HomeMy WebLinkAboutCC - Agendas - City Council - STUDY SESSION - 3/16/201009
PRESCOTT CITY COUNCIL
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STUDY SESSION
AG E N DA
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PRESCOTT CITY COUNCIL
STUDY SESSION
TUESDAY, MARCH 16, 2010
3:00 P.M.
The following Agenda will be considered by the Prescot
pursuant to the Prescott City Charter, Article II, Section
pursuant to Arizona Revised Statutes, Section 38-431.02.
♦ CALL TO ORDER
Council Chambers
201 South Cortez Street
Prescott, Arizona 86303
(928) 777-1100
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City Council at its Study Session
13. Notice of this meeting is given
♦ INTRODUCTIONS
♦ INVOCATION Reverend Julia McKenna, Spiritual Architect
♦ PLEDGE OF ALLEGIANCE Councilwoman Lopas
♦ ROLL CALL:
MAYOR AND CITY COUNCIL:
Mayor Kuykendall
Councilman Blair
Councilman Hanna
Councilman Lamerson
Councilwoman Linn
Councilwoman Lopas
Councilwoman Suttles
♦ SUMMARY OF CURRENT OR RECENT EVENTS
I. PRESENTATION
A. Presentation by Leslie Graser, Water Resource Specialist, re 2009
Annual Water Reports to the Arizona Department of Water Resources.
II. DISCUSSION ITEMS
A. Adoption of Ordinance No. 4721-1018 — An ordinance of the Mayor and
Council of the City of Prescott, Yavapai County, Arizona, superseding
Ordinance No. 4665-0908 during the pending of the Legislative
Moratorium or further Legislative actions; and amending Title II, Chapter
2-1, and Title III, Chapter 3-14 regarding the imposition of water and
sewer development fees; and declaring an emergency.
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Prescott City Council
Study Session — March 16, 2010
Page 2
B. Award bid to Digital Payment Technologies for three (with an option for
four) Kiosks in an amount not to exceed $75,000.00.
C. Consideration of recommendations by the Council subcommittee on
changes to the Board/Commission selection procedure.
D. Consideration of an agreement with Prescott Area Arts and Humanities
Council for an amount up to $30,000.00.
E. Approval of the Minutes of the Prescott City Council Study Session of
March 2, 2010- the Workshop of March 9, 2010; the Regular Voting
Meeting of March 9, 2010; and the Study Session of March 16, 2010.
F. Selection of items for placement on the agenda of the Regular Voting
Meeting of March 23, 2010.
III. ADJOURNMENT
CERTIFICATION OF POSTING OF NOTICE
The undersigned hereby
certifies that a copy of the foregoing notice was duly posted at Prescott City Hall on
/_2 /O at l j �_.m. in accordance with the statement filed by the Prescott City Council with the City
Clerk.
EI abeth A. , MMC, City Clerk
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COUNCIL PRESENTATION MEMO — March 16, 2010
DEPARTMENT: City Manager
AGENDA ITEM: 2009 Annual Water Reports to the Arizona Department of Water
Resources
Approved By: Date:
Regional Programs Director: Craig McConnell
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City Manager: Steve Norwood 9 / ��
Item Summary
Leslie Graser, Water Resource Specialist, will make a brief presentation of the 2009
Annual Reports required to be submitted to the Arizona Department of Water
Resources (ADWR) by March 31, 2010. These include the Annual Withdrawal and Use
Report, Assured Water Supply Provider Supplement, Recovery Well Reports, and
Underground Water Storage Report.
Water users who pump groundwater from non-exempt wells in Active Management
Areas must report withdrawals annually to ADWR. This information enables ADWR to
determine how much and where water is being used.
Users are also required to pay annual fees for groundwater withdrawal and recovery of
long term storage credits. The fees are used to offset the cost of managing these
resources and to fund augmentation projects and conservation efforts. The 2009 fees
payable by the City of Prescott total $11,034.00.
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COUNCIL AGENDA MEMO— 3/16/10 & 3/23/10
DEPARTMENT: City Manager
AGENDA ITEM: Approval of Ordinance No. 4721-1018 superseding Ordinance No.
4665-0908 during the legislative moratorium or further legislative actions regarding the
imposition of water and sewer development fees, and declaring an emergency
Approved By: Date:
Regional Programs Director: Craig McConnell "": 3 r0
Finance Director: Mark Woodfill
City Manager: Steve Norwood
Background
On October 28, 2008, the City Council approved Ordinance No. 4665-0908 which
implemented a new wastewater impact fee, and adjusted the amounts of existing water
system impact and resource development fees. The ordinance was approved with a
delayed effective date of July 11, 2009. However, on August 12, 2009, the Arizona
State Legislature approved House Bill 2008 which placed a retroactive, two-year
moratorium on municipalities implementing new or increasing existing impact fees after
June 29, 2009. This bill was signed into law and became effective November 24, 2009.
}
The City implemented its new impact fee structure on July 11, 2009, as set forth by
Ordinance No. 4665-0908. In late 2009 the League of Arizona Cities and Towns
challenged the moratorium in an initial court action, but was not successful. Rather than
returning to court, the League has been a party to discussions of a possible legislative
amendment to HB 2008 in the current session which would resolve the issue for
Prescott arising from the retroactive effective date. Given the fact that the legislatively-
imposed moratorium is in effect as law, the City Attorney has advised that it must be
observed until either expiration or the amendment being discussed is approved.
Ordinance No. 4721-1018 (see attached), drafted by the City Attorney, will not repeal
No. 4665-0908 or its effective date, but instead make certain adjustments to the
amounts and types of fees being assessed by the City to effect compliance with the
requirements of HB 2008. Key provisions of the new ordinance are as follows:
• Rollback of impact fees to the amounts on June 29, 2009, the last day prior to HB
2008 becoming effective (increases in impact fees are prohibited during the
moratorium except for annual CPI adjustments)
• Reinstatement of previous "sewer buy-in fees" which were replaced in Ordinance
No. 4665-0908 by new sewer "impact fees" (the imposition of new fees is
prohibited during the moratorium) due to suspension of the Ordinance
• Refund of any amounts paid on and after July 11, 2009, exceeding the fee levels
which were in effect on June 29, 2009
• The emergency clause is included to expedite compliance with HB 2008
Agenda Item: Approval of Ordinance No. 4721-1018 superseding Ordinance No.
4665-0908 during the legislative moratorium or further legislative actions regarding the
imposition of water and sewer development fees, and declaring an emergency
A
A table with explanatory comments is also attached indicating the current and rollback
fee amounts. Note that in the case of the 5/8" x 3/4" water meter, the rollback water
resource development fee amount ($4,944.71) will actually be higher than the amount
set by Ordinance No. 4665-0908 ($4,594.00). The fee for this size of meter was
adjusted down during the during the impact fee setting process on the basis of relative
capacities indicated by American Water Works Association standards. Raising the fees
for the larger meters enabled a redistribution and reduction of that for the 5/8" x 3/4"
size.
Ordinance No. 4665-0908 made certain other changes to the City Code not in conflict
with the provisions of HB 2008. New Ordinance No. 4721-1018 preserves the
effectiveness of these other changes.
Budget
As of March 3, 2010, twenty-three (23) permits were issued and charged the impact
fees implemented by Ordinance No. 4665-0908. The fees for each of these permits
have been recalculated per the prior schedule, and as mentioned above the permittee
will be refunded the difference. The total amount of fees to be refunded upon the
suspension of said ordinance, as of March 3, 2010, is $70,651.92.
During this same time period, 61 commercial and 189 residential remodeling permits
were issued. Many of these permits involved some type of plumbing fixture additions
which would have required the applicants to pay additional sewer buy-in fees if the
current (impact fee) ordinance had not been in effect. However, for those projects which
did not require replacement of an existing water meter with a larger one, no additional
sewer impact fees were collected. As a matter of good faith and reliance upon the fee
structure in effect and applied at the time of permit issuance, staff is not recommending
that any action be taken to collect such additional buy-in fees retroactively.
Since the two-year impact fees moratorium will be in effect through June 29, 2011, the
issuance of each City building permit during this period which creates new demand on
the water and/or wastewater systems of the City can be viewed as having a financial
impact. Generally speaking, the City will be prevented from recovering the full cost of
serving the new demand. This may in turn necessitate changes to the water and
wastewater capital improvement programs which will be addressed during the FY 11
budget cycle presently underway.
Attachments - Ordinance No. 4721-1018
- Table of current and rollback fees
Recommended Action: Move to adopt Ordinance No. 4721-1018 with the emergency
clause.
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ORDINANCE NO. 4721-1018
AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE CITY OF PRESCOTT,
YAVAPAI COUNTY, ARIZONA, SUPERSEDING ORDINANCE NO. 4665-0908
DURING THE PENDING OF THE LEGISLATIVE MORATORIUM OR FURTHER
LEGISLATIVE ACTIONS; AND AMENDING TITLE II, CHAPTER 2-1, AND TITLE III,
CHAPTER 3-14 REGARDING THE IMPOSITION OF WATER AND SEWER
DEVELOPMENT FEES; AND DECLARING AN EMERGENCY
RECITALS:
WHEREAS, on October 28, 2008, the Mayor and Council of the City of Prescott
approved Ordinance No. 4665-0908 regarding the imposition of water and sewer
development fees in accordance with ARS 9-463.05; and
WHEREAS, Ordinance No. 4665-0908 provided for a delayed effective date of
July 11, 2009; and
WHEREAS, the City of Prescott implemented the water and sewer development
fees as set forth by Ordinance No. 4665-0908 on July 11, 2009; and
WHEREAS, the Arizona State Legislature enacted HB 2008 on August 12, 2009,
which imposed a moratorium on municipalities implementing new or increasing existing
development fees after June 29, 2009; and whereas numerous legislative proposals
have been made to amend such legislation and are pending; and
WHEREAS, the Governor of the State of Arizona signed HB2008 into law with an
effective date of November 24, 2009; and
WHEREAS, legislative proposals have been made and are ongoing regarding
potential modifications to such law; and
WHEREAS, in order to effect compliance with the provisions of HB 2008 while at
the same time recognizing the approval of an ordinance by Prescott which was in effect
and had an effective date prior to the legislative action applying the moratorium
retroactively, in order to ensure compliance with the current laws and also to preserve
Prescott's ordinance and its effective date it is necessary for the City of Prescott to take
} certain actions suspending the effect of Ordinance No. 4665-0908, passed on October
28th 2008 and which was to become effective on July 11, 2009 regarding the imposition
of water and sewer development fees, pending the moratorium or other legislative
action amending the impact fees legislation; and
WHEREAS, the suspension of this ordinance and the fees collectable under the
ordinance shall in no way effect a repeal of said Ordinance No. 4665-0908 or its
effective date and is intended to solely suspend the impact fees in the ordinance and
ORDINANCE NO. 4721-1018 PAGE 2
apply the prior effective ordinance only for as long as the moratorium shall be in
effective and/or until pending legislation is adopted allowing the cessation of the impact
fee suspension and allowing the fees to become effective.
ENACTMENTS:
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
PRESCOTT AS FOLLOWS:
SECTION 1.THAT Ordinance No. 4665-0908 is hereby suspended, and the
previous ordinances regarding fees which were in effect at the time of adoption shall
remain in effect due to the suspension of Ordinance No. 4665-0908 and fees are rolled
back to the fees effective on June 29, 2009, as necessitated by current state law and
such fees shall be applicable until such time as the council shall determine that the
suspension of Ordinance No. 4665-0908 is no longer required by state law.
SECTION 2. THAT Section 2-1-22 of the Prescott City Code, entitled
"Departments; Public Works Department; Utilities Division; Sewer Buy In Fees," is
hereby amended as follows:
2-1-22: UTILITIES DIVISION; SEWER BUY IN FEES:
There shall be a mandatory charge for connections being served by any of the city's
wastewater treatment plant systems that are owned, operated and maintained by the
city. This charge shall be the equivalent of the customer's share of the costs to the city
for the wastewater treatment plant systems, lift stations, and certain interceptor lines.
(A) Residential: The charge shall be fifty-six dollars ($56.00) per fixture unit for a
residential connection to the sewer system. Single-family residences, mobile
homes, condominiums, apartments, and hotel/motels shall be classified as
residential.
1. Number: The following shall be the number of fixture units per plumbing
fixture:
Number of Fixture
Fixture Units—Residential Use
Bar Sink 1
Bathtub (with or without shower) 2
Floor drains 2
Laundry tub or clothes washer (each pair of faucets) 2
Lavatory 1
Shower (each head) 2
Sink or dishwasher 2
Water Closet 3
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ORDINANCE NO. 4721-1018 PAGE 3
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2. Permit Fee: A fee of five dollars ($5.00) per residential permit shall be
charged in addition to the fees charged in subsection (A)1 of this section.
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(B) Commercial: The charge shall be fifty-six dollars ($56.00) per fixture unit for a
il commercial connection to the sewer system. "Commercial connection" is
hereby defined as any connection other than residential. (Ord. 3288, eff. 2-20-
1995; amd. Ord. 4317, 5-27-2003, eff. 7-1-2003).
1. Commercial Number: the following shall be the number of fixture units per
plumbing fixture:
4,
Number of Fixture
Fixture Units—Commercial Use
Bar Sink 2
I1,1
Bathtub (with or without shower) 4
Dental unit or cuspidor 1
Drinking fountain (each head) 1
Laundry tub or clothes washer (each pair of faucets) 4
11 Lavatory 2
I Lavatory (dental) 1
1 Shower (each head) 4
4
x Sink (flushing rim, clinic) 10
Sink (washup, circular spray) 4
Sink (washup, each set of faucets) 2
Sink or dishwasher 4
1 Urinal (flush tank) 3
Urinal (pedestal or similar type) 10
Urinal (stall) 5
Urinal (wall) 5
Water closet (flush tank) 5
I Water closet (flushometer valve) 10
i 2 inch floor drains 4
3 inch floor drains 4
4 inch floor drains 4
All other traps of fixtures based upon trap size
2. Permit fee: A fee of five dollars ($5.00) per commercial permit shall be
charged in addition to the fees charged in subsection (B)1 of this section.
(C) Addition or Remodeling: Fees for connection made to the sewer system
under any of the above classifications contained in subsection (A) or (B) of
this section where connection is for the purpose of addition or remodeling,
shall be in accordance with the sewer buy in fees stated in subsection (A) or
(B) of this section, except that charges shall be made only for the number of
fixture units in the addition or remodeling construction.
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ORDINANCE NO. 4721-1018 PAGE 4
(D) Charges Due and Payable: Charges and/or fees imposed under this section
shall be due and payable when construction permits for units are issued (Ord.
2164, 4-10-1990; amd. Ord. 4317, 5-27-2003, eff. 7-1-2003).
(E) Connection to City Main Line Sewer: For each sewer tap connection to a city
main line sewer, there shall be a connection charge in the amount of two
hundred dollars ($200.00) to cover the labor and material costs incurred by
the city for making the actual main line sewer tap connection. (Ord. 4174,11-
27-2001, eff. 3-1-2002; amd. Ord. 4317, 5-27-2003, eff. 7-1-2003).
(F) Change of Use: In the event of a change of use of a structure from residential
to commercial purposes, there shall be paid to the city additional connection
fees required in subsection (B) of this section, with a credit to be given for any
connection fees which would have been assessed for that structure pursuant
to subsection (A) of this section.
(G) Fees Nontransferable: All fees paid pursuant to this section shall apply to the
real property upon which the structure containing the fixture units is located.
Connection fees are not transferable between properties. Structures moved
from one location to another location must pay new connection fees for the
new location, with a credit to be given for any connection fees previously paid
for that location.
(H) Connection Fees Waived: The city manager is hereby authorized to waive the
provisions of subsection (G) of this section regarding transfer of connection
fees between properties in the event that the city manager determines that
fi compliance with subsection (G) of this section would result in gross inequity in
a particular situation. (Ord. 3670, eff. 11-27-1997; amd. Ord. 4317, 5-27-
2003, eff. 7-1-2003).
SECTION 3. THAT Section 3-14-8 of the Prescott City Code, entitled "Building
Regulations; Development Fees; Imposition of Fees," is hereby amended by adding a
new subsection (C) to read as follows:
(C) THE DEVELOPMENT FEES IN THIS CHAPTER WILL AUTOMATICALLY
ADJUST FOR INFLATION USING THE ENGINEERING NEWS RECORD — 20
CITY CONSTRUCTION COST INDEX (ENR-CCI) ON THE FIRST DAY OF
EACH FISCAL YEAR. THE CITY SHALL PROVIDE PUBLIC NOTICE OF THE
ANNUAL ADJUSTMENTS AT LEAST THIRTY DAYS IN ADVANCE OF THEIR
EFFECTIVE DATE, PURSUANT TO 9-463.05(F), AS AMENDED.
SECTION 4. THAT Section 3-14-13 of the Prescott City Code, entitled "Building
Regulations; Development Fees; Development Fees for Water Resources," is hereby
amended as follows:
ORDINANCE NO. 4721-1018 PAGE 5
3-14-13: DEVELOPMENT FEES FOR WATER RESOURCES:
(A) All new construction TO BE CONNECTED TO THE CITY'S WATER SYSTEM,
within OR OUTSIDE the City limits, shall be assessed the following development
fee for water resources:
Meter
Size
(inches)
5/8 X 3/4 $ 4,944.71
1 $11,185 8,257.73
1 1/2 $22,970 16,465.84
2 $ 2 26,355.26
(B) In the event that a one inch meter is required solely as a result of a house
RESIDENTIAL UNIT beingequipped with an automatic fire sprinkler system,
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then and it t"wt event the development fee to be assessed pursuant to this
section shall be based on a 5/8" X 3/" meter size; provided, however, that this
subsection shall not apply to residences 5,000 square feet or more in size.
(C) In the event that an upsizing of meter size is required as a result of remodeling,
renovation or expansion of a structure, the development fee to be assessed
pursuant to this section shall be the difference between the development fee for
the upsized meter versus the development fee for the existing meter.
(D) For water meters and/or service lines greater than two inches (2"), and for meters
utilized for irrigation only, the development fees to be assessed pursuant to this
section shall be determined by the Public Works Director on the basis of
projected water use stated in gallons per day, using the following formula:
Development fee = fee for (5/8" X 3/4") meter x (applicant's projected gallons per
day [GPD] water use/residential equivalent unit water use of 235 GPD).
(E) The development fees to be assessed pursuant to this section shall be offset by
any fees paid by an applicant pursuant to PCC Section 2-1-12-(I).
(F) Fees collected pursuant to this section may only be used for the acquisition,
operations and maintenance of additional water resources, as may be authorized
pursuant to Arizona Revised Statutes section 9-463.05.
(G) The fees provided for in this section shall be increased by five percent (5%) on
May 1, 2007, and shall be increased five percent (5%) pc, =nu,m cach May 1
thereafter.
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ORDINANCE NO. 4721-1018 PAGE 6
SECTION 5. THAT Section 3-14-14 of the Prescott City Code, entitled "Building
Regulations; Development Fees; Development Fees for Water System Impacts," is hereby
amended as follows:
3-14-14: DEVELOPMENT FEES FOR WATER SYSTEM IMPACTS:
(A) All new construction TO BE CONNECTED TO THE CITY'S WATER SYSTEM,
within OR OUTSIDE the City limits, shall be assessed the following development
fee for water system impacts:
Meter
Size
(inches)
i 5/8 x 3/4 $67249 5,389.02
1 $15,522 8,999.71
1 1/2 $31,014 17,945.39
2 $'19,671 28,723.43
(B) In the event that a one inch meter is required solely as a result of a house
RESIDENTIAL UNIT being equipped with an automatic fire sprinkler system,
then and in that event the development fee to be assessed pursuant to this
section shall be based on a 5/8" X 3/" meter size; provided, however, that this
subsection shall not apply to residences 5,000 square feet or more in size.
(C) In the event that an upsizing of meter size is required as a result of remodeling,
renovation or expansion of a structure, the development fee to be assessed
pursuant to this section shall be the difference between the development fee for
the upsized meter versus the development fee for the existing meter according to
the fee schedule in effect at the time of the application for the upside UPSIZED
meter.
(D) For water meters and/or service lines greater than two inches (2"), and for meters
} utilized for irrigation only, the development fees to be assessed pursuant to this
section shall be determined by the Public Works Director on the basis of
projected water use stated in gallons per day, using the following formula:
Development fee = (fee for 5/8" X 3 ") meter x (applicant's projected gallons per
day [GPD] water use/residential equivalent unit water use of 235 GPD).
(E) The development fees to be assessed pursuant to this section shall be offset by
any fees paid by an applicant pursuant to PCC Section 2-1-12-(I).
(F) Fees collected pursuant to this section may only be used for
upgrades PURPOSES RELATED to the City's water production, treatment,
ORDINANCE NO
. 4721-1018 PAGE 7
transmission and distribution system as may be authorized pursuant to Arizona
Revised Statutes section 9-463.05, AS AMENDED.
(- ) The fees provided fcr ;r, .,",;c section shall be increased by five percent (5%) on
May 1, 2007, and shall be increased five percent (5%) per annum oach May 1
thereafter.
SECTION 6. THAT Section 3-14-15 of the Prescott City Code, entitled "Building
Regulations; Development Fees; Development Fees for Wastewater System Impacts," is
hereby deleted in its entirety and reserved for future use.
SECTION 7. THAT the Mayor, the City Manager, the City Clerk and the City
Attorney are hereby authorized and directed to take all steps and to execute all
documents necessary to carry out the purpose and intent of this Ordinance.
SECTION 8. THAT AN EMERGENCY IS HEREBY DECLARED TO EXIST AND
THIS ORDINANCE SHALL BE IN FULL FORCE AND EFFECT FROM AND AFTER ITS
PASSAGE, ADOPTION, AND APPROVAL BY THE MAYOR AND COUNCIL OF THE
CITY OF PRESCOTT.
SECTION 9. THAT, if any provision of this Ordinance is for any reason held by
any court of competent jurisdiction to be unenforceable, such provision of portion hereof
shall be deemed separate, distinct, and independent of all other provisions and such
holding shall not affect the validity of the remaining portions of this Ordinance.
SECTION 10. THAT the effective date of this Ordinance shall be
2010.
1 PASSED AND ADOPTED by the Mayor and Council of the City of Prescott,
Arizona this 23rd day of March, 2010.
MARLIN KUYKENDALL, Mayor
ATTEST: APPROVED AS TO FORM:
ELIZABETH A. BURKE, City Clerk GARY D. KIDD, City Attorney
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City of Prescott Water and Wastewater Development and Impact Fees
• Ordinance No. 4721-1018 will delete fees shown in the rows marked July 11, 2009, in the
table below, and reestablish fees shown in the rows marked June 29, 2009
• The reestablished fees will be in effect through June 29, 2011, subject to annual adjustment
for inflation (see below)
• Refunds will be made for all building permits during the period beginning June 30, 2009,
which included payment of impact fees exceeding the reestablished fees
• Retroactive payment of Sewer Buy In Fees is not being recommended for remodels adding
fixture units during the period beginning July 11, 2009, and extending until Ordinance No.
4721-1018 is in effect
• All reestablished fees will automatically be adjusted for inflation effective the first day of the
fiscal year(July 1, 2010)
Meter Size I 5/8" x 3/4" 1" I 1 1/2" I 2"
Water Resource
Development Fee
June 29, 2009 (1) $ 4,944.71 $ 8,257.73 $ 16,465.84 $ 26,355.26
July 11, 2009 (2)(3) 4,594.00 11,485.00 22,970.00 I 36,752.00
Water System Impact
Fee
June 29, 2009(1) 5,389.02 8,999.71 17,945.39 28,723.43
July 11, 2009 (2)(3) 6,209.00 15,522.00 31,044.00 I 49,671.00
Vow =.
Sewer Buy In Fees (4)
June 29, 2009 $56 per fixture unit (residential and nonresidential)
Wastewater System
Impact Fee (4)
LJuly 11, 2009 I 3,273.00 8,183 00 16,367 00 26,187 00 I
(1) June 29, 2009 - Last day prior to HB 2008 moratorium becoming effective; with Ordinance
No. 4665-0908 scheduled to become effective July 11, 2009, fees were not increased by
the 5% annual adjustment which could otherwise have been applied effective May 1, 2009,
per City Code
(2) July 11, 2009, was the effective date of Ordinance No. 4665-0908
(3) Ordinance No. 4665-0908 was not yet effective so the annual ENR-CCI (CPI) adjustment
enabled by the ordinance to be made on the first day of each fiscal year(in this case July 1,
2009) could not be applied
(4) Sewer Buy In Fees were eliminated by Ordinance No. 4665-0908 (replaced by Wastewater
System Impact Fees); Sewer Buy In Fees will be reinstated temporarily during the HB 2008
moratorium
Rev March 3,2010
F34
COUNCIL AGENDA MEMO - 03/16/10 & 03/23/10
DEPARTMENT: Parks, Recreation & Library
AGENDA ITEM: Purchase and Installation of Automated Parking Fee Collection
Kiosks
Date:
Department Head: Debbie Horton
Finance Director: Mark Woodfill
City Manager: Steve Norwood IC:3 /
Backaround:
Parks and Recreation currently use the honor system to collect the $2 parking fee in
place at Watson Lake, Willow Lake and Goldwater Lake. Fees at Watson & Willow
Lakes were implemented in 2006 after completing grant-funded multi-million dollar
improvements. Goldwater Lake has had the parking fee system in place since their
grant-funded improvements were completed in the mid-70's. The "honor" collection
system is ineffective and estimates are that one in ten cars pay the required fee. With
the installation of a Kiosk at each of these locations, users will have every avenue for
payment available, including debit and credit cards as well as cash and coin. Machines
feature easy to read full color screens, theft-proof design, real-time credit card
processing, complete audit control, and real-time alarming.
Lake users will place receipt dispensed by machine on the dash of their vehicle, and
Park Ranger Volunteers will be utilized to enforce compliance. Applicable city codes
will be amended to allow Rangers to issue parking citations for non-compliance.
Certified Rangers will be authorized by Police Chief Kabble after required testing, and
that department will conduct necessary training. The Police Department will also be
utilized to assist in retrieving cash from Kiosks on an as needed basis and will make
deposits on behalf of Parks & Recreation. Parking revenue for the three lakes totaled
$68,405 in FY09. Annual parking passes are also available to frequent users that prefer
a one-time payment to the city.
Beginning on March 12, 2010, employees funded through AARP will man the lake
entrance booths on weekends to provide an element of customer service and answer
questions about the new system. These employees are funded 20 hours per week for a
full year. Brochures will be dispersed informing the lake user of all available amenities.
The use of these employees on busy weekends will reduce the need for weekend
Ranger patrols as their presence will ensure fees are paid, before and after the
installation of the Kiosks.
Funding for this purchase is budgeted at $75,000. Bids received allow for the purchase 33.
of a fourth machine if Council so desires. It is recommended that the fourth machine be
Agenda Item: Automated Parking Fee Collection Kiosks
placed at the Peavine Sundog Trail Head and a $2 parking fee initiated at that location.
Fees collected at this location could be dedicated to improvements and maintenance of
the Peavine Trail, and income generated would be posted monthly on the Parks &
Recreation web site so that users could see the revenues grow.
Financial:
Parks, Recreation and Library budgeted $75,000 for the Kiosks. Bids were received
January 21, 2010 and all three bidding companies are out of state. Bid amounts reflect
machine installation and training.
Company 4 Machines 3 Machines Annual Fees
Digital Payment Technologies $63,080.10 $52,730.80 N/A
Ventek International $54,795.12 $41,696.34 $21,820
Parkeon $88,593.33 $66,445.33 $ 2,160
Staff is recommending the award of the bid to Digital Payment Technologies in an
amount not to exceed $75,000.
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}
} Recommended Action: MOVE to award bid to Digital Payment Technologies for three
(with an option for four) Kiosks in the amount not to exceed $75,000.00.
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Digital Payment Technologies Corp. 4,4
4105 Grandview Hwy SALES QUOTE
Burnaby, BC V5C 6B4 G I T L
Canada
Phone: 1-888-687-6822 Sales Quote No.: 10553 PAYMENT TECHNOLOGIES
Fax: 604-687-4329 Sales Quote Date: 01/26/10
Page: 1
( Sell To: City of Prescott Ship To: City of Prescott
Parks, Recreation, & Library Parks, Recreation, & Library
125 N Arizona Ave 125 N Arizona Ave
Prescott, AZ 86301 Prescott, AZ 86301
USA USA
Customer ID: Ship Advice: Complete
Sell-to EIN No.: Ship-to EIN No.:
Cust. E-mail: Est. Ship Date: 05/18/10
Terms: Net 30 Ship Via: Ground
Order Date: 01/26/10
P.O. Number:
Account Manager:/ Sales Code:
Sales Phone:
Sales E-mail: Ref. No.:
Item No. Description Unit Quantity Unit Price Total Price
800.2000 Shelby Base Configuration CRS Each 4 9,755.00 39,020.00
880.2139 Pedestal 18 inch ADA CRS-S Each 4 360.00 1,440.00
880.2124 Color LCD Screen-S Complete Assembly Each 4 760.00 3,040.00
880.2119 Thermal Printer 2 ins-S Complete Assembly Each 4 1,160.00 4,640.00
880.2007 Coin Acceptor US/CA-S Each 4 1,079.00 4,316.00
880.2009 Coin Hopper Option-S Hoppers NOT Included (Max 2) Each 4 700.00 2,800.00
880.2127 $1.00 Coin Hopper-IP/S Each 4 809.00 3,236.00
880.2128 $0.25 Coin Hopper-IP/S Each 4 809.00 3,236.00
880.2014 Bill Validator US 1000 Note-S Each 4 1,320.00 5,280.00
880.2006 Dual Card Reader-S Mag Stripe/Embedded Chip Each 4 550.00 2,200.00
880.2112 Payment Plate-Coin/Bill/CC-S Each 4 125.00 500.00
880.1031 P Labels-IP/US Set of 2 Each 4 43.00 172.00
100.0075 Pay Station BOSS License Each 4 300.00 1,200.00
880.2143 120Vac AC Power Kit CSA-S Option Each 4 545.00 2,180.00
880.2094 GSM Modem-Internal-S Cabinet Mount Each 4 760.00 3,040.00
880.1175 GSM Modem T-Mobile-US per pay station Each 4 595.00 2,380.00
610.0003 Coin Bag Regular-IP/US Spare Each 4 145.00 580.00
115.0010 Coin Hopper$1.00 Formerly 885.0003 Each 1 809.00 809.00
Transferred to page 2 80,069.00
Digital Payment Technologies Corp. 40
4105 Grandview Hwy SALES QUOTE
Burnaby, BC V5C 6B4x_ GITAL:
Canada
Phone: 1-888-687-6822 Sales Quote No.: 10553 PAYMENT TECHNOLOGIES
Fax: 604-687-4329 Sales Quote Date: 01/26/10
Page: 2
Sell To: City of Prescott Ship To: City of Prescott
Parks, Recreation, & Library Parks, Recreation, & Library
125 N Arizona Ave 125 N Arizona Ave
Prescott,AZ 86301 Prescott,AZ 86301
USA USA
Customer ID: Ship Advice: Complete
Sell-to EIN No.: Ship-to EIN No.:
Gust. E-mail: Est. Ship Date: 05/18/10
Terms: Net 30 Ship Via: Ground
Order Date: 01/26/10
P.O. Number:
Account Manager:/ Sales Code:
Sales Phone:
Sales E-mail: Ref. No.:
Item No. Description Unit Quantity Unit Price Total Price
Transferred from page 1 80,069.00
115.0014 Coin Hopper$0.25 Formerly 885.0004 Each 1 809.00 809.00
520.0008 1000 Note US Stacker-US Spare Each 4 300.00 1,200.00
100.1047 Create New Service Key Set Up Each 1
450.0018 Key Green Ext Access-US Each Each 2 25.00 50.00
450.0019 Key Yellow Ext Access-US Each Each 1 25.00 25.00
450.0002 Key-Coinbag Removal-IP/US Route Key-Each Each 2 25.00 50.00
450.0003 Key-Coinbag Access-IP/US Money Room-Each Each 2 25.00 50.00
450.0006 Key Access Hopper/Canister Lid Each Each 2 10.00 20.00
450.0015 Key Bill Stacker Removal-US Each Each 2 10.00 20.00
450.0016 Key- Bill Stacker Access-US Each Each 2 10.00 20.00
100.1117 EMS CC Processing Setup-US Each 1 1,000.00 1,000.00
880.0086 DPT BOSS Suite Per PC (Ref BOM) Each 1 1,000.00 1,000.00
880.1028 USB Data Key-US Each 1 250.00 250.00
Sales Discount-30% Each 1 -25,368.90 -25,368.90
663.0013 Paper Thermal standard 2in Version 2 (1-53) Each 4 34.00 136.00
100.1061 One Day Training with Travel Each 1 2,500.00 2,500.00
100.1062 One Day Training w/o Travel Each 1 750.00 750.00
Shipping TBD at time of shipment Each 1
Transferred to page 3 62,580.10
'`s
I
Digital Payment Technologies Corp.
4105 Grandview Hwy SALES QUOTE ko
Burnaby, BC V5C 6B4 1A,L.
Canada
t Phone: 1-888-687-6822 Sales Quote No.: 10553 PAYMENT TECHNOL1 OGIES
Fax: 604-687-4329 Sales Quote Date: 01/26/10
i
Page: 3
Sell To: City of Prescott Ship To: City of Prescott
Parks, Recreation, & Library Parks, Recreation, & Library
I 125 N Arizona Ave 125 N Arizona Ave
Prescott, AZ 86301 Prescott, AZ 86301
USA USA
1
i
1
t
Customer ID: Ship Advice: Complete
4, Sell-to EIN No.: Ship-to EIN No.:
Gust. E-mail: Est. Ship Date: 05/18/10
Terms: Net 30 Ship Via: Ground
) Order Date: 01/26/10
P.O. Number:
1 Account Manager:/ Sales Code:
i Sales Phone:
Sales E-mail: Ref. No.:
I
Item No. Description Unit Quantity Unit Price Total Price
Transferred from page 2 62,580.10
100.1059 Installation for 4 units Each 1 500.00 500.00
....#....****.....************..*.*******.**
New EMS Agreement Required.
Order will not ship without signed EMS Agreement
being returned to DPT.
EMS Basic Services (Remote Configuration, Batch Credit
1 Card Processing, Stall Data) are included standard
1
with all units.
Please select one of the following options:
EMS Bronze- Basic+ 1 feature for$50/unit/month
EMS Silver- Basic+3 features for$75/unit/month
EMS Gold- Basic + unlimited features for$100/unit/month
Features Include: Real Time Credit Card Processing,
1 Web Based Reporting, Monitoring &Alarming, Pay by
i
Cell,Web Based Coupons, Custom Mag Card Support,
and/or Campus Card Support.
Transferred to page 4 63,080.10
z
x
f
)
4
3
3
Digital Payment Technologies Corp.
4105 Grandview Hwy SALES QUOTE
Burnaby, BC V5C 6B4
Canada
Phone: 1-888-687-6822 Sales Quote No.: 10553 PAYMENT TECHNOLOGIES
{ Fax: 604-687-4329 Sales Quote Date: 01/26/10
Page: 4
Sell To: City of Prescott Ship To: City of Prescott
Parks, Recreation, & Library Parks, Recreation, & Library
125 N Arizona Ave 125 N Arizona Ave
Prescott, AZ 86301 Prescott, AZ 86301
USA USA
z
Customer ID: Ship Advice: Complete
Sell-to EIN No.: Ship-to EIN No.:
Cust. E-mail: Est. Ship Date: 05/18/10
Terms: Net 30 Ship Via: Ground
Order Date: 01/26/10
P.O. Number:
Account Manager:/ Sales Code:
Sales Phone:
Sales E-mail: Ref. No.:
Item No. Description Unit Quantity Unit Price Total Price
Transferred from page 3 63,080.10
Please review all details on this quote including Ship To
Address and EIN Number.
If you would like to proceed with placing this order,
please submit a matching PO or signed quote.
Fax number is 604-687-4329. Thank you.
Shipping not included in quote.
Please note: All key and communication information forms
need to be filled out and returned to the assigned Project
Manager before units will ship from DPT. Project Manager
to be assigned upon order acceptance within DPT and
contact information will be provided to you at that time.
AC hook-up not included in installation.
Transferred to page 5 63,080.10
? s
t is
Digital Payment Technologies Corp.
4105 Grandview Hwy SALES QUOTE � � 'TA
��
Burnaby, BC V5C 6B4
Canada
Phone: 1-888-687-6822 Sales Quote No.: 10553 PAYMENT TECHNOLOGIES
Fax: 604-687-4329 Sales Quote Date: 01/26/10
Page: 5
Sell To: City of Prescott Ship To: City of Prescott
Parks, Recreation, & Library Parks, Recreation, & Library
125 N Arizona Ave 125 N Arizona Ave
Prescott,AZ 86301 Prescott,AZ 86301
USA USA
Customer ID: Ship Advice: Complete
Sell-to EIN No.: Ship-to EIN No.:
Gust. E-mail: Est. Ship Date: 05/18/10
Terms: Net 30 Ship Via: Ground
Order Date: 01/26/10
P.O. Number:
Account Manager:/ Sales Code:
Sales Phone:
Sales E-mail: Ref. No.:
Item No. Description Unit Quantity Unit Price Total Price
Transferred from page 4 63,080.10
City of Prescott to supply the cement, mounting and
installation with power for the units.
}
Amount Subject to Amount Exempt Subtotal: 63,080.10
Sales Tax from Sales Tax Invoice Discount: 0.00
0.00 63,080.10 Total Sales Tax: 0.00
Quote is valid for 90 days from Quote date. Total: 63,080.10
PAST DUE AMOUNTS SUBJECT TO INTEREST AT 18%PER ANNUM.
Quote Acceptance: PO# PO Date Print Name Sign Name Fax Back to:
604-687-4329
i
COUNCIL AGENDA MEMO - (03/16/10 & 03/23/10)
ti
DEPARTMENT: City Clerk and Legal
AGENDA ITEM: Consideration of recommendations from the Council subcommittee
reviewing Board/Commission appointment procedures
Approved By: Date:
Department Head: Liz Burke, City Clerk & Gary Kidd, City Attorney 03/11/2010
Finance Director: Mark Woodfill
City Manager: Steve Norwood e7.
_ ', 7
1
Summary
The Council subcommittee that has been reviewing the process used for
board/commission appointments is making recommendations for consideration by the
full Council.
Background
Earlier this year a Council subcommittee, made up of Councilwoman Linn (Chairman)
and Councilmen Hanna and Lamerson, began review of the current process used in
appointing members to the City's various boards and commissions. Changes were
recommended to the application used by those interested in serving on the
boards/commissions and a copy of the revised application is attached.
To begin the review process a table was developed that indicates by what authority
each of the boards/commissions was established, their length of terms, the process
used for selection of chairman/vice chairman and how changes would need to be made.
This table is attached for your information.
Once the full Council has an opportunity to discuss the proposed changes and other
issues which may arise, and comes to an agreement on what changes are to be made,
the appropriate resolutions and/or ordinances will be prepared and brought back to
Council for action.
As shown on the attached table, the types of boards/commissions are broken into three
basic categories: Standing Committees, Committees established by City Code and
those established in Statutes. Standing Committees are authorized through Section 1-
13-6 of the Prescott City Code to be established via a resolution. Any changes to their
establishment must also be done via resolution. Those boards/commissions establish in
the City Code have been created through the adoption of its respective ordinance, as
authorized by Article V of the Prescott City Charter, as well as Arizona Revised Statutes
to boards and committees would require adoption of ordinance amendments
The recommended changes are as follows:
1
Agenda Item: Consideration of recommendations from the Council subcommittee
reviewing Board/Commission appointment procedures
Standing Committees: Acker Trust Board, Parks & Recreation Board, Prescott: The
ti
Arizona Centennial City Committee, Transportation Coordinating Committee:
All terms to be two, non-staggered terms, to be appointed in March of every even-
numbered year (after the previous fall election). Chairman and Vice Chairman to be
selected by the Council. The members of all but the Transportation Coordinating
Committee may be regional residents; the Transportation Coordinating Committee
members must be Prescott residents.
Additionally, changes should be made to the authorizing resolution of the
Transportation Coordinating Committee that staff shall not be a voting member.
Committees Established by City Code: Advisory & Appeals Board, Board of
Adjustment, Fire Board of Appeals, Planning & Zoning Commission, Prescott
Preservation Commission:
Members of all of the boards/commissions established by City Code must be
residents of the City of Prescott. The current length of terms will continue, but all
appointments will be made in March of each year. Chairman and Vice Chairman will
be selected by the Council.
Committees Established by Arizona Revised Statutes: CDBG Citizens Advisory
Committee, Industrial Development Authority, Municipal Property Corporation,
Prescott/Yavapai Enterprise Zone Commission, Public Safety Retirement Board:
For the most part these cannot be changed other than the CDBG Citizens Advisory
Committee which is authorized in federal regulations and shall serve for two years,
appointed by the Council during March of even-numbered years. Research is still
taking placing on the ability of the Chairman and Vice Chairman of the Industrial
Development Authority to be selected by Council, and that would be recommended,
if it is permitted.
In addition to the above changes, the committee is also recommending the elimination
of representation on those external organizations indicated on page 3 of the B/C Table.
Attachments:
Revised Boards/Commissions Application Form
Table of Boards/Commissions
Table of Boards/Commissions Authority
Recommended Action: MOVE to direct staff to prepare the required documents to
effectuate the recommended changes (and other changes which may be agreed to).
2
CITY OF PRESCOTT
APPLICATION FOR ADVISORY GROUP/BOARD/
COMMISSION/COMMITTEE (AG/B/C/C)
AG/B/C/C APPLYING FOR: OTHER AG/B/C/C INTERESTED IN SERVING ON:
NAME DATE
•
RESIDENT ADDRESS CITY/ZIP
MAILING ADDRESS CITY/ZIP
PHONE (RESIDENCE) PHONE (CELL)
EMPLOYER PHONE (BUSINESS)
IF RETIRED, FORMER EMPLOYER E-MAIL ADDRESS
HOW LONG HAVE YOU RESIDED IN PRESCOTT?
HAVE YOU EVER BEEN CONVICTED, RECEIVED DEFERRED ADJUDICATION, OR ENTERED A GUILTY PLEA OR
NOLO CONTENDERE FOR ANY FELONY OR CLASS 1 MISDEMEANOR OFFENSE?❑YES ❑NO
NOTE: A "YES" ANSWER WILL NOT AUTOMATICALLY DISQUALIFY YOU FROM APPOINTMENT. IF YES, PLEASE
EXPLAIN. INCLUDE DATE, PLACES, AND NATURE OF OFFENSES.
ARE YOU PRESENTLY UNDER INDICTMENT OF ANY FELONY OR CLASS 1 MISDEMEANOR OFFENSE?
❑ YES ❑ NO IF YES, PLEASE EXPLAIN. INCLUDE DATES, PLACES, AND NATURE OF OFFENSES. DO
NOT INCLUDE INFORMATION FOR ANY CHARGES THAT HAVE BEEN DISMISSED OR ARE NO LONGER
PENDING.
HOW DID YOU FIND OUT ABOUT THIS POSITION?
BRIEFLY STATE YOUR BASIC REASONS AND DESIRE FOR WANTING TO SERVE ON THIS AG/B/C/C. PLEASE
INCLUDE SPECIAL INTERESTS, ABILITIES, SKILLS OR CONTACTS THAT COULD BENEFIT THIS AG/B/C/C.
1 f.
J.
APPLICATION FOR ADVISORY GROUP/BOARD/COMMISSION/COMMITTEE (AG/B/C/C) Page 2
WOULD YOU BE WILLING AND HAVE THE TIME TO SERVE ON A SUBCOMMITTEE TO DO SPECIAL STUDIES
THAT MIGHT BE NEEDED? ❑ YES ❑ NO
WHAT CIVIC AND/OR PROFESSIONAL ORGANIZATIONS ARE YOU INVOLVED WITH?
DESCRIBE YOUR PREVIOUS EXPERIENCE ON ADVISORY GROUPS/BOARDS/COMMISSIONS/COMMITTEES IN
PRESCOTT OR OTHER COMMUNITIES.
DESCRIBE YOUR UNDERSTANDING OF THE FUNCTION AND PURPOSE OF THIS AG/B/C/C AND ITS
RELATIONSHIP TO THE COUNCIL.
DATE SIGNATURE
RETURN TO: CITY CLERK'S OFFICE, CITY OF PRESCOTT, 201 S. CORTEZ, P.O. BOX 2059, PRESCOTT, AZ 86302
(THIS APPLICATION WILL REMAIN ON FILE FOR A PERIOD OF TWO YEARS FROM THE DATE RECEIVED)
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COUNCIL AGENDA MEMO - 03/16/10 & 03/23/10
DEPARTMENT: Economic Development
AGENDA ITEM: Prescott Area Arts and Humanities Council (PAAHC)
Grant Recommendations
Approved By: Date:
3/10/10
Department Head: Jane Bristol
Finance Director:
City Manager: Steve Norwood % Q,3/L/jam
BACKGROUND
The Prescott Area Arts and Humanities Council (PAAHC) were designated by City
Council to review applications for grant awards for FY2010.
A panel of PAAHC members met to review the grant applications, ranked them
according to specific criteria, and submitted their recommendations for FY2010 funding.
Attached is the organization's ranking and funding recommendation report for your
review. Representatives from PAAHC will present these recommendations on March
ti 16 and be available to answer any questions related to the process.
FINANCIAL
Funding for the arts is allocated as a percentage of transient occupancy (bed) taxes
received in the prior year (FY2009).
When the bed tax was increased to 3% in 2008, it was understood that various groups
would receive a certain percentage from the Bed Tax Fund. The allocation for FY2010
is as follows:
Organization % Allocation Orig. Budget Revised Budget Received FY10
PACT 40.0% $176,727 $167,205 $167,205
City 40.0% $253,608 $253,608
Rodeo 7.5% $ 34,386 $ 30,650 $ -0-
PAAHC 7.5% $ 34,386 $ 30,650 $ -0-
Chamber 5.0% $ 31,536 $ 23,000 $ 31,536
Sharlot Hall 0.0% $ 27,500 $ 23,000 $ 23,000
City Council may approve any amount up to the revised budgeted amount. There have
been some unplanned expenditures in this fund, most recently $10,000 for tourism
consultant Bill Giest, and with nearly four months left in this fiscal year, further
reductions may be necessary.
Agenda Item: PAAHC Grant Recommendations FY2010
As indicated above, PAAHC could receive up to 5.5% of bed tax funds for the project list
attached. PAAHC also receives $500 to take in and score applications and make
recommendations. The following is a recap of funds that could be allocated:
Bed Tax $30,650
Retained (500)
Total Grants $30.150
Due to severe reductions in bed tax receipts in FY2010 (down 26% year to date), as
well as the new funding for Sharlot Hall Museum, all bed tax allocations have been
reduced from the original budget.
Complete application forms for ALL projects listed above are available for review
in the Economic Development Office.
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