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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

 

October 3, 2006

6:00 p.m.

 

A Meeting of the Flagstaff City Council was held on October 3, 2006 convening at 6:05 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 Donaldson.

 

1.      PLEDGE OF ALLEGIANCE

 

Councilmember Swanson asked those present to stand for the Pledge of Allegiance.

 

2.      INVOCATION

 

Councilmember Swanson led a moment of silence.

 

3.      ROLL CALL

 

On roll call, the following were present:

 

 

Mayor Donaldson

 

Vice-Mayor Overton

Councilmember Cooper

Councilmember Haughey

Councilmember Kelty

Councilmember Swanson

Councilmember White

 

 

Also present were:

 

 

City Manager, Dave Wilcox

City Attorney, Patricia Boomsma

 

4.       MINUTES

 

A.

Consideration of Minutes: Regular Council Meeting of September 19, 2006.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

Vice-Mayor Overton moved to approve the Minutes as submitted, seconded by Councilmember Haughey.  The motion passed on unanimous vote.

 

5.        PUBLIC PARTICIPATION

 

None.

 

6.       CONSENT – GENERAL

 

A.

Consideration of Sole Source Payment:  Bio-tower bearing for the Wildcat Hill Wastewater Treatment Plant.

 

 

RECOMMENDED ACTION:

Approve payment to Enviroquip in the amount of $17,500.00.

 

B.

Consideration of Payment:  Reimbursement for fuel reduction forest treatment work.

 

 

RECOMMENDED ACTION:

Approve the payment to Little America Hotel in the amount of $34,600.00.

 

C.

Consideration of Payment:  USDA Forest Service Master Special Use Permit.

 

 

RECOMMENDED ACTION:

Approve payment to the USDA Forest Service in the amount of $37,433.00.

 

D.

Consideration of Payment:  Annual contribution to the Greater Flagstaff Forests Partnership.

 

 

RECOMMENDED ACTION:

Approve payment to the Greater Flagstaff Forests Partnership in the amount of $20,000.00.

 

E.

Consideration of Expenditure:  Advertising for the Flagstaff Convention and Visitors Bureau.

 

 

RECOMMENDED ACTION:

Approve the expenditure to the AAA Arizona-New Mexico Tourbook in the amount of $18,802.00, plus tax, including a 10% contingency.

 

Councilmember Haughey moved to approve the Consent-General Calendar.  The motion was seconded by Councilmember Swanson and passed on unanimous vote.

 

7.      CONSENT – CONTRACTUAL

 

A.

Consideration of Bids:  Temporary traffic signal at the Butler Avenue/Fourth Street intersection.

 

 

RECOMMENDED ACTION:

(1) Reject the bid received; and (2) rebid the project with a longer project time.

 

B.

Consideration of Service Contract:  Community homebuyer assistance program.

 

 

RECOMMENDED ACTION:

Approve the contract with Housing For Mesa, Inc. in an amount not to exceed $400,000.00 and authorize the City Manager to execute the necessary documents.

C.

Consideration of Consulting Services Contract:  Design services for the Sunnyside Improvements Phase IV project.

 

 

RECOMMENDED ACTION:

Approve the contract with Arizona Engineering Company in the amount of $444,829.00, which includes a $31,035.00 (7.5%) contract allowance, and a 130-day contract time; (2) authorize the City Manager to execute the necessary documents; and (3) authorize change order authority in the amount of $41,379.00 to cover potential costs associated with unanticipated or additional items of work.

 

Councilmember Swanson moved to approve the Consent-Contractual Calendar with the exception of Item 7B.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.

 

Returning to Item 7B, Councilmember White moved to approve the recommended action, seconded by Councilmember Cooper.

 

Councilmember Kelty moved to recess into Executive Session for legal advice regarding the Community Homebuyer Assistance program service contract.  The motion was seconded by Councilmember Swanson and passed on unanimous vote.

 

The Council Meeting reconvened at 6:35 p.m.

 

Erika Mazza, Housing and Neighborhood Planner, discussed the details of a memo from George Rodriguez, Community Housing Manager, entitled “Community Homebuyer Assistance Program Clarification.”

 

The previous evening, Councilmember White requested information on the cost of administering the Community Homebuyer Assistance Program (CHAP) in-house.  Ms. Mazza reported that the full burdened rate for this position would be approximately $77,000 per year.  In addition to administering the CHAP contract, the individual could also administer other programs such as 1) HUD specified homebuyer education curriculum, 2) income verification for all programs, and 3) homebuyer counseling: pre and post purchase.

 

During a discussion of administrative costs typically charged by non-profits for homebuyer assistance, George Rodriguez, Community Housing Manager, stated that fees typically range from 2% to 10% of the transaction.

 

The following individuals spoke in opposition to the staff recommendation:

 

 

Helen Hudgens Ferrell, Executive Director of BOTHANDS

 

David Lembke, 1409 W. Louise Way, local realtor

 

Mark Guard, 3030 W. Wilson Drive, small business owner

 

The following arguments were cited as reasons to reject the staff recommendation:

 

 

·         

BOTHANDS provides thorough education and counseling to its clients, and provides 8:00 a.m. to 5:00 p.m., Monday through Friday, face-to-face, service to the community.

 

·         

The bid from BOTHHANDS does not show the leverage provided by the six to eight volunteers that work on the underwriting committee, including realtors, lenders, appraisers, and title people.

 

·         

Additional unsecured funding has not been needed by BOTHANDS.

 

·         

BOTHANDS already has a program in place in Flagstaff with established partnerships and a volunteer base.

 

·         

If Housing For Mesa is awarded the contract, administrative dollars will be going out of the community.

 

John Smith, President of Housing For Mesa, stated his belief in the competitive bid process, which evaluates performance, cost of the jurisdiction, and the leverage funds brought into the community.  The Request for Proposal (RFP) process is not about keeping services local, it is about providing the best services to families that live and work in Flagstaff.  His company is accountable to its jurisdictions, accountable to any contract awarded, and they have exceeded the RFP requests under budget.  Their comprehensive application is their approach to service delivery; it is indicative of how they run their business.

 

Councilmembers supporting staff’s recommendation to approve the contract with Housing For Mesa did so because:

 

 

·     

Once a company is established in town, their activities are in town, and they become local and contribute to the local community.

 

·     

If a competitive and consistent bid process is valued, Housing For Mesa is the most responsive bidder.

 

·     

Much of BOTHANDS program information came to the Council after the RFP process was closed.

 

·     

The overhead cap and leverage backup provided suggests it is more likely that Housing For Mesa will match the goals as outlined in the RFP.

 

·     

Housing For Mesa will provide as much presence in Flagstaff as is required to get the job done.

 

·     

The Council has a duty to its citizens to make sure public funds are spent well, and Housing For Mesa has shown they can provide the services more efficiently, with lower overhead, and more leveraged funds.

 

·     

Housing For Mesa is willing to address the permanent affordability piece that is currently missing from the program.

 

Councilmembers who opposed staff’s recommendation did so because:

 

 

·     

The matrix used to score the RFP’s should have included points for being local, having staff based in the community, and for having local partners.

 

·     

BOTHANDS is more likely to succeed because they have people in town, which is superior to an 800 number or an internet site, and they have established credibility with lenders, builders, and realtors.

 

·     

BOTHANDS understands the complexity of Flagstaff’s housing market.

 

·     

There would be “more bang for the buck” with BOTHANDS because of the multiplier effect (local companies tend to generate business for other local companies).

 

·     

Because greenhouse gases are a concern to this community, encouraging more driving to commute to Flagstaff is not desirable.

 

·     

In dealing with human beings, the lowest responsive bid isn’t always the best choice.

 

The motion passed on majority roll call vote as follows:

 

 

Mayor Donaldson

Aye

 

Vice-Mayor Overton

Nay

 

Councilmember Cooper

Aye

 

Councilmember Haughey

Nay

 

Councilmember Kelty

Aye

 

Councilmember Swanson

Nay

 

Councilmember White

Aye

 

8.      BOARDS AND COMMISSIONS

 

A.

Consideration of Appointments:  Diversity Awareness Commission.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make one appointment to a partial term expiring February, 2007, and one appointment to a term expiring February, 2009.

 

Vice-Mayor Overton moved to appoint Charlotte Dodgson to a term expiring February of 2009.  The motion was seconded by Councilmember Kelty and passed on unanimous vote.

 

B.

Consideration of Appointments:  Library Board.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make one appointment to a partial term expiring November, 2007, and one appointment to a partial term expiring November, 2008.

 

Councilmember Cooper moved to appoint Joyce Taylor to a partial term expiring November, 2008, and Thomas Drumm to a partial term expiring November, 2007.  The motion was seconded by Councilmember Haughey and passed on unanimous vote.

 

C.

Consideration of Appointments:  Disability Awareness Commission.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make one appointment to a partial term expiring March, 2008.

 

Councilmember White moved to appoint Christopher Lanterman to a partial term expiring March of 2008, seconded by Councilmember Haughey.  The vote was unanimous in favor.

 

D.

Consideration of Appointments:  Airport Commission.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make two appointments to terms expiring October, 2009.

 

Councilmember Haughey moved to appoint Dave McMullen to a term expiring October, 2009.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.

 

Councilmember Haughey moved to appoint Joe Galli to a term expiring October, 2009, seconded by Vice-Mayor Overton.  The motion passed on majority vote with Mayor Donaldson, Vice-Mayor Overton, and Councilmembers Cooper, Haughey, Kelty and White in favor, and Councilmember Swanson opposed.

 

E.

Consideration of Appointments:  Clean and Green Committee.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make two appointments to terms expiring October, 2009.

 

Councilmember White moved to appoint Hope Greer and Jeran Fox to terms expiring October, 2009.  The motion was seconded by Councilmember Haughey and passed on unanimous vote.

 

9.       PUBLIC HEARINGS

 

A.

Consideration of Liquor License Application:  Saul Rodriguez, “Tacos Los Altos”, 3650 E. Route 66, 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.

 

Withdrawn.

 

10.     ORDINANCES AND RESOLUTIONS

 

A.

Consideration of Resolution No. 2006-66:  A resolution abandoning public utility easements in the 3000 block of East Industrial Drive.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2006-66 by title only.

Adopt Resolution No. 2006-66.

 

Vice-Mayor Overton moved to read Resolution No. 2006-66 by title only, seconded by Councilmember Haughey.  The motion passed on unanimous vote and title was read as follows:

 

 

Resolution No. 2006-66

 

 

 

A resolution abandoning public utility easements in the 3000 block of East Industrial Drive.

 

 

Councilmember Cooper moved to adopt Resolution No. 2006-66.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.

 

B.

Consideration of Resolution No. 2006-68:  A resolution abandoning a public utility easement at the northwest corner of Butler Avenue and 4th Street.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2006-68 by title only.

Adopt Resolution No. 2006-68.

 

Vice-Mayor Overton moved to read Resolution No. 2006-68 by title only, seconded by Councilmember Cooper.  The motion passed on unanimous vote and title was read as follows:

 

 

Resolution No. 2006-68

 

 

 

A resolution abandoning a public utility easement at the northwest corner of Butler Avenue and 4th Street.

 

 

Councilmember Haughey moved to adopt Resolution No. 2006-68, seconded by Vice-Mayor Overton.  The vote was unanimous in favor.

 

C.

Consideration of Resolution No. 2006-69:  A resolution abandoning a joint use access easement between Tract 7B and Tract 7C, Pulliam Airport Airpark, Unit 1 Amended.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2006-69 by title only.

Adopt Resolution No. 2006-69.

 

Vice-Mayor Overton moved to read Resolution No. 2006-69 by title only, seconded by Councilmember Swanson.  The motion passed on unanimous vote and title was read as follows:

 

 

Resolution No. 2006-69

 

 

 

A resolution abandoning a joint use access easement between Tract 7B and Tract 7C, Pulliam Airport Airpark, Unit 1 Amended.

 

 

Councilmember Haughey moved to adopt Resolution No. 2006-69.  The motion was seconded by Councilmember Cooper and passed on unanimous vote.

 

11.     OTHER BUSINESS

 

(No items were submitted.)

 

12.    INFORMATIONAL ITEMS TO OR FROM MAYOR, COUNCIL OR CITY MANAGER.

 

None.

 

13.    ADJOURNMENT

 

Vice-Mayor Overton moved to adjourn into Executive Session, seconded by Councilmember White.  The motion passed on unanimous vote.  The Council Meeting was adjourned at 7:33 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 October 3, 2006.  I further certify that the Meeting was duly called and held and that a quorum was present.

 

DATED this 18th day of October, 2006.

 

                                                                         

CITY CLERK