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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

 

July 22, 2008

6:00 p.m.

 

A Meeting of the Flagstaff City Council was held on July 22, 2008, convening at 6:13 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 Mayor Presler.

 

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

 

Mayor Presler 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 Presler

 

Vice Mayor White

Councilmember Brewster

Councilmember Cooper

Councilmember Haughey

Councilmember Overton

Councilmember Swanson

 

 

Also present were:

 

 

City Manager, Kevin Burke

City Attorney, Patricia Boomsma

 

3.       MINUTES

 

A.

Consideration of Minutes: Regular Council Meeting of June 17, 2008.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

The City Council voted unanimously to approve the Minutes as submitted.

 

4.        PUBLIC PARTICIPATION

 

5.       CONSENT AGENDA

 

A.

Consideration of Submission of a Grant Application:  City/County Emergency Operations Center.

 

 

RECOMMENDED ACTION:

Authorize the submission of a grant application from the Arizona Department of Homeland Security in the amount of $1,333,333.00, and acceptance upon award of the grant agreement.

 

The City Council voted unanimously to approve the recommended action.

 

B.

Consideration of Subsequent Purchase Under Prior Bid:  Dump trucks.

 

 

RECOMMENDED ACTION:

Authorize the purchase three Mack 10-wheel dump trucks from Arizona Truck Center, under the same terms of the previous bid, in the amount of $574,266.48, plus applicable tax.

 

The City Council voted unanimously to approve the recommended action.

 

C.

Consideration of Purchase Under Arizona State Contract:  Public safety communications operations recording system.

 

 

RECOMMENDED ACTION:

Authorize use of the Arizona state contract for the purchase of a Verint Audiolog Recording System from Goserco, Inc., in the amount of $69,635.78, plus applicable taxes and freight.

 

The City Council voted unanimously to approve the recommended action.

 

D.

Consideration of Annual Bid:  Custodial services for the Flagstaff Aquaplex.

 

 

RECOMMENDED ACTION:

Approve the proposal from United Services Group, LLC, doing business as Clean Sweep Janitorial of Arizona, in the amount of $58,611.00, plus optional services.

 

The City Council voted unanimously to approve the recommended action.

 

E.

Consideration of Transaction Privilege (Sales) Tax Write-Offs:  Fiscal Year ending June 30, 2008.

 

 

RECOMMENDED ACTION:

Approve write-off of transaction privilege (sales) tax accounts totaling $114,078.88.

 

The City Council voted unanimously to approve the recommended action.

 

F.

Consideration of Miscellaneous Receivable Write-Offs:  Fiscal Year ending June 30, 2008.

 

 

RECOMMENDED ACTION:

Approve write-off of miscellaneous receivable accounts totaling $3,044.91.

 

The City Council voted unanimously to approve the recommended action.

 

G.

Consideration of Payment:  Qwest settlement.

 

 

RECOMMENDED ACTION:

Approve payment of the City’s proportionate share of payback to the Coconino County Treasurer in the amount of $123,885.80.

 

The City Council voted unanimously to approve the recommended action.

 

H.

Consideration of Annual Service Agreement:  Publishing contract.

 

 

RECOMMENDED ACTION:

Approve the agreement with the Arizona Daily Sun at the rates outlined in the staff summary attachment.

 

The City Council voted unanimously to approve the recommended action.

 

I.

Consideration of Extension of Annual Contract:  Radio read water meters.

 

 

RECOMMENDED ACTION:

Approve the third contract extension with Mountain States Pipe and Supply at the prices listed in the staff summary attachment, plus applicable tax.

 

The City Council voted unanimously to approve the recommended action.

 

J.

Consideration of Additional Construction Contract:  2008 Street Maintenance Program.

 

 

RECOMMENDED ACTION:

(1)

Approve the construction contract with C & E Paving & Grading, the lowest responsive and responsible bidder, in the amount of $865,655.00, for the base bid and Alternate #1;

 

 

(2)

Authorize change order authority in the amount of $86,565.50 (10% of the contract amount) for unanticipated additional costs; and

 

 

(3)

Authorize the City Manager to execute the necessary documents.

 

The City Council voted unanimously to approve the recommended action.

 

K.

Consideration of Construction Contract:  U.S. 89 North Streetscape and Flagstaff Urban Trails System improvements project.

 

 

RECOMMENDED ACTION:

(1)

Approve the construction contract with Spire Engineering LLC, in the amount of $914,300.00, for the base bid and Alternate #1, including a contract allowance of $71,260.00 and a contract period of 250 calendar days;

 

 

(2)

Authorize change order authority in the amount of $24,200.00 (approximately 2.5%) for unanticipated additional costs; and

 

 

(3)

Authorize the City Manager to execute the necessary documents.

 

The City Council voted unanimously to approve the recommended action.

 

L.

Consideration of Grant Agreement:  Northern Arizona Street Crimes Task Force (METRO) Unit.

 

 

RECOMMENDED ACTION:

Approve the grant agreement with the Arizona Criminal Justice Commission and authorize receipt of grant funds in the amount of $310,352.00.

 

The City Council voted unanimously to approve the recommended action.

 

M.

Consideration of Intergovernmental Agreement:  Center for High Altitude Training.

 

 

RECOMMENDED ACTION:

Approve the intergovernmental agreement with the Arizona Board of Regents, acting by and for Northern Arizona University, in the amount of $40,000.00.

 

The City Council voted unanimously to approve the recommended action.

 

N.

Consideration of Consulting Service Agreement:  Central Business District Parking Study.

 

 

RECOMMENDED ACTION:

(1)

Approve the consulting service agreement with Rich and Associates, Inc., in an amount not to exceed $83,160.00, including cost of services and reimbursables;

 

 

(2)

Approve change order authority in the amount of $16,840.00; and

 

 

(3)

Authorize the City Manager to execute the  necessary documents.

 

The City Council voted unanimously to approve the recommended action.

 

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

 

A.

Consideration of Liquor License Application:  Thomas Leo Phelan, “Pine Mountain Cafe”, 6200 S. Pulliam Drive, Suite 109, Series 12, New License.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

:

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

The City Council appropriately opened the public hearing and received citizen input.  Following the closing of the public hearing, the Council voted unanimously to send the application to the State with a recommendation for approval.

 

B.

Consideration of Liquor License Application:  John Barrett Barth, “Varsity Gasser”, 1020 S. Milton Road, Series 10, New License.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

:

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

The City Council appropriately opened the public hearing and received citizen input.  Following the closing of the public hearing, the Council voted unanimously to forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and other factors.

 

7.      REGULAR AGENDA

 

A.

Consideration of Applicants for Appointments:  Traffic Commission.  [The City Council may vote to discuss this matter in executive session pursuant to A.R.S. §38-431.03(A)(1).  The names of the applicants may be obtained by contacting the City Clerk.]

 

 

RECOMMENDED ACTION:

Make two appointments to citizen member terms expiring in July, 2011.

 

The City Council appointed Steve Ruble and Kathi Clark to citizen member terms on the Traffic Commission expiring in July, 2011.

 

B.

Consideration of Applicants for Appointments:  Parks and Recreation Commission.  [The City Council may vote to discuss this matter in executive session pursuant to A.R.S. §38-431.03(A)(1).  The names of the applicants may be obtained by contacting the City Clerk.]

 

 

RECOMMENDED ACTION:

Make two appointments to terms expiring in August, 2011.

 

The City Council appointed Harper Johnson and Dorothy Staskey to terms on the Parks and Recreation Commission expiring in August, 2011.

 

C.

Consideration of Ordinance No. 2008-19:  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, 2009, and declaring an emergency.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-19 for the first time by title only.

Read Ordinance No. 2008-19 for the final time by title only.

Adopt Ordinance No. 2008-19.

 

The City Council unanimously approved the reading of Ordinance No. 2008-19 for the first time by title only.  Following the reading of the title, the City Council voted unanimously to read Ordinance No. 2008-19 for the final time by title only.

 

After Ordinance No. 2008-19 was read for the final time by title only, it was unanimously adopted by the City Council.

 

D.

Consideration of Ordinance No. 2008-20:  An ordinance of the Council of the City of Flagstaff, Arizona, approving the form and authorizing the execution and delivery of a loan agreement with the Water Infrastructure Finance Authority of Arizona, and, if necessary, guaranty or similar agreements to provide reserve fund surety bonds or insurance policies necessary in connection therewith; delegating the determination of certain matters relating thereto to the Management Services Director of the City; providing for the transfer of certain moneys and making certain covenants and agreements with respect thereto; authorizing the taking of all other actions necessary to the consummation of the transactions contemplated by such loan agreements, such guaranty or similar agreements and this ordinance and declaring an emergency.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-20 for the first time by title only.

Read Ordinance No. 2008-20 for the final time by title only.

Adopt Ordinance No. 2008-20.

 

The City Council unanimously approved the reading of Ordinance No. 2008-20 for the first time by title only.  Following the reading of the title, the City Council voted unanimously to read Ordinance No. 2008-20 for the final time by title only.

 

After Ordinance No. 2008-20 was read for the final time by title only, it was unanimously adopted by the City Council.

 

E.

Consideration of PC SUB 08-006:  A request for preliminary plat approval by Bill and Leah Cain for the Cameo Villas Subdivision, a single-family residential subdivision containing 26 lots on an approximately 6.02 acre parcel located at 5600 N. Dakota Street in the MH-E, Manufactured Housing Established zoning district.

 

 

RECOMMENDED ACTION:

The Planning and Zoning Commission recommends approving the tentative plat with the conditions outlined in the staff summary attachment.

 

The City Council voted unanimously to approve the recommended action.

 

F.

Consideration of Approval of a Map of Dedication:  Roman Catholic Diocese of Phoenix.

 

 

RECOMMENDED ACTION:

Approve the map of dedication subject to the condition that the tree and slope resources that are removed due to the first phase of construction of Ponderosa Parkway shall be applied to the development of Parcel One as required by the October 17, 2006 Council approval of the tentative plat for the San Francisco De Asis Subdivision.

 

The City Council voted unanimously to approve the recommended action.

 

G.

Consideration of Ordinance No. 2008-23:  An ordinance providing for the organization, conduct, and operation of the several offices and departments of the City, for the creation of additional departments, divisions, offices, and agencies, and for their consolidation, alteration, or abolition, and declaring an emergency.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-23 for the first time by title only.

 

The City Council voted unanimously by roll-call vote to read Ordinance No. 2008-23 for the first time by title only.  Ordinance No. 2008-23 was read by title.

 

8.       COUNCIL DISCUSSION ITEMS

 

A.

Consideration of Citizen Petition:  A petition to halt the request for construction bids for the downtown railroad crossing modifications project.

 

 

RECOMMENDED ACTION:

The City Council may:

 

 

 

(1)

Table action to allow time to gather additional information.

 

 

(2)

Approve all or part of the petitioners’ request.

 

 

(3)

Deny the petitioners’ request.

 

 

(4)

Vote to take no action.

 

The City Council decided to move forward with a meeting between the petitioners, Mayor Presler, two members of the City Council, City Manager Burke, and necessary City staff within three weeks; and to present a reconsideration of Scenario D to the Council at the September 2, 2008 Council Meeting.  The motion passed on majority roll-call vote with Mayor Presler and Councilmembers Evans, Overton and Swanson in favor, and Vice-Mayor White and Councilmembers Brewster and Haughey opposed.

 

(Scenario D, approved by the City Council on May 1, 2007, creates a quiet zone with wayside horns at Steves Blvd. and Fanning Drive for cost savings, a median with bollards as an alternative safety measure at Enterprise Road, and pedestrian barriers at Beaver Street and San Francisco Street.)

 

B.

Consideration to Reschedule Council Meeting:  August 19, 2008 Council Meeting.

 

 

RECOMMENDED ACTION:

(1)

Cancel the Tuesday, August 19, 2008 Council Meeting; and

 

 

(2)

Schedule a Special Council Meeting for August 18, 2008 beginning at 4:00 p.m.

 

The City Council voted unanimously to approve the recommended action.

 

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 10:07 p.m.