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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

 

August 7, 2007

6:00 p.m.

 

A Meeting of the Flagstaff City Council was held on August 7, 2007 convening at 6:00 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, READING OF THE MISSION STATEMENT, AND INVOCATION

 

Mayor Donaldson 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

 

Vice-Mayor Overton

Councilmember Cooper

Councilmember Haughey

Councilmember Kelty

Councilmember Swanson

Councilmember White

 

 

Also present were:

 

 

Interim City Manager, John Holmes

City Attorney, Patricia Boomsma

 

3.       MINUTES

 

A.

Consideration of Minutes: Regular Council Meeting of May 15, 2007 and June 5, 2007.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

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

 

4.        PUBLIC PARTICIPATION

 

None.

 

5.       CONSENT AGENDA

 

A.

Consideration of Purchase under Arizona State Contract:  Athletic field and turf maintenance equipment.

 

 

RECOMMENDED ACTION:

Authorize the purchase of a Toro field groomer, aerator and seeder from Simpson Norton Corporation in the amount of $32,672.03, plus applicable sales tax.

 

B.

Consideration of Confirming Payment:  Repairs and restoration of fleet lower shop floor.

 

 

RECOMMENDED ACTION:

Approve confirming payment to Certa Pro Painters in the amount of $17,679.21.

 

C.

Consideration of Confirming Change Order:  ADOT/City route transfer study.

 

 

RECOMMENDED ACTION:

Approve Confirming Change Order No. 1 in the amount of $9,800.00 to HDR, Inc.

 

D.

Consideration of Extension of Annual Bid:  Concrete.

 

 

RECOMMENDED ACTION:

Approve the final bid extension to Arrow Redi-Mix at the price of $106.50 per cubic yard, plus applicable tax.

 

E.

Consideration of Extension of Annual Bid:  Lawn mowing services.

 

 

RECOMMENDED ACTION:

Approve the first one-year extension to Mountain Top Trimmers in the amount of $66,351.00, plus additional thatching at $150.00 per 10,000 square feet and mowing at $100.00 per square feet.

 

F.

Consideration of Extension of Annual Bid:  Traffic count services.

 

 

RECOMMENDED ACTION:

Approve the first one-year extension to Traffic Research & Analysis, Inc. in an amount not to exceed $22,000.00.

 

G.

Consideration of Extension of Annual Bid:  Vehicle rental services.

 

 

RECOMMENDED ACTION:

Approve the final one-year extension to Enterprise Rent A Car at the amounts listed in the staff summary attachment.

 

H.

Consideration of Extension of Annual Bid:  Commercial solid waste containers.

 

 

RECOMMENDED ACTION:

Approve the first one-year extension to Steel Form Industries at the unit prices listed in the staff summary attachment.

 

I.

Consideration of Purchase:  Sewer line root control foam.

 

 

RECOMMENDED ACTION:

Approve the purchase from Duke’s Root Control in an amount not to exceed $43,240.00, plus applicable taxes.

 

J.

Consideration of Annual Bid:  Auto body repair services.

 

 

RECOMMENDED ACTION:

Approve the bid from Fender Bender Repair at the hourly rates and cost of parts as listed in the staff summary attachment.

 

K.

Consideration of Extension of Contract:  Animal shelter services.

 

 

RECOMMENDED ACTION:

Approve the fourth one-year contract extension to Coconino County Humane Association in the amount of $217,148.00.

 

L.

Consideration of Grant Agreement:  Runway 3-21 extension and safety area project.

 

 

RECOMMENDED ACTION:

Approve the grant agreement with the Arizona Department of Transportation Aeronautics Division and authorize receipt of grant funds in the amount of $2,000,000.00.

 

M.

Consideration of Construction Contract  under the Mohave Educational Services Cooperative Purchase Agreement: Sixth Avenue detention basin spillway and berm improvements.

 

 

RECOMMENDED ACTION:

(1)

Approve contract through the existing Job Order Contracting in the amount of $138,761.94, which includes the 1% MESC fee and a contract time of 75 calendar days;

 

 

(2)

Authorize the City Manager to execute the necessary documents; and

 

 

(3)

Authorize change order authority in the amount of $13,876.00 (10%) for unanticipated additional costs.

 

N.

Consideration of Grant Agreement:  Frances Short Pond Phase III.

 

 

RECOMMENDED ACTION:

Approve the grant agreement with the Arizona Game and Fish Department and authorize receipt of grant funds in the amount of $29,542.65.

O.

Consideration of Street Closures: Flagstaff 2007 Extreme Fun Extravaganza – Flagstaff Coca Cola Parade of Bands and Beds.

 

 

RECOMMENDED ACTION:

Approve the closure of Aspen Avenue and San Francisco Street on Saturday, September 15, 2007.

 

Councilmember Haughey moved to approve the Consent Agenda with the exception of Item 5O.  The motion was seconded by Councilmember White and passed on unanimous vote.

 

Returning to Item 5O, Councilmember Haughey moved to approve the recommended action, seconded by Vice-Mayor Overton.

 

Some Councilmembers felt that the downtown business community is being negatively impacted by the frequent closure of streets for special events; closures beginning earlier in the morning would be less disruptive; and weekend closures deter out-of-town visitors.

 

Other Councilmembers noted that the downtown merchants benefit from the events being held in the downtown area; and, if the current events policy needs to be revised, only those events occurring after the updates should be held to the new standard.

 

Councilmembers requested that:

 

 

Events be scrutinized to see if they really need street closures.

 

Staff work with promoters to explore other venues for special events.

 

Clear signage be provided to direct vehicles to parking areas.

 

Street closures occur as early in the morning as practical.

 

Staff continually review and update the special events application process with input from the downtown business community.

 

The motion to approve passed on unanimous vote.

 

6.      REGULAR AGENDA

 

A.

Consideration of Removal From Appointed Office:  Beautification and Public Arts 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:

Remove one commissioner.

 

Councilmember Swanson moved to remove Jolene Rohrbacker from her appointment to the Beautification and Public Arts Commission.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.

 

B.

Consideration of Applicants for Appointments:  Beautification and Public Arts 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 one appointment to an arts community term expiring June, 2010; one appointment to an at-large term expiring June, 2008; and one appointment to an at-large term expiring June, 2010.

Councilmember Swanson moved to appoint Shonto Begay to an arts community term expiring June, 2010, Elizabeth Hellstern to an at-large term expiring June, 2010, Paula Stefani to an at-large term expiring June, 2008, and Phyllis Thompson to an at-large term expiring June, 2008.  The motion was seconded by Councilmember White and passed on unanimous vote.

 

C.

Consideration of Applicants for Appointments:  Open Space 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 one appointment to a natural sciences term expiring April, 2010; one appointment to an at-large term expiring April, 2010; and one appointment to a real estate term expiring April, 2010.

 

Councilmember Kelty moved to appoint Hal Stern to a real estate term expiring April, 2010, and to defer other appointments to the next meeting.  The motion was seconded by Councilmember Cooper and passed on unanimous vote.

 

D.

Consideration of Applicants for Appointments:  Board of Adjustment.  [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 one appointment to a term expiring April, 2008; one appointment to a term expiring April, 2009; and one appointment to a term expiring April, 2010.

 

Mayor Donaldson moved to appoint Jerome Naleski to a term expiring April, 2010, seconded by Councilmember White.  The vote was unanimous in favor.

 

E.

Consideration of Ordinance No. 2007-39:  An Ordinance of the City Council of the City of Flagstaff, Arizona, adopting the “2007 Amendments to the personnel policies of the City of Flagstaff” by reference, and declaring an emergency.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2007-39 for the final time by title only.

Adopt Ordinance No. 2007-39.

 

Councilmember White moved to read Ordinance No. 2007-39 for the final time by title only, seconded by Councilmember Cooper.  Title was read as follows:

 

 

Ordinance No. 2007-39

 

 

 

An Ordinance of the City Council of the City of Flagstaff, Arizona, adopting the “2007 Amendments to the personnel policies of the City of Flagstaff” by reference, and declaring an emergency.

 

 

Vice-Mayor White moved to adopt Ordinance No. 2007-39, seconded by Councilmember Kelty.  The motion passed on unanimous vote.

 

F.

Consideration of Appointments and Salary Adjustments:  Presiding magistrate and two City magistrates.

 

 

RECOMMENDED ACTION:

Discuss in Executive Session and, at the Council meeting, make the three appointments and salary adjustments.

 

Councilmember White moved to appoint Judge Charlotte Beyal and Judge Michael Araujo to two-year terms as City magistrates retroactive to August 1, 2007, with a 10% salary adjustment retroactive to July 1, 2007; appoint Judge Chotena to a two-year term as presiding magistrate retroactive to August 1, 2007, with a 10% pay adjustment retroactive to July 1, 2007; and approve an additional 10% salary adjustment for all magistrates next July 1, 2008.  The motion was seconded by Vice-Mayor Overton and passed on unanimous vote.

 

7.      PUBLIC HEARING ITEMS

 

A.

Consideration of Liquor License Application:  Jan Alexander Wynand Ham, “Winestyles”, 2500 S. Woodlands Village Blvd., #27, Series 07, 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.

 

Vice-Mayor Overton moved to open the public hearing, seconded by Councilmember White.  The motion passed on unanimous vote.

 

Jan Alexander Wynand Ham, the applicant, explained that a Series 07 liquor license is being sought in order to allow occasional wine tasting on the premises.

 

Sgt. Walter Miller, Flagstaff Police Department, conducted an investigation on the applicant, noting that the applicant has attended the required Arizona Department of Liquor License and Control training, and could find no reason to oppose the application.

 

There being no public input, Councilmember White moved to close the public hearing, seconded by Councilmember Swanson.  The vote was unanimous in favor.

 

Councilmember Kelty moved to forward the application to the State with a recommendation for approval.  The motion was seconded by Councilmember White and passed on unanimous vote.

8.       COUNCIL DISCUSSION ITEMS

 

A.

Consideration of Council Discussion:  Changing the order of the Council meeting agendas.

 

 

RECOMMENDED ACTION:

Provide direction on next steps, if any.

 

Vice-Mayor Overton moved to place public hearing items between the consent agenda and the regular agenda.  The motion was seconded by Councilmember Swanson and passed on unanimous vote.

 

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 6:40 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 August 7, 2007.  I further certify that the Meeting was duly called and held and that a quorum was present.

 

DATED this 5th day of September, 2007.

 

 

 

 

                                                                          

CITY CLERK