CITY COUNCIL REGULAR MEETING AGENDA
 
REGULAR COUNCIL MEETING
TUESDAY
OCTOBER 4, 2022		   COUNCIL CHAMBERS
211 WEST ASPEN AVENUE
3:00 P.M.
 

All City Council Meetings are live streamed on the city's website (https://www.flagstaff.az.gov/1461/Streaming-City-Council-Meetings)

***PUBLIC COMMENT***

Verbal public comments may be given through a virtual public comment platform or in-person

If you want to provide a verbal comment during the Council Meeting, use the link below to join the virtual public comment room.

VIRTUAL PUBLIC COMMENT WAITING ROOM
 
Written comments may be submitted to publiccomment@flagstaffaz.gov. All comments submitted via email will be considered written comments and will be documented into the record as such.
 
             
1.
CALL TO ORDER

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).
 
2. ROLL CALL
 
NOTE: One or more Councilmembers may be in attendance through other technological means.
 
MAYOR DEASY
VICE MAYOR SWEET
COUNCILMEMBER ASLAN
COUNCILMEMBER HOUSE
 
COUNCILMEMBER MCCARTHY
COUNCILMEMBER SALAS
COUNCILMEMBER SHIMONI
 
 
3.
PLEDGE OF ALLEGIANCE, MISSION STATEMENT, AND LAND ACKNOWLEDGEMENT
 
MISSION STATEMENT
 
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.

LAND ACKNOWLEDGEMENT
 
The Flagstaff City Council humbly acknowledges the ancestral homelands of this area’s Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.
 
4. PUBLIC PARTICIPATION

Public Participation enables the public to address the Council about an item that is not on the agenda. Comments relating to items that are on the agenda will be taken at the time that the item is discussed. If you wish to address the Council at tonight's meeting, 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. At the discretion of the Chair, ten or more persons present at the meeting and wishing to speak may appoint a representative who may have no more than fifteen minutes to speak. 
 
5.

PROCLAMATIONS AND RECOGNITIONS
 
A. Proclamation: Customer Service Representatives Week
 
B. Proclamation: Domestic Violence Awareness Month
 
6. COUNCIL LIAISON REPORTS
 
7. APPOINTMENTS

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 the City Council may vote to go into executive session, which will not be open to the public, for the purpose of discussing or considering employment, assignment, appointment, promotion, demotion, dismissal, salaries, disciplining or resignation of a public officer, appointee, or employee of any public body...., pursuant to A.R.S. §38-431.03(A)(1).
 
A.   Consideration of Appointments:  Airport Commission.
 
  STAFF RECOMMENDED ACTION:
 
Make two appointments to terms expiring October 2024.
Make two appointments to terms expiring October 2025.
 
8.
CONSENT ITEMS

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 and Approval of Contract:  This agreement is between the City of Flagstaff and the Flagstaff Youth Hockey Association (FYHA). The Agreement outlines the responsibilities for both parties including the rental of ice time at the City of Flagstaff Jay Lively Activity Center.
 
  STAFF RECOMMENDED ACTION:
 
  1. Approve the license agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association with anticipated revenue of approximately $55,000.
  2. Authorize the City Manager to execute all necessary documents.
 
B.   Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with The Public Restroom Company for the Thorpe Park restrooms in the amount of $279,482, plus applicable taxes.
 
  STAFF RECOMMENDED ACTION:
 
  1. Approve the Cooperative Purchase Contract in the amount of $279,482, plus applicable taxes with The Public Restroom Company to purchase and install a turnkey restroom at Thorpe Park through the BuyBoard Cooperative Purchasing Agreement 679-22; and
  2. Authorize the City Manager to execute the necessary documents.
 
C.   Consideration and Approval of Contract: Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, for the Wildcat Hill Water Reclamation Plant Digester Complex Design and Bid Phase Services.
 
  STAFF RECOMMENDED ACTION:
 
  1. Approve the Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, which includes a $155,000 Contract Allowance, with a contract period of 16 months; and
  2. Authorize the City Manager to execute the necessary documents.
 
9. ROUTINE ITEMS
 
A.   Consideration and Adoption of Ordinance No. 2022-25:  An ordinance of the City Council of the City of Flagstaff amending the Flagstaff City Code, Title 11, General Plans and Subdivision, Division 11-10.20: Additional Procedures for Comprehensive Plan Updates, New Elements, and Major Amendments to the General Plan, providing for repeal of conflicting ordinances, severability, and establishing an effective date.
 
  STAFF RECOMMENDED ACTION:
 
1) Read Ordinance No. 2022-25 by title only for the final time
2) City Clerk reads Ordinance No. 2022-25 by title only (if approved above)
3) Adopt Ordinance No. 2022-25
 
B.   Consideration and Adoption of Ordinance No. 2022-26: An ordinance of the Flagstaff City Council authorizing the acquisition of real property for open space and the Flagstaff Urban Trail System purposes; providing for delegation of authority, severability, repeal of conflicting ordinances, authority for clerical corrections, and establishing an effective date
 
  STAFF RECOMMENDED ACTION:
 
1) Read Ordinance No. 2022-26 by title only for the final time
2) City Clerk reads Ordinance No. 2022-26 by title only (if approved above)
3) Adopt Ordinance No. 2022-26
 
C.   Consideration and Approval of Contract:  Construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing and Northern Arizona University.
 
  STAFF RECOMMENDED ACTION:
 
Approve the Cooperative Purchase Contract with Aspen Communications in the amount of $593,593.20, plus applicable taxes, for a construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing, and Northern Arizona University; and authorize the City Manager to execute the necessary documents.
 
D.   Consideration and Approval of PZ-15-00115-23: Adora - Phase 2 at Timber Sky Preliminary Plat: Capstone Homes requests Preliminary Plat approval for Adora - Phase 2 at Timber Sky located at 2760 S Vega Street, a 39 lot single-family subdivision on 7.15 acres in the Medium-Density Residential (MR) Zone. 
 
  STAFF RECOMMENDED ACTION:
 
Approve the Preliminary Plat, in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation (6-0).
 
10. PUBLIC HEARING ITEMS
 
A.   Consideration and Adoption of Resolution No. 2022-48: A resolution of the Flagstaff City Council, amending the Flagstaff Regional Plan 2030 by amending Chapter X and Glossary to address Active Transportation and establishing an effective date
 
  STAFF RECOMMENDED ACTION:
 
  1. Hold Public Hearing
  2. Read Resolution No. 2022-48 by title only
  3. City Clerk reads Resolution No. 2022-48 by title only (if approved above)
  4. Adopt Resolution No. 2022-48
 
11. REGULAR AGENDA
 
A.   Consideration and Adoption of Resolution No. 2022-47:  A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the City of Williams, City of Page, Grand Canyon National Park, Glen Canyon National Park Service and the City of Flagstaff for the Arizona 911 Grant Program.

Consideration and Approval of Grant Agreement: Arizona 911 Grant Agreement between Arizona Department of Administration Office of Grants and Federal Resources and the City of Flagstaff acting as System Administrator for Coconino County.
 
  STAFF RECOMMENDED ACTION:
 
  1. Read Resolution No. 2022-47 by title only
  2. City Clerk reads Resolution No. 2022-47 by title only (if approved above)
  3. Adopt Resolution No. 2022-47
  4. Approve the acceptance of the grant award from the Arizona Department of Administration Office of Grants and Federal Resources in the amount of $544,095.00 for the 911 budget for Coconino County FY2023.
 
12. DISCUSSION ITEMS
 
A.   Discussion regarding Case No. PZ-19-00248: City’s proposed amendment to the Zoning Code to modify the existing Outdoor Lighting Standards (Division 10-50.070).
 
  STAFF RECOMMENDED ACTION:
 
Receive direction from Council regarding any recommended modifications or considerations on the proposed Outdoor Lighting Standards Zoning Code Text Amendment.
 
B.   Water Conservation Strategic Plan Update
 
  STAFF RECOMMENDED ACTION:
 
Discussion only. Council input on future/current programming is welcome.
 
C.   Airport Drainage Plan Improvements - Update
 
  STAFF RECOMMENDED ACTION:
 
This presentation is for informational purposes only.  Staff will provide an update regarding the Airport Drainage Plan Improvements design effort. 
 
13. PUBLIC PARTICIPATION
 
14. INFORMATIONAL ITEMS TO/FROM MAYOR, COUNCIL, AND STAFF, AND FUTURE AGENDA ITEM REQUESTS
 
15. ADJOURNMENT
 
CERTIFICATE OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at Flagstaff City Hall on                      , at                a.m./p.m. in accordance with the statement filed by the City Council with the City Clerk.

Dated this               day of                                       , 2022.


__________________________________________
Stacy Saltzburg, MMC, City Clerk
                                            
 
7.A.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Stacy Fobar, Deputy City Clerk
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration of Appointments:  Airport Commission.
STAFF RECOMMENDED ACTION:
Make two appointments to terms expiring October 2024.
Make two appointments to terms expiring October 2025.
Executive Summary:
The Airport Commission consists of seven citizens, and is responsible for reviewing and reporting to the Council on the development of the Airpark and on matters affecting the operation and efficiency of the airport, using the Airport Master Plan as a guide. There is currently one seat available due to a resignation. It is important to fill vacancies on Boards and Commissions quickly so as to allow the Commission to continue meeting on a regular basis.

There are five applications on file and they are as follows:
  • John Albert (new applicant)
  • Jesse Breckenridge (new applicant)
  • Carol Curtis (current commissioner)
  • Gail Jackson (current commissioner)
  • Thomas Waddell (new applicant)
In an effort to reduce exposure to personal information the applicant roster and applications will be submitted to the City Council separately.

COUNCIL APPOINTMENT ASSIGNMENT: Councilmember Salas, Councilmember Aslan, Councilmember Shimoni, and Councilmember McCarthy
Financial Impact:
These are voluntary positions and there is no budgetary impact to the City of Flagstaff.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
  • Foster community pride & civic engagement by increasing opportunities for public involvement, in line with best practices & legal requirements
  • Enhance community involvement, education & regional partnerships to strengthen the level of public trust
Has There Been Previous Council Decision on This:
None.
Options and Alternatives:
1) Appoint four Commissioners: by appointing a member at this time, the Airport Commission will be at full membership, allowing the group to meet and provide recommendations to the City Council. 

2) Table the action to allow for further discussion or expand the list of candidates.
Community Benefits and Considerations:
The City's boards, commissions, and committees were created to foster public participation and input and to encourage Flagstaff citizens to take an active role in city government.
Community Involvement:
INFORM: Board members and City staff have informed the community of these vacancies  though word of mouth in addition to the vacancies being posted on the City's website.
Attachments: Airport Commission Authority
 
8.A.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Amy Hagin, Assistant Parks and Recreation Director
Co-Submitter: Daniel Carrick
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Approval of Contract:  This agreement is between the City of Flagstaff and the Flagstaff Youth Hockey Association (FYHA). The Agreement outlines the responsibilities for both parties including the rental of ice time at the City of Flagstaff Jay Lively Activity Center.
STAFF RECOMMENDED ACTION:
  1. Approve the license agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association with anticipated revenue of approximately $55,000.
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The agreement between the City of Flagstaff and the Flagstaff Youth Hockey Association outlines the details for renting ice at the Jay Lively Activity Center for games, practices, hockey camps, and clinics.
Financial Impact:
During the last license agreement period of October 1, 2021 to October 1, 2022, the Flagstaff Youth Hockey Association paid the City of Flagstaff $48,495 for use of the Jay Lively Activity Center.  The estimated revenue for this year's agreement is $55,200 and is subject to change based on real time rental and usage of the Activity Center.
Policy Impact:
None
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Provide amenities and activities that support a healthy lifestyle (SP)3.4/ (SP)4.1/ (SP)4.4/ (RP)CC.5/ LU.1-2/ LU.6/ LU.10/ LU.11/ LU.18/ T.3-7/ REC.1/ OS.1**

Carbon Neutrality Plan
N/A

Regional Plan
Goal PF.2.  Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
Yes. Similar license agreements have been approved in previous years when the revenue is projected to exceed $50,000.
Options and Alternatives:
  1. Approve the License Agreement as presented
  2. Direct staff to revise the License Agreement
  3. Not approve the License Agreement
Background/History:
License Agreements are coordinated each year between user groups and Jay Lively Activity Center staff with the approval of the City Attorney's office and the Risk Manager. Most of these agreements are under $50,000 in revenue to the City and do not require Council approval.  Due to the level of revenue anticipated with this agreement ($55,000), the City Attorney's Office recommends City Council approval.
Key Considerations:
Flagstaff Youth Hockey Association (FYHA) is in good standing and continues to pay their invoices in a timely manner.
Expanded Financial Considerations:
The Flagstaff Youth Hockey Association (FYHA) paid the City of Flagstaff a total of $48,495 for license year October 2021 to October 2022. Schedule changes, cancelations and additions of ice time are expected throughout the year and will be addressed in the actual rental fee invoices at that time.
Community Benefits and Considerations:
Approving the contract allows youth and coaches to continue utilizing ice time for games, practices, hockey camps and clinics.
Community Involvement:
The City of Flagstaff Jay Lively Activity Center staff continue to work closely with all user groups to divide usable ice time in a fair and equitable manner.
Attachments: License Agreement
 
8.B.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Amy Hagin, Assistant Parks and Recreation Director
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with The Public Restroom Company for the Thorpe Park restrooms in the amount of $279,482, plus applicable taxes.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract in the amount of $279,482, plus applicable taxes with The Public Restroom Company to purchase and install a turnkey restroom at Thorpe Park through the BuyBoard Cooperative Purchasing Agreement 679-22; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Approval of this Cooperative Purchase Contract with The Public Restroom Company will allow the City to purchase a turnkey (installed) permanent restroom facility at Thorpe Park. The current restrooms near the play structures and tennis courts consist of four (4) portable toilets in the summer and two (2) portable toilets in the winter at an estimated annual cost of $12,340. 

This purchase will provide for a year-round permanent restroom building with three (3) fully accessible units at one of the City's most popular regional parks. Parks staff worked with The Portable Restroom Company to customize standard features to be compliant with goals of the Carbon Neutrality Plan and the Water Conservation Strategic Plan, including LED motion sensor activated lighting, high-velocity hand dryers to eliminate paper towel waste, efficient radiant in-floor heating, dark sky compliant lighting fixtures, and Water Sense plumbing fixtures.The building also includes a utility chase for maintenance. The restroom building exterior features complement the other structures and natural features within the park, including a front porch space.  
Financial Impact:
An amount of $145,186.00 is budgeted within account 001-11-155-0561-5-4433, and the amount of $134,296.00 is budgeted within account 001-11-155-0567-5-4433.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community, Inclusive & Engaged Community and Livable Community

Carbon Neutrality Plan
CNP-1, Reduce greenhouse emissions from City Operations, and CR-1, Community Resilience

Regional Plan
Goal PF.2, Provide sustainable and equitable public facilities, services and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
None.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract in the amount of $279,482.00, plus applicable taxes, with The Public Restroom Company to purchase and install a turnkey restroom at Thorpe Park through the BuyBoard Cooperative Purchasing Agreement 679-22; and
  2. Authorize the City Manager to execute the necessary documents.
Background/History:
In fiscal year (FY) 2018, $300,000 was budgeted within the Recreation portion of the Bed, Board, and Beverage (BBB) Fund for the design, procurement and construction of permanent restrooms for both Buffalo Park and Thorpe Park.  During FY 2020, the Parks Section delivered the restrooms at Buffalo Park utilizing these originally sourced funds. This created a challenge for staff to build a fund balance to deliver restrooms at Thorpe Park. After tackling a few deferred maintenance needs during FY 2021 and 2022, the Section is prepared to deliver permanent restrooms to the regional park.

During FY 2022, staff solicited through a request for information (RFI) process for estimates to deliver a restroom facility with local general contractors. The estimates exceeded the budgeted amount by over $250,000. With the success of the pre-fabricated structure delivered at Buffalo Park, staff moved forward with obtaining a proposal from The Public Restroom Company, as the process is a cost-savings and fiscally responsible.    

Purchasing staff identified a cooperative purchase contract with Buy Board to determine that there is a current and relevant agreement with The Public Restroom Company that would allow the purchase. Upon completing review, Purchasing staff developed the City of Flagstaff corresponding Cooperative Purchase Contract.
Key Considerations:
When considering the cost reduction measures that staff has proposed, the most economical way to provide permanent public restrooms at Thorpe Park is the turnkey structure.  All three (3) restroom units within the building will be fully accessible, producing a more functional restroom facility for the high use regional park.

The turnkey restroom is designed with both sustainable and water conserving considerations, including low flow Water Sense toilets and faucets, high-velocity hand dryers to eliminate the need for paper towels, motion sensor activated LED light fixtures, and radiant in-floor heating that will reduce the overall heating requirements of the structure. The exterior lighting will meet dark skies goals and the structure will include exterior elements that complement those already at Thorpe Park.

Parks staff currently use a private security company to close and lock all public restrooms after the parks close after dark. Parks staff then reopens the restrooms each morning. The new restrooms at Thorpe Park will be added to this service. Additionally, as with large events at other parks with permanent restrooms, special event producers may be asked to provide portable restrooms to alleviate overuse of the permanent facility. Event producers will also be asked to restock the restroom and ensure its general cleanliness at the end of the event.
Expanded Financial Considerations:
None.
Community Benefits and Considerations:
Thorpe Park is a highly utilized regional park and is currently only serviced with portable restrooms.The new permanent restroom structure will provide for year-round restroom usage within the park grounds for the community.
Community Involvement:
None.
Expanded Options and Alternatives:
None.
Attachments: CO-2023-27 Thorpe Park Restrooms
Exhibit A - Proposal -Quote
Floor Plan Drawing
Vicinity Map
Exhibit B - Agency Contract
Exhibit B - Approval Letter
 
8.C.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Mac McNamara, Capital Improvements Project Manager
Co-Submitter: Jeff Bauman
Co-Submitter: Jeff Bauman
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Approval of Contract: Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, for the Wildcat Hill Water Reclamation Plant Digester Complex Design and Bid Phase Services.
STAFF RECOMMENDED ACTION:
  1. Approve the Engineering Professional Services Contract with Carollo Engineers, Inc. in the total amount of $1,890,481, which includes a $155,000 Contract Allowance, with a contract period of 16 months; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
  • The recommended award of the Engineering Professional Services Contract (the Contract) to Carollo Engineers, Inc. (Carollo) will authorize an agreement for the engineering services to develop and deliver the design of the Wildcat Hill Water Reclamation Plant (WHWRP) Digester Complex Design Project (the Project).
  • Carollo was selected through a Qualifications Based selection process.
  • The Design of the Project is anticipated to be completed in the Fall of 2023.
  • Pending approval of a separate construction contract by Council, construction is anticipated to begin in the Spring of 2024 with completion anticipated in the Fall of 2025.
  • The Project is located at WHWRP and consist of the planning and design of one (1) new conventional mesophilic anaerobic digester (CMAD), a new central Digester Control Building, and supporting facilities and appurtenances (for pumping, heating, and mixing) to address the City’s needs for additional solids treatment and stabilization capacity. Provisions for connections to the existing thickening process (thickened sludge pumps) and grease systems will be included. Provisions for PONDUS thermal hydrolysis process (THP) will be evaluated and may be included. The Project will also include select rehabilitation and replacement of assets associated with the existing digestion system at WHWRP.
Financial Impact:
The Project is funded by: Wildcat – New Digester #3 & #4 under Water Services’ Wastewater fund from the FY 2022-2023 authorized budget of $1,750,000 and FY 2023-2024 appropriation of $3,943,894 (Acct #203-08-375-3411-0-4463).
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
The Project is funded by: Wildcat – New Digester #3 & #4 under Water Services’ Wastewater fund from the FY 2022-2023 authorized budget of $1,750,000 and FY 2023-2024 appropriation  of $3,943,894 (Acct #203-08-375-3411-0-4463).
 
Carbon Neutrality Plan
Not applicable
 
Regional Plan
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
  • Policy WR.2.1. Develop and adopt an integrated water master plan that addresses water resources, water production and its distribution, wastewater collection and its treatment, and reclaimed water treatment and its distribution.
  • Policy WR.2.2. Maintain and develop facilities to provide reliable, safe, and cost-effective water, wastewater, and reclaimed water services.
Goal WR.4. Logically enhance and extend the City’s public water, wastewater, and reclaimed water services including their treatment, distribution, and collection systems in both urbanized and newly developed areas of the City to provide an efficient delivery of services.
  • Policy WR.4.2. Maintain, at the City level, a financially stable utility to provide reliable, high quality utility services.
Goal E.1. Increase energy efficiency
  • Policy E.1.4. Promote cost-effective, energy-efficient technologies and design in all new and retrofit buildings for residential, commercial, and industrial projects.
Has There Been Previous Council Decision on This:
The City Council has previously approved the FY 2023 Capital Improvement 5-Year Plan and authorized the FY 2023 budget for this Project. This Project is also the initial phase of the City Council approved 2019 Biosolids Master Plan.
 
Options and Alternatives:
  1. Approve the Engineering Professional Services Contract with Carollo Engineers, Inc.; or
  2. Not approve the Engineering Professional Services Contract and direct staff to re-solicit the services. This is not the recommended option of staff.
Background/History:
Purchasing staff posted a Request for Statement of Qualifications (RSOQ) solicitation for engineering professional services to the City of Flagstaff’s PlanetBids Website on June 13, 2021. On June 30, 2021, the City received six (6) Statements of Qualifications from Engineering Consultant Firms. A six-member Selection Committee consisting of City Staff and one outside Construction Consultant, reviewed and evaluated the statements.  Based upon the numerical scoring of the SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended commencing negotiations for a scope and fee proposal to be provided by Carollo. Final scores of all Firms are as followed:
 
Carollo 897
Brown and Caldwell 873
Black and Veatch 839
Hazen 831
HDR 826
WWE 798
Key Considerations:
The existing WHWRP digestion system lacks both redundancy and adequate capacity to stabilize the CITY’s projected sludge production. Both existing digesters need to be in service to meet minimum hydraulic retention time (HRT) of 15 days for Class B biosolids stabilization, which is required for disposal at the WHWRP dedicated land disposal site (DLD). The result is limited to no operational flexibility with downtime for digester cleaning or proactive O&M efforts.
 
The Project will be delivered through the Design-Bid-Build project delivery method, with the award of a construction contract by Council, projected for Winter of 2024. The Project will also include select rehabilitation and replacement of assets associated with the existing digestion system at WHWRP.
 
This Project will be the initial phase for implementing the recommended biosolids management strategies from the approved Wastewater Biosolids Management Plan (BMP) (Carollo, 2019), including an ultimate digester complex configuration along with provisions for alignment with future mechanical dewatering and solar drying facilities.
Expanded Financial Considerations:
None.
Community Benefits and Considerations:
None.
Community Involvement:
None.
Expanded Options and Alternatives:
None.
Attachments: Professional Service Agreement
Exhibit A - Scope of Work
Exhibit A - Fee Schedule
Vicinity Map-WHWRP Digester Complex
Context Map-WHWRP Digester Complex
 
9.A.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Wesley Welch, Associate Planner
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Adoption of Ordinance No. 2022-25:  An ordinance of the City Council of the City of Flagstaff amending the Flagstaff City Code, Title 11, General Plans and Subdivision, Division 11-10.20: Additional Procedures for Comprehensive Plan Updates, New Elements, and Major Amendments to the General Plan, providing for repeal of conflicting ordinances, severability, and establishing an effective date.
STAFF RECOMMENDED ACTION:
1) Read Ordinance No. 2022-25 by title only for the final time
2) City Clerk reads Ordinance No. 2022-25 by title only (if approved above)
3) Adopt Ordinance No. 2022-25
Executive Summary:
The proposed amendment is to remove a reference to the public participation procedures within Flagstaff City Code Title 10, Zoning Code that conflict with the requirements for public participation procedures within Flagstaff City Code Title 11, General Plans and Subdivision. The amendment also modifies the major plan amendment application process procedures in alignment with House Bill 2482 which requires that plan amendments be presented in a City Council public hearing within 12 months of the submission of the application. This new legislation removes the requirement for all major plan amendments to be presented at a single public hearing during the calendar year.
Financial Impact:
There are no anticipated financial impacts affiliated with the proposed City Code Text Amendment.
Policy Impact:
There are no anticipated policy impacts affiliated with the proposed City Code Text Amendment.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance - Serve the public by providing high quality customer service.

Carbon Neutrality Plan
CR-1: Ensure all mitigation actions improve Flagstaff's ability to adapt to the future. 

Regional Plan
Goal ED.1. Create a healthy environment for business by ensuring transparent, expeditious, and predictable government processes. 
Has There Been Previous Council Decision on This:
There have been no previous Council decisions on this.
Options and Alternatives:
The City Council may adopt, modify, or deny the proposed amendment. 
Background/History:
The proposed amendment includes the following:

Delete Section 11-10.20.010.E

E.    All Comprehensive Plan updates are subject to the public participation procedures established in Section 10-20.30.060, Neighborhood Meeting.

And modify Section 11-10.20.020.B.1.a as follows:

B.    Supplemental Procedures for Major Plan Amendments. In addition to the common procedures provided in Section 11-10.10.020, a major amendment to the General Plan shall be adopted in the following manner:
1.    Application Deadline.
a.    All applications for major plan amendments to the General Plan shall be presented at a City Council public hearing within twelve months of the date of submission of a complete application.  heard by the Council at a single public hearing during the calendar year in which they are filed. In order to provide sufficient time for comprehensive review of an application for a major plan amendment, the Director shall determine the application date each year for major plan amendment requests. The following typical submittal dates apply:
April 1st – Pre-application meeting deadline;
May 1st – Application deadline for completeness review of the application by the Review Authority;
July 1st – Application deadline for submittal of the final application;
October – Planning Commission public hearings commence;
December – Council public hearing.
b.    Incomplete applications or applications submitted after the July 1st deadline established in subsection (B)(1)(a) of this section will not be processed.
Key Considerations:
A City Code Text Amendment shall be evaluated based on the following findings:

A. Finding #1: The proposed amendment is consistent with and conforms to the objectives and policies of the General Plan and any applicable specific plan; 
The proposed amendment supports the objectives and policies of the General Plan by supporting the process and procedures for major plan amendments. 

B. Finding #2: The proposed amendment will not be detrimental to the public interest, health, safety, convenience, or welfare of the City; 
The proposed amendment is to ensure City Code is in alignment with current state law and to correct a conflict between procedures listed in two separate divisions of City Code. 

C. Finding #3: The proposed amendment is internally consistent with other applicable provisions of City Code.
The proposed amendment corrects an internal conflict between Title 10, Zoning Code and Title 11, General Plans and Subdivision and updates City Code with recent Arizona legislative changes.
Attachments: Ord. 2022-25
Application
 
9.B.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Martin Ince, Multi-Modal Planner
Co-Submitter: Robert Wallace, Open Space Specialist
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Adoption of Ordinance No. 2022-26: An ordinance of the Flagstaff City Council authorizing the acquisition of real property for open space and the Flagstaff Urban Trail System purposes; providing for delegation of authority, severability, repeal of conflicting ordinances, authority for clerical corrections, and establishing an effective date
STAFF RECOMMENDED ACTION:
1) Read Ordinance No. 2022-26 by title only for the final time
2) City Clerk reads Ordinance No. 2022-26 by title only (if approved above)
3) Adopt Ordinance No. 2022-26
Executive Summary:
This ordinance will authorize acquisition of easements and parcels using $2 million in remaining funds from the 2004 Neighborhood Open Space and FUTS Land Acquisition bond. These acquisitions will support expansion of the Flagstaff Urban Trails System (FUTS), preservation of natural areas within the community, and connectivity with regional trails and open space. The ordinance also establishes priorities for acquisition.
Financial Impact:
The 2004 bond funds have been allocated and budgeted. The City will use the approximate remainder of $2M to complete the project.
Policy Impact:
  • Contributes to the implementation of the Open Space and Greenways Plan
  • Supports the FUTS Master Plan implementation
  • Supports the Active Transportation Master Plan
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
 Related Priority Based Budget Key Community Priorities and Objectives:
  • High Performance Governance:
    • Encourage public trust through transparency, accessibility & use of the City’s public participation policy.
  • Safe and Healthy Community:
    • Promote physical health through providing recreation opportunities, parks, open space, and multiple transportation options.
  • Inclusive and Engaged Community:
    • Promote environmental justice and the fair distribution of environmental benefits.
  • Sustainable, Innovative Infrastructure:
    • Utilize existing long-range plans that identify the community’s future infrastructure needs and all associated costs.
  • Robust Resilient Economy:
    • Embrace and invest in responsible tourism opportunities to promote economic development.
  • Livable Community:
    • Provide amenities and activities that support a healthy lifestyle.
  • Environmental Stewardship:
    • Promote, protect, and enhance a healthy, sustainable environment and its natural resources.
Related Carbon Neutrality Plan Goals and Strategies:

This funding supports CNP implementation, especially Goal One: Achieve carbon neutrality by 2030; and Goal Two: Prepare Flagstaff's communities, systems, and resources to be more resilient to climate change impacts. The most aligned CNP carbon neutrality plan numbers are DD-3, DD-2, and ES-2. 
  • Carbon Neutrality Plan Strategy 1 DD-3: Encourage Flagstaff residents and visitors to walk, bike, roll and take the bus.
  • Carbon Neutrality Plan Strategy 2 DD-2: Create inclusive networks for walking and biking that are continuous, attractive, safe, comprehensive, and convenient for people of all ages.
  • Carbon Neutrality Plan Strategy 3 ES-2: Proactively engage community members on an ongoing basis.
 Related Regional Plan Items:
  • Goal OS.1. The region has a system of open lands, such as undeveloped natural areas, wildlife corridors and habitat areas, trails, access to public lands, and greenways to support the natural environment that sustains our quality of life, cultural heritage, and ecosystem health.
  • Goal ED.7. Continue to promote and enhance Flagstaff’s unique sense of place as an economic driver.
  • Goal REC.1. Maintain and grow the region’s healthy system of convenient and accessible parks, recreation facilities, and trails.
  • Goal T.5. Increase the availability and use of pedestrian infrastructure, including FUTS, as a critical element of a safe and livable community.
  • Goal T.6. Provide for bicycling as a safe and efficient means of transportation and recreation.
  • Policy OS.1.2. While observing private property rights, preserve natural resources and priority open lands, under the general guidance of the Flagstaff Area Open Space and Greenways Plan and the Natural Environment maps. 
  • Policy OS.1.4. Use open space as opportunities for non-motorized connectivity, to interact with nature, and to enjoy the views and quiet. 
  • Policy LU.13.1. Prioritize connectivity for walking, biking, and driving within and between surrounding neighborhoods.
  • Policy LU.13.9. Use open space and FUTS trails to provide walking and biking links from residential uses to employment, shopping, schools, parks, and neighborwoods.
  • Policy LU.18.5. Plan for and support multi-modal activity centers and corridors with an emphasis on pedestrian and transit friendly design.
  • Policy T.2.3. Provide safety programs and infrastructure to protect the most vulnerable travelers, including the young, elderly, mobility impaired, pedestrians, and bicyclists.
Has There Been Previous Council Decision on This:
In December of 2009, the City Council approved Ordinance 2009-41, an ordinance of the City of Flagstaff Authorizing the acquisition of neighborhood open space and those urban trail easements necessary for the extension of the Flagstaff Urban Trails System. This action initially authorized the acquisition of property for the extension of the Flagstaff Urban Trail System and Open Space acquisition.

On September 13, 2022, the Council reviewed the updated acquisition plan for FUTS and open space during a Council work session.
Options and Alternatives:
  • Option A – Approve and adopt Ordinance No. 2022-26 as submitted authorizing the acquisition of neighborhood open space and those urban trail easements necessary for the extension of the Flagstaff Urban Trails System.
    • Generally, City staff will seek to acquire first-priority property interests by mutual agreement with property owners, but if no agreement is reached, City staff will seek to acquire second- or third-priority property interests.  The City Council may authorize condemnation of property interests if no agreement can be reached.
  • Option B - Approve and adopt Ordinance No. 2022-26, but amend Exhibit 1 to clarify or revise acquisition priorities due to funding limitations or for other reasons.
    • City Council may require complete acquisition of all first-priority property interests, before acquiring second- or third-priority property interests.
    • City Council may re-prioritize any property interest.
  • Option C – Do not read and adopt Ordinance No. 2022-26. This would result in leaving the 2009 Ordinance in place as the direction for property acquisitions for open space and urban trail easements necessary for the extension of the Flagstaff Urban Trails System
Background/History:
The Neighborhood Open Space and FUTS Land Acquisition bond was approved by Flagstaff voters in 2004 as Proposition 302. The bond provides a total of $7.6 million for acquisition of neighborhood open space and FUTS corridors.
 
Since the bond was approved, proceeds have been used to acquire easements and parcels for a number of FUTS trails, including portions of the Arizona Trail, Fourth Street Trail, Karen Cooper Trail, Sheep Crossing Trail, and Switzer Canyon Trail, among others. Bond funds have also been used, in combination with other sources, to acquire several significant open space parcels, including the Picture Canyon Preserve and Observatory Mesa Natural Area.
 
Staff has been working to update the acquisition plan for the remainder of the bond funds, which is slightly more than $2 million. The updated acquisition plan includes:
  • Easements and parcels for FUTS trails that are shown on the FUTS master plan and identified as first-priority segments. The acquisition plan generally covers FUTS trails that are anticipated over the next 20 years.
  • Property rights for other trails and facilities that support the FUTS, regional recreational trails, and open space, such as singletrack connecting trails, trailheads, and forest access points. These facilities are included in the draft Active Transportation Master Plan.
  • Larger open space tracts identified and prioritized by the Open Spaces Commission.
The last category includes six tracts that were identified as open space opportunities, and subsequently reviewed and ranked by the Open Spaces Commission. All of these parcels would help implement the Commission’s strategy for a comprehensive and cohesive open space system. Of the six parcels, Hoffman Tank was ranked as the top priority for acquisition by the Commission. This area has several open space qualities, including connecting the Bow and Arrow and Rio de Flag greenways with the National Forest, allowing FUTS connectivity, providing a buffer for the Arizona National Scenic Trail, and maintaining an important wildlife corridor.
 
Staff has worked with the City’s real estate manager to develop cost estimates for acquisitions on the list solely for planning purposes. The cost estimates are not based upon appraisals, and therefore are not a determination of fair market value or the amount the City will offer for purchase of the listed property interests.  

Council authority is required for acquisition of land, easements, or other property rights. Previously, authority for acquisition with bond proceeds was granted via Ordinance 2009-41: An Ordinance of the Mayor and Council of the City of Flagstaff Authorizing the acquisition of neighborhood open space and those urban trail easements necessary for the extension of the Flagstaff Urban Trails System. The draft ordinance replaces Ordinance No. 2009-41 and authorizes acquisitions per the updated plan.
 
The Flagstaff Urban Trails System is a city-wide network of non-motorized, shared-use pathways that are used by bicyclists, walkers, hikers, runners, and other users for both recreation and transportation. FUTS trails vary from trails that are located along busy streets to traversing canyons, riparian areas, meadows, and forests – all within the urban area of Flagstaff. The system connects neighborhoods, shopping, places of employment, schools, parks, open space, and the surrounding National Forest, and allows users to combine transportation and recreation.
 
The Flagstaff Open Space System is a city-wide dispersed grouping of natural areas preserved by the City for the purpose of ensuring the quality of life will continue for generations to come. Qualities of the open space system include undeveloped or minimally developed lands designated to protect natural resources that serve as a buffer from development, add to Flagstaff’s character and attraction, protect biodiversity, improve environmental quality, protect historic and cultural resources, provide for non-motorized transportation, enhance education, and provide opportunities for recreation. The open space system’s goal is to provide a network of connected natural areas dispersed throughout the city to provide all Flagstaff residents with a 10-minute walking access time.
Key Considerations:
Since voter approval of the 2004 bond fund, City staff have been working to complete the direction provided by Ordinance No. 2009-41 necessary for the extension of the Flagstaff Urban Trails System and Open Space System. Approval of the updated ordinance is sought to update the list of property interests to be acquired and is intended to help complete the project approved by the voters.
Expanded Financial Considerations:
Funding for Open Space and FUTS acquisitions is provided by the Neighborhood Open Space and FUTS Land Acquisition bond. There is approximately $2 million remaining in this bond fund.
Community Benefits and Considerations:
Community Growth
  • An integrated FUTS and open space system will reduce traffic congestion, noise, pollution, infrastructure deterioration, and changes in community character.
  • Reducing transportation emissions is a priority in the CNP.
Community Health
  • People living in walkable neighborhoods get about 35-45 more minutes of moderate-intensity physical activity per week and are substantially less likely to be overweight.
  • Obesity rates have risen dramatically. Being physically active is more than a personal decision; community design and the availability of FUTS and Open Space strongly influence how active people are.
Economic Benefit
  • Access to trails and nature is one of the key reasons people visit our community.
  • Maintaining our communities’ character with FUTS and Open Space dispersed throughout the city will promote Flagstaff as a highly desirable place to live and visit.
Equity
  • Research shows trails and open space have a positive impact on low-income urban communities, by filling gaps in health inequalities.
Resilience
  • Open Space captures precipitation, reduces stormwater management costs, reduces air pollution control costs, act as carbon sinks, and protects habitats that allow for stabilizing biodiversity.
  • Trails and Open Space satisfy resilient framework strategies or green infrastructure, an interconnected network support environmental health and provide a wide array of benefits to people—including trail recreation– and wildlife.
Community Involvement:
Citizens first initiated the concept of open space and an urban trail system and have been involved in various committees throughout the evolution of the trail system and open space acquisition. They provide input in the Open Spaces Commission, Beautification and Public Art Commission, Parks and Recreation Commission, the Bicycle Advisory Committee, and the Pedestrian Advisory Committee.
 
Flagstaff Urban Trails System and Open Space were approved by voters in 2004 identifying these as desirable benefits to citizens city-wide.
Attachments: Ord. 2022-26
Acquisition summary
Acquisition parcel list
Acquisition maps
Prop 302 language
Council staff summary - Ordinance 2009-41
 
9.C.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: CJ Perry, Information Technology Director
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Approval of Contract:  Construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing and Northern Arizona University.
STAFF RECOMMENDED ACTION:
Approve the Cooperative Purchase Contract with Aspen Communications in the amount of $593,593.20, plus applicable taxes, for a construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing, and Northern Arizona University; and authorize the City Manager to execute the necessary documents.
Executive Summary:
This construction project is to build conduit and fiber from City Hall to our existing fiber on Butler. We will also connect the Visitor Center, the Butler Pedestrian Crossing and Northern Arizona University's fiber network. Completing this project will result in City owned fiber from Downtown to the Aquaplex.

Procurement justification Arizona Board of Regents Cooperative Agreement #P19DC001 with an expiration date of October 25, 2022; however, it is anticipated this contract will be renewed for one additional one year term. 
Financial Impact:
One-Time cost of $593,593.20, plus applicable taxes.
This cost will be split between Information Technology, Traffic Engineering, and Visitor's Center.
  • Traffic Engineering
    • Account Number 048-10-119-3055-6-4441
    • $300,000
  • Visitor's Center
    • Account Number 053-07-215-0860-4-4407
    • $80,000
  • Information Technology
    • Account Number 001-01-014-6312-1-4407
    • $212,593.20
This purchase is being done under a Cooperative Contract. Aspen Communications is under State Contract # ADSPO17-169124.
Policy Impact:
None
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Sustainable, Innovative Infrastructure - Utilize existing long range plan(s) that identify the community's future infrastructure needs & all associated costs.
Has There Been Previous Council Decision on This:
Council has approved additional fiber projects, including some with Aspen Communications, at multiple other locations including the new Courthouse, USGS, Butler Traffic Signals, and others.
Options and Alternatives:
  1. Approve construction contract for conduit and fiber from City Hall to Butler/Beaver, connecting the Visitor Center, Butler Pedestrian Crossing and Northern Arizona University.
  2. Do not approve this construction contract and direct staff how to proceed.
Background/History:
Several years ago, we constructed a fiber project to connect the traffic signals down Butler to the Aquaplex. The intent was always to bring the fiber all the way to City Hall however budgetary constraints prevented that. Due to this, this project has been our highest priority project for several years and is needed to complete the first core City fiber route.
Key Considerations:
This key piece of fiber is the backbone for future fiber projects. Whether we continue to build or contract out future builds to an ISP, this piece is a critical component.
Expanded Financial Considerations:
Our intention is to partner with an ISP through a public procurement process for a wholistic long-term build. We could defer this build and wait for that process. Even in that situation, this build would need to occur. If we are unsuccessful in finding a partner, we would likely wait until 2023 for this build to finish.
Community Benefits and Considerations:
This is a backbone project for future fiber builds. Once this piece is complete, we will have basic fiber coverage from downtown to the Aquaplex. This would allow future builds to a significant portion of the City off of this backbone.
Community Involvement:
N/A
Expanded Options and Alternatives:
Our intention is to partner with an ISP through a public procurement process for a wholistic long-term build. We could defer this build and wait for that process. Even in that situation, this build would need to occur. If we are unsuccessful in finding a partner, we would likely wait until 2023 for this build to finish.
Attachments: Cooperative Purchase Contract
Presentation
Agency Contract
Aspen Communication Quote
Agency Contract Exhibit A
Agency Contract Exhibit B
Agency Contract Renewal
 
9.D.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Ben Mejia, Planner
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Approval of PZ-15-00115-23: Adora - Phase 2 at Timber Sky Preliminary Plat: Capstone Homes requests Preliminary Plat approval for Adora - Phase 2 at Timber Sky located at 2760 S Vega Street, a 39 lot single-family subdivision on 7.15 acres in the Medium-Density Residential (MR) Zone. 
STAFF RECOMMENDED ACTION:
Approve the Preliminary Plat, in accordance with the findings presented in this report and the Planning and Zoning Commission recommendation (6-0).
Executive Summary:
The Adora - Phase 2 at Timber Sky subdivision, consisting of 39 single-family lots located on 7.15 acres in the Medium-Density Residential (MR) Zone.
Financial Impact:
No financial impacts are anticipated with the Preliminary Plat.
Policy Impact:
There are no policy impacts anticipated with this Preliminary Plat.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Robust Resilient Economy - Grow and strengthen a more equitable and resilient economy.

Carbon Neutrality Plan
DD-1:  Encourage vibrancy, appropriate density, and attainability in existing neighborhoods, so that more residents live within walking distance of their daily needs.

Regional Plan
Policy LU.5.1. Encourage development patterns within the designated growth boundaries to sustain efficient infrastructure projects and maintenance.
Goal NH.1. Foster and maintain healthy and diverse urban, suburban, and rural neighborhoods in the Flagstaff region.
Policy WR.4.3. Development requiring public utility services will be located within the Urban Growth Boundary.
Has There Been Previous Council Decision on This:
City Council approved a Zoning Map Amendment and an Annexation in support of the proposed subdivision in 2016.
Options and Alternatives:
  1. Approve the Preliminary Plat as recommended by staff and the Planning & Zoning Commission.
  2. Approve the Preliminary Plat with conditions.
  3. Deny the Preliminary Plat based on non-compliance with the Zoning Code, the Subdivision Code, and/or the Engineering Design Standards and Specifications for New Infrastructure.
Background/History:
Timber Sky is a proposed 1,300 (maximum density) residential dwelling unit development. The development proposes a mixture of high, medium, and single-family residential units combined with commercial service and open space on 197.58 acres. The site is situated north and south between West Route 66 (“Route 66”) and Interstate-40 and east and west between Woody Mountain Road and Flagstaff Ranch Road.  The site slopes gently from south to north with most of the onsite drainage flowing toward an existing culvert under Route 66, which eventually discharges into the Clay Avenue Wash Detention Basin located north of Route 66.  There are no designated floodplains on the site.  In 2006, the property partially burned in a fire leaving a 700-foot-wide corridor of deforested land through the middle of the site.  The remainder of the site is forested with Ponderosa Pine.  The site has two pockets of slopes greater than 17% with other basalt rock outcrop features throughout the property.  A large amount of fill placed on site, which has the appearance of a steep slope, will not be protected.  An existing aboveground 69 kV transmission line crosses the site in an east-west direction connecting to an existing APS substation at the southwestern corner of the property.  The line is required to be under grounded with the development of the second phase of Timber Sky.
 
The applicant, Capstone Homes, is seeking Preliminary Plat approval for Adora Phase II at Timber Sky (Block 3B) within the second phase of Timber Sky consisting of 39 single-family residential lots utilizing conventional zoning standards.
Key Considerations:
The property is zoned Medium-Density Residential (MR) Zone, which has a minimum density requirement of 2 units per acre and a maximum of 14 units per acre in the Resource Protection Overlay.  The proposed 39 lots on 7.15 acres have a gross density of 5.45 units per acre and a net density of 7.06 units per acre.  The application conforms with all the requirements of the MR Zone and T4N.2 Zone.
Community Benefits and Considerations:
The community benefits of this project are encapsulated in the PBB Key Community Priorities/Objectives and the Regional Plan Goals and Policies review process.
Community Involvement:
Inform.  The existing zoning of the subject property allows for the proposed subdivision.  No public hearings or public outreach are required by either the Zoning Code or the Subdivision Code as part of the Preliminary Subdivision Plat review process.
Attachments: Staff Report
Application
Preliminary Plat
Presentation
 
 
11.A.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Katie Brandis, Dispatch Supervisor
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE:
Consideration and Adoption of Resolution No. 2022-47:  A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between the City of Williams, City of Page, Grand Canyon National Park, Glen Canyon National Park Service and the City of Flagstaff for the Arizona 911 Grant Program.

Consideration and Approval of Grant Agreement: Arizona 911 Grant Agreement between Arizona Department of Administration Office of Grants and Federal Resources and the City of Flagstaff acting as System Administrator for Coconino County.
STAFF RECOMMENDED ACTION:
  1. Read Resolution No. 2022-47 by title only
  2. City Clerk reads Resolution No. 2022-47 by title only (if approved above)
  3. Adopt Resolution No. 2022-47
  4. Approve the acceptance of the grant award from the Arizona Department of Administration Office of Grants and Federal Resources in the amount of $544,095.00 for the 911 budget for Coconino County FY2023.
Executive Summary:
The Flagstaff Police Department, acting as the 911 System Administrator for Coconino County Primary Service Answering Points (PSAP's), was awarded $544,095.00 in grant funds from the Arizona Department of Administration Office of Grants and Federal Resources State 911 Office. This grant funds all operational costs of the 911 telephone systems for all the PSAPs in Coconino County which includes: Flagstaff Police Department, Williams Police Department, Page Police Department, Grand Canyon National Park Service, and Glen Canyon National Park Service.

One of the grant requirements is for the System Administrator to enter into Intergovernmental Agreements (IGAs) with all the PSAP's they will be paying the 911 system bills for. In Coconino County, this includes Williams Police Department, Page Police Department, Grand Canyon National Park Service, and Glen Canyon National Park Service. The IGAs state that if the Arizona Department of Administration Grants and Federal Resources State 911 Office is unable to pay for the 911 system, each PSAP will be responsible for paying their portion of the 911 system operating costs.
Financial Impact:
The grant award is $544,095.00 which will fund all of Coconino County PSAP's 911 system operational costs 100% and is budgeted in FY2022-23 in the General Fund, under the Police Division in account number 001-04-062-6246-2.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Effective Governance-Regional Plan (2030 -Planning, Public Safety, Goal PF.3
Provide high-quality emergency response and public safety services.
Has There Been Previous Council Decision on This:
Yes. The grant and the intergovernmental agreements were passed by council in 2018, 2019, 2020 and 2021. 
Options and Alternatives:
1.  Approve the acceptance of the IGA's or decline the acceptance of the IGA's. 
2.  Approve the acceptance of the Grant Agreement or decline the acceptance of the agreement.
Background/History:
Flagstaff Police Department has been designated by the Arizona Department of Administration Office of Grants and Federal Resources Office State 911 Office as the System Administrator for all PSAP's in Coconino County. The System Administrator is responsible for submitting 911 system operating bills to the Arizona Department of Administration Office of Grants and Federal Resources Office State 911 Office and submitting call statistics and required reports to the State for all PSAP's within the county. In 2018, the State 911 Office was moved to the Arizona Department of Administration Office of Grants and Federal Resources Office. With this change, the Arizona Department of Administration Office of Grants and Federal Resources created a grant program for the 911 budget. System Administrators had to apply for the funds on behalf of the PSAP's in their county to pay the 911 bills. This allows the PSAP's and the System Administrators to be responsible for their bills and to be reimbursed through the grant award by the state. A requirement of the grant is to have agreements in place with the city that is designated System Administrator and the PSAP's they are responsible for. 
Key Considerations:
911 is known nationwide as the telephone number to call when a person needs emergency assistance. PSAPs field emergency telephone calls for all of Coconino County. Flagstaff Police Department was designated by the State 911 Office to be the System Administrator for the PSAPs within Coconino County. 911 systems in Arizona are funded from a tax on cell phones called the Emergency Telecommunication Service Revolving Fund.

Flagstaff Police Department was designated System Administrator for the PSAP's within Coconino County to include: Williams Police Department, Page Police Department, Grand Canyon National Park and Glen Canyon National Park. The IGA's assure that if the State is unable to pay the 911 System bills, each PSAP will be responsible for their portion of the cost. 
Community Benefits and Considerations:
Having a 911 system allows citizens to dial three numbers to have access to emergency services instead of having to dial seven digits and go through an automated telephone system. This allows for faster responses to emergencies for every citizen. The IGA's and the 911 budget grant will allow the PSAP's in Coconino County to have a consistent emergency response. 
Community Involvement:
To work with the public to ensure that the Coconino County PSAP's have correct address information and provide exceptional emergency services Countywide. 
Expanded Options and Alternatives:
If approved the grant would allow for the acceptance of $544,095.00 in State funds that will provide consistent access to the 911 emergency telephone system and the IGA's would allow the City of Flagstaff, acting as 911 System Administrator to pay the 911 system operating bills on behalf of Coconino County PSAP's and be reimbursed from awards from the State 911 grant.
Attachments: Res. 2022-47
911 Grant Agreement
IGA-Glen Canyon
IGA-Page
IGA-Williams
IGA - Grand Canyon
 
12.A.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Tiffany Antol, Senior Planner
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE
Discussion regarding Case No. PZ-19-00248: City’s proposed amendment to the Zoning Code to modify the existing Outdoor Lighting Standards (Division 10-50.070).
STAFF RECOMMENDED ACTION:
Receive direction from Council regarding any recommended modifications or considerations on the proposed Outdoor Lighting Standards Zoning Code Text Amendment.
EXECUTIVE SUMMARY:
The purpose of the work session is for staff to present an overview of the proposed Zoning Code Amendment and allow interested individuals, residents, and business owners to provide comments.  The work session also allows the City Council to ask questions, seek clarification, have discussions, and offer comments on the proposed amendment. No formal recommendation or action by the City Council is to occur at the work session.  Additional opportunities for discussion, public comment, and action will occur at a future public hearing.
INFORMATION:
The purpose of Division 10-50.70: Outdoor Lighting Standards is to help assure that dark skies remain a resource to be enjoyed by the Flagstaff community and its visitors, minimize light pollution and light trespass across property lines, maintain an environment that the City’s astronomical industry depends upon, reduce energy consumptions, minimize the potential disruption to nocturnal ecosystems, and to allow safe and efficient outdoor lighting. The City was recognized as the world’s first International Dark Sky City on October 24, 2001, for its pioneering development and implementation of lighting codes that balance the need to preserve Flagstaff’s dark sky resource with the need for safe outdoor lighting practices. 

In 2019, a Joint Land Use Study (JLUS) was completed for Coconino County.  The JLUS is a cooperative land use planning effort between local governments and military installations.  Its goal is to ensure the lasting compatibility of military installations and their nearby communities.  There are two U.S. Naval Observatory Sites in the Flagstaff Region which rely on dark sky conditions to conduct their missions. The JLUS contains specific implementation strategies for the City of Flagstaff.  These strategies focus on updating the Zoning Code to remove Lighting Zone 3 as well as modernize measurement of absolute lumens to account for the increasing use of LED lighting.  A working group was formed in late 2019 to begin working on revisions to the Outdoor Lighting Standards as suggested by the JLUS.

The proposed amendment (Attachment 1) includes multiple changes to the Zoning Code.  New provisions are being added, and several existing regulations are being deleted or modified.  The most significant of the modifications include:
  • Removing Lighting Zone 3;
  • Modifying standards to accommodate LED light sources;
  • Adjusting allowed lumens to accommodate LED light sources;
  • Modifying the definition for Narrow Spectrum Amber LED;
The proposed amendment includes:

Purpose (Section 10-50.70.010):
  • The purpose has been updated and shorten to focus on the primary intent of the standards.
Compliance with the Zoning Code and Permit Requirements (Section 10-50.70.020):
  • This section has been completely revised to provide detailed language about permitting requirements.
Applicability (10-50.70.030):
  • The requirements in this section have been streamlined and reorganized with minimal substantive changes.
Establishment of Lighting Zones (10-50.70.040):
  • The primary change is converting three lighting zones to two lighting zones as well as providing written descriptions of the lighting zones instead of relying solely on the Lighting Zone map.
 General Requirements – All Lighting Zones (10-50.70.050)
  • The requirements in this section have been streamlined and reorganized with minimal substantive changes.
  • The Maximum Total Outdoor Light Output Standards has been replaced and updated to include the absolute lumens for LEDs.  The previous table included a footnote with a multiplier to be used for LEDs.  That footnote is removed, and the total lumens are adjusted based on that multiplier since the majority of lights used today are LED.
  • Shielding Standards table is replaced to reflect current table design in the rest of the code and to remove Lighting Zone 3.
  • Remainder of modifications fall under the 1st bullet.
Special Uses (10-50.70.060)
  • Add new provisions for building lights located under canopies, building overhands and roof eaves.  This provides an incentive to reduce the lumens counted towards the further under a building features the lighting fixture is located.  This has always been common practice for gas canopies but is not extended to other buildings. 
Exceptions (10-50-70.080)
  • Minor changes to the airport lighting section – to be specific that this provision does not apply to private helipads or landing strips.
  • Clarifications to holiday lighting.
Residential Exemptions (10-20.60.040)
  • This section clarifies that when a legal nonconforming residence is rebuilt it must still comply with these standards.


Definitions “F” (10-80.20.060):
  • Correction to existing definition
Definitions “L” (10-80.20.120):
  • Revises the definition of Narrow Spectrum Amber LED (NSLED) to have a peak wavelength between 589 and 595.
Definitions “O” (10-80.20.150):
  • Replaces the definition of Total Outdoor Light Output
Attachments: Application
Draft Outdoor Lighting Standards
Narrative and Regional Plan Analysis
Public Participation Plan
Presentation
 
12.B.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Tamara Lawless, Water Conservation Manager
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE
Water Conservation Strategic Plan Update
STAFF RECOMMENDED ACTION:
Discussion only. Council input on future/current programming is welcome.
EXECUTIVE SUMMARY:
Water Conservation staff will provide an update on the Water Conservation Strategic Plan, which was passed by City Council in December of 2020. Updates will include new programs that have been implemented as part of the Council adopted plan, as well as others that are up and coming. 
INFORMATION:
Water Conservation staff have been implementing the Water Conservation Strategic Plan since its adoption in December of 2020. As a recap, the plan was created in order to meet the following goals:
  • Become a national leader in water conservation in all sectors (previous Council goal)
  • Generate quantitative water conservation savings projects for use in Water Resources Master Plan
  • Ensure Water Conservation Program expenditures result in broad community participation and return on investment
Some new programming was delayed during the pandemic and subsequent recession/hiring freezes. However, staffing has remained stable for the last year and many new initiatives are underway. Staff will provide Council with an update on progress made and will preview upcoming new programs.

Based on an analysis of consumption trends from the past two years since plan implementation, we are on track to meet (or exceed) projected water savings. 
Attachments: Water Conservation Strategic Plan 2022 Update Slides
 
12.C.
         
CITY OF FLAGSTAFF
STAFF SUMMARY REPORT
To: The Honorable Mayor and Council
From: Adam Miele, Senior Project Manager
Co-Submitter: Stacey Brechler-Knaggs
Date: 09/27/2022
Meeting Date: 10/04/2022
TITLE
Airport Drainage Plan Improvements - Update
STAFF RECOMMENDED ACTION:
This presentation is for informational purposes only.  Staff will provide an update regarding the Airport Drainage Plan Improvements design effort. 
EXECUTIVE SUMMARY:
The Airport Drainage Plan Improvements is a comprehensive plan to guide stormwater management at the Flagstaff Pulliam Airport for the City of Flagstaff. The drainage plan considers future development and buildout of the airport properties within the Airport Improvement Plan boundary and areas of known or identified flooding concern. The stormwater management improvements are intended to address surface stormwater drainage including collection, conveyance, quantity and quality design objectives, and environmental protections in support of regional stormwater management goals and strategies. The drainage plan includes a drainage design criterion, description of existing site conditions and drainage areas, existing conditions hydrologic and hydraulic modeling, proposed conditions hydrologic and hydraulic modeling, evaluation of proposed drainage improvements, alternatives analysis, and prioritization of recommended alternatives and associated cost estimates.
 
INFORMATION:
The drainage plan considers the following documents as design references:
 
Federal Aviation Administration (FAA) Advisory Circulars (AC)
· FAA AC 150/5320-5D, Airport Drainage Design, August 2013
· FAA AC 150/5200-33C, Hazardous Wildlife Attractants on or Near Airports, February 2020
 
City of Flagstaff
· City of Flagstaff Stormwater Management Design Manual (Flagstaff SMDM), March 2009
· City of Flagstaff Low Impact Development Guidance Manual for Site Design and
Implementation (Flagstaff LID Manual), January 2009
 
Various Counties
· Coconino County Drainage Design Criteria Manual (Coconino DDCM), August 2020
· Drainage Design Manual for Maricopa County (Maricopa DDM), December 2018
· Drainage Design Manual for Yavapai County (Yavapai DDM), July 2015
 
State of Arizona
· Arizona Department of Transportation Highway Drainage Design Manual (ADOT Hydrology), 2014
· Arizona Department of Water Resources Flood Mitigation Section State Standard for Hydrologic Modeling Guidelines (ADWR Hydrology Manual), August 2007
 
Attachments: Presentation