time. It was a very inspirational presentation that recognized veterans and active duty personnel.
Councilmember McCarthy stated that he heard about a re-zoning application for Arrowhead Village; he asked if an application had been filed. Ms. Goodrich stated that she does not believe that an application has been submitted.
Ms. Goodrich offered the Council and public a happy Fourth of July and she hopes the Council break goes well. She indicated that because of the Mayor’s involvement in the League Resolutions process, a special meeting has been called on August 7, 2018 at 6:00 p.m. to discuss the Council’s direction on the items and to see the presentation that is being taken out to the community on the four ballot questions and the outreach plan.
Mayor Evans reminded the Council that for those participating in the Fourth of July Parade they need to meet between 7:30 a.m. and 7:45 a.m. at Mama Burger.
Mayor Evans also requested a F.A.I.R. item on the Park Flag ordinance to discuss expanding to include residential districts throughout the entire city and how to change to automatic implementation rather than having streets opt in one at a time.
18.
ADJOURNMENT
The Regular Meeting of the Flagstaff City Council held July 3, 2018, adjourned at 7:38 p.m.
| _______________________________ MAYOR |
|
| ATTEST: |
|
| _________________________________ CITY CLERK |
CERTIFICATION
I, STACY SALTZBURG, 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 July 3, 2018. I further certify that the Meeting was duly called and held and that a quorum was present.
| DATED this 2nd day of October, 2018. | |
| ________________________________ CITY CLERK |