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AGENDA

 

REGULAR COUNCIL MEETING

 

TUESDAY, APRIL 15, 2008

 

CALL TO ORDER

 

COUNCIL CHAMBERS

211 WEST ASPEN AVENUE

6:00 P.M.

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 legal advice and discussion 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).

 

 

1.      PLEDGE OF ALLEGIANCE, INVOCATION, AND MISSION STATEMENT

 

MISSION STATEMENT

 

 

 

The City of Flagstaff will be a sustainable, safe and vibrant community retaining the character, high quality of life and charm of a small town.  Flagstaff will offer economic opportunities, educational choices, attainable housing, a protected environment and cultural and career opportunities to a diverse population.

 

 

2.      ROLL CALL

 

 

 

MAYOR DONALDSON       

VICE MAYOR OVERTON         

COUNCILMEMBER COOPER         

COUNCILMEMBER HAUGHEY         

 

 

COUNCILMEMBER KELTY        

COUNCILMEMBER SWANSON        

COUNCILMEMBER WHITE        

 

3.      APPROVAL OF MINUTES FROM PREVIOUS MEETINGS

 

A.

Consideration of Minutes: Regular Council Meetings of March 18, 2008 and April 1, 2008.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

4.      PUBLIC PARTICIPATION

 

 

Public Participation enables the public to address the Council about an item that is not on the agenda.  If you wish to address the Council during Public Participation, it is not necessary to fill out a comment card.

 

If you wish to address the Council at tonight's meeting on an item that is on the agenda, 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 Public Participation.  Please limit your remarks to three minutes per item to allow everyone an opportunity to speak.

 

5.      CONSENT AGENDA

 

 

ALL MATTERS UNDER ‘CONSENT AGENDA” ARE CONSIDERED BY THE CITY COUNCIL TO BE ROUTINE AND WILL BE ENACTED BY ONE MOTION APPROVING THE RECOMMENDATIONS LISTED ON THE AGENDA.  UNLESS OTHERWISE INDICATED, EXPENDITURES APPROVED BY COUNCIL ARE BUDGETED ITEMS.

 

A.

Consideration of Purchase under the City of Tempe Contract:  Water truck.

 

 

RECOMMENDED ACTION:

Approve the purchase of a water truck, less a water tank hydraulic system, from Freightliner-Sterling-Western Star in an amount not to exceed $118,253.53, plus applicable taxes and delivery charges.

 

B.

Consideration of Purchase under the Arizona State Contract:  Furniture for the Northern Arizona Science, Technology and Clean Energy Building project.

 

 

RECOMMENDED ACTION:

Approve the purchase of furniture from Goodman’s Interiors in the amount of $108,884.00, plus tax and E. J. Office in the amount of $13,212.00, plus tax.

 

C.

Consideration of Purchase under the Arizona State Contract:  Traffic marking paint.

 

 

RECOMMENDED ACTION:

Approve the purchase from Pervo Paint in the amount of $53,500.00, plus applicable tax and shipping.

 

D.

Consideration of Increase in Work Order Authorization:  Software upgrade for the work order application.

 

 

RECOMMENDED ACTION:

Authorize an additional $24,000.00 expenditure to SunGard HTE to upgrade the work order application.

 

E.

Consideration of Confirming Payment:  Rental of replacement front loader truck.

 

 

RECOMMENDED ACTION:

Approve confirming payment to Big Truck Rental, LLP in the amount of $19,895.14.

 

F.

Consideration of Payment of Claim Expenses and/or Settlement Costs:  Raybould v. City of Flagstaff.

 

 

RECOMMENDED ACTION:

Authorize payment not to exceed a total of $26,000.00 in claims expenses and/or settlement costs.

 

G.

Consideration of Extension of Annual Bid:  Lawn mowing services.

 

 

RECOMMENDED ACTION:

Approve the second bid extension to Mountain Top Trimmers at the prices listed on the staff summary attachment and authorize the addition or deletion of services as necessary.

 

H.

Consideration of Extension of Annual Bid:  ABC material.

 

 

RECOMMENDED ACTION:

Approve the final, one-year extension to Rinker Materials at a cost of $15.50 per ton, plus applicable sales tax and freight for product from the Glory pit and $11.00 per ton, plus applicable sales tax and freight for product from the McCormick pit.

 

I.

Consideration of Extension of Annual Bid:  Herbicide spraying.

 

 

RECOMMENDED ACTION:

Approve the final, one year bid extension to Northern Arizona Property Maintenance Incorporated at the cost per site listed on the staff summary attachment and authorize the addition or deletion of services as necessary.

 

J.

Consideration of Extension of Annual Bid:  Biodiesel fuel.

 

 

RECOMMENDED ACTION:

Approve the final bid extension to Pro Petroleum Incorporated for B100 biodiesel fuel at a cost of $.1269 per gallon under the OPIS price and diesel at $.0299 over OPIS price, plus applicable tax.

 

K.

Consideration of Extension of Annual Bid:  Portable chemical toilets.

 

 

RECOMMENDED ACTION:

Approve the second bid extension to Sandoval Sanitation at the prices and conditions listed on the staff summary attachment.

 

L.

Consideration of Extension of Annual Bid:  Landscaping and snow removal services.

 

 

RECOMMENDED ACTION:

Approve the bid extension to Morning Dew Landscaping, Incorporated in an amount not to exceed $80,000.00 for base landscaping services with snow removal and additional services per the staff summary attachment.

 

M.

Consideration of Bid and Related Lease:  Cardio, fitness, and strength equipment for the Flagstaff Aquaplex project.

 

 

RECOMMENDED ACTION:

(1)

Accept the bid from Star Trac Fitness, Incorporated in the amount of $52,925.00, plus freight and applicable taxes; and

 

 

(2)

Approve the lease with the Bank of Blue Valley under the terms and conditions of the bid documents with Star Trac in an annual amount of $34,980.00 for a term of three years.

 

N.

Consideration of Change Order No. 2:  Installation of 8-inch perforated well casing/well drilling contract.

 

 

RECOMMENDED ACTION:

Approve Change No. 2 with ADT Drilling for Option No. 3 for no additional cost and a contract time extension of 40 calendar days.

 

O.

Consideration of Extension of Annual Contract:  Abandoned vehicle towing services.

 

 

RECOMMENDED ACTION:

Approve the final, one-year contract extension with Northern Arizona Towing at the same prices and conditions as the initial contract.

 

P.

Consideration of Amendment No. 3 to Design/Build Agreement:  Fire station relocation program.

 

 

RECOMMENDED ACTION:

(1)

Approve Amendment No. 3 with FCI Constructors, Inc., for a maximum guaranteed price for Fire Station No. 3 in the amount of $3,192,304.00, which includes a contract allowance in the amount of $60,000.00 and a contract time of 315 calendars days; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

Q.

Consideration of Renewal of Cooperative Fire Rate Agreement:  Forest and wildland fire protection.

 

 

RECOMMENDED ACTION:

Approve renewal of the cooperative fire rate agreement with the Arizona State Forestry Division at the rates listed on the staff summary attachment.

 

R.

Consideration of Construction Contract:  2008 Street maintenance program.

 

 

RECOMMENDED ACTION:

(1)

Approve the construction contact with Sunland Asphalt, Inc., in the amount of $1,151,847.76;

 

 

(2)

Authorize the City Manager to execute the necessary documents; and

 

 

(3)

Authorize change order authority in the amount of $115,184.77 (10%) to cover potential costs associated with unanticipated or additional items of work.

 

S.

Consideration of Construction-Manager-at-Risk Contract:  Pulliam Airport Master Plan Improvements, Airport Terminal Enhancements and Terminal Security Enhancement projects.

 

 

RECOMMENDED ACTION:

(1)

Approve the construction-manager-at-risk contract with Loven Contracting, Inc., in an amount not to exceed $27,245.00, subject to approval by the Federal Aviation Administration;

 

 

(2)

Authorize the City Manager to execute the necessary documents subject to approval of the Federal Aviation Administration; and

 

 

(3)

Authorize change order authority in the amount of $2,724.50 (10%) to cover potential costs associated with unanticipated or additional items of work.

 

T.

Consideration of Mutual Aid Agreement/Intergovernmental Agreement:  Water and wastewater agency response network.

 

 

RECOMMENDED ACTION:

Approve the Mutual Aid Agreement/Intergovernmental among the members of the Arizona Water and Wastewater Agency Response Network.

 

U.

Consideration of Intergovernmental Agreement:  Nutrition education programs in City facilities.

 

 

RECOMMENDED ACTION:

Approve the intergovernmental agreement with Coconino County.

 

V.

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

 

 

RECOMMENDED ACTION:

Approve expenditures in a total amount not to exceed $313,012 at the costs and terms outlined in the staff summary attached.

 

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 Applicants for Appointments:  Open Spaces 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, 2011.

 

B.

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 one appointment to a citizen member term expiring July, 2008.

 

C.

Consideration of Applicants for Appointments:  Industrial Development Authority.  [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 three appointments to terms expiring April, 2014.

 

D.

Consideration of Proposed Fees and Charges:  Flagstaff Aquaplex.

 

 

RECOMMENDED ACTION:

The Parks and Recreation Commission recommends adoption of the FY 2009 fees and charges proposal.

 

E.

Consideration of Street Closure:  2008 Northland Hospice Run/Walk.

 

 

RECOMMENDED ACTION:

Approve the street closure of Birch Avenue between Humphreys Street and Sitgreaves on Saturday, June 28, 2008.

 

F.

Consideration of Assurance of Performance Agreement and Irrevocable Standby Letter of Credit:  McMillan Mesa Village.

 

 

RECOMMENDED ACTION:

Approve the Assurance of Performance Agreement and Irrevocable Standby Letter of Credit.

 

G.

Consideration of PC SUB 2008-001:  A request for preliminary plat approval by Pete Reznick for University Terrace Unit 2, a 20-lot single-family residential subdivision on a 10.55-acre parcel located at 4015 South Holland Road in the R1, Residential Zoning District.

 

 

RECOMMENDED ACTION:

The Planning and Zoning Commission recommends approval of the preliminary plat.

 

H.

Consideration of PC SUB 2008-002:  A request for preliminary plat approval by Trade Winds, LLC, for the West End Condominiums, a 34-unit business condominium subdivision on a 2.53 acre parcel located at 1600 West University Drive in the LI, Light Industrial Zoning District.

 

 

RECOMMENDED ACTION:

The Planning and Zoning Commission recommends approval of the preliminary plat.

 

I.

Consideration of Ordinance No. 2008-12:  An ordinance of the City Council of the City of Flagstaff, Arizona, amending City Code, Title 4, Chapters 1 and 8 for specific text amendments thereto.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-12 for the final time by title only.

Adopt Ordinance No. 2008-12.

 

J.

Consideration of Ordinance No. 2008-13:  An ordinance amending, revising and supplementing Section 9-01-001-0006 of the Flagstaff City Code entitled “Parking Areas Reserved for Physically Disabled.”

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-13 for the final time by title only.

Adopt Ordinance No. 2008-13.

 

K.

Consideration of Ordinance No. 2008-14:  An ordinance authorizing the City of Flagstaff to enter into a Development and Disposition Agreement with Hawkins Companies, L.L.C. for the sale and development of approximately 33 acres of land at Fourth Street and Route 66.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-14 for the first time by title only.

 

L.

Consideration of Resolution No. 2008-22:  A resolution approving guidelines for special events within the City of Flagstaff.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-22 by title only.

Adopt Resolution No. 2008-22.

 

M.

Consideration of Resolution No. 2008-23:  A resolution of the City Council of the City of Flagstaff, Arizona, in support of the Governor’s Capital Economic Stimulus Proposal for Northern Arizona University.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-23 by title only.

Adopt Resolution No. 2008-23.

 

8.      COUNCIL DISCUSSION ITEMS

 

(No items were submitted.)

 

9.      INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF,

 

REQUESTS FOR FUTURE AGENDA ITEMS

 

10.    ADJOURNMENT OF COUNCIL MEETING.

 

RECONVENE INTO FLOODPLAIN BOARD

 

AGENDA

 

FLOODPLAIN BOARD

 

TUESDAY, APRIL 15, 2008

 

CALL TO ORDER

 

 

COUNCIL CHAMBERS

211 WEST ASPEN AVENUE

6:00 P.M.

1.      ROLL CALL

 

 

MAYOR DONALDSON       

VICE MAYOR OVERTON         

COUNCILMEMBER COOPER         

COUNCILMEMBER HAUGHEY         

 

 

COUNCILMEMBER KELTY        

COUNCILMEMBER SWANSON        

COUNCILMEMBER WHITE        

 

2.      APPROVAL OF MINUTES FROM PREVIOUS MEETINGS

 

A.

Consideration of Minutes: Floodplain Board Meeting of January 15, 2008.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

3.      ADJOURNMENT OF FLOODPLAIN BOARD MEETING.