City Council Meeting - FINAL


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  10.D.       
Meeting Date: 03/07/2023  
Co-Submitter: Katie Brandis From: Allison Hughes, Support Services Manager

Information
TITLE:
Consideration and Adoption of Resolution No. 2023-09:  A resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between Coconino County, the Coconino County Jail District, and the City of Flagstaff for Coconino County to provide maintenance and custodial services for all parties, for a five year term. 
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2023-09 by title only
2) City Clerk reads Resolution No. 2023-09 by title only (if approved above)
3) Adopt Resolution No. 2023-09
Executive Summary:
Approval of an Intergovernmental Agreement (IGA) with the Flagstaff Police Department, the Coconino County Sheriff’s Office, and the Coconino County Jail District, for the Coconino County Sheriff’s Office to provide maintenance and custodial services for all parties, for a 5-year term, in the estimated annual amount of $455,602.00 in FY23.  
Financial Impact:
The agreement is for a term of five years. CCSO will provide custodial services, maintenance, and the utilities in the estimated annual amount of $455,602.00 in FY23.  The County, City and District will pay the pro-rata shares of the cost of the services based on the square footage used by each party.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Deliver outstanding services to residents through a healthy, well maintained infrastructure system. 

Carbon Neutrality Plan
BE-3: Reduce energy use in existing buildings (utilizing solar for some of our buildings energy use). 

Regional Plan
Goal E.I Increase energy efficiency. Supporting and utilizing our partners resources for maintenance and custodial services to reduce duplication in work (reducing electricity use in co-located facilities).
Has There Been Previous Council Decision on This:
When the Law Enforcement Administrative Facility was completed in 2000, the Coconino County Sheriff’s Office, Coconino County Jail District, and the Flagstaff Police Department began the collocation in the new building. Simultaneously, Intergovernmental Agreements (IGA’s) were executed to provide details of the shared services. The Flagstaff Police Department provided Dispatch services and Records services, and the Sheriff’s Office provided Information Technology services, Maintenance and Custodial services, and Warrants services. These IGA’s were in place until now.
Options and Alternatives:
The alternative to shared services would be for each agency to budget employees and equipment for the services of Dispatch, Records, Warrants, Information Technologies, and Maintenance/Custodial.
Background/History:
When the Law Enforcement Administrative Facility was completed in 2000, the Coconino County Sheriff’s Office, Coconino County Jail District, and the Flagstaff Police Department began the collocation in the new building.  Simultaneously, Intergovernmental Agreements (IGA’s) were executed to provide details of the shared services.  The Flagstaff Police Department provided Dispatch services and Records services, and the Sheriff’s Office provided Information Technology services, Maintenance and Custodial services, and Warrants services.  These IGA’s were in place until now. 
 
Since these agreements have been in place, technology and services have evolved.  All agencies have negotiated current services and we are requesting the Jail District Directors and the Board of Supervisors to approve the agreements.
 
For the Maintenance and Custodial IGA:
 
The Flagstaff Police Department (FPD), the Coconino County Sheriff’s Office (CCSO), and the Coconino County Detention Facility, are collocated at the Law Enforcement Administrative Facility (LEAF) at 911 E Sawmill Road and 951 E Sawmill Road.  All parties require custodial services, maintenance, utilities, landscaping, and parking lots.
 
The Coconino County Jail District (Jail District) operates the Coconino County Adult Detention Facility at 951 E Sawmill Road, located on the LEAF campus.  The Jail District requires custodial services, maintenance, utilities, landscaping, and parking lots.
 
Through this agreement, the Coconino County Sheriff’s Office (CCSO) will provide maintenance and custodial services to the Flagstaff Police Department and a portion of the Coconino County Jail (Jail District). 
Community Benefits and Considerations:
The Intergovernmental Agreement will allow the Flagstaff Police Department and Coconino County Sheriff's Office
to jointly control crime and administer justice. This contributes to a Safe and Healthy Community by providing public
safety services with resources, staff and training responsive to the community's needs.
Community Involvement:
Inform the Council and public on the Intergovernmental Agreement and how the partnering agencies are providing
public safety services with adequate resources.
Expanded Options and Alternatives:
1. Approve as recommended.
2. Disapprove the IGA with the County and require each agency to budget employees and equipment for the
services of Dispatch, Records, Warrants, Information Technologies, and Maintenance/Custodial.
Attachments
Res. 2023-09
Collocation IGA- Maintenance


    

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