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CITY COUNCIL REGULAR MEETING AGENDA

REGULAR COUNCIL MEETING
MONDAY
AUGUST 26, 2024

COUNCIL CHAMBERS
211 WEST ASPEN AVENUE
3:00 P.M.

All City Council Meetings are live streamed on the city's YouTube page
(https://www.youtube.com/@FlagstaffCityGovernment)

***PUBLIC COMMENT***

Verbal public comments not related to items appearing on the posted agenda may be provided during the "Open Call to the Public" at the beginning and end of the meeting and may only be provided in person.

Verbal public comments related to items appearing on the posted agenda may be given in person or online and will be taken at the time the item is discussed.

To provide online verbal comment on an item that appears on the posted agenda, use the link below.

ONLINE VERBAL PUBLIC COMMENT

Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented in the record as such.

CALL TO ORDER

NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION

Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for discussion and consultation 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).

ROLL CALL

NOTE: One or more Councilmembers may be in attendance through other technological means.

MAYOR DAGGETT
VICE MAYOR ASLAN
COUNCILMEMBER HARRIS
COUNCILMEMBER HOUSE

COUNCILMEMBER MATTHEWS
COUNCILMEMBER MCCARTHY
COUNCILMEMBER SWEET

PLEDGE OF ALLEGIANCE, MISSION STATEMENT, AND LAND ACKNOWLEDGEMENT

MISSION STATEMENT

The mission of the City of Flagstaff is to protect and enhance the quality of life for all.

LAND ACKNOWLEDGEMENT

The Flagstaff City Council humbly acknowledges the ancestral homelands of this area's Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.

OPEN CALL TO THE PUBLIC

Open Call to the Public enables the public to address the Council about an item that is not on the prepared agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. Open Call to the Public appears on the agenda twice, at the beginning and at the end. The total time allotted for the first Open Call to the Public is 30 minutes; any additional comments will be held until the second Open Call to the Public.

If you wish to address the Council in person at today'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 Open Call to the Public and Public Comment. 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.

PROCLAMATIONS AND RECOGNITIONS

Proclamation: SMART Week

August Work Anniversaries

Recognition of employees celebrating work anniversaries in August.

COUNCIL LIAISON REPORTS

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).

Consideration of Appointments: Commission on Diversity Awareness

STAFF RECOMMENDED ACTION:

Make one appointment for a term expiring September 2025
Make two appointments for terms expiring September 2027

CONSENT AGENDA

All matters under Consent Agenda are considered by the City Council to be routine. Unless a member of City Council expresses a desire at the meeting to remove an item from the Consent Agenda for discussion, the Consent Agenda will be enacted by one motion approving the recommendations listed on the agenda. Unless otherwise indicated, expenditures approved by Council are budgeted items.

STAFF RECOMMENDED ACTION:

Approve the Consent Agenda as posted.

Consideration and Approval: FY24-25 Insurance Renewal

STAFF RECOMMENDED ACTION:

Accept the renewal premiums submitted by the Arizona Municipal Risk Retention Pool (AMRRP) for General Liability, E&O, SAM, Property, Auto, Marine, Crime, Cyber, Excess, and Worker's Compensation coverage; Chubb Limited for Airport Liability; Aon Risk Insurance Services West for International Travel; and Industrial Commission of Arizona to fund the Firefighters Presumptive Cancer Claims.

Consideration and Approval of Final Plat: PZ-23-00089-06, Capstone Homes requests final plat approval for Timber Sky - Block 5 located at 3345 W McAllister Ranch Rd, a 101-lot single-family subdivision on 17.84 acres in the MR (Medium-Density Residential) Zone.

STAFF RECOMMENDED ACTION:

Approve the Final Plat and authorize the Mayor to sign the Final Plat and City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.

Consideration and Approval of Final Plat PZ-23-00089-05, Capstone Homes requests final plat approval for Timber Sky - Block 6 located at 3501 W McAllister Ranch Rd, a 51-lot single-family subdivision on 12.3 acres in the Single-Family Residential (R1) Zone.

STAFF RECOMMENDED ACTION:

Approve the Final Plat and authorize the Mayor to sign the Final Plat and City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.

Consideration and Approval of Contract: Cooperative Purchase Contract with Courtesy Chevrolet in the amount of $168,494.41, for the purchase of two (2) electric Chevrolet Silverado's (1 model 4WT for Engineering and 1 model 3WT for Code Compliance).

STAFF RECOMMENDED ACTION:

Approve the contract with Courtesy Chevrolet for the purchase of two (2) Chevrolet Silverado electric vehicles in the amount of $168,494.41. One vehicle for Engineering and one vehicle for Code Compliance; and
Authorize the City Manager to execute the necessary documents.

Ratification of Grant Agreement: Ratify the Grant Agreement with the Department of Energy for the Energy Efficiency and Conservation Block Grant (EECBG)

STAFF RECOMMENDED ACTION:

Ratify the Grant Agreement with the Department of Energy for the Energy Efficiency and Conservation Block Grant (EECBG) in the amount of $133,940.

Consideration and Approval of Contract: Contract for Professional Services with Cavanaugh & Assoc., PA in the amount of $181,333 for a Nonrevenue Water Auditing Program.

STAFF RECOMMENDED ACTION:

Approve the Contract for Professional Services with Cavanaugh & Associates, PA in the amount of $181,333 for the City's Nonrevenue Water Auditing Program; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Ratification: Letters of Support for Wildlife Overpass Crossing

STAFF RECOMMENDED ACTION:

Retroactively approve the letters of support.

Consideration and Approval of Contract: Third Amendment to the Construction Manager at Risk (CMAR) Construction Services Agreement with Eagle Mountain Construction, Inc. to add Phase 2 - GMP 2 (Wedge Utilities) to the Spruce Wash Flood Mitigation Suite of Projects.

STAFF RECOMMENDED ACTION:

Approve the Third Amendment to the CMAR Construction Services Agreement with Eagle Mountain Construction, Inc. to add GMP 2 - Phase 2 to the Spruce Wash Flood Mitigation Suite of Projects which will add Phase 2 - GMP 2 to the Guaranteed Maximum Price (GMP) in the amount of $310,116.40 for a new contract total of $13,838,023.46; and
Authorize the City Manager to execute the necessary documents.

Consideration and Approval of Contract Addendum: Third Addendum to the Lease of the Hopi Building at Heritage Square for Office Space

STAFF RECOMMENDED ACTION:

Approve Third Addendum, to provide office space for City staff (ParkFlag and the Beautification, Arts and Sciences Program).

DISCUSSION ITEMS

Discussion on proposed amendment to the Professional Services Contract between the City and Terros Health for the operation of the Community Alliance, Response & Engagement (CARE) Unit

Discussion and Council Direction on proposed amendment.

10.

OPEN CALL TO THE PUBLIC

11.

INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS

12.

ADJOURNMENT

CERTIFICATE OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on                , at                    a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk.

Dated this                   day of                                          , 2024.

__________________________________________
Stacy Saltzburg, MMC, City Clerk

THE CITY OF FLAGSTAFF ENDEAVORS TO MAKE ALL PUBLIC MEETINGS ACCESSIBLE TO PERSONS WITH DISABILITIES. With 48-hour advance notice, reasonable accommodations will be made upon request for persons with disabilities or non-English speaking residents. Please call the City Clerk (928) 213-2076 or email at stacy.saltzburg@flagstaffaz.gov to request an accommodation to participate in this public meeting.

NOTICE TO PARENTS AND LEGAL GUARDIANS: Parents and legal guardians have the right to consent before the City of Flagstaff makes a video or voice recording of a minor child, pursuant to A.R.S. § 1-602(A)(9). The Flagstaff City Council meetings are live-streamed and recorded and may be viewed on the City of Flagstaff's website. If you permit your child to attend/participate in a televised Council meeting, a recording will be made. You may exercise your right not to consent by not allowing your child to attend/participate in the meeting.

5.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

August Work Anniversaries

DESIRED OUTCOME:

Recognition of employees celebrating work anniversaries in August.

Executive Summary:

Information:

Attachments:

Presentation

7.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Stacy Saltzburg, City Clerk

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Consideration of Appointments: Commission on Diversity Awareness

STAFF RECOMMENDED ACTION:

Make one appointment for a term expiring September 2025
Make two appointments for terms expiring September 2027

Executive Summary:

The Commission on Diversity Awareness consists of seven residents who represent the diverse population of Flagstaff. The mission of the commission includes, but is not limited to, fostering mutual understanding, tolerance, respect, and awareness among all residents; recognizing the different economic, cultural, social, religious, and ethnic groups within the City; cooperating in the development of educational programs dedicated to improving community relations; and enlisting support of various groups to foster diversity awareness.

The City of Flagstaff is committed to increasing diversity in every board and commission, please consider how the applicant stated they may contribute to this commitment.

There are six (6) applications on file for consideration by the Council as follows:

Sandra Darling-Roberts (new applicant)
Rasheera Dopson (new applicant)
Emanuel Hernandez (new applicant)
Silina Martinez (new applicant)
Lisa Perez (new applicant)
Mindy Riesenberg (new applicant)

In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately.

COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Matthews, Vice Mayor Aslan, and Councilmember McCarthy

Financial Impact:

These are voluntary positions and there is no budgetary impact to the City of Flagstaff.

Policy Impact:

Not applicable.

Previous Council Decision or Community Discussion:

None.

Options and Alternatives to Recommended Action:

Appoint three Commissioners: By appointing members at this time, the Commission on Diversity Awareness will be at full membership, allowing the group to meet and provide recommendations to the City Council.
Postpone the action to allow for further discussion or expand the list of candidates.

Connection to PBB Priorities and Objectives:

Inclusive and Engaged Community - Foster community pride and civic engagement; advance social equity and social justice in Flagstaff; facilitate and foster diversity and inclusivity; and enhance community outreach and engagement opportunities.

Connection to Regional Plan:

None

Connection to Carbon Neutrality Plan:

None

Connection to 10-Year Housing Plan:

None

Attachments:

Commission on Diversity Awareness Authority

8.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Co-Submitter:

Kori Vogt

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Consideration and Approval: FY24-25 Insurance Renewal

STAFF RECOMMENDED ACTION:

Executive Summary:

Upon renewal, the new estimated premiums will total $2,501,290. This total will be offset by a dividend AMRRP declared on April 21, 2024 in the amount of $500,884.

Breakdown of the individual costs by carrier are as follows:

Liability Coverage (AMRRP): $1,182,495
Excess Coverage (AMRRP): $175,279
Workers Compensation Coverage (AMRRP): $926,730
Aviation and Foreign Travel (Chubb): $23,749
Firefighters Presumptive Cancer Reimbursement Fund (Industrial Commission of Arizona): $193,025

Staff recommends approval of the renewal offered by the current carriers.

Financial Impact:

No increased financial impact.

Policy Impact:

None.

Previous Council Decision or Community Discussion:

Council has previously approved insurance coverage as outlined by the current carriers.

Options and Alternatives to Recommended Action:

No alternative options recommended at this time.

Background and History:

In 2020, The City of Flagstaff made the decision to explore the feasibility of being a self-insured/self-administered entity to that of being a member of an insurance pool. All primary lines of coverage were marketed and it was determined that it was financially beneficial for the City to become a member of the Arizona Municiple Risk Retention Pool (AMRRP).

Connection to PBB Priorities and Objectives:

Effective Governance

Connection to Regional Plan:

N/A

Connection to Carbon Neutrality Plan:

N/A

Connection to 10-Year Housing Plan:

N/A

Attachments:

8.B.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Ben Mejia, Planner

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Final Plat and authorize the Mayor to sign the Final Plat and City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.

Executive Summary:

The Timber Sky - Block 5 subdivision plat consists of 101 single-family lots located on 17.84 acres in the Medium-Density Residential (MR) Zone.

Financial Impact:

No financial impacts are anticipated with this Final Plat.

Policy Impact:

There are no policy impacts anticipated with this Final Plat.

Previous Council Decision or Community Discussion:

City Council approved a Zoning Map Amendment and an Annexation in support of the proposed subdivision in 2016. Council approved the Preliminary Plat on September 19, 2023.

Options and Alternatives to Recommended Action:

1. Approve the Final Plat with no conditions, as recommended by City staff.
2. Approve the Final Plat with conditions.
3. Deny the Final Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure.

Background and History:

Timber Sky is a proposed 1,300 (maximum density) residential dwelling unit development. The development proposes a mixture of high, medium, and single-family residential units combined with commercial service and open space on 197.58 acres. The site is situated north and south between West Route 66 ("Route 66") and Interstate-40 and east and west between Woody Mountain Road and Flagstaff Ranch Road. The site slopes gently from south to north with most of the onsite drainage flowing toward an existing culvert under Route 66, which eventually discharges into the Clay Avenue Wash Detention Basin located north of Route 66. There are no designated floodplains on the site. In 2006, the property partially burned in a fire leaving a 700-foot-wide corridor of deforested land through the middle of the site. The remainder of the site is forested with Ponderosa Pine. The site has two pockets of slopes greater than 17% with other basalt rock outcrop features throughout the property. A large amount of fill placed on site, which has the appearance of a steep slope, will not be protected. An existing above ground 69 kV transmission line that crossed the site in an east-west direction connecting to an existing APS substation at the southwestern corner of the property was under grounded with the development of the second phase of Timber Sky.

The applicant, Capstone Homes, is seeking Final Plat approval for Timber Sky – Block 5 consisting of 101 single-family residential lots utilizing the Planned Residential Development (PRD) option conforming to the T4N.2 development standards and using a unique building type of "Garden Home".

Connection to PBB Priorities and Objectives:

Livable Community: Provide amenities and activities that support a healthy lifestyle

Connection to Regional Plan:

Policy LU.5.1. Encourage development patterns within the designated growth boundaries to sustain efficient infrastructure projects and maintenance.
Goal NH.1. Foster and maintain healthy and diverse urban, suburban, and rural neighborhoods in the Flagstaff region.
Policy WR.4.3. Development requiring public utility services will be located within the Urban Growth Boundary.

Connection to Carbon Neutrality Plan:

DD-2: Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.
HA-1: Create housing options for households at all income levels and family sizes occupied by local residents.

Connection to 10-Year Housing Plan:

Create 2.2: Identify suburban areas to support greater density and intensity of development.

Attachments:

Application

Final Plat

8.C.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Ben Mejia, Planner

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Final Plat and authorize the Mayor to sign the Final Plat and City/Subdivider Agreement when notified by staff that all documents are ready for signature and recordation.

Executive Summary:

Timber Sky - Block 6 subdivision consists of 51 single-family lots on 12.3 acres in the Single-Family Residential (R1) Zone.

Financial Impact:

No financial impacts are anticipated with this Final Plat.

Policy Impact:

There are no policy impacts anticipated with this Final Plat.

Previous Council Decision or Community Discussion:

City Council approved a Zoning Map Amendment and an Annexation in support of the proposed subdivision in 2016. Council approved the Preliminary Plat on September 19, 2023.

Options and Alternatives to Recommended Action:

Background and History:

Timber Sky is a proposed 1,300 (maximum density) residential dwelling unit development. The development proposes a mixture of high, medium, and single-family residential units combined with commercial service and open space on 197.58 acres. The site is situated north and south between West Route 66 ("Route 66") and Interstate-40 and east and west between Woody Mountain Road and Flagstaff Ranch Road. The site slopes gently from south to north with most of the onsite drainage flowing toward an existing culvert under Route 66, which eventually discharges into the Clay Avenue Wash Detention Basin located north of Route 66. There are no designated floodplains on the site. In 2006, the property partially burned in a fire leaving a 700-foot-wide corridor of deforested land through the middle of the site. The remainder of the site is forested with Ponderosa Pine. The site has two pockets of slopes greater than 17% with other basalt rock outcrop features throughout the property. A large amount of fill placed on site, which has the appearance of a steep slope, will not be protected. An existing aboveground 69 kV transmission line that crossed the site in an east-west direction connecting to an existing APS substation at the southwestern corner of the property was under grounded with the development of the second phase of Timber Sky.

The applicant, Capstone Homes, is seeking Preliminary Plat approval for Timber Sky – Block 6 consisting of 51 single-family residential lots utilizing the Planned Residential Development (PRD) option conforming to the T3N.2 development standards and using a unique building type of "Cottage Home".

Connection to PBB Priorities and Objectives:

Robust Resilient Economy - Grow and strengthen a more equitable and resilient economy.

Connection to Regional Plan:

Connection to Carbon Neutrality Plan:

DD-1: Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs.

Connection to 10-Year Housing Plan:

Create 2.2: Identify suburban areas to support greater density and intensity of development.

Attachments:

Application

Final Plat

8.D.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Nathan Naliborski, Fleet Manager

Co-Submitter:

Jen Brown

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the contract with Courtesy Chevrolet for the purchase of two (2) Chevrolet Silverado electric vehicles in the amount of $168,494.41. One vehicle for Engineering and one vehicle for Code Compliance; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The Cooperative Purchase Contract will result in the purchase of two (2) Chevrolet Silverado EV's.

The Engineering Department seeks to purchase one electric vehicle truck to be utilized for Capital Engineering and Development Engineering sections to replace a vehicle approved for replacement.

2. The Community Development Division seeks to purchase one electric vehicle truck for the Code Compliance Section to replace a vehicle approved for replacement.

Financial Impact:

Engineering will be utilizing $70,000.00 from rolling stock account 001-10-103-0321-1-4401 and the remaining balance of $17,249.82 will be funded from the Fleet Electrification account 001-06-154-0552-3-4401 for a total cost of $87,249.82.

Community Development will be utilizing $40,000.00 from rolling stock account 001-05-122-0336-4-4401 and the remaining balance of $41,244.59 will be funded from the Fleet Electrification account 001-06-154-0552-3-4401 for a total cost of $81,244.59.

Policy Impact:

This purchase is in line with the City of Flagstaff's EV First policy.

Previous Council Decision or Community Discussion:

None.

Options and Alternatives to Recommended Action:

1. Do not purchase the vehicles and reevaluate the priorities of the existing Fleet, operational need and financial capacity of the funds.
2. Purchase internal combustion engine vehicles through an alternative procurement or purchase agreement.
3. Provide alternative direction to staff and discuss further with the end users and Fleet Advisory Committee.

Background and History:

In an effort to assist the city in meeting its goal to reduce the carbon footprint, the Engineering and Community Development Divisions are committed to electrifying their fleet vehicles. The Capital Engineering and Development Engineering sections have 17 employees that utilize two pick-up trucks to access construction sites and attend meetings as needed. Code Compliance has 4 employees that utilize two (2) Prius vehicles and 1 Ford Escape vehicle for their daily activities and inspections. Having a truck will allow for Code Compliance staff to pick up and haul away larger debris when needed and access off road areas. A truck will be more dependable during winter events and have more capacity and hauling capability to store tools that may be needed when in the field. Procurement utilized a competitive and open public procurement process conducted by the State of Arizona Procurement Department through Request for Proposal Solicitation No. BPM004157 that resulted in Contract # CTR059315 with Courtesy Chevrolet.

The selection of vehicles and the inclusion of local dealerships were included to align with a strategic approach to procurement. By engaging local dealers, there's an opportunity to support the community and potentially benefit from competitive pricing and availability. The recent acquisitions of two Toyota SUVs from Findlay Toyota and two Ford Hybrid F150s from Babbitt Ford exemplify this approach, demonstrating a commitment to finding the best value while adhering to established procurement procedures. However, during this procurement process the vehicles were not available on the lot for procurement. Courtesy Chevrolet has the vehicles available on the lot and under state contract.

Connection to PBB Priorities and Objectives:

Priority Based Budget Key Community Priorities and Objectives
Provide Exceptional Service: Provide employees with tools, training and support.
Invest in Our People: Ensure effective resources for employees.

Connection to Regional Plan:

N/A

Connection to Carbon Neutrality Plan:

Carbon Neutrality Plan
Reduce emissions, increase the number of alternative fuel vehicles in the city fleet, and reduce the City of Flagstaff's carbon footprint.

Connection to 10-Year Housing Plan:

N/A

Attachments:

Courtesy Chev Cooperative Purchase Contract

Exhibit A - Quotes Silverado EVs

EXH B1-CTR059315 Contract Documents

EXH B2 - Amendment for Extension

8.E.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Denae Presler, Climate Analyst

Co-Submitter:

Nicole Antonopoulos

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Ratification of Grant Agreement: Ratify the Grant Agreement with the Department of Energy for the Energy Efficiency and Conservation Block Grant (EECBG)

STAFF RECOMMENDED ACTION:

Ratify the Grant Agreement with the Department of Energy for the Energy Efficiency and Conservation Block Grant (EECBG) in the amount of $133,940.

Executive Summary:

The Energy Efficiency and Conservation Block Grant (EECBG) Program, administered by the U.S. Department of Energy, is designed to assist states, local governments, and Tribes in implementing strategies to reduce energy use, reduce fossil fuel emissions, and improve energy efficiency. The Bipartisan Infrastructure Law (BIL) allocated $550,000,000 to the EECBG Formula and Competitive grants, with the City of Flagstaff eligible for an EECBG Formula Award of $133,940.

The City applied and was approved for the following projects: 1) electrification of lawn equipment, 2) installation of electric heat pumps at two City facilities, and 3) window replacement at the Sustainability Office building. The grant will enable Parks, Recreation and Open Space staff to continue their electrification efforts by purchasing up to 32 electric lawn equipment items, including a lawn mower, snow blower, leaf blowers, and trimmers to replace existing gas-powered equipment. This project will improve air quality and provide quieter operation for staff and the public while reducing the City's greenhouse gas emissions from fossil fuels. To further reduce emissions from fossil fuels and improve the comfort of staff, the City will install cold-climate heat pumps at the East Side Utility Shop and Sustainability Office to replace existing natural gas furnaces. Lastly, this project will fund the replacement of inefficient windows at the Sustainability Office with double-pane windows to improve the building envelope.

To begin implementing the approved projects, staff is requesting that City Council ratify the grant agreement with the Department of Energy. The City has up to two years to expend the funds under this award, with an option for a one-year extension.

Financial Impact:

The City will be reimbursed for up to 100% of the equipment and installation costs for the approved energy efficiency and conservation projects, up to $133,940. The upfront costs will be covered by the City's grant fund account. If project costs exceed the grant award, the respective Division's budget will absorb the overage.

Project Name: Energy Efficiency and Conservation Block Grant
Cost: $133,940
Account Number Budgeted: 214-12-170-0671-0
FY Budgeted Amount: $133,940
Grant Funded: $133,940
Funding Source: Federal

Policy Impact:

These federally funded energy efficiency projects support City Council goals, the Regional Plan, and the Carbon Neutrality Plan.

City Council Goal

Achieve carbon neutrality by 2030

Regional Plan

Goal E&C.2: Reduce greenhouse gas emissions.

Carbon Neutrality Plan

IR-3: Plan for changes to recreation, reduce emissions, and respond to the impacts of climate change on current Parks and Recreation facilities and operations.

BE-1: Achieve net-zero energy in City of Flagstaff facilities.

BE-2: Reduce energy consumption in existing

Previous Council Decision or Community Discussion:

There has not been a previous City Council decision or community discussion on this item.

Options and Alternatives to Recommended Action:

Failure to ratify the Grant Agreement will require the City to de-obligate the full grant award and prevent staff from executing the energy efficiency projects under this grant award.

Connection to PBB Priorities and Objectives:

Connection to Regional Plan:

Goal E&C.2: Reduce greenhouse gas emissions.

Connection to Carbon Neutrality Plan:

IR-3: Plan for changes to recreation, reduce emissions, and respond to the impacts of climate change on current Parks and Recreation facilities and operations.

BE-1: Achieve net-zero energy in City of Flagstaff facilities.

BE-2: Reduce energy consumption in existing

Connection to 10-Year Housing Plan:

***The 10-Year Housing Plan Reference Guide can be found at: S:\- City of Flagstaff\COUNCIL - AGENDAQUICK & PRESENTATIONS***

Attachments:

Grant Agreement

8.F.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Tamara Lawless, Water Conservation Manager

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Consideration and Approval of Contract: Contract for Professional Services with Cavanaugh & Assoc., PA in the amount of $181,333 for a Nonrevenue Water Auditing Program.

STAFF RECOMMENDED ACTION:

Approve the Contract for Professional Services with Cavanaugh & Associates, PA in the amount of $181,333 for the City's Nonrevenue Water Auditing Program; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The City received a grant of $136,000 from the Arizona Water Infrastructure Finance Authority (WIFA) to conduct a Nonrevenue Water Auditing Program. The Contract with Cavanaugh & Associates, PA (Cavanaugh) is for a total of $181,333 where the City will match the additional cost of the Contract over the $136,000 WIFA grant. Nonrevenue water auditing is a best practice of the American Water Works Association as a comprehensive analysis of a water provider's system to determine where water losses are occurring. The audit will result in a prioritized list of system improvements based on return on investment in water and/or production cost savings. Examples of losses include leaks in the distribution system, metering errors, water theft, and so on. Auditing the water system in this fashion is an essential component of water system best management practices and can contribute to water conservation and utility efficiency goals.

Financial Impact:

Project Name: Nonrevenue Water Auditing Program
Total Project cost $181,333
Account Number Budgeted: 202-08-304-6390-0-4290
FY Budgeted Amount: $178,500 in 202-08-304-6390-0-4290 with budget authority from 202-08-304-1062-0-4290
Grant Funded: $136,000
Match: $42,500 in program 6390 and $2,833 in program 1062
Funding Source: The City of Flagstaff Water Conservation Program will contribute $45,333 over the grant period to match the $136,000 from WIFA. The grant must be fully expended by June of 2026, and the funds will be disbursed during FY25, and FY26.

Policy Impact:

Improving and executing a nonrevenue water audit program is included in the 2020 Water Conservation Strategic Plan. Nonrevenue water audits improve efficiency outcomes for both water and energy, which contributes to the City's carbon neutrality goals.

Previous Council Decision or Community Discussion:

Flagstaff City Council signed the grant agreement to accept the funds for this project from WIFA on March 5, 2024.

Options and Alternatives to Recommended Action:

None.

Background and History:

In 2021, the City of Flagstaff Water Conservation Program (WCP) funded Phase I of a five-phase Nonrevenue Water Management Program as specified in the American Water Works Association M36 Program. The Program scope was proposed to be completed in phases due to the unique standalone characteristics of each program element. Phase I completed an AWWA M36 Top-Down Water Audit with Level 1 Validation in 2022. This Contract with Cavanaugh will support phases II-IV through the WIFA Water Conservation Grant Program. Phase II will complete a Level 2 Validation of Water Balance with Uncertainty Analysis. Phase III is a Non-Revenue Water Economic Analysis. Phase IV establishes a Non-Revenue Water Program Design. And Phase V (not funded) will provide a plan for Non-Revenue Water Program Implementations.

The City procured these services with Cavanaugh through a sole source justification approved by the City's Purchasing Director, and the granting agency.

Connection to PBB Priorities and Objectives:

PBB Priorities and Objectives:

Deliver outstanding services to residents through a healthy, well-maintained infrastructure system
Promote, protect, and enhance a healthy, sustainable environment and its natural resources
Maintain the organization's fiscal stability through strong financial policies and best practices

Connection to Regional Plan:

Regional Plan:

Goal E&C.2. Reduce greenhouse gas emissions.
Goal E&C.4. Integrate available science into policies governing the use and conservation of Flagstaff 's natural resources.
Goal WR.3. Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measures.

Connection to Carbon Neutrality Plan:

Carbon Neutrality:

Ensure all mitigation actions improve Flagstaff's ability to adapt to the future.
Improve water infrastructure and expand water reuse.
Continue to support water conservation efforts across the Flagstaff community.

Connection to 10-Year Housing Plan:

Housing:

Prioritize Capital Improvement Projects that facilitate affordable housing.

Connection to Division Specific Plan:

Contributes to the 2020 Water Conservation Strategic Plan as well as the Water Resources Master Plan.

Attachments:

Cavanaugh Professional Services Contract

8.G.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Sarah Langley, Public Affairs Director

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Consideration and Approval of Ratification: Letters of Support for Wildlife Overpass Crossing

STAFF RECOMMENDED ACTION:

Retroactively approve the letters of support.

Executive Summary:

City staff received a request from the Arizona Department of Transportation (ADOT) to submit letters of support to the Federal Highway Administration for ADOT's application to the Federal Highway Administration's (FHWA) Fiscal Year 2024-2025 Wildlife Crossings Pilot Program (WCPP). These letters fall within the Council's 2024 State Legislative Priorities (specifically the priority on Environmental Funding and Partnership).

Financial Impact:

None.

Policy Impact:

None.

Previous Council Decision or Community Discussion:

None.

Options and Alternatives to Recommended Action:

None.

Background and History:

N/A

Connection to PBB Priorities and Objectives:

-Environmental Stewardship
-High Performing Governance
-Sustainable & Innovative Infrastructure

Connection to Regional Plan:

-Goal E&C.6. Protect, restore and improve ecosystem health and maintain native plant and animal community diversity across all land ownerships in the Flagstaff region.
-Goal E&C.10. Protect indigenous wildlife populations, localized and larger-scale wildlife habitats, ecosystem processes, and wildlife movement areas throughout the planning area.

Connection to Carbon Neutrality Plan:

-IR-1: Protect natural areas and ecosystem services that are most vulnerable to the impacts of increased visitation and climate change.
-HF-1: Protect existing forests, resources, and meaningful open spaces.

Connection to 10-Year Housing Plan:

N/A

Connection to Division Specific Plan:

N/A

Attachments:

Letter of Support

Letter of Support - Planning Application

8.H.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Trevor Henry, Capital Improvements Engineer

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

STAFF RECOMMENDED ACTION:

Approve the Third Amendment to the CMAR Construction Services Agreement with Eagle Mountain Construction, Inc. to add GMP 2 - Phase 2 to the Spruce Wash Flood Mitigation Suite of Projects which will add Phase 2 - GMP 2 to the Guaranteed Maximum Price (GMP) in the amount of $310,116.40 for a new contract total of $13,838,023.46; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

Staff recommends approval of third Amendment to the CMAR Construction Services Agreement No. 2023-60 (Agreement), with Eagle Mountain Construction, Inc. (EMC), for the Spruce Wash Flood Mitigation Suite of Projects (the Suite). The Third Amendment would add Phase 2 to increase the amount for GMP No. 2 (Wedge Utilities) by $310,116.40. The funds budgeted by the City Council for this portion of the Suite (Wedge Utilities) was $3,098,145.34. With this increase, the new total for the Wedge Utility portion will be $3,408,261.74. Approval of this Third Amendment will authorize construction of water and sewer infrastructure within the Spruce Wash project area; specifically, in the intersections of Grandview Drive and Paradise Road with Linda Vista Drive.

EMC submitted a cost for the Wedge Utilities portion which was included in GMP No. 2, approved in March 2024. Water Services made a request to extended and upgrade the aging water and sewer infrastructure within the project limits of GMP 2. EMC revised their cost for the added infrastructure, the work for the Wedge Utilities involves pavement demolition, trenching and excavation in Linda Vista Drive for installation of the storm drain system (approved as Amendment One, GMP No. 2). This Third Amendment is to authorize replacement of that aging infrastructure within the work zone of the storm drain improvements in GMP No.2. It would be disruptive, challenging and more costly to replace this infrastructure in the future.

Financial Impact:

The Third Amendment will be funded by Proposition 441 Funds under the GO Capital Project Fund from the 2024/25 fiscal year in the amount of $310,116.40, Account Number 410-08-385-3570-3, The Wedge Utilities. There will be funds transferred from Water Services to help with the increase. Water Service will redirect funding from Drinking Water - Reserve for Improvements program for $201,876 from FY25 and Wastewater - Reserve for Improvements program for $46,807 from FY25 to fund this amendment.

The total project budget for The Wedge Utilities:

Project

FY24 & FY25

FY26

Account

The Wedge Utilities

$4,548,161

5,201,585

410-08-385-3570-3

Policy Impact:

No Impact.

Previous Council Decision or Community Discussion:

Council previously approved the ballot language for the November 2022 voter approved Proposition 441 Wildfire, Flood, and Wastewater Infrastructure Bond, which dedicated $26 million towards flood mitigation projects.
Council previously approved this Agreement with EMC for the Suite of Projects for GMP#1 on July 3, 2023.
Council previously approved Amendment One with EMC for the Suite of Projects for GMP#2 on March 5, 2024.
Council previously approved Amendment Two with EMC for the Suite of Projects for GMP#3 on July 3, 2024.

Options and Alternatives to Recommended Action:

Approve the Third Amendment as recommended. Approval will allow work to move forward; or,
Reject approval of the award as recommended. This action would delay the Project.
1. If rejection occurs, possible options include:
  1. Ask staff to re-evaluate the recommendation; or
  2. Suspend or cancel the project completely.

Background and History:

The Spruce Wash Flood Mitigation Suite of Projects is funded by the November 2022 voter approved Proposition 441 Wildfire, Flood, and Wastewater Infrastructure Bond, which dedicated $26 million towards flood mitigation projects.

GMP#1 is $2,906,383.00 plus an Owners Contingency of $50,000.00 for a Total Contract Price of $2,956,383.00. GMP#1 is for the construction of the utilities portion of the Grandview Project and the clearing portion of the Wedge Project.

GMP#2 is $7,429,149.06 plus an approximate 2.5% Owners Contingency of $185,000.00. GMP#2 is for the utility relocation in the Linda Vista to Cedar Channel and construction of the Wedge Utilities, Grandview Street Improvements and Linda Vista Crossing.

This GMP#3 is $2,907,375.00 plus an approximate 2.0% Owners Contingency of $50,000.00.
The Total Contract Price including Amendment One and this Amendment Two and owner's contingency is now $13,527,907.06.

The contract duration is 1,025 days with an anticipated completion date of June 26, 2026.

Action

Date Approved

Description

Amount

Agreement

7/3/2023

GMP#1: Grandview Utilities & Wedge Clearing

$2,956,383.00

Amendment One

3/5/2024

GMP#2: Grandview Roadway, Linda Vista Crossing, Linda Vista to Cedar Channel Ph 1, Wedge Utilities

$7,614,149.06

Amendment Two

7/3/2024

GMP#3: Linda Vista to Cedar Channel Ph 2

$2,957,375.00

APPROVED TO DATE

$13,527,907.06

Amendment Three

8/26/2024

Wedge Water & Sewer Utilities

$310,116.40

TOTAL CONTRACT

$13,838,023.46

Connection to PBB Priorities and Objectives:

Safe & Healthy Community: Ensure the built environment is safe through the use of consistent standards, rules & regulations, & land use practices.
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

Connection to Regional Plan:

Goal WR.5: Manage watersheds and stormwater to address flooding concerns, water quality, environmental protections, and rainwater harvesting.
Goal T.21: Improve transportation safety and efficiency for all modes.

Connection to Carbon Neutrality Plan:

IR-2: Ensure equity, accessibility, and inclusion across all City of Flagstaff Parks and Recreation facilities, helping all members of the Flagstaff community to meet their health and wellness needs.
WS-1: Improve water infrastructure and expand water reuse.

Connection to 10-Year Housing Plan:

None

Connection to Division Specific Plan:

None

Attachments:

Third Amendment

Vicinity Map

8.I.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Carmen Pryer, Real Estate Specialist

Co-Submitter:

Bryce Doty

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE:

Consideration and Approval of Contract Addendum: Third Addendum to the Lease of the Hopi Building at Heritage Square for Office Space

STAFF RECOMMENDED ACTION:

Approve Third Addendum, to provide office space for City staff (ParkFlag and the Beautification, Arts and Sciences Program).

Executive Summary:

The City of Flagstaff is currently leasing office space at 6 E. Aspen Avenue for ParkFlag and the Beautification, Arts and Science program. City Council is being asked to approve the Third Addendum, which extends the lease extension date from October 31, 2024 through October 31, 2025.

The City is sub-leasing part of the space to the Downtown Business Alliance (DBA). The landlord and addendum refers to the City's Beautification, Arts and Sciences program as a sublease but it is part of the City.

Financial Impact:

The City's monthly rent is set at $5,847.12 for annual cost of $70,165.44. ParkFlag has a budget of $24,800 in account 061-07-231-0890-6-4241 and Beautification, Arts and Sciences has a budget of $30,000 in account 051-07-211-0820-5-4241. The DBA pays the City a total of $15,600 annually for its sublease.

Policy Impact:

None

Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan:

Provide Exceptional Service: Provide employees tools, training and support.

Has There Been Previous Council Decision on This:

Consideration and approval of Lease and Sub-lease with the Flagstaff Metropolitan Planning Organization and with the Downtown Business Alliance on November 19, 2019. City Council ratified the Second Addendum on June 20, 2023. A Third Addendum, to provide office space for City Staff (ParkFlag and the Beautification, Arts and Sciences Program). was approved on June 20, 2023. However, after the City Council meeting, the Hopi Tribe Economic Development Corporation did not execute this document so it did not become effective.

Background and History:

The City has a lease for use of the Hopi Building (6 E Aspen Ave, Ste 200) on the western boundary of Heritage Square. That lease has been in place for three years. The City, specifically ParkFlag, has been the lessee with the Downtown Business Alliance (DBA) and MetroPlan as sublessees.

Notification of intent to renew the lease is required by October 31^st of this year. Just prior to that notification, MetroPlan announced they would not be continuing as a sublessee. This created a situation where the decision to renew was required without all the uses fully determined, however there were no alternate areas with proper size available in the ParkFlag district at that time.

Lessee and Subleases:
City of Flagstaff--ParkFlag (1 Manager, 1 lead and 4 Aides if we ever get back to fully staffed)
City of Flagstaff--Beautification, Arts and Science Program (1 Manager and 2 Admin1strators) - has assumed the space vacated by Metroplan at the Hopi Building
Approved Sublease--Downtown Business Alliance

Key Considerations:

Lends efficient operations for customer service and enforcement patrols;
Compliant with the Americans with Disabilities Act requirements;
Size and configuration supports the program and the co-location with the Downtown Business Alliance and the Arts and Beautification;
Offers safe entry and exit with adequate lighting for night shift security;
Reduces or is equal to overall cost as compared to past parking office.

Attachments:

Lease Agreement

Addendum one (1)

Addendum two (2)

Addendum three (3)

9.A.

CITY OF FLAGSTAFF

STAFF SUMMARY REPORT

To:

The Honorable Mayor and Council

From:

Mark Gaillard, Fire Chief

Co-Submitter:

Bryan Gest, Terros Health

Date:

08/20/2024

Meeting Date:

08/26/2024

TITLE

Discussion on proposed amendment to the Professional Services Contract between the City and Terros Health for the operation of the Community Alliance, Response & Engagement (CARE) Unit

STAFF RECOMMENDED ACTION:

Discussion and Council Direction on proposed amendment.

Executive Summary:

The initial three year term of the City's contract with Terros Health to staff a mobile alternate response team is expiring in October 2024. The initial term may be extended for up to two successive one year terms upon mutual consent of both the City and Terros. City staff and Terros Health have been in discussions regarding the upcoming contract extension. The focus of the discussions have revolved around ways to improve the program. The proposed amendment would change the contract between the City and Terros Health to allow Terros Health to provide the certified Emergency Medical Technician to staff the CARE Unit instead of the Flagstaff Fire Department. Terros Health staff members believe this staffing recommendation will positively impact the interactions with the clients significantly improving the effectiveness of the CARE Unit.

Opportunities leveraged through the proposed amendment:
The City has considered various models to deliver an alternate response over the past 8-10 years to improve services provided.

Increases mental health care and response for the vulnerable population.
Provides call volume reduction for public safety which allow for higher risk/acuity type calls based on system reliability.
Assists with Team cohesion and oversight on the unit and provides a better unified support system for the client without consistent turnover in Flagstaff Fire Department personnel assigned.
Assists with Flagstaff Fire Department recruitment, retention and moral by allowing those trained in the All-Risk field to focus on that professional responsibility.

Features of the Unit Operation with the proposed amendment:
The program is very successful, and we are looking for opportunities to improve without losing sight of the scope.

Mission and scope of the alternate response program will remain the same with Emergency Medical Service Battalion Chief as the City liaison.
Dispatch and response criteria will remain consistent with the Emergency Medical Service Battalion Chief oversight through emergency medical dispatch. The Emergency Medical Battalion Chief is the link between the program objectives and the 9-1-1 Dispatch system.
Consistent focus on performance metrics related to reducing recidivism, crisis calls, arrests related to alcohol, and emergency department transports related to alcohol.
Maintain City vehicle, base operation for vehicle, fuel and maintenance.

Information:

The City has been interested in providing an alternate response model for the past 8-10 years. The Flagstaff Fire Department has tried various models and the Criminal Justice Coordinating Council also considered diversion programs. The City continued to pursue the vision to provide the community with crisis intervention and mental health stabilization services through a mobile response unit and implemented the Community Alliance, Response & Engagement (CARE) Unit in 2021. The CARE Unit began operations in 2022 and provides proactive outreach to the community and responds to public safety calls, such as, public intoxication, substance abuse, trauma informed, and mental or behavioral health related events received through the 9-1-1 Dispatch center. This CARE Unit is staffed with a behavior health Crisis Specialist and Emergency Medical Technician.

Terros Health provides for Crisis Specialists, a Lead Crisis Specialist, Clinical Manager, Director of Northern Arizona Crisis Services, Senior Director of Crisis Services, and support from Terros Health corporate. The proposed amendment would include the addition of certified Emegency Medical Technicians to Terros Health staffing. Terros Health has evaluated their staffing expenses related to the current contract and indicated the addition of the Emergency Medical Technicians would be $19,764 for year four of the contract and $22,488 for year five. The City has budget allocation available for the CARE Unit to cover these additional expenses.

Currently the Crisis Specialist operates under the direct supervision of Terros Health and Terros Health is solely responsible for the actions of the Crisis Specialist. The proposed amendment would include the Emergency Medical Technicians under the supervision and responsibility of Terros Health. The Crisis Specialist and Emergency Medical Technicians would decide when there is a need for a higher level of professional behavioral health care, medical response, and/or law enforcement support. This is accomplished by requesting assistance through the 9-1-1 Dispatch center.

The City will continue to provide the base of operation for the vehicle at Fire Station #6, the vehicle, and fuel and maintenance for the vehicle. The staff assigned to the CARE Unit will utilize the City's radio system to interact with the 9-1-1 Dispatch center. The City will provide the training to CARE Unit personnel on City fleet, radio, and dispatch protocols.

The CARE Unit will continue to operate seven days per week from 9:00 a.m. to 7:00 p.m. to conduct proactive outreach and provide intervention to individuals who may be experiencing mental health or substance abuse crisis events. CARE Unit staff work to assist individuals with positive coping skills and identifying resources to reduce instance of recurrent crisis episodes. The proposed amendment would place two staff members on the CARE Unit that are trained in behavioral health which will lead to greater effectiveness in serving the client.

City and Terros Health staff meet quarterly to discuss data collected, identify key findings including lessons learned and programmatic recommendations. The performance metrics are reviewed ongoing and reported annually for reductions of recidivism and crisis calls for the Flagstaff Police and Fire Departments; reduction of arrests, bookings and prosecutions for alcohol use related offenses; and reduction of individuals transported to the emergency department for intoxication and detox issues. This process helps to ensure success in meeting the scope and mission of the CARE Unit.

In addition to providing a better unified support for the client when staffing the unit with two behavioral health trained personnel, this proposed amendment will assist with recruitment, retention and moral of Flagstaff Fire Department personnel. Removing the requirement to staff the CARE Unit every day with a Flagstaff Fire Department Emergency Medical Technician will free up Fire Department personnel to utilize their training on the higher risk calls related to fire and advance medical services. This in turn increases moral and retention of existing employees and addresses what has been shared by prospective employees.

Attachments:

Presentation

Annual CC Report