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AGENDA

 

REGULAR COUNCIL MEETING

 

TUESDAY, JUNE 3, 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 May 6, 2008 and May 20, 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 Acceptance of Grant Funds:  Arizona Department of Homeland Security, 2007 Public Safety Interoperable Communications Grant Program.

 

 

RECOMMENDED ACTION:

Authorize the acceptance of a grant award in the amount of $60,000.00 for the northern Arizona 700/800 MHz interoperability communications system enhancements.

 

B.

Consideration of Subsequent Purchase Under Existing Agreement:  Magnegrip vehicle exhaust capture system.

 

 

RECOMMENDED ACTION:

Approve the purchase from DCS Solutions LLC in the amount of $18,000.00, plus applicable tax.

 

C.

Consideration of Purchase under the Mohave Educational Services Cooperative Purchasing Agreement:  Roof replacement at the Library.

 

 

RECOMMENDED ACTION:

Approve the purchase from Mohave Education Services Cooperative in the amount of $196,433.44, plus tax and a 5% contract allowance to Mohave Education Services Cooperative.

 

D.

Consideration of Purchase under the Mohave Educational Services Cooperative Purchasing Agreement and the Arizona State Contract:  Facility maintenance and capital improvement services.

 

 

RECOMMENDED ACTION:

Approve the purchases in the total amount of $348,000.00, plus a contingency of 10%, for a total of $382,800.00.

 

E.

Consideration of Annual Payments:  Computer hard and software maintenance.

 

 

RECOMMENDED ACTION:

Approve payments in the combined amount of $736,100.00, plus applicable sales tax and a 10% contingency to the vendors listed in the staff summary attachment.

 

F.

Consideration of Water, Wastewater, Refuse and Recycling Services, Environmental Fee, and Stormwater Fee Write-Offs:  Fiscal Year ending June 30, 2008.

 

 

RECOMMENDED ACTION:

Approve write-off of the uncollectible delinquent and bankrupt accounts in the amount of $39,454.77.

 

G.

Consideration of Bids:  Global Positioning System for the landfill.

 

 

RECOMMENDED ACTION:

Approve the bid from Allen Instruments and Supplies in the amount of $49,426.93, plus applicable freight and taxes.

 

H.

Consideration of Change Order No. 1:  Sunnyside Improvements Phase IV project.

 

 

RECOMMENDED ACTION:

(1)

Approve Change Order No. 1 with C and E Paving & Grading, LLC in the amount of $1,281.111.28, which includes Additive Alternates #1 and #3, with a contract time extension of 59 calendar days; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

I.

Consideration of Amendment One to Service Agreement:  Community Homebuyer Assistance Program.

 

 

RECOMMENDED ACTION:

Approve Amendment One with BOTHANDS, Inc., in an amount not to exceed $400,000.00, and authorize the City Manager to execute the necessary documents.

 

J.

Consideration of Amendment One to Intergovernmental Agreement:  East Flagstaff Library Branch rental.

 

 

RECOMMENDED ACTION:

Approve Amendment One with Coconino County Community College District to provide for an annual rent based on equitable cost sharing.

 

K.

Consideration of Extension of Agreement:  Animal control services.

 

 

RECOMMENDED ACTION:

Approve the third, one-year extension with Coconino County Humane Association in the amount of $243,648.00.

 

L.

Consideration of Grant Agreement:  Airport runway extension project, Phase IV.

 

 

RECOMMENDED ACTION:

Approve the grant agreement with the U.S. Department of Transportation, Federal Aviation Administration and accept the grant award of $1,581.420.00 for snow removal and sweeper equipment, design of terminal security enhancements, terminal enhancements, and parking lot concept design.

 

M.

Consideration of Intergovernmental Agreement with Coconino County:  Cooperative transportation planning efforts.

 

 

RECOMMENDED ACTION:

Approve the intergovernmental agreement with Coconino County.

 

N.

Consideration of Intergovernmental Agreement with the Northern Arizona Intergovernmental Public Transit Association (NAIPTA):  Cooperative transportation planning efforts.

 

 

RECOMMENDED ACTION:

Approve the intergovernmental agreement with NAIPTA.

 

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

 

A.

Consideration of Liquor License Application:  Randy Nations, “Monsoon on the Rim”, 6 E. Aspen Avenue, Suite 100, 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.

 

B.

Consideration of Liquor License Application:  Clare Abel, “Wal-Mart Supercenter #4252”, to be located between Huntington Drive and Highway 40, Series 09, 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.

 

C.

Consideration of Public Hearing:  Proposed FY 2008-2009 Budget.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

D.

Consideration of Resolution No. 2008-27:  A resolution of the Council of the City of Flagstaff, Arizona adopting the tentative estimates of the amounts required for the public expense for the City of Flagstaff for the Fiscal Year 2008-09; adopting a tentative budget; setting forth the receipts and expenditures; the amount proposed to be raised by direct property taxation; giving notice of the time for hearing taxpayers, for adopting of budget and for fixing the tax levels.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-27 by title only.

Adopt Resolution No. 2008-27.

 

7.      REGULAR AGENDA

 

A.

Consideration of Resolution No. 2008-31:  A resolution of the City Council of the City of Flagstaff, Arizona, in support of the Coconino Community College’s continued funding at their current level.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-31 by title only.

Adopt Resolution No. 2008-31.

 

B.

Consideration of Applicants for Appointments:  Planning and Zoning 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 term expiring December, 2008.

 

C.

Consideration of Applicants for Appointments:  Beautification and Public Art 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 at-large term expiring June, 2011, and one appointment to an arts community term expiring June, 2011.

 

D.

Consideration of an Ordinance:  Relating to the establishment of Residential Permit Parking Districts.

 

 

RECOMMENDED ACTION:

Review the proposed ordinances and provide direction to staff on key policy issues.

 

E.

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.

 

F.

Consideration of Ordinance No. 2008-21:  An ordinance amending Flagstaff City Code, Title 9, Chapter 1, Section 9-01-001-0003, relating to stopping, standing and parking restrictions.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2008-21 for the first time by title only.

 

G.

Consideration of Sole Source Purchase:  BigBelly solar compaction units.

 

 

RECOMMENDED ACTION:

Approve the purchase of ten BigBelly solar trash compactors from Green Machine Distributors LLC at a cost of $4,147.80 per unit, including shipping, for a total amount of $41,478.00.

 

H.

Consideration of Bids:  Solar-powered digital pay stations (Downtown Management Plan area).

 

 

RECOMMENDED ACTION:

Approve the proposal from Digital Payment Technologies for a cost of $8,266.61 per unit.

 

I.

Consideration of Resolution No. 2008-26:  A resolution of the Mayor and City Council of the city of Flagstaff, Arizona, declaring the start of the sixty (60) day Notice of Intent period to assess new development fees.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-26 by title only.

Adopt Resolution No. 2008-26.

 

J.

Consideration of Resolution No. 2008-32:  A resolution of the Mayor and City Council of the City of Flagstaff, Arizona, requiring that all new City buildings shall be constructed using the U.S. Green Building Council sponsored principles of Leadership in Energy and Environmental Design.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-32 by title only.

Adopt Resolution No. 2008-32.

 

K.

Consideration of Bids:  Red Gap Ranch pipeline alignment feasibility study.

 

 

RECOMMENDED ACTION:

Approve the proposal from Jacobs Carter Burgess in the amount of $1,998,514.00.

 

L.

Consideration of Increased Change Order Authority:  The Sawmill Improvement District Project.

 

 

RECOMMENDED ACTION:

Approve an increase in change order authority for the City Manager in the additional amount of $1,900,000.00.

 

M.

Consideration of Service Agreement:  Paper sludge transportation.

 

 

RECOMMENDED ACTION:

Approve the agreement with SCA Tissue North American LLC. at the prices and terms listed in the staff summary.

 

N.

Consideration of Amendment One to Intergovernmental Agreement:  Arizona Rural Policy Institute.

 

 

RECOMMENDED ACTION:

Approve Amendment One with the Arizona Board of Regents to allow the Rural Policy Institute to fund the “University to Business” program in the amount of $70,000.00.

 

O.

Consideration of Resolution No. 2008-29:  A resolution of the Mayor and Council of the City of Flagstaff, Coconino County, Arizona, declaring official and adopting the results of the Mail Ballot General Election held on May 20, 2008.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-29 by title only.

Adopt Resolution No. 2008-29.

 

P.

Consideration of Resolution No. 2008-30:  A resolution of the Flagstaff City Council approving an intergovernmental agreement to accept hazardous wastes from households and small businesses within Coconino County at the City of Flagstaff’s hazardous products center.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-30 by title only.

Adopt Resolution No. 2008-30.

 

Q.

Consideration of Resolution No. 2008-33:  A resolution declaring the highest responsive, responsible proposer and authorizing site control for the development of U.S. Department of Housing and Urban Development Section 202 – Senior Housing on approximately .91 acres of city-owned property located along the 3100 Block of West Street.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2008-33 by title only.

Adopt Resolution No. 2008-33.

 

8.      COUNCIL DISCUSSION ITEMS

 

A.

Consideration of Submission of Resolutions:  2009 League of Cities and Towns resolutions.

 

 

RECOMMENDED ACTION:

Review, discuss, and approve resolutions to submit to the 2009 League Resolutions Committee.

 

B.

Consideration of June Meeting Schedule:  Cancellation of June 16 work session and change in starting time for June 17, 2008 Council meeting.

 

 

RECOMMENDED ACTION:

Cancel the June 16 City Council work session and reschedule the June 17, 2008 Council meeting to begin at 5:00 p.m.

 

9.      INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF,

 

REQUESTS FOR FUTURE AGENDA ITEMS

 

10.    ADJOURNMENT