REGULAR MEETING OF THE FLAGSTAFF DOWNTOWN BUSINESS IMPROVEMENT AND REVITALIZATION DISTRCT Tuesday, August 5, 2014 10:00 AM Staff Cnference Rm Secnd Flr Flagstaff City Hall 211 West Aspen, Flagstaff, Arizna 1. Call t Order 2. Rll Call 3 Apprval f Minutes: July 1, 2014, Regular Meeting 4. Ratificatin f 2014-2015 Wrk Plan Apprval. 5. Discussin f Request fr Prpsal fr District Management Services. 6. PUBLIC PARTICIATION Public Participatin enables the public t address the Bard abut an item that is nt n the agenda. Cmments relating t items that are n the agenda will be taken at the time that the item is discussed. 7. Reprt f Bard f Directrs. 8. Adjurnment CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a cpy f the freging ntice was duly psted at Flagstaff City Hall n, at a.m./p.m. in accrdance with the statement filed by the Bard with the District Clerk. Dated this day f, 2014. Elizabeth A. Burke, MMC, District Clerk
1. Call t Order REGULAR MEETING OF THE FLAGSTAFF DOWNTOWN BUSINESS IMPROVEMENT AND REVITALIZATION DISTRICT Tuesday, July 1, 2014 10:00 AM Staff Cnference Rm Secnd Flr Flagstaff City Hall 211 West Aspen, Flagstaff, Arizna MINUTES Chairman VanLandingham called the meeting t rder at 10:02 a.m. 2. Rll Call One r mre Bard members may be in attendance telephnically r by ther technlgical means. Members Present: Chairman Jhn VanLandingham (telephnically) Member David Stilley Member Antinette Beiser Members Absent: Nne Others present: Dana Kjellgren, District Attrney; Barbara Gdrich, District Finance Directr; Elizabeth Burke, District Clerk; Karl Eberhard. 3 Apprval f Minutes: June 17, 2014, Regular Meeting Chairman VanLandingham mved t apprve the minutes f the June 17, 2014, meeting; secnded; passed unanimusly. 4. Cnsideratin f Reslutin N. 2014-09: A RESOLUTION OF THE DISTRICT BOARD OF THE FLAGSTAFF DOWNTOWN BUSINESS IMPROVEMENT AND REVITALIZATION DISTRICT OF FLAGSTAFF ADOPTING THE PROPERTY TAX ASSESSMENTS FOR FY2014 2015 Ms. Gdrich said that the Chairman had wrked with the Assessr s Office wh gave the District a chice f adpting a rate, r setting a sum certain and with the tw-stry cut-ff ptin they chse t calculate the sum certain fr each parcel. She said that the ttal was $127,499 which is what was prpsed in the budget. Once adpted, the Cunty will bill that flat rate and, separate frm that, she will bill the Cunty and City, which altgether brings the ttal t apprximately $168,000. She said that while they have calculated a flat dllar amunt, they will recalculate this every year t make sure they are nt ging ver the maximum rate. Chairman VanLandingham nted that at the end f Sectin 1, the reslutin included wrding referring t persnal prperty and they had agreed t remve that wrding. Member Stilley mved t adpt Reslutin N. 2014-09 as amended; secnded; passed unanimusly.
Flagstaff Dwntwn Imprvement and Revitalizatin District Bard Meeting f July 1, 2014 Page 2 5. Apprval f Agreement t Indemnify and Hld Harmless City and City staff in perfrmance f their jb functins as Clerk and Treasurer fr the District. Chairman VanLandingham mved t apprve the Agreement t Indemnify and Hld Harmless the City and City staff in the perfrmance f their jb functins; secnded; passed unanimusly. 6. Assignment f a respnsible persn t serve as administrative staff fr the District Bard and Officers. Chairman VanLandingham said that he was happy t put his name t these items. He nted that nce an Executive Directr hired, they will make that change. Member Stilley mved t assign Jhn VanLandingham as the respnsible persn t serve as administrative staff fr the District Bard and Officers and the Single Pint f Cntact fr the District and District members (N. 7 belw), until an Executive Directr is hired; secnded; passed unanimusly. 7. Assignment f a respnsible persn t serve as the Single Pint f Cntact fr the District and District members. See N. 6 abve. 8. Update f IGA deliverables. The Bard reviewed the deliverables listed in the IGA. It was nted that Chairman VanLandingham had prepared a draft Annual Wrk Plan and Ms. Burke agreed t send that ut t everyne again and they culd ratify it at the next meeting, but it wuld als be sent t Mr. Eberhard. It was nted that the Wrk Plan was created largely frm the Intergvernmental Agreement. 9. PUBLIC PARTICIATION Public Participatin enables the public t address the Bard abut an item that is nt n the agenda. Cmments relating t items that are n the agenda will be taken at the time that the item is discussed. Nne 10. Reprt f Bard f Directrs. Chairman VanLandingham reprted that he has been lking int insurance fr the District and Bard f Directrs and wuld reprt back nce he received infrmatin. 11. Adjurnment The Regular Meeting f the Bard f Directrs f the Flagstaff Dwntwn Business Imprvement and Revitalizatin District f July 1, 2014, adjurned at 10:20 a.m. Jhn VanLandingham, Chairman f the Bard
Flagstaff Dwntwn Imprvement and Revitalizatin District Bard Meeting f July 1, 2014 Page 3 ATTEST: Elizabeth A. Burke, District Clerk
Dwntwn Flagstaff Business Imprvement & Revitalizatin District ANNUAL WORKPLAN FISCAL 2014-2015 Management Assign a respnsible persn t serve as administrative staff/liasn fr the BIRD Bard and Officers. Hire fr management f the district t: Serve as the single pint f cntact fr the District and District members. Cmmunicate individual and district needs t the City Receive and aid in reslutin f cmplaints f District members and/r stakehlders Review and prvide written advisry cmments regarding City initiatives (prgrams, rdinances, plans, prjects, and s frth) that affect the District r District members ( City Initiative Review ) by December 17, 2014 Assign a respnsible persn t review and prvide written advisry cmments regarding Special Event Permits prpsed fr lcatins in the District, identifying the cncerns f the District r District members, prpsing cnditins that wuld mitigate cncerns, and recmmending apprval r denial ( Special Event Permit Review ) by December 17, 2014 Meet mnthly with Plice Department and Ecnmic Vitality Divisin staff, and as necessary with ther City staff, t crdinate District and/r City initiatives (prgrams, rdinances, plans, prjects, and s frth), t discuss District r District members cncerns and slutins, and ther matters as apprpriate by December 17, 2014 Meet with and crdinate (as necessary) District initiatives (prgrams, plans, prjects, and s frth) and ther matters as apprpriate with Federal, State, r reginal gvernment agencies (such as the Flagstaff Metrplitan Planning Organizatin, Ccnin Cunty, r Tribal agencies) including upn the request f the City Manager, participating in jint meetings with such agencies ( Crdinate with Other Agencies ) by December 17, 2014 District Clerk & Treasurer Prepare Handbk f Prcedures fr the district appinted Clerk and Treasurer ( Handbk ) by December 31, 2014 Appint a new District Clerk and a new Treasurer (relieving City staff f financial and administrative burden), with new appintments t cmmence by December 31, 2014 Train the district appinted Clerk and Treasurer ( Training ) by December 31, 2014 Budgeting & Reprting
Create and maintain a district database that includes a map f the district, prperty wnership, prperty wner cntact infrmatin, assessed value, and current land-use (type retail, ffice, gvernment, ROW, etc) ( District Database ) September 17, 2014 Create and maintain a district website page t be used fr stakehlders and the public by December 17, 2014 Prepare written annual reprt at the cnclusin f each calendar year that accunts fr revenues, expenditures and services prvided in benefit f the district by February 15, 2015 With City staff assistance, create and maintain an inventry f city services prvided within the district that includes the types f service, annual budget allcatin, frequency, prviding agency, and prviding agency cntact infrmatin ( Inventry f City Services ) by March 17, 2015 Prepare detailed perating budgets fr each fiscal year by June 15, 2015 With City staff assistance, create and maintain an inventry f public infrastructure that exists within the district that includes types f infrastructure, cnditin, maintenance needs, existent capital imprvement plans, and suggestins fr imprvements ( Public Infrastructure Inventry ) by June 17, 2015 Public Infrastructure Imprvement: Identify and prpse at least ne public infrastructure imprvement prject as required fr a Revitalizatin District. The ttal value f wrk prpsed shall be n less than $15,000 by March 17, 2015 Secure funding fr the prpsed public infrastructure imprvement prject(s) by June 17, 2015. Services Identify, priritize, and estimate revenues and expenses fr enhanced municipal services that the District may seek t prvide in the freseeable future by March 17, 2015 With legal cunsel retained by the District r management agency, review all dcuments related t Heritage Square Plaza (including but nt limited t Dispsitin and Develpment Agreement; Rules & Regulatins; Declaratin f Public Plaza Easement dated May 20, 1997; Declaratin f Public Plaza Easement dated June 4, 1996) and evaluate whether r nt the District may, and desires t assume any Respnsibilities fr peratins and maintenance by March 17, 2015