Consideration and Possible Adoption of Resolution No. 2018-28:  A resolution of the Flagstaff City Council approving an amended and resstated Intergovernmental Agreement between Coconino County and the City of Flagstaff regarding the Flagstaff Metropolitan Planning Organization.

In 2017, the FMPO Board engaged in a strategic planning effort that resulted in a new mission and vision statement that identified a list of strategic objectives.  In addition, the Board better clarified their authority to adopt personnel and financial policies.  The adoption of the FMPO Amended and Restated IGA provides for that clarification and better allows the Board to make operational changes without having to amend the master IGA.  In particular, under the Amended and Restated IGA, the FMPO will become a separate legal entity.

For FY2018, the City will receive $37,487 from the FMPO as an indirect cost reimbursement.  In FY2019, the indirect cost reimbursement is budgeted to be $38,000.  The indirect cost reimbursement is to account for the cost to the FMPO for general administrative, financial,  and occupancy costs.  Included (but not limited to) in this calculation is space, maintenance, utilities, legal, human resources, information technology, payroll, accounts payable, accounts receivable, grant billing, procurement, budgeting, and auditing.  The IGA under consideration clarifies that FMPO staff may procure these services from either the public or private sector and that the City will continue providing these services until different arrangements are made or June 30, 2021, whichever is sooner.  Should the FMPO choose to relocate and have these services provided differently, the City will allocate costs to the FMPO on a prorated basis dependent on the length of time the FMPO is housed in City Hall.

COUNCIL GOALS:
Provide a well-managed transportation system

REGIONAL PLAN:
T.1.Improve mobility and access throughout the region
T.2 Improve transportation safety and efficiency for all modes

On May 2, 1996, the City of Flagstaff adopted a resolution authorizing the creation of a Metropolitan Planning Organization.

On September 12, 1996, the City of Flagstaff, Coconino County, and the State of Arizona Department of Transportation (ADOT) entered into an IGA regarding the designation of the FMPO.  The FMPO serves this role for the Flagstaff region, thereby ensuring our region remains eligible for federal transportation funding.

On October 7, 2005, the City of Flagstaff and Coconino County entered into an IGA that clarified their FMPO responsibilities, removed ADOT at the request of ADOT, and superseded the 1996 IGA.

On January 9, 2012, Coconino County and the City of Flagstaff entered into an IGA that extended the term of the 2005 IGA and further clarified the nature of their FMPO responsibilities.

Adopt the FMPO Amended and Restated IGA between the City of Flagstaff and Coconino County
Amend the FMPO Amended and Restated IGA between the City of Flagstaff and Coconino County and adopt with amendments
Do not adopt the FMPO Amended and Restated IGA between the City of Flagstaff and Coconino County

In January 2017, the FMPO Executive Board ("Board") began the discussion of how to make the FMPO a stronger and more flexible/nimble organization that could make more of a difference in transportation funding and planning.  To that end, it has engaged in a strategic planning effort, which resulted in a new mission and vision statement that identifies a list of strategic directives.

One of the strategic directives is to strengthen FMPO Board leadership by evaluating and revising, if necessary, the FMPO governing documents to clarify/establish the Board's authority to adopt personnel and financial policies.  The Board appointed a task force to review the FMPO's governing documents in the context of the Board's objectives.  The task force did extensive due diligence and a thorough legal review of the structure of the existing FMPO IGA and ultimately recommended that the FMPO Board consider adopting an amended and restated IGA between City of Flagstaff and Coconino County.  At its April 26, 2018 meeting, the Board unanimously approved the amended and restated IGA, which is attached to this report.

 The existing IGA is:

• Is ambiguous on the Board's authority to hire and supervise the FMPO Executive Director;
• Couples the administrative and financial service agreements with the FMPO's basic authority and responsibilities; and
• States specifically that the City and County are not creating a separate entity.

The amended and restated IGA:

• Clarifies the FMPO's authority and responsibilities; and
• Simplifies and shortens the existing IGA by authorizing the Board to:
  • Hire, set compensation for, and conduct the annual review of the FMPO Executive Director;
  • Contract separately for FMPO administrative and financial services from entities both public and private; and
  • Removes the Northern Arizona Intergovernmental Public Transportation Authority from voting status on the FMPO Executive Board.
• Establishes the FMPO as a separate legal entity.

 No additional considerations.

The most important benefit of the proposed changes to the existing IGA is that it separates the operations/services from the master IGA.  This will give the Board the ability to make operational changes as appropriate without having to amend the master IGA between the City of Flagstaff and Coconino County, which will likely result in the FMPO becoming a more agile organization that is better equipped to respond to organizational needs as they arise.

Inform