Consideration and Adoption of Resolution No.  2012-42:  A Resolution of the City Council of the City of Flagstaff, Arizona authorizing the City Manager to negotiate and execute those contracts and agreements necessary for the successful promotion, production and presentation of the 2013 Dew Downtown Flagstaff Snowboard and Ski Festival.

This action is necessary to allow the City Manager to negotiate and execute agreements with property owners, promoters, contractors, suppliers, vendors and other parties not required by the Flagstaff City Charter to be approved and executed by the City Council regarding the Dew Downtown Flagstaff event on February 9 and 10, 2013. Examples of such agreements are provided as attachments to this staff summary.

None

Livability through good neighborhoods, affordable housing and varied recreational activities.
Effective governance.

No

If City Council does not adopt the Resolution:

Pros: All agreements would need to come before City Council for approval.
Cons: Negotiations may occur right up to the date of the event which would make it a challenge to get them in front of Council for approval.

In order to successfully support the event, it is necessary for the City to negotiate and enter into contracts and agreements with property owners, both real and private, promoters, contractors, suppliers, vendors and other parties, related to those facilities, products and services necessary for successful promotion, production and presentation.  Examples include contracts with owners of private parking lots to use their property for parking and/or activities such as bleachers for viewing or booths for sponsors.  In order to accomplish these tasks in a more effective and efficient manner, staff is requesting the City Council authorize and direct the City Manager to negotiate and execute on behalf of the City those contracts and agreements not required by the Flagstaff City Charter to be approved and executed by the City Council.

Non-procurement contracts are brought before City Council for their consideration and approval.   Given that staff expect a series of small contracts with no financial appropriation by the City (i.e. securing a private parking lot), this Resolution would provide administrative efficiency to accomplish this event.  Conversely, it means that City Council is delegating that authority to the City Manager which they may want to retain in order to participate in the content and terms of the agreement or to receive public input during a City Council meeting.

With the approval of this Resolution, the business community will be able to negotiate with the City in a timely and efficient manner. The community at large will benefit by having a well run event with many local businesses present and actively engaged.

Consult