NOTE:

IN ACCORDANCE WITH PROVISIONS OF THE ARIZONA REVISED STATUTES AND THE FLAGSTAFF CITY CHARTER THE SUMMARIZED MINUTES OF CITY COUNCIL MEETINGS ARE NOT VERBATIM TRANSCRIPTS.  ONLY THE ACTIONS TAKEN AND DISCUSSION APPEARING WITH QUOTATION MARKS ARE VERBATIM.  AUDIO RECORDINGS OF CITY COUNCIL MEETINGS ARE ON FILE IN THE CITY CLERK’S OFFICE.

SUMMARIZED MINUTES

COUNCIL MEETING

May 20, 2008

6:00 p.m.

A Meeting of the Flagstaff City Council was held on May 20, 2008 convening at 6:04 p.m., in the Council Chambers at City Hall, 211 West Aspen Avenue, Flagstaff, Arizona.

CALL TO ORDER

The Meeting was called to order by Vice-Mayor Overton.

1.      PLEDGE OF ALLEGIANCE, READING OF THE MISSION STATEMENT, AND INVOCATION

Vice-Mayor Overton asked those present to stand for the Pledge of Allegiance, the reading of the Mission Statement, and the Invocation.

2.      ROLL CALL

On roll call, the following were present:

Mayor Donaldson - Excused

Vice-Mayor Overton

Councilmember Cooper

Councilmember Haughey - Excused

Councilmember Kelty

Councilmember Swanson

Councilmember White

Also present were:

Acting City Manager, Jim Wine

City Attorney, Patricia Boomsma

3.       MINUTES

A.

Consideration of Minutes: Regular Council Meeting of April 15, 2008 and Special Council Meeting of April 28, 2008.

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

Councilmember Cooper moved to approve the minutes as submitted, seconded by Councilmember White.  The motion passed on unanimous vote.

4.        PUBLIC PARTICIPATION

None.

5.       CONSENT AGENDA

A.

Consideration of Purchases:  Airport equipment.

RECOMMENDED ACTION:

(1)

Approve the purchase under the Arizona State Contract of a 2009 International 4300 sweeper with a broom assist pick up head including a two-year warranty for parts and labor from H & E Equipment Services in the amount of $153,052.00, plus applicable tax and freight;

(2)

Approve the purchase under the intergovernmental agreement with Coconino County of a 2008 Caterpillar 966H front end wheel loader in the amount of $329,852.15, plus applicable tax and freight; and

(3)

Approve the purchase, using Federal Aviation Administration grand funds, of a 24-ft. snow pusher super duty and 24-foot rubber cutting edge Series 3 from ProTech in an amount not to exceed $12,000.00, plus applicable tax and freight.

B.

Consideration of Reclaimed Water Connection Rebates:  Flagstaff Unified School District and Lone Tree Investments, L.L.C.

RECOMMENDED ACTION:

Approve rebate payments to Flagstaff Unified School District in the amount of $2,403.15 and to Lone Tree Investments, L.L.C., in the amount of $107,495.19.

C.

Consideration of Annual Bid:  Lignin sulfate.

RECOMMENDED ACTION:

Approve the bid from Desert Mountain at a cost of $.73 per gallon, plus applicable tax and freight.

D.

Consideration of Bids:  Trailer-mounted generator.

RECOMMENDED ACTION:

Approve the bid from Empire Power Systems in the amount of $58,189.60.

E.

Consideration of Bids:  Fire Department training facility site work.

RECOMMENDED ACTION:

Approve the bid from LP’s Excavating in the amount of $170,250.50.

F.

Consideration of Change Order No. 1:  Additions to the Flagstaff Aquaplex project.

RECOMMENDED ACTION:

Approve Change Order No. 1 to Haydon Building Corp. in the amount of $121,901.00, and authorize the City Manager to execute the necessary documents.

G.

Consideration of Change Order No. 1: Flagstaff Recreation Center drainage improvements.

RECOMMENDED ACTION:

Approve Change Order No. 1 to 3D/I under the existing job order contract in the amount of $29,019.10, which includes a 1% fee in the amount of $287.32 to Mohave Educational Services; and authorize the City Manager to execute the necessary documents.

H.

Consideration of Extension of Contract:  Property/casualty insurance renewal.

RECOMMENDED ACTION:

(1)

Approve the insurance brokerage contract extension with Willis of Arizona for the period of June 1, 2008 through June 1, 2009, at the prices and conditions outlined in the staff summary attachment; and

(2)

Approve the insurance renewal proposal from Willis of Arizona and authorize premiums and broker fee for the policy period of June 1, 2008 through May 31, 2009, in an amount not to exceed $842,830.00.

I.

Consideration of Service Agreement:  4th of July professional laser light show.

RECOMMENDED ACTION:

Approve the agreement with Creative Laser Media & Design in an amount not to exceed $25,400.00.

J.

Consideration of Construction Contract:  Benton Avenue utility improvements.

RECOMMENDED ACTION:

Approve the construction contract with LP’s Excavating in an amount not to exceed $303,068.00, which includes a contact allowance of $25,000.00 (8%) for unanticipated or additional items of work.

K.

Consideration of Construction Contract:  Bushmaster Park reclaimed waterline replacement project.

RECOMMENDED ACTION:

Approve the construction contract with Eagle Mountain Construction in the amount of $762,186.00, which includes a contract allowance of $40,000.00 (5%) for unanticipated or additional items of work.

L.

Consideration of Construction Contract:  Phoenix Avenue parking lot project.

RECOMMENDED ACTION:

(1)

Approve the construction contract with LP’s Excavating, Inc., in the amount of $427,072.00, which includes a contract allowance of $22,500.00, and a contract period of 90 calendar days;

(2)

Authorize the City Manager to execute the necessary documents; and

(3)

Authorize change order authority in the amount of $21,350.00 (5%) to cover potential costs associated with unanticipated or additional items of work.

Councilmember White moved to approve the Consent Agenda with the exception of Items 5I and 5L.  The motion was seconded by Councilmember Kelty and passed on unanimous vote.

Returning to Item 5I, Councilmember White moved to approve the recommended action, seconded by Councilmember Kelty.  The motion passed on majority vote with Councilmembers Cooper, Kelty, Swanson and White in favor, and Vice-Mayor Overton opposed.

Returning to Item 5L, Councilmember Kelty moved to approve the recommended action, seconded by Councilmember White.

Trevor Henry, Project Manager, explained that the proposed parking lot will eventually have to be removed when the Rio de Flag flood control project is constructed, however, the bus transfer station which shares the parcel should not be impacted.

Councilmembers expressed concerns that the project’s scope and cost is much more than anticipated for a temporary parking lot.  The proposed inclusion of curbs, gutters, sidewalks, landscaping and irrigation was unexpected.

Councilmembers were in agreement that with or without the above amenities, the parking lot should be secure, well-maintained and clean in order to attract users.

Rick Barrett, City Engineer, noted that staff holds itself to the same standards that are required of any development coming through the development review process, which is why the landscaping and medians, etc. were included.  Staff was concerned that using a crushed asphalt milling surface would be difficult to maintain, and easily damaged by snowplows.  If the lot were to be simply paved and striped, the project would have to be re-bid since the scope of work changed significantly, thereby causing a delay in completion.

It was noted that if the project were re-bid to reduce the scope of work, the delay would be negligible because the construction time would also be reduced.

Council was divided in whether to table the item for two weeks to allow staff to prepare an alternative cost-saving plan, or to reject the construction contract and re-bid the project immediately to save time.

Vice-Mayor Overton moved to table the item, seconded by Councilmember White.  The vote was unanimous in favor.

6.     PUBLIC HEARING ITEMS (Public Hearing Items Will Not be Heard Prior to 6:00 p.m.)

No items were submitted.

7.      REGULAR AGENDA

A.

Consideration of Service Agreement:  Artistic mural services for the Flagstaff Aquaplex.

RECOMMENDED ACTION:

(1)

Approve the agreement with David Grandon in the amount of $29,700.00, including a contract allowance of $2,700.00 (10%), and a contract time of 50 days.

(2)

Authorize the City Manager to execute the necessary documents.

Councilmember White moved to approve the recommended action.  The motion was seconded by Councilmember Kelty and passed on unanimous vote.

B.

Consideration of Ordinance No. 2008-15:  An ordinance establishing Title 2, Chapter 22, of the Flagstaff City Code creating a Flagstaff Community Land Trust Commission.

RECOMMENDED ACTION:

Read Ordinance No. 2008-15 for the final time by title only.

Adopt Ordinance No. 2008-15.

Councilmember Cooper moved to read Ordinance No. 2008-15 for the final time by title only, seconded by Councilmember White.  The motion passed on unanimous vote and title was read as follows:

Ordinance No. 2008-15

An ordinance establishing Title 2, Chapter 22, of the Flagstaff City Code creating a Flagstaff Community Land Trust Commission.

Vice-Mayor Overton moved to adopt.  The motion was seconded by Councilmember Kelty and passed on unanimous vote.

C.

Consideration of Ordinance No. 2008-16:  An ordinance authorizing the City of Flagstaff to enter into a First Amendment to Development Agreement amending the Development Agreement with Nestle Purina Petcare Company to allow inclusion of additional land for facilities expansion and acquisition of land by the City for location of a fire station.

RECOMMENDED ACTION:

Read Ordinance No. 2008-16 for the final time by title only.

Adopt Ordinance No. 2008-16.

Councilmember White moved to read Ordinance No. 2008-16 for the final time by title only, seconded by Councilmember Cooper.  The motion passed on unanimous vote and title was read as follows:

Ordinance No. 2008-16

An ordinance authorizing the City of Flagstaff to enter into a First Amendment to Development Agreement amending the Development Agreement with Nestle Purina Petcare Company to allow inclusion of additional land for facilities expansion and acquisition of land by the City for location of a fire station.

Councilmember White moved to adopt Ordinance No. 2008-16, seconded by Vice-Mayor Overton.  The vote was unanimous in favor.

D.

Consideration of Ordinance No. 2008-17:  An ordinance authorizing the City of Flagstaff to enter into a master ground lease with the Plaza Companies for the development of a science and technology park on approximately nine acres of land on McMillan Mesa.

RECOMMENDED ACTION:

Read Ordinance No. 2008-17 for the final time by title only.

Adopt Ordinance No. 2008-17.

Councilmember White moved to read Ordinance No. 2008-17 for the final time by title only.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.  Title was read as follows:

Ordinance No. 2008-17

An ordinance authorizing the City of Flagstaff to enter into a master ground lease with the Plaza Companies for the development of a science and technology park on approximately nine acres of land on McMillan Mesa.

Councilmember Cooper moved to adopt Ordinance No. 2008-17.  The motion was seconded by Councilmember White and passed on unanimous vote.

8.      COUNCIL DISCUSSION ITEMS

A.

Consideration of League Resolutions.

RECOMMENDED ACTION:

Review, discuss, and consider resolutions to submit to the 2009 League of Arizona Cities and Towns Resolutions Committee.

The City Council did not discuss or take action on the item.

9.      INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF, REQUESTS

FOR FUTURE AGENDA ITEMS

10.    ADJOURNMENT

There being no further business to come before the Council, the Meeting was adjourned at 6:35 p.m.

MAYOR

ATTEST:

CITY CLERK

CERTIFICATION

STATE OF ARIZONA,

Coconino County.

)

)

)

ss.

I, MARGIE BROWN, 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 May 20, 2008.  I further certify that the Meeting was duly called and held and that a quorum was present.

DATED this 4^th day of June, 2008.

CITY CLERK