AMENDED - Coconino County

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AMENDED

September 18, 2012

WORK SESSIONS OF THE COCONINO COUNTY BOARD OF SUPERVISORS, AND REGULAR MEETING OF THE COCONINO COUNTY BOARD OF SUPERVISORS, THE PUBLIC HEALTH SERVICES DISTRICT BOARD OF DIRECTORS, FLOOD

CONTROL BOARD OF DIRECTORS, AND BOARD OF EQUALIZATION

PURSUANT TO A.R.S. § 38-431.02

9:30 AM -- WORK SESSIONS 3:30 PM -- WORK SESSIONS CONTINUED

6:00 PM -- REGULAR MEETING

First Floor Meeting Room 219 E. Cherry Avenue,

Flagstaff, Arizona The Board may change the order of the agenda at the time of convening the meeting or at any time during the meeting. Members of the Board of Supervisors will attend either in person or by telephone conference call. Work sessions and regular meetings are open to the public. Persons with a disability may request a reasonable accommodation by contacting the Clerk of the Board of Supervisors Office at 928-679-7144. Requests should be made as early as possible to allow time to arrange the accommodation. Notice of Option to Recess in Executive Session: Pursuant to A.R.S. § 38-431-.02, notice is hereby given to the members of the Board of Supervisors and to the general public that, at this meeting, the Board of Supervisors may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the County's attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. § 38 431.03(A)(3).

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Work Session (9:30 A.M.)

A. Review the results of the most recently conducted User Fee Study as prepared by MGT

of America, Inc., and discuss any necessary changes to the department fee recommendations. Finance

Break (11:30 A.M.)

• Luncheon with William de Buys Museum of Northern Arizona 101 North Fort Valley Road Flagstaff, AZ 86001

• United Way of Northern Arizona 2012 Kick-off Luncheon

High Country Conference Center 201 West Butler Avenue Flagstaff, AZ 86001

Work Session Continued (3:30 P.M.)

B. Roundtable Discussion/Committee Liaison Reports (Pursuant to A.R.S. § 38-

431.02H – These matters will not be acted upon):

• Planning Calendar for 2012 • Future Agenda Items • State and Federal Legislation • CSA Update • NACO Update • County Manager’s Report • Chair’s Report

• BOS Committee Liaison Reports

o Alliance Policy Board o Bureau of Land Management RAC o CPWAC o CJCC o ECoNA o Flagstaff Cultural Partners o FMPO o Flagstaff Area Regional Land Use & Transportation Plan o 4 Forest Restoration Initiative o Juvenile Community Advisory Board o NAIPTA o NACOG o Public Health Services District Advisory Board o SEDI

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o Snow Play Area Economic Development o Sustainable Buildings Committee

• County Boards and Commissions Updates o Building and Safety Advisory Board o Employee Appeals Board o Industrial Development Authority Board o Library Board o Parks and Recreation Commission o Planning and Zoning Commission o Planning and Zoning Board of Adjustments

C. The Board of Supervisors and the Parks and Recreation Commission will meet to discuss

issues of common interest. Parks and Recreation

Board of Supervisors/Parks and Recreation Joint Meeting September 18, 2012, 4:15PM – 5:30PM

Humphreys Conference Room, 3rd Floor, 110 E. Cherry

AGENDA

• Introductions - Carl Taylor, Board Chair /Mary Hendricks, PRC Chair • Commission accomplishments - Mary Hendricks, PRC Chair • Benefits of Parks and Recreation - Pam Foti, PRC Commissioner • How can the PRC best serve the Board? - Shannon Shoots, PRC Vice Chair • Summary discussion

Regular Session (6:00 P.M.)

The Board may change the order of the agenda at the time of convening the meeting or at any time during the meeting. Members of the Board of Supervisors will attend either in person or by telephone conference call. Work sessions and regular meetings are open to the public. Persons with a disability may request a reasonable accommodation by contacting the Clerk of the Board of Supervisors Office at 928-679-7144. Requests should be made as early as possible to allow time to arrange the accommodation. Notice of Option to Recess in Executive Session: Pursuant to A.R.S. § 38-431-.02, notice is hereby given to the members of the Board of Supervisors and to the general public that, at this meeting, the Board of Supervisors may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the County's attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. § 38 431.03(A)(3). Call to the Public

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After the pledge of allegiance, the Chairman will call on members of the public to speak on any item or area of concern not listed on the agenda. Items presented during the Call to the Public portion of the Agenda cannot be acted on by the Board of Supervisors. Individual Supervisors may ask questions of the public, but are prohibited by the Open Meeting law from discussing or considering the item among themselves until the item is officially placed on the Agenda. Individuals are limited to a five-minute presentation.

Consent Agenda: All matters under Consent Agenda are considered by the Board of Supervisors to be routine and will be enacted by a single motion. If discussion is desired on any particular consent item that item will be removed from the consent agenda and will be considered separately. Speaking During a Public Hearing: After staff and applicant presentations for specific public hearing items, the Chairman will open the public hearing and ask for comments from the public. Those who fill out a speaker's form will be called on first. You do not need to fill out a speaker's form to speak during the public hearing.

Call to Order

Pledge of Allegiance

Call to the Public

Consent Agenda Items

1. Regular Minutes for July 10, 2012, August 7, 2012, and Budget Minutes for June 11, 2012. Board of Supervisors

2. Warrant Registers: An itemized list of the below-numbered claims is filed in the official record of the Coconino County Board of Supervisors. Board of Supervisors

Run Date Warrant Number Computer Register Total 08/30/12 91302181-91308411 338,699.34 08/30/12 390-396 *EFT 50,181.65 09/06/12 91302412-9130546 2,354,385.90 09/06/12 397-404 *EFT 65,779.72

As a reminder, if you are carrying a cell phone, electronic pager, computer, two-way radio, or other sound device, we ask that you silence it at this time to minimize disruption of today’s meeting.

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3. Adopt Resolution 2012-34 to correct the tax roll as noted on the Tax Roll Correction Summary dated August 23, 2012. Assessor

4. Approval of Community Grant Funding from District 2-$1,500 to Flagstaff Cultural Partners

to assist with costs associated with "Beyond the Border: the Wall, the People and the Land" exhibition. Board of Supervisors

5. Approval of the AmeriCorps State Operational Grant, AC-VSG-13-3273-03, between State

of Arizona, the Governor's Office for Children, Youth and Families and Coconino County acting as the Coconino Rural Environment Corps (CREC) to engage AmeriCorps members in direct service to address unmet community needs in the amount of $329,699 effective September 1, 2012 through August 31, 2013 Community Services/CREC

6. Approve AmeriCorps Grant No. 10EDHAZ001, Amendment No. 3, between the Corporation

for National and Community Service and Coconino County acting as the Coconino Rural Environment Corps to increase Corps capacity to provide broader opportunities for corpsmembers in the southwest, in the amount of $585,000 from October 1, 2012 through September 31, 2013. Community Services\CREC

7. Accept Grant No. CFDA for funds from the Arizona Division of Emergency Management in

the amount of $124,818.00 for Emergency Management Performance for a two-year period and funded by 50% General Fund support. County Manager

8. Confirm the appointment of Sue Pratt as Community Development Department Director, and

delegate authority to the Interim County Manager to negotiate and execute her employment contract. County Manager

9. Item moved to Public Health Services District item 26.A.

10. Removed – duplicate item

11. Approval of the Justice of the Peace Judge Pro Tempore Appointment for Fiscal Year 2013:

Robert Rantz. Courts

12. Award RFP 2012-110 for remanufactured and OEM (Original Equipment Manufacturer) toner cartridges for Departmental desk top printers to Quality Connections. Finance

13. Approve an Intergovernmental Agreement between Coconino County and the City of

Flagstaff for fire and emergency services at Fort Tuthill County Park for a five-year period totaling $45,000. Parks and Recreation

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14. Approve the FY12 Recreational Trails Grant Application for Trails System Development at

the Rogers Lake County Natural Area requesting $100,000 in grant funding with a Board certification to match up to 10% from in-kind contributions. Parks and Recreation

15. Approve the purchase of eight (8) vehicles under State Contract No. ADSPO12-016669 from

Midway Chevrolet in the amount of $205,877.55 Public Works

16. Approve the second renewal of an Agreement with Bleekers Boxes to provide rental portable offices and waste dumpsters for flood area locations in the amount of $60,000.00 for a one-year period. Public Works

17. Approve the second renewal of an Agreement with DNN Enterprises Inc. and the County to

provide operator labor and heavy equipment for emergency response up to $60,000 for a one-year period. Public Works

18. Approve the purchase of roadway crack filling material and equipment rental from Crafco

Inc. based on ADOT contract, in the amount of $208,339.48. Public Works

19. Approve the Intergovernmental Agreement (IGA) with the City of Flagstaff for the Hazardous Waste Products Center through August 2014. Public Works

20. Approval of Amendment #5 of an Intergovernmental Agreement (IGA) with the State of

Arizona providing SAFETEA-LU funds for roadway maintenance on the Navajo Nation for FY10- FY12. Public Works

21. Approve an On-Call Agreement with Pioneer Title Agency Inc. and the County to provide

professional title services, not to exceed $75,000 for a one-year period. Public Works

The Board of Supervisors will resolve as the Flood Control District Board of Directors Flood Control District 22. Approve an Agreement with DNN Enterprises Inc. and the County Flood Control District to

provide operator labor and heavy equipment for emergency response up to $60,000 for a one-year period. Flood Control District

23. Approve an On-Call Agreement with Pioneer Title Agency Inc. and the County Flood

Control District to provide professional title services, not to exceed $75,000 for a one-year period. Flood Control District.

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The Flood Control District Board of Directors will resolve as the Board of Supervisors The Board of Supervisors will resolve as the Public Health Services District Board of Directors Public Health Services District

24. Approval of RFGA 12-030674 between ADHS and CCPHSD for period October 1, 2012

through September 30, 2013, for nutrition and physical activity education services. Public Health Services District

25. Approve renewal of Award No. A12PX90868 between the Bureau of Indian Affairs and

Coconino County for BIA-Hopi Agency Medical Examiner and Autopsy services from October 1, 2012 through September 30, 2013, in the amount of $21,000. Public Health Services District

26. Removed. Approval of the contract between Health Coding Consultants (HCC) and

CCPHSD to provide medical coding and billing services for Clinical Services, to be effective on July1, 2012, for the annual amount of approximately $5,000. -- Public Health Services District

26. A. Approve the contract with The Guidance Center to provide Title 36 screening and Court Ordered Evaluation services. Providing these services are required of counties under Arizona Revised Statutes. Public Health Services District

27. Approval of IGA/JPA 12-112I between the Arizona Department of Transportation and the Coconino County Public Health Services District for the period October 1, 2012 to September 30, 2013, in the amount of $10,000 for the implementation of the FY13 Safe Routes to School - Kick Start Project. Public Health Services District

The Public Health Services District Board of Directors will resolve as the Board of Supervisors

Action Items (Immediately Following)

28. Approval of the FY13 Intergovernmental Agreement (IGA) between Coconino County and the City of Williams for consolidated staff of the Williams Justice and Municipal Court. Courts

The Board of Supervisors will resolve as the Board of Equalization

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29. Adopt Board of Equalization Resolution 2012-01 to receive and accept the Hearing Officer Recommendations for Petitions for Review of Valuation for Tax Year 2013 hearings conducted August 14-16. Board of Equalization

30. Adopt Board of Equalization Resolution 2012-02 to receive and accept the Hearing Officer

Recommendation for Petition for Review of Personal Property Valuation for Tax Year 2012 hearing conducted August 16, 2012. Board of Equalization

The Board of Equalization will resolve as the Board of Supervisors 31. Review of proposed Title III projects for FY 13 under the Secure Rural Schools and

Community Self Determination Act and open the 45-day public comment period. Finance 32. Public Hearing to accept comments in consideration of a Water Franchise Renewal

Agreement between Coconino County, Arizona and Flagstaff Ranch Water Company, Inc., an Arizona Public Service Corporation. Public Works/County Attorney.

The Board of Supervisors will resolve as the Flood Control District Board of Directors

33. Approve and accept an increase in federal financial assistance and total project costs under the Natural Resources Conservation Service's Emergency Watershed Protection Program from the originally approved amount of $8,590,000 to $9,723,333; comprised of $7,292,500 in federal funding and $2,430,833 in local matching funds; for watershed restoration and flood mitigation projects in the Schultz Fire and Flood area. Flood Control District

34. Review and discuss draft US Forest Service Special Use Permit for construction and

maintenance of on-forest watershed restoration measures within the 2010 Schultz Fire burn area. Pursuant to A.R.S. 38-431.03(A) (3) and (4), the District may vote to go into executive session. Flood Control District

Flood Control District Board of Directors will resolve as the Board of Supervisors 35. Receive legal advice regarding ongoing Copeland Easement litigation. Pursuant to ARS 38-

431.03(A) (3) the Board may enter executive session for discussion and legal advice. County Attorney

Meeting Adjourned

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CERTIFICATION OF POSTING OF NOTICE

The undersigned hereby certifies that a copy of the foregoing notice was duly posted at the Coconino County Administration Building, 219 East Cherry Avenue, Flagstaff, Arizona,

on this date: _______________9/13/12________________ at _______12:47___________ pm (circle one) in accordance with the statement filed by the Coconino County Board of Supervisors with the Clerk of the Board.

Dated this ____13th________ day of __________September_____, 2012

_______Jonathan McIntosh for____________

Wendy Escoffier, Clerk of the Board

CERTIFICATION OF REPOSTING OF NOTICE


on this date: __________9/14/12____________________ at ________2:40__________ pm (circle one) in accordance with the statement filed by the Coconino County Board of Supervisors with the Clerk of the Board.

Dated this ______14th______ day of __________September_____, 2012

_______Jonathan McIntosh for____________


CERTIFICATION OF REPOSTING OF NOTICE


on this date: _______________________________ at __________________ am / pm (circle one) in accordance with the statement filed by the Coconino County Board of Supervisors with the Clerk of the Board.

Dated this ____________ day of ______________________________, 2012

_____________________________________


DATE: August 29, 2012 TO: Honorable Chair and Members of the Board FROM: Sandi Schulz, Finance Director/CFO SUBJECT: Worksession on User Fee Study

RECOMMENDATION: Staff recommends that the Board of Supervisors review the results of the most recently conducted User Fee Study as prepared by MGT of America, Inc. and discuss any necessary changes to the department fee recommendations. BACKGROUND: Coconino County entered into a Contract for Services with MGT of America, Inc. for Cost Allocation Plan and User Fee Study services. The contract was constructed to conduct the user fee study for approximately one-half of all County Departments. Staff feels that conducting a user fee study for half of the departments one year and the remaining half the following year suits the needs of the County, allowing more individualized attention and a more thorough study. In addition to the routine study, departments and MGT were asked to identify any new potential fee areas for consideration. Given the difficult economic times local governments are facing, it is necessary to evaluate full cost recovery potential and new fees to offset the cost of providing services. Staff is presenting the results of this study for those departments in which a User Fee Study was conducted. The following County departments were included in this study: Assessor, Community Development, Community Services, Public Health Services: Clinical and Dental Services, Environmental Health, Environmental Quality, Health Education, and Medical Examiner, Parks and Recreation, Public Works, Recorder, and Treasurer. Fees were calculated based on the County’s fiscal year 2011 actual expenditures. A summary of recommended fee changes is provided for each department. ALTERNATIVES: The purpose of this agenda item is for staff to present the Board of Supervisors with the results and recommendations of the most recently conducted User Fee Study. At this time it is recommended that the Board ask questions, raise concerns, and make comments regarding the results of the study.

Meeting Date: September 18, 2012

9/13/2012 Page 1 of 61A. 9/18/2012 - Worksession on User Fees for FY138

FISCAL IMPACT: Implementing the results of the User Fee Study will generally result in positive revenue collections for Coconino County REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS:

• Summary of Recommended Changes

• Cost of Services Study Findings (MGT of America, Inc.)


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User Fee Study Summary of Recommended Fee Changes: FY13 Study The following report summarizes department recommended changes to fees. The goal of this September 18th worksession is to discuss the recommended fee changes and determine what outreach efforts may be necessary before any fees go into effect. Fee increases are not being recommended as a budget solution, but instead changes are recommended to retain a consistent policy of charging fees for services that the departments and Board of Supervisors feel should not be subsidized through public tax revenues. Our policy is to review each fee every other year in order to avoid large increases in any given year while maintaining our cost recovery percentages. This creates routine incremental fee increases that are easier to absorb than increases that are not done as frequently and are thus more significant. Counties are required by Statute to post most fee increases on their website 60 days prior to the vote on adopting them. Fees are then adopted by resolution after a public hearing. Given that constraints, and that our annual goal is to implement fee changes on January 1st, we would like to notice the fee increases as a result of today’s worksession and ask the Board to vote on the recommended fee increases at the November 20th meeting. Please note that fee increases may be noticed without the full fee increase being adopted. Any fees that are determined by Statute are included in bolded font. Assessor There are no changes being recommended to fees for the Assessor’s office.

Fee NameCurrent

FeeRecommended

Fee

Increase/ (Decrease)

per UnitFull Cost

Subsidy per Unit

Maps - Al l 5$ 5$ -$ 5$ -$

Copies of Records 1 1 - 2 1

Copies of Records Printout 1 1 - 2 1

Mobile Home Verification 8 8 - 8 -

Fax - Long Distance 3 3 - 6 3

Sale of Affidavit 79 79 - 78 (1)

Mobile Home Conversion 101 101 - 101 -

List All Basic 178 178 - 227 49

List All Advanced 356 356 - 454 98

List Small 70 70 - 114 44


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Community Development Community Development is recommending no changes to a majority of their fees. There is an increase to one fee and two new fees are being proposed. The temporary use permit to the Planning & Zoning commission is a fee paid by applicants. This fee is being recommended for full cost recovery. The extension request fee will be for the extension of a conditional use permit beyond one year. There is also a new fee for medical marijuana dispensary permits.

Fee NameCurrent

FeeRecommended

Fee


per Unit Full CostSubsidy per Unit

Zone Changes to G,AR, RR or RS 400$ 400$ -$ 1,163$ 763$ Zone Changes to RM, CN, CG, CH, MP, M-1 400 400 - 1,939 1,539 Zone Changes to MHP, PRD, PC, PS, OS RC 500 500 - 3,849 3,349 Cond Use Permit - Nonprofi t Organization 400 400 - 1,312 912 Con Use Permit - Single Fam Residential 400 400 - 1,312 912 Cond Use Permit - Public Uti lity 600 600 - 1,958 1,358 Con Use Permit - Multiple Fam Res - RM Zone 600 600 - 1,958 1,358 Con Use Permit - Commercial - G&AR Zones 600 600 - 2,029 1,429 Con Use Permit - Commerical - Comm Ind. 600 600 - 2,013 1,413 Con Use Permit - Renewal of Existing CUP 600 600 - 1,312 712 Con Use Permit - Addition to Existing CUP 600 600 - 1,312 712 Con Use Permit - Cottage Industry 400 400 - 1,312 912 Variance 400 400 - 1,451 1,051 Plan or Ordinance Amendment 400 400 - 1,575 1,175 Permit - Appeal 300 300 - 1,866 1,566 Zoning Violation Appeal to Bid 300 300 - 2,809 2,509 Design Review Overlay 400 400 - 1,426 1,026 Administrative Adjustment 50 50 - 86 36 Adjust For Lot Size Reduction 50 50 - 86 36 Temp Use Permit 50 50 - 80 30 Temp Use Permit to P&Z Comm 100 240 140 240 - Preliminary Subdivision Plat 1,500 1,500 - 3,566 2,066 Final Plat 500 500 - 700 200 Amended Final Plat 200 200 - 233 33 Abandonment 500 500 - 3,566 3,066 Continuance 100 100 - 1,426 1,326 Land Division Permit - New Lot 300 300 - 469 169 Land Division Permit - No New Parcel 100 100 - 258 158 Sign Permit 50 50 - 140 90 Lighting Permit 50 50 - 281 231


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Community Services Community Services has three fee areas: Public Fiduciary, Senior Services Meals, and Senior Services Care. Public Fiduciary: The Public Fiduciary is proposing a new fee for indigent burials.

Senior Services Meals: Community Services is recommending no changes to Senior Services Meals fees. Donations will be requested of all participants.

Fee NameCurrent

FeeRecommended

Fee



Home Occupation Permit -$ -$ -$ 18$ 18$ Mobile Home Permit 230 230 - 500 270 Building Plan Review (All Combined) 125 125 - 184 59 Building Permit (Al l Combined) 224 224 - 408 184 Code Enforcement - - - 214,654 214,654 Advanced Planning - - - 87,105 87,105 Land Combinations - - - 18 18 Liquor License Zoning review - - - 58 58 Flood Control Distirct - - - 3,674,579 3,674,579 Medical Marijuana Dispensary Permit - 150 150 161 11 Extension Request - 100 100 149 49

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Annual Accounting 100$ 100$ -$ 1,386$ 1,286$ Final Accounting 250 250 - 1,066 816 Funeral Fee 200 200 - 761 561 Referral/Investigation/Setup 300 300 - 1,777 1,477 Representative Payee 38 38 - 266 228 Monthly Public Fiduciary Maint - Base Fee 50 50 - 310 260 Monthly Public Fiduciary Maint - High Demand 50 50 - 56 6 Indigent Burials - 350 350 350 -

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Meals on Wheels -$ -$ -$ 17$ 17$ Congregate Meals - - - 7 7


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Senior Services Care: Community Services is recommending no changes to Senior Services Care fees.

Parks and Recreation Last fiscal year, The Coconino County Parks and Recreation department underwent an extensive, internal review of its fees and charges. MGT has reviewed the analysis and their summary of findings and recommendations are included in the Cost of Services Study Findings report. Parks and Recreation will be working with the Public and the Board of Supervisor’s to review and implement their fees at a later date. Public Health Services District The Health Department has several fee areas. In addition to the fees listed below, the Health Education and Promotion program is studied. We do not assess fees for any of the Health Education and Promotion services because they are grant funded. The fees being presented by the Public Health Services District have not been reviewed by the Public Health Services District Advisory Board at the time this memo was prepared. Their next meeting is scheduled on October 10th. We will provide the Board with a recommendation from the Advisory Board prior to the user fee adoption on November 20th. Animal Management: Animal Management fees reflect changes to round the fees up or down. A last minute correction has been made that is not reflected in the MGT report. The Pet Shop Permit/License fee is actually increasing by $3 to round up.

Fee NameCurrent

FeeRecommended

Fee



Animal Impound Redemption 2nd 100 100 - 57 (43) Animal Impound Redemption 3rd 200 200 - 57 (143) Animal Impound Redemption 4th+ 400 400 - 57 (343) Kennel/Pet Shop Plan Review 344 340 (4) 343 3 Dog License Altered 12 12 - 13 1 Dog License Unaltered 25 25 - 13 (12) Dog License Late Fee 13 14 1 14 - Dog License Duplicate 12 12 - 14 2 Multiple Dogs <21 120 120 - 90 (30) Multiple Dogs <21 Altered 90 90 - 90 - Trap Rentals - - - 14 14 Trap Rental Cleaning Fee 35 35 - 33 (2) Kennel Permit/License 152 160 8 246 86 Pet Shop Permit/License 262 265 3 246 (19) Animal Impound Redemption 1st 50 50 - 57 7

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Respite Care 10$ 10$ - 25$ 15$ Non-Medical Home Care 10 10 - 40 30 Case Management - - - 79 79


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Clinical Services: The Public Health Services District is recommending three new fees in Clinical Services: IUD Removal, Subdural Implant Insertion, and Subdural Implant Removal. Other fees are being adjusted closer to full cost. Clinical fees are set based on full cost, but are assessed according to a sliding fee schedule.

Dental Services: The Public Health Services District is recommending a new fee for duplicate x-ray services. The remaining dental fees are not based on an analysis of costs; rather they are based on fees charged by other providers in the community (typically called, usual, customary, and reasonable. These fees are discounted on the same sliding fee schedule used in the clinic. The exception is that the full cost will be charged for dentures. See attached Dental Fee schedule (pages 21-23 of MGT Cost of Services Study Findings).

Fee NameCurrent

FeeRecommended

Fee



Reproductive Health Annual Exam 90$ 100$ 10$ 107$ 7$ Reproductive Health Initial Exam 125 150 25 154 4 Reproductive Health Medical/Return Visit 80 110 30 117 7 IUD Insertion 150 70 (80) 72 2 Pregnancy Testing Only 52 60 8 64 4 TB Skin Testing 24 35 11 45 10 Communicable Disease Investigation - - - 210 210 STD/HIV Testing and Counseling 60 80 20 89 9 Child Immunizations 15 15 - 64 49 Flu Immunization 25 25 - 45 20 Pneumonia Immunization 23 - (23) 108 108 Adult Immunization 46 44 (2) 44 - Adult Immunization (travel) - Ini tial 60 60 - 69 9 Adult Immunization (travel) - Follow Up) 20 40 20 47 7 Venipuncture 22 25 3 26 1 IUD Removal - 45 45 47 2 Subdural Implant Insertion - 70 70 72 2 Subdural Implant Removal - 90 90 92 2

Fee NameCurrent

FeeRecommended

Fee



Cl inic Visit 30$ 30$ -$ 163$ 133$ Duplicate X-Ray - 20 20 21 1


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Environmental Services: Environmental Services is comprised of Environmental Quality, Environmental Health, and Animal Management. Environmental Health: Environmental Health fee changes reflect changes to the full cost of the fees.

Fee NameCurrent

FeeRecommended

Fee



Additional Follow-up Inspections 177$ 175$ (2)$ 182$ 7$ Pre-opening Inspections (Ownership) 278 285 7 302 17 Type 3 Food Service License 385 390 5 398 8 Type 2 Food Service License 272 280 8 294 14 Type 1 Food Service License 224 235 11 247 12 Co-located and Catering Food Service Permit 180 190 10 201 11 Temp Food Service NP (>1 Event Within 6 months) 65 115 50 138 23 Temp Food Service FP (>1 Event Within 6 months) 85 140 55 138 (2) Temp Food Svc Appl submitted <10 days before event (penalty) 50 50 - 53 3 Food Handler Certificate (a) 18 18 - 20 2 Food Manager Certificate 59 55 (4) 61 6 Food Manager Recertification 19 28 9 31 3 Back County River Guide Certificate 18 18 - 18 - Body Art Certificate 22 25 3 26 1 Body Art License 181 260 79 272 12 Trailer Park/Campground 135 135 - 144 9 School Inspection >500 202 200 (2) 224 24 School Inspection <500 133 125 (8) 140 15 Motel/Hotel License 145 160 15 171 11 Type 3 Food Service Plan Review 445 480 35 507 27 Type 2 Food Service Plan Review 408 430 22 456 26 Type 1 Food Service Plan Review 310 330 20 346 16 Food Service Minor Remodel Plan Review 273 265 (8) 295 30 Trailer Park/Campground Plan Review 269 265 (4) 292 27 Motel/Hotel Plan Review 326 350 24 369 19 School Plan Review 337 340 3 377 37 Body Art Facil i ty Plan Review 294 310 16 326 16 VB/ZD Survei l lance - - - 103 103 Public Health Nuisance - - - 112 112 License Renewal Late 50 50 - 17 (33) Temp Food Service for Profit (1 Event) 65 90 25 91 1 Seasonal Food Service Type 1 124 130 6 136 6 Seasonal Food Service Type 2 135 140 5 150 10 Seasonal Food Service Type 3 157 170 13 177 7 Minor Pre Opening Inspection 118 125 7 128 3 West Nile - - - 158 158 Annual Pool & Spa 203 215 12 229 14 Seasonal Pool & Spa 148 145 (3) 154 9 Temp Food Service Group (1 Event) - 90 90 91 1 Temporary Food Service NP (1 Event) - 75 75 91 16 Temporary Body Art (7 Consecutive Days) - 135 135 133 (2) Temporary Food Service Group (>1 within 6 months) - 150 150 150 - Temporary Food Service FP Samplers & NPH - 75 75 93 18


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Environmental Quality: The Public Health Services District is proposing six new fees: Subdivision Review (ADEQ form 51), Consistency Review (ADEQ form 20), Performance Assurance Plan (Review), Alternate System (Gravity Flow) Permit, Commercial Alternate System (Gravity Flow) Permit, Commercial Conventional Redesign, and Commercial Alternate Redesign. The department is recommending a subsidization for all but two Environmental Quality services at some level. Due to a conflict with an existing contract the department is requesting that the Alternate System (Gravity Flow) Permit and the Commercial Alternate System (Gravity) fees not go into effect until July 1, 2013.

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Conventional System Permit 500$ 555$ 55$ 747$ 192$ Alternate System Permit 1,000 1,090 90 1,297 207 System Repair Permit 250 255 5 488 233 Tank Only Permit 264 250 (14) 383 133 Resid'l Room Addition/Remodel Review 80 80 - 143 63 Conventional Redesign Review 280 280 - 405 125 Alternate Redesign Review 550 597 47 853 256 Commercial : Conventional 750 775 25 1,077 302 Commercial :Alternate 1,800 1,860 60 2,354 494 On-site Inspection 380 380 - 707 327 Additional Inspection 280 280 - 441 161 Transfer of Owernship 50 50 - 67 17 Waste Haulers 200 215 15 359 144 Septic File Search 14 15 1 17 2 Wel l Site Inspection 250 260 10 395 135 Public Nusiance Complaint - - - 290 290 Green Alternate System Permit 350 350 - 639 289 Green Alternate Redesign Review 250 250 - 405 155 Permit re-issue 125 125 - 195 70 Commercial Room Addition/Remodel 200 200 - 257 57 4.23 Permit (in conjunction w/another permit) 3,000 3,000 - 3,332 332 Alternate System Repair Permit 400 400 - 700 300 Drinking Water Hauler 200 200 - 399 199 Subdivision Review (ADEQ form 51) - 130 130 169 39 Consistency Review (ADEQ form 20) - 95 95 130 35 Performance Assurance Plan (Review) - 115 115 150 35 Alternate System (Gravity Flow) Permit - 565 565 563 (2) Commercial Alternate System (Gravity Flow) Permit - 930 930 933 3 Commercial Conventional Redesign - 145 145 414 269 Commercial Alternate Redesign - 600 600 598 (2)


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Medical Examiner: The fees charged by the medical examiner are primarily to other government agencies. The department is recommending a few fee changes bringing them up to full cost.

Public Works Public Works Engineering: Many engineering fees were newly implemented in FY09. The department’s continued goal is to work towards full cost recovery by gradually increasing these news fees. The department is proposing seven new fees: Hydrology Permit, AZPDES, Septic Review, Oversize/Overweight Permit, Floodplain Use Permit, Special Events Oversight (Hourly), and SWPPP Review (Per Page).

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Death Certificate 14$ 14$ -$ 18$ 4$ Autopsy Report Copy 9 9 - 9 - Autopsy Report Copy No-Charge - - - 8 8 Autopsy Standard 2,000 2,000 - 2,151 151 Autopsy Extended 3,062 3,062 - 3,352 290 Autopsy (Standard & Extended) Statute - - - 2,771 2,771 Autopsy External 1,062 1,159 97 1,159 - Autopsy External Statute - - - 1,163 1,163 Cremation Authorization 26 26 - 29 3 Record Chart Review 676 738 62 738 - Faci l ity Use (Per Hour) 60 111 51 111 - Toxicology Administration 183 183 - 202 19

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Plan Review (Initial Per Sheet) 170$ 190$ 20$ 192$ 2$ Plan Review-Additional Review (2) 100 100 - 120 20 Plan Review-Additional Review (3) 100 100 - 120 20 Plan Review-Additional Review (4) 100 100 - 120 20 Plan Review-Additional Review (5) 100 100 - 120 20 Plan Review-Each Subsequent 100 100 - 120 20 Commercial Encroachment Processing Charge 200 300 100 314 14 Encroachment Utility Permit: 200 feet or less 200 300 100 331 31 Encroachment Utility Permit: 201-300 feet 200 300 100 331 31 Encroachment Utility Permit: 301-500 feet 200 300 100 331 31 Encroachment Utility Permit: 501-1,000 feet 200 300 100 331 31 Encroachment Utility Permit: 1,001-2,000 feet 200 300 100 331 31 Encroachment Utility Permit: Over 2,000 feet 200 300 100 331 31 Commercial Driveway Permit 225 250 25 251 1 Encroachment Special Events Non-Profit 300 300 - 2,039 1,739 Encroachment Special Events for Profit 600 600 - 2,064 1,464


9

Public Works Solid Waste: Solid Waste fees display very few changes. Only two changes are proposed and it is to round up two fees.

Fee NameCurrent

FeeRecommended

Fee


per Unit Full CostSubsidy per

UnitGrading-Commercial (includes 2 inspections) 350 450 100 487 37 Grading-Residential Inspection 100 150 50 337 187 Grading Subdivision Processing Fee 130 150 20 156 6 Grading Residential Processing Fee 65 65 - 84 19 Grading Commercial Processing Fee 130 150 20 156 6 New Subdivision Inpsection Fee, Per Linear Foot 2 2 - 2 0 Misc Engineering Inpsection Fee 50 75 25 77 2 Drainage Report-Simple-In-House 1,000 1,000 - 985 (15) Drainage Report-Medium-In-House 1,500 1,500 - 1,472 (28) Drainage Report-Complex-In-House 3,000 3,000 - 2,932 (68) Hydrology Permit (New) - 75 75 249 174 AZPDES - 75 75 170 95 Septic Review - 75 75 170 95 Oversize/Overweight Permit - 75 75 257 182 Floodplain Use Permit - - - - - Special Events Oversight (Hourly) - 50 50 54 4 SWPPP Review (Per Page) - 150 150 202 52

Fee NameCurrent

FeeRecommended

Fee



Off Reservation Sites - Wil l iard Springs 13$ 15$ 2$ 15$ -$ Off Reservation Sites - Mormon Lake 13 15 2 66 51 On Reservation Sites - Leupp 8 8 - 13 5 On Reservation Sites - Cameron 8 8 - 12 4 On Reservation Sites - Tuba City 6 6 - 9 3 On Reservation Sites - The Gap 17 17 - 26 9 On Reservation Sites - Kaibeto 14 14 - 23 9 On Reservation Sites - Tonalea 12 12 - 18 6 On Reservation Sites - LeChee 5 5 - 8 3 Waste Tire Site 206,327 206,327 - 176,294 (30,033) Other Solid Waste 2 2 - 41 39 Will iams 21,187 21,187 - 119,284 98,097 Will iard Springs - Pine Needle Collection 5 5 - 15 10


10

Recorder All Recorder fees are set by Statute except CD images and Copy of Index. The department is recommending a $0.02 increase in the CD images fee which is currently $0.01.

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Recording Fee - 1st 5 Pages 10$ 10$ -$ 11$ 1$ Recording > 5 Pages, Each Additional Page 1 1 - 11 10 Affidavit of Value 2 2 - 38 36 Multiple Transactions - Additional Releases 3 3 - 7 4 Multiple Transactions - >1 Title on a Document 3 3 - 7 4 Multiple Transactions - Disclosure of Beneficiaries 3 3 - 7 4 Financing Statement 10 10 - 11 1 Financial Statement - Secured Real Property 13 13 - 11 (2) Financial Statement - Assignment Only 13 13 - 11 (2) Financial Statement - Assignment & Real Property 16 16 - 11 (5) Financial Statement - Continuation, Assign or Amend 10 10 - 11 1 Financial Statement - With Secured Real Property 10 10 - 11 1 Financial Statement - Satisfaction, Termination or Release 10 10 - 11 1 Lien Searches 10 10 - 4 (6) Lien Searches - Per Finding 1 1 - 4 3 Lien Searches - Each Copy 1 1 - 4 3 Affidavit of Labor of Work Performed 15 15 - 11 (4) Location of Mining Claim & Notice of Intention to Hold 10 10 - 11 1 Government Agencies - 1st 5 Pages 8 8 - 11 3 Government Agencies - > 5 Pages, Each Additional Page 1 1 - 11 10 Maps and Plats 28 28 - 11 (17) Maps and Plats - Each Additional Map Page 20 20 - 11 (9) Maps and Plats - Government Agencies 18 18 - 11 (7) Maps and Plats - Government Agencies - Each Additional Map 10 10 - 11 1 Copies of Recordings 1 1 - 4 3 Copies of Recordings for Government Agencies 1 1 - 4 3 Certification of Document 3 3 - 4 1 Certification of Document - Government Agencies 2 2 - 4 2 Copies of Maps 4 4 - 4 - Mylar Copies of Maps 5 4 (1) 4 - CD Images 0.01 0.03 0.02 0.01 (0.02) Copy of Index - - - - -


11

Treasurer The Treasurer’s Office provides many services and information to the public. Some of the information is used for a commercial purpose by the requestor. In these cases ARS 39-122 provides that a commercial rate may be charged by the custodian of public information. The Treasurer fees for services or information that are deemed to be for a commercial purpose are higher than the cost of providing the service. Other Treasurer fees recover less than the cost of providing the service due to either statutory limits or in consideration of a cost the public can bear. No changes are being recommended for this department.

Fee NameCurrent

FeeRecommended

Fee


per UnitFull Cost

Subsidy per Unit

Tax Sale or Del inquent List (Hardcopy) 50$ 50$ -$ 23$ (27)$ Tax Sale or Del inquent List CD (a) 50 50 - 23 (27) Postage/Handl ing 20 20 - 16 (4) Faxes (First 2 Pages) 5 5 - 8 3 Additional Fax Pages 1 1 - 8 7 Copies 3 3 - 16 13 Tax Notice Copy (If From Microfiche) 5 5 - 8 3 Tax Master Fi le (a) 150 150 - 47 (103) Parcel Inquiry (Per Parcel) 1 1 - 31 30 Returned Check Fee 25 25 - 15 (10) Subsequent Tax Payment 25 25 - 26 1 Reassignement Fee 10 10 - 13 3 Redemption From State 25 25 - 16 (9) Redemption From Assignment 25 25 - 9 (16) Processing Fee 10 10 - 9 (1) Internet Auction 10 10 - 18 8 CP Fee 25 25 - 8 (17) Judgement Deed 50 50 - 17 (33) Bidder Portfolio (Per Page) 3 3 - 8 5 Research Fee 50 50 - 88 38 Downwind Copies - - - 27 27 Foreclosure Packet (Hard Copy) 25 25 - 23 (2) Active Purchaser List CD 100 100 - 23 (77) Excess Proceeds List 25 25 - 25 -


County of Coconino

Cost of Services Study Findings

August, 2012

8200 S Quebec, Suite A3, Centennial CO 80112 p: 720.255.6611

www.mgtamer.com

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A. 9/18/2012 - Worksession on User Fees for FY13

21

EXECUTIVE SUMMARY

Introduction MGT of America (MGT) is pleased to present the County of Coconino (County) with this summary of findings for the recently completed cost of services study. The County routinely performs comprehensive cost of services studies with each department being reviewed every other year. Since the last study, the County has made some minor adjustments to the fee levels, but has largely maintained the fee levels that had been previously adopted. The County is interested in accurately reporting the true cost of providing various fee-related services, and exploring the possibilities of modifying current fees to better reflect the increasing cost of providing services over time. In January 2012, the County contracted with MGT to perform this cost analysis using actual 2011 fiscal year expenditures, staffing and operational information. Additionally, all information was provided through the period ending July 2011. Fees should be reviewed on a regular basis and adjusted in accordance with established County policies on user fee cost recovery. This report is the culmination of the past eight months of work between MGT and County management and staff. MGT would like to take this opportunity to acknowledge all management and staff who participated on this project for their efforts and coordination. Their responsiveness and continued interest in the outcome of this study contributed greatly to the success of this study.

Study Scope and Objectives This study included a review of fee-for service activities within the following departments: Assessor Community Development Community Services Health Parks & Recreation Public Works Recorder Treasurer

The study was performed under the general direction of the Budget Office with the participation of representatives from each department. The primary goals of the study were to: Define what it costs the County to provide various fee-related services.

Determine whether there are any opportunities to implement new fees, while incorporating the County’s cost recovery policies.

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Identify service areas where the County might adjust fees based on the full cost of services and other economic or policy considerations.

Develop revenue projections based on recommended increases (or decreases) to fees.

The information summarized in this report addresses each of these issues and provides Coconino County with the tools necessary to make informed decisions about any proposed fee adjustments and the resulting impact on general fund revenues. The next section is a discussion about economic and policy considerations which may help facilitate the discussion on what cost recovery levels are appropriate for Coconino. To assist in that discussion, MGT offers the following comments relative to what we have seen in other agencies: Development-related fees (planning and building) generally should have high cost recovery levels (at or close to 100%). Exceptions may be made

for services such as appeal fees, or those provided exclusively to residential applicants. Community services fees (Recreation or Community Health) generally have very moderate cost recovery levels. Many programs continue to be

provided free of charge, regardless of cost. If the proposed fee increase is significant, many agencies will opt to phase in the increase over a period of three to five years.

Comprehensive reviews should be undertaken every two years, with minor cost of living adjustments made on an annual basis.

Economic & Policy Considerations Calculating the true cost of providing County services is a critical step in the process of establishing user fees and corresponding cost recovery levels. Although it is an important factor, other factors must also be given consideration. County decision-makers must also consider the effects that establishing fees for services will have on the individuals purchasing those services, as well as the community as a whole. The following economic and policy issues help illustrate these considerations. It may be a desired policy to establish fees at a level that permits lower income groups to use services that they might not otherwise be able to

afford. A consideration of community-wide benefit versus individual benefit might be of concern for certain services.

In conjunction with the second point above, the issue of who is the service recipient versus the service driver should also be considered. For

example, code enforcement activities benefit the community as a whole, but the service is driven by the individual or business owner that violates County code.

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Elasticity of demand is a factor in pricing certain services; increasing the price of some services results in a reduction of demand for those services, and vice versa.

Public sector agencies have a monopoly on providing certain services within its boundaries, such as development-related services. However,

other services, such as recreation programs, may be provided by neighboring communities or the private sector, and therefore demand for these services can be highly dependent on what else may be available at lower prices.

The following flow chart helps illustrate the economic and policy considerations listed above.

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Methodology A cost of service study analyzes two components of costs: the direct costs associated with providing each fee-for-service activity, and the indirect costs that support these activities. A brief discussion of each of these components follows. (A complete, detailed report of calculations can be provided as an attachment to this report). Direct Costs. The direct costs associated with fee-for-service activities were analyzed in great detail in this study. MGT worked with staff within each department to develop the analysis that is summarized in this report. The fiscal year 2011 budgeted expenditures were used to identify direct costs. The first step in the process was to identify staff time spent directly on each of the user fee activities. Each staff person involved in the user fee services identified time spent to complete each task associated with all user fee services. Annual volume statistics were also gathered in order to develop total annual workload information. Salary and benefit dollars were assigned to the time estimates to come up with the direct staff costs. Indirect Costs. A proportionate share of other operating expenses and internal department administrative costs were layered onto the direct costs as a departmental overhead. Countywide overhead costs coming from the cost allocation plan were also added in as indirect overhead. These two items were components of the indirect costs: 1) departmental overhead and 2) countywide overhead. The cost of each activity is then compared to the fee currently charged, and the extent of the cost recovery is identified. Cost Allocation Plan. Many of the costs that support all County programs and services are budgeted in centralized activities such as 1) Finance, which provides payroll, budgeting and, accounting support, 2) Facilities Management, which provides building maintenance and custodial services, and 3) County Manager, which provides public information and general government support services. The costs of these activities and other centralized services are considered indirect overhead that support fee-for-service activities, as well as other programs and functions within the County. As part of this study, MGT developed an indirect cost allocation plan that identifies and distributes these indirect costs to all operating programs and functions within the County’s organizational structure. The cost allocation plan takes a detailed approach to analyzing indirect costs. MGT interviewed staff and analyzed data within each central activity to determine:

1. What indirect support functions are provided (e.g. payroll, legal services, building maintenance, etc). 2. How to allocate centrally budgeted personnel and other operating expenses into these functions. 3. Which departments receive benefit from these services (e.g. payroll services benefit all departments that have budgeted staff, maintenance of

the County Administration Building benefits all departments that are housed within the Administration Building). 4. How to identify the best method of allocating these costs to the users (e.g. information technology services are allocated based on the

number of users and applications in each department).

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The end result of this analysis is the allocation of all indirect costs to all operating departments and programs. The indirect costs are then added to the direct costs to determine the full cost of all County operations – whether fee-related or not. This accounting exercise is important in that it can result in an increase in general fund revenues for reimbursement of support for user fee services and state or federally funded programs.

Study Findings The study's primary objective is to provide the County's decision-makers with basic data needed for setting fees. This report details the full cost of services, and presents proposed fees and projected revenues based on recommended user fee cost recovery levels. Recommendations were based upon careful consideration of the results of the cost analysis, historical cost recovery levels, and market comparisons. The exhibit on the following page displays the costs and revenues of each department/division into the following categories: Column A, Total Costs – Displays the total costs of each department. Column B, User Fee Costs – Of the $20.04 million in total costs analyzed, $7.79 million (or 39%) of that total is related to user fee services. It is this $7.79 million that is the focus of this study and represents the total potential for user fee-related revenues for the County. Column C, Current Revenues – Based on current individual fee levels, the County generates fee-related revenues of $4.27 million and is experiencing a 55% overall cost recovery level. Within each department, current cost recovery levels range from 7% for Senior Services to 127% for the Treasurer. Column D, General Fund Subsidy – Current fee levels recover 55% of full cost, leaving 45% or $3.52 million to be funded by other funding sources. This $3.52 million represents a “window of opportunity” for the County to increase fees and general fund revenues, with a corresponding decrease in the subsidization of services by the general fund. Note, many fee levels are set by statute and cannot be adjusted. Column E, Recommend Recovery – It is estimated that adoption of the recommended cost recovery policy would increase fee revenue to $4,446,909. This would bring the overall cost recovery level up to 57%. These projections do not include Parks and Recreation revenues, which for reasons discussed later in this report are difficult to determine prior to implementation of its proposed new fee structure. Column F, Increased Revenue – $181,840 in potential new revenue could be generated. This would represent a 4.26% increase over the revenue currently being collected for these activities by the County on an annualized basis.

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Total General Fund Increased

Department/Division Costs (A) Subsidy (D) Revenue (F)

Assessor $2,053,256 $8,288 0% $7,003 84% $1,285 $7,003 84% $0

Community Development $6,843,134 $1,408,568 21% $775,516 55% $633,052 $777,486 55% $1,970

Community Services

Public Fiduciary $540,304 $513,656 95% $83,110 16% $430,546 $90,460 18% $7,350

Senior Services $866,208 $637,716 74% $43,450 7% $594,266 $43,450 7% $0

Health

Clinical Services $1,996,410 $811,910 41% $559,345 69% $252,565 $665,655 82% $106,310

Dental Services $537,335 $537,335 100% $97,812 18% $439,523 $98,292 18% $480

Environmental Services $1,936,664 $922,783 48% $758,151 82% $164,632 $803,551 87% $45,400

Medical Examiner $767,710 $391,948 51% $253,310 65% $138,638 $254,450 65% $1,140

Parks & Recreation

Public Works

Engineering $1,076,038 $75,563 7% $59,545 79% $16,018 $66,040 87% $6,495

Solid Waste $2,023,817 $1,938,372 96% $1,230,649 63% $707,724 $1,237,422 64% $6,773

Recorder $703,415 $466,570 66% $300,438 64% $166,131 $306,359 66% $5,921

Treasurer $698,835 $76,207 11% $96,740 127% ($20,533) $96,740 127% $0

Grand Total: $20,043,125 $7,788,916 39% $4,265,069 55% $3,523,847 $4,446,909 57% $181,840

Notes:

3) Parks and Recreation is proposing a complete remodel of its current fee structure. An assessment of total annual costs, revenues, and projections will be developed once a year's worth of activity under this new structure has been tracked. Please see discussion in the Parks and Recreation section of this

report.

Please see Parks & Recreation section of this report for discussion about fees, costs, and revenue projections

2) The revenues included for the Meals programs within Senior Services reflects donations.

County of CoconinoUser Fee Revenue Analysis

Fiscal Year 2011

Cost Recovery

1) The revenues displayed for Assessor, Community Services, Recorder and Treasurer can vary greatly based on the customer's ability to pay and/or state

statutes that define fee levels.

Policy (E)

Costs, User

Fee Services (B)

Current

Revenue (C )

RecommendedCurrent

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Department Summary Charts The subsequent pages display department results and individual activity analysis. These summaries reflect costs and recommendations for individual services and programs and the various subtotals on these pages directly tie to the exhibit charts discussed earlier in this report.

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Assessor

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User Fee Study Summary Sheet

Service NameFee

DescriptionAnnual Volume

Current FeeCurrent

Recovery %Full Cost Annual Cost

Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Maps - All Fee 188 $5 97% $5 $973 $940 $33 97% $5 $940 $33

2 Copies of Records Fee 56 $1 52% $2 $109 $56 $53 52% $1 $56 $53

3 Copies of Records Printout Fee 148 $1 52% $2 $287 $148 $139 52% $1 $148 $139

4 Mobile Home Verification Fee 6 $8 95% $8 $50 $48 $2 95% $8 $48 $2

5 Fax - Long Distance Fee 2 $3 46% $6 $13 $6 $7 46% $3 $6 $7

6 Sale of Affidavit Fee 24 $79 101% $78 $1,870 $1,896 -$26 101% $79 $1,896 -$26

7 Mobile Home Conversion Fee 1 $101 100% $101 $101 $101 $0 100% $101 $101 $0

8 List All Basic Fee 1 $178 78% $227 $227 $178 $49 78% $178 $178 $49

9 List All Advanced Fee 10 $356 78% $454 $4,545 $3,560 $985 78% $356 $3,560 $985

10 List Small Fee 1 $70 62% $114 $114 $70 $44 62% $70 $70 $44

Total User Fees $8,288 $7,003 $1,285 $7,003 $1,285

% of Full Cost 84% 16% 84% 16%

Total Other Services $2,044,968 $2,044,968 $2,044,968

% of Full Cost

Department Totals $2,053,256 $7,003 $2,046,253 $7,003 $2,046,253

% of Full Cost 0% 100% 0% 100%

RecommendationsPer Unit Per Unit Annual

Coconino CountyAssessorFY 2011

CurrentAnnual

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Community Development

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Service NameFee


Current FeeCurrent

Recovery %Full Cost Annual Costs

Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

b) 1 Zone Change to G, AR, RR or RS Fee 1 $400 34% $1,163 $1,163 $400 $763 34% $400 $400 $763

b) 2 Zone Change to RM, CN, CG, CH, MP, M-1, Fee 3 $400 21% $1,939 $5,817 $1,200 $4,617 21% $400 $1,200 $4,617

b) 3 Zone Change to MHP, PRD, PC, PS, OS, RC Fee $500 13% $3,849 13% $500

4 Cond Use Permit - Nonprofit Organization Fee 2 $400 30% $1,312 $2,624 $800 $1,824 30% $400 $800 $1,824

5 Cond Use Permit - Single Fam Residential Fee 10 $400 30% $1,312 $13,120 $4,000 $9,120 30% $400 $4,000 $9,120

6 Cond Use Permit - Public Utility Fee 5 $600 31% $1,958 $9,788 $3,000 $6,788 31% $600 $3,000 $6,788

b) 7 Cond Use Permit - Multiple Fam Res-RM Zon Fee $600 31% $1,958 31% $600

b) 8 Cond Use Permit - Commercial-G&AR Zones Fee 13 $600 30% $2,029 $26,378 $7,800 $18,578 30% $600 $7,800 $18,578

b) 9 Cond Use Permit - Commercial - Comm Ind. Fee 14 $600 30% $2,013 $28,187 $8,400 $19,787 30% $600 $8,400 $19,787

11 Cond Use Permit - Renewal of Existing CUP Fee 13 $600 46% $1,312 $17,056 $7,800 $9,256 46% $600 $7,800 $9,256

12 Cond Use Permit - Addition to Existing CUP Fee 1 $600 46% $1,312 $1,312 $600 $712 46% $600 $600 $712

13 Cond Use Permit - Cottage Industry Fee 9 $400 30% $1,312 $11,808 $3,600 $8,208 30% $400 $3,600 $8,208

14 Variance Fee 12 $400 28% $1,451 $17,410 $4,800 $12,610 28% $400 $4,800 $12,610

15 Plan or Ordinance Amendment Fee 1 $400 25% $1,575 $1,575 $400 $1,175 25% $400 $400 $1,175

16 Permit - Appeal Fee 2 $300 16% $1,866 $3,731 $600 $3,131 16% $300 $600 $3,131

17 Zoning Violation Appeal to Bd Fee $300 11% $2,809 11% $300

18 Design Review Overlay Fee 7 $400 28% $1,426 $9,985 $2,800 $7,185 28% $400 $2,800 $7,185

19 Administrative Adjustment Fee 42 $50 58% $86 $3,599 $2,100 $1,499 58% $50 $2,100 $1,499

20 Adjust For Lot Size Reduction Fee 10 $50 58% $86 $857 $500 $357 58% $50 $500 $357

21 Temp Use Permit Fee 53 $50 62% $80 $4,242 $2,650 $1,592 62% $50 $2,650 $1,592

22 Temp Use Permit to P&Z Comm Fee 3 $100 42% $240 $720 $300 $420 100% $240 $720 $420

23 Preliminary Subdivision Plat Fee $1,500 42% $3,566 42% $1,500

24 Final Plat Fee $500 71% $700 71% $500

25 Amended Final Plat Fee 1 $200 86% $233 $233 $200 $33 86% $200 $200 $33

26 Abandonment Fee 1 $500 14% $3,566 $3,566 $500 $3,066 14% $500 $500 $3,066

27 Continuance Fee 3 $100 7% $1,426 $4,279 $300 $3,979 7% $100 $300 $3,979

28 Land Division Permit - new lot Fee 16 $300 64% $469 $7,496 $4,800 $2,696 64% $300 $4,800 $2,696


Coconino CountyCommunity Development

FY 2011

CurrentAnnual

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Service NameFee


Current FeeCurrent

Recovery %Full Cost Annual Costs

Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy


Coconino CountyCommunity Development

FY 2011

CurrentAnnual

29 Land Division Permit - no new parcel Fee 10 $100 39% $258 $2,577 $1,000 $1,577 39% $100 $1,000 $1,577

30 Sign Permit Fee 25 $50 36% $140 $3,512 $1,250 $2,262 36% $50 $1,250 $2,262

31 Lighting Permit Fee 3 $50 18% $281 $843 $150 $693 18% $50 $150 $693

32 Home Occupation Permit Fee 15 $18 $263 $263 $263

33 Mobile Home Permit Statute 86 $230 46% $500 $42,992 $19,780 $23,212 46% $230 $19,780 $23,212

34 Building Plan Review (All Combined) Fee 1994 $125 68% $184 $367,306 $249,973 $117,333 68% $125 $249,973 $117,333

a) 35 Building Permit (All Combined) Fee 1994 $224 55% $408 $814,128 $445,813 $368,315 55% $224 $445,813 $368,315

36 Code Enforcement Non-fee 1 $214,654 $214,654 $214,654 $214,654

37 Advanced Planning Non-fee 1 $87,105 $87,105 $87,105 $87,105

39 Land Combinations Non-fee 33 $18 $579 $579 $579

40 Liquor License Zoning review X support 1 $58 $58 $58 $58

41 Flood Control District Non-fee 1 $3,674,579 $3,674,579 $3,674,579 $3,674,579

42 Medical Marijuana Dispensary Permit New Fee 5 $161 $804 $804 93% $150 $750 $750 $54

43 Extension Request New Fee 8 $149 $1,195 $1,195 67% $100 $800 $800 $395

Total User Fees $1,408,568 $775,516 $633,052 $777,486 $1,970 $631,081

% of Full Cost 55% 45% 55% 45%


% of Full Cost

Department Totals $6,843,134 $775,516 $6,065,619 $775,936 $420 $6,065,198

% of Full Cost 11% 89% 11% 89%

a) For projects where construction has begun prior to filing a building permit application, permit fee will double.

b) Base fee for this permit is listed above. Depending on permit type, there may be an additional per acre charge for projects that exceed baseline size.

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Community Services Public Fiduciary

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Annual Accounting Flat 100 $100 7% $1,386 $138,568 $10,000 $128,568 7% $100 $10,000 $128,568

2 Final Accounting Flat 15 $250 23% $1,066 $15,989 $3,750 $12,239 23% $250 $3,750 $12,239

3 Funeral Fee Flat 7 $200 26% $761 $5,330 $1,400 $3,930 26% $200 $1,400 $3,930

4 Referral/Investigation/Setup Flat 24 $300 17% $1,777 $42,636 $7,200 $35,436 17% $300 $7,200 $35,436

5 Representative Payee Statute 20 $38 14% $266 $5,330 $760 $4,570 14% $38 $760 $4,570

6 Monthly Public Fiduciary Maint - base fee Flat 912 $50 16% $310 $282,466 $45,600 $236,866 16% $50 $45,600 $236,866

a,b) 7 Monthly Public Fiduciary Maint - high demand Varies 288 $50 90% $56 $15,989 $14,400 $1,589 90% $50 $14,400 $1,589

8 Indigent Burials New Fee 21 $350 $7,350 $7,350 100% $350 $7,350 $7,350

Total Cost of Unidentified Time $26,648 $26,648 $26,648

Total User Fees $513,656 $83,110 $430,546 $90,460 $7,350 $423,196

% of Full Cost 16% 84% 18% 9% 82%

Total Other Services $26,648 $26,648 $26,648

% of Full Cost

Department Totals $540,304 $83,110 $457,194 $90,460 $7,350 $449,844

% of Full Cost 15% 85% 17% 9% 83%

a) The hourly rate will be applicable when a client requires more than 150% (7.75 hours) of time associated with the base fee. Note: the additional hourly charges shall not exceed 10% of total assests.

b) This hourly rate will also be used for miscellaneous research and/or investigations.


Coconino County1001-34-2320 Public Fiduciary

FY 2011

CurrentAnnual

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Community Services Senior Services

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Service Name Fee RelatedFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Meals on Wheels Fee Donation 17,319 $17 $286,286 $286,286 $286,286

2 Congregate Meals Fee Donation 27,604 $7 $190,857 $190,857 $190,857

3 Respite Care Fee Sliding Scale 962 $10 40% $25 $24,086 $9,620 $14,466 40% $10 $9,620 $14,466

4 Non-Medical Home Care Fee Sliding Scale 3,383 $10 25% $40 $136,487 $33,830 $102,657 25% $10 $33,830 $102,657

5 Case Management No Non-Fee 1,980 $79 $157,378 $157,378 $157,378


Total User Fees $637,716 $43,450 $594,266 $43,450 $594,266

% of Full Cost 7% 93% 7% 93%


% of Full Cost

Department Totals $866,208 $43,450 $822,758 $43,450 $822,758

% of Full Cost 5% 95% 5% 95%


Coconino County2320 Senior Services

FY 2011

CurrentAnnual

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Health Clinical Services

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38


Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Reproductive Health Annual Exam Flat fee 480 $90 84% $107 $51,339 $43,200 $8,139 93% $100 $48,000 $4,800 $3,339

2 Reproductive Health Initial Exam Flat fee 441 $125 81% $154 $67,971 $55,125 $12,846 97% $150 $66,150 $11,025 $1,821

3 Reproductive Health medical/return visit Flat fee 1783 $80 68% $117 $208,532 $142,640 $65,892 94% $110 $196,130 $53,490 $12,402

a) 4 IUD insertion Base + 103 $150 209% $72 $7,401 $15,450 -$8,049 97% $70 $7,210 -$8,240 $191

5 Pregnancy Testing Only Flat fee 692 $52 82% $64 $44,133 $35,984 $8,149 94% $60 $41,520 $5,536 $2,613

6 TB Skin Testing Sliding Scale 840 $24 53% $45 $37,734 $20,160 $17,574 78% $35 $29,400 $9,240 $8,334

9 Communicable Disease Investigation No Fee 1319 $210 $276,886 $276,886 $276,886

10 STD/HIV Testing and Counseling Flat fee 1292 $60 67% $89 $115,436 $77,520 $37,916 90% $80 $103,360 $25,840 $12,076

11 Child Immunizations Sliding Scale 826 $15 23% $64 $52,740 $12,390 $40,350 23% $15 $12,390 $40,350

12 Flu Immunization Flat fee 2895 $25 56% $45 $129,755 $72,375 $57,380 56% $25 $72,375 $57,380

c) 13 Pneumonia Immunization Flat fee 49 $23 21% $108 $5,273 $1,127 $4,146 42% $45 $2,205 $1,078 $3,068

14 Adult Immunization Sliding Scale 1115 $46 104% $44 $49,279 $51,290 -$2,011 100% $44 $49,060 -$2,230 $219

b) 15 Adult Immunization (travel) - initial Base + 351 $60 87% $69 $24,200 $21,060 $3,140 87% $60 $21,060 $3,140

b) 16 Adult Immunization (travel) - follow up Base + 120 $20 43% $47 $5,593 $2,400 $3,193 86% $40 $4,800 $2,400 $793

17 Venipuncture Flat fee 392 $22 84% $26 $10,272 $8,624 $1,648 95% $25 $9,800 $1,176 $472

18 IUD Removal New Fee 15 $47 $698 $698 97% $45 $675 $675 $23

a) 19 Subdural Implant Insertion Base + 14 $72 $1,006 $1,006 $70 $980 $980 $26

20 Subdural Implant Removal New Fee 6 $92 $549 $549 $90 $540 $540 $9


Total User Fees $811,910 $559,345 $252,565 $665,655 $106,310 $146,255

% of Full Cost 69% 31% 82% 19% 18%


% of Full Cost

Department Totals $1,996,410 $559,345 $1,437,065 $665,655 $106,310 $1,330,755

% of Full Cost 28% 72% 33% 19% 67%

a) Recommended fee is the above fee as a base administrative fee, plus the cost of the device.

b) Current and proposed fees are shown as a base administrative fee, plus the cost of the vaccine.

c) Department recommends this fee be converted to a sliding scale fee.


Coconino County3030 & 3070 Clinic Services

FY 2011

CurrentAnnual

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Health Dental Services

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Clinic Visit varies 3300 $30 18% $163 $536,826 $97,812 $439,014 18% $30 $97,812 $439,014

2 Duplicate X-Ray new fee 24 $21 $509 $509 94% $20 $480 $480 $29

Total Cost of Unidentified Time

Total User Fees $537,335 $97,812 $439,523 $98,292 $480 $439,043

% of Full Cost 18% 82% 18% 0% 82%

Total Other Services

% of Full Cost

Department Totals $537,335 $97,812 $439,523 $98,292 $480 $439,043

% of Full Cost 18% 82% 18% 0% 82%

Note: Please see attached list of proposed changes to dental fees. Although some fees have recommended adjustments, no increases in revenues are projected. Most fees are adjusted based on the patient's ability

to pay, making revenue projections unreliable.


Coconino County3060 Dental Health

FY 2011

CurrentAnnual

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41

Fee Name Current Fee Proposed Fee ExplanationPeriodic Oral Evaluation 63.00 63.00 Limited Oral Evaluation 58.00 80.00 Oral Evaluation (3 years and under 63.00 63.00 Comp. Oral Evaluation 63.00 78.00 Intraoral-complete services (bw) 100.00 118.00 Intraoral-periapical-1st film 21.00 26.00 Intraoral-periapical-each addl film 16.00 21.00 Intraoral-occusal film 42.00 42.00 Extraoral-first film 37.00 37.00 Extraoral-each addl film 21.00 21.00 Bitewing-single film 21.00 23.00 Bitewing-two films 37.00 45.00 Bitewing-three films 42.00 52.00 Bitewing-four films 48.00 60.00 Prophylaxis (age 14 & above) 69.00 88.00 Prophylaxis (age 3-13) 63.00 62.00 Fluoride treatment-(age 14 & above) 42.00 42.00 Fluoride treatment-(age 3-13) 42.00 42.00 Fluoride varnish 42.00 73.00 Sealant-per tooth 42.00 73.00 Perio. Scaling & rt planing (4+ teeth) 184.00 225.00 Pero. Scaling & rt planing (3 or less) 90.00 110.00 Full mouth debridement 168.00 170.00 Local def. of chemotherapeutic agents 63.00 63.00 Periodontal maintenance 147.00 147.00 Amalgam-one surface 95.00 155.00 Amalgam-2 surfaces 126.00 215.00 Amalgam-3 surfaces 147.00 265.00 Amalgam-4 surfaces 180.00 265.00 Resin-one surface, anterior 110.00 150.00 Resin-2 surfaces, anterior 147.00 185.00 Resin-3 surfaces, anterior 180.00 225.00 Resin-4+ surfaces, anterior 220.00 265.00 Resin-composite crown, anterior 220.00 265.00 Resin-composite-1s, posterior 121.00 155.00

Based on usual, customary and reasonable fees in community;

fees charged on a sliding schedule; no one denied service

due to an inability to pay

COCONINO COUNTY HEALTH DEPARTMENTSchedule of fees: Dental Services

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Fee Name Current Fee Proposed Fee Explanation


Resin-composite-2s, posterior 163.00 215.00 Resin-composite-3s, posterior 200.00 265.00 Resin-composite-4+s, posterior 210.00 326.00 Crown-porcelain fused to high noble metal 840.00 840.00 Crown-porcelain fused-ant. And biscup.only 840.00 840.00 Crown-full cast high noble metal 840.00 840.00 Crown-full cast predom. Base metal on molars only 840.00 840.00 Recement inlay 74.00 74.00 Recement crown 74.00 74.00 Prefab stain steel crn-primary 220.00 220.00 Prefab stain steel crn-perm 220.00 220.00 Prefab resin crown 220.00 220.00 Prefab stl crown w/resin window 210.00 210.00 Sedative filling 58.00 119.00 Crown buildup, include any pins 189.00 189.00 Pin retention/per tooth, + restoration 79.00 79.00 Prefab post & core in add to crown 179.00 179.00 Temporary crown (fractured tooth) 210.00 210.00 Pulp cap-direct, (plus restoration) 63.00 63.00 Pulp cap-indirect, (plus restoration) 63.00 63.00 Therapeutic pulpotomy (exclud rest) 116.00 116.00 Pulpal therapy-anterior, primary 210.00 210.00 Pulpal therapy-posterior, primary 231.00 231.00 Root canal therapy-anterior 472.00 750.00 Root canal therapy-bicuspid 604.00 850.00 Root canal therapy-molar 735.00 900.00 Apexification/recalcif, initial 178.00 178.00 Apexification/recalcif, interim 178.00 178.00 Apexification/recalcif, final 420.00 420.00 Complete denture-upper 1,286.00 709.00 Complete denture-lower 1,286.00 709.00 Immediate denture-upper 1,365.00 1,365.00 Immediate denture-lower 1,365.00 1,365.00 Upper partial denture-resin 903.00 903.00 Lower partial denture-resin 903.00 903.00 Upper partial denture-cast metal 1,285.00 1,285.00 Lower partial denture-cast metal 1,286.00 1,286.00

Based on usual, customary and reasonable fees in community;

fees charged on a sliding schedule; no one denied service

due to an inability to pay

Patient pays full cost; no discount available; these are lab costs


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Fee Name Current Fee Proposed Fee Explanation


Adjust complete denture-max. 63.00 63.00 Adjust complete denture-mand. 63.00 63.00 Adjust partial denture-max. 63.00 63.00 Adjust partial denture-mand. 63.00 63.00 Reline complete maxil-chairside 231.00 231.00 Reline complete mand-chairside 231.00 231.00 Reline max. partial-chairside 210.00 210.00 Reline mand. Partial-chairside 210.00 210.00 Reline complete maxillary (lab) 315.00 315.00 Reline complete mandibular (lab) 315.00 315.00 Reline maxillary partial (lab) 315.00 315.00 Reline mandibular partial (lab) 315.00 315.00 Interim partial denture-maxillary-flipper 546.00 546.00 Interim partial denture-mandi.flipper 546.00 546.00 Tissue conditioning-maxillary 210.00 210.00 Tissue conditioning-mandibular 210.00 210.00 Coronal remnants-deciduous tooth 105.00 145.00 Extraction, erupted tooth/exp root 105.00 145.00 Extraction-surgical/erupted tooth 231.00 275.00 Extraction-impacted/soft tissue 231.00 250.00 Extraction-impacted/part bony 262.50 262.50 Emerg. Treatment, palliative 63.00 125.00 Analgesia 63.00 63.00 Non IV conscious sedation 58.00 58.00

Based on usual, customary and reasonable fees in community; fees charged on a sliding schedule; no one denied service due to an inability to pay


Based on usual, customary and reasonable fees in community; fees charged on a sliding schedule; no one denied service due to an inability to pay

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Health Environmental Services

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

Environmental Quality

1 Conventional System Permit permit 44 $500 67% $747 $32,862 $22,000 $10,862 74% $555 $24,420 $2,420 $8,442

2 Alternate System Permit permit 20 $1,000 77% $1,297 $25,947 $20,000 $5,947 84% $1,090 $21,796 $1,796 $4,152

3 System Repair Permit permit 5 $250 51% $488 $2,439 $1,250 $1,189 52% $255 $1,275 $25 $1,164

4 Tank Only Permit permit 12 $264 69% $383 $4,597 $3,168 $1,429 65% $250 $3,000 -$168 $1,597

5 Resid'l Room Addition/Remodel Re permit 50 $80 56% $143 $7,155 $4,000 $3,155 56% $80 $4,007 $7 $3,148

6 Conventional Redesign Review permit 1 $280 69% $405 $405 $280 $125 69% $280 $280 $0 $125

7 Alternate Redesign Review permit 5 $550 65% $853 $4,263 $2,750 $1,513 70% $597 $2,984 $234 $1,279

8 Commercial: Conventional permit 5 $750 70% $1,077 $5,383 $3,750 $1,633 72% $775 $3,876 $126 $1,507

9 Commercial: Alternate permit 1 $1,800 76% $2,354 $2,354 $1,800 $554 79% $1,860 $1,860 $60 $494

10 On-site Inspection Fee 81 $380 54% $707 $57,290 $30,780 $26,510 54% $380 $30,780 $0 $26,510

11 Additional Inspection Fee 1 $280 63% $441 $441 $280 $161 63% $280 $280 $0 $161

12 Transfer of Ownership Fee 168 $50 74% $67 $11,287 $8,400 $2,887 74% $50 $8,353 -$47 $2,935

13 Waste Haulers license 30 $200 56% $359 $10,784 $6,000 $4,784 60% $215 $6,450 $450 $4,334

14 Septic File Search Fee 1121 $14 84% $17 $18,780 $15,694 $3,086 90% $15 $16,902 $1,208 $1,878

15 Well Site Inspection Fee 8 $250 63% $395 $3,157 $2,000 $1,157 66% $260 $2,080 $80 $1,077

16 Public Nusiance Complaint No fee 67 $0 0% $290 $19,409 $0 $19,409 0% $0 $0 $0 $19,409

17 Green Alternate System Permit permit 1 $350 55% $639 $639 $350 $289 55% $350 $350 $0 $289

18 Green Alternate Redesign Review permit 1 $250 62% $405 $405 $250 $155 62% $250 $250 $0 $155

19 Permit re-issue permit 21 $125 64% $195 $4,104 $2,625 $1,479 64% $125 $2,627 $2 $1,478

20 Commercial Room addition/remode Fee 1 $200 78% $257 $257 $200 $57 78% $200 $200 $0 $56

21 4.23 Permit (in conjunction w/ anoth permit 1 $3,000 90% $3,332 $3,332 $3,000 $332 90% $3,000 $3,000 $0 $332

22 Alternate System Repair Permit permit 1 $400 57% $700 $700 $400 $300 57% $400 $400 $0 $300

23 Drinking Water Hauler license 54 $200 50% $399 $21,531 $10,800 $10,731 50% $200 $10,800 $0 $10,731


Coconino CountyEnvironmental Services

FY 2011

CurrentAnnual

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy



FY 2011

CurrentAnnual

24 Subdivision review (ADEQ form 511 Fee 3 $0 0% $169 $507 $0 $507 77% $130 $390 $390 $117

25 Consistency review (ADEQ form 20 Fee 2 $0 0% $130 $259 $0 $259 73% $95 $190 $190 $69

26 Performance Assurance Plan (revie Fee 1 $0 0% $150 $150 $0 $150 77% $115 $115 $115 $35

27 Alternate System (gravity flow) perm permit 22 $0 0% $563 $12,394 $0 $12,394 100% $565 $12,430 $12,430 -$36

28 Commercial Alternate system (grav permit 1 $0 0% $933 $933 $0 $933 100% $930 $930 $930 $3

29 Commercial Conventional Redesign permit 10 $0 0% $414 $4,144 $0 $4,144 100% $415 $4,150 $4,150 -$6

30 Commercial Alternate Redesign permit 5 $0 0% $598 $2,991 $0 $2,991 100% $600 $3,000 $3,000 -$9

Environmental Health

51 Additional Follow-up Inspections Fee 1 $177 97% $182 $182 $177 $5 96% $175 $175 -$2 $7

52 Pre-opening Inspections(Ownership Fee 8 $278 92% $302 $2,419 $2,224 $195 94% $285 $2,280 $56 $139

53 Type 3 Food Svc License License 536 $385 97% $398 $213,312 $206,360 $6,952 98% $390 $209,040 $2,680 $4,272



56 Co-located and Catering Food Sv L License 194 $180 89% $201 $39,021 $34,920 $4,101 94% $190 $36,860 $1,940 $2,161

57 Temp Food Svc NP (>1 event withi permit 17 $65 47% $138 $2,344 $1,105 $1,239 83% $115 $1,955 $850 $389

58 Temp Food Svc FP (>1 event within permit 22 $85 62% $138 $3,033 $1,870 $1,163 102% $140 $3,080 $1,210 -$47

59 Temporary Food Service applicatio penalty 36 $50 95% $53 $1,899 $1,800 $99 95% $50 $1,804 $4 $95

60 Food Handler Certificate (a) Fee 3039 $18 89% $20 $61,170 $54,702 $6,468 90% $18 $55,053 $351 $6,117

61 Food Manager Certificate Fee 477 $59 96% $61 $29,298 $28,143 $1,155 90% $55 $26,368 -$1,775 $2,930

62 Food Manager Recertification Fee 15 $19 62% $31 $458 $285 $173 90% $28 $413 $128 $46

63 Back Country River Guide Certifica Fee 35 $18 98% $18 $645 $630 $15 100% $18 $645 $15 $0

64 Body Art Certificate Fee 23 $22 85% $26 $593 $506 $87 97% $25 $575 $69 $18

65 Body Art License License 12 $181 66% $272 $3,268 $2,172 $1,096 95% $260 $3,120 $948 $148

66 Trailer Park/Campground License 82 $135 94% $144 $11,775 $11,070 $705 94% $135 $11,070 $0 $705

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy



FY 2011

CurrentAnnual

67 School Inspection >500 License 16 $202 90% $224 $3,586 $3,232 $354 89% $200 $3,200 -$32 $386

68 School Inspection <500 License 29 $133 95% $140 $4,059 $3,857 $202 89% $125 $3,625 -$232 $434

69 Motel/Hotel License License 175 $145 85% $171 $29,904 $25,375 $4,529 94% $160 $28,000 $2,625 $1,904

70 Spa/Swimming Pool Permit (Discon 0 0 $0 0% $0 $0 $0 $0 0% $0 $0 $0 $0

71 Type 3 Food Svc Plan Review Fee 25 $445 88% $507 $12,677 $11,125 $1,552 95% $480 $12,000 $875 $677

72 Type 2 Food Svc Plan Review Fee 11 $408 89% $456 $5,019 $4,488 $531 94% $430 $4,730 $242 $289

73 Type 1 Food Svc Plan Review Fee 0 $310 90% $346 $0 $0 $0 95% $330 $0 $0 $0

74 Food Svc Minor Remodel Plan Rev Fee 14 $273 93% $295 $4,126 $3,822 $304 90% $265 $3,714 -$108 $413

75 Trailer Park/Campground Plan Rev Fee 0 $269 92% $292 $0 $0 $0 91% $265 $0 $0 $0

76 Motel/Hotel Plan Review Fee 1 $326 88% $369 $369 $326 $43 95% $350 $350 $24 $18

77 School Plan Review Fee 2 $337 89% $377 $754 $674 $80 90% $340 $679 $5 $75

78 Body Art Facility Plan Review Fee 1 $294 90% $326 $326 $294 $32 95% $310 $310 $16 $16

79 VB/ZD Surveillance no fee 405 $0 0% $103 $41,768 $0 $41,768 0% $0 $0 $0 $41,768

80 Public Health Nuisance no fee 86 $0 0% $112 $9,606 $0 $9,606 0% $0 $0 $0 $9,606

82 Lisc Renewal Late penalty 104 $50 291% $17 $1,787 $5,200 -$3,413 291% $50 $5,201 $1 -$3,414

83 Temp Food Svc for Profit (1 event) permit 29 $65 72% $91 $2,629 $1,885 $744 99% $90 $2,610 $725 $19

84 Seasonal Food Svc Type 1 license 14 $124 91% $136 $1,908 $1,736 $172 95% $130 $1,820 $84 $88

85 Seasonal Food Service Type 2 license 28 $135 90% $150 $4,198 $3,780 $418 93% $140 $3,920 $140 $278

86 Seasonal Food Svc Type 3 license 23 $157 89% $177 $4,071 $3,611 $460 96% $170 $3,910 $299 $161

87 Minor Pre Opening Insp Fee 39 $118 92% $128 $4,991 $4,602 $389 98% $125 $4,875 $273 $116

88 West Nile no fee 70 $0 0% $158 $11,065 $0 $11,065 0% $0 $0 $0 $11,065

89 Annual Pool & Spa (new) License 59 $203 89% $229 $13,509 $11,977 $1,532 94% $215 $12,685 $708 $824

90 Seasonal Pool & Spa (new) License 72 $148 96% $154 $11,098 $10,656 $442 94% $145 $10,440 -$216 $658

91 Plan Review Alteration (discontinue 0 0 $0 0% $0 $0 $0 $0 0% $0 $0 $0 $0

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy



FY 2011

CurrentAnnual

92 Temp Food Svc Group (1 event) permit 4 $0 0% $91 $363 $0 $363 99% $90 $360 $360 $3

93 Temporary Food Service NP (1 eve permit 10 $0 0% $91 $906 $0 $906 83% $75 $750 $750 $156

94 Temp Body Art (7 consecutive days permit 2 $0 0% $133 $267 $0 $267 101% $135 $270 $270 -$3

96 Temp Food Svc Group (>1 within 6 Fee 1 $0 0% $150 $150 $0 $150 100% $150 $150 $150 $0

97 Temp Food Svc FP Samplers & NP Fee 1 $0 0% $93 $93 $0 $93 80% $75 $75 $75 $18

Animal Management

126 Animal Impound Redemption 2nd penalty 27 $100 174% $57 $1,549 $2,700 -$1,151 175% $100 $2,712 $12 -$1,162

127 Animal Impound Redemption 3rd penalty 0 $200 349% $57 $0 $0 $0 349% $200 $0 $0 $0

128 Animal Impound Redemption 4th+ penalty 0 $400 697% $57 $0 $0 $0 697% $400 $0 $0 $0

129 Kennel/Pet Shop Plan Review review 0 $344 100% $343 $0 $0 $0 99% $340 $0 $0 $0

130 Dog License Altered license 5849 $12 93% $13 $75,370 $70,188 $5,182 95% $12 $71,601 $1,413 $3,768

131 Dog License Unaltered license 65 $25 194% $13 $838 $1,625 -$787 191% $25 $1,600 -$25 -$762

132 Dog License Late Fee penalty 255 $13 94% $14 $3,521 $3,315 $206 100% $14 $3,521 $206 $0

133 Dog License Duplicate Fee 35 $12 87% $14 $483 $420 $63 87% $12 $420 $0 $63

134 Multiple Dogs <21 license 22 $120 133% $90 $1,984 $2,640 -$656 133% $120 $2,639 -$1 -$655

135 Multiple Dogs <21 Altered license 3 $90 100% $90 $271 $270 $1 100% $90 $271 $1 $0

136 Trap Rentals no charge 1 $0 0% $14 $14 $0 $14 0% $0 $0 $0 $14

137 Trap Rental Cleaning Fee Fee 0 $35 106% $33 $0 $0 $0 106% $35 $0 $0 $0

138 Kennel Permit/License license 7 $152 62% $246 $1,722 $1,064 $658 65% $160 $1,119 $55 $603

139 Pet Shop Permit/License license 4 $262 107% $246 $984 $1,048 -$64 65% $160 $639 -$409 $344

140 Animal Impound Redemption 1st penalty 90 $50 87% $57 $5,165 $4,500 $665 87% $50 $4,493 -$7 $671

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy



FY 2011

CurrentAnnual

Total User Fees $922,783 $758,151 $164,632 # $803,551 $45,400 $119,232

% of Full Cost 82% 18% 87% 6% 13%

Total Other Services $1,013,881 $0 $1,013,881 $0 $0 $1,013,881

% of Full Cost 0%


% of Full Cost 39% 61% 41% 6% 59%

(a) Fee may be reduced at the discretion of management for high school culinary arts program and jail district Exodus Program.

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Health Medical Examiner

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51


Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Death Certificate Statute 6343 $14 76% $18 $117,150 $88,802 $28,348 76% $14 $88,802 $0 $28,348

2 Autopsy Report Copy Fee 36 $9 98% $9 $331 $324 $7 98% $9 $324 $0 $7

3 Autopsy Report Copy No-charge Non-Fee 337 $0 0% $8 $2,815 $0 $2,815 0% $0 $0 $0 $2,815

4 Autopsy Standard Fee 38 $2,000 93% $2,151 $81,748 $76,000 $5,748 93% $2,000 $76,000 $0 $5,748

5 Autopsy Extended Fee 16 $3,062 91% $3,352 $53,635 $48,992 $4,643 91% $3,062 $48,992 $0 $4,643

6 Autopsy (Std & Ext) Statute Non-Fee 318 $0 0% $2,771 $881,154 $0 $881,154 0% $0 $0 $0 $881,154

7 Autopsy External Fee 1 $1,062 92% $1,159 $1,159 $1,062 $97 100% $1,159 $1,159 $97 $0

8 Autopsy External Statute Statute 80 $0 0% $1,163 $93,066 $0 $93,066 0% $0 $0 $0 $93,066

9 Cremation Authorization Fee 457 $26 90% $29 $13,181 $11,882 $1,299 90% $26 $11,882 $0 $1,299

10 Record Chart Review Fee 16 $676 92% $738 $11,805 $10,816 $989 100% $738 $11,808 $992 -$3

11 Facility Use (per hour) Fee 1 $60 54% $111 $111 $60 $51 100% $111 $111 $51 $0

12 Toxicology Admin Fee 84 $183 91% $202 $16,947 $15,372 $1,575 91% $183 $15,372 $0 $1,575

Total User Fees $391,948 $253,310 $138,638 $254,450 $1,140 $137,498

% of Full Cost 65% 35% 65% 0% 35%

Total Other Services $375,761 $0 $375,761 $0 $0 $375,761

% of Full Cost 0%


% of Full Cost 33% 67% 33% 0% 67%

processing fee is $30 per hour

Hourly rate for non-recurring administrative activities such as managing toxicology reports, running tests and providing follow up information is $84.65


Coconino CountyMedical Examiner

FY 2011

CurrentAnnual

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52

Parks & Recreation

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53

30 April 2012 To: Coconino County

Department of Parks and Recreation Attn: Ms. Judy Weiss Ms. Cynthia Nemeth Ms. Julie Bunch From: Erin Payton MGT of America Summary of Findings – Review of the Parks and Recreation Cost Analysis and Fee Evaluation INTRODUCTION

Last fiscal year, the Coconino County Parks and Recreation (CCPR) Department underwent an extensive, internal review of its fees and charges. The goal of the study was to restructure the department’s schedule of services and offerings, and develop a methodology for calculating associated fees. MGT was also working with Coconino County at the same time, performing a cost analysis of user fees for Parks and Recreation as well as other selected departments. MGT and the County agreed to put the MGT analysis on hold while CCPR management and staff continued their analysis, with the understanding that in the following year we would meet to review the study results and proposed fees. SUMMARY OF FINDINGS

MGT has reviewed the cost analysis provided by CCPR, including detailed calculations determining costs and proposed fees for lessee events and facility rentals. Overall, the cost analysis is very comprehensive and really impressive. It is very apparent that CCPR staff carefully crafted its costing methodology and was able to develop a proposed fee schedule that shows a level of detail that we don’t normally see with similar agencies.

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In addition to the cost analysis, CCPR staff went through considerable effort to perform a market rate study of its proposed fees to comparable agencies providing similar services. This benchmarking enabled the department to price its discretionary services in a competitive manner. We offer the following comments on the CCPR’s cost analysis.

Proposed Fee Schedules. Two spreadsheets were provided that list proposed fees:

1. Facility Costs (Maint, Event, Admin) - This spreadsheet summarizes the cost components for each service offering and then offers a number of fee recovery options. MGT finds that giving the reader the information about the different cost components for each fee to be very helpful.

Generally, we don’t like to see language like, “Suggested Rate at 115%/120%/125%”, etc. as that suggests a cost recovery policy

of greater than 100% of cost. However, MGT suspects that it’s likely that indirect costs are not fully incorporated into the rate structure (more discussion on this below); if they were, the suggested recovery rates would drop accordingly.

2. Facility Rental Fees Proposed - This second spreadsheet summarizes the final proposed fees.

This fee schedule is excellent, providing the reader with very helpful information, both to justify the appropriateness of the fee,

and to let the user know what they’ll be receiving when they purchase a particular service.

Cost Analysis Detail. Two spreadsheets were provided that list proposed fees:

1. Maint Cost Spreadsheet 2. Lessee Events Cost Justification

The costing methodologies employed in each spreadsheet appear to be similar (burdened labor rates multiplied by staff hours, and additional material, supply and equipment expense added in); MGT’s comments below apply to both.

How are the labor burden rates calculated? There are a number of components to consider when developing labor rates, including compensated absences, administrative and support activities, non-specific service and supply expense, and countywide overhead. MGT believes that the labor burden rates calculated by CCPR are low and not inclusive of all appropriate costs. Adjusting these rates would have an impact on the cost analysis and resulting fees. MGT has prepared labor burden rates for CCPR staff for consideration.

The equipment rental rate calculations look like they may include too high a factor for replacement. It appears that the proposed rates include an entire year’s worth of replacement cost (calculated at 1/15th of the total replacement cost of the asset) in a 72-hour period. Also, the delivery time and associated cost may be high if multiple pieces of equipment are rented.

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There is no overall reconciliation of the cost analysis to the department’s budget or actual expenditures. MGT is therefore unable to

confirm whether the costs included are or are not in excess of available funds, or if proposed fees will recover more or less than the total operating budget for the department. Typically MGT would structure a cost analysis that identifies the total cost of a department’s operations and identifies the total staff time worked in each service area. This reconciliation provides a check-and-balance system that ensures that all costs have been identified, no service offering has been allocated costs that it shouldn’t, and no costs or potential service offerings have been overlooked.

Revenue projections have not been provided. MGT understands that estimating revenues may be difficult when proposing a

significantly different costing methodology and fee schedule. However, once this proposed fee schedule has been implemented and a history of fee collection is established, subsequent analyses can include this information.

RECOMMENDATIONS

Adjust the labor burden rates to better identify and potentially recover all levels of indirect costs. Recalculate equipment rental rates. Track revenues and costs using the same classifications, so that after a year of implemented fees a comparison between cost and

revenues may be made, providing further justification of fees. This could be at either a fairly high level, e.g. tracking costs and revenues by facility (Fort Tuthill County Park, Raymond County Park, Louise Yellowman County Park, etc), or at a more detailed level:

Fort Tuthill County Park Ramadas for Private Use Ramadas for Event Use when No Other Facilities are Being Rented Grandstands Posse Arena Fairgrounds Parking Lots Trails Other Park Rental Areas Entire Park FTCP Stables

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Raymond County Park Ramadas for Private Use Ramadas for Event Use when No Other Facilities are Being Rented Basketball Court Baseball Field Entire Park

Louise Yellowman County Park Ramadas for Private Use Ramadas for Event Use when No Other Facilities are Being Rented Basketball Court Skate Park Athletic Field Equestrian Trail Exercise Trail Entire Park

Other Fees and Services Special Events Application Fee Concession Permit Etc.

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Public Works Engineering

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Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Plan Review (Initial per sheet) Fee per sheet 56 $170 89% $192 $10,725 $9,520 $1,205 99% $190 $10,640 $1,120 $85

2 Plan Review -Additional Review (2) Fee per sheet 47 $100 84% $120 $5,627 $4,700 $927 84% $100 $4,700 $927

3 Plan Review- Additional Review (3) Fee per sheet 27 $100 84% $120 $3,233 $2,700 $533 84% $100 $2,700 $533

4 Plan Review- Additional Review (4) Fee per sheet $100 84% $120 84% $100

5 Plan Review- Additional Review (5) Fee per sheet $100 84% $120 84% $100

6 Plan Review- Each Subsequent Fee per sheet $100 84% $120 84% $100

7 Commercial Encr Processing Charge Fee Flat fee 19 $200 64% $314 $5,970 $3,800 $2,170 95% $300 $5,700 $1,900 $270

8 Encroachment Utility Permit: 200 feet or less Fee Flat fee 18 $200 60% $331 $5,954 $3,600 $2,354 91% $300 $5,400 $1,800 $554

9 Encroachment Utility Permit: 201-300 feet Fee Flat fee $200 60% $331 91% $300

10 Encroachment Utility Permit: 301-500 feet Fee Flat fee $200 60% $331 91% $300

11 Encroachment Utility Permit: 501-1,000 feet Fee Flat fee $200 60% $331 91% $300

12 Encroachment Utility Permit: 1,001-2000 feet Fee Flat fee $200 60% $331 91% $300

13 Encroachment Utility Permit: Over 2,000 feet Fee Flat fee $200 60% $331 91% $300

14 Commercial Driveway Permit Fee Flat fee 1 $225 90% $251 $251 $225 $26 100% $250 $250 $25 $1

15 Encroachment Special Events Non- Profit Fee Flat fee 2 $300 15% $2,039 $4,078 $600 $3,478 15% $300 $600 $3,478

16 Encroachment Special Events for Profit Fee Flat fee $600 29% $2,064 29% $600

17 Grading - Commercial (includes 2 insp) Fee Flat fee 8 $350 72% $487 $3,897 $2,800 $1,097 92% $450 $3,600 $800 $297

18 Grading - Residential Inspection Fee Flat fee 3 $100 30% $337 $1,010 $300 $710 45% $150 $450 $150 $560

19 Grading Subdivision Processing Fee Fee Flat fee 1 $130 83% $156 $156 $130 $26 96% $150 $150 $20 $6

20 Grading Residential Processing Fee Fee Flat fee 2 $65 77% $84 $168 $130 $38 77% $65 $130 $38

21 Grading Commercial Processing Fee Fee Flat fee 9 $130 83% $156 $1,407 $1,170 $237 96% $150 $1,350 $180 $57

22 New Subdivision Insp Fee, per linear foot Fee Per linear ft 11685 $2 91% $2.19 $25,608 $23,370 $2,238 91% $2 $23,370 $2,238

23 Misc Engineering Inspection Fee Fee Flat fee $50 65% $77 98% $75

24 Drainage Report- Simple - In-house Fee Flat fee 2 $1,000 101% $985 $1,971 $2,000 -$29 101% $1,000 $2,000 -$29

25 Drainage Report- Medium - In-house Fee Flat fee 1 $1,500 102% $1,472 $1,472 $1,500 -$28 102% $1,500 $1,500 -$28

26 Drainage Report- Complex - In-house Fee Flat fee 1 $3,000 102% $2,932 $2,932 $3,000 -$68 102% $3,000 $3,000 -$68


County of Coconino6030 - PW Engineering

FY 2011

CurrentAnnual

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Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy


County of Coconino6030 - PW Engineering

FY 2011

CurrentAnnual

27 Hydrology Permit (new) Fee New Fee 1 $249 $249 $249 30% $75 $75 $75 $174

28 AZPDES Fee New Fee 1 $170 $170 $170 44% $75 $75 $75 $95

29 Septic Review Fee New Fee 1 $170 $170 $170 44% $75 $75 $75 $95

30 Oversize/Overweight Permit Fee New Fee 1 $257 $257 $257 29% $75 $75 $75 $182

31 Floodplain Use Permit Fee New Fee 1

32 Special Events Oversight (hourly) Fee New Fee 1 $54 $54 $54 92% $50 $50 $50 $4

33 SWPPP Review (per page) Fee New Fee 1 $202 $202 $202 74% $150 $150 $150 $52

Total Cost of Unidentified Time $1,000,475 $1,000,475 $1,000,475

Total User Fees $75,563 $59,545 $16,018 $66,040 $6,495 $9,523

% of Full Cost 79% 21% 87% 11% 13%


% of Full Cost


% of Full Cost 6% 94% 6% 11% 94%

Note: An administrative fee of $85 will be charged to plans reviews performed by consultants.

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Public Works Solid Waste

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Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Off Res Sites - Willard Springs Fee Tipping 2,934 $13 84% $15 $45,224 $38,146 $7,078 97% $15 $44,015 $5,869 $1,209

2 Off Res Sites - Mormon Lake Fee Tipping 452 $13 20% $66 $29,832 $5,880 $23,952 23% $15 $6,785 $905 $23,047

a) 3 On Res Sites - Leupp Fee JPA 10,492 $8 64% $13 $137,102 $88,000 $49,103 64% $8 $88,000 $49,103

a) 4 On Res Sites - Cameron Fee JPA 5,387 $8 64% $12 $65,157 $41,756 $23,402 64% $8 $41,756 $23,402

a) 5 On Res Sites -Tuba City Fee JPA 45,873 $6 64% $9 $435,042 $279,989 $155,053 64% $6 $279,989 $155,053

a) 6 On Res Sites -The Gap Fee JPA 6,720 $17 64% $26 $174,163 $111,005 $63,158 64% $17 $111,005 $63,158

a) 7 On Res Sites - Kaibeto Fee JPA 13,717 $14 64% $23 $308,747 $197,461 $111,286 64% $14 $197,461 $111,286

a) 8 On Res Sites -Tonalea Fee JPA 12,587 $12 64% $18 $231,518 $147,074 $84,444 64% $12 $147,074 $84,444

a) 9 On Res Sites - LeChee Fee JPA 14,130 $5 63% $8 $114,542 $72,576 $41,966 63% $5 $72,576 $41,966

10 Waste Tire Site Fee Other 1 $206,327 117% $176,294 $176,294 $206,327 -$30,033 117% $206,327 $206,327 -$30,033

11 Marble Canyon Non-Fee Non-Fee 32 $208 $6,671 $6,671 $6,671

12 Other Solid Waste Fee Contract 1,010 $2 4% $41.27 $41,687 $1,854 $39,833 4% $2 $1,854 $39,833

13 Title III Distributions Non-Fee Other 1 $63,069 80% $78,773 $78,773 $63,069 $15,705 80% $63,069 $63,069 $15,705

14 Williams Fee Contract 1 $21,187 18% $119,284 $119,284 $21,187 $98,097 18% $21,187 $21,187 $98,097

15 Willard Spr - pine needle collection Fee Cubic Yd 3,879 $5 32% $15 $59,780 $19,394 $40,386 32% $5 $19,394 $40,386

a) Revenue shown includes 70% cost share reimbursement.

Total User Fees $1,938,372 $1,230,649 $707,724 $1,237,422 $6,773 $700,950

% of Full Cost 63% 37% 64% 1% 36%

Total Other Services $85,444 $63,069 $22,376 $63,069 $22,376

% of Full Cost 74%

Department Totals $2,023,817 $1,293,717 $730,099 $1,300,491 $6,773 $723,326

% of Full Cost 64% 36% 64% 1% 36%


Coconino CountyPW - Solid Waste

FY 2011

CurrentAnnual

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Recorder

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

1 Recording Fee - 1st 5 pages Statute 26452 $10 89% $11 $295,755 $264,520 $31,235 89% $10 $264,520 $31,235

2 Recording > 5 pages, each additional page Statute $1 9% $11 9% $1

3 Affidavit of Value Statute 3219 $2 5% $38 $121,303 $6,438 $114,865 5% $2 $6,438 $114,865

4 Mult Transactions - Add'l Releases Statute 2540 $3 45% $7 $17,040 $7,620 $9,420 45% $3 $7,620 $9,420

5 Mult Transactions - > 1 Title on a Doc Statute 301 $3 45% $7 $2,019 $903 $1,116 45% $3 $903 $1,116

6 Mult Transactions - Disclosure of Beneficiaries Statute 1209 $3 45% $7 $8,111 $3,627 $4,484 45% $3 $3,627 $4,484

7 Financing Statement Statute 44 $10 89% $11 $492 $440 $52 89% $10 $440 $52

8 Fin Statement - Secured Real Property Statute 33 $13 116% $11 $369 $429 -$60 116% $13 $429 -$60

9 Fin Statement - Assignment Only Statute 3 $13 116% $11 $34 $39 -$5 116% $13 $39 -$5

10 Fin Statement - Assignment & Real Property Statute $16 143% $11 143% $16

11 Fin Statement - Continuation, Assign or Amend Statute 56 $10 89% $11 $626 $560 $66 89% $10 $560 $66

12 Fin Statement - With Secured Real Property Statute $10 89% $11 89% $10

13 Fin Statement - Satisfaction, Termination or Release Statute 19 $10 89% $11 $212 $190 $22 89% $10 $190 $22

14 Lien Searches Statute $10 224% $4 224% $10

15 Lien Searches - per finding Statute $1 22% $4 22% $1

16 Lien Searches - each copy Statute $1 22% $4 22% $1

17 Affidavit of Labor of Work Performed * Statute 20 $15 134% $11 $224 $300 -$76 134% $15 $300 -$76

18 Location of Mining Claim & Notice of Intention to Hold Statute 1 $10 89% $11 $11 $10 $1 89% $10 $10 $1

19 Government Agencies - 1st 5 pages Statute 608 $8 72% $11 $6,798 $4,864 $1,934 72% $8 $4,864 $1,934

20 Government Agencies - > 5 pages, ea add'l page Statute $0.50 4% $11 4% $1

21 Maps and Plats Statute 129 $28 250% $11 $1,442 $3,612 -$2,170 250% $28 $3,612 -$2,170

22 Maps and Plats - ea add'l map page Statute 55 $20 179% $11 $615 $1,100 -$485 179% $20 $1,100 -$485

23 Maps and Plats - Govt Agencies Statute 2 $18 161% $11 $22 $36 -$14 161% $18 $36 -$14

24 Maps and Plats - Govt Agencies - ea add'l map page Statute 3 $10 89% $11 $34 $30 $4 89% $10 $30 $4

25 Copies of Recordings Statute 1219 $1 22% $4 $5,452 $1,219 $4,233 22% $1 $1,219 $4,233

Per Unit Per Unit AnnualAnnual

Coconino County05-1910 Recorder

FY 2011

Current Recommendations

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Service NameFee


Current FeeCurrent


Annual Revenue

Annual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recommended Subsidy

Per Unit Per Unit AnnualAnnual

Coconino County05-1910 Recorder

FY 2011

Current Recommendations

26 Copies of Recordings for Govt Agencies Statute 119 $0.50 11% $4 $532 $60 $473 11% $1 $60 $473

27 Certification of Document Statute 406 $3 67% $4 $1,816 $1,218 $598 67% $3 $1,218 $598

28 Certification of Document - Govt Agencies Statute 1 $1.50 34% $4 $4 $2 $3 34% $2 $2 $3

29 Copies of Maps per copy 64 $4 89% $4 $286 $256 $30 100% $4 $286 $30

30 Mylar Copies of Maps per copy 4 $5 112% $4 $18 $20 -$2 100% $4 $18 -$2

31 CD Images per image 294645 $0.01 88% $0.01 $3,354 $2,946 $408 100% $0.03 $8,839 $5,893 -$5,485

32 Copy of Index per index $0 100%

* $5 of the fee goes to the state.

Total User Fees $466,570 $300,438 $166,131 $306,359 $5,921 $160,210

% of Full Cost 64% 36% 66% 2% 34%


% of Full Cost


% of Full Cost 43% 57% 44% 2% 56%

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Treasurer

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Description

Annual Volum

eCurrent Fee

Current Recovery %

Full Cost Annual CostAnnual

RevenueAnnual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recomm Subsidy

1 Tax Sale or Deliquent List (hardcop Fee Comm 1 $50 214% $23 $23 $50 -$27 214% $50 $50 -$27

2 Tax Sale or Deliquent List CD (a) Fee Comm 2 $50 214% $23 $47 $100 -$53 214% $50 $100 -$53

3 Postage/Handling Fee Fee 8 $20 125% $16 $128 $160 -$32 125% $20 $160 -$32

4 Faxes (first 2 pages) Fee Fee 3 $5 62% $8 $24 $15 $9 62% $5 $15 $9

5 Add'l fax pages Fee Fee $1 12% $8 12% $1

6 Copies Fee Fee 35 $3 19% $16 $562 $105 $457 19% $3 $105 $457

7 Tax Notice Copy (if from microfiche Fee Fee 2 $5 62% $8 $16 $10 $6 62% $5 $10 $6

8 Tax Master File (a) Fee Comm 40 $150 322% $47 $1,863 $6,000 -$4,137 322% $150 $6,000 -$4,137

9 Parcel inquiry (per parcel) Fee Fee 355 $1 3% $31 $11,147 $355 $10,792 3% $1 $355 $10,792

10 Returned Check Fee Fee Fee 65 $25 168% $15 $968 $1,625 -$657 168% $25 $1,625 -$657

11 Subsequent Tax Payment (per cert Fee Statute 300 $25 96% $26 $7,796 $7,500 $296 96% $25 $7,500 $296

12 Reassignment Fee Fee Statute 45 $10 77% $13 $585 $450 $135 77% $10 $450 $135

13 Redemption From State Fee Statute 25 $25 156% $16 $401 $625 -$224 156% $25 $625 -$224

14 Redemption From Assignment Fee Statute 915 $25 289% $9 $7,926 $22,875 -$14,949 289% $25 $22,875 -$14,949

15 Processing Fee Fee Statute 1216 $10 115% $9 $10,534 $12,160 -$1,626 115% $10 $12,160 -$1,626

16 Internet Auction Fee Fee 1216 $10 55% $18 $21,920 $12,160 $9,760 55% $10 $12,160 $9,760

17 CP Fee Fee Statute 1216 $25 311% $8 $9,760 $30,400 -$20,640 311% $25 $30,400 -$20,640

18 Judgement Deed (d) Fee Statute 30 $50 289% $17 $520 $1,500 -$980 289% $50 $1,500 -$980

19 Bidder Portfolio (-per page) Fee Comm 25 $3 37% $8 $201 $75 $126 37% $3 $75 $126

20 Research Fee Fee Fee 3 $50 57% $88 $264 $150 $114 57% $50 $150 $114

21 Downwind Copies Fee Statute 50 $27 $1,330 $1,330 $1,330

22 Foreclosure Packet (hard copy) Fee Fee 2 $25 107% $23 $47 $50 -$3 107% $25 $50 -$3

23 Active Purchaser List CD Fee Comm 3 $100 429% $23 $70 $300 -$230 429% $100 $300 -$230

24 Excess Proceeds List Fee Comm 3 $25 100% $25 $75 $75 $0 100% $25 $75 $0


Coconino CountyDept 13 - Treasurer

FY 2011

CurrentAnnual

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Description

Annual Volum

eCurrent Fee

Current Recovery %

Full Cost Annual CostAnnual

RevenueAnnual Subsidy

Recovery Level

Fee @ Policy Level

Annual Revenue

Increased Revenue

Recomm Subsidy


Coconino CountyDept 13 - Treasurer

FY 2011

CurrentAnnual

Note: All public records requests are subject to ARS 39-121.03


Total User Fees $76,207 $96,740 -$20,533 $96,740 -$20,533

% of Full Cost 127% -27% 127% -27%


% of Full Cost

Department Totals $698,835 $96,740 $602,095 $96,740 $602,095

% of Full Cost 14% 86% 14% 86%

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B. Roundtable Discussion/Committee Liaison Reports (Pursuant to A.R.S. § 38-431.02H – These matters will not be acted upon):

• Planning Calendar for 2012 • Future Agenda Items • State and Federal Legislation • CSA Update • NACO Update • County Manager’s Report • Chair’s Report

• BOS Committee Liaison Reports

o Alliance Policy Board o Bureau of Land Management RAC o CPWAC o CJCC o ECoNA o Flagstaff Cultural Partners o FMPO o Flagstaff Area Regional Land Use & Transportation Plan o 4 Forest Restoration Initiative o Juvenile Community Advisory Board o NAIPTA o NACOG o Public Health Services District Advisory Board o SEDI o Snow Play Area Economic Development o Sustainable Buildings Committee

• County Boards and Commissions Updates o Building and Safety Advisory Board o Employee Appeals Board o Industrial Development Authority Board o Library Board o Parks and Recreation Commission o Planning and Zoning Commission o Planning and Zoning Board of Adjustments

Meeting Date: September 18, 2012 Agenda Type: Worksession DATE: August 17, 2012 TO: Honorable Chair and Members of the Board FROM: Judy Weiss, Director, Parks and Recreation Department SUBJECT: Board of Supervisors/Parks and Recreation Commission Joint Meeting

RECOMMENDATION: The Board of Supervisors and the Parks and Recreation Commission will meet to discuss issues of common interest. BACKGROUND: The Parks and Recreation Commission is a volunteer advisory board appointed by the Board of Supervisors to advise the board in matters relating to county parks and recreation programs, capital improvements, and acquisition of park and open space lands; the Parks and Recreation Commission also advises on the operation, use, and maintenance of the County’s parks and recreation areas. The Board and the Commission have not met together in at least two years. This worksession has been scheduled to allow the Board and the Commission to discuss issues of mutual interest. It is hoped that this will be the first in a series of annual meetings. FISCAL IMPACT: None. REVIEWED BY ELECTRONIC ROUTING ATTACHMENT:

9/13/2012 Page 1 of 1C - 9/18/2012 - BOS and PRC Joint Meeting70

Page 1 of 18

APPROVED 9/18/2012

OFFICE OF THE COCONINO COUNTY BOARD OF SUPERVISORS, THE BOARD OF DEPOSITS, THE ANASAZI TRAIL COUNTY IMPROVEMENT

DISTRICT BOARD OF DIRECTORS,THE BUCKBOARD TRAIL COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS,THE COCONINO COUNTY FLOOD

CONTROL DISTRICT BOARD OF DIRECTORS, THE COCONINO COUNTY PUBLIC HEALTH SERVICES DISTRICT BOARD OF DIRECTORS,THE HASHKNIFE TRAIL

COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE COCONINO COUNTY JAIL DISTRICT BOARD OF DIRECTORS, THE KACHINA VILLAGE COUNTY

IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE KIOWA-COMANCHE COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE COCONINO

COUNTY LIBRARY DISTRICT BOARD OF DIRECTORS, THE LINDA LANE IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE LUPINE COUNTY

IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE NORTH STARDUST AND ANTELOPE COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE

OAKWOOD PINES COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE PAWNEE COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE PINON

COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE RIO-ARROYO COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE RODEO DRIVE

IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE RUDD TANK IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE SHOSHONE COUNTY

IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE TOHO-TOLANI COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, THE TONOWANDA DRIVE

COUNTY IMPROVEMENT DISTRICT BOARD OF DIRECTORS, AND THE TUSAYAN SPECIAL STREET LIGHTING DISTRICT BOARD OF DIRECTORS

COCONINO COUNTY, FLAGSTAFF, ARIZONA The Board of Supervisors, The Board of Deposits, The Anasazi Trail County Improvement District Board of Directors, The Buckboard Trail County Improvement District Board of Directors, The Coconino County Flood Control District Board of Directors, The Coconino County Public Health Services District Board of Directors, The Hashknife Trail County Improvement District Board of Directors, The Coconino County Jail District Board of Directors, The Kachina Village County Improvement District Board of Directors, The Kiowa-Comanche County Improvement District Board of Directors, The Coconino County Library District Board of Directors, The Linda Lane Improvement District Board of Directors, The Lupine County Improvement District Board of Directors, The North Stardust and Antelope County Improvement District Board of Directors, The Oakwood Pines County Improvement District Board of Directors, The Pawnee County Improvement District Board of Directors, The Rudd Tank Improvement District Board of Directors, The Shoshone County Improvement District Board of Directors, The Toho-Talani County Improvement District Board of Directors, The Tonawanda Drive County Improvement District Board of Directors, and The Tusayan Special Street Lighting District Board of Directors met in a Regular Session on Tuesday, July 10, 2012 at 6:00 p.m., First Floor Meeting Room, 219 E. Cherry Ave., Flagstaff, Arizona.

Page 2 of 18

APPROVED 9/18/2012

Roll Call. Present: Chairman Carl Taylor, Vice Chairwoman Elizabeth C. Archuleta, Supervisor Matthew Ryan, Supervisor Mandy Metzger, Supervisor Lena Fowler. Also Present: Chief Civil Deputy County Attorney Jean Wilcox, Parks and Recreation Director Judy Weiss, Interim Community Services Director Stephanie Small, Clerk of the Board Wendy Escoffier, Interim County Manager Mike Townsend, Assistant County Manager/HR Director Allison Eckert, Finance Purchasing Manager Scott Richardson, Finance Budget Manager Megan Zickerman, Public Works Deputy Director Lucinda Andreani, Interim Community Development Director Sue Pratt, Sheriff's Office Administrative Operations Manager Kathleen Levinson, Chief Financial Officer Sandra Schulz, Deputy County Manager Larry Dannenfeldt, Assistant County Manager/Government Relations Director Joanne Keene, Health Clinical Services Manager Kimbal Babcock, County Engineer Randal Ryan, and Recording Specialist Jonathan McIntosh

Call to Order Chairman Taylor called the meeting to order at 6:00 p.m. and led the Pledge of Allegiance. Call to the Public There were no comments from the public for items not on the agenda.

1. Approval of Minutes for Regular and Work sessions on June, 5, 2012.

Consent Agenda Items Chairman Taylor said Item 8 would not be voted on and Item 12 would be separated for discussion. Motion: With the exception of Item 8 and item 12, move the consent agenda for approval, Action: Approved, Moved by Supervisor Ryan, Seconded by Supervisor Metzger. Passed: Unanimously.

2. Warrant Registers: An itemized list of the below-numbered claims is filed in the official

record of the Coconino County Board of Supervisors.

3. Approval of Community Grant Funding from District 1-$5000 to Flagstaff Cultural Partners to assist with costs associated with installation of new blinds/coverings for the south-side facing windows at the Coconino Center for the Arts. Board of Supervisors

Run Date Warrant Number Computer Register Total 06/14/12 91211439-91211708 2,576,699.01 06/14/12 363-364 *EFT 5,383.39 06/21/12 91211709-91211922 1,217,481.56 06/21/12 365-367 *EFT 7,051.08 *Electronic Fund Transfers

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APPROVED 9/18/2012

4. Recommend for approval an application for a Person and Location Transfer Liquor License for David Wayne Hallum, License # 09030047 of the Hallum Store, located at 11230 North Highway 89A, Flagstaff, AZ 86004. Board of Supervisors

5. Appoint Pamela Foti as a member of the Coconino County Parks and Recreation Commission from District 2. Her commission would commence on the day of Board approval, run for six years, and end on the same date in 2018. Board of Supervisors

6. Set for hearing to be held at the Board's meeting of August 21, 2012 at 6 p.m. Case No. ZC-12-004: A request for modification of conditional zoning (under Z-04-09 and Z-04-10) to reconfigure a required 50-acre conservation easement in the General Zone. The property is located southeast of the I-17 Fox Ranch Road interchange and is identified as portions of Assessor's Parcel Number 401-41-002A, -003A, and -005D. Applicant: Foxboro Ranch LLC, Munds Park, Arizona Community Development

7. Approve Contract No. 866000441BA between the Northern Arizona Council of Governments - Area Agency on Aging and Coconino County Community Services to provide case management, meal services and transportation to senior citizens and disabled adults of Coconino County in the amount of $270,847.00 from July 1, 2012 through June 30 2013. Community Services/Senior Services

8. Removed Approval of Cooperative Agreement No. CA-1300 between Coconino County acting as the Coconino Rural Environment Corps (CREC) and Rural Communities Fuels Management Partnership for forest fuels reduction work in rural communities based on a $6,000 weekly rate for an eight person crew working 40 hours, from the date of approval through June 30, 2017. Community Services/CREC

9. Procurement of law books from various sole source vendors for the Coconino County

Law Library/Self-Help Center for Fiscal Year 2013 totaling $90,000. Courts

10. Approval of the FY13 Renewal of the Intergovernmental Agreement (IGA) between the Williams Justice Court and the Town of Tusayan. Courts

11. Approve the renewal with Konica Minolta Business Systems Inc for County wide copier maintenance in an amount not to exceed $80,000 for FY 13, approve the purchase of 11 copiers from Konica Minolta Business Systems in an amount not to exceed $70,400.00, and approve a Budget Amendment in an amount of $1,400.00 to cover balance of copier purchase. Finance

12. Separated Approval of the Amendment to the Construction Manager at Risk Contract with Loven Contracting, Inc. at a cost of $1,917,324.25 and reallocation of $622,693.14 of CPOS Funding for Cataract Lake County Park Improvements. Parks and Recreation

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APPROVED 9/18/2012

13. Approve the second renewal of an Agreement with Kinney Construction LLC and the County to provide operator labor and heavy equipment for emergency response up to $60,000 for a one-year period. Public Works

14. Approve the first renewal of an Agreement with Natural Channel Design Inc. and the County for on-call professional engineering services, not to exceed $250,000 per project. Public Works

15. Approve award of the first renewal of the On-Call Agreement with Turner Engineering Inc. and the County for professional engineering services, not to exceed $250,000 per project. Public Works

16. Approval of Resolution No. 2012-22 and Intergovernmental Agreement (IGA) No. 12-082I for the State of Arizona to provide bridge inspections. Public Works

17. Approval of contract renewal with William E. Doyle doing business as Election Operation Services per period of July 1, 2012 to June 30, 2013, not to exceed $125,000. Recorder

18. Approve the budget amendment to transfer funds from Northern Arizona Street Crimes

Task Force, “METRO" unit, Racketeer Influenced and Corrupt Organization (RICO) to the Coconino County Sheriff's Office in the amount of $45,323 to purchase 8 replacement radios for the regional command trailers and the Search and Rescue Coordinator’s vehicles in FY13. Sheriff

19. Approve the budget amendment to transfer funds from Northern Arizona Street Crimes

Task Force, “METRO" unit, Racketeer Influenced and Corrupt Organization (RICO) to the Coconino County Sheriff's Office in the amount of $10,000 to renew the county-wide software program named Offender Watch for FY13. Sheriff

20. Acknowledge Arizona Game and Fish Department grant to County Superintendent of

Schools to fund Willow Bend's "5-Point Project for Exemplary Environmental Education in Northern Arizona" and approve budget adjustment. Superintendent of Schools

21. Acknowledge and approve the Coconino County Professional Development Services

Consortium, which will provide professional development training to County teachers in response to the federal Race to the Top funding allocation to the State of Arizona. Superintendent of Schools

22. Approve a revised IGA between Coconino County's Education Service Agency and

Navajo County's Education Service Agency in response to the federal Race to the Top Initiative and to provide services to County and regional schools. Superintendent of Schools

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APPROVED 9/18/2012

23. Acknowledge and approve the Coconino County Technology Integration Consortium, which allows the County Educational Service Agency to provide requested services through a consortium to local education agencies. Superintendent of Schools

12. Separated Approval of the Amendment to the Construction Manager at Risk Contract with Loven Contracting, Inc. at a cost of $1,917,324.25 and reallocation of $622,693.14 of CPOS Funding for Cataract Lake County Park Improvements. Parks and Recreation

Separated Items

Chairman Taylor stated that he had a concern with the wording of the contract. Deputy County Attorney Jean Wilcox addressed Chairman Taylor’s concern, stating the county had a separate contract with Plateau Engineering and Plateau Engineering has a responsibility for code compliance as well. Chairman Taylor suggested a change in the language of the contract. The contractor, Mike Levin, expressed his desire for the project to go through with the modified changes. Ms. Weiss said she was fine with the proposed change. Motion: Approve the amendment to the construction manager at risk contract with Loven Contracting Inc. and reallocation CPOS Funding for Cataract Lake County Park Improvements -- and make a single change in appendix B Article 2.4.5 to change "insure" to "verify" Action: Approved, Moved by Supervisor Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Flood Control District Board of Directors Action: Resolve, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

24. Approve the first renewal of the On-Call Agreement with Natural Channel Design Inc. and the Coconino County Flood Control District for professional engineering services, not to exceed $250,000 per project. Flood Control District

Flood Control District Board of Directors Consent Items

25. Approval of the first renewal of the On-Call Agreement with Turner Engineering Inc. and

the Coconino County Flood Control District for professional engineering services, not to exceed $250,000 per project. Flood Control District

26. Approve an Agreement with Kinney Construction LLC and the County Flood Control District to provide operator labor and heavy equipment for emergency flood response up to $60,000 for a one-year period. Flood Control District

Motion: Approve of agenda items 24-26 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously.

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APPROVED 9/18/2012

Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Metzger, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Jail District Board of Directors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

27. Approve the contract renewal with Keefe Commissary Network to provide inmate commissary services for the Detention Facility in the estimated revenue amount of $73,500 for FY13. Jail District

Jail District Board of Directors Consent Items

28. Approve the budget amendment and contract renewals with Sysco Food Service of AZ

and Good Source Inc., to provide food products to the detention facility in the combined estimated amount of $296,504 for FY13. Jail District

29. Award Request for Bid (RFB) #2012-08 to Lake Powell Construction and Development, Inc. to provide the Heating Ventilation Air Conditioning (HVAC) replacement at the Sheriff's Office Page substation in the amount of $233,300 and amend the budget in the amount of $48,295 in FY13. Jail District

Motion: Approve of agenda items 27-29 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Public Health Services Board of Directors Action: Resolved, Moved by Supervisor Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

30. Approval of contract renewal with Westland Resources Inc (formerly Environmental Hydrosystems Ltd.) for the provision of professional services July 1, 2012 through June 30, 2013 not to exceed $28,000. Public Health Services District.

Public Health Services District Board of Directors Consent Items

31. Approval of an FY12 Budget Adjustment for the Tuberculosis Control Program to total

$13,000 in expenditures and an FY13 Budget Adjustment to total $15,580 in expenditures to enable use of the available fund balance. Public Health Services District

32. Approval of the Purchase Requisition with Sanofi Pasteur Pharmaceuticals for the purchase of vaccines for FY13 for an amount not to exceed $120,000.00. Public Health Services District

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APPROVED 9/18/2012

33. Approval of an FY12 expenditure increase in the amount of $2,258.00 for the Safe Routes to School cost center, for the period July 1, 2011, to June 30, 2012. Public Health Services District

34. Approve of the contract between North Country Health Care (NCHC) and CCPHSD to provide Medical Director Services for the Reproductive Health clinic, to be effective on July1, 2012, for the annual amount of $2,000. Public Health Services District

35. Approve of the contract between North Country Health Care (NCHC) and CCPHSD to provide Medical Director Services for the Juvenile Detention Center primary care clinic, to be effective on July1, 2012, for the annual amount of $2,000. Public Health Services District

36. Approval of an FY12 expenditure increase in the amount of $12,250 for the Breastfeeding Peer Counseling cost center, for the period July 1, 2011, to June 30, 2102. Public Health Services District

37. Approval of an FY12 expenditure increase in the amount of $1,339 for the Governor's Office of Highway Safety child passenger seat program, for the period July 1, 2011 to June 30, 2012. Public Health Services District

Motion: Approve of agenda items 30-37 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Fowler, Seconded by Director Ryan. Passed: Unanimously.

38. PUBLIC HEARING AND CONSIDERATION OF: Ordinance No. 2012-05 for Case No. ZC-12-002: A request for modification of the Master Plan of Development for property in the RC (Resort Commercial) Zone to relocate laundry facilities, add a pizzeria/cafe, and establish a new barn and shop at Mormon Lake Lodge. The property is located at 1991 S. Mormon Lake Road in Mormon Lake, about five miles south of the northern turnoff from Lake Mary Road, and is identified as Assessor's Parcel Numbers 404-54-002C and 004C. Applicant: Mormon Lake Properties, LLC, Mormon Lake, Arizona. Community Development

Action Items

Interim Community Development Director Sue Pratt provided background information and an overview of the property and request. She reviewed the commission staff report and minutes from that meeting and recommended approving Ordinance 2012-05. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing.

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APPROVED 9/18/2012

Supervisor Metzger commented that this was important and worthwhile. Supervisor Ryan thanked the property owners for focusing on the commercial intent of the area plan and stated he could make the findings for approval. Motion: Approve of Case No. ZC-12-002: A modification of the Master Plan of Development for property in the RC (Resort Commercial) Zone at Mormon Lake through Ordinance 2012-05 Action: Approved, Moved by Supervisor Metzger, Seconded by Supervisor Ryan. Passed: Unanimously.

39. PUBLIC HEARING AND CONSIDERATION OF: Ordinance No. 2012-06 for Case No. ZC-12-003: A request for modification of Conditional CG-10,000 (Commercial General) Zoning for 1.15 acres and a Zone Change from RM-10/A (Residential Multiple Family, maximum density of 10 units per acre) to CG-10,000 (Commercial General) for .27 acres. The property is located at 2601 N. Fort Valley Road in Flagstaff and is identified as Assessor's Parcel Number 111-01-012C. Applicant: Grand Canyon Trust, Flagstaff, Arizona. Community Development

Ms. Pratt provided information on the property and reviewed the changes requested. She said the project included demolition of an existing barn and the building of a new one, and the entire property would be in the same zoning classification. Ms. Pratt said the planning and zoning commission unanimously approved the item and recommended the Board adopt Ordinance 2012-06. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approval of case No. ZC-12-003 through the adoption of the attached Ordinance No. 2012-06 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

40. PUBLIC HEARING AND CONSIDERATION OF: Resolution 2012-21 for the adoption of the FY 2013 Final Budget in the amount of $181,475,957. Finance

Public Hearings and Consideration of Budgets

Chief Financial Officer Sandra Schulz reviewed the timing, key elements and steps taken to get to the final budget. Finance Budget Manager Megan Zickerman went over details of the budget. She said all revenue sources and uses of funds were reevaluated and information was reviewed with each department. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. The Board of Supervisors thanked the budget team and lauded their efforts.

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APPROVED 9/18/2012

Motion: Adopt FY 2013 budget in the amount of $181,475,957 stated in Resolution 2012-21 Action: Approved, Moved by Supervisor Metzger, Seconded by Supervisor Fowler. Passed: Unanimously.

41. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Fire District Assistance Tax in the amount of $1,797,398. Finance

Ms. Zickerman provided information related to the Fire District Assistance Tax and reminded the Board of Supervisors that the rate was statutorily set. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approval of adoption of the Final Budget for the Fire District Assistance Tax Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously. Motion: Resolve as the Anasazi Trail Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

42. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Anasazi Trails County Improvement District in the amount of $0. Finance

Ms. Zickerman introduced item 42 and reminded the Board of Directors that they will close out the district the following year. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve the adoption of the FY 2013 Final Budget for Anasazi Trails County Improvement District for $0 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Buckboard Trail County Board of Supervisors Action: Resolved, Moved by Supervisor Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

43. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Buckboard Improvement District in the amount of $0. Finance

Ms. Zickerman went over information for the Buckboard Trail County Board of Supervisors.

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APPROVED 9/18/2012

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approval of Buckboard Improvement District budget in the amount of $0 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Flood Control District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

44. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Coconino County Flood Control District in the amount of $17,168,406. Finance

Ms. Zickerman reviewed information for Flood Control District budget. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Adoption of FY 2013 Final Budget for the County Flood Control District in the amount of $17,168,406. Action: Approved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Hashknife Trail County Improvement District Action: Resolved, Moved by Supervisor Ryan, Seconded by Supervisor Fowler. Passed: Unanimously.

45. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Hashknife Trail County Improvement District in the amount of $48,199. Finance

Ms. Zickerman provided information for the Hashknife Trail Improvement District. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve the budget as outlined by staff. Action: Approved, Moved by Director Ryan, Seconded by Director Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously.

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APPROVED 9/18/2012

Motion: Resolve as the Coconino County Jail District Board of Directors Action: Resolved, Moved by Supervisor Fowler, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

46. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Coconino County Jail District in the amount of $14,753,244. Finance

Ms. Zickerman went over information for Agenda Item 46. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of this item Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Kachina Village Improvement District Board of Directors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously.

47. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Kachina Village Improvement District in the amount of $2,204,644. Finance

Ms. Zickerman went over information for Agenda Item 47. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Adopt budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Kiowa-Comanche County Improvement District Action: Resolved, Moved by Supervisor Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

48. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Kiowa-Comanche County Improvement District in the amount of $1,681. Finance

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APPROVED 9/18/2012

Ms. Zickerman went over information for the Kiowa-Comanche Improvement District and in response to a question from Director Ryan she said the district is scheduled to reach maturity in 2015, at which time it would be dissolved. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve the budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Coconino County Library District Action: Resolved, Moved by Supervisor Metzger, Seconded by Supervisor Fowler. Passed: Unanimously.

49. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Coconino County Library District in the amount of $4,427,083. Finance

Ms. Zickerman went over information for Agenda Item 49. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve the final budget for Coconino County Library District Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Linda Lane County Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Fowler. Passed: Unanimously.

50. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Linda Lane County Improvement District in the amount of $0. Finance

Ms. Zickerman reviewed information for the Linda Lane Improvement District, stating that the process will be followed to dissolve the district in the next year. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of adoption of 2013 final budget for Linda Lane County Improvement District in the amount of $0 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously.

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APPROVED 9/18/2012

Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Lupine County Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Metzger. Passed: Unanimously.

51. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Lupine County Improvement District in the amount of $1,879. Finance

Ms. Zickerman went over information for Agenda Item 51 and in response to a question from Vice Chairwoman Archuleta she stated that the maturity on this improvement district was 2015. Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of 2013 Final Budget for Lupine County Improvement District in the amount of $1,879 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the North Stardust and Antelope County Improvement District Action: Resolved, Moved by Director Metzger, Seconded by Vice Chairwoman. Passed: Unanimously.

52. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for North Stardust and Antelope County Improvement District in the amount of $54,923. Finance

Ms. Zickerman went over information the North Stardust Antelope Improvement District and in response to Director Metzger, stated the district would mature in 2019.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: FY 2013 Final Budget for North Stardust and Antelope County Improvement District in the amount of $54,923 Action: Approved, Moved by Director Metzger, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Oakwood Pines County Improvement District Action: Resolved, Moved by Supervisor Metzger, Seconded by Supervisor Ryan. Passed: Unanimously.

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APPROVED 9/18/2012

53. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Oakwood Pines County Improvement District in the amount of $120. Finance

Ms. Zickerman provided information for the Oakwood Pines Improvement District and in response to Vice Chairwoman Archuleta’s question, stated the district would mature in 2013.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Adopt FY 2013 Final Budget for Oakwood Pines County Improvement District in the amount of $120 Action: Approved, Moved by Director Metzger, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Oakwood Pines County Improvement District Action: Resolved, Moved by Supervisor Metgzer, Seconded by Supervisor Ryan. Passed: Unanimously.

54. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Pawnee County Improvement District in the amount of $1,323. Finance

Ms. Zickerman went over information for Agenda Item 54.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Metzger, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Pinon County Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Metzger. Passed: Unanimously.

55. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Pinon County Improvement District in the amount of $393. Finance

Ms. Zickerman went over information for Agenda Item 55. She confirmed with Vice Chairwoman Archuleta that the item matures in 2014.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing.

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APPROVED 9/18/2012

Motion: Approve the final Budget for Pinon County Improvement District in the amount of $393 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Coconino County Public Health Services District Action: Resolved, Moved by Supervisor Fowler, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

56. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Coconino County Public Health Services District in the amount of 14,016,315. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Adoption of the FY 2013 Final Budget for the Coconino County Public Health Services District in the amount of 14,016,315 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Rio Arroyo County Improvement District Action: Resolved, Moved by Director Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

57. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Rio Arroyo County Improvement District in the amount of $27,038. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Adoption of the FY 2013 Final Budget for Rio Arroyo County Improvement District in the amount of $27 Action: Approved, Moved by Director Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously.

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APPROVED 9/18/2012

Motion: Resolve as the Rodeo Drive County Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously.

58. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Rodeo Drive County Improvement District in the amount of $0. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of the budget for item 58 Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Supervisor Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

Motion: Resolve as the Rudd Tank County Improvement District Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously.

59. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Rudd Tank County Improvement District in the amount of $0. Finance

Ms. Zickerman went over information for Agenda Item 59, including a process that will be followed to close out the district.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Fowler. Passed: Unanimously.

Motion: Resolve as the Shoshone County Improvement District Action: Resolved, Moved by, Supervisor Ryan Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

60. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Shoshone County Improvement District in the amount of $380. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing.

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APPROVED 9/18/2012

Motion: Approve of Shoshone County Improvement District budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously.

Motion: Resolve as the Toho-Tolani County Improvement District Action: Resolved, Moved by, Supervisor Ryan Seconded by Vice Chairwoman Archuleta. Passed: Unanimously.

61. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for Toho-Tolani County Improvement District in the amount of $329,213. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Approve of Toho-Tolani County Improvement District budget as outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously.

Motion: Resolve as the Tonowanda County Improvement District Action: Resolved, Moved by, Supervisor Ryan Seconded by Supervisor Metzger. Passed: Unanimously.

62. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final Budget for the Tonowanda County Improvement District in the amount of $541. Finance


Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. Motion: Tonowanda County Improvement District budget in the amount outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Metzger. Passed: Unanimously.

Motion: Resolve as the Tusayan Special Lighting District Action: Resolved, Moved by, Supervisor Fowler Seconded by Supervisor Metzger. Passed: Unanimously.

Page 18 of 18

APPROVED 9/18/2012

63. PUBLIC HEARING AND CONSIDERATION OF: Adoption of the FY 2013 Final

Budget for the Tusayan Special Lighting District in the amount of $16,804. Finance Ms. Zickerman reviewed information for the Tusayan Lighting District.

Chairman Taylor opened the public hearing and receiving no comment, closed the public hearing. In response to questions from Vice Chairwoman Archuleta, the Board discussed the management of the lighting district since a portion of it is located within the incorporated area of Tusayan. Chairman Taylor stated that the County would continue to manage the lighting district. Motion: Approve the budget for Tusayan Special Lighting District in the amount outlined by staff Action: Approved, Moved by Director Ryan, Seconded by Director Metzger. Passed: Unanimously. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Metzger, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously. There being no further business, Chairman Taylor adjourned the meeting at 7:02 p.m.

COCONINO COUNTY BOARD OF SUPERVISORS

_____________________________________________ Carl Taylor, Chairman

(SEAL)

ATTEST:

____________________________________________ Wendy Escoffier, Clerk of the Board

Page 1 of 8 APPROVED 9/18/2012

OFFICE OF THE COCONINO COUNTY BOARD OF SUPERVISORS, FLOOD CONTROL DISTRICT BOARD OF DIRECTORS,

JAIL DISTRICT BOARD OF DIRECTORS, KACHINA VILLAGE IMPROVEMENT DISTRICT BOARD OF DIRECTORS,

PUBLIC HEALTH SERVICES DISTRICT BOARD OF DIRECTORS COCONINO COUNTY, FLAGSTAFF, ARIZONA

TUESDAY, AUGUST 7, 2012

The Board of Supervisors, Flood Control District Board of Directors, Jail District Board of Directors, Kachina Village Improvement District Board of Directors, and Public Health Services District Board of Directors met in Regular Session on Tuesday, August 7, 2012, at 10 a.m. in the Board of Supervisors Meeting Room, First Floor, Administrative Center, 219 E. Cherry Avenue, Flagstaff, Arizona. Roll Call. Present: Chairman Carl Taylor, Supervisor Matt Ryan, Supervisor Lena Fowler, and Vice Chairwoman Liz Archuleta telephonically. Absent/Excused: Supervisor Mandy Metzger Also Present: Interim County Manager Mike Townsend, Facilities Director Susan Brown, Assessor Christine Mazon, Parks & Recreation Director Judy Weiss, Finance Budget Manager Megan Zickerman, Deputy County Attorney Jean Wilcox, Treasurer Bonny Lynn, Deputy County Manager Larry Dannenfeldt, Purchasing Manager Scott Richardson, Chief Financial Officer Sandra Schulz, KVID Wastewater/Water Manager George Sereno, Public Works Deputy Director Mike Lopker, Sheriff’s Office Commander Administrative Services Cathy Allen, Health Education and Program Senior Manager Mike Oxtoby, Community Service Basic Business Empowerment Program Coordinator Scott Neuman, Public Works Deputy Director Lucinda Andreani, Human Resources Director/Assistant County Manager Allison Eckert, Government Relations Director/Assistant County Manager Joanne Keene, Recorder Candace Owens, Public Works Director/Assistant County Manager Andy Bertelsen, Clerk of the Board Wendy Escoffier, and Recording Specialist Jonathan McIntosh Call to Order Chairman Taylor called the meeting to order at 10:00 a.m. and led the Pledge of Allegiance. Call to the Public for Items Not on the Agenda Bonnie Stevens of the Flagstaff Festival of Science thanked the Board for financial support and provided information on the Sept. 21-30, 2012 festival themed, Making Waves. Carol Bousquet, SEDI Executive Director, presented copies of a report titled, Beef Processing in Northern Arizona and spoke on difficulties and potential for overcoming problems with beef processing in Northern Arizona that are outlined in the report. Proclamation

A. Proclaim August as Child Support Awareness Month at the request of Governor Brewer.


Michele Legg, Legal Services Supervisor, Division of Child Support Enforcement, Department of Economic Security and Wendy Hunt, Supervising Attorney, Office of the Attorney General Child Support Division read the Child Support Awareness Month proclamation to the Board of Supervisors and provided information related to the Governor’s efforts concerning child support awareness. Motion: Approve the proclamation as read. Action: Approved, Moved by Supervisor Ryan, Seconded by Supervisor Fowler. Passed: Unanimously

1. Approval of Minutes for Special Session on July 10, 2012, Budget Sessions on May 29, 2012, May 30, 2012, May 31, 2012. Board of Supervisors

Consent Agenda Motion: Approve consent agenda items 1-32Action: Approved, Moved by Vice Chairwoman Archuleta, Seconded by Supervisor Ryan. Passed: Unanimously

2. Warrant Registers: An itemized list of the below-numbered claims is filed in the official

record of the Coconino County Board of Supervisors.

3. Adopt Resolution 2012-23 to correct the tax roll as noted on Tax Roll Correction Summary dated June 28, 2012. Assessor

Run Date Warrant Number Computer Register Total 06/28/12 91211923-91212221 $3,544,962.63 06/28/12 368-369 *EFT $11,389.30 07/05/12 9130001-91300242 $1,468,812.14 07/05/12 370-371 *EFT $23,416.13 07/12/12 91300243-91300544 $3,075,416.82 07/12/12 372-374 *EFT $3027.73 07/19/12 91300545-91300795 1,770,720.56 07/19/12 None for *EFT 0 *Electronic Fund Transfers

4. Acknowledge and accept for filing the appointment of Michael Halpin to the Tusayan

Fire District Board of Directors to complete the position vacated by Lydia Baker. Board of Supervisors

5. Re-appoint Ken Sweet to a 6-year term and appoint William Auberle to a 4-year term of the Coconino Pollution Control Board of Directors. Board of Supervisors

6. Approval of Community Grant Funding from District 1-$1000 to NACET (Northern Arizona Center for Entrepreneurship and Tech) to assist with costs associated with the Young Entrepreneurial Scholars (YES) week 2012. Board of Supervisors

7. Ratification of an increase in the previously approved Community Grant Funding from District 1 of $5,000 to Flagstaff Cultural Partners to assist with costs associated with installation of new blinds/coverings for the south-side facing windows at the Coconino Center for the Arts. Board of Supervisors


8. Set for Public Hearing to be held at the Board's meeting of August 21, 2012 an Appeal of Case No. CUP-12-030: An Appeal of a condition of approval requiring the establishment of a 6' tall masonry wall in conjunction with a Conditional Use Permit approval for a renewal and modification for a wireless communication facility for property in the General Zone. The property is located on the east side of Highway 64 at the entrance to Howard Mesa Ranch approximately 12 miles south of Valle, and identified as Assessor's Parcel Number 503-41-031C. Applicant: Bechtel for AT&T Mobility, Phoenix, Arizona. Community Development

9. Approve Intergovernmental Agreement Contract No. DE111076001 Amendment No. 6 between the Arizona Department of Economic Security and Coconino County Community Services to delete and replace the original terms and conditions, fingerprinting section 32.1.1 modifying fingerprint clearance requirements, effective immediately. Community Services/Social Services

10. Approval of Cooperative Agreement No. CA-1200 between Coconino Rural Environment Corps (CREC) WPA No. FVRG -1238 and Friends of Verde River Greenway for Verde Watershed Restoration work to be completed by June 30, 2013. Community Services/CREC

11. Approval of Modification No. 2 to Forest Supplemental Project Agreement No. 11-PA-11031200-022 between the Tonto National Forest and Coconino County acting as the Coconino Rural Environment Corps (CREC) to revise the scope of work for trail reconstruction on the Tonto National Forest from the date of the last signature through September 30, 2014. Community Services/CREC

12. Approve AFIA Sub-Grantee Award Agreement, Grant No. 90-El-0641 between Mesa Community Action Network, Incorporated (MesaCAN) and Coconino County to assist Basic Business Empowerment (BBE) participants in capitalization of their micro-business, from date of last signature through August 31, 2016. Community Services/BBE

13. Approve a not-to-exceed $92,000 contract to Lewellyn Technologies, Inc., for Arc-Flash Analysis of all County-owned buildings. Facilities Management

14. Approval of a FY13 Budget Amendment in the amount of $92,500 to carryover FY12 funding for Arc Flash Analysis. Facilities Management

15. Adopt Resolution No. 2012-24 to participate in the Family Counseling Program for fiscal year 2012-2013 and provide matching funds of $4,083, which is a 25% match to the State's additional contribution of $16,332. Juvenile Court

16. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Court Appointed Special Advocate (CASA), for the operation of the CASA program in the amount $80,415.00 for Fiscal Year 2013. Juvenile Court


17. Approval to enter into the funding agreement for Court Improvement Program for Fiscal Year 2012-2013 in the amount of $20,364.00. Juvenile Court

18. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Diversion - Consequence Funds with the Arizona Supreme Court, Administrative Office of the Courts, for the operation of the Diversion - Consequence program in the amount $88,893 for Fiscal Year 2013. Juvenile Court

19. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Juvenile Intensive Probation Supervision (JIPS) Funds with the Arizona Supreme Court, Administrative Office of the Courts, for the operation of the Juvenile Intensive Probation Supervision (JIPS) program in the amount $453,840 for Fiscal Year 2013. Juvenile Court

20. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Juvenile Probation Services Fund - Treatment Funds with the Arizona Supreme Court, Administrative Office of the Courts, for the operation of the Juvenile Probation Services Fund - Treatment program in the amount $406,235 for Fiscal Year 2013. Juvenile Court

21. Approval of Contract #PC-DSG-10-1181-04Y3 from the Arizona Parents Commission on Drug Education and Prevention for the Governor's Office for Children, Youth and Families for the purpose of providing parent education and support groups to probationer parents in the amount of $122,784 for the period of July 1, 2012 through June 30, 2013. Juvenile Court

22. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Standard Probation Funds with the Arizona Supreme Court, Administrative Office of the Courts, for the operation of the Standard Probation program in the amount $180,968 for Fiscal Year 2013. Juvenile Court

23. Approval by the Coconino County Board of Supervisors to enter into the Funding Agreement for the Diversion - Intake Funds with the Arizona Supreme Court, Administrative Office of the Courts, for the operation of the Diversion - Intake program in the amount $592,780 for Fiscal Year 2013. Juvenile Court

24. Amendment to the Flagstaff Extreme Use Permit to include the inmate building as the

Welcome Center. Parks and Recreation

25. Approve the first renewal of an Agreement with Rosenberg Associates and the County for on-call professional engineering services from August 1, 2012 to July 31, 2013, up to $250,000 per project. Public Works

26. Approve the first renewal of an Agreement with JE Fuller Hydrology & Geomorphology Inc. and the County for on-call professional engineering services, not to exceed $250,000 per project. Public Works


27. Approve the first renewal of an Agreement with Atkins North America Inc. and the County for on-call professional engineering services, not to exceed $250,000 per project. Public Works

28. Approve the first renewal of an Agreement with Kimley-Horn and Associates Inc. and the County for on-call professional engineering services from August 1, 2012 to July 31, 2013, up to $250,000 per project. Public Works

29. Approval of the appointment of poll workers for the August 28, 2012 Primary Election. Recorder

30. Adopt Resolution 2012-26 designating polling places within each precinct where voting will occur on August 28, 2012 Primary Election, as required by A.R.S. 16-411. Elections/Recorder

31. Approve the budget amendment and modification of the 2012 Cooperative Law Enforcement Agreement #12-LE-1103420-001 Coconino & Kaibab National Forests Financial Operating Plan with the USDA, Forest Service for additional funding in the amount of $10,000. Sheriff's Office

32. Approve the 5th Amendments to the Revolving Credit Agreement with Wells Fargo Bank, N.A. in order to access a line of credit in FY13 for various entities, including Coconino County. Approval is also requested for a Letter of Declaration for Coconino County for a $5,000,000 Line of Credit. Treasurer

Motion: Resolve as the Flood Control District Board of Directors Action: Resolved, Moved by Supervisor Fowler, Seconded by Supervisor Ryan. Passed: Unanimously

33. Approve award of On-Call Agreement with JE Fuller Hydrology & Geomorphology Inc. and the Coconino County Flood Control District for professional engineering services, not to exceed $250,000 per project. Flood Control District

34. Approve award of On-Call Agreement with Atkins North America Inc. and the Coconino County Flood Control District for professional engineering services, not to exceed $250,000 per project. Flood Control District

35. Approval of On-Call Agreement with Kimley-Horn and Associates Inc. and the Coconino County Flood Control District for professional engineering services, not to exceed $250,000 per project. Flood Control District

36. Approve Modifications 4 and 5 to the existing Emergency Watershed Protection Technical Assistance Agreement between the Coconino County Flood Control District and the Natural Resources Conservation Service for Phase 5 and 6 engineering and design work in the Schultz Flood area, in the combined amount of $114,400.00, with no direct County funding commitment. Flood Control District


Motion: Approve consent agenda for Flood Control District Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Fowler, Seconded by Director Ryan. Passed: Unanimously Motion: Resolve as the Jail District Board of Directors Action: Resolved, Moved by Supervisor Fowler, Seconded by Supervisor Ryan. Passed: Unanimously

37. Approve contract No. 020131DC Arizona Department of Correction, Correctional Officer Certification Training (COTA) Amendment No. 4, to change the cost of training to $660, not to exceed $850 per cadet, as a back up Academy to our in-house Academy. Jail District

Motion: Approve consent agenda for Jail District Item #37 Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Vice Chairwoman Archuleta, Seconded by Director Ryan. Passed: Unanimously Motion: Resolve as the Kachina Village District Board of Directors Action: Resolved, Moved by Supervisor Ryan, Seconded by Supervisor Fowler. Passed: Unanimously

38. Approval of WIFA Green Project Engineering Grant #8200074-12 for the development of a hydraulic model of the KVID drinking water system in the amount of $39,000. Kachina Village Improvement District

Motion: Approve item #38 Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Fowler, Seconded by Director Ryan. Passed: Unanimously Motion: Resolve as the Public Health Services District Action: Resolved, Moved by Supervisor Ryan, Seconded by Supervisor Fowler. Passed: Unanimously

39. Approval of an FY12 expenditure increase in the amount of $2,755 for the Commodity Supplemental Food Program cost center, for the period July 1, 2011, to June 30, 2012. Public Health Services District

40. Approve Contract GRA-RC008-13-0478-00 between First Things First and Coconino County Public Health Services District for the provision of oral health services for Fiscal Year 2013 in the amount of $100,000. Public Health Services District

41. Separated. Approval of Contract GRA-STATE-13-0501-01 between the Coconino County Public Health Services District and First Things First for $42,300 from July 1,


2012 to June 30, 2013 to support child care providers in the provision of safe and healthy care. Public Health Services District

42. Approval for Contract No. HG852279, Amendment #6 between the Arizona Department of Health Services and Coconino County for $18,004 for the period of January 1, 2012 to December 31, 2012 to provide HIV Prevention Counseling and Testing services. Public Health Services District

43. Approval of Subcontract for Nutrition Services with the Navajo County Public Health Services District for the period July 1, 2012 to June 30, 2013, in the amount of $177,497 to provide nutrition education services on the Navajo Reservation. Public Health Services District

44. Approve Contract No. ADHS11-004698, Amendment #1 between the Arizona Department of Health Services and Coconino County for $158,169.00 for the period of April 1, 2012 to March 31, 2013 to provide HIV Care and Services. Public Health Services District

Motion: Absent of item #41, approve other public health services district items Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously

41. Separated. Approval of Contract GRA-STATE-13-0501-01 between the Coconino County Public Health Services District and First Things First for $42,300 from July 1, 2012 to June 30, 2013 to support child care providers in the provision of safe and healthy care. Public Health Services District

The Board spoke with the Health Education and Promotion Senior Manager Mike Oxtoby about a reduction in funding for the First-Things-First program and discussed the loss of funding in general for the Public Health Services District. Chairman Taylor suggested the County seek legislative solutions. Motion: Approve item #41 Action: Approved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously Chairman Taylor said that they should look for legislative solutions. Motion: Resolve as the Board of Supervisors Action: Resolved, Moved by Director Ryan, Seconded by Director Fowler. Passed: Unanimously

45. Review and approve the attached tax rate schedule for Fiscal Year 2012-2013 and Tax Year 2012 for all taxing jurisdictions under the authority of Coconino County. Finance

Finance Budget Manager Megan Zickerman provided information related to the tax rates and the Board’s authority which is to verify the tax rates submitted by individual taxing districts. She requested the Board of Supervisors to move to verify and adopt the rates.


Supervisor Ryan clarified that the Board is also adopting rates that the County sets. The Board thanked the finance department for its work on matters related to the budget and tax rate adoptions. Motion: Approve the attached tax rate schedule for Fiscal Year 2012-2013 and Tax Year 2012 for all special taxing jurisdictions Coconino County has the authority to collect taxes for Action: Approved, Moved by Supervisor Ryan, Seconded by Vice Chairwoman Archuleta. Passed: Unanimously

There being no further business, Chairman Taylor adjourned the meeting at 10:26 a.m.



(SEAL) ATTEST:



OFFICE OF THE COCONINO COUNTY BOARD OF SUPERVISORS COCONINO COUNTY, FLAGSTAFF, ARIZONA

MONDAY JUNE 11, 2012

The Board of Supervisors met in Budget Work Session on Monday, June11, 2012, at 8:30 a.m. in the Board of Supervisors Meeting Room, First Floor, Administrative Center, 219 E. Cherry Avenue, Flagstaff, Arizona. Roll Call: Present: Chairman Carl Taylor, Vice Chairwoman Elizabeth Archuleta, Supervisor Matt Ryan arriving at 8:51 a.m., Supervisor Mandy Metzger, and Supervisor Lena Fowler Also Present: Interim County Manager Mike Townsend, Finance Director Sandra Schulz, Budget Manager Megan Zickerman, Deputy County Manager Larry Dannenfeldt, Budget Analyst Misty Drye, Budget Analyst John Comer, Organizational Development Director Holly Yeager, Clerk of the Board Wendy Escoffier, Recording Specialist Jonathan McIntosh, Interim Community Development Director Sue Pratt, Administrative Supervisor Melinda Rockhold, Community Development Chief Building Official John Farnell, Community Development Sustainable Building Manager Amanda Jessen, Public Works Administrative Manager Minerva Lopez, Public Works Solid Waste Manager Dallas Lilly, Kachina Village Improvement District Wastewater/Water Manager Mike Sereno, Public Works County Engineer Randal Ryan, Public Works Program Manager Dustin Woodman, Public Works Deputy Director Lucinda Andreani, Court Administrator Gary Krcmarik, Judge Mark Moran, Deputy Court Administrator Sharon Yates, Administrative Manager Martie Delgadillo, and Clerk of the Superior Court Debbie Young. Chairman Taylor called the meeting to order at 8:33 am. Community Development Interim Community Development Director Sue Pratt went over changes to the Community Development department. According to Ms. Pratt, the largest factor affecting her department is the economy. Ms. Pratt provided an overview and schedule for the County Comprehensive Plan, and spoke about recurrent issues involving policies and the building codes. Ms. Pratt also shared the accomplishments of her department, which included providing satisfactory service levels across the County and an increase in sustainable building projects. Community Development Building Official John Farnol responded to a query from Vice Chairwoman Archuleta about building plans, and the building permit and construction process. In response to a question from Supervisor Metzger, Ms. Pratt stated that it is harder for businesses to maintain their buildings to code and acknowledged this may be a byproduct of the decrease in construction. Supervisor Metzger spoke on finance zoning, enforcement and clean-up with Ms. Pratt.


In response to a question from Supervisor Fowler, Ms. Pratt described a proactive approach to planning and cited meetings for planning that she attends. The Board of Supervisors thanked the Community Development team. Kachina Village Improvement District (KVID) Manager/Wastewater Manager of Kachina Village Improvement District George Sereno provided an overview for the Kachina Village Improvement District, highlighting future projects and major accomplishments of his department. Mr. Sereno spoke to the Board about future problems that will be addressed in August: equipment acquisition fees, metering, foreclosures and the collection of money, Interim County Manager Mike Townsend also spoke about the allocation of funds.

George Sereno gave an overview of waste water capacity, well capacity and booster station capacity. Mr. Townsend spoke on the process of determining revenue from new lots. Supervisor Ryan, Chairman Taylor and Mr. Townsend spoke on budget rates. Chairman Taylor spoke about the way that KVID helped other departments and commended their approach to collaboration.

Public Works Public Works Buyer Mike Savoy presented the public works budget to the Board of Supervisors. Ms. Andreani spoke on the budgeting challenges. Mr. Savoy spoke on accomplishments and concerns for the Public Works department: negotiating a role with the Board of Indian Affairs in road maintenance and future collaborations with the BIA on a solid waste project, reducing operating expenditures, state withholding of revenue distribution, the funding of rural schools, staff vacancies, staff retention equipment purchases and an investment in the road system. On this last point, Ms. Andreani and Mr. Savoy stated that the public values well-maintained roads. Supervisor Metzger said she looked forward to showing what services were available in the County through the use of computers. She also spoke on the future of the 4FRI programs. Supervisor Ryan spoke on policy development, road maintenance, storm ordinances, environmental health, public safety issues and financial issues. Vice Chairwoman Archuleta lauded Public Works on their efforts: the authority of counties to get stewardship on projects and efforts to work with the Navajo Nation. Supervisor Metzger asked about liability issues with road maintenance. Chairman Taylor and Public Works Solid Waste Manager Dallas Lilly discussed the Public Works’ tire program. Ms. Andreani stated that an overarching discussion about roads would be fruitful. The Board discussed road improvement plans, partnerships, and the structure of leadership in Public Works.


Supervisor Metzger spoke on travel management and Supervisor Ryan encouraged an inquiry into capital plan partnerships and coordination between local jurisdictions. Chairman Taylor called for a break at 10:28 a.m. and reconvened the meeting at 10:45 a.m. Flood Control District Ms. Pratt provided an overview of the Flood Control District operations, the budget, and departmental trends, which included changes in the FEMA process, changes in elevation requirements, Munds park amendments next fiscal year and a Fort Valley study. Ms. Pratt also brought up unregulated flood areas not recognized by FEMA and stated her desire to identify how development is regulated in those areas and how to designate those flood areas: FEMA zones do not always reflect actual flood dangers. Ms. Pratt and Ms. Andreani spoke on the need for analysis showing how they would run hydraulics and monitor the flow of water. Ms. Pratt and the Board discussed the need for an assessment for the strategic planning process for the Flood Control District. Vice Chairwoman Archuleta questioned the timeliness of an audit. Chairman Taylor thought it would be an apt time to look at the decision making structure of the Flood Control District. Supervisor Fowler supported the proposal but wanted to be conscientious of other projects. In reply to these comments, Ms. Pratt stated that staff did not intend to disrupt projects by having an audit, adding that the audit would be done by an outside party. Ms. Andreani spoke on the capital improvement plan. The Board discussed levies, roads and mandated insurance. Chairman Taylor expressed his desire for a work session dedicated to the Flood Control District’s priorities. Supervisor Ryan expressed interest in an inquiry into the relation between public and private spaces in relation to the Flood Control Department for a future work session. Project Manager Dustin Woodman reviewed the accomplishments from the last budget year related to the Schultz Flood area and internal capacity. Supervisor Metzger clarified a jurisdictional issue and Ms. Andreani explained that addressing the flooding issues at Copeland Ditch is important to flood control downstream. In response to questions from Chairman Taylor, Ms. Andreani provided an update on the rights of entry required for the flood control corridor projects. Chairman Taylor called for a break at 11:46 am and reconvened the work session at 1:01 pm. Clerk of the Superior Court Clerk of the Superior Court Debbie Young provided an update of her department including planned increases in positions for next fiscal year that will be funded from forfeited bonds. She discussed various impacts to her department and projects for FY13.


Ms. Young explained the allocation of funds to take care of part-time administrative support positions. Clerk Young explained the FARE (Finds and Restitution Enforcement) collection program in response to BOS questions.

Justice Courts Justice of the Peace Howard Grodman provided information about the Flagstaff Justice Court including accepting initial felony pleas, various programs to assist the mentally ill, programs to remind people of hearing dates, and grant applications. Presiding Superior Court Judge Mark Moran provided an overview of the County’s Justice Courts and answered Board questions. He said they are attempting to use video-conferencing and how they ran into technical issues. In response to questions from the Board, Judge Moran provided information on the types of cases filed in the justice courts. Deputy Court Administrator Sharon Yates provided information related to the various programs and trends in the County’s Justice Courts. She reviewed the accomplishments of the Justice Courts. In response to questions from the Board, Justice of the Peace Grodman confirmed that civil claims related to foreclosures and credit defaults have increased. Williams Justice of the Peace Robert Krombeen provided information about the court related to staffing levels, best practices to become more efficient, and an internship program to give high school students an opportunity to gain work experience. Vice Chairwoman Archuleta expressed concern for the impact of courts on jail terms and impact of jail terms to the Jail District. A short dialogue followed between Judge Grodman and the Board regarding specific State requirements that impact the length of jail sentences. The Board and judges discussed mental health programs.

Presiding Judge Mark Moran discussed the dialogue that exists between judges on court sentences, the number of those incarcerated and possible legislative impacts on the jail district

Superior Court Court Administrator Gary Krcmarik provided an update of the Superior Court’s budget, including specialized courts which reduce the high cost of jail. The Board discussed costs of the Drug court with Mr. Krcmarik. Mr. Krcmarik pointed out the value of the program. Mr. Krcmarik provided significant trends that include an increase in criminal filings, divorce cases, and probation cases. He also listed specialty courts, which have began and a veteran’s court that will start in July. Complete language-access was a challenge to the court. Mr. Krcmarik responded to Vice Chairwoman Archuleta’s questions on components that affect the jail industry.


and courts. Mr. Krcmarik discussed the issue of helping those in jail who have mental health issues. Vice Chairwoman Archuleta discussed the timing of transferring a person from jail to prison. The Board discussed federal and state grant funds dropping and also revenue with Mr. Krcmarik. Supervisor Metzger compared Coconino County’s legal environment with other counties and Chairman Taylor commended the group. Chairman Taylor called for a break at 2:54 p.m. and meeting reconvened at 3:05 p.m. Classification/Compensation

Mr. Townsend provided an update with compensation/classification ideas. Supervisor Ryan discussed what specific governmental entity could make the determination for pay increases with Mr. Townsend. Chairman Taylor suggested the possibility of amending the budget to reflect pay increases sooner and provided future economic scenarios. Mr. Townsend and Deputy County Manager Larry Dannenfeldt discussed compensation details with the Board. Vice Chairwoman Archuleta requested more information on the cost of salary increases to the County. Chairman Taylor noted that psychology was a major factor for employees when receiving raises and discussed ways employees would most appreciate the increase in their salary. In response to Supervisor Metzger, Mr. Townsend provided timeframe options for increases. There being no further discussion, Chairman Taylor adjourned the meeting at 3:30 p.m.



(SEAL) ATTEST:


BOARD OF SUPERVISORS MEETING

SEPTEMBER 18, 2012

REGULAR SESSION CONSENT

WARRANTS

Warrant Registers: An itemized list of the below-numbered claims is filed in the official record of the Coconino County Board of Supervisors.

Run Date Warrant Number Computer Register Total 08/30/12 91302181-91308411 338,699.34 08/30/12 390-396 *EFT 50,181.65 09/06/12 91302412-9130546 2,354,385.90 09/06/12 397-404 *EFT 65,779.72

DATE: August 24, 2012 Meeting Date: September 18, 2012 TO: Honorable Chairman and Members of the Board of Supervisors FROM: Chris Mazon, County Assessor SUBJECT: Resolution 2012-34, directing the Coconino County Treasurer to correct the

tax roll as noted on Tax Roll Correction Summary dated August 23, 2012 to refund taxes overpaid with interest pursuant to ARS 42-16254.

RECOMMENDATION: The Board is requested to approve a resolution directing the Coconino County Treasurer to correct the tax roll as noted on Tax Roll Correction Summary dated August 23, 2012 to refund taxes overpaid with interest pursuant to ARS 42-16254 BACKGROUND: ARS 42-16254 provides that if a taxpayer believes his or her property has been assessed improperly as a result of a property tax error, the taxpayer may file a notice of claim with the County Assessor. If the tax officer agrees on a proposed correction, the Board of Supervisors is then authorized to direct the County Treasurer to correct the tax roll to the extent agreed. If the taxes have been paid, any overpayment must be refunded with interest as provided by law within 90 days after the roll is corrected. Each month the Assessor compiles a list of all corrections made and forwards that list to the Clerk of the Board. The final changes are entered into the assessment roll via the Tyler computer system, and placed on a Board agenda for action. Following approval, the resolution is forwarded to the County Treasurer for correction to the tax rolls. The Coconino County Treasurer is also directed to refund any overpaid taxes with interest, in accordance with ARS 42-16214(A) and ARS 44-1201. FISCAL IMPACT: Fiscal impact is not significant. Most changes involve canceling a taxpayer billing for structure, trailer or other property removed from the County, addition of taxpayer for placement of a mobile home, restoration of an exemption or correction of a legal classification.

9/13/2012 Page 1 of 2303 - 9/18/2012 - Tax Roll Correction settlements73

SUBMITTED BY ELECTRONIC ROUTING ATTACHMENTS: Resolution Tax Roll Correction Summary dated August 23, 2012



RESOLUTION 2012-34

RESOLUTION OF THE BOARD OF SUPERVISORS OF THE COUNTY OF COCONINO, ARIZONA, DIRECTING THE COCONINO COUNTY TREASURER TO CORRECT THE TAX ROLL AS NOTED ON Tax Roll CORRECTION SUMMARY DATED AUGUST 23, 2012, TO REFUND TAXES OVERPAID WITH INTEREST PURSUANT TO ARS 42-16254.

WHEREAS ARS 42-16254 provides that if a taxpayer believes his or her property has been assessed improperly as a result of a property tax error, the taxpayer may file a Notice of Claim and if the tax officer agrees on a proposed correction, the board of supervisors shall direct the county treasurer to correct the tax roll to the extent agreed, and any taxes overpaid shall be refunded with interest as provided by law within 90 days after the roll is corrected or pursuant to ARS 42-16214(A); and WHEREAS the taxpayer(s) identified in attached Tax Roll Correction Summary dated August 23, 2012, and have filed Notice of Claim on the property described by parcel or taxpayer identification number shown on the attached list; and WHEREAS the taxpayer(s) and Coconino County Tax Officer have met and agreed upon the proposed correction shown in Tax Roll Correction Summary dated August 23, 2012. NOW, THEREFORE, BE IT RESOLVED THAT: 1. The proposed corrections to the tax roll for property(ies) described in the attached Tax Roll Correction Summary dated August 23, 2012, are hereby accepted by the Coconino County Board of Supervisors; 2. The Coconino County Treasurer is hereby directed to correct the tax roll as shown in Tax Roll Correction Summary dated August 23, 2012 3. The Coconino County Treasurer is further directed to refund any overpaid taxes as shown on Tax Roll Correction Summary dated August 23, 2012, with interest, in accordance with ARS 42-16214(A) and ARS 44-1201. SIGNED AND SEALED this September 18, 2012 AYES: NOES: ABSENT:


COCONINO COUNTY BOARD OF SUPERVISORS (SEAL)

____________________________________________ Carl Taylor, Chairman

ATTEST: APPROVED AS TO FORM: _____________________________ _______________________________ Wendy Escoffier, Clerk of the Board Deputy County Attorney


Account ParcelID

Tax YearHearing Date

ReasonDescription

CreatedUser ID

AdminUser ID

AssessorUser ID

PostCorrectionUser ID

TreasurerUser ID

R0039370 114090732009.TRC.520S1

200908/21/2012

OtherCORRECT SQUAREFO...

08/21/2012bhampton

08/21/2012bcazares

08/21/2012cmazon

08/21/2012cmazon

Tax Roll Correction SummaryCoconino County Assessor

Post Correction Level from 08/01/2012 to 08/22/2012 for Tax Year 2009

rfiglerski @ Aug 23, 2012 11:13:55 AM Coconino County Assessor Page 1 of 5


Value TotalsLPV Primary Taxable

Tax Area Original Corrected Difference Original Corrected DifferenceSD#1 FLAGSTAFF CITY 354,540 354,541 1 35,454 35,454 0Total 354,540 354,541 1 35,454 35,454 0

FCV Secondary TaxableTax Area Original Corrected Difference Original Corrected DifferenceSD#1 FLAGSTAFF CITY 409,510 380,101 (29,409) 40,951 38,010 (2,941)Total 409,510 380,101 (29,409) 40,951 38,010 (2,941)

LPV Primary TaxableLegal Class Original Corrected Difference Original Corrected DifferencePRIMARY RESIDENCE 354,540 354,541 1 35,454 35,454 0Total 354,540 354,541 1 35,454 35,454 0

FCV Secondary TaxableProperty Code Original Corrected Difference Original Corrected DifferenceOWNER-OCCUPIED RESIDENTIAL(1300)

211,500 211,500 0 21,150 21,150 0

OWNER-OCCUPIED RESIDENTIAL 198,010 168,601 (29,409) 19,801 16,860 (2,941)Total 409,510 380,101 (29,409) 40,951 38,010 (2,941)

LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCCRASD #99 354,540 354,541 1 35,454 35,454 0CITY OF FLAGSTAFF (04151) 354,540 354,541 1 35,454 35,454 0CITY OF FLAGSTAFF 354,540 354,541 1 35,454 35,454 0COCONINO CO LIBRARY DIS #77-58 354,540 354,541 1 35,454 35,454 0COCONINO COUNTY 354,540 354,541 1 35,454 35,454 0COCONINO COUNTY (52000) 354,540 354,541 1 35,454 35,454 0COMMUNITY COLLEGE 354,540 354,541 1 35,454 35,454 0





LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCOMMUNITY COLLEGE (58150) 354,540 354,541 1 35,454 35,454 0FIRE DISTRICT ASSISTANCE FUND 354,540 354,541 1 35,454 35,454 0FLAGSTAFF SD #1 354,540 354,541 1 35,454 35,454 0JOINT VOCATIONAL TECHINSTITUTE

354,540 354,541 1 35,454 35,454 0

MOBILE HOME RELOCATION FUND 354,540 354,541 1 35,454 35,454 0SD #1 BUDGET OVERRIDES 354,540 354,541 1 35,454 35,454 0SD #1 CLASS A BONDS 354,540 354,541 1 35,454 35,454 0SD #1 CLASS B BONDS 354,540 354,541 1 35,454 35,454 0STATE SCHOOL TAXEQUALIZATION

354,540 354,541 1 35,454 35,454 0

STATE SCHOOL TAXEQUALIZATION (52001)

354,540 354,541 1 35,454 35,454 0

FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCCRASD #99 409,510 380,101 (29,409) 40,951 38,010 (2,941)CITY OF FLAGSTAFF (04151) 409,510 380,101 (29,409) 40,951 38,010 (2,941)CITY OF FLAGSTAFF 409,510 380,101 (29,409) 40,951 38,010 (2,941)COCONINO CO LIBRARY DIS #77-58 409,510 380,101 (29,409) 40,951 38,010 (2,941)COCONINO COUNTY 409,510 380,101 (29,409) 40,951 38,010 (2,941)COCONINO COUNTY (52000) 409,510 380,101 (29,409) 40,951 38,010 (2,941)COMMUNITY COLLEGE 409,510 380,101 (29,409) 40,951 38,010 (2,941)COMMUNITY COLLEGE (58150) 409,510 380,101 (29,409) 40,951 38,010 (2,941)FIRE DISTRICT ASSISTANCE FUND 409,510 380,101 (29,409) 40,951 38,010 (2,941)FLAGSTAFF SD #1 409,510 380,101 (29,409) 40,951 38,010 (2,941)JOINT VOCATIONAL TECHINSTITUTE

409,510 380,101 (29,409) 40,951 38,010 (2,941)

MOBILE HOME RELOCATION FUND 409,510 380,101 (29,409) 40,951 38,010 (2,941)SD #1 BUDGET OVERRIDES 409,510 380,101 (29,409) 40,951 38,010 (2,941)SD #1 CLASS A BONDS 409,510 380,101 (29,409) 40,951 38,010 (2,941)





FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceSD #1 CLASS B BONDS 409,510 380,101 (29,409) 40,951 38,010 (2,941)STATE SCHOOL TAXEQUALIZATION

409,510 380,101 (29,409) 40,951 38,010 (2,941)

STATE SCHOOL TAXEQUALIZATION (52001)

409,510 380,101 (29,409) 40,951 38,010 (2,941)





Tax TotalsTax Area Original Corrected DifferenceSD#1 FLAGSTAFF CITY 2,133.76 2,073.52 (60.24)Total 2,133.76 2,073.52 (60.24)

Tax Type Original Corrected DifferenceAd Valorem 2,133.76 2,073.52 (60.24)Total 2,133.76 2,073.52 (60.24)

Tax Authority Original Corrected Difference02000 - COCONINO COUNTY 140.85 140.85 0.0002001 - STATE SCHOOL TAX EQUALIZATION 117.21 117.21 0.0003000 - MOBILE HOME RELOCATION FUND 0.00 0.00 0.0004151 - CITY OF FLAGSTAFF (04151) 232.12 232.12 0.0007001 - FLAGSTAFF SD #1 685.33 685.33 0.0008150 - COMMUNITY COLLEGE 119.45 119.45 0.0011900 - FIRE DISTRICT ASSISTANCE FUND 37.02 34.36 (2.66)14900 - COCONINO CO LIBRARY DIS #77-58 96.93 89.97 (6.96)30001 - JOINT VOCATIONAL TECH INSTITUTE 20.48 19.01 (1.47)30004 - CCRASD #99 0.00 0.00 0.0052000 - COCONINO COUNTY (52000) 0.00 0.00 0.0052001 - STATE SCHOOL TAX EQUALIZATION (52001) 0.00 0.00 0.0054151 - CITY OF FLAGSTAFF 342.60 317.99 (24.61)57001 - SD #1 BUDGET OVERRIDES 162.78 151.09 (11.69)58150 - COMMUNITY COLLEGE (58150) 36.77 34.13 (2.64)67001 - SD #1 CLASS A BONDS 142.22 132.01 (10.21)77001 - SD #1 CLASS B BONDS 0.00 0.00 0.00Total 2,133.76 2,073.52 (60.24)





Account ParcelID


ReasonDescription

CreatedUser ID

AdminUser ID

AssessorUser ID


TreasurerUser ID

M0127618 11315004A2010.TRC.500S1

201006/19/2012

OtherTHIS ACCOUNT IS A...

06/19/2012lmeza

08/16/2012bcazares

08/16/2012cmazon

08/16/2012cmazon

R0339686 105201052010.TRC.518S3

201008/02/2012

OtherPARCEL SHOULDHAV...

08/02/2012jbender

08/02/2012lrose

08/16/2012cmazon

08/16/2012cmazon

R0066427 10401040A2010.TRC.518S4

201008/07/2012

OtherENTERED 2010VALU...

08/07/2012nzaky

08/10/2012rfiglerski

08/16/2012cmazon

08/16/2012cmazon

R0030596 102040352010.TRC.518S5

201008/07/2012

OtherCHANGED VALUE TO...

08/07/2012nzaky


08/16/2012cmazon

08/16/2012cmazon

R0024343 204330742010.TRC.518S6

201008/09/2012

OtherPER NOTICE OF CLA...

08/09/2012ecalkins

08/16/2012bcazares

08/16/2012cmazon

08/16/2012cmazon

R0019945 400600542010.TRC.518S7

201008/10/2012

OtherCORRECTED 2010VA...

08/10/2012skauppila


08/16/2012cmazon

08/16/2012cmazon

R0055431 20318004R2010.TRC.518S8

201008/10/2012


08/10/2012skauppila


08/16/2012cmazon

08/16/2012cmazon

R0039370 114090732010.TRC.520S1

201008/21/2012


08/21/2012bhampton

08/21/2012bcazares

08/21/2012cmazon

08/21/2012cmazon






Tax Area Original Corrected Difference Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 168,460 151,460 (17,000) 16,846 15,146 (1,700)SD#1 FLAGSTAFF CITY 937,720 616,892 (320,828) 107,193 58,244 (48,949)SD#1 PINEWOOD SANITARY/FIREDISTRICT

47,750 38,160 (9,590) 4,775 3,816 (959)

SD#10 MAINECONSOLIDATED/WOODS F.D.

115,570 87,039 (28,531) 11,557 8,704 (2,853)

Total 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)

FCV Secondary TaxableTax Area Original Corrected Difference Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 168,460 151,460 (17,000) 16,846 15,146 (1,700)SD#1 FLAGSTAFF CITY 966,410 616,892 (349,518) 110,062 58,244 (51,818)SD#1 PINEWOOD SANITARY/FIREDISTRICT

47,750 38,160 (9,590) 4,775 3,816 (959)

SD#10 MAINECONSOLIDATED/WOODS F.D.

138,380 87,039 (51,341) 13,838 8,704 (5,134)

Total 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)

LPV Primary TaxableLegal Class Original Corrected Difference Original Corrected DifferenceAG/VACANT LAND/NON-PROFIT -REAL PROPERTY ANDIMPROVEMENTS

223,680 0 (223,680) 35,789 0 (35,789)

PRIMARY RESIDENCE 1,045,820 893,051 (152,769) 104,582 85,860 (18,722)AGRIFULTURAL HOUSINGRESIDENCES NOT INCLUDED INCLASS 3

500 500 50 50

Total 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)





FCV Secondary TaxableProperty Code Original Corrected Difference Original Corrected DifferenceAG/VACANT LAND/NON-PROFIT-REAL PROPERTY ANDIMPROVMENTS

223,680 0 (223,680) 35,789 0 (35,789)

OWNER-OCCUPIED RESIDENTIAL(1300)

463,730 420,775 (42,955) 46,373 41,147 (5,226)


607,760 472,276 (135,484) 60,776 44,713 (16,063)

OWNER-OCCUPIED RESIDENTIAL 25,830 0 (25,830) 2,583 0 (2,583)RESIDENTIAL COMMON AREASVALUED PURSUANT TO ARS 42-13353

500 500 50 50

Total 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)

LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCCRASD #99 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)CITY OF FLAGSTAFF (04151) 937,720 616,892 (320,828) 107,193 58,244 (48,949)CITY OF FLAGSTAFF 937,720 616,892 (320,828) 107,193 58,244 (48,949)COCONINO CO LIBRARY DIS #77-58 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)COCONINO COUNTY (02000) 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)COCONINO COUNTY 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)COCONINO COUNTY FCD #84-41 331,780 276,659 (55,121) 33,178 27,666 (5,512)COMMUNITY COLLEGE 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)COMMUNITY COLLEGE (58150) 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)FIRE DISTRICT ASSISTANCE FUND 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)FLAGSTAFF SD #1 985,470 655,052 (330,418) 111,968 62,060 (49,908)JOINT VOCATIONAL TECHINSTITUTE

985,470 655,052 (330,418) 111,968 62,060 (49,908)

MAINE SD #10 284,030 238,499 (45,531) 28,403 23,850 (4,553)MOBILE HOME RELOCATION FUND 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)PINEWOOD FD 47,750 38,160 (9,590) 4,775 3,816 (959)PINEWOOD SANITARY DISTRICT 47,750 38,160 (9,590) 4,775 3,816 (959)





LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferencePUBLIC HEALTH SERVICE DISTRICT 1,269,500 893,551 (375,949) 140,371 85,910 (54,461)SD #1 BUDGET OVERRIDES 985,470 655,052 (330,418) 111,968 62,060 (49,908)SD #1 CLASS A BONDS 985,470 655,052 (330,418) 111,968 62,060 (49,908)SD #1 CLASS B BONDS 985,470 655,052 (330,418) 111,968 62,060 (49,908)SD #10 BUDGET OVERRIDES 284,030 238,499 (45,531) 28,403 23,850 (4,553)SD #10 CLASS A BONDS 284,030 238,499 (45,531) 28,403 23,850 (4,553)SD #10 CLASS B BONDS 284,030 238,499 (45,531) 28,403 23,850 (4,553)STATE SCHOOL TAXEQUALIZATION (02001)

1,269,500 893,551 (375,949) 140,371 85,910 (54,461)

STATE SCHOOL TAXEQUALIZATION

1,269,500 893,551 (375,949) 140,371 85,910 (54,461)

THE WOODS FD 115,570 87,039 (28,531) 11,557 8,704 (2,853)

FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCCRASD #99 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)CITY OF FLAGSTAFF (04151) 966,410 616,892 (349,518) 110,062 58,244 (51,818)CITY OF FLAGSTAFF 966,410 616,892 (349,518) 110,062 58,244 (51,818)COCONINO CO LIBRARY DIS #77-58 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)COCONINO COUNTY (02000) 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)COCONINO COUNTY 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)COCONINO COUNTY FCD #84-41 354,590 276,659 (77,931) 35,459 27,666 (7,793)COMMUNITY COLLEGE 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)COMMUNITY COLLEGE (58150) 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)FIRE DISTRICT ASSISTANCE FUND 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)FLAGSTAFF SD #1 1,014,160 655,052 (359,108) 114,837 62,060 (52,777)JOINT VOCATIONAL TECHINSTITUTE

1,014,160 655,052 (359,108) 114,837 62,060 (52,777)

MAINE SD #10 306,840 238,499 (68,341) 30,684 23,850 (6,834)MOBILE HOME RELOCATION FUND 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)PINEWOOD FD 47,750 38,160 (9,590) 4,775 3,816 (959)





FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferencePINEWOOD SANITARY DISTRICT 47,750 38,160 (9,590) 4,775 3,816 (959)PUBLIC HEALTH SERVICE DISTRICT 1,321,000 893,551 (427,449) 145,521 85,910 (59,611)SD #1 BUDGET OVERRIDES 1,014,160 655,052 (359,108) 114,837 62,060 (52,777)SD #1 CLASS A BONDS 1,014,160 655,052 (359,108) 114,837 62,060 (52,777)SD #1 CLASS B BONDS 1,014,160 655,052 (359,108) 114,837 62,060 (52,777)SD #10 BUDGET OVERRIDES 306,840 238,499 (68,341) 30,684 23,850 (6,834)SD #10 CLASS A BONDS 306,840 238,499 (68,341) 30,684 23,850 (6,834)SD #10 CLASS B BONDS 306,840 238,499 (68,341) 30,684 23,850 (6,834)STATE SCHOOL TAXEQUALIZATION (02001)

1,321,000 893,551 (427,449) 145,521 85,910 (59,611)

STATE SCHOOL TAXEQUALIZATION

1,321,000 893,551 (427,449) 145,521 85,910 (59,611)

THE WOODS FD 138,380 87,039 (51,341) 13,838 8,704 (5,134)





Tax TotalsTax Area Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 889.40 799.64 (89.76)SD#1 FLAGSTAFF CITY 7,359.98 3,798.74 (3,561.24)SD#1 PINEWOOD SANITARY/FIRE DISTRICT 355.54 284.14 (71.40)SD#10 MAINE CONSOLIDATED/WOODS F.D. 668.08 483.38 (184.70)Total 9,273.00 5,365.90 (3,907.10)

Tax Type Original Corrected DifferenceAd Valorem 9,273.00 5,640.60 (3,632.40)Adjustment 0.00 (274.70) (274.70)Total 9,273.00 5,365.90 (3,907.10)

Tax Authority Original Corrected Difference02000 - COCONINO COUNTY (02000) 541.24 339.56 (201.68)02001 - STATE SCHOOL TAX EQUALIZATION (02001) 488.01 306.18 (181.83)03000 - MOBILE HOME RELOCATION FUND 0.00 0.00 0.0004151 - CITY OF FLAGSTAFF (04151) 672.20 377.36 (294.84)07001 - FLAGSTAFF SD #1 2,884.36 1,352.89 (1,531.47)07010 - MAINE SD #10 942.37 791.30 (151.07)08150 - COMMUNITY COLLEGE 458.99 287.98 (171.01)11241 - PINEWOOD FD 105.49 84.31 (21.18)11250 - THE WOODS FD 37.95 23.87 (14.08)11900 - FIRE DISTRICT ASSISTANCE FUND 131.41 79.46 (51.95)14900 - COCONINO CO LIBRARY DIS #77-58 336.30 203.35 (132.95)15000 - COCONINO COUNTY FCD #84-41 70.92 55.34 (15.58)21002 - PINEWOOD SANITARY DISTRICT 0.00 0.00 0.0029999 - PUBLIC HEALTH SERVICE DISTRICT 355.20 214.77 (140.43)30001 - JOINT VOCATIONAL TECH INSTITUTE 55.70 31.04 (24.66)30004 - CCRASD #99 0.00 0.00 0.0052000 - COCONINO COUNTY 0.00 0.00 0.0052001 - STATE SCHOOL TAX EQUALIZATION 0.00 0.00 0.00





Tax Authority Original Corrected Difference54151 - CITY OF FLAGSTAFF 891.96 487.27 (404.69)57001 - SD #1 BUDGET OVERRIDES 820.63 457.19 (363.44)57010 - SD #10 BUDGET OVERRIDES 0.00 0.00 0.0058150 - COMMUNITY COLLEGE (58150) 135.83 82.14 (53.69)67001 - SD #1 CLASS A BONDS 344.44 191.89 (152.55)67010 - SD #10 CLASS A BONDS 0.00 0.00 0.0077001 - SD #1 CLASS B BONDS 0.00 0.00 0.0077010 - SD #10 CLASS B BONDS 0.00 0.00 0.00Total 9,273.00 5,365.90 (3,907.10)





Account ParcelID


ReasonDescription

CreatedUser ID

AdminUser ID

AssessorUser ID


TreasurerUser ID

R0339686 105201052011.TRC.518S3

201108/02/2012

OtherLAND SHOULD HAVE...

08/02/2012mkeller

08/02/2012lrose

08/16/2012cmazon

08/16/2012cmazon

R0066427 10401040A2011.TRC.518S4

201108/07/2012

OtherCORRECTED TO2011...

08/07/2012nzaky


08/16/2012cmazon

08/16/2012cmazon

R0030596 102040352011.TRC.518S5

201108/07/2012

OtherCHANGED VALUE TO...

08/07/2012nzaky


08/16/2012cmazon

08/16/2012cmazon

R0024343 204330742011.TRC.518S6

201108/09/2012

OtherPER NOTICE OF CLA...

08/09/2012ecalkins

08/16/2012bcazares

08/16/2012cmazon

08/16/2012cmazon

R0019945 400600542011.TRC.518S7

201108/10/2012


08/10/2012skauppila


08/16/2012cmazon

08/16/2012cmazon

R0055431 20318004R2011.TRC.518S8

201108/10/2012


08/10/2012skauppila


08/16/2012cmazon

08/16/2012cmazon

R0039370 114090732011.TRC.520S1

201108/21/2012


08/21/2012bhampton

08/21/2012bcazares

08/21/2012cmazon

08/21/2012cmazon






Tax Area Original Corrected Difference Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 168,460 151,460 (17,000) 16,846 15,146 (1,700)SD#1 FLAGSTAFF CITY 886,080 576,375 (309,705) 98,541 54,150 (44,391)SD#1 PINEWOOD F.D./SANITARY 47,750 38,160 (9,590) 4,775 3,816 (959)SD#10 MAINECONSOLIDATED/WOODS F.D.

127,120 89,051 (38,069) 12,712 8,905 (3,807)

Total 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)

FCV Secondary TaxableTax Area Original Corrected Difference Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 168,460 151,460 (17,000) 16,846 15,146 (1,700)SD#1 FLAGSTAFF CITY 899,630 576,375 (323,255) 99,896 54,150 (45,746)SD#1 PINEWOOD F.D./SANITARY 47,750 38,160 (9,590) 4,775 3,816 (959)SD#10 MAINECONSOLIDATED/WOODS F.D.

141,130 89,051 (52,079) 14,113 8,905 (5,208)

Total 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)

LPV Primary TaxableLegal Class Original Corrected Difference Original Corrected DifferenceAG/VACANT LAND/NON-PROFIT -REAL PROPERTY ANDIMPROVEMENTS

223,680 0 (223,680) 35,789 0 (35,789)

PRIMARY RESIDENCE 1,005,730 854,546 (151,184) 97,085 81,967 (15,118)AGRIFULTURAL HOUSINGRESIDENCES NOT INCLUDED INCLASS 3

500 500 50 50

Total 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)





FCV Secondary TaxableProperty Code Original Corrected Difference Original Corrected DifferenceAG/VACANT LAND/NON-PROFIT-REAL PROPERTY ANDIMPROVMENTS

223,680 0 (223,680) 35,789 0 (35,789)


437,610 394,655 (42,955) 42,859 38,523 (4,336)

OWNER-OCCUPIED RESIDENTIAL 595,680 459,891 (135,789) 56,982 43,444 (13,538)RESIDENTIAL COMMON AREASVALUED PURSUANT TO ARS 42-13353

500 500 50 50

Total 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)

LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCITY OF FLAGSTAFF 886,080 576,375 (309,705) 98,541 54,150 (44,391)CITY OF FLAGSTAFF (54151) 886,080 576,375 (309,705) 98,541 54,150 (44,391)COCONINO COUNTY 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)COCONINO COUNTY (52000) 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)COMMUNITY COLLEGE (08150) 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)COMMUNITY COLLEGE 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)FD ASSISTANCE FUND 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)FD PINEWOOD 47,750 38,160 (9,590) 4,775 3,816 (959)FD THE WOODS 127,120 89,051 (38,069) 12,712 8,905 (3,807)FLOOD CONTROL DIST 343,330 278,671 (64,659) 34,333 27,867 (6,466)JTED-CAVIAT 933,830 614,535 (319,295) 103,316 57,966 (45,350)LIBRARY DISTRICT 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)MOBILE HOME RELOCATION 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)PUB HEALTH SERVICE 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)RURAL ACCOMOD SCHOOL 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)SAN DIST PINEWOOD 47,750 38,160 (9,590) 4,775 3,816 (959)SD#1 ADJACENT WAYS 933,830 614,535 (319,295) 103,316 57,966 (45,350)SD#1 BUDGET OVERRIDES 933,830 614,535 (319,295) 103,316 57,966 (45,350)SD#1 CLASS A BONDS 933,830 614,535 (319,295) 103,316 57,966 (45,350)





LPV Primary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceSD#1 CLASS B BONDS 933,830 614,535 (319,295) 103,316 57,966 (45,350)SD#1 FLAGSTAFF 933,830 614,535 (319,295) 103,316 57,966 (45,350)SD#10 ADJACENT WAYS 295,580 240,511 (55,069) 29,558 24,051 (5,507)SD#10 BUDGET OVERRIDES 295,580 240,511 (55,069) 29,558 24,051 (5,507)SD#10 CLASS A BONDS 295,580 240,511 (55,069) 29,558 24,051 (5,507)SD#10 CLASS B BONDS 295,580 240,511 (55,069) 29,558 24,051 (5,507)SD#10 MAINE 295,580 240,511 (55,069) 29,558 24,051 (5,507)ST SCHL EQUALIZATION (02001) 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)ST SCHL EQUALIZATION 1,229,410 855,046 (374,364) 132,874 82,017 (50,857)

FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceCITY OF FLAGSTAFF 899,630 576,375 (323,255) 99,896 54,150 (45,746)CITY OF FLAGSTAFF (54151) 899,630 576,375 (323,255) 99,896 54,150 (45,746)COCONINO COUNTY 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)COCONINO COUNTY (52000) 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)COMMUNITY COLLEGE (08150) 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)COMMUNITY COLLEGE 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)FD ASSISTANCE FUND 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)FD PINEWOOD 47,750 38,160 (9,590) 4,775 3,816 (959)FD THE WOODS 141,130 89,051 (52,079) 14,113 8,905 (5,208)FLOOD CONTROL DIST 357,340 278,671 (78,669) 35,734 27,867 (7,867)JTED-CAVIAT 947,380 614,535 (332,845) 104,671 57,966 (46,705)LIBRARY DISTRICT 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)MOBILE HOME RELOCATION 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)PUB HEALTH SERVICE 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)RURAL ACCOMOD SCHOOL 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)SAN DIST PINEWOOD 47,750 38,160 (9,590) 4,775 3,816 (959)SD#1 ADJACENT WAYS 947,380 614,535 (332,845) 104,671 57,966 (46,705)SD#1 BUDGET OVERRIDES 947,380 614,535 (332,845) 104,671 57,966 (46,705)





FCV Secondary TaxableTax Authority Original Corrected Difference Original Corrected DifferenceSD#1 CLASS A BONDS 947,380 614,535 (332,845) 104,671 57,966 (46,705)SD#1 CLASS B BONDS 947,380 614,535 (332,845) 104,671 57,966 (46,705)SD#1 FLAGSTAFF 947,380 614,535 (332,845) 104,671 57,966 (46,705)SD#10 ADJACENT WAYS 309,590 240,511 (69,079) 30,959 24,051 (6,908)SD#10 BUDGET OVERRIDES 309,590 240,511 (69,079) 30,959 24,051 (6,908)SD#10 CLASS A BONDS 309,590 240,511 (69,079) 30,959 24,051 (6,908)SD#10 CLASS B BONDS 309,590 240,511 (69,079) 30,959 24,051 (6,908)SD#10 MAINE 309,590 240,511 (69,079) 30,959 24,051 (6,908)ST SCHL EQUALIZATION (02001) 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)ST SCHL EQUALIZATION 1,256,970 855,046 (401,924) 135,630 82,017 (53,613)





Tax TotalsTax Area Original Corrected DifferenceSD# 10 MAINE (PARKS) DISTRICT 908.22 816.58 (91.64)SD#1 FLAGSTAFF CITY 7,466.06 3,804.42 (3,661.64)SD#1 PINEWOOD F.D./SANITARY 402.20 321.42 (80.78)SD#10 MAINE CONSOLIDATED/WOODS F.D. 738.80 504.14 (234.66)Total 9,515.28 5,446.56 (4,068.72)

Tax Type Original Corrected DifferenceAd Valorem 9,809.62 5,740.90 (4,068.72)Adjustment (294.34) (294.34) 0.00Total 9,515.28 5,446.56 (4,068.72)

Tax Authority Original Corrected Difference02000 - COCONINO COUNTY 571.76 352.93 (218.83)02001 - ST SCHL EQUALIZATION (02001) 565.91 349.30 (216.61)03000 - MOBILE HOME RELOCATION 0.00 0.00 0.0004151 - CITY OF FLAGSTAFF 681.60 374.55 (307.05)07001 - SD#1 FLAGSTAFF 2,876.98 1,330.78 (1,546.20)07010 - SD#10 MAINE 909.35 739.93 (169.42)08150 - COMMUNITY COLLEGE (08150) 484.86 299.27 (185.59)11241 - FD PINEWOOD 120.66 96.43 (24.23)11250 - FD THE WOODS 38.10 24.04 (14.06)11900 - FD ASSISTANCE FUND 133.74 80.87 (52.87)14900 - LIBRARY DISTRICT 321.04 194.14 (126.90)15000 - FLOOD CONTROL DIST 142.94 111.46 (31.48)21002 - SAN DIST PINEWOOD 0.00 0.00 0.0029999 - PUB HEALTH SERVICE 339.08 205.05 (134.03)30001 - JTED-CAVIAT 52.34 29.00 (23.34)30004 - RURAL ACCOMOD SCHOOL 0.00 0.00 0.0052000 - COCONINO COUNTY (52000) 0.00 0.00 0.0052001 - ST SCHL EQUALIZATION 0.00 0.00 0.00





Tax Authority Original Corrected Difference54151 - CITY OF FLAGSTAFF (54151) 835.73 453.02 (382.71)57001 - SD#1 BUDGET OVERRIDES 833.27 461.47 (371.80)57010 - SD#10 BUDGET OVERRIDES 0.00 0.00 0.0058150 - COMMUNITY COLLEGE 147.16 88.98 (58.18)67001 - SD#1 CLASS A BONDS 0.00 0.00 0.0067010 - SD#10 CLASS A BONDS 0.00 0.00 0.0077001 - SD#1 CLASS B BONDS 437.41 242.25 (195.16)77010 - SD#10 CLASS B BONDS 0.00 0.00 0.0087001 - SD#1 ADJACENT WAYS 23.35 13.09 (10.26)87010 - SD#10 ADJACENT WAYS 0.00 0.00 0.00Total 9,515.28 5,446.56 (4,068.72)





DATE: September 13, 2012 TO: Honorable Chairman and Members of the Board FROM: Sharon David, BOARD OF SUPERVISORS SUBJECT: Approval of Community Grant Funding from District 2-$1500 to Flagstaff Cultural Partners. RECOMMENDATION: Approval of Community Grant Funding from District 2-$1500 to Flagstaff Cultural Partners. BACKGROUND: Flagstaff Cultural Partners is a non-profit organization. Coconino County has funded this organization through Community Grants in the past. The organization does not have an expenditure report on file with us to show how funds were used from last funding. Additional information is included in the request form attached. ALTERNATIVES: Not approve the Community Grant funding. FISCAL IMPACT: CI accounts from the contributing District(s) will be reduced according to the amount each District donates. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: Request for County Allocation form

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MEETING DATE: 09/18/2012

DATE: 08/24/2012 TO: Honorable Chairman and Members of the Board FROM: Trisha Sorensen, Interim Director Community Services SUBJECT: AmeriCorps State Operational Grant No. AC-VSG-13-3273-03 RECOMMENDATION: Staff recommends the Board of Supervisors approve AmeriCorps State Operational Grant No. AC-VSG-13-3273-03, between State of Arizona, the Governor’s Office for Children, Youth and Families (GOCYF) and Coconino County acting as the Coconino Rural Environment Corps (CREC) to engage AmeriCorps members in direct service to address unmet community needs in the amount of $329,699 effective September 1, 2012 through August 31, 2013. BACKGROUND: AmeriCorps is a network of local, state and national service programs that connects more than 70,000 Americans each year in intensive service to meet our country’s critical needs in education, public safety, health and the environment. CREC has been awarded a new contract with the potential for a three year renewal. AmeriCorps State works with Government-appointed State Service Commissions to provide grants to public and nonprofit organizations that sponsor service programs around the country. Grants assist these groups in recruiting, training and placing AmeriCorps members to meet critical community needs. In Arizona, the State AmeriCorps Commission is located within the GOCYF. The purpose of AmeriCorps State Operational Formula Grant is to engage AmeriCorps members in direct service to address unmet community needs. Local programs such as CREC design service activities for teams of members serving full or part-time opportunities for various term lengths. AmeriCorps members also mobilize community volunteers and strengthen the capacity of the organizations where they serve.

9/13/2012 Page 1 of 8705 - 9/18/2012 - AmeriCorps State Grant No. AC-VSG-13-3273-03102

Partnership between Coconino County and GOCYF continues to be mutually beneficial and has a growing record of success. CREC is now in its tenth award year. As CREC continues to move towards economic sustainability, AmeriCorps funding will remain an integral part in the implementation of environmental conservation solutions, the availability of National Service opportunities for regional youth and the overall success of the program. ALTERNATIVES: At this time, the Governor’s Office for Children, Youth and Families chooses to partner with CREC, and will seek alternatives only to reach AmeriCorps State goals, which CREC is not able to fulfill. If the GOCYF were unable to partner with CREC this AmeriCorps funding would no longer be available to CREC programs. Further, as this funding source has been included in CREC’s annual budget, the loss of this partnership would result in a substantial shortfall for the program and the loss of numerous work and training opportunities for members. FISCAL IMPACT: The funding for the AmeriCorps State Operational Grant has been planned for in the CREC FY13 program year and no budget amendment is needed. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: Contract Award Letter for Grant No. AC-VSG-13-3273-00 Contract Terms, Conditions, and Requirements SF424 & Grant Application Grant Budget




Terms and Conditions I. Term of Contract: The term of the contract shall commence September

1, 2012 and shall remain in effect until August 31, 2013 contingent upon final federal award, unless terminated, canceled or extended as otherwise provided herein. This is a twelve month contract with renewable options for two additional twelve month contracts, contingent upon the availability of funds. Consideration for renewal will also be based on results of program and fiscal monitoring.

II. Documents Incorporated by Reference: The State of Arizona’s Uniform

Instructions to Offerors (Rev 8) and Uniform Terms and Conditions (Rev 8) are incorporated into this Contract as if fully set forth herein. Applicants are encouraged to obtain these documents. Applicants may obtain copies by visiting the Arizona State Procurement Office website at http://spo.az.gov/Admin_Policy/SPM/Forms/default.asp.

III. Subgrantee Assurances: Subgrantee agrees to comply with all

applicable Federal statutes, regulations, policies, guidelines, and requirements, including administrative requirements with the use of this funding. The Governor’s Office for Children, Youth and Families will provide the financial, programmatic and administrative guidelines and statutory program purposes for the CNCS AmeriCorps*State Operational Grant Program funding, including guidelines for requirements of the Edward M. Kennedy Serve America Act, as amended. The Subgrantee agrees to comply with all lawful requirements imposed by the Grantor in the administration of these grant funds. General information on program guidance may be found at http://nationalservice.gov/about/open/grants.asp.

IV. Funding: Requested funding must be submitted in an all-inclusive basis. The Governor’s Office for Children, Youth and Families will only reimburse costs included on the Subgrantee’s approved budget.

V. Contract Renewal: The contract shall not bind nor purport to bind the

Governor’s Office for Children, Youth and Families for any contractual commitment in excess of the original contract period or amount. The Governor’s Office for Children, Youth and Families shall have the right, at its sole option, to renew the contract.

VI. Key Personnel: It is essential that the Subgrantee provide an adequate

staff of experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The Subgrantee must assign specific individuals to the key programmatic and fiscal positions.


VII. Multiple Awards: In order to ensure adequate coverage of the Governor’s Office for Children, Youth and Families requirements, multiple awards may be made.

VIII. Audit of Records: In accordance with A.R.S. §35-214 and §35-215, the

Subgrantee shall retain and shall contractually require each subcontractor to retain all data, books and other records (“records”) relating to this Contract for a period of five years after completion of the Contract. All records shall be subject to inspection and audit by the State or Federal Government at reasonable times. Upon request, the Subgrantee shall produce the original of any or all such records. Copies shall be produced upon request.

IX. Single Audit: In compliance with the Federal Single Audit Act (31 U.S.C.

par., 7501-7507), as amended by the Single Audit Act Amendments of 1996 (P.L. 104 to 156), grant sub-recipients expending $500,000 or more of Federal funds from all sources during the organization’s fiscal year, must have an annual audit conducted in accordance with OMB Circular #A-133, “Audits of States, Local Governments and Non-profit Organizations.”

• If your organization is subject to the requirements of the A-133

Single Audit Act, then attach two copies of your organization’s most recently completed A-133 Single Audit with the Management Letter, Findings and Questioned Costs to the completed application.

• If your organization is not subject to A-133, submit two copies of the most recently completed audit of financial statements, with the Management Letter, Findings and Questioned Costs.

• If your organization does not have a recently completed audit, attach the most recently prepared financial statements including a Balance Sheet, Income Statement, and Statement of Cash Flows along with a description of the source of the documents.

X. Monitoring Requirements: Subgrantee acknowledges that requirements

may change as governmental regulations change and assures that it will comply with applicable reporting and operational requirements related to the programmatic and financial performance of this grant.

XI. Audit Trails: Subgrantee shall maintain proper audit trails for all reports

related to this contract. The Governor’s Office for Children, Youth and Families reserves the right to review all program records, including fiscal and programmatic records.


XII. Fund Management: The Subgrantee must maintain funds received under this contract in separate ledger accounts and cannot mix these funds with other sources. Subgrantee must manage funds according to applicable federal regulations for administrative requirements, cost principles and audits.

The Subgrantee must maintain adequate business systems to comply with Federal requirements. The business systems that must be maintained are:

a. Financial Management b. Procurement c. Personnel d. Property e. Travel

A system is adequate if it is: 1) written; 2) consistently followed – it applies in all similar circumstances; and 3) consistently applied – it applies to all sources of funds. The Governor’s Office for Children, Youth and Families reserves the right to review all business systems policies.

XIII. Non-Discrimination/Civil Rights: All parties to this agreement agree to

comply with Title VII of the Civil Rights Act of 1964, as amended and State Executive Order No. 09-09, which mandates that all persons, regardless of race, religion, color, age, sex, or national origin shall have equal access to employment opportunities. All parties shall comply with federal regulations that prohibit discrimination in the employment or advancement in employment of qualified persons because of physical or mental handicap. All parties shall comply with all applicable federal regulations regarding equal employment opportunity and relevant orders issued by the U.S. Secretary of Labor. Subgrantee agrees to comply, and will require any subcontractor(s) to comply with any Federal nondiscrimination requirements, which may include: Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968 (42 U.S.C. §3789d); the Victims of Crime Act (42 U.S.C. §10604(e)); the Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. §5672(b)); the Civil Rights Act of 1964 (42 U.S.C. §2000d); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §794); Title II of the Americans with Disabilities Act of 1990 (42 U.S.C. §§12132); Title IX of the Education Amendments of 1972 (20 U.S.C. §1681); the Age Discrimination Act of 1975 (42 U.S.C. §6102); 28 C.F.R. pt. 35 (DOJ Regulations- Nondiscrimination on the Basis of Disability in State and Local Government Services); 28 C.F.R. pt. 42 (DOJ Regulations-


Nondiscrimination; Equal Employment Opportunity; Policies and Procedures); Executive Order 13279 (equal protection of the laws for faith-based and community organizations); and 28 C.F.R. pt. 38 (DOJ Regulations- Equal Treatment for Faith-Based Organizations). In accordance with A.R.S. §41-1461 et seq., Subgrantee shall provide equal employment opportunities for all persons, regardless of race, color, creed, religion, sex, age, national origin, disability or political affiliation. Subgrantee shall comply with the Americans with Disabilities Act.

XIV. Compliance With Applicable Laws: All parties to this agreement shall

comply with all applicable federal, state and local laws. XV. Licenses: Subgrantee shall maintain in current status all federal, state,

and local licenses and permits required for the operation of the business conducted by the Subgrantee.

XVI. Amendments: Any change in the contract, including changes to the

scope of work and/or material budget changes described herein, whether by modification or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representatives of the Subgrantee and the Governor’s Office for Children, Youth and Families. The Governor’s Office for Children, Youth and Families may approve or reject any request for an amendment, when necessary. Any such amendment shall specify an effective date, any increases or decreases in the amount of the Subgrantee’s compensation, if applicable, and entitled as an "Amendment" and signed by the parties identified in the preceding sentence. The Subgrantee expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification or supplementation to the contract.

XVII. Availability of Funds for the Next Fiscal Year: In accordance with A.R.S.

§35-154, every payment obligation of the State under the Contract is conditioned upon the availability of funds appropriated or allocated for payment of such obligation. If funds are not allocated and available for the continuance of this Contract, this Contract may be terminated by the State at the end of the period for which funds are available. No liability shall accrue to the State in the event this provision is exercised, and the State shall not be obligated or liable for any future payments or for any damages as a result of termination under this paragraph, including purchases and/or contracts entered into by the Subgrantee in support of this Agreement. The Governor’s Office for Children, Youth and Families obligation for performance of this contract beyond this fiscal year is


contingent upon the availability of funds from which payment for contract purposes can be made and based on program performance.

XVIII. Subcontractors: The Subgrantee agrees and understands that no

subcontract which the Subgrantee enters into with respect to performance under this contract shall in any way relieve the Subgrantee of any responsibility for performance of its duties. Notwithstanding anything to the contrary contained in this Agreement, the Subgrantee is not an employee or agent of the Governor’s Office for Children, Youth and Families. In the event the Subgrantee elects to retain a subcontractor, the Subgrantee hereby agrees to hold harmless, indemnify and defend the Governor’s Office for Children, Youth and Families, the State of Arizona, their officers, agents, employees, successors and assigns for any payment, loss, claim or liability including but not limited to, attorney fees associated with any subcontract entered into by the Subgrantee. It is highly recommended by the Governor’s Office for Children, Youth and Families that a Memorandum of Understanding or some other type of contract is in place between the Subgrantee and a Subcontractor for services to be performed, and in which a payment amount has been negotiated and approved, so as to avoid any misunderstanding between both parties.

XIX. Paragraph Headings: The descriptive headings of this Contract are

inserted for convenience only and shall not control or affect the meaning or construction of any of the provisions in this Contract.

XX. No Waiver: Either party’s failure to insist on strict performance of any

term or condition of the Agreement shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it.

XXI. Force Majeure: If either party hereto is delayed or prevented from the

performance of any act required in this Agreement by reason of acts of god, strikes, lockouts, labor disputes, civil disorder, or other causes without fault and beyond the control of the party obligated, performance of or payment for such act will be excused for the period of the delay.

XXII. Offshore Performance of Work Prohibited: Any services that are

described in the specifications or scope of work that directly serve the State of Arizona or its clients and involve access to secure or sensitive data or personal client data shall be performed within the defined territories of the United States. Unless specifically stated otherwise in the specifications, this paragraph does not apply to indirect or “overhead” services, redundant back-up services or services that are


incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers. Applicants shall declare all anticipated offshore services in the application.

XXIII. Arbitration: In accordance with A.R.S. §12-1518, the parties agree to

resolve all disputes arising out of or relating to this Contract through arbitration, after exhausting applicable administrative review except as may be required by other applicable statutes (Title 41).

XXIV. Partial Invalidity: Any term or provision of this Agreement that is

hereafter declared contrary to any current or future law, order, regulation or rule, or which is otherwise invalid, shall be deemed stricken from this Agreement without impairing the validity of the remainder of this Agreement.

XXV. Governing Law: This Agreement shall be governed and interpreted by

the laws of the State of Arizona. The venue for any proceedings, actions, or suits arising from this Agreement shall be in Maricopa County, Arizona.

XXVI. Authority to Execute this Contract: Each individual executing this

Contract on behalf of the Subgrantee represents and warrants that he or she is duly authorized to execute this Contract.

XXVII. Entire Contract: This Contract and its Exhibits/Attachments constitute

the entire Contract between the parties hereto pertaining to the subject matter hereof and may not be changed or added to except by a writing signed by all parties hereto in conformity with Terms and Conditions, Section XVI, Amendments of this Contract; provided, however, that the Governor’s Office for Children, Youth and Families shall have the right to immediately amend this Contract so that it complies with any new legislation, laws, ordinances, or rules affecting this Contract. The Subgrantee agrees to execute any such amendment within ten (10) business days of its receipt. All prior and contemporaneous agreements, representations, and understandings of the parties, oral or written, pertaining to the subject matter hereof, are hereby superseded or merged herein.

XXVIII. Assignment and Delegation: Subgrantee may not assign any rights

hereunder without the express, prior written consent of both parties. XXIX. Indemnification: Subgrantee shall indemnify, defend, save and hold

harmless the State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses


(including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Subgrantee or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of such Subgrantee to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Subgrantee from and against any and all claims. It is agreed that Subgrantee will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Subgrantee agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents and employees for losses arising from the work performed by the Subgrantee for the State of Arizona.

XXX. Public Agency Language Only - Indemnification: Each party (as

"Indemnitor") agrees to indemnify, defend, and hold harmless the other party (as "Indemnitee") from and against any and all claims, losses, liability, costs, or expenses (including reasonable attorney's fees) (hereinafter collectively referred to as "Claims") arising out of bodily injury of any person (including death) or property damage, but only to the extent that such Claims which result in vicarious/derivative liability to the Indemnitee are caused by the act, omission, negligence, misconduct, or other fault of the Indemnitor, its officers, officials, agents, employees, or volunteers.

In addition, the other governmental entity shall cause its contractor(s) and subcontractors, if any, to indemnify, defend, save and hold harmless the State of Arizona, any jurisdiction or agency issuing any permits for any work arising out of this Agreement, and their respective directors, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of the other governmental entity’s contractor or any of the directors, officers, agents, or employees or subcontractors of such contractor. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of such contractor to conform to any


federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by such contractor from and against any and all claims. It is agreed that such contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable.

XXXI. Insurance Requirements: The Subgrantee and subcontractors shall

procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract, are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Subgrantee, his agents, representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Subgrantee from liabilities that might arise out of the performance of the work under this contract by the Subgrantee, its agents, representatives, employees or subcontractors, and Subgrantee is free to purchase additional insurance. A. MINIMUM SCOPE AND LIMITS OF INSURANCE Subgrantee shall provide coverage with limits of liability not less than those stated below. Within ten (10) business days following notification of award, certificates of insurance must be submitted to the Governor’s Office for Children, Youth and Families, clearly stating the applicable contract number, effective date(s) of coverage, and limits of liability required pursuant to the contract.

1. Commercial General Liability – Occurrence Form Policy shall include bodily injury, property damage, personal injury and broad form contractual liability coverage.

• General Aggregate $2,000,000 • Products – Completed Operations

Aggregate $1,000,000

• Personal and Advertising Injury $1,000,000 • Blanket Contractual Liability – Written

and Oral $1,000,000

• Fire Legal Liability $ 50,000 • Each Occurrence $1,000,000


a. The policy shall be endorsed to include the following additional insured language: “The State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees shall be named as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Subgrantee".

b. Policy shall contain a waiver of subrogation against the

State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Subgrantee.

2. Business Automobile Liability Bodily Injury and Property Damage for any owned, hired, and/or non-owned vehicles used in the performance of this Contract.

Combined Single Limit (CSL) $1,000,000

a. The policy shall be endorsed to include the following additional insured language: “The State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees shall be named as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Subgrantee, involving automobiles owned, leased, hired or borrowed by the Subgrantee".

b. Policy shall contain a waiver of subrogation against the State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Subgrantee.

3. Worker's Compensation and Employers' Liability Workers' Compensation Employers' Liability

Each Accident $ 500,000 Disease – Each Employee $ 500,000 Disease – Policy Limit $1,000,000

a. Policy shall contain a waiver of subrogation against the

State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials,


agents, and employees for losses arising from work performed by or on behalf of the Subgrantee.

b. This requirement shall not apply to: Separately, EACH Subgrantee or subcontractor exempt under A.R.S. §23-901, AND when such Subgrantee or subcontractor executes the appropriate waiver (Sole Proprietor/Independent Contractor) form.

4. Professional Liability (Errors and Omissions Liability)

Each Claim $1,000,000 Annual Aggregate $2,000,000

a. In the event that the professional liability insurance required by this

Contract is written on a claims-made basis, Subgrantee warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

b. The policy shall cover professional misconduct or lack of ordinary skill

for those positions defined in the Scope of Work of this contract.

B. ADDITIONAL INSURANCE REQUIREMENTS

The policies shall include, or be endorsed to include, the following provisions:

1. The State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees wherever additional insured status is required such additional insured shall be covered to the full limits of liability purchased by the Subgrantee, even if those limits of liability are in excess of those required by this Contract.

2. The Subgrantee's insurance coverage shall be primary insurance with respect to all other available sources.

3. Coverage provided by the Subgrantee shall not be limited to the liability assumed under the indemnification provisions of this Contract.


C. NOTICE OF CANCELLATION With the exception of ten (10) day notice of cancellation for non-payment of premium, any changes material to compliance with this contract in the insurance policies above shall require thirty (30) days written notice. Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the State of Arizona. Such notice shall be sent directly to (Governor’s Office for Children, Youth & Families, Sarah Bean, Procurement Manager, 1700 West Washington, Suite 101, Phoenix, AZ 85007) and shall be sent by certified mail, return receipt requested.

D. ACCEPTABILITY OF INSURERS Insurance is to be placed with duly licensed or approved non-admitted insurers in the state of Arizona with an “A.M. Best” rating of not less than A- VII. The State of Arizona in no way warrants that the above-required minimum insurer rating is sufficient to protect the Subgrantee from potential insurer insolvency.

E. VERIFICATION OF COVERAGE Subgrantee shall furnish the State of Arizona with certificates of insurance (ACORD form or equivalent approved by the State of Arizona) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and endorsements are to be received and approved by the State of Arizona before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the duration of the program. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract.

All certificates required by this Contract shall be sent directly to (Governor’s Office for Children, Youth & Families, Sarah Bean, Procurement Manager, 1700 West Washington, Suite 101, Phoenix, AZ 85007). The Governor’s Office for Children, Youth and Families project/contract number and project description shall be noted on the certificate of insurance. The State of Arizona reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time. DO NOT SEND CERTIFICATES OF INSURANCE TO THE STATE OF ARIZONA'S RISK MANAGEMENT SECTION.


F. SUBCONTRACTORS Subgrantees’ certificate(s) shall include all subcontractors as insureds under its policies or Subgrantee shall furnish to the State of Arizona separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum requirements identified above.

G. APPROVAL Any modification or variation from the insurance requirements in this Contract shall be made by the Department of Administration, Risk Management Section, whose decision shall be final. Such action will not require a formal Contract amendment, but may be made by administrative action.

H. EXCEPTIONS In the event the Subgrantee or subcontractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a Certificate of Self-Insurance. If the Subgrantee or subcontractor(s) is/are a State of Arizona agency, board, commission, or university, none of the above shall apply.

XXXII. Confidentiality of Records: Subgrantee shall establish and maintain

procedures and controls that are acceptable to the Governor’s Office for Children, Youth and Families for the purpose of assuring that no information contained in its records or obtained from others in carrying out its functions under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information shall be referred to the Governor’s Office for Children, Youth and Families. The Subgrantee also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of the Subgrantee as needed for the performance of duties under the contract, unless otherwise agreed to in writing by the State.

XXXIII. Confidential Information: If a person believes that any portion of a

proposal, bid, offer, application, specification, protest or correspondence contains information that should be withheld, then the Procurement Manager for the Governor’s Office for Children, Youth and Families shall be so advised in writing (price is not confidential and will not be withheld). Such material shall be identified as confidential wherever it appears. The State, pursuant to A.A.C. R2-7-103, shall review all requests for confidentiality and provide a written determination. If the confidential request is denied, such information shall be disclosed as public information, unless the person utilizes the "Protest" provision as noted in


A.R.S. §41-2611 through §41-2616.

XXXIV. Cancellation: The Governor’s Office for Children, Youth and Families reserves the right to cancel the whole or any part of the contract due to failure of the Subgrantee to carry out any term, promise, or condition of the contract. The Governor’s Office for Children, Youth and Families will issue a written ten (10) day notice of default to the Subgrantee for acting or failing to act as in any of the following:

• The Subgrantee provides personnel that do not meet the

requirements of the contract. • The Subgrantee fails to perform adequately the services required in

the contract. • The Subgrantee attempts to impose on the Governor’s Office for

Children, Youth and Families, personnel that are of an unacceptable quality.

• The Subgrantee fails to furnish the required product within the time stipulated in the contract.

• The Subgrantee fails to make progress in the performance of the requirements of the contract and/or gives the Governor’s Office for Children, Youth and Families a positive indication that the Subgrantee will not or cannot perform to the requirements of the contract.

If the Subgrantee does not correct the above problem(s) within ten (10) days after receiving the notice of default, The Governor’s Office for Children, Youth and Families may cancel the contract. If the Governor’s Office for Children, Youth and Families cancels the contract pursuant to this clause, the State reserves all rights or claims to damage for breach of contract.

XXXV. Cancellation for Conflict of Interest: In accordance with A.R.S. §38-511,

the Governor’s Office for Children, Youth and Families may within three years after execution cancel the Contract, without penalty or further obligation, if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the State, at any time while the Contract is in effect, becomes an employee or agent or any other party to the Contract in any capacity or a consultant to any other party of the Contract with respect to the matter of the contract. Such cancellation shall be effective when the parties to the Contract receive written notice from the Governor’s Office for Children, Youth and Families, unless the notice specifies a later time.

XXXVI. Termination: The Procurement Manager for the Governor’s Office for

Children, Youth and Families reserves the right to terminate the contract at any time, for the convenience of the Governor’s Office for Children,


Youth and Families, without penalty or recourse, by giving written notice to the Subgrantee at least thirty (30) days prior to the effective date of such termination. In the event of termination pursuant to this paragraph, all documents, data, and reports prepared by the Subgrantee under the contract shall, at the option of the Governor’s Office for Children, Youth and Families, become property of the State of Arizona. The Subgrantee shall be entitled to receive just and equitable compensation for that work completed prior to the effective date of termination.

XXXVII. Suspension or Debarment Status: If the firm, business or person

submitting this bid or offer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity with any federal, state or local government, the applicant must include a letter with its application setting forth the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. Failure to supply the letter or to disclose in the letter all pertinent information regarding a suspension or debarment shall result in rejection of the bid or offer or cancellation of a contract. The Governor’s Office for Children, Youth and Families also may exercise any other remedy available by law.

XXXVIII. Suspension or Debarment Certification: By signing the offer section of

the Offer and Acceptance page, SPO Form 203, the bidder or offeror certifies that the firm, business or person submitting the bid or offer has not been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity with any federal, state or local government. Signing the offer section without disclosing all pertinent information about a debarment or suspension shall result in rejection of the bid or offer or cancellation of a contract. The Governor’s Office for Children, Youth and Families also may exercise any other remedy available by law.

XXXIX. Restrictions on Lobbying: The Subgrantee shall not use these funds to

pay for, influence, or seek to influence any officer or employee of the State of Arizona or the federal government if that action may have an impact, of any nature, on this agreement.

XL. Fingerprinting: The provisions of A.R.S. §46-141 are hereby

incorporated as provisions of this contract as they pertain to any new personnel not already covered by this requirement. When applicable, the Subgrantee shall assume the costs of fingerprint checks and may charge these costs to fingerprint its personnel. The department may allow all or part of the costs of fingerprint checks to be included as an allowable cost in a contract.


Personnel who are employed by any Subgrantee, whether paid or not, and who are required or allowed to provide services directly to juveniles shall certify on forms provided by the Department of Public Safety and notarized whether they have ever committed any act of sexual abuse of a child, including sexual exploitation and commercial sexual exploitation, or any act of child abuse. This contract may be canceled or terminated if the fingerprint check or the certified form of any person who is employed by a Subgrantee, whether paid or not, and who is required or allowed to provide services directly to juveniles discloses that a person has committed any act of sexual abuses of a child, including sexual exploitation or commercial sexual exploitation, or any act of child abuse or that the person has been convicted of or awaiting trial on any of the following criminal offenses in this state or similar offenses in another state or jurisdiction.

XLI. Sectarian Requests: Funds may not be expended for any sectarian

purpose or activity, including sectarian worship or instruction.

XLII. Ownership of Information: The Governor’s Office for Children, Youth and Families reserves the right to review and approve any publications funded or partially funded through this contract. Any materials, including reports, computer programs and other deliverables, created under this Agreement are the sole property of the State of Arizona. The Contractor is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else.

XLIII. All publications funded or partially funded through this contract shall

recognize the Corporation for National and Community Service and the Governor’s Office for Children, Youth and Families as the funding source.

XLIV. Counterparts: This Contract may be executed in any number of

counterparts, copies, or duplicate originals. Each such counterpart, copy, or duplicate original shall be deemed an original, and collectively they shall constitute one Contract.

XLV. Federal Immigration and Nationality Act: The Subgrantee shall comply

with all federal, state and local immigration laws and regulations relating to the immigration status of their employees during the term of the contract. Further, the Subgrantee shall flow down this requirement to all subcontractors utilized during the term of the contract. The State shall retain the right to perform random audits of the Subgrantee and subcontractor records or to inspect papers of any employee thereof to ensure compliance. Should the State determine that the Subgrantee and/or any subcontractors be found noncompliant, the State may pursue


all remedies allowed by law, including, but not limited to: suspension of work, termination of the contract for default and suspension and/or debarment of the Subgrantee.

XLVI. E-Verify Requirements: To the extent applicable under A.R.S. §41-

4401, the Subgrantee and its subcontractors warrant compliance with all federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. §23-214, Subsection A. The Subgrantee shall require all subcontractors to abide by this provision during the term of the Contract.


Page 1

STATE APPLICATION IDENTIFIER:

12AFHAZ0010009

FEDERAL IDENTIFIER:

12AC141390

2b. APPLICATION ID:

21-JUN-12

3. DATE RECEIVED BY STATE:

4. DATE RECEIVED BY FEDERAL AGENCY:

Coconino County Community ServicesLEGAL NAME:

5410 E. Commerce Avenue

Miquelle ScheierNAME:

(928) 679-8161

TELEPHONE NUMBER:

(928) 522-7965FAX NUMBER:

[email protected] E-MAIL ADDRESS:

8660004416. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT:

8. TYPE OF APPLICATION (Check appropriate box).

If Amendment, enter appropriate letter(s) in box(es):

94.00610a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:

AmeriCorps State10b. TITLE: Coconino Rural Environment Corps NACC

11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:

AZ., Williams AZ., Winslow AZ., Tuba City AZ., Page AZ., Fredonia AZ., Flagstaff AZ., Sedona AZ., Tusayan/Grand Canyon AZ., Coconino County AZ., M

12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):

09/01/12START DATE: 08/31/13END DATE: AZ 001

$ 329,699.00a. FEDERAL

$ 408,522.00b. APPLICANT

$ 0.00c. STATE

$ 0.00d. LOCAL

$ 0.00e. OTHER

$ 738,221.00g. TOTAL

Jeff Davis

a. TYPED NAME OF AUTHORIZED REPRESENTATIVE:

Sr. Admin

b. TITLE:

(928) 522-7989

c. TELEPHONE NUMBER:

06/21/12

e. DATE SIGNED:

Local Government, Municipal

2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS):

1. TYPE OF SUBMISSION:

Non-Construction

5. APPLICATION INFORMATION

NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes):

ADDRESS (give street address, city, state, zip code and county):

A. AUGMENTATION B. BUDGET REVISION

C. NO COST EXTENSION D. OTHER (specify below):

9. NAME OF FEDERAL AGENCY:

Corporation for National and Community Service

13. PROPOSED PROJECT: 14. CONGRESSIONAL DISTRICT OF:

15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS?

YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON:

DATE:

17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?YES if "Yes," attach an explanation. NOX

18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCEIS AWARDED.

APPLICATION FOR FEDERAL ASSISTANCE

Flagstaff AZ 86004 - 2904

NEW

CONTINUATION AMENDMENT

X

7b.

7a. Local Government - County

f. PROGRAM INCOME $ 0.00

PART I - FACE SHEET

DUNS NUMBER: 018094560

Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application

NEW/PREVIOUS GRANTEE

11.b. CNCS PROGRAM INITIATIVE (IF ANY):

X NO. PROGRAM IS NOT COVERED BY E.O. 12372

d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:

Year #:

X

1

a.Applicant b.Program AZ 001

County:


For Official Use Only

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Executive Summary

Rationale and Approach

RFGA # AC-VSG-13-3273-00

AmeriCorps*State Programs -- Phase One

The Coconino Rural Environment Corps

a program of Coconino County Community Services

DUNS Number 018094560

Executive Summary

The Coconino Rural Environment Corps provides youth and young adult workforce development and

natural and cultural resource conservation services in collaboration with a wide variety of land and

resource management agencies. 61 Corpsmembers aged 18 to 25 receive on the job work skills,

mobilize community volunteers and engage in leadership training through implementation of projects

helping to protect communities from wildfire and improve overall forest health. Focus priorities will be

Environmental Stewardship, Capacity Building, and Economic Opportunity. The nature of CREC

programming has a strong focus on experiential education through the locations and work projects

that CREC AmeriCorps members experience through service learning. Youth-Adult partnerships are

also addressed through CREC Youth Conservation Corps program model. A federal investment of

$329,699 will be matched by $408,522 for a total of $738,221 in services.

a. Need

Encompassing 18,618 square miles, Coconino County is the largest county in the state of Arizona and

is the second largest in the continental United States. Located in north central Arizona, Coconino

County is made of a diverse array of cultural and physical landscapes. 46% of lands in the County

represent Native American Reservations and are home to Navajo, Hopi, Paiute, Havasupai and

Hualapai peoples. An additional 49% of Coconino County's lands are public; administered by the




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National Forest Service, the National Park Service, the Bureau of Land Management and the Arizona

State Land Department. These public lands include portions of the Mogollon Rim, the Coconino and

Kaibab Plateaus, the San Francisco Volcanic Field, the Kachina Peaks Wilderness around Arizona's

highest peak and the Grand Canyon. In addition, Coconino County is home to North America's

largest contiguous stand of Ponderosa Pine, making it a hub of forest health and fire mitigation

concern and activity. More than 100 years of overgrazing, industrial logging and fire suppression

policies since Euro-American settlement of northern Arizona have greatly changed the character of

the region's Ponderosa Pine forests. The land management practices of northern Arizona's early

settlers had a dramatic impact on the region's forests, resulting in one that is today overpopulated,

unhealthy, and susceptible to disease, destructive insect infestations, and catastrophic wildfires.

According to Northern Arizona University's Ecological Restoration Institute (ERI), which conducts

research and disseminates information about forest restoration treatment outcomes, before Euro-

American settlement northern Arizona's forests were characterized by 30 to 50 trees per acre;

generally clumped together with open grasslands between. Today's Ponderosa forest is dramatically

changed, averaging 1,500 trees per acre. This density of trees greatly reduces overall forest health.

Increased competition for resources makes tree development difficult, resulting in vast dense stands of

small trees instead of dispersed stands of large trees. Reduction of open space decreases available

habitat for native animal communities. The accumulation of large amounts of duff, or pine needle

debris virtually eliminates the presence of a vegetated understory. This in turn reduces plant and

animal diversity through less available forage and habitat. The high tree density also increases the risk

and spread of insect and parasite infestation. But perhaps the greatest impact of this elevated tree

density is an increase in fuel loads within the region's forests which dramatically increases the threat

of catastrophic wildfire for northern Arizona communities. Residents and visitors in target

communities will benefit from the increase in defensible spaces created, the restoration of forest




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health, the development of an expanded and trained workforce and the increased development

opportunities for youth and young adults.

In 2011 alone, wildfires in Arizona burned a total of 898,129 acres including the biggest wildfire yet

on record for the state: The Wallow Fire in eastern Arizona, which burned 538,049 acres before being

fully suppressed. ERI noted this as the Wallow Fire burned,

"A lot of people focus on the immediate impacts of these large unnatural fires that we've been

having and that's devastating. It's devastating immediately to wildlife habitat and human habitat.

Homes are threatened, homes for wildlife, as well as homes for people. But there's a secondary impact

that people are often unaware of. As these watersheds degrade, as the roots break down, as the

vegetation disappears that used to hold the watershed intact, we start having major flood events, as

we've seen in the aftermath of the Schultz Fire (Flagstaff, Coconino County). In these flood events, it's

not only water that's being delivered, but massive amounts of sediment that are swept down to the

houses below. So it impacts humans below the burnt over area, but it also impacts that whole riparian

system."

Longtime Arizona Senator Jon Kyl also considered this last June in regards to the long term

impacts of Arizona's 2011 wildfire season:

"It all seems horribly reminiscent of the disastrous fire season of 2002, when 6.9 million acres

burned across the West. That year the Rodeo-Chediski Fire, the largest fire in Arizona's history, hit the

same forest as the Wallow, in an area just 40 miles northwest, burning over 468,000 acres, including

a large portion of the Fort Apache Reservation. Over 490 structures were destroyed, and more than

30,000 residents of nearby communities were evacuated. The Forest Service spent over $47 million to

extinguish the blaze. The millions of dollars spent year after year on fire suppression does not reflect

the true costs of unnaturally severe wildfire. Fire suppression costs are only the immediate costs that

are the most easily quantifiable and reported to the public. The affected communities and the




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ecosystem itself will experience longer-term impacts; the costs of which dwarf the costs of the wildfire

but are often difficult to capture. Specifically, these costs include: (1) direct rehabilitation costs/ BAER

expenses (post-fire flooding and soil erosion, property loss recovery), (2) indirect costs (healthcare and

mental health treatment costs, loss of life, reduced property values, and lost revenues to residents and

businesses) and (3) ecosystem costs (reduced watershed function, air and water quality impairment,

loss of wildlife habitat, water infrastructure damage and accelerated carbon release for long-periods

post-fire)."

The Coconino Rural Environment Corps (CREC) proposes to operate a youth and young adult

national service program focusing on forest health and fire mitigation issues by reducing fuel loads

throughout the forested areas of Coconino County and National Forests throughout Arizona where a

three pronged strategy would be undergone to assist three levels of community need around forest

health and wildfire activity. CREC AmeriCorps members and youth volunteers would be part of a

restoration, reforestation and fuels reduction corps model and would be available year round to

accomplish conservation projects that assist land managers and communities to 1) thin trees to reduce

fuel loads for wildfire activity, 2) engage in after fire restoration efforts such as hazard tree removal

and stabilization of trails, and 3) be available to help communities with the after fire flooding effects

through flood mitigation and forest health restoration/ reforestation projects. These proposed projects

would provide AmeriCorps volunteer opportunities and workforce development for members through

meaningful service opportunities.

An additional community need addressed by CREC's proposed program is the availability of

meaningful job skills and personal developmental opportunities for County youth through CREC's

Youth Conservation Corps program. According to the 2006 American Community Survey conducted

by the US Census Bureau, with a population of 134,421, Coconino is among the most rural counties in

Arizona. In addition, 86% of the County is comprised of public and reservation lands. These




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conditions, combined with an arid climate, an unhealthy forest ecosystem and a resulting lack of

industry and investment contribute to a poverty rate of 16.7% with 10.6% of families living below the

federal poverty level. Data from the Community Survey also show that 23.2% of County youth under

the age of 18 live below the poverty line. In turn, opportunities for job training, skill development and

experiential education for regional youth are diminished. The Arizona Department of Economic

Security reports that Coconino County is, "the highest educated county in Arizona, which presents a

dilemma for teens applying for jobs."

b. Value/ AmeriCorps Member Roles and Responsibilities

Part of CREC's mission is to carry on the tradition of the Civilian Conservation Corps (CCC) of the

1930s and 40s through hard work, dedication and pride. CREC's Northern Arizona Conservation

Corps program (NACC), for young adults aged 18 to 25 years, builds on the CCC tradition and is

poised to help land management agencies create and implement a wide variety of forest health and

fire mitigation projects. The CREC Youth Conservation Corps (YCC) builds upon the Forest Service's

YCC of the 1970s by engaging regional youth, aged 15 to 18 in critical conservation issues and by

providing substantial and much needed youth development opportunities. The YCC is a vital program

for Coconino County youth and a feeder program for local youth interested in the NACC. Through

forest health and fire mitigation projects, the NACC and CREC YCC programs provide valuable

opportunities for interaction, integrated training, leadership and on-the-job skill development. The

value of this AmeriCorps program is that it would provide a much needed investment to provide for

the different levels of strategies to improve at risk ecosytems through direct project implementation for

community needs. It would also provide workforce development for AmeriCorps members serving on

these types of projects. CREC AmeriCorps members who have the training and desire to make a

difference by implementing healthy forest restoration, reforestation and fire fuels reduction projects

that contribute to the overall forest health of Arizona Forests and Coconino County is a highly




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effective AmeriCorps funding strategy. Land management agencies could address both the pre and

post work of wildfire mitigation projects that need to be completed for communities under the threat

and in recovery from Arizona wildfires. Early reports for the Wallow fires suggested that in areas that

have been thinned under stewardship projects, CREC has participated in several of these projects, the

flames dropped close to the ground level and burned more slowly. Firefighters have told people on the

scene that they were better able to protect the Arizona town of Alpine because of the thinning work

around the community. The principle forest health and fire mitigation activity performed by NACC

crews is forest thinning. Projects are implemented in cooperation with area land management

agencies in accordance with treatment prescriptions designed by practicing forestry professionals.

NACC crews are shown property boundaries and are given other specific instructions before thinning

begins. During project implementation, branches and debris from downed trees are chipped up for

mulch, hauled to depositories or stacked into slash piles to be burned by partner agencies. For 15 years

now CREC has successfully operated conservation crews available for year round scheduling with

land managers with respect to their changing project needs and timelines. CREC's proposed program

will focus on engaging AmeriCorps members and youth volunteers in forest health, community

wildfire protection and restoration issues through two primary means. Members will address these

issues through direct project implementation in cooperation with area land management agencies as

Corpsmembers with CREC's young adult program. This program element represents a continuation of

the successful relationship CREC has developed with the Arizona State Commission on Service and

Volunteerism. Members will also support the YCC program and address other conservation projects

needed after particular catastrophic fire seasons, like the one Arizona experienced in 2011. The post

fire work of reforestation, land restoration and trail stabilization is a need that exists due to this past

fire season and thus land managers will have restoration work that is needed by these communities

and public lands for the next five years, minimum. These additional conservation projects, along with




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the fuels thinning work would provide an increase and expansion in the scope of CREC's relationship

with AmeriCorps. Another value of this proposal is the increased workforce development

opportunities. Right now as the national jobless rate currently hovers around 9%, with it reaching to

26% for those between 16-25 years old, service opportunities are a proactive way to gain skills for

future career paths and educational pursuits. CREC's NACC program offers service terms of various

lengths with starting dates throughout the year. This enables the program to provide national service

opportunities to a wide variety of applicants with different schedules and goals. In addition, program

design ensures the availability of trained and experienced forest health and fire mitigation crews year-

round and a level of consistency within the program that may otherwise not be present. For these

reasons, this proposal contains requests for 41 half-time and 20 quarter-time member slots, totaling

25.79 Member Service Years (MSY's). CREC AmeriCorps members do have expanded non-

supervisory roles within the NACC program. Members are made aware of the variety of leadership

opportunities available to them during their initial recruitment and during our 40 hour orientation

which is delivered the first week of their service term. This includes information about applying for

Assistant Crew Leader, YCC Mentor and LeaderCorps positions as well as the responsibilities and levels

of compensation provided for each position. Then when the positions become available, recruitment

announcements are made and interested members apply and interview for the positions. CREC also

provides this information in the member contracts and practices the process of amending members'

Contracts when they are offered and accept opportunities to serve in leadership positions. This

amendment will include the new position description and detail of the new stipend amount. The fee-

for-service revenue CREC generates serves as the source of funds for these expanded opportunities.

Assistant Crew Leaders are selected to serve on crews with CREC's young adult program, the

Northern Arizona Conservation Corps (NACC). The NACC provides crews of 8 people each to

perform natural and cultural resource conservation projects on public lands in partnership with land




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and resource management agencies statewide. Each NACC crew is composed of one non-AmeriCorps,

full time staff Supervisor, one Assistant Crew leader who is an AmeriCorps member, and 6

AmeriCorps member Corpsmembers. The Assistant Crew Leader's role on the crew is detailed in the

position's description and includes serving as a driver of County vehicles, coordination of daily opening

and closing duties for the crew, and delivery of CREC's educational curriculum to the crew. Assistant

Crew Leaders do not perform supervisory duties such as signing off on timesheets and other

paperwork, or delivering disciplinary action for other AmeriCorps members. These responsibilities are

held by the Crew Supervisor. YCC Mentors are selected to serve as leaders for CREC's summer Youth

Conservation Corps which engages youth aged 15 to 18 in volunteer service to their communities over

an 8 week summer field season. The duties and responsibilities of the YCC Mentors is detailed in the

position's description and includes mentoring youth volunteers throughout the summer volunteer

season, serving as a driver of County vehicles, coordination of daily opening and closing duties for the

YCC crews, and delivery of CREC's educational curriculum to the crews. YCC Mentors do not

perform supervisory duties such as signing off on timesheets and other paperwork, or delivering

disciplinary action for youth volunteers. These responsibilities are held by the YCC Crew Supervisor.

c. Evidence-based

Project partners/sponsors who respond to a project evaluation will indicate that the completed projects

will have a positive impact on the community. Further, project partners/sponsors who respond to a

project evaluation will indicate that the completed projects have demonstrated a clear public benefit

through increased community use or improved community preparedness and security over three

years. Since 1997, CREC has had a strong documented history of project partner and corpsmember

evaluations and has also had a strong history of meeting and exceeding performance measures.

d. Member Experience

While working in the field, CREC crews are often reminded of the impact they are having on County




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communities through recognition by residents, news media, and agency personnel. Occasionally,

crews are utilized in public education programs, going from door to door in several County

communities to explain scope and necessity of the work they are performing. Residents also come out

to greet and thank CREC members on their own accord as well as sending thank you cards and

program recommendations to staff. Agency personnel express their thanks to CREC crews, both

personally and with celebratory events. This recognition serves to reinforce in Corpsmembers the

value of their work to the community and their role as citizens and AmeriCorps members.

Recognition, partnerships and volunteer involvement help to nurture ethics of service and civic

responsibility within CREC members and other AmeriCorps members in the Flagstaff community. In

addition, members are afforded opportunities for reflection on their service through crew journals,

photographs, social networking and submissions to CREC's monthly newsletter. Through these and

other efforts, CREC helps members to learn from their service and works to promote a lifelong ethic of

civic engagement. CREC has a history of training responsible Corpsmembers who are aware of their

role as representatives of Coconino County, the AmeriCorps program, and project partners. During

CREC AmeriCorps Orientation week, time is dedicated to emphasizing the importance of

professionalism. In addition, time is spent reviewing rules on AmeriCorps prohibited service activities

with supervisory staff as well as Corpsmembers. Members are also required to read through the

AmeriCorps Service Agreement with CREC staff and sign off that they fully understand their

responsibilities and the expectations of the CREC/ AmeriCorps programming. CREC members are

also subject to AmeriCorps logos on their service uniforms, and the AmeriCorps mission statement,

oath and other Americorps specific info throughout CREC headquarters everyday.

e. Overall Picture

CREC is proud of current and past efforts towards forest health, community wildfire protection and

youth development. AmeriCorps grant funding will also add value to the program's existing service




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activities in these areas by providing for continued implementation of training and skill development

programs for members and of vital regional conservation projects while providing workforce

development. Through forest health and fire mitigation projects, focused trainings and community

volunteer activities in Coconino County, CREC will be able to measure a number of important and

valuable outputs and outcomes, benefiting countless Arizona residents, visitors and communities.

CREC is also very adept at training these members to accomplish this work in an efficient and safe

manner. Members will work on needed conservation projects while gaining training and leadership/

work skills for future career paths and complete the conservation outcomes outlined herein. Chief

among these outcomes will be the measure of forested acres thinned or otherwise treated within the

Wildland/Urban Interfaces of Coconino County communities and public lands affected by wildfire.

Other measures will pertain to additional forest health and fire mitigation projects such as miles of

trail construction and rehabilitation, reforestation projects, prescribed fire preparation, invasive plant

species removal, insect infestation mediation and understory regeneration through duff removal.

f. AmeriCorps Member Selection Training and Supervision

CREC has created a Personnel Policy and Procedure Manual for staff and members. Crew Supervisors

receive 3 days of training regarding member responsibilities as representatives of AmeriCorps as well

as responsibilities regarding members' inabilities to meet expectations. Crew Supervisors have

guidelines for disciplinary actions as well. Measures include verbal and written warnings, suspension

and termination. CREC employs a wide variety of recruitment tactics aimed at ensuring an engaged,

committed and diverse member population. Timelines for recruitment activities are outlined in

CREC's annual plan for each program year. CREC's recruitment practices have resulted in youth and

young adult programs whose diversities reflect that of the region and the nation as a whole. CREC's

NACC program recruits nationally. Member positions are posted on-line through AmeriCorps, the

Corps Network, Conservation Corps programs around the country, and numerous job search websites.




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In addition, members are recruited directly from Coconino County and throughout the state of

Arizona. Locally, member positions are advertised through the County's employment website,

newspaper and magazine classified advertisements, fliers posted at strategic locations, and job, career

and internship fairs held at Northern Arizona University throughout the year. Statewide, CREC

actively recruits with position postings through the Career Centers of most state universities and

community colleges and the guidance counselors of state high schools. CREC also regularly attends

seasonal job, career and internship fairs hosted by educational institutions state-wide. CREC's

recruitment of members for YCC youth development and volunteer recruitment coordinators will be

performed in a fashion similar to that described above with an emphasis on hiring local youth from

the rural communities where they will be serving. CREC NACC members must be 18 to 25 years of

age and possess a high school diploma or the equivalent. CREC's strategies for member retention,

support and satisfaction include opportunities for education, on-the-job skill development, Esprit de

Corps events, regular recognition, and the collection of member satisfaction surveys and suggestions.

Educational opportunities outside the scope of members' direct service have included résumé building,

field trips on the geology of northern Arizona, and career advising. Project partners often take time

from project work to orient CREC members to the history, land, operation, and facilities of their

National Park, Monument, Forest, or entity and to introduce them to active land management

professionals. Members receive on the job training, leadership and skill development opportunities

through direct project implementation. Often, relationships between Corpsmembers seem more like

family bonds than friendships. Members learn what it takes to be successful as a group and to create a

team dynamic in which each member has a niche and is empowered to contribute in every way

possible. Outstanding members are recognized throughout service terms and are often offered

leadership positions within their crews. CREC hosts Corpsmember appreciation events throughout

program years to recognize the achievements of graduating members. Members who successfully




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complete their terms receive certifications of all of their trainings, summaries of their service term

conservation work and volunteer activities and copies of their crew photos and journals spanning their

service terms. As a program of Coconino County, CREC does not tolerate discrimination in any form

against persons with disabilities and intends to fully implement the Americans with Disabilities Act in

order to prevent such discrimination. Facilities, programs and employment opportunities shall be

readily accessible to qualified persons with disabilities. When the access needs of persons with

disabilities cannot be anticipated, these needs shall be reasonably accommodated upon request.

Whenever possible, CREC shall provide auxiliary aids and services to afford persons with disabilities

the fullest possible participation in services, programs and employment without fundamentally

altering the services, program or incurring an undue financial burden. CREC's AmeriCorps projects

generally focus on forest health and fire mitigation projects or trail construction/ stabilization and

general conservation projects. Members also receive 1 additional week of disaster preparedness and

response training (CERT) and education as their focal area switches to advanced conservation projects

after 6 months of service. As a program of local government, all CREC members are officially County

employees and are required to participate in a standardized orientation including driver and passenger

safety, sexual harassment and hazardous materials safety. For the remainder of orientation week,

CREC staff expand trainings to include the history of the Corps movement, AmeriCorps, CREC

policies, procedures and expectations, back-country life and safety, Wilderness First Aid/CPR, Leave

No Trace Training, Fire-Wise community wildfire protection strategies and Land Navigation and

Orienteering. Time is also dedicated to the "my.americorps" member portal and the resources

available there including those addressing "Life after AmeriCorps." CREC's 40 hour member chainsaw

training is based on the U.S. Forest Service's B-Faller certification level ensuring members are safe and

efficient tree fallers. Two days of training are spent in a classroom environment learning safety,

operation and basic saw maintenance. CREC's Crew Supervisors are the key to the success and health




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of the program and are thoroughly oriented to program operations, procedures and history through a

three week orientation and training prior to Corpsmember start dates. In addition to County

orientation, and trail and saw skill development training, Supervisors receive training specific to the

safe and efficient operation of a Conservation Corps crew including Driver Training, Wilderness First

Responder certifications, Arizona State Herbicide Applicator Licensing, and the equivalent of a U.S.

Forest Service C-Faller certification.

g. Outcome: Performance Measures

CREC anticipates implementing 100 or more community wildfire protection/ restoration projects

annually. These projects will result in an average annual increase of 400 treated acres. Impacts will be

measured using Global Positioning Units and recorded on weekly project accomplishment reports. 75

miles of trail will be improved or rehabilitated and opportunities provided to members through

trainings dedicated to these activities will also be a measurable outcome too. Primary measurable

training achievements will be the number of members receiving chainsaw safety, operation and

maintenance certifications and Wilderness First Aid/CPR certifications. Further, on exit surveys 20 of

the 61 members will report that as a result of their training and Corps experience, they have attained

placement in post-Corps jobs or educational opportunities in land management, resource conservation

or other environmental fields. CREC will be tracking this job placement by through alumni outreach

and reports. Leveraged community volunteers and the dollar amount of these services will also be

measured along with a applicant measure unique to CREC that revolves around recruiting youth

volunteers. As an AmeriCorps organization, CREC has consistently surpassed performance measures

year after year.

h. Volunteer Generation

In addition, the connection to stewardship and community fostered through program activities will be

measured through Corpsmembers volunteer activities during service terms. CREC AmeriCorps




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Organizational Capability

members would be placed on crews through their term and each crew would be responsible for

planning and implementing a community volunteer event that leverages the support and attention of

the local community. CREC AmeriCorps members would create 15 community volunteer events a

year with the anticipated outcome of leveraging 100 community volunteers each year giving at least

four hours of additional volunteer time each. CREC members, staff and partner agencies help in the

planning of these events. Community clean-up projects have been organized in cooperation with the

Coconino County Public Works Department and the City of Flagstaff to help beautify areas in need.

Successful volunteer days are organized around events such as National Trails Day, Earth Day,

National Public Lands Day, and AmeriCorps Week. In addition, CREC members will work to mobilize

30 youth volunteers annually in 5 target Coconino County communities through CREC's summer

Youth Conservation Corps service opportunities.

a. Organizational Background and Staffing

CREC is a workforce development program designed to utilize the talents and energy of youth and

young adults in accomplishing a wide variety of environmental conservation and community service

projects in the tradition of the Civilian Conservation Corps. Originally established in 1997 as a

cooperative partnership between the US Forest Service and Coconino County, CREC has been under

the direction of Coconino County's Community Services Department since 1999. Initially funded by

an AmeriCorps award in the amount of $160,000 CREC has evolved into largely self-sustaining,

partner supported programs with an estimated fiscal year 2012 budget of $3.1million. The CNCS share

of this is 34%. Based on the Corps model used successfully throughout the US for more than 75 years

to address critical environmental and infrastructure needs, CREC has been providing youth and

young adult developmental opportunities and service and conservation work in collaboration with a

wide variety of land management agencies for 15 years. CREC's partner agencies complete evaluation




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forms upon project completion and the program is proud of the positive feedback it gets. Coconino

County Community Services has successfully run a variety of programs over the last 34 years; 85% of

which have been grant funded. CREC, a program of the Community Services Department has

successfully managed Million dollar budgets comprised in part by federal, state and county grants and

agreements annually since 1999. CREC uses standard accounting management procedures with

budgets monitored through the County and audited yearly. CREC has as a strong resource, the

administrative capacity of Coconino County's Community Services Department. Backed by the

County's Board of Supervisors, Departments of Human Resources, Facilities, Public Works, and

Budget and Finance as well as the Office of the County Attorney, CREC has a solid network of

organizational management in place to ensure exemplary administration and oversight of all program

elements and functions. In addition, CREC staff embodies over 70 years of combined experience in

program design and management, conservation expertise, youth development and budget and

finance. Following are a listing of key program and fiscal positions, and the backgrounds and expertise

of each:

Program Manager: Miquelle Scheier (Primary Contact)

20 years Public Program Administrator; 15 years of Conservation Corps Management; 6 years

AmeriCorps Program Management; B.S. Sociology, Education, Fine Arts. Co- founder of CREC.

Business Manager: Natalie Hinger

18 Years in public and private sector budget and finance including program, division and department

fiscal management; Certified Public Accountant; Certified Public Fiduciary.

Administrative Specialist: Monique De La Luz

5 Years program administration including creation and maintenance of AmeriCorps member files; e-

Grants recordkeeping; and AmeriCorps member support.

Sr. Program Coordinator -- Field Operations: Allison Laramee




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8 Years conservation project implementation; 3 years Corpsmember / Supervisor; 5 years project

coordination experience; Instructor -- Trail Maintenance and Construction; AmeriCorps VISTA

Alumni.

Sr. Program Coordinator -- Administrative Operations: Jeff Davis (Secondary Contact) 14 Years of

conservation project implementation; 5 Years as a Crew Supervisor; 8 years program management; 4

years project coordination; Bachelor of Arts; Instructor -- Trail Construction and Maintenance;

Wilderness First Responder, Excellence in Corps Operations peer reviewer; Wilderness First Aid and

CPR instructor.

Training and Education Coordinator--Alan Kaufmann

11 Years of conservation work; 7 years of forestry; 3 years Forest Service Wildfire Technician; 2 years

wilderness research supervisor; MS in Forestry / Ecosystem Science; Instructor -- chainsaw safety;

use and maintenance; Wilderness First Aid and CPR instructor.

Crew Supervisor: Multiple with proficiency in:

Advanced Trail Construction and Maintenance certified; Wilderness First Responder Certified;

Advanced Powersaw Use and Maintenance certified; Group Dynamics Diversity, Team Awareness

trained; Leave no Trace certified; Wilderness Survival/Orienteering trained; Defensive Driver and

Herbicide Applicator certified; Oriented to various Arizona Archaeological and Ecological

considerations.

b. Sustainability

CREC has developed numerous non-federal partnerships which have allowed programs to move

towards sustainability. State and County agencies, non-profit organizations and educational

institutions have provided substantial funds for collaboration on CREC projects. CREC has

successfully managed over $10 Million in Federal, State and County grants and contracts since 1999.

Funding for CREC programs comes primarily from partner agency contributions. CREC receives




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these contributions in amounts relative to the scope and location of project work and the size and skill

level of the crew. This low-overhead fee structure makes CREC an affordable and cost effective

resource for partner agencies. CREC's reputation as experienced, well trained, professionally

supervised and hard working, combined with the partner contribution program guarantees future

project work with an increasingly wide variety of partner agencies.

CREC is involved in a larger Coconino County forest health and fire mitigation need identification,

planning and implementation process through strategic partnerships. The Greater Flagstaff Forest

Partnership (GFFP), with which CREC is actively involved, is the primary forum for the discussion of

forest health issues in Coconino County and through its members, is involved in nearly every aspect of

forest health and fire mitigation County-wide. According to the mission statement, the GFFP is,

"An alliance of 19 environmental and governmental organizations dedicated to researching and

demonstrating approaches to forest ecosystem restoration in the Ponderosa Pine forests surrounding

Flagstaff, Arizona."

Members of the GFFP include Arizona Public Service, Arizona State Lands, Arizona Game and

Fish, the City of Flagstaff, the Coconino Natural Resource Conservation District, the Coconino County

Farm Bureau and Cattle Growers Association, the Coco-Pai Resource Conservation and Development

District, the Greater Flagstaff Economic Council, the Ecological Restoration Institute, Indigenous

Community Enterprises, the Flagstaff Chamber of Commerce, Native Plant and Seed, the Grand

Canyon Trust, Highlands Fire Department, Summit Fire Department, the City of Flagstaff Fire

Department, Northern Arizona University's Colleges of Forestry and Engineering, Perkins Timber

Harvesting, Practical Mycology, the Society of American Foresters, Southwest Environmental

Consultants, the Arboretum at Flagstaff, the Nature Conservancy, the U.S. Forest Service, and the

U.S. Fish and Wildlife Service. CREC works with these partners through direct project implementation

as a member of other strategic partnerships as well. The Rural Communities Fuels Management




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Partnership (RCFMP) addresses forest health issues affecting the rural communities of Parks,

Williams, Bellemont and Sherwood Forest west of Flagstaff, as well as Doney Park, Timberline,

Fernwood and Cosnino east of Flagstaff. This partnership promotes a cost share program for property

owners living within the Wildland-Urban Interface whereby private properties can be thinned at

subsidized rates. The RCFMP also disseminates educational materials and information regarding Fire-

Wise principles, thereby raising community awareness of wildfire danger. CREC will continue to work

through these and other partnerships in the coming years. In addition, the program is looking for

ways to expand these efforts to other County communities where no such service currently exists.

Successful and long-term partnerships like the GFFP and the RCFMP enable CREC to research

funding opportunities and planning and implementation strategies towards the realization of these

efforts. Further, the inclusion of AmeriCorps members in the design and implementation of YCC

programs in target County communities will aid in the spread of information and the availability of

resources to address local needs. Through this involvement with the RCFMP and GFFP, CREC works

to educate citizens of northern Arizona's rural areas about Fire-Wise principles and to perform fuels

reduction projects on private property within Wildland/Urban Interfaces. CREC has worked in

conjunction with local communities and the U.S. Forest Service to facilitate YCC programs in

Flagstaff, Williams, Sedona, Fredonia and Holbrook. Through increasingly multilateral partnerships

such as these, CREC crews have become more involved in activities such as mentoring, organizing

community gardens, CREC's adopt-an-avenue and Arizona Trail programs, alternative energy and

fuels education, mural painting, community cleanups and park beautification. Further, as a charter

member of the Mountain Alliance of Conservation Corps, CREC works directly with 4 other

Conservation Corps programs in 5 southwestern states through a National Direct AmeriCorps grant to

increase collaboration in the areas of training, project work, public relations, marketing and funding.

CREC also is the primary Chainsaw training resource for Southwest Conservation Corps Veterans




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Crews. All these efforts are aimed at long-term sustainability and the strengthening of capacity to

meet conservation and youth development needs throughout the region. Furthermore, CREC is a

steering committee member of the Public Land Service Coalition and engages in weekly conference

calls with all other members of this organization to consistently furthering CREC capacity for

partnerships. CREC has received the Excellence in Corps Operations (ECO) certification from the The

Corps Network in 2006 and in 2010 and was also the recipient of The Corps Network National

Awards in 2006, 2007, 2008, and 2010.

c. Compliance and Accountability

CREC has incorporated a database into the program's organizational capacity which enables the

efficient tracking and evaluation of all program elements. Information from staff and member

evaluations, annual fiscal and accomplishment reports, partner evaluations and member retention

and satisfaction data are compiled and used as a starting point for annual planning sessions. During

these sessions, strengths and weaknesses are identified and goals are established for coming program

years. Enrollment and Retention

During the most recently completed grant year for the CREC fuels grant; 2010/2011, CREC

successfully enrolled members in 67 of 66 awarded slots, resulting in a 101.5% enrollment rate. During

the most recently completed grant year for the CREC fuels grant; 2010/2011, 62 of 67 enrolled

members successfully completed their service terms, resulting in a retention rate of 92.5%. CREC is

proud of this accomplishment which is in excess of CNCS 90% retention rate goals. Also, as the

recipient of AmeriCorps funding regularly since 2004, CREC is well acquainted with regulations and

requirements for reporting, monitoring and meeting on-going submission deadlines.

e. Performance Targets

CREC has had great success in recording accomplishments and achieving targeted outputs and

outcomes to date with relation to established performance measures for previous grant periods.




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During this last year of the current grant cycle, one CREC performance measure was measured

through the implementation of natural resource conservation projects in partnership with local, state

and federal land management agencies, AmeriCorps members will serve to improve and maintain

400 acres of parks and public lands each year. To date on this grant year 67 CREC members have

implemented 185 natural resource conservation projects as of the end of the reporting period. These

projects have included the reduction of hazardous forest fuels through the implementation of thinning

prescriptions, trail construction and maintenance, invasive species removal, and fencing on public

lands. Year to date, 185 or 100% of partners have reported that the conditions of their parks and public

lands has improved or significantly improved as a result of CREC project implementation. CREC also

monitored the percentage of members demonstrating increases in desire to volunteer in their

communities for conservation related events in the Youth Conservation Corps program. 23 out of 27

Youth Conservation Corps surveys or 85% noted an increase in their desire to remain involved in

volunteering in their communities during conservation related volunteer events by at least 50%.

Lastly, CREC monitored members' post-Corps job and educational placement opportunities as an end

outcome result of a participant development performance measure. Using exit surveys upon member

graduation, and alumni information, CREC was able to track the number of members who were able

to receive job opportunities with local, state and federal land management agencies or continued

educational opportunities, as a result of their specialized training and experience. 51 out of 57

members so far or 89% of CREC AmeriCorps members have reported post corps employment through

alumni updates, serving another CREC term, or end of term surveys stating what they will be doing

next after their term. The remaining 11% percent have noted that they are going back to school.

A compliance weakness area was identified by the Arizona Governor's Office for Children Youth

Family in the 2010/ 2011 grant year around CREC's practice of promoting AmeriCorps members to

roles with expanded responsibility but without supervisory capacities. CREC was found to be in




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Cost Effectiveness and Budget Adequacy

compliance but wants to re-state that members are made aware of the variety of leadership roles that

are available throughout their terms. CREC also provides this information in the member contracts

and will continue the practice of amending members' contracts when they are offered and accept

opportunities to serve in leadership positions. This amendment will include the new position

description and detail of the new stipend amount. CREC also notifies GOCYF when this occurs via e-

mail with the proper forms as requested.

3) Cost Effectiveness and Budget Adequacy

Many of the elements in CREC's proposed budget are built on an allocation plan based on the total

number of MSYs utilized across all programs. The programs proposed herein, based on a request of

25.79 MSYs would constitute 56% of overall CREC operations. Financial support is included for

program administration, evaluation, staff and member travel and all necessary member, safety and

project implementation supplies. Support is also included for member training sufficient for the safe

and efficient operation and supervision of proposed program activities. Currently 80% of CREC

programming is fee-for-service and this is utilized to bear CREC's additional increased costs with this

request. As a youth and young adult development program, CREC has a long-standing practice of

providing leadership development opportunities for current and second-term members. There are two

such positions included in this grant-funded program: Assistant Crew Leaders and Youth

Conservation Corps (YCC) Mentors. These positions provide members with additional leadership

training and responsibilities and an increased living allowance, and serve to provide increased capacity

for achieving the conservation goals of community partners, and thus the generation of required

matching resources. CREC's leadership positions for AmeriCorps members are non-supervisory. All

AmeriCorps members, including those in leadership positions are supervised by full-time CREC staff.

With budget elements focusing on the necessary training, equipment and supervision for program




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Evaluation Summary or Plan

activities, members will be empowered to address Coconino County's and Northern Arizona's forest

health and fire mitigation issues. This proposal embodies both a decreased reliance on federal funding

and an increased impact and broader reach for CREC programs within Coconino County and the

State of Arizona.

Northern Arizona has many unique circumstances, two of which are worthy of additional

consideration herein:

1. Significant numbers of highly disadvantaged communities exist across the region; many on Native

American reservations. The Navajo Nation, the largest federally-recognized American Indian

reservation, occupies an area the size of the State of West Virginia spread across the Four Corners

region; a substantial portion of which is located within Coconino County. CREC is proud to report

that in the last two years of the AmeriCorps grant cycle CREC has hired 22 Native Americans to serve

AmeriCorps terms with CREC. CREC will continue this recruitment and outreach efforts to sustain

these collaborations with Chapter Houses and The Navajo Nation at large.

2. A vast majority of lands within Coconino County are public and reservation. 46% of the land in

Coconino is comprised of Native American Reservations. An additional 49% is public. Further,

Coconino is home to North America's largest contiguous stand of Ponderosa Pine, making it a hub of

forest health and fire mitigation concern and activity. Public concentration of land limits the ability of

local government to collect taxes and subsequently limits the local resources available for a wide range

of services including disaster preparedness, mitigation and response and youth development.


CREC undergoes annual strategic planning aimed at internal evaluation, utilizing feedback from

Corpsmembers, Supervisors, project partners, staff and community stakeholders. In addition, CREC

is an "Excellence in Corps Operation" (ECO) accredited program through the Corps Network, a




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Amendment Justification

Clarification Summary

national membership organization of Service and Conservation Corps. ECO is a rigorous peer

evaluation built on evaluation of program systems for effectiveness, efficiency and application of best

practices. CREC is also collaborating with other members of the Public Lands Service Coalition

(PLSC) Conservation Corps evaluation through Texas A&M University for the next two years and will

have evaluation data from these reports to share as well.

N/A

Clarification Request #1 12/28/2011

The description for the ERE for the Crew Supervisor says 100%, but the ERE rate that was used in the

calculation is 10%. Please revise to make the amount requested and description consistent.

*The ERE for the Crew Supervisor has been revised to the calculation of 10% in order to make the

amount requested and the description consistent. Please clarify why the fleet charge is at $0.65 a mile.

Is this a County Policy? *Coconino County maintains their own fleet and fleet services. The charges

are passed on by direct allocation for utilization per vehicle per mile. Historically this charge averages

$.65 cents per mile. The Rental Vehicle description under Member Travel says the total is $7,820 but

the amount request totals to $9,180. Please revise to make the amount requsted and description

consistent.

*The Rental Vehcicle description under Member Travel has been revised. The amount requested and

the description are now consistent. The Source of Funds section on the budget narrative does not

provide enough other funds to meet the budgeted match. Please add additional matching fund sources

to meet the budgeted match.*The amount of match on the grant application is $408,522. The Source

of Funds section has been revised to reflect $470,000 in matching fund sources. There is federal

dollars listed as match for $150,000. Please provide an exception memo that allows you to use this as




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Continuation Changes

match from your Federal Program Office. If you do not have a memo, these funds are not allowed to

be used as match and must be removed from your budget narrative. Please make sure the Source of

Funds listed is enough to cover your budgeted match. *The federal dollars listed in the original grant

application have been removed. Additional funds have been added to the Source of Funds to cover our

budgeted match of $408,522. Our total matching source of funds is $470,000.

*CREC has repsonded to all requested clarifications/revisions to complete the evaluation 12/28/2011.

Clarification #2 6/18/2012

Programmatic

*eGrants narrative has been edited to the 26 page limit.

*Target goals for the performance meaures have been changed to numbers from percentages in

eGrants. Performance measures now start with numbers. Page 34-35: the percentage has been

changed to 24 and the performance measure statement now begins with 24. Page 35: a number has

replaced the the % in the P.M. Statement. Page 39: The target value for the intermediate indicator has

been restated as a number. The number has replaced the % in the performance statement. Page 40-

41: The target number has been used to replace the % in the intermediate indicator and the

perfotmance measure.

Budget

*The budget has been validated and resubmitted in the amount of $329,699. the MSY has been revised

to 25.79 reflects a cost per MSY of$12,784. *The appropriate changes to target outputs and outcomes

and target goals now align with the budget revisions. All outputs, outcomes, and target goals are

stated numerically.

*Coconino County Application 12AC141390 has been revised in eGrants and resubmitted. An e-mail

copy of this has been e-mailed to Sarah Bean at [email protected] on 6/21/2012.




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Narratives

N/A




Page 27

Performance Measures

Youth Volunteer Generation


Focus Areas

Grant Characteristics

x

x

x

Grand Total of all MSYs entered for all Focus Areas 25.79

AmeriCorps Member Population - Communities of ColorAmeriCorps Member Population - Low-income IndividualsAmeriCorps Member Population - Native AmericansAmeriCorps Member Population - New AmericansAmeriCorps Member Population - Older AmericansAmeriCorps Member Population - People with DisabilitiesAmeriCorps Member Population - Rural ResidentsAmeriCorps Member Population - Veterans, Active Military, or their FamiliesAmeriCorps Member Population - None of the aboveGeographic Focus - RuralGeographic Focus - UrbanEncore Program

Service Categories

Park Facilities/Trail Improvement

At-risk Ecosystems Improvement

Employment Training

Volunteer Recruitment

Primary

Primary

Primary

Primary

Secondary

Secondary

Secondary

Secondary

X

X

X

X

x

x

x

Capacity Building

Education

Healthy Futures

Environmental Stewardship

Veterans and Military Families

Economic Opportunity

Other

Disaster Services

Selected for National Measure








x

x

x



Page 28

Briefly describe how you will achieve this result (Max 4,000 chars.)

Result: Output

Result: End Outcome

10 AmeriCorps members will work to recruit train and mobilize Youth Conservation Corps (YCC)

crews during a summer field season"June to August" to perform resource conservation and

community service project work in cooperation with land management and community agencies.

Crews will be composed of youth aged 15-18 and will be based out of 5 target Coconino County

communities.

Youth volunteers will be recruited to perform conservation projects in target communities.

Youth will indicate an increased desire to volunteer in their communities.

Strategy to Achieve Results

Results

Target:

Target:

By the end of the summer field season, 30 youth volunteers aged 15 to 18 will be mobilized in 5

target communities.

By the end of an eight week field season, 15 Youth Conservation Corps volunteers will report a

50% increase in desire to remain involved with their communities through volunteerism.

Target Value:

Target Value:

30

15

Instruments:

Instruments:

Volunteer Timesheets

Member end of season exit surveys.

PM Statement:

PM Statement:

30 Youth Volunteers will be recruited to perform conservation projects in target communities.

15 Youth Conservation Corps volunteers will report a 50% increase in desire to remain involved with their communities through volunteerism.


Prev. Yrs. Data:

Prev. Yrs. Data:

Indicator:

Indicator:

Youth volunteers recruited

Number of youth volunteers indicating increased desire to volunteer in their

Focus Area: Capacity Building

Service Category: Volunteer Recruitment

Measure Category: Not Applicable



Page 29

Result: End Outcome

Result: Intermediate OutcomeYouth volunteers will increase their knowledge around conservation related issues.

Target: Over the course of an eight week summer field season 24 youth conservation corps volunteers

will demonstrate a 50% increase in their knowledge around conservation issues.Target Value: 24

Instruments: End of season exit survey.PM Statement: 24 Youth volunteers will demonstrate a 50% increase in their knowledge around conservation issues.


Prev. Yrs. Data:

Indicator:

communities.

Number of youth volunteers who report that they have an increased percent of



Page 30

Result: Intermediate Outcome


knowledge around conservation issues.



Page 31


National Performance Measures

Volunteer GenerationPerformance Measure Title:Focus Area: Capacity Building

Service Category:Strategy to Achieve Results



Result.

61 CREC AmeriCorps members will implement community volunteer projects that leverage 100 community

volunteers per year. CREC will track number of volunteers recruited, the number of hours they serve and the dollar

value of the volunteers' time.

Dollar value of leveraged volunteer time.

CREC AmeriCorps members will track how many volunteers hours are contributed to each

volunteer event and report on the dollar value.Target Value: 100

Instruments: Volunteer Event Data Forms.

PM Statement: CREC AmeriCorps members will track how many volunteers hours are contributed to each volunteer event and report on the dollar value.

Indicator: G3-3.17: Dollar value of in-kind resources leveraged by CNCS-supported organizations

Target :



Page 32



Result: Output

Result.

Result.100 community volunteers will be recruited by CREC AmeriCorps members.

100 community volunteers leveraged by CREC AmeriCorps members.

Target Value: 100

Instruments: Volunteer Data Forms from each event.

PM Statement: 100 community volunteers will be leveraged by CREC AmeriCorps members.

Indicator:

or participants

(PRIORITY) G3-3.1: Number of community volunteers recruited by CNCS-supported

Target :



Page 33



Number of members receiving job training servicesPerformance Measure Title:Focus Area: Economic Opportunity



Result: Output

Result.


Result.

Result.

Members will need a variety of training and certification to facilitate the safe and efficient implementation of CREC

program activities. All 61 CREC AmeriCorps members will need speicific training prior to the start of their service

activities in order to successfully implement their service projects. 61 members will receive skills trainings that

includes the following trainings and certifications that will also inform their workforce development and job

preparedness. These trainings include: Wilderness First Aid/ CPR, Leave No Trace, Basic Chainsaw safety

operation and maintenance (the equilvalent of the Forest Service's S-212 Training), Trail Construction and

Maintenance, and Principles of Land Navigation.

As a result of the trainings, certifications and on the job skills development opportunities members' abilities to

attain post corps employment or education in environmentally related fields will increase.

61 CREC AmeriCorps members will be trained in project specific, team-building. and workforce/ personal

development skills.

20 members by the end of their service terms will attain post Corps employment or education in

environmentally related fields.

61 members will receive project specific training and certifications.

Target Value:

Target Value:

20

61

Instruments:

Instruments:

End of service surveys with 3 and 6 month follow up with alumni who note that they are pursuing environmentally related employment or education through updates and documented proof of post Corps employment or education in environmentally related fields.

Tally sheet of AmeriCorps members trained, certifications attained.

PM Statement:

PM Statement:

20 members will attain post Corps employment or education in environmentally related fields.

61 CREC AmeriCorps members will be trained in project specific, team-building. and workforce/ personal development skills.

Indicator:

Indicator:

organizations

O10: Individuals placed in jobs.

O2: Individuals receiving job training services.

Target :

Target :



Page 34



Fire Fuels ReductionPerformance Measure Title:Focus Area: Environmental Stewardship




Result.

61 CREC members will spend 10 hours a day an average of two days per week throughout their service terms

helping to protect Coconino County communites by reducing fuels loads within the Wildland-Urban Interface

through the impementation of forest thinning prescriptions in partnership with area land management agencies.

20 Project Partner Evaluations will indicate that the completed environmental stewardship projects will have a

positive impact on the community. Further, 20 project partners will indicate that the completed projects have

demonstrated a clear public benefit through increased community use or improved community preparedness and

security over three years.

20

Target Value: 20

Instruments: Project Partner Evaluations.

PM Statement: 20 Project Partner Evaluations will indicate that the completed environmental stewardship projects willhave a positive impact on the community. Further 20 project partners will indicate that the completed projects have demonstrated a clear public benefit through increased community use or improved community preparedness and security over three years.

Indicator: 20 project partners who respond to project evaluations will indicate that the completed

Target :



Page 35


National Performance MeasuresResult.

environmental stewardship projects will have a positive impact on the community.



Page 36



Further, 20 project partners who respond to a project partner evaluation will indicate that



Page 37



the completed projects have demonstrated a clear public benefit through increased



Page 38



Number of Miles of Trails or Waterways Improved/ CreatedPerformance Measure Title:Focus Area: Environmental Stewardship

Service Category:

Result: Output


Result: Output


Result.

Result.


Result.

Result.

The number of acres of land treated with community wildfire protection projects within the Wildland/Urban Interface

of Coconino County communites and the State of Arizona will increase.

61 CREC AmeriCorps members will will spend 10 hours a day for an average of 3 days per week throughout their

service terms helping to improve or create trails and waterways through the implementation of Forest Health, Trail

Stabilization, Reforestation and Recreation projects with land management agencies throughout Coconino County

and the State of Arizona.

75 miles of trail will be improved with land management agencies.

20 Project Partner Evaluations will indicate that the completed environmental stewardship projects will have a

positive impact on the community. Further, 20 project partners will indicate that the completed projects have

demonstrated a clear public benefit through increased community use or improved community preparedness and


Over the course of a service year, there will be 400 acre increase in lands treated within the

Wildland/Urban Interface of Coconino County and State of Arizona communites.

75 miles of trails or waterways improved/ created.

Target Value:

Target Value:

400

75

Instruments:

Instruments:

Global Positioning Systems (GPS) Monitoring. Project Accomplishment Forms.

Project Accomplishment Reporting Form Data

PM Statement:

PM Statement:

400 acres of land treated with community wildfire protection projects within the Wildland/ Urban Interfaces of Coconino County/ Arizona communities will increase.

75 miles of trails or rivers improved through conservation projects with project partners.

Indicator:

Indicator:

community use or improved community preparedness and security over three years.

(PRIORITY) EN4: Acres of parks improved.

(PRIORITY) EN5: Miles of trails or rivers improved and/or created.

Target :

Target :



Page 39



20 Project Partner Evaluations.

Target Value: 20

Instruments: Project Partner Evaluations.

PM Statement: Project Partner Evaluations will report that at least 80% of project partners who respond to project evaluations will indicate that the completed environmental stewardship projects will have a positive impact on the community. Further, at least 80% of project partners who respond to a project partner evaluation will indicate that the completed projects have demonstrated a clear public benefit through increased community use or improved community preparedness and security over three years.

Indicator: 20 Project Partner Evaluations will indicate that the completed environmental

Target :



Page 40



stewardship projects will have a positive impact on the community. Further, 20 project



Page 41



partners will indicate that the completed projects have demonstrated a clear public



Page 42



benefit through increased community use or improved community preparedness and



Page 43






Page 44

Required Documents

Evaluation

Labor Union Concurrence

Document Name

Not Applicable

Not Applicable

Status



Coconino County Community Services

August 20, 2012 6:31 PM

Page 1

Form 424A Modified SF-424A (4/88 and 12/97)

RPT_BGT_424

Coconino Rural Environment Corps NACC

A. Personnel ExpensesB. Personnel Fringe BenefitsC. Travel

D. EquipmentE. SuppliesF. Contractual and Consultant ServicesG. Training

H. EvaluationI. Other Program Operating Costs

A. Living Allowance

B. Member Support Costs

A. Corporation Fixed Percentage

B. Federally Approved Indirect Cost Rate

Staff Travel

Member Travel

Staff TrainingMember Training

Full Time (1700 hrs)1-Year Half Time (900 hours)Reduced Half Time (675 hrs)Quarter Time (450 hrs)Minimum Time (300 hrs)2-Year Half Time (2nd Year)2-Year Half Time (1st Year)

FICA for MembersWorker's CompensationHealth Care

Corporation Fixed AmountCommission Fixed Amount

5,800

30,565

7,414

0 271,215

0 66,160

0 0 0

29,120 44,499

0

53,613 0

2,200

5,140

0

0 149,220

0 34,010

0 0 0

12,000 20,000

0

16,475 0

3,600

25,425

7,414

0 121,995

0 32,150

0 0 0

17,120 24,499

0

37,138 0

112,208 28,091

21,576

64,360

62,838 15,732

7,044

2,440

49,370 12,359

14,532

61,920 $97,994

$215,230

$16,475

$175,620

$195,764

$37,138

$273,614

$410,994

$53,613

Section I. Subtotal

Section II. Subtotal

Section III. Subtotal

$9,940

$0

$183,230

$32,000

$16,475

Total Amt CNCS Share Grantee Share

$30,025

$7,414

$154,145

$41,619

$37,138

$39,965

$7,414

$337,375

$73,619

$53,613

Total

Total

Total

Total

Total

$329,699 $738,221 $408,522Budget Totals

Budget Dates:

Section I. Program Operating Costs

Section II. Member Costs

Section III. Administrative/Indirect Costs

Application ID: 12AC141390

Section II. Percentages 52% 48%

Section I + III. Funding Percentages 35% 65%

Travel to CNCS-Sponsored Meetings 3,600 2,600 1,000 0

Section I Percentage 36% 64%

Section III Percentage 31% 69%

45%Budget Total Percentage 55% Required Match

# of years Receiving CNCS Funds

38%

7



August 20, 2012 6:31 PM

Page 2


RPT_BGT_424


Total MSYs 25.79

Cost/MSY $12,784


From: Subject: Budget Narrative for 12AC141390 Date: Mon, 20 Aug 2012 15:37:13 -0700 MIME-Version: 1.0 Content-Type: text/html; charset="utf-8" Content-Transfer-Encoding: quoted-printable Content-Location: https://egrants.cns.gov/espan/main/report.jsp?sid=KzJ1Qy6YGWyG01pPhdr0whSCnQnW18Q4TpQNb1pqb31TLh0tnXdz%21-483424514%211345501720699&scope=4&report=RPT_BGT_NARR&app=12AC141390 X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2900.6157 =EF=BB=BF

Budget Narrative: Coconino Rural Environment Corps NACC for Coconino = County=20 Community Services


A. Personnel Expenses

Position/Title -Qty -Annual Salary -% Time

CNCS Share

Grantee Share

Total Amount

Program Manager: -1 person(s) at 56160 each x 25 % = usage

7,862 6,178 14,040

Business Manager: -1 person(s) at 43343 each x 30 % = usage

7,282 5,721 13,003

Admin specialist: -1 person(s) at 31485 each x 25 % =

4,408 3,463 7,871

Page 1 of 21Budget Narrative for 12AC141390

9/13/2012file://C:\DOCUME~1\XPMUser\LOCALS~1\Temp\AMCAF.tmp.html9/13/2012 Page 67 of 8705 - 9/18/2012 - AmeriCorps State Grant No. AC-VSG-13-3273-03

168

usage

Sr. Program Coordinator -Field: -1 person(s) at = 43193 each=20 x 25 % usage

6,047 4,751 10,798

Sr. Program Coordinator -Admin: -1 person(s) at = 43219 each=20 x 25 % usage

6,051 4,754 10,805

Program Coordinator -Training and Education: -1 = person(s)=20 at 37120 each x 25 % usage

5,197 4,083 9,280

Program Coordinator -Field: -1 person(s) at 37120 = each x=20 25 % usage

5,197 4,083 9,280



169

B. Personnel Fringe Benefits

Shop Manager: -1 person(s) at 37120 each x 25 % = usage

5,197 4,083 9,280

Crew Supervisor: -1 person(s) at 27851 each x 100 % = usage

15,597 12,254 27,851

CATEGORY Totals 62,838 49,370 112,208

Purpose -Calculation -Total Amount

CNCS Share

Grantee Share

Total Amount

Program Manager -30% Fringe includes health, = Retirement,=20 Worker's Comp, FICA, Social Security: 30% Fringe x $56,160 annual = salary =3D=20 $16,848 total fringe per year. $16,848 x

2,359 1,853 4,212



170

25% time allocated to = grant =3D=20 $4,212

Business Manager -30% Fringe includes health, = retirement,=20 Worker's Comp, FICA, Social Security: 30% fringe x $43,343 annual = salary =3D=20 $13,003 total fringe per year. $13,003 x 30% time allocated to = grant=20 =3D$3,901

2,185 1,716 3,901

Admin Assistant -30% Fringe includes health, = Retirement,=20 Worker's Comp, FICA, Socurity Security: .30% Fringe x $31,485 = annual=20 salary =3D $9,446 total fringe per year. $9,446 x

1,322 1,039 2,361



171

25% time = allocated to=20 grant =3D $2361

Sr. Program Coordinator/Field -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $43,193=20 annual salary =3D $12,958 total fringe per year. $12,958 x 25% = time=20 allocated to grant =3D $3,239

1,814 1,425 3,239

Sr. Program Coordinator/Admin -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $43,219=20 annual salary =3D $12,966 total fringe per

1,815 1,426 3,241



172

year. $12,966 x 25% = time=20 allocated to grant =3D $3,241

Program Coordinator -Training & Education -30% = Fringeincludes healath, retirement, Worker's Comp, FICA, Social = Security:=20 30% Fringe x $37,120 annual salary =3D $11,136 total fringe per = year.=20 $11,136 x 25% time allocated to grant =3D $2,784

1,559 1,225 2,784

Program Coordinator/Field -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $37,120=20 annual salary =3D

1,559 1,225 2,784



173

$11,136 total fringe per year. $11,136 x 25% = time=20 allocated to grant =3D $2,784

Shop Manager -30% Fringe includes health, = retirement,=20 Worker's Comp, Fica, Social Security: 30% Fringe x $37,120 annual = salary =3D=20 $11,136 total fringe per year. $11,136 x 25% time allocated to = grant =3D=20 $2,784

1,559 1,225 2,784

Crew Supervisor -100% Fringe includes health, = retirement,=20 FICA, Social Security: 10% Fringe x $27,851 annual salary =3D = $2,785

1,560 1,225 2,785



174

C. Travel

Staff Travel

total=20 fringe per year. $2785 allocated to grant.

CATEGORY Totals 15,732 12,359 28,091

Purpose -Calculation

CNCS Share

Grantee Share

Total Amount

Travel to CNCS-Sponsored Meetings: 2 staff x $800 = airfare=20 each =3D $1,600. 2 staff x 4 nights lodging @$250 per night each = =3D $2,000.=20 $1,600 airfare + $2,000 total lodging =3D $3,600

2,600 1,000 3,600

Rental vehicles to project site visits: 40 travel = days x=20 $55/day rental

2,200 0 2,200



175

Member Travel

2 staff travel to The Corps Network Annual Corps = Forum in=20 Washington DC: 2 staff x $800 airfare each =3D $1,600. 2 staff x 4 = nights=20 lodging @$250 per night each =3D $2,000. $1,600 airfare + $2,000 = total=20 lodging =3D $3,600

0 3,600 3,600

CATEGORY Totals 4,800 4,600 9,400


CNCS Share

Grantee Share

Total Amount

Motor Pool Charges: CREC vehicles for member travel = to and=20 from project sites:County CREC fleet mileage



176

D. Equipment

E. Supplies

rate=3D$.65/mile, = includes all=20 fuel, maintenance and vehicle replacement costs. 350 trips = estimated=20 annuallyx 94 miles per trip on average x $.65/mile =3D = $21,385

0 21,385 21,385

Rental Vehicles: Rental vehicle for crew travel to = and from=20 project sites: $540 per week x 17 weeks =3D $9180

5,140 4,040 9,180


Item/Purpose -Qty -Unit Cost

CNCS Share

Grantee Share

Total Amount

CATEGORY Totals 0 0 0

Item - CNCS Grantee Total



177

Calculation Share Share Amount

Uniforms and Personal Protective Equipment: $214 per = member=20 x 61 members =3D $13054

7,044 6,010 13,054

Chainsaws: 6 chainsaws @ $700 each =3D $4,200

0 4,200 4,200

Chainsaw bars: 10 chainsaw bars @ $50 each =3D = $500

0 500 500

Chainsaw chains: 6 rolls of chain @$250 each =3D = $1500

0 1,500 1,500

Chainsaw air filters: 30 chainsaw air filters @ $30 = each =3D=20 $900

0 900 900

Trail Tool Sets: Picks: 4 Pick Sets @ $32 =3D =

0 128 128



178

$128

Trail Tool Sets: Pulaski: 3 Pulaski Sets @ $32 =3D = $96

0 96 96

Trail Tool Sets: McLeods: 5 McLeods Sets @ $50 =3D = $250

0 250 250

Trail Tool Sets: Single Jacks: 4 Singels Jack Sets @ = $32 =3D=20 $128

0 128 128

Trail Tool Sets: Adz Hoes: 3 Adz Hoe Sets @ $40 =3D = $120

0 120 120

Trail Tool Sets: Chisels: 4 Chisel Sets @ $10 =3D = $40

0 40 40

Trail Tool Sets: Double



179

F. Contractual and Consultant Services

G. Training

Jacks: 4 Double Jack Sets @ = $70 =3D=20 $280

0 280 280

Trail Tool Sets: Razor Saws: 4 Razor Saw Sets @ $15 = =3D $60

0 60 60

Trail Tool Sets: Rock Bars: 4 rock Bar Sets @ $25 = =3D $100

0 100 100

Trail Tool Sets: Loppers: 4 Lopper Sets @ $55 =3D = $220

0 220 220


Purpose -Calculation -Daily Rate

CNCS Share

Grantee Share

Total Amount




180

Staff Training

Member Training


CNCS Share

Grantee Share

Total Amount



CNCS Share

Grantee Share

Total Amount

Corpsmember Wilderness First Aid (WFA): Wilderness = First Aid=20 Training/CPR Training booklet & American Red Cross = Certification =3D=20 $55.40/member. $55.40 x 61 corpsmembers =3D $3,601-Daily Rate of = 0

0 3,379 3,379

CREC Corpsmember Service Handbooks: 1 Service = Handbook =3D=20 $10. $10 x 61 corpsmembers =3D $650

0 610 610



181

H. Evaluation

-Daily Rate of 0

Corpsmember Land Navigation Training: Land = Navigation=20 Training/handout materials =3D $6.15/corpsmember x 61 corpsmembers = =3D $400-=20 Daily Rate of 0

0 375 375

Corpsmember S-212 Basic Wildland Chainsaw Training: = S-212=20 Basic Wildland Chainsaw Training =3D $50/member x 61 corpsmembers = =3D $3250-=20 Daily Rate of 0

0 3,050 3,050

CATEGORY Totals 0 7,414 7,414

Purpose -Calculation -Daily

CNCS Share

Grantee Share

Total Amount



182

I. Other Program Operating Costs

Rate



CNCS Share

Grantee Share

Total Amount

Leased Office & Shop Facility: 25.79 MSY = requested/53=20 total MSY =3D 48% of MSY requested through this grant. 48% x total = $120,000=20 annual program office space =3D $57,600 in office space lease = expenses=20 included in this grant.

0 57,600 57,600

Leased Off-Site Corpsmember Parking: 25.79 = MSYrequested/53=20 total annual program MSY =3D 48% of MSY requested through



183


A. Living Allowance

this = grant. 48% x=20 $9,000 total annual program parking lease expenses =3D $4,320 in = parking=20 lease expenses included in this grant.

0 4,320 4,320

Criminal Background Checks: $40/check/member x 61 = members

2,440 0 2,440


SECTION Totals 97,994 175,620 273,614

PERCENTAGE 36% 64%

Item -# Mbrs w/ Allow -Allowance Rate -# Mbrs w/o = Allow=20

CNCS Share

Grantee Share

Total Amount

Full Time (1700 hrs): 0 Member(s) at



184

a rate of 0 each Members W/O allowance 0

0 0 0

1-Year Half Time (900 hours): 41 Member(s) at a rate of 6615=20 each Members W/O allowance 0

149,220 121,995 271,215

2-Year Half Time (1st Year): Member(s) at a rate of = each Members W/O allowance

0 0 0

2-Year Half Time (2nd Year): Member(s) at a rate of = each Members W/O allowance

0 0 0

Reduced Half Time (675 hrs): Member



185


(s) at a rate of = each Members W/O allowance

0 0 0

Quarter Time (450 hrs): 20 Member(s) at a rate of 3308 = each Members W/O allowance 0

34,010 32,150 66,160

Minimum Time (300 hrs): Member(s) at a rate of each Members W/O allowance

0 0 0

CATEGORY Totals 183,230 154,145 337,375


CNCS Share

Grantee Share

Total Amount

FICA for Members: .0765*$380,663

12,000 17,120 29,120

Worker's Compensation: .1169*$380,663

20,000 24,499 44,499

Health Care: 0 0 0

CATEGORY Totals 32,000 41,619 73,619

SECTION Totals 215,230 195,764 410,994



186




=20

PERCENTAGE 52% 48%

Item -Calculation

CNCS Share

Grantee Share

Total Amount

Corporation Fixed Amount: Corporation fixed amount: = .0526 X=20 $313,219=3D $16,475; 10% X $371,389 =3D $37,138

16,475 37,138 53,613

Commission Fixed Amount:

0 0 0

CATEGORY Totals 16,475 37,138 53,613

Calculation -Cost Type -Rate -Rate Claimed -Cost = Basis

CNCS Share

Grantee Share

Total Amount


SECTION Totals 16,475 37,138 53,613

PERCENTAGE 31% 69%

BUDGET Totals 329,699 408,522 738,221

PERCENTAGE 45% 55%



187

Source of Funds

Total MSYs 25.79

Cost/MSY 12,784

Section Match Description Amount Type Source



188

DATE: 08/24/2012 TO: Honorable Chairman and Members of the Board FROM: Trisha Sorensen, Community Services Interim Director SUBJECT: AmeriCorps Grant Award No. 10EDHAZ001, Amendment No. 3 RECOMMENDATION: Approve AmeriCorps Award Grant No. 10EDHAZ001, Amendment No. 3, between the Corporation for National and Community Service and Coconino County acting as the Coconino Rural Environment Corps to provide broader opportunities for corpsmembers in the southwest, in the amount of $585,000 from October 1, 2012 through September 30, 2013. BACKGROUND: In 2005, The Coconino Rural Environment Corps (CREC) joined together with six other Conservation Corps programs in the southwest to form a working group known as the Mountain Alliance of Conservation Corps (MACC). The purpose of MACC is to increase Corps capacity in the region by providing opportunities for member Corps to work more closely with one another, to enhance funding possibilities, to broaden the scope of conservation related service projects for regional land managers and to facilitate a more meaningful experience for individual Corpsmembers. As a step towards achieving these goals, MACC submitted a funding proposal to the Corporation for national and Community Service in 2007, requesting funding for a collaborative program across the six member Corps through the AmeriCorps National Direct program. The proposal was funded with Coconino County acting as the parent organization. The action recommended herein will facilitate the continuation of program activities into the second cycle of a third year grant cycle. Funding under this AmeriCorps National Direct award has established a Southwest Sustainable Forestry Team managed collaboratively by four of the seven MACC member Corps. One crew of eight to ten AmeriCorps members is now operated by each of the

MEETING DATE: 09/18/2012

9/13/2012 Page 1 of 13406 - 9/18/2012 - AmeriCorps Grant No. 10EDHAZ001189

following: The Southwest Conservation Corps in Durango, Colorado, the Rocky Mountain Youth Corps in Taos, New Mexico, the Nevada Conservation Corps in Reno, Nevada, American Youth Works, Austin, Texas and CREC in Flagstaff. Each crew works within their region to perform a wide variety of community wildfire protection, forest fuels reduction, forest, and watershed restoration projects in collaboration with area land management agencies. While the majority of funding authorized by this grant agreement will pass through Coconino County to the four sub-grantee Corps, funding budgeted for CREC will diversify revenue sources and improve program capacity to provide environmental conservation solutions for land managers, National Service, job, and life skill development opportunities for youth throughout Coconino County. In addition, partnership between Coconino County and MACC member Corps under this grant agreement will improve the quality and scope of similar services throughout the southwestern United States under the proven successful Conservation Corps model. ALTERNATIVES: The Board of Supervisors could choose not to enter into this Grant Agreement. However, as grant funding under this Agreement has been included in CREC’s FY13 program budgets, the loss of this grant could result in a budget shortfall for the program and the loss of work and training opportunities for youth and young adult Corpsmembers. FISCAL IMPACT: The funding for the AmeriCorps Grant Award has been planned for in the CREC FY13 program year and no budget amendment is needed. These grant funds represent an additional revenue source for CREC programs, with no additional expenditures. The majority of funds will be passed through Coconino County to the four other MACC member Corps sub-sites. Approximately 26% of grant revenues will stay with the CREC program to fund a local Sustainable Forestry Team and provide administrative oversight. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: Contract Award Letter for Grant No. 10EDHAZ001, Amendment No. 3 Contract Terms, Conditions, and Requirements SF424 & Grant Application Budget: Program Operating Costs Percentages Budget Narrative: Operating Costs




2012 AMERICORPS GRANT PROVISIONS Effective June 1, 2012

These Corporation for National & Community Service (CNCS) AmeriCorps Grant Provisions are binding on the grantee. By accepting funds under this grant, the grantee agrees to comply with, and include in all subgrants, the AmeriCorps Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. For the purposes of these Provisions, “AmeriCorps” refers to AmeriCorps State and National grantees only. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions.

TABLE OF CONTENTS

I. Changes from the 2012 AmeriCorps Grant Provisions ....................................................2 II. Legislative and Regulatory Authority ...............................................................................2 III. Other Applicable Statutory and Administrative Provisions..............................................2

A. States, Indian Tribes, U.S. Territories, and Local Governments .............................2 B. Nonprofit Organizations ..........................................................................................3 C. Educational Institutions ...........................................................................................3 D. Other Applicable Statutes and Regulations .............................................................3 E. Exemptions for Fixed Amount Grants .....................................................................3 F. Order of Precedence .................................................................................................4

IV. AmeriCorps Special Provisions ........................................................................................4 A. Definitions................................................................................................................4 B. Affiliation with the AmeriCorps National Service Network ...................................5 C. Member Recruitment, Selection, and Exit ...............................................................6 D. Supervision and Support ..........................................................................................7 E. Changes in Member Terms of Service or Program Slots .......................................9 F. Release from Participation .....................................................................................11 G. Living Allowances, Other In-Service Benefits, and Taxes ....................................11 H. Member Records and Confidentiality ....................................................................14 I. Budget and Programmatic Changes .......................................................................15 J. Reporting Requirements ........................................................................................16 K. Grant Period and Incremental Funding ..................................................................17

V. General Provisions ..........................................................................................................18 A. Responsibilities under Grant Administration.........................................................18 B. Financial Management Standards ..........................................................................18 C. The Office of Inspector General ............................................................................19 D. Program Income .....................................................................................................20 E. Safety .....................................................................................................................20 F. Non-Discrimination Public Notice and Records Compliance ...............................20 G. Grants Products ......................................................................................................21 H. Suspension or Termination of Grant ......................................................................22 I. Fixed Amount Awards ...........................................................................................22 J. Trafficking in Persons ............................................................................................22


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K. Central Contractor Registration and Universal Identifier Requirements……….…..24 L. Transparency Act Award Term (for grants & cooperative agreements of $25,000 or more) ........................................................................................................................25

VI. Attachment Grant Program Civil Rights and Non-Harassment Policy ...........................................29

I. CHANGES FROM THE 2011 AMERICORPS GRANT PROVISIONS

1. Section II – Updated references for the implementing regulations. 2. Section III. C. - Updated citation for access to the OMB Circulars and implementing

regulations. 3. Section IV. G. 4. – Provided additional information related to the minimum benefits for

healthcare coverage. 4. Section IV.J.1. – Changed annual progress reports to semi-annual progress reports, and

updated due dates. 5. Section IV.J.5. – Added the final project report requirement. 6. Section V. D. 2. – Added additional citations for excess program income. 7. Attachment – Replaced regulations relevant to the 2012 Grant Program Civil Rights and

Non-Harassment Policy.

II. LEGISLATIVE AND REGULATORY AUTHORITY This grant is authorized by and subject to the National and Community Service Act of 1990, as amended by the Serve America Act, (42 U.S.C. 12501 et seq.) and the implementing regulations at 45 CFR Chapter XXV. Grantees must comply with the requirements of the Act and its implementing regulations. III. OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS The following applicable federal cost principles, administrative requirements and audit requirements are incorporated by reference: A. STATES, INDIAN TRIBES, U.S. TERRITORIES, AND LOCAL GOVERNMENTS The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments:

1. OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative

Agreements to State and Local Governments – 45 CFR Part 2541. 2. OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.

Fixed Amount grants are exempt from OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR Part 225.


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B. NONPROFIT ORGANIZATIONS The following circulars and their implementing regulations apply to nonprofit organizations:

1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215.

2. OMB Circular A-122, Cost Principles for Nonprofit Organizations – 2 CFR Part 230. 3. OMB Circular A-133, Audits of States, Local Governments and Non-Profit

Organizations.

Fixed Amount grants are exempt from OMB Circular A-122, Cost Principles for Nonprofit Organizations - 2 CFR Part 230. C. EDUCATIONAL INSTITUTIONS The following circulars and their implementing regulations apply to educational institutions:

1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR Part 2543 or 2 CFR Part 215.

2. OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220. 3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.

Fixed Amount grants are exempt from OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR Part 220.

These documents can be found here: www.whitehouse.gov/omb/financial_offm_circulars/.

D. OTHER APPLICABLE STATUTES AND REGULATIONS The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543. E. EXEMPTIONS FOR FIXED AMOUNT GRANTS Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.) Fixed Amount grants must comply with OMB Circular A-133 and the Uniform Administrative Requirements. Fixed Amount grants include Education Award programs, Professional Corps, and Full-Cost Fixed Amount grants.


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F. ORDER OF PRECEDENCE Any inconsistency in the Grant Award shall be resolved by giving precedence in the following order (a) Applicable Federal Statutes, (b) applicable Federal regulations, (c) CNCS Grant Special Provisions, (d) CNCS Grant General Provisions, (e) the Notice of Funding Opportunity, and (f) the approved Grant Application including all assurances, certifications, attachments, and pre-award negotiations. IV. AMERICORPS SPECIAL PROVISIONS

A. DEFINITIONS For purposes of this grant the following definitions apply:

1. Grantee, for the purposes of this agreement, means the direct recipient of this grant. The grantee is legally accountable to the CNCS for the use of grant funds and is bound by the provisions of the grant. The grantee is responsible for ensuring that subgrantees or other organizations carrying out activities under this award comply with all applicable Federal requirements, including these provisions, regulations and OMB circulars incorporated by reference.

2. Subgrantee refers to an organization receiving AmeriCorps grant funds or member

positions from a grantee of the CNCS. See 2 CFR § 215.5 and 45 CFR § 2453.5, and 45 CFR § 2541.370.

3. Operating site means the organization that manages the AmeriCorps program and places members into service locations. State subgrantees (programs) are operating sites. National grantees must identify at least one operating site to which they can assign service locations in the state where they are placing members.

4. Service Location means the organization where or with which a member actually provides his or her service in the community. Typical service locations are schools, food banks, health clinics, community parks, etc. The service location may be the same as the operating site, but only if the member actually serves at or with the operating site organization. A member may serve at multiple service locations, all of which must be listed in the portal, although the program must select only one for the member’s primary assignment.

5. Member or participant means an individual:

a. Who has been selected by a grantee or subgrantee to serve in an approved national service position;

b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United States;

c. Who is at least 17 years of age at the commencement of service unless the member is out of school and enrolled in a full-time, year-round youth corps or full-time summer


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program as defined in the Act (42 U.S.C. § 12572 (a)(3)(B)(x)), in which case he or she must be between the ages of 16 and 25, inclusive, and

d. Who has a high school diploma or an equivalency certificate (or agrees to obtain a high school diploma or its equivalent before using an education award) and who has not dropped out of elementary or secondary school in order to begin a term of service as an AmeriCorps member (unless enrolled in an institution of higher education on an ability to benefit basis and is considered eligible for funds under section 484 of the Higher Education Act of 1965, 20 U.S.C. § 1091), or who has been determined through an independent assessment conducted by the grantee to be incapable of obtaining a high school diploma or its equivalent.

B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK

1. Identification as an AmeriCorps Program or Member. The grantee must identify the program as an AmeriCorps program and eligible members as AmeriCorps members. All partnership agreements/MOUs related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided.

2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the Corporation for National and Community Service. CNCS provides a camera-ready logo. All grantee and subgrantee websites must clearly state that they are an AmeriCorps grantee and must prominently display the AmeriCorps logo. Grantees and subgrantees, except for Education Award Programs (EAPs), must use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on-line position postings or other recruitment materials, orientation materials, member curriculum materials, signs, banners, press releases and publications related to their AmeriCorps program in accordance with CNCS requirements. EAPs are strongly encouraged to use the AmeriCorps name and logo on such materials.

To publicize the relationship between the program and AmeriCorps, the grantee should use one of the following phrases when describing their program: “The AmeriCorps National Service Network,” “an AmeriCorps program,” or “a proud member of the AmeriCorps national service network.” Grantees are strongly encouraged to provide information or training to their AmeriCorps members about how their program is part of the national AmeriCorps program and about the other national service programs of CNCS. Grantees are strongly encouraged to place signs that include the AmeriCorps name and logo at their service sites and may use the slogan “AmeriCorps Serving Here.” AmeriCorps members should state they are AmeriCorps members during public speaking opportunities. The grantee may not alter the AmeriCorps logo, and must obtain written permission from CNCS before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any activity prohibited in these grant provisions.


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C. MEMBER RECRUITMENT, SELECTION, AND EXIT Member recruitment and selection requirements are in CNCS’s regulations at 45 CFR § 2522.210. In addition, the grantee must ensure that the following procedures are followed:

1. Notice to CNCS’s National Service Trust. The grantee must notify CNCS’s National

Service Trust within 30 days of a member’s selection for, completion of, suspension from, or release from, a term of service. Suspension of service is defined as an extended period during which the member is not serving, nor accumulating service hours or receiving AmeriCorps benefits.

The grantee also must notify the Trust, via the My AmeriCorps Portal, when a change in a member’s term of service is approved and changed (i.e. from full-time to less than full-time or vice versa). Failure to report such changes within 30 days may result in sanctions to the grantee, up to and including, suspension or termination of the grant. Grantees or subgrantees meet notification requirements by using the appropriate electronic system to inform CNCS of changes within the required time frames. Any questions regarding the Trust should be directed to the Trust Office (800) 942-2677. Penalties for false information: Any individual who makes a materially false statement or representation in connection with the approval or disbursement of an education award or other payment from the National Service Trust may be liable for the recovery of funds and subject to civil and criminal sanctions.

2. Parental Consent. Parental or legal guardian consent must be obtained for members

under 18 years of age before members begin a term of service. Grantees may also include an informed consent form of their own design as part of the member service agreement materials.

3. Reasonable Accommodation. Programs and activities must be accessible to persons

with disabilities, and the grantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. See the FAQ titled “Reasonable Accommodation” for more information.

4. Assigning Members to Service Locations. So that CNCS can track where every

member is serving, the grantee is required to ensure that all operating sites and all service locations are entered in the My AmeriCorps portal for all members within 30 days of members’ selection for a term of service. As AmeriCorps State and National programs enroll members for service they are required to include the name of the organization, and the full address or zip-plus-four of the service locations where each member will be serving. If a member is serving at multiple service locations, the program must select the one where the member serves a majority of his or her hours for the member’s assignment, however, all service locations must be listed in the portal.


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5. Timekeeping. The grantee is required to ensure that time and attendance recordkeeping is conducted by the AmeriCorps member’s supervisor. This time and attendance record is used to document member eligibility for in-service and post-service benefits. Time and attendance records must be signed and dated both by the member and his/her supervisor.

If a Professional Corps program wants to follow the timekeeping practices of its

profession and certify that members have completed the minimum required hours, excluding sick and vacation days, it must get advance written approval from CNCS.

6. Completion of Terms of Service. The grantee must ensure that each member has

sufficient opportunity to complete the required number of hours of service to qualify for the education award. Members must be exited within 30 days of the end of their term of service. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program, where feasible, or if the member has completed at least 15% of the service hour requirement, a member may receive a pro-rated education award.

7. Member Exit. In order for a member to receive an education award from the National Service Trust, the grantee must certify to the National Service Trust that the member satisfactorily and successfully completed the term of service, and is eligible to receive the education benefit. The grantee (and any individual or entity acting on behalf of the grantee) is responsible for the accuracy of the information certified on the end-of-term certification.

D. SUPERVISION AND SUPPORT

1. Planning for the Term of Service. The grantee must develop member positions that provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The grantee is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity (see 45 CFR § 2520.65), activity that would violate the non-duplication and non-displacement requirements (see 45 CFR § 2540.100), or prohibited fundraising activity (see 45 CFR §§ 2520.40-45). The grantee must accurately and completely describe the activities to be performed by each member in a position description. Position descriptions must be provided to CNCS upon request. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for an education award. In planning for the member’s term of service, the grantee must account for holidays and other time off, and must provide each member with sufficient opportunity to make up missed hours.

2. Member Service Agreements. The grantee must require that each member sign a

service agreement that, at minimum, includes the following:

a. Member position description;


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b. The minimum number of service hours (as required by statute) and other requirements (as developed by the grantee) necessary to successfully complete the term of service and to be eligible for the education award;

c. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling;

d. Standards of conduct, as developed by the grantee or subgrantee; e. The list of prohibited activities, including those specified in the regulations at 45 §

CFR 2520.65 (see paragraph 3, below); f. Requirements under the Drug-Free Workplace Act (41 U.S.C. § 701 et seq.); g. Civil rights requirements, complaint procedures, and rights of beneficiaries (see

Section V.F.); h. Suspension and termination rules; i. The specific circumstances under which a member may be released for cause; j. Grievance procedures; and k. Other requirements established by the grantee.

The grantee should ensure that the service agreement is signed before commencement of service so that members are fully aware of their rights and responsibilities.

3. Prohibited Activities. While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or CNCS, staff and members may not engage in the following activities (see 45 CFR § 2520.65):

a. Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; e. Engaging in partisan political activities, or other activities designed to influence the

outcome of an election to any public office; f. Participating in, or endorsing, events or activities that are likely to include advocacy

for or against political parties, political platforms, political candidates, proposed legislation, or elected officials;

g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization;

h. Providing a direct benefit to— i. A business organized for profit; ii. A labor union; iii. A partisan political organization; iv. A nonprofit organization that fails to comply with the restrictions contained in

section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these


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provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and

v. An organization engaged in the religious activities described in paragraph 3.g. above, unless CNCS assistance is not used to support those religious activities;

i. Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive;

j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as CNCS may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non- CNCS funds. Individuals should not wear the AmeriCorps logo while doing so.

4. Supervision. The grantee must provide members with adequate supervision by qualified

supervisors consistent with the approved application. The grantee must conduct an orientation for members, including training on what activities are prohibited during AmeriCorps service hours, and comply with any pre-service orientation or training required by CNCS. The grantee must ensure that it does not exceed the limitation on member service hours spent in education and training set forth in 45 CFR § 2520.50.

5. Performance Reviews. The grantee must conduct and keep a record of at least a

midterm and end-of-term written evaluation of each member’s performance for Full and Half-Time members and an end-of-term written evaluation for less than Half-time members. The end-of-term evaluation should address, at a minimum, the following factors: a. Whether the member has completed the required number of hours; b. Whether the member has satisfactorily completed assignments; and c. Whether the member has met other performance criteria that were clearly

communicated at the beginning of the term of service.

6. Member Death or Injury. The grantee must immediately report any member deaths or serious injuries to the designated CNCS Program Officer.

E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS

1. Changes that Require CNCS Approval. Circumstances may arise within a program that necessitate changing the type of unfilled AmeriCorps member positions awarded to a grantee or subgrantee, or changing the term of service of a currently enrolled member. Note that once a member is exited with a partial education award, the remaining portion of that education award is not available for use. The following changes require written approval from CNCS’s Office of Grants Management as well as written approval and concurrence from the State Commission or National Direct grantee:


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a. A change in the number of member service year positions in the grant; and/or b. A change in the funding level of the grant.

2. Changing Slot Types (unfilled positions). Except for Full-cost and Professional Corps

Fixed Amount grants, grantees or subgrantees may change the type of slots awarded to their program if:

a. The change does not increase the total MSYs authorized in the Notice of Grant

Award (e.g. one half-time position cannot be changed to one full-time position); and b. The change does not increase the amount of the education award. All changes are subject to availability of funds in the Trust, must be Trust neutral, and must comply with all assumptions on which Trust prudence and continued solvency are predicted. Changes in slot type may be made by the grantee directly in the My AmeriCorps Portal.

3. Changing a Term of Service (currently enrolled positions). Changes in terms of

service may not result in an increased number of MSYs for the program. With the exception of Education Award only grants, grantees with Fixed Amount grants may not convert members to less-than-full-time slots.

a. Full-time. State Commissions and Parent Organizations may authorize or approve

occasional changes of currently enrolled full-time members to less than full-time members. Impact on program quality should be factored into approval of requests. CNCS will not cover health care or childcare costs for less than full-time members. It is not allowable to transfer currently enrolled full-time members to a less than full-time status simply to provide a less than full-time education award.

b. Less than Full-time. CNCS discourages changing less than full-time members to full-time because it is very difficult to manage, unless done very early in the member’s term of service. State Commissions and Parent Organizations may authorize or approve such changes so long as their current budget can accommodate such changes. Programs must keep in mind that a member’s minimum 1700 hours must be completed within 12 months of the member’s original start date.

c. Refilling Slots. Eligible AmeriCorps State and National programs that have fully enrolled their awarded member slots are allowed to replace any member who terminates service before completing 30 percent of his/her term provided that the member who is terminated is not eligible for and does not receive a pro-rated education award. Programs may not refill the same slot more than once.

As a fail-safe mechanism to ensure that resources are available in the National Service Trust to finance all earned education awards, CNCS will suspend refilling if either: i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; or

ii. The number of refills reaches five percent of awarded slots.


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Grantees whose awards have special grant conditions under 45 CFR § 2543.14 or § 2541.120 are not eligible to refill positions.

4. Formula and State Competitive Grant Slot Transfers. State commissions are allowed to transfer slots among their state formula and competitive subgrantees in order to maximize enrollment and cost effectiveness without prior approval. State commissions may not transfer slots between competitive and formula subgrantees, or vice-versa. State commissions may not transfer funds among their competitive subgrantees. Slots eligible for refill are not allowed to be transferred.

5. Notice to Childcare and Healthcare Providers. The grantee must immediately notify

CNCS’s designated agents, in writing, when a member’s status changes in a manner that affects eligibility for childcare or healthcare. See Section IV.G. 6.

F. RELEASE FROM PARTICIPATION Grantees may release members from participation for two reasons: (a) for compelling personal circumstances; and (b) for cause. See 45 CFR § 2522.230 for requirements. Whether the reason for the release amounts to circumstances beyond the member’s control is determined by the grantee, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set forth in regulation (e.g., releasing an individual for compelling personal circumstances when the individual is leaving to go to school) is considered non-compliance with grant requirements and may result in disallowed costs and other remedies for non-compliance. In addition to the regulations, the following applies: No Automatic Disqualification if Released for Cause: A release for cause covers all circumstances in which a member does not successfully complete his/her term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to receive a satisfactory performance review and be released for cause. For example, a member who is released for cause from a first term–e.g. the individual has decided to take a job offer–but who, otherwise, performed well, would not be disqualified from enrolling for a subsequent term as long as the individual received a satisfactory performance evaluation for the first period of service. G. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES

1. Living Allowance Distribution. A living allowance is not a wage. Grantees must not pay a living allowance on an hourly basis. Grantees should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when the member’s service ceases.

If a member serves all required hours and is permitted to conclude his or her term of

service before the originally agreed upon end of term, the grantee may not provide a lump sum payment to the member. Similarly, if a member is selected after the program’s start


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date, the grantee must provide regular living allowance payments from the member’s start date and may not increase the member’s living allowance incremental payment or provide a lump sum to make up any missed payments.

AmeriCorps EAPs may provide a living allowance or other in-service benefits to their

members, but are not required to do so. Full-cost and other Fixed Amount grantees must provide a living allowance to their members.

2. Waiving the Living Allowance. If a living allowance is paid, a member may waive all

or part of the payment of a living allowance if he or she believes his or her public assistance may be lost or decreased because of the living allowance. Even if a member waives his or her right to receive the living allowance, it is possible—depending on the specific public assistance program rules—that the amount of the living allowance that the member is eligible to receive will be deemed available. A member who has waived the living allowance may revoke the waiver at any time and may begin receiving the living allowance going forward from the date the individual revoked the waiver. A member may not receive any portion of the living allowance for the period of time the living allowance was waived.

3. Taxes and Insurance. Requirements related to member living allowances and benefits

are in 45 CFR §§ 2522.240 and 2522.250. In addition, grantees must ensure that the following procedures are followed:

a. Liability Insurance Coverage. The grantee is responsible for ensuring adequate

general liability coverage for the organization, employees and members, including coverage of members engaged in on- and off-site project activities.

b. FICA (Social Security and Medicare taxes). Unless the grantee obtains a ruling from the Social Security Administration or the Internal Revenue Service that specifically exempts its AmeriCorps members from FICA requirements, the grantee must pay FICA for any member receiving a living allowance. The grantee also must withhold 7.65% from the member’s living allowance.

c. Income Taxes. The grantee must withhold Federal personal income taxes from member living allowances, requiring each member to complete a W-4 form at the beginning of the term of service and providing a W-2 form at the close of the tax year. The grantee must comply with any applicable state or local tax requirements.

d. Worker’s Compensation. Some states require worker’s compensation for AmeriCorps members. Grantees must check with State Departments of Labor or state commissions to determine worker’s compensation requirements. If worker’s compensation is not required, grantees must obtain Occupational, Accidental, and Death and Dismemberment coverage for members to cover in-service injury or incidents.

4. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under

a collective bargaining agreement, the grantee must provide, or make available, healthcare insurance to those members serving a 1700-hour full-time term who are not otherwise covered by a healthcare policy at the time the member begins his/her term of


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service. The grantee must also provide, or make available, healthcare insurance to members serving a 1700-hour full-time term who lose coverage during their term of service as a result of service or through no deliberate act of their own. CNCS will not cover healthcare costs for dependent coverage. Less-than-full-time members who are serving in a full-time capacity for a sustained period of time (e.g. a full-time summer project) are eligible for healthcare benefits. Programs may provide health insurance to less-than-full-time members serving in a full-time capacity, but they are not required to do so. For purposes of this provision, a member is serving in a full-time capacity when his/her regular term of service will involve performing service on a normal full-time schedule for a period of six weeks or more. A member may be serving in a full-time capacity without regard to whether his/her agreed term of service will result in a full-time Segal AmeriCorps Education Award.

Minimum Benefits. When required to provide healthcare insurance coverage, the

grantee may obtain healthcare from any provider. Coverage provided by the grantee must be provided for a period of no more than 364 days, and cannot be renewed or extended beyond that period. Coverage must include the following minimum benefits:

a. Physician services for illness or injury b. Hospital room and board c. Emergency room d. X-ray and laboratory e. Prescription drugs f. Limited mental/nervous disorders g. Limited substance abuse coverage h. An annual deductible of no more than $250 charges per member i. No more than $1,000 total annual out-of-pocket per member j. A 20% co-pay or a comparable fixed fee with the exception of a 50% co-pay for

mental and substance abuse care k. A maximum benefit of at least $50,000 per occurrence or cause

5. Administration of Childcare Payments. In general, CNCS will provide for childcare

payments, which will be administered through an outside contractor. Requirements and eligibility criteria are in the AmeriCorps regulations, 45 CFR § 2522.250. Grantees that choose to provide childcare as a match source (as approved in their budget) may contact the childcare contractor for technical assistance. Grantees can contact the AmeriCorps hotline at 1-800-942-2677 with questions regarding childcare. The criteria for member eligibility are contained in 45 CFR § 2522.250. Members are considered to be full-time participants for purposes of eligibility for childcare payments on the same basis as eligibility for healthcare coverage. Members who are excluded from healthcare coverage solely on the basis of serving in a Professional Corps, or because they are covered under a collective bargaining agreement are not excluded from receiving childcare benefits on that basis. Members serving in EAPs are not eligible for the childcare benefit. CNCS will not cover childcare costs for family members or for members who served on a less


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than full-time basis, or who have ceased serving. Programs may provide child care to less-than-full-time members serving in a full-time capacity, but they are not required to do so. Also see the FAQs (http://www.americorps.gov/for_organizations/manage/index.asp) for more detailed information on administering childcare and healthcare benefits.

6. Notice to Childcare and Healthcare Providers. The grantee must immediately notify CNCS’s designated agents in writing, when a member’s status changes in a manner that affects the member’s eligibility for childcare or healthcare. Examples of changes in status include: changes to a member's scheduled service so that he/she is no longer serving on a full-time basis, terminating or releasing a member from service, and suspending a member for cause for a lengthy or indefinite time period. Program directors should contact the childcare provider on childcare related changes, and their healthcare benefit provider about healthcare benefit related changes.

H. MEMBER RECORDS AND CONFIDENTIALITY

1. Recordkeeping. The grantee must maintain records, including the position description, sufficient to establish that each member was eligible to participate and that the member successfully completed all program requirements. A program may store member files electronically if the program can ensure that the validity and integrity of the record is not compromised. CNCS will recognize electronically stored files where:

The electronic storage procedures and system provide for the safe-keeping and security of the records, including:

a. Sufficient prevention of unauthorized alterations or erasures of records; b. Effective security measures to ensure that only authorized persons have access to

records; c. Adequate measures designed to prevent physical damage to records; and d. A system providing for back-up and recovery of records; and

The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including:

a. Storage of the records in a physically accessible location; b. Clear and accurate labeling of all records; and c. Storage of the records in a usable, readable format.

Where there is a requirement for a signature on a record, electronically stored records must include an image of the original signature; records without signatures, when required, are considered incomplete.

2. Verification of Eligibility. The grantee must obtain and maintain documentation as

required by 45 CFR § 2522.200(c). CNCS does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility


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requirements, such as a driver’s license, or birth certificate, as long as the grantee has a consistent practice of identifying the documents that were reviewed and maintaining a record of the review.

Enrolling in the My AmeriCorps portal requires members to certify their high school

status. Such certification fulfills the grantee’s verification requirement to obtain and maintain documentation from the member relating to the member’s high school education. If the member is incapable of obtaining a high school diploma or its equivalent, as determined by an independent evaluation, the grantee must retain a copy of the supporting evaluation.

3. Confidential Member Information. The grantee must maintain the confidentiality of

information regarding individual members. The grantee must obtain the prior written consent of all members before using their names, photographs and other identifying information for publicity, promotional or other purposes. Grantees may release aggregate and other non-identifying information, and are required to release member information to CNCS and its designated contractors. The grantee must permit a member who submits a written request for access to review records that pertain to the member and were created pursuant to this grant.

I. BUDGET AND PROGRAMMATIC CHANGES

1. Programmatic Changes. The grantee must first obtain the prior written approval of the AmeriCorps Program Office before making any of the following changes:

a. Changes in the scope, objectives or goals of the program, whether or not they involve

budgetary changes; b. Substantial changes in the level of participant supervision; c. Entering into additional subgrants or contracts for AmeriCorps activities funded by

the grant, but not identified or included in the approved application and grant budget. 2. Program Changes for Formula Programs. State Commissions are responsible for

approving the above changes for state formula programs. 3. Budgetary Changes. The grantee must obtain the prior written approval of CNCS’s

Office of Grants Management before deviating from the approved budget in any of the following ways:

a. Specific Costs Requiring Prior Approval before Incurrence under OMB Circulars A-

21 (2 CFR Part 220), A-87 (2 CFR Part 225), or A-122 (2 CFR Part 230). For certain cost items, the cost circulars require approval of the awarding agency for the cost to be allowable. Examples of these costs are overtime pay, rearrangement and alteration costs, and pre-award costs.

b. Purchases of Equipment over $5,000 using grant funds, unless specified in the approved application and budget.


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c. Unless the CNCS share of the award is $100,000 or less, changes to cumulative and/or aggregate budget line items that amount to 10 per cent or more of the total budget must be approved in writing in advance by CNCS. The total budget includes both the CNCS and grantee shares. Grantees may transfer funds among approved direct cost categories when the cumulative amount of such transfers does not exceed 10 percent of the total budget.

4. Approvals of Programmatic and Budget Changes. CNCS’s Grants Officers are the

only officials who have the authority to alter or change the provisions or requirements of the grant. The Grants Officers will execute written amendments, and grantees should not assume approvals have been granted unless documentation from the Grants Office has been received. Programmatic changes also require final approval of CNCS’s Office of Grants Management after written recommendation for approval is received from the Program Office.

5. Exceptions for Fixed Amount Grants. Grantees with Fixed Amount grants are not

subject to the requirements in Section 3, Budgetary Changes.

J. REPORTING REQUIREMENTS

This section applies only to the grantee. The grantee is responsible for timely submission of periodic financial and progress reports during the project period and a final financial report.

1. Grantee Progress Reports. The grantee shall complete and submit progress reports in

eGrants to report on progress toward achievement of its approved performance targets.

Due Date Reporting Period Covered April 30 Start of grant through March 31 October 31 April 1 – September 30

A grantee must set submission deadlines for its respective subgrantees that ensure the timely submission of grantee reports.

2. Financial Reports. The grantee shall complete and submit financial reports in eGrants

(Financial Status Reports on menu tree) to report the status of all funds. The grantee must submit timely cumulative financial reports in accordance with CNCS guidelines according to the following schedule:

Due Date Reporting Period Covered

April 30 Start of grant through March 31 October 31 April 1 – September 30

A grantee must set submission deadlines for its respective subgrantees that ensure the timely submission of grantee reports.


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Cost reimbursement National Professional Corps grantees submit one financial report per year. All grantees including Fixed Amount grants must submit the Federal Financial Report (FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and Human Services Payment Management System per the Electronic Funds Transfer Agreement.

3. Reporting Other Federal Funds. The grantee shall report the amount and sources of federal funds, other than those provided by CNCS, used to carry out its programs. This includes other federal funds expended by subgrantees and operating sites. This information shall be reported annually on the financial report due October 31st. Fixed Amount grantees are not required to report this information.

4. Requests for Extensions. Each grantee must submit required reports by the given dates.

Extensions of reporting deadlines will be granted only when 1) the report cannot be furnished in a timely manner for reasons, in the determination of CNCS, legitimately beyond the control of the grantee, and 2) CNCS receives a request explaining the need for an extension before the due date of the report.

Extensions of deadlines for financial reports may only be granted by the Office of Grants

Management, and extensions of deadlines for progress reports may only be granted by the AmeriCorps Program Office.

5. Final Project and Financial Reports. A grantee must submit, in lieu of the last semi-

annual project and financial reports, a final project and financial report. These final reports are due within 90 days after the end of the grant.

6. Financial Reports for Fixed Amount Grants. Fixed Amount grantees are not required

to submit the financial reports to CNCS, including the final financial report.

K. GRANT PERIOD AND INCREMENTAL FUNDING For the purpose of the grant, a project period is the complete length of time the grantee is proposed to be funded to complete approved activities under the grant. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal funds are being provided to fund a grantee's approved activities and budget. Unless otherwise specified, the grant covers a three-year project period. In approving a multi-year project period, CNCS generally makes an initial award for the first year of operation. Additional funding is contingent upon satisfactory performance, a grantee’s demonstrated capacity to manage a grant and comply with grant requirements, and the availability of Congressional appropriations. CNCS reserves the right to adjust the amount of a grant award, or elect not to continue funding, on these bases. The project period and the budget period are noted on the award document.


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V. GENERAL PROVISIONS A. RESPONSIBILITIES UNDER GRANT ADMINISTRATION

1. Accountability of the Grantee. The grantee has full fiscal and programmatic responsibility for managing all aspects of the grant and grant-supported activities, subject to the oversight of CNCS. The grantee is accountable to CNCS for its operation of the AmeriCorps program and the use of CNCS grant funds. The grantee must expend grant funds in a judicious and reasonable manner, and it must record accurately the service activities and outcomes achieved under the grant. Although grantees are encouraged to seek the advice and opinion of CNCS on special problems that may arise, such advice does not diminish the grantee’s responsibility for making sound judgments and does not shift the responsibility for operating decisions to CNCS.

2. Subawards. A grantee may make subgrants in accordance with the requirements set

forth in 45 CFR Part 2541 or 2 CFR Part 215 and 45 CFR Part 2543. The grantee must have and implement a plan for oversight and monitoring to ensure that each subgrantee and service site has agreed to comply, and is complying, with grant requirements. This includes oversight and monitoring to ensure that AmeriCorps members are not engaging in prohibited activities in 45 CFR § 2520.65.

3. Notice to CNCS. The grantee will notify the appropriate CNCS Program or Grants Officer immediately of any developments or delays that have a significant impact on funded activities, any significant problems relating to the administrative or financial aspects of the grant, or any suspected misconduct or malfeasance related to the grant or grantee. The grantee will inform the CNCS official about the corrective action taken or contemplated by the grantee and any assistance needed to resolve the situation.

B. FINANCIAL MANAGEMENT STANDARDS

1. General. The grantee must maintain financial management systems that include standard accounting practices, sufficient internal controls, a clear audit trail, and written cost allocation procedures, as necessary. Financial management systems must be capable of distinguishing expenditures attributable to this grant from expenditures not attributable to this grant. The systems must be able to identify costs by program year and by budget category, and to differentiate between direct and indirect costs, or administrative costs. For further details about the grantee’s financial management responsibilities, refer to OMB Circular A-102 and its implementing regulations (45 CFR Part 2541) or A-110 (2 CFR Part 215) and it’s implementing regulations (2 CFR Part 205 and 45 CFR Part 2543), as applicable.

2. Consistency of Treatment. To be allowable under an award, costs must be consistent

with policies and procedures that apply uniformly to both federally financed and other activities of the organization. Furthermore, the costs must be accorded consistent treatment in both federally financed and other activities, as well as between activities, supported by different sources of federal funds.


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3. Audits. Grantee organizations that expend $500,000 or more in total federal awards in a fiscal year shall have a single or program-specific audit conducted for that year in accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq., and OMB Circular A-133. If the grantee expends federal awards under only one federal program, it may elect to have a program specific audit, if it is otherwise eligible. A grantee that does not expend $500,000 in Federal awards is exempt from the single audit requirements of OMB Circular A-133 for that year. However, it must continue to conduct financial management reviews of its subgrantees, and records must be available for review and audit.

A recipient of a Federal grant that is a pass-through entity is required, in accordance with paragraph 400(d) of OMB Circular A-133, to do the following with regard to its subrecipients: (1) identify the Federal award and funding source; (2) advise sub-recipients of all requirements imposed on them; (3) monitor subrecipient activities and compliance; (4) ensure subrecipients have A-133 audits when required; (5) issue decisions and ensure follow-up on audit findings in a timely manner; (6) where necessary, adjust its own records and financial statements based on audits; and (7) require subrecipients to permit access by the pass-through entity and auditors to records and financial statements, as necessary, for the pass-through entity to comply with A-133.

4. Consultant Services. Payments for consultant services under this grant will not exceed

$750.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless procured consistent with 45 CFR § 2543.44.

C. THE OFFICE OF INSPECTOR GENERAL CNCS’s Office of Inspector General (OIG) conducts and supervises independent and objective audits, evaluations, and investigations of CNCS’s programs and operations. Based on the results of these audits, reviews, and investigations, the OIG recommends policies to promote economy and efficiency and to prevent and detect fraud, waste, and abuse in CNCS’s programs and operations. The OIG conducts and supervises audits of CNCS grantees, as well as legislatively mandated audits and reviews. The legislatively mandated audits include the annual financial statement audit, and fulfilling the requirements of the Government Information Security Reform Act and its successor, the Federal Information Security Management Act. A risk-based approach, along with input received from CNCS management, is used to select grantees and grants for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit staff is available to discuss its audit function, and can be reached at (202) 606-9390. The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected criminal activity in connection with the AmeriCorps program. Grantees should immediately contact the OIG when they first suspect that a criminal violation has occurred. The OIG investigative staff is available to provide guidance and ensure that the appropriate law enforcement agency is notified, if required. The OIG may be reached by email at [email protected] or by telephone at (800) 452-8210.


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D. PROGRAM INCOME

1. General. Income, including fees for service earned as a direct result of the grant-funded program activities during the award period, must be retained by the grantee and used to finance the grant’s non-CNCS share.

2. Excess Program Income. Program income earned in excess of the amount needed to

finance the grantee share must follow the appropriate requirements of 45 CFR § 2541.250, 45 CFR § 2543.24 or 2 CFR § 215.24, 2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess income must specify the amount of the excess in the comment box on the financial report.

3. Fees for Service. When using assistance under this grant, the grantee may not enter into

a contract for or accept fees for service performed by members when: a. The service benefits a for-profit entity, b. The service falls within the other prohibited activities set forth in these grant

provisions, or c. The service violates the non-displacement provisions of 45 U.S.C. § 12637.

4. Full-Cost and Professional Corps Fixed Amount Grants. The grantee must notify its

Grants Officer if it earns program income in excess of the amounts needed to cover all expenditures under the grant. The Grants Officer will determine the disposition of the excess program income.

E. SAFETY

The grantee must institute safeguards as necessary and appropriate to ensure the safety of members. Members may not participate in projects that pose undue safety risks.

F. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE

1. Public Notice of Non-discrimination. The grantee must notify members, community

beneficiaries, applicants, program staff, and the public, including those with impaired vision or hearing, that it operates its program or activity subject to the non-discrimination requirements of the applicable statutes. The notice must summarize the requirements, note the availability of compliance information from the grantee and CNCS, and briefly explain procedures for filing discrimination complaints with CNCS.

Sample language is: It is against the law for organizations that receive federal financial assistance from the

Corporation for National and Community Service to discriminate on the basis of race, color, national origin, disability, sex, age, political affiliation, or, in most cases, religion. It is also unlawful to retaliate against any person who, or organization that, files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may


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bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you want more information, contact:

(Name, address, phone number – both voice and TTY, and preferably toll free – FAX number and email address of the grantee) or Office of Civil Right and Inclusiveness Corporation for National and Community Service 1201 New York Avenue, NW Washington, DC 20525 1-800-833-3722 (TTY and reasonable accommodation line) (202) 565-3465 (FAX); [email protected] (email)

The grantee must include information on civil rights requirements, complaint procedures

and the rights of beneficiaries in member service agreements, handbooks, manuals, pamphlets, and post in prominent locations, as appropriate. The grantee must also notify the public in recruitment material and application forms that it operates its program or activity subject to the nondiscrimination requirements. Sample language, in bold print, is “This program is available to all, without regard to race, color, national origin, disability, age, sex, political affiliation, or, in most instances, religion.” Where a significant portion of the population eligible to be served needs services or information in a language other than English, the grantee shall take reasonable steps to provide written material of the type ordinarily available to the public in appropriate languages.

2. Records and Compliance Information. The grantee must keep records and make

available to CNCS timely, complete and accurate compliance information to allow CNCS to determine if the grantee is complying with the civil rights statutes and implementing regulations. Where a grantee extends federal financial assistance to subgrantees, the subgrantees must make available compliance information to the grantee so it can carry out its civil rights obligations.

3. Obligation to Cooperate. The grantee must cooperate with CNCS so that CNCS can

ensure compliance with the civil rights statutes and implementing regulations. The grantee shall permit access by CNCS during normal business hours to its books, records, accounts, staff, members, facilities, and other sources of information as may be needed to determine compliance.

G. GRANT PRODUCTS

1. Sharing Grant Products. To the extent practicable, the grantee agrees to make products produced under the grant available at the cost of reproduction to others in the field.

2. Acknowledgment of Support. Publications created by members or grant-funded staff

must be consistent with the purposes of the grant. The AmeriCorps logo may be included on such documents. The grantee is responsible for assuring that the following acknowledgment and disclaimer appears in any external report or publication of material based upon work supported by this grant:


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“This material is based upon work supported by the Corporation for National and Community Service (CNCS) under AmeriCorps Grant No. ____. Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, CNCS or the AmeriCorps program.”

H. SUSPENSION OR TERMINATION OF GRANT Regulations related to CNCS’s authority to suspend or terminate this grant are contained in 45 CFR § 2540.400. In addition, a grantee may suspend or terminate assistance to one of its subgrantees, provided that such action affords the subgrantee, at a minimum, the notice and hearing rights described in 45 CFR § 2540.400. I. FIXED AMOUNT AWARDS Fixed Amount grants are not subject to the Federal Cost Principles. For Education Award (EAP) programs, the fixed federal assistance amount of the grant is based on the approved and awarded number of full-time (MSYs) members specified in the award. For full-cost and Professional Corps Fixed Amount grants the fixed federal assistance amount of the grant is based on the approved and awarded numbers of full-time members and their completion of their terms of service. For EAPs, the final amount of grant funds that the grantee may retain is dependent upon the grantee’s notifying CNCS’s National Service Trust of the members that it has selected (but not limited to the number of members allotted to the grantee as specified in the award). All such members must carry out activities to achieve the specific project objectives as approved by CNCS. At closeout, CNCS will calculate the final amount of the grant based on Trust documentation. CNCS will recover any amounts drawn down by the grantee in excess of the final grant amount allowed based on member selection documentation in the Trust. For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment Management System based on the number of members who complete a full term of service or if the member leaves before completing service, a pro-rated amount based on hours served. Full-cost and Professional Corps programs may draw up to 20% of the funds within the first two months to cover start-up costs (recruitment and application, training, criminal history checks, etc.). Funds drawn after that should be based on the number of members on board at the time and the percentage of hours completed. Annually and at closeout, CNCS will calculate the final amount of the grant for the year or entire project period (at closeout) based on the number of successful completions of terms of service (as certified by the program) as well as the hours served in terms of service which were not certified as successfully completed. J. TRAFFICKING IN PERSONS This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104).


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1. Provisions applicable to a recipient that is a private entity.

a. You as the grantee and your employees may not: i. Engage in severe forms of trafficking in persons during the period of time that the

grant is in effect; ii. Procure a commercial sex act during the period of time that the grant is in effect;

or iii. Use forced labor in the performance of the grant.

b. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it, i. Is determined you have violated a prohibition in paragraph (a.) of this grant term;

or ii. Has an employee who is determined by the agency official authorized to terminate

the grant to have violated a prohibition in paragraph (a.) of this grant term through conduct that is either: (a.) Associated with performance under this grant; or (b.) Imputed to you using the standards and due process for imputing the

conduct of an individual to an organization that are provided in 2 CFR Part 180, “OMB guidelines to Agencies on Governmentwide Debarment and Suspension (Non-procurement),” as implemented by our agency at 2 CFR Part 2200.

2. Provisions applicable to a grantee other than a private entity. We as the federal awarding

agency may unilaterally terminate this grant, without penalty, if it –

a. Is determined to have violated an applicable prohibition of paragraph (1.)(a.) of this grant term; or

b. Has an employee who is determined by the agency official authorized to terminate the grant to have violated an applicable prohibition in paragraph (1)(a.)(i.) of this grant term through conduct that is – i. Associated with performance under this grant; or ii. Imputed to you using the standards and due process for imputing conduct of an

individual to an organization that are provided in 2 CFR Part 180, “OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),” as implemented by our agency at 2 CFR Part 2200.

3. Provisions applicable to any grantee.

a. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph (1.)(a.) of this grant term.

b. Our right to terminate unilaterally that is described in paragraph (1.) and (2.) of this section: i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000

(TVPA), as amended (22 U.S.C. 7104(g)), and ii. Is in addition to all other remedies for noncompliance that are available to us

under this grant.


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c. You must include the requirements of paragraph (1.)(a.) of this grant term in any sub-grant you make to a private entity.

4. Definitions. For purposes of this grant term:

a. “Employee” means either: i. An individual employed by you or a subgrantee who is engaged in the

performance of the project or program under this grant; or ii. Another person engaged in the performance of the project or program under this

grant and not compensated by you including, but not limited to, a volunteer or individual whose service are contributed by a third part as an in-kind contribution toward cost sharing or matching requirements.

b. “Forced labor” means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery.

c. “Private entity”: i. Means any entity other than a State, local government, Indian tribe, or foreign

public entity, as those terms are defined in 2 CFR § 175.25. ii. Includes:

(a.) A nonprofit organization, including any non-profit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR § 175.25(b).

(b.) A for-profit organization. d. “Severe forms of trafficking in persons,” “commercial sex act,” and “coercion” have

the meanings given at section 103 of the TVPA, as amended (22 U.S.C. § 7102).

K. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL IDENTIFIER REQUIREMENTS

1. Requirement for Central Contractor Registration (CCR): Unless you are exempted from

this requirement under 2 CFR § 25.110, you as the recipient must maintain the currency of your information in the CCR until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term.

2. Requirement for Data Universal Numbering System (DUNS) Numbers. If you are

authorized to make subawards under this award, you: a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of

this award term) may receive a subaward from you unless the entity has provided its DUNS number to you.

b. May not make a subaward to an entity unless the entity has provided its DUNS number to you.


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3. Definitions. For purposes of this award term:

a. Central Contractor Registration (CCR) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the CCR Internet site (currently at http://www.ccr.gov).

b. Data Universal Numbering System (DUNS) number means the nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. A DUNS number may be obtained from D&B by telephone (currently 866-705-5711) or the Internet (currently at http://fedgov.dnb.com/webform).

c. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C:

i. A Governmental organization, which is a State, local government, or Indian Tribe;

ii. A foreign public entity; iii. A domestic or foreign nonprofit organization;

iv. A domestic or foreign for-profit organization; and v. A Federal agency, but only as a subrecipient under an award or subaward to a

non-Federal entity. d. Subaward: i. This term means a legal instrument to provide support for the performance of any

portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient.

ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. ----.210 of the attachment to OMB Circular A-133, “Audits of States, Local Governments, and Non-Profit Organizations'').

iii. A subaward may be provided through any legal agreement, including an agreement that you consider a contract.

e. Subrecipient means an entity that: i. Receives a subaward from you under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward.

L. TRANSPARENCY ACT AWARD TERM (for Grants and Cooperative Agreements of $25,000 or More)

Reporting Subawards and Executive Compensation:

1. Reporting of first-tier subawards. a. Applicability. Unless you are exempt as provided in paragraph 4 of this award term,

you must report each action that obligates $25,000 or more in Federal funds that does not include Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a subaward to an entity (see definitions in paragraph 5. of this award term).

b. Where and when to report.


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i. You must report each obligating action described in paragraph 1.a. of this award term to http://www.fsrs.gov.

ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.)

c. What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify.

2. Reporting Total Compensation of Recipient Executives. a. Applicability and what to report. You must report total compensation for each of your

five most highly compensated executives for the preceding completed fiscal year, if-- i. the total Federal funding authorized to date under this award is $25,000 or more;

ii. in the preceding fiscal year, you received-- (a.) 80 percent or more of your annual gross revenues from Federal procurement

contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR §170.320 (and subawards); and

(b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR §170.320 (and subawards); and

iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

b. Where and when to report. You must report executive total compensation described in paragraph (2.)(a.) of this award term:

i. As part of your registration profile at http://www.ccr.gov. ii. By the end of the month following the month in which this award is made, and

annually thereafter. 3. Reporting of Total Compensation of Subrecipient Executives. a. Applicability and what to report. Unless you are exempt as provided in paragraph 4.

of this award term, for each first-tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly

compensated executives for the subrecipient's preceding completed fiscal year, if-- i. in the subrecipient's preceding fiscal year, the subrecipient received-- (a.) 80 percent or more of its annual gross revenues from Federal procurement

contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR § 170.320 (and subawards); and

(b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards; and


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ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

b. Where and when to report. You must report subrecipient executive total compensation described in paragraph 3.a. of this award term:

i. To the recipient. ii. By the end of the month following the month during which you make the

subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year.

4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under

$300,000, you are exempt from the requirements to report: a. Subawards, and b. The total compensation of the five most highly compensated executives of any

subrecipient. 5. Definitions. For purposes of this award term:

a. Entity means all of the following, as defined in 2 CFR Part 25: i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for-profit organization; v. A Federal agency, but only as a subrecipient under an award or subaward to a

non-Federal entity. b. Executive means officers, managing partners, or any other employees in management

positions. c. Subaward:

i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient.

ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. ---- .210 of the attachment to OMB Circular A-133, ``Audits of States, Local Governments, and Non-Profit Organizations'').

iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract.

d. Subrecipient means an entity that: i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward.


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e. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR § 229.402(c)(2)):

i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar

amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.

iii. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees.

iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans.

v. Above-market earnings on deferred compensation which is not tax-qualified. vi. Other compensation, if the aggregate value of all such other

compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000.


29


Page 1

STATE APPLICATION IDENTIFIER:

10EDHAZ001

FEDERAL IDENTIFIER:

12ED136932

2b. APPLICATION ID:

3. DATE RECEIVED BY STATE:

01/18/12

4. DATE RECEIVED BY FEDERAL AGENCY:

Coconino County Community ServicesLEGAL NAME:

5410 E. Commerce Avenue

Miquelle ScheierNAME:

(928) 679-8161

TELEPHONE NUMBER:

(928) 679-8151 FAX NUMBER:

[email protected] E-MAIL ADDRESS:

8660004416. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT:

8. TYPE OF APPLICATION (Check appropriate box).

If Amendment, enter appropriate letter(s) in box(es):

94.00610a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:

AmeriCorps Fixed Amount Grant10b. TITLE: MACC Sustainable Natural Resources Corps

11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:

Arizona: all cities all counties; Colorado: Durango and La Plata County; Nevada: all cities, all counties; New Mexico: Taos and all northern cities and counties; Texa

12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):

10/01/12START DATE: 12/31/13END DATE: AZ 001

$ 585,000.00a. FEDERAL

$ 0.00b. APPLICANT

$ 0.00c. STATE

$ 0.00d. LOCAL

$ 0.00e. OTHER

$ 585,000.00g. TOTAL

Jeff Davis

a. TYPED NAME OF AUTHORIZED REPRESENTATIVE:

Sr. Admin

b. TITLE:

(928) 679-8160

c. TELEPHONE NUMBER:

01/18/12

e. DATE SIGNED:

Local Government, Municipal

2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS):

1. TYPE OF SUBMISSION:

Non-Construction

5. APPLICATION INFORMATION

NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes):

ADDRESS (give street address, city, state, zip code and county):

A. AUGMENTATION B. BUDGET REVISION

C. NO COST EXTENSION D. OTHER (specify below):

9. NAME OF FEDERAL AGENCY:

Corporation for National and Community Service

13. PROPOSED PROJECT: 14. CONGRESSIONAL DISTRICT OF:

15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS?

YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON:

DATE:

17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?YES if "Yes," attach an explanation. NOX

18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCEIS AWARDED.

APPLICATION FOR FEDERAL ASSISTANCE

Flagstaff AZ 86004 - 2904

NEW

CONTINUATION AMENDMENTX

7b.

7a.

01/18/12

Local Government - County

f. PROGRAM INCOME $ 0.00

PART I - FACE SHEET

DUNS NUMBER: 018094560

Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application

NEW/PREVIOUS GRANTEE

11.b. CNCS PROGRAM INITIATIVE (IF ANY):

X NO. PROGRAM IS NOT COVERED BY E.O. 12372

d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:

Year #:

X

3

a.Applicant b.Program AZ 001

County:



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Executive Summary

Rationale and Approach

The Mountain Alliance of Conservation Corps provides youth workforce development and natural and

cultural resource conservation services in collaboration with a wide variety of land and resource

management agencies across 5 southwestern states. Corpsmembers receive on the job work skills and

leadership training through implementation of projects to protect communities from wildfire, improve

native plant and animal habitat, and provide greater, less damaging outdoor recreational

opportunities.

A. RATIONALE AND APPROACH

1. COMPELLING COMMUNITY NEED

Programming proposed herein will serve to address three community needs across six southwestern

states:

Public Lands Maintenance

The southwestern United States is unique in that it contains huge amounts of undeveloped public land

that is crucial to maintaining biodiversity a clean environment, and local economies. Arizona,

Colorado, Nevada New Mexico, Texas and Utah are home to millions of acres of national and state

forest lands, parks, and other public spaces. Any recent visitor to the region knows there are

maintenance challenges that threaten these places resulting in diminished visitor experiences.

The Government Accountability Office identifies high-risk areas to focus on the need for broad-based




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transformations to address major economy, efficiency, or effectiveness challenges. In a 2005 report,

one of these was the high level of backlogged maintenance and infrastructure improvements on our

nation's public lands. Land management agencies at all levels face challenges in adequately

maintaining the natural resources under their stewardship, and in maintaining facilities and

infrastructure. These agencies own, build, purchase, and contract services for assets such as trails,

open spaces, visitor centers, schools, office buildings, roads, bridges, dams, irrigation systems, and

reservoirs; however, repairs and maintenance on these facilities have not been adequately funded. The

deterioration of these facilities and infrastructure has adversely affect the visitor experience and public

health and safety, reduced employees' morale and productivity, and increased the need for costly

major repairs or early replacement of structures and equipment.

Maintaining public lands also promotes biodiversity which is important for healthy ecosystems to help

regulate the Earth's climate. According to the Convention on Biological Diversity the conservation of

habitats can reduce the amount of carbon dioxide released into the atmosphere. Unfortunately, many

of the southwest's natural ecosystems have become exploited due to over-use. Over-recreation of the

Southwest's public lands due to an ever-growing population has caused many natural ecosystems to

become fragmented, limiting the amount of biodiversity in that area. Conservation and protection of

the southwest's open space and public lands therefore can not only reduce maintenance backlogs,

stimulate local economies and protect biodiversity, but may also play a role in slowing the rate of

climate change.

Meaningful Youth Opportunity

In addition to high percentages of public lands in southwestern states, many rural areas are




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characterized by low levels of primary and secondary industries. This combined with unhealthy

ecosystems serves to reduce the availability of meaningful developmental and employment

opportunities for regional youth. Thousands of young people across the region, especially within rural

areas and on Native American reservations, grow up in severely distressed communities. These youth

are more likely to be at risk of school failure, unemployment, criminal behavior and persistent

poverty.

The Next Generation of Public Lands Managers

Finally, there is a regional and national need for trained natural resource and conservation

professionals to begin filling vacancies with local, state and federal land management agencies created

by the 'graying' of the workforce. Large numbers of retirees coupled with smaller numbers of younger

employees entering the workforce will have devastating effects on local, state and federal agencies'

abilities to manage public lands and natural and cultural resources. A trained cadre of youth and

young adults is needed to secure the future of our nation's open spaces.

Specific characteristics of each proposed service area follow:

Arizona

Arizona has the 3rd largest percentage of public land of any state in the nation. In northern Arizona,

the federal government - primarily land management agencies is one of the largest employers. Yet

the task of managing and maintaining these lands and assets is too large to be accomplished by

available resources alone. Land managers seek out partnerships to address unmet maintenance




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needs, but find few resources available to them.

According to the 2000 US Census, northern Arizona is among the most rural areas in the state. In

addition, 86 % of the region is comprised of public and reservation lands. These conditions, combined

with an arid climate, an unhealthy forest ecosystem and a resulting lack of industry and investment

contribute to a poverty rate of 18.2 percent with 13.1 percent of families living below the federal

poverty level. In turn, opportunities for job training, skill development and experiential education for

youth are diminished.

Colorado

Colorado's public lands provide some of our nation's most spectacular destinations for outdoor

Because of significant maintenance backlogs, these areas, and many other outstanding natural and

recreational assets in Colorado are at risk. Public lands and the ability to enjoy them is a fundamental

part of Colorado's identity, state culture and economy. Active outdoor recreation contributes $10

billion annually to the state's economy. Maintenance backlogs on these lands not only threaten

ecosystem health, but quality visitor experiences and local economies.

High school graduation rates in the region in 2003 averaged 62.4%; significantly lower than the

statewide average of 83.6%. Additionally, 40% of youth who are not in school are unemployed. These

low skilled, non-college bound youth often end up working multiple low-paying service and retail

trade sector jobs, sharing residences with numerous roommates, making long commutes or giving up

basic items such as health insurance.




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Nevada

In 2007, land management budgets were cut in excess of 15%. As a result federal and state agencies

seek ongoing assistance from partners to address critical conservation initiatives such as forest

restoration and community wildfire protection, invasive species and noxious weeds threats,

unmanaged and overused recreational trails, newly created wilderness areas, watershed restoration,

erosion control and habitat protection.

New Mexico

Over 65 % of Taos County is public land. New Mexico State Forestry has identified 11 wild land urban

interface zones at risk of catastrophic forest fires in this region. This poses a threat to the region's

fragile economy, environment and future youth opportunities. The 2006 National Partnership

Outdoors Conference identified the need to support partnerships in communities that are dependent

upon a tourism industry built on healthy and accessible public lands.

In New Mexico, 25 % of youth aged 18 to 24, live in poverty and 20 % are not attending school, not

working and have no degree beyond high school (2008 Kids Count). According to the New Mexico

Department of Workforce Solutions, unemployment and poverty rates in New Mexico counties exceed

national rates. Isolated and living below the poverty level, youth find few opportunities to develop

meaningful work skills, improve their academic performance, or consider post secondary educational

options.

Texas




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In the Austin area, the acreage of open-space, public parks, and preserves is among the highest in the

nation, yet resources available to develop public access and maintain the environmental integrity of

these sites is below average (American College of Sports Medicine). Statewide, the acreage and

funding of parkland per capita is among the lowest in the nation (Bureau of Census).

Without full capacity to undertake trail projects on lands they manage, the Texas Parks and Wildlife

Department seeks partnerships to perform trail restoration activities around the state that would

otherwise go unfunded. These community needs also demonstrate a need for trained workers in the

public and private sector job markets. Both Workforce Solutions and the Austin Chamber of

Commerce have noted the need for youth job training opportunities around natural resource

conservation.

Utah

Southern Utah communities are identified as major wildfire hazards by the State Division of Forestry

In addition, the canyon country of the region is choked with noxious and invasive plant species. High

percentages of public lands, increasing tourism and reductions in funding have left many land

managers with significant maintenance backlogs

Southern Utah is characterized by high levels of unemployment (12.3%), low levels of income

($21,996 per capita), large concentrations of low-income families (55.7% Native American), lack of

employment opportunities, and reduced tax base due losses of primary industry. 50% of students in

San Juan County are Navajo. Of these 90% are on free/reduced lunch; 53% are classified as homeless;




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38% have been caught in assaults and fighting; 21% have been caught carrying weapons; 31% have

used alcohol; and, 39% have used drugs.

In tough economic times, our nation has mobilized millions of people to conserve and protect its most

vital resources, producing lasting benefits for society and providing individuals with opportunities and

new skills. Programming proposed herein can do this and more, by employing people from the most

vulnerable sectors of our economy in jobs that will enhance their future employability, invigorate

them with an enhanced sense of civic pride, and accomplish critical conservation projects on

America's public lands.

2. DESCRIPTION OF ACTIVITIES AND MEMBER ROLES

Activities

The Mountain Alliance of Conservation Corps (MACC) proposes to operate a multi-state natural and

cultural resource conservation program known as the Sustainable Natural Resources Corps (SNRC).

Across a six state region, youth and young adults will enroll as AmeriCorps members and will engage

in direct, hands on conservation of America's public lands and the maintenance of recreational

infrastructure through the implementation of critical resource conservation projects in partnership

with local, state and federal land management agencies. Corpsmembers will also serve to mobilize of

community volunteers in similar efforts around targeted days of National Service.

In addition, Corpsmembers, many from disadvantaged communities will gain skills necessary to

obtain career-oriented positions and educational opportunities in land management and conservation




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fields. As the current workforce ages, qualified applicants in these fields are increasingly in demand.

In addition, these jobs pay well, are attainable for a relatively modest training investment, and are

plentiful throughout the region.

Current Efforts and Partners

Combined, MACC has more than 60 years of experience operating youth and young adult workforce

development, Conservation Corps programs. Each MACC member Corps operates programs to serve

the training and employment needs of local and regional youth, while addressing critical, unmet needs

in their communities.

Existing MACC National Direct programming focuses on youth development through community

wildfire protection services such as forest thinning, Proposed SNRC programming expands upon

MACC's established record of success in this area by deepening the scope of trainings and work

experiences provided to members and broadening the amount of resource conservation services

provided to land management agencies and organizations. MACC will build upon existing

community relationships and partnerships with local, state and federal land management agencies to

provide more comprehensive resource conservation trainings for members and a wider variety of

project implementation services for partners.

In this way, proposed programming builds upon, without duplicating MACC's current efforts to

address regional needs.

Member Roles




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MACC, founded in February 2005, is composed of seven independent Conservation Corps: Coconino

Rural Environment Corps (CREC) in Flagstaff, AZ; Southwest Conservation Corps (SCC) in Durango,

CO and Tucson, AZ; Nevada Conservation Corps (NCC) in Reno, NV; Rocky Mountain Youth Corps

(RMYC) in Taos, NM; The Wellness Coalition (TWC) in Silver City, NM; American Youth Works

(AYW) in Austin, TX; and Canyon Country Youth Corps (CCYC) in Monticello, Utah. CREC will

serve as the prime grantee for proposed MACC SNRC programming.

All MACC member Corps will host one or more crews of 6 to 8 AmeriCorps members each. Crews

from each site will participate in joint trainings and 'signature' service projects in various sites across

the southwest. When not so engaged, teams will complete resource conservation service projects in

their home region.

Each of 95 full-time members will serve on a crew at one of seven MACC member Corps sites. All

members will receive comprehensive training in disaster response, chainsaw use, wildland fire

fighting, first aid/CPR, trail maintenance and construction, invasive plant eradication, watershed

restoration, erosion control, habitat restoration, and other resource conservation practices. Members

will then complete a wide variety of resource conservation projects representative of the trainings

received across six southwestern states.

In partnership with federal, state and local land management agencies members will directly improve

the quality of America's public lands through implementation of a wide variety of resource

conservation projects including but not limited to: trail construction and maintenance, forest

restoration, recreational infrastructure improvement, watershed restoration, invasive plant




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eradication, revegetation, erosion control, and plant and animal habitat improvement.

Additionally, members will serve to mobilize community volunteers around days of National Service

each year to implement resource conservation projects on public lands, and to foster an ethic of

conservation and environmental stewardship in their communities.

MACC requests 95 full-time slots. These slots will ensure that a highly trained and experienced year-

round conservation resource is available in each of the seven target regions such that project partners

in diverse geographic areas can accomplish their management goals when the climate and conditions

are best. Further full-time slots will serve to provide members with a sustained period of service,

multiple and frequent training opportunities and a year's worth of on-the-job work experience. The

number and type of slots requested will best serve to achieve the outcomes of proposed MACC SNRC

programming.

Non-Duplication, Displacement and Supplementation

MACC SNRC programming will not operate in violation of non-duplication, non-displacement and

non-supplementation requirements. Grant funds will not be used to replace state or local funding.

Proposed SNRC programming will provide services not currently available within the service areas of

MACC Corps. Resource conservation services provided by AmeriCorps members will not displace

existing volunteers or supplant the hiring of employees in the community. Nor will any AmeriCorps

member replace any employee or infringe on an employees promotional potential.

All MACC SNRC programming will be implemented in partnership with local, state and federal land




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management agencies and conservation organizations, where the service activities provided by

AmeriCorps members adds value to existing regional resource conservation efforts and builds

community capacity to perform such activities.

Development, Training, Supervision and Desired Outcomes

MACC SNRC plans for member development, training and supervision will contribute to achieving

desired program outcomes. MACC's training plan ensures members possess the skills and motivation

to perform a wide variety of resource conservation service activities. The training and orientation

members receive prior to service projects provides a clear understanding of AmeriCorps policies and

procedures. Training also equips members with the skills to complete the conservation and job

training outcomes identified herein.

Beginning in Orientation and continuing during the service term, trainings will occur on actual

project sites while accomplishing project partner goals such as habitat restoration, trail construction,

and other public land improvement projects. Trainings also include compassionate communication,

teamwork and employment readiness components. Trainings prepare members to perform quality

work on service projects and provide the conservation skills needed to successfully transition out of the

program and into the job market.

MACC SNRC Crew Supervisors ensure that project implementation meets identified standards of

quality and provide the support members need to have a positive experience. SNRC members will be

supervised by non-AmeriCorps Crew Supervisors in the field full time. Oversight of Crew Supervisors

will be provided by program staff at each MACC Corps. This level of supervision in the field and from




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program administration will ensure all desired outcomes are being met including work project quality

and completion, and a high rate of satisfaction from project partners and members.

Prohibited Service Activities

All 7 MACC Corps have experience operating AmeriCorps programs and ensuring compliance with

rules on prohibited service activities. MACC will ensure that all AmeriCorps members receive a full

orientation on prohibited activities. MACC sites incorporate a full listing of prohibited service activities

into member service agreements. MACC sites are seasoned AmeriCorps programs and understand the

importance of compliance with prohibited service activities.

Added Value

MACC is proud of current youth workforce development and community service efforts. Continued

National Direct funding will add value to existing service activities by expanding and diversifying

implementation of training and skill development programs for members and of vital conservation

projects for regional land managers. Funding will enable the expansion of service term offerings for

several MACC member Corps, enabling Corps to enroll full-time members where they otherwise may

not be able to do so. Continued funding will increase collaboration among MACC members Corps in

the areas of recruitment, training, project implementation, member support and program

management, thereby increasing Corps capacity across the southwest.

3. MEASURABLE OUTPUTS AND OUTCOMES




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Priority Areas and Standard Performance Measures

Proposed MACC SNRC programming will address the Clean Energy/Environment and Opportunity

priority areas and will be using standard performance measures.

Clean Energy/Environment

MACC SNRC members will implement a minimum of 50 resource conservation projects each year

that result in the renewal and rehabilitation of 1000 acres of national parks, state parks, city parks,

county parks, or other public lands. In addition, 90% of project partners will report that the quality of

the lands affected improved or significantly improved.

MACC SNRC members will also implement a minimum of 50 resource conservation projects each

year that clean, improve or create 100 miles of trails or rivers. In addition, 90% of project partners

will report that the quality of the lands affected improved or significantly improved.

The long term impacts of these outputs and intermediate outcomes will be a reduction in the backlog

of maintenance projects and other unmet environmental needs on America's public lands.

Opportunity

Of the 95 AmeriCorps members engaged each year through MACC SNRC programming, 30 or 31.5%

will be economically disadvantaged individuals who were unemployed prior to their term of service.




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Of the 95 AmeriCorps members engaged each year through MACC SNRC programming, 50 or 52.6%

will be economically disadvantaged individuals that secure employment during their term of service or

within one year after finishing AmeriCorps.

The long term impacts of these outputs and intermediate outcomes will be the building of character

within members and the creation of career and educational opportunities through the volunteer

experience.

Tracking Systems

MACC SNRC programming will use weekly project accomplishment reports filled out and submitted

by Crew Supervisors to track acres of lands renewed and rehabilitated and miles of trails and rivers

cleaned, improved and created. Project partners will complete satisfaction surveys at the end of each

project to report on the extent to which the condition of the lands treated was improved.

Members' economic and employment characteristics will be assessed using pre and post surveys and

evaluations and alumni contact networks.

All output and outcome data will be logged into a database by MACC Corps staff weekly and monthly

and used to report accomplishments annually to CREC as the prime grantee and to CNCS.

4. PLAN FOR SELF-ASSESSMENT AND IMPROVEMENT

MACC has the following systems in place to track progress towards achieving performance measures,




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reinforce evaluation practices, analyze evaluation results and continuously improve program

performance:

1. Each MACC site collects data from project sponsors, partners and other stakeholders on all project

outcomes and accomplishments using evaluations and surveys. MACC uses the data to measure

progress toward meeting program objectives, to assess strengths and weaknesses and to continuously

improve program performance.

2. MACC collects formal and informal feedback from members throughout the program term using

member evaluations, Corpsmember councils, suggestion boxes, journals and newsletters. Crew

Supervisors also provide regular feedback to MACC staff members. During joint projects and trainings,

round table discussions enable members to provide feedback to MACC staff members.

3. Each MACC site engages in annual strategic planning to assess strengths and weaknesses and

assess overall operations, making changes and adjustments accordingly. Feedback from project

partners and members collected throughout the year figure prominently in these planning sessions.

5. COMMUNITY INVOLVEMENT

MACC Corps work closely with federal, state and local land management agencies to address a wide

variety of natural resource conservation needs. Partner agencies identify needs on public lands and

work with MACC Corps and community stakeholders to design and plan implementation strategies.

Partners also regularly provide financial contributions for project implementation.




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These relationships and roles will continue through the proposed three-year grant cycle. MACC will

broaden this collaborative process by continuing to strengthen partnerships, increase community

outreach, and expand project implementation. A sampling of representative partners across all MACC

sites includes:

Arizona

Local fire departments; Greater Flagstaff Forest Partnership; National Forest Service; National Park

Service; Bureau of Land Management; AZ Game and Fish Department; Rural Communities Fuels

Management Partnership; Northern AZ University; Ecological Restoration Institute.

Colorado

Colorado State Parks, Colorado Division of Wildlife, San Juan National Forest, San Juan Public Lands

Center, Walton Family Foundation, Nature Conservancy, Canyon of the Ancients National

Monument, Cibola National Forest, City of Durango, Town of Ignacio, Colorado Workforce Center

New Mexico

US Forest Service-Questa Ranger District; Bureau of Land Management Taos Field Office; Town of

Taos; Village of Questa; Forest Guild; Rivers & Birds; Taos County Soil and Water Conservation

District; Amigos Bravos; Taos Land Trust; Gila National Forest; Gila Conservation Education Center;

Hidalgo Medical Services; and El Refugio Health and Social Services.




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Nevada

Nevada Fire Safe Council, Nevada Division of Forestry, Bureau of Land Management, National Park

Service, Nevada State Parks, National Forest Service.

Texas

National Park Service, Texas Parks and Wildlife Dept., City of Austin Parks and Recreation Dept., City

of Austin Watershed Protection Dept., Austin Water Utility Wildlands Conservation Division, Austin

Parks Foundation, Hill Country Conservancy, PODER (an Hispanic environmental organization),

Tree Folks, Campo El Ranchito/Sheild-Ayers Ranch, Miller Blueprint, REI, and Austin Community

College.

Utah

Eastland Fire Protection District; National Forest Service; Bureau of Land Management; National

Park Service; Ute Mountain Agency; Plateau Restoration; College of Eastern Utah; San Juan County

School District; City of Monticello.

6. RELATIONSHIP TO OTHER NATIONAL AND COMMUNITY SERVICE PROGRAMS

Collaboration with Other National and Community Service Programs

All MACC member Corps operate other National and Community Service programs in a spirit of




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cooperation and collaboration. CCYC, SCC, CREC and AYW serve as Education Award Programs

(EAP) under larger National Direct grantees such as the Corps Network. SCC, CCYC and AYW both

operate VISTA programs. CREC, RMYC, NCC and TWC operate State programs and have strong

relationships with their respective Commissions and other State funded programs. All seven programs

are active members of The Corps Network. A description of these and other collaborations follows:

Arizona

CREC spearheaded the formation of MACC in 2005 as an effort to partner and share resources with

Conservation Corps across the region. CREC is a current National Direct grantee. CREC regularly

participates in statewide AmeriCorps events and values its place in the Arizona National Service

community. CREC's multiple AmeriCorps programs each offer unique services to members and

communities and are not duplicative of each other.

Colorado

SCC participates as a member of the Colorado Youth Corps Association, a collaborative of 11 Corps

across the state. SCC recently merged with the Youth Corps of Southern Arizona to maximize

resources, build long-term sustainability for both programs, and expand service opportunities for

young people.

New Mexico

RMYC and TWC work with four other emerging Corps across New Mexico. An anchor organization




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of the New Mexico Community Foundation, RMYC works to expand programming within other

Corps.

Nevada

NCC operates a State program, and is an active members of the Corps Network.

Texas

AYW is widely connected with the National Service community of Texas, regularly developing

partnerships for projects and volunteer opportunities and engaging a wide variety of community

stakeholders in program offerings.

Utah

CCYC developed a partnership with the Utah Conservation Corps (UCC) facilitating Corpsmember

and Supervisor exchanges.

Consultation with State Commissions

MACC has provided State Commission contact information to each Corps involved in this proposal.

Each Corps has consulted either verbally or in writing with their respective commission regarding

proposed SNRC National Direct programming and while Nevada, Arizona and Utah did not require a

consultation form; forms have been completed and collected from Colorado, New Mexico and Texas.




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Organizational Capability

No issues or concerns over duplicity were raised by any of the six commissions. Each MACC member

Corps enjoys existing strong relationships with the respective state commissions and looks forward to

continued collaboration through SNRC National Direct programming.

7. POTENTIAL FOR REPLICATION

MACC is a unique partnership between seven similar programs to provide a network of services across

a vulnerable six-state region. In addition to the SNRC, MACC Corps have shared staff, conducted joint

visits to project sponsors, identified and agreed to a list of high quality program standards and built a

shared website. The Directors of MACC Corps conduct joint quarterly conference calls and are

exploring a common training and educational curriculum. SNRC strengthens MACC by providing

additional programmatic ties.

MACC is prepared and excited to share this collaborative model with other Corps and National Service

programs through the Corps Network Annual Forum, State Commission events, and through other

National Service conferences and events in order to promote how such regional collaboratives can

produce efficiencies and maximize capacity for individual programs.

D. ORGANIZATIONAL CAPABILITY

1. SOUND ORGANIZATIONAL STRUCTURE

Ability To Provide Sound Programmatic And Fiscal Oversight




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History

MACC was established in February 2005 as a working group of Conservation Corps within the Four

Corners area; for the purpose of strengthening regional Corps capacity and collaboration. The four

initial MACC member Corps: CCYC, CREC, RMYC and SCC, have conducted joint project sponsors

visits, identified and agreed to a comprehensive list of high quality program standards, built a shared

website, and conducted joint trainings and service projects. In spring of 2006, NCC gained MACC

membership, and in 2008 AYW and TWC also became members. This growth has expanded

organizational reach over six southwestern states.

CREC will continue to serve as the prime applicant, fiscal agent and "parent" for expanded MACC

programming. CREC, established in 1997 as a cooperative partnership between the National Forest

Service and Coconino County, has been under the direction of Coconino County's Community

Services Department since 1999. CREC has administered State awards for most of its history, has

participated in an EAP since 2000, and has successfully managed over $15 million in local, state and

federal grants and contracts.

CREC has served as the prime grantee for existing MACC National Direct programming since 2008

and National Direct Recovery programming since 2009. CREC staff has provided effective training,

technical assistance and fiscal and programmatic monitoring to sites and has consistently ensured

that all reporting requirements and performance measurements are met and exceeded.

Site Support and Oversight




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Using Cooperative Agreements with each MACC Corps, CREC will continue to provide centralized

management, oversight and reporting for MACC programming, but will rely on the capable staff of

individual Corps to administer each site. A management team, composed of the Directors of each

program site convenes quarterly to organize and evaluate program efforts and key financial staff

members from each site form a fiscal team and meet monthly and quarterly by telephone conference

call to facilitate reporting and compliance.

Each MACC member Corps has a history of administering successful National Service programs with

natural resource conservation components. Key staff is in place to provide administrative and fiscal

oversight, and to ensure safe and efficient program operations and positive and rewarding member

experiences. Each Corps has experience with and staff necessary to administer state and federal

grants, and each member Corps has successfully administered AmeriCorps grants; either as current

MACC National Direct sub-grantees, State sub-grantees or through EAPs.

Site Selection

MACC member sites are selected through an established process of adopted program standards. All

sites have demonstrated compliance with these standards, which are available on the MACC website

at http://www.mountaincorps.org/. These standards incorporate required AmeriCorps criteria

including quality, innovation, sustainability, quality of leadership, past performance, community

involvement, and program model and activity.

Current Site Relationships




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Each MACC Corps is a current sub-grantee of CREC, either through National Direct programming or

through National Direct Recovery programming. Site Agreements are in place with each Corps and

financial reimbursements and fiscal and programmatic monitoring occurs monthly and quarterly.

In addition, all MACC member Corps work to build regional Corps capacity through shared project

work, training and educational opportunities, and staff and member exchanges. Proposed MACC

SNRC programming represents an expansion of these existing relationships into new, broader and

deeper conservation services, member experiences, and geographic areas.

Site Monitoring

As the prime grantee, CREC utilizes a formal monitoring policy and tool to ensure site compliance

with all fiscal and programmatic requirements. This monitoring strategy includes monthly financial

reviews, quarterly MACC Site Director conference calls, quarterly desk monitoring, and Annual

Performance Reports. These measures serve to provide all necessary information regarding

compliance expectations and to identify areas where training and technical assistance may be needed.

The monitoring policy also includes a corrective action plan that clearly delineates the steps,

expectations and timelines required when compliance issues are detected.

Site Connections

All MACC Corps operate similar National Service programs. Commonly, members, supervisors and

staff are exchanged among programs, and opportunities for collaboration are explored and




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implemented. Through a common identity as the SNRC, and through joint trainings, service projects

and recognition and Esprit de Corps events, all sites will continue to develop strong connections and to

unify in mission under the MACC banner.

The SNRC at each site will add value and capacity to member Corps' current efforts towards natural

resource conservation by promoting expanded project implementation, community outreach and

education and volunteer generation. AmeriCorps support will continue to strengthen the connections

between similar Corps programs across the southwest and regional land management agencies;

building long-term bonds, increased partnership and collaboration and increased regional

conservation resources.

Board Of Directors, Administrators, And Staff

MACC is a working collaborative governed by a Board comprised of the Directors of its member

Corps. SCC and RMYC are independent non-profit organizations. CCYC, AYW, TWC and NCC are

part of larger non-profits and CREC is a program of local government. As the prime grantee, CREC

will continue to provide program oversight and administration with the support of Coconino County.

Programming at each site will be coordinated and managed by administrative and fiscal teams in

place at each Corps.

As a program of Coconino County's Community Services Department, CREC is represented and

governed by the elected members of the Coconino County Board of Supervisors, and is supported by

community stakeholders and the full fiscal and administrative structure of local government. In

addition, key program staff will be paramount in the administration of the proposed program:




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Dustin Woodman, CREC Program Director is a Certified Public Manager and has managed CREC

programming since 2005.

Robin Mosness, CREC's Business Manager holds two Master's Degrees in Budget and Finance and has

over 20 years experience in budget, finance and grant management.

Corps specific qualifications include:

Colorado

Key SCC staff members include:

Kathryn Coryell, Vice-President of Business has more than 20 years of financial management

experience

David Critton, Vice-President of Site Leadership, has 10 years experience with the Student

Conservation Association

Amy Foss, Director of Operations, has served with SCC's Four Corners office as Program Director,

Logistics Coordinator and Crew Leader

Chris Nesset, Executive Director has been with SCC since 2002.




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New Mexico

RMYC Executive Director Carl Colonius is a recognized leader in his field serving as Chair of the

Board of Directors of the Corps Network.

Field Program Director Ben Thomas holds a BS in Recreation Management.

Training Director Jamie Radenbaugh has 7 years of experience providing positive development

opportunities for youth.

Finance Director Jeff Jordy has 25 years of public and private accounting experience

TWC's Executive Director Sam Castello has successfully developed and directed a set of dynamic

multi-organization collaborative programs.

Wally Lawder, Wellspring Coordinator is an expert in meeting the needs of social service providers,

having spent 16 years in the field.

Jo Lynn Slaughter, TWC Office Manager for the last 4 years.

Fiscal Manager Freddy Barragan was a Lead Auditor with the State of New Mexico for 15 years.

Nevada




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Jerry Keir, Executive Director and founder of the NCC has served as an AmeriCorps Service-Learning

Coordinator and a Promise Fellow.

Program Director Matt Johnson completed two terms of service with AmeriCorps and has managed

NCC programs for the 3 years.

Mike O'Carroll, CPA, has successfully completed six A133 audits with the NCC without findings.

Texas

Melinda Wheatley, AYW's acting CEO has 12 years of experience managing charter schools and other

nonprofit programs.

COO Chester Steinhauser has a 15-year record of achieving 100% success in meeting/exceeding

program objectives.

Utah

Janet Ross, CCYC Executive Director has a B.A. in Outdoor Education and a M.S. in Experiential

Education. She has also worked for the National Park Service, Bureau of Land Management, and

U.S. Forest Service.

Tim Foulkes CCYC Program Manager received a B.A. in Recreation and Outdoor Leadership in 2002

and has 8 years of Corps management experience.




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CCYC Business Manager Pam Vafi has been reporting on the existing AmeriCorps National Direct

grant for 2 years.

Plan For Self-Assessment Or Improvement

Each MACC Corps has an internal system for ongoing assessment and improvement. MACC as a

whole mirrors the activities of each Corps by conducting quarterly conference calls to assess progress

at each site and for the program as a whole. As the prime grantee, CREC compiles individual Corps'

assessments and evaluations into annual reports allowing sites to learn from each other and

strengthen individually.

Site-specific examples include:

Arizona

CREC undergoes a comprehensive annual planning process. Planning sessions incorporate member

and partner feedback and address all program aspects including recruitment, training, fleet

management, safety and procurement.

Colorado

The SCC Board developed a comprehensive strategic plan in 2005 and updated the plan in 2007.

Each year, the organization undergoes an intensive process of developing annual objectives engaging




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staff. An integral part of this process is an annual all-Board and staff retreat.

New Mexico

At RMYC weekly management team meetings provide an opportunity for program directors to share

ideas, to monitor progress and for organizational decisions to be made. Project outcomes are evaluated

quarterly. RMYC also conducts an annual agency retreat including all staff.

TWC has an active Board of Directors that meets monthly to assess organizational performance. The

Executive Director and staff make regular reports on program activity and operational issues. The

Board also reviews TWC's Strategic Plan annually.

Nevada

NCC has comprehensive evaluation and monitoring protocols that provide a continuous feedback loop

of program achievement and effectiveness. This loop ensures that feedback from all participants,

partners and stakeholders which is incorporated into annual strategic planning.

Plan for Effective Technical Assistance

As the prime grantee, CREC will continue to provide orientation, training and technical assistance to

all MACC sites regarding financial and programmatic management.

CREC has developed a comprehensive site manual for MACC National Direct programming that is




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distributed to each site upon award of funds. This manual contains sections on member

management, financial management, reporting requirements, AmeriCorps Provisions and

Regulations, and examples of forms and reporting and tracking systems for each. Upon award of

funds, CREC hosts a meeting with all site Directors to orient them to the manual and to MACC

National Direct programming requirements.

CREC utilizes Site Agreements and Corrective Action Plans to clearly delineate the responsibilities of

the prime grantee and those of the sub-site and to provide a process for continuous improvement.

CREC's monitoring plan includes monthly financial reviews, quarterly MACC Site Director conference

calls, quarterly desk monitoring, and Annual Performance Reports that also serve to identify training

and technical assistance needs. These activities also provide avenues for the provision of training and

technical assistance when needed.

CREC management staff is available as training and technical assistance resources. CREC also

connects sites to training and technical assistance capabilities available at the AmeriCorps Resource

Center. These assets have been invaluable for MACC sites over the past two grant years. CREC also

forwards information to sites received from the National Direct List Serve such that all sites can have

the latest updates and information and be prepared when changes occur.

2. SOUND RECORD OF ACCOMPLISHMENT AS AN ORGANIZATION

Volunteer Generation and Support




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Each MACC Corps has a record of success with volunteer generation and support. Efforts serve to

increase the organizational capacity of each Corps. MACC Corps use volunteers in the following ways:

1. MACC Corps conduct community-wide volunteer service projects. RMYC operates AmeriCorps

Service Days that promote and support CNCS priorities. In 2004/2005 through the implementation of

RMYC AmeriCorps Community Service Days members recruited nearly 1,000 volunteers who

donated over 16,000 hours of service.

2. MACC Corps engage volunteers for on-going volunteer assignments. SCC engages middle and high

school youth in on-going public service projects. Students work with SCC to mitigate the

environmental impacts of border crossings and engage in education sessions with people on every side

of border issues.

NCC exceeded its common performance measurements in 2009 by recruiting 75 continuous

volunteers providing more than 2,000 hours of service.

AYW hosts large groups of civic and corporate volunteers for one day events to serve as mentors and

tutors working with students and Corpsmembers. AYW recruits and manages 300 volunteers

performing 1,800 hours of service every year.

3. MACC Corps encourage AmeriCorps members to conduct volunteer activities. While not counting

the members themselves as volunteers mobilized, MACC feels this is an important program

component to build a lifelong ethic of service. CREC Corpsmembers work to identify, publicize and

organize volunteer events in their communities.




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Organizational And Community Leadership

MACC Corps are leaders in their communities and are recognized locally and nationally as exemplary

programs. Each program has received awards and staff members from each site volunteer in their

own communities and frequently serve on local, state and national Boards. Site specific examples

follow:

Arizona

Recent CREC awards include:

2006 and 2007 Corps Network "Service Project of the Year".

2006 and 2007 Corps Network "Corpsmember of the Year".

2007 Alliance for Innovation "Outstanding Achievement in Local Government Innovation Award"

CREC's Program Manager also serves as Vice-Chair for Membership on the Corps Network Board of

Directors.

Colorado

Recent SCC awards include:

2008 Corps Network "National Strategic Partnership of the Year"




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2008 Durango Chamber of Commerce "Non-Profit of the Year"

2007 Coalition for Recreational Trails "Annual Achievement Award"

2007 Corps Network "National Corpsmember of the Year"

SCC staff members also serve on 31 Boards of Directors and/or Committees at national, regional and

local levels.

New Mexico

RMYC has been recognized by such groups as: After School for All: Project 2010, Clean Air Works, the

New Mexico Community Foundation, the Santa Fe Community Foundation and the Taos Chamber of

Commerce.

TWC's staff lead community classes for youth including breakdancing, writing workshops and local

open-mic poetry slam. TWC's Executive Director is a member of the New Mexico Telehealth Alliance

Board.

Nevada

Recent NCC awards include:

2005 Governor's "Points of Light Award" for outstanding organization

2001 Golden Pinecone Award for Environmental Leadership




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NCC's Executive Director serves on several Boards of Directors including Rainshadow Charter High

School and the Corps Network.

Texas

Recent AYW awards include:

National Trails Accessibility Enhancement Project of the Year

The Groundwater Stewardship Award

The Community Collaboration of the Year Award - Keep Austin Beautiful

2009 Project of the Year Award - Capitol Area Workforce Solutions

Utah

Recent CCYC awards include:

2004 Governor of Utah's Watershed Improvement Award

2004 BLM Utah Public Land Volunteer of the Year Award.

Success in Securing Match Resources

MACC is in year three of National Direct funding and all MACC member Corps are also current sub

grantees of State Commissions and/or other National Direct grantees. As such, MACC Corps have a

strong record of success in securing matching resources. CREC, the prime applicant has generated




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approximately $2 million in contributions from conservation project partners across Arizona during

2009.

In addition, each MACC member Corps has been successful in providing budgeted matching amounts

during the first two years of existing National Direct-funded programming. MACC matches existing

CNCS funding at more than 50%, well in excess of grant requirements.

While this MACC SNRC proposal is for a Fixed Amount Grant, MACC is aware that additional

funding is required to fully support proposed programming. MACC member Corps' strong record of

securing matching funds will thus continue to be integral for SNRC programming.

3. SUCCESS IN SECURING COMMUNITY SUPPORT

Collaboration

MACC itself is an outstanding example of a multi-state collaboration that increases the quality and

reach of regional Conservation Corps programming and produces positive and meaningful results in

multiple communities. In addition, each MACC Corps has numerous local and regional partnerships.

Arizona

Through partnership with over 20 land management agencies and institutions across Arizona, CREC

members help to address critical conservation issues through direct project implementation.




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CREC also leverages financial resources in collaborative efforts with partner agencies towards

increased and enhanced funding streams and greater and more efficient project implementation.

CREC's involvement in the Rural Communities Fuels Management Partnership is aimed at reducing

the risk of catastrophic wildfire in rural communities through a cost share program by which property

owners can reduce fuel loads on their properties at a subsidized rate.

Colorado

One of SCC's most important collaborations is a partnership with the Durango Adult Education

Center and Pueblo Community College to develop the nation's first multi-site non-profit center

focused on education.

Other SCC partnerships include the Senate Bill 94 Committee, the Durango Area Non Profit

Organization, the Durango Regional Education Center, the Southwest Colorado Workforce

Investment Board and the Southwest Colorado Youth Council.

New Mexico

TWC has expanded partnerships with the Gila Conservation Education Center to include increased

training and education opportunities for Corpsmembers.

Nevada

Annual service events such as National Trails Day, Make a Difference Day, the Martin Luther King,




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Jr. Day of Service, and Earth Day provide opportunities for NCC to work with community

organizations on service projects including trail maintenance, restoration, river clean-up, education

and outreach projects, and environmental awareness campaigns.

In addition to these collaborations, NCC has more than 20 existing partnerships in place with local,

state and federal agencies charged with land management.

Texas

AYW is supported by numerous partners, sponsors, collaborators, and community stakeholders

including employers, educational institutions, state and local government officials, community

organizations, and the regional workforce development system.

Utah

CCYC operates in partnership with four school districts in the four corners area, the Moab District of

the BLM, the Manti La Sal National Forest, the Utah Division of Wildlife Resources, the National Park

Service, the College of Eastern Utah, and Workforce Services.

Local Financial And In-Kind Contributions

Each MACC Corps engages local organizations and partners who contribute to the success of

individual efforts and to MACC programming overall.




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Arizona

In addition to projects supported by partner contributions, CREC has numerous non-federal

partnerships that allow the program to move toward sustainability. State and County agencies, non-

profit organizations and educational institutions have provided substantial funding aimed at

collaboration on a diverse range of CREC projects.

CREC is also supported in large part by in-kind contributions as a program of Coconino County.

Benefits over the last 12 years include support from facilities, human resources, attorneys, fleet

management and budget and finance oversight. County support has enabled the program to build a

history of sound management and community support.

Colorado

SCC's revenue has grown from $560,000 in 2003 to over $5,000,000 in 2010. SCC generates over

80% of its revenue through partnerships with project sponsors. These partnerships have expanded

significantly over the past five years both in the contributions from individual sponsors and the

number of different sponsors contributing.

The following organizations regularly contribute to SCC's Careers Training Program: Coutts and

Clark Western Foundation, City of Durango Block Grant, Ballantine Family Foundation, San Juan

Public Lands Center, and Southern Ute Community Action Program.

Nevada




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Local business supporters such as REI and Patagonia provide resources and volunteers for NCC

community based service projects. Business partners contribute to efforts toward sustainability.

Partnerships with local non-profits include the Great Basin Trails Alliance, Nevada Wilderness Project,

Environmental Leadership, Tahoe Rim Trail Association, and Friends of Nevada Wilderness.

Utah

The Monticello Foundation supports CCYC non-AmeriCorps summer Community Crews for youth

ages 14 to 16. The San Juan Foundation provides CCYC with AmeriCorps Vista Volunteers and their

off-site management. These community contributions have increased over time as programming has

expanded at CCYC.

Wide Range Of Community Stakeholders

MACC Corps' Stakeholders fit into three distinct groups:

1. Members, parents and families: In many communities MACC Corps have become integral parts in

the lives of children and family members. SCC enrolled a Corpsmember from Navajo, NM in 2004.

He returned in 2005 and generated over 20 additional applications from his high school.

2. Project sponsors: Public land managers play an integral role for all MACC Corps; developing

cooperative agreements and securing resources to support conservation projects on public lands. Each

MACC Corps is growing in response to demand for services on public lands. Public land managers




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Budget/Cost Effectiveness

provide mentoring, training and other in-kind resources to support program operations.

3. Community partners: MACC Corps have scores of local partners who assist with recruiting,

identifying projects, undertaking joint ventures and serving as program advocates.

Special Circumstances

The Four Corners region has two unique characteristics worthy of consideration herein.

1. Significant numbers of highly disadvantaged communities exist across the region; many on Native

American reservations. The Navajo Nation Department of Head Start compares the economy of the

Navajo Nation with that of a third world country. The Navajo Nation Division of Economic

Development documents that a staggering 56.1% of Navajo people live below the poverty level and the

per capita income on the Nation is $6,217.

2. A vast majority of land in the rural southwest is public and reservation. Coconino County is

indicative of the entire region. 37% of the land in Coconino is comprised of Native American

Reservations. An additional 49% is public. Public concentration of land limits the ability of local

government to collect taxes and subsequently limits local resources available for a wide range of

services including resource conservation and youth development.

E. COST EFFECTIVENESS AND BUDGET ADEQUACY

1. COST EFFECTIVENESS




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Corporation Cost per Member Service Year (Msy)

This MACC SNRC proposal is for a Fixed Amount Grant built on a cost per MSY of $13,000

Diverse Non-Federal Support

Each MACC Corps engages in cooperative agreements with a host of federal and non-federal land

management partners. CREC has successfully managed over $15 million in federal, state and local

grants and agreements since 1999. The University and Community College System of Nevada provide

non-federal support for NCC programs, including an in-kind investment supporting the infrastructure

of essential Corps operations. Additionally, CCYC earns approximately 40% of program revenue from

non-government sources.

Non-Corporation Resource Commitments

Sources of non-CNCS cash and in-kind resources include long time partnering and contracting

agencies that have expressed an interest in continuing and expanding MACC program outcomes. A

sampling of committed and pending non-federal partners includes the following: Colorado State

Parks, Arizona State Parks, Colorado Division of Wildlife, Acoma Pueblo, New Mexico Youth

Conservation Corps, Colorado Governor's Energy Office, Colorado State Forest Service, Arizona Trail

Association, Navajo United Way, Janus Foundation, Flagstaff area Fire Departments, Arizona State

Land Department, Daniels Fund, Walton Family Foundation, JEPS Foundation, Messengers of

Healing Winds Foundation, Empire Electric, Smart Wool Advocacy Fund, and Taos County.




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Budget Adequacy

Each MACC Corps has extensive experience with costs and resources necessary to operate effective

programs with comprehensive natural resource conservation components. While each has individual

fiscal needs to ensure success of proposed programming, MACC SNRC budgets include adequate costs

for administration, supervision, member support, training, transportation, program operations,

monitoring, and technical assistance across all sites.

The MACC budget is sufficient for the attainment of desired outputs and outcomes. With budget

elements focusing on the training, equipment and supervision for program activities, members will be

empowered to address the southwest's resource conservation issues. Members will gain skills necessary

to implement conservation projects and obtain post-Corps employment.

Fixed-Amount Grants

MACC is aware that CNCS funds do not cover the full cost of operating an AmeriCorps program.

Matching funds to support the remainder of program operating costs are generated through long-

standing partnerships with local, state and federal land management agencies, educational institutions

and non-profit organizations. Each MACC member Corps enjoys partnerships with dozens of such

entities within their local service area. Through cooperative agreements, these partners provide cash

contributions for project implementation. In addition, many MACC member Corps have partnerships

with community organizations that provide significant in-kind resources




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Amendment Justification

Through such successful partnerships, MACC has provided matching funds in excess of those required

by CNCS. During the first two years of National Direct programming, MACC's matching contribution

was above 50% of total program operating costs and the same or greater percentage is expected for

year three.

For traditional MACC AmeriCorps programming, matching funds have been utilized to supplement

expenses related to personnel, fringe, staff and member training, member support and recognition,

staff and member travel, tools, protective equipment, uniforms and supplies, member living stipends,

member support services and indirect costs. Under this fixed amount grant proposal, project partner

contributions and in-kind community support will be used to support these same expenses where they

are in excess of awarded CNCS funding. In this way each MACC Corps will continue to raise the

resources necessary to manage and operate successful AmeriCorps programs.

F. EVALUATION SUMMARY OR PLAN

Each MACC Corps is an "Excellence in Corps Operation" (ECO) accredited program through the

Corps Network. ECO is a rigorous peer evaluation built on evaluation of program systems for

effectiveness, efficiency and application of best practices.

Further, in 2006, the Corps Network received funding from the CNCS to conduct a rigorous random

assignment study assessing the overall effectiveness of Corps programs nationwide. CREC and 3 other

MACC Corps were randomly selected to participate in the Abt Youth Corps Study. Current CNCS

guidance states that participation in the study satisfies requirements for external evaluation.




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Clarification Summary

N/A

2010/2011 National Direct Fixed Amount Application - Clarification I

Coconino Rural Environment Corps (CREC)

Legal Applicant: Coconino County Community Services

Application ID: 10ED112232

BUDGET CLARIFICATION:

The proposed budget has been modified in e-Grants to reflect 45 member positions, 45 MSY and a

total request of $585,000.

PROGRAMMATIC CLARIFICATIONS:

Proposed MACC programming helps to address a set of pressing national employment and workforce

development needs.

Unemployment for Americans under the age of 25 has been increasing dramatically over the last

decade and has only worsened as a result of the great recession. The Center for Labor Market studies

at Northeastern University reports that "Individuals under the age of 25 represented 60% of the 1.2

million jobs lost last year [2008]" (1).

In addition, an employment backlog exists across federal land and resource management agencies,

wherein trained and qualified individuals are increasingly hard to find for an increasing number of




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vacancies (2). For example, $9 Billion in jobs wait in the National Parks alone, with a backlog of $3

Billion in National Wildlife Refuges and National Fish Hatcheries.

Finally, the department of the Interior reports that by 2012, a full 38% of the Department's work force

will be eligible to retire (2). The situation is echoed in the Department of Agriculture as reported by

the Government Accountability Office (GAO) (3).

While specific state by state and local data on the above employment needs on our nation's public

lands is difficult to come by, the 5 state area within which proposed MACC programming will operate

is comprised of some of the highest percentages of public lands in the nation. Nevada, Utah, Arizona,

New Mexico and Colorado all appear in the top ten list of states with the highest percentages of public

lands as follows (4):

1. Nevada 84.5%

2. Alaska 69.1%

3. Utah 57.4%

4. Oregon 53.1%

5. Idaho 50.2%

6. Arizona 48.1%

7. California 45.3%

8. Wyoming 42.3%

9. New Mexico 41.8%

10. Colorado 36.6%




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It stands to reason therefore that the employment needs of federal land management agencies with

regards to un-fillable positions and impending baby-boomer retirements are acutely felt in the MACC

operating area.

MACC AmeriCorps members will receive extensive training and on-the-job work skill development

opportunities through the implementation of a wide variety of natural and cultural resource

conservation projects on our nation's public lands. These projects will be developed and implemented

in partnership with local, state and federal land management agencies. As such, AmeriCorps

members will work alongside practicing land management professionals throughout project

implementation gaining valuable direct experience with the field.

In addition, recently enacted federal legislation provides non-competitive hiring status for graduates of

Conservation Corps programs like those in the MACC collaborative, providing a readily accessible

vehicle for post-Corps AmeriCorps member employment with all land and resource management

agencies within the Departments of Interior and Agriculture (5). This legislation demonstrates clear

interest from the Departments in hiring Corps graduates to meet their workforce needs.

MACC AmeriCorps members will work on crews of six to eight individuals, each led by a qualified

Crew Supervisor. Crews will work in partnership with a wide variety of local, state and federal land

management agencies to implement natural and cultural resource conservation projects on our

nation's public lands.

Projects will include, but not necessarily be limited to: trail construction and maintenance, forest

restoration and hazardous fuels reduction, river and watershed restoration, plant and animal habitat




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improvement, erosion control, revegetation, removal and eradication of invasive and exotic plant

species, rehabilitation and maintenance of facilities and recreational infrastructure, and improvement

of campgrounds and other facilities.

Crews will work 40 hours each week and will often camp or receive lodging at or near project sites.

Each day begins with a documented safety briefing after which project work begins. Each day ends

with tool cleaning and maintenance and each project week ends with a debrief of the week's work

intended to identify any strengths, challenges and corrective actions necessary.

The wide variety of local, state and federal partners listed in the MACC proposal, as well as members

of the target communities in each MACC Corps' region are primarily involved in the planning and

implementation of proposed MACC programming through the development of natural and cultural

resource conservation projects to be implemented by AmeriCorps members on their locally managed

public lands. A large backlog of such projects exists for virtually every local, state and federal land

management agencies and these partners view MACC's member Corps as valuable partnership assets

in addressing this need.

Partners contact MACC Corps to develop and schedule project work and commit cash and in-kind

resource contributions to the project. Agreements are then developed and approved specifying scope

of work, timelines, deliverables and cash and in-kind resource commitments. Partners and

community members in each of the target communities connect with the local MACC member Corps

serving their community to develop such projects and agreements and to implement identified

projects.




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In this way partners and target communities are directly involved in the planning and

implementation of proposed programming.

MACC is a collaboration of seven Conservation Corps across six southwestern states, supported by

varying degrees through CNCS funds. The MACC collaborative serves to exchange best practice

models, to share training, recruitment, public relations, and staffing resources, and to explore funding

opportunities to increase regional Corps capacity.

Each individual MACC Corps program has long standing and successful partnerships with

AmeriCorps and CNCS which support programs in their local areas, different from those proposed

herein. These relationships are either through their respective state commissions or through sub-

recipient or prime National Direct grantee agreements.

In addition, each MACC member Corps regularly collaborates with other AmeriCorps and CNCS

funded organizations in their states and local areas through volunteer events, state commission

sponsored events and gatherings, and other partnership efforts.

Further, all MACC Corps are active members of the Corps Network which is a national membership

organization representing 148 Service and Conservation Corps in 48 states and the District of

Columbia. Together, Corps Network Member Corps field more than 1/3rd of all AmeriCorps members

in the nation each year.

MACC programming proposed herein will serve to further enhance these collaborations in supporting

new regional programming and expanded AmeriCorps service delivery.




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For the first 3 year cycle of AmeriCorps National Direct funding, MACC programming utilized 2

community-based performance measures: Community Wildfire Protection and Ensuring a Brighter

Future for America's Youth. Following is data from the first 2 years of program implementation.

Community Wildfire Protection.

The target output was to implement forest fuels reduction projects across 1,000 acres of land in the

Wildland-Urban Interface (WUI) of regional communities. The actual output level for year 1 was

1,058 acres. The actual output for year 2 was 783 acres due to a propensity for project partners to

engage MACC crews in treating very dense forest stands on difficult terrain. The conditions reduced

productivity, however MACC crews were specifically chosen for these difficult projects due to their

high skill levels.

The target intermediate outcome was that 85% of project partners would rate the quality and impact

of MACC Corps' work as "good" or "excellent". The actual intermediate outcome for year 1 was 85%

and the actual intermediate outcome for year 2 was 91%. This indicates continued performance

improvement and attainment of target goals.

The target end outcome was that no wildfire would return to the treated forest areas within three

years of project implementation. While data is still being collected for years 1 and 2 of MACC

programming, the target is on track to be met as no fires have yet returned to the treated areas.

Ensuring a Brighter Future for America's Youth




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The target output was to provide basic Wildland fire mitigation trainings to 37 AmeriCorps members,

at least half of whom could be characterized as "at risk". During year 1, actual output was 39 and

during year 2, actual output was 40.

The target intermediate outcome was that 85% of AmeriCorps members would report that they gained

important job-related skills as a result of participation in MACC programming. During year 1, the

actual intermediate outcome was 87% and during year two actual data was 93%.

The target end outcome was that 50% of AmeriCorps members would attain post-Corps employment

within 6 months of completing their MACC service terms. During year 1, the actual end outcome was

51% and during year 2 the actual data was 63%.

The combined results from this performance measure indicate continued improvement of program

offerings and results.

MACC will continue to mobilize community volunteers and will retain a target of 700 volunteers who

will provide an estimated average of 6 hours each, for a minimum total of 4,200 hours of service.

Volunteers will be both on-going and episodic.

MACC Corpsmembers and staff mobilize volunteers to aid in the implementation of resource

conservation projects around days of National Service such as Earth Day, National Trails Day,

National Public Lands Day, Martin Luther King Jr. Day and Make a Difference Day. Community

volunteer events are also developed in celebration of AmeriCorps Week.




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Volunteers participate in a wide variety of service projects on these days of National Service. Specific

projects are developed in MACC member Corps' communities in accordance with the community need

at that time. Examples of past projects include community cleanups, graffiti removal, construction

and maintenance of community gardens, trail construction and maintenance, greenway and

watershed restoration, community food bank support, and more. Episodic and ongoing volunteers

donate their time to these efforts in their communities and perform activities related to the specific

projects implemented at the time of their volunteerism.

As a working collaborative of individual and independent Conservation Corps programs, there is no

comprehensive organizational self-assessment strategy for MACC at this time. The closest such

practice is the regular monitoring that occurs as a part of existing National Direct programming.

CREC as the prime grantee performs quarterly conference calls and annual monitoring of all sub-

grantees, assessing any compliance issues and generating corrective action plans as necessary.

Further evaluation is performed during the review and processing of monthly reimbursement requests

from sub-grantees and during the collection of annual progress reports from sub-grantees.

In addition, MACC Corps convene in person annually to review collaborative efforts and

programming and to develop plans and strategies for addressing any challenges or moving forward

with growth and improvement ideas.

Finally, each MACC member Corps engages in individual strategic planning, evaluation and

assessment relative to their individual operations and programming and incorporates MACC




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collaborations, strategies and programming into their processes.

Each MACC members Corps uses Project Accomplishment Reports that Crew Supervisors complete at

the end of each project. These reports collect data generated from GPS units and other measuring

devices about the number of acres of lands improved and maintained, and the miles of trails and

rivers improved and maintained.

Each MACC member Corps also distributes and collects satisfaction surveys from project partners for

use in determining the level of improvement and increased use of the lands improved and maintained.

Further, each MACC members Corps uses Applicant Interview Questionnaires and Member

Evaluations to assess economic and employment status.

All data is then entered into a database maintained at each MACC member Corps site and reports are

produced and provided to CREC as the prime applicant as required.

CREC send requests for performance measure reports to each MACC Corps when needed and then

collates all performance data into a single report for submission to CNCS by the required due date.

CREC has a strong record of submitting all required reports complete and on time.

Each MACC member Corps has existing relationships with Corporation funding as described herein

and each is thus familiar with and aware of the limitations of AmeriCorps funding and the

requirements for the generation of additional resources to cover actual costs associated with operating

proposed programming.




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The actual implementation costs not covered by Corporation funding will likely vary from member

Corps to member Corps. Some Corps find it easier to generate additional resources to cover direct

member costs such as stipends, while others find it easier to generate resources to cover costs

associated with program administration.

In general however, MACC Corps utilize Corporation funds to cover direct member costs and

associated direct service implementation costs such as travel, tools, supplies, member service gear,

training, health insurance and background checks. Non-Corporation resources are then generated to

cover any additional needed support in these areas as well as administrative staffing, staff training,

staff travel, facilities, utilities, office supplies, recruitment, public relations, communications, etc.

With each MACC members Corps likely operating slightly differently, it is challenging to identify

specific actual costs that will not be covered by Corporation funds. However, MACC National Direct

programming has successfully provided all required match during years 1 and 2 of programming, far

in excess of that required by the Corporation. Matching resources in excess of 50% are commonly

provided by MACC member Corps. These matching resources are generated from a long list of

foundations, educational institutions, not-for-profit organizations, and conservation groups, in

addition to project partner contributions from regional land management agencies.

Each MACC member Corps submitted Consultation Forms to their respective state commissions prior

to proposal submission. These forms detailed the nature of the proposed national Direct program, the

needs and service areas identified, the number and types of slots requested, the proposed outcome

measures, and the proposed budget request and sources of match.




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Each commission acknowledged receipt of the form and no further questions were submitted. In

addition, several commissions said they did not require the forms and that a verbal or e-mail

notification of intent to apply would suffice for future consultations.

PERFORMANCE MEASURES:

MACC has chosen to opt-in to the National Performance Measure Pilot. 3 Aligned performance

measures have been entered in e-Grants: 2 in the Clean Energy/Environment priority area and 1 in

the Economic Opportunity priority area.

REFERENCES

(1)http://www.clms.neu.edu/publication/documents/The_Lost_Decade_for_Teen_and_Young_Ad

ult_Employment_in_Illinois.pdf

(2)http://www.doi.gov/hrm/WorkforcePlanningDepartment_Final_Oct%202003.pdf

http://www.doi.gov/pfm/human_cap_plan/pdf/appendices.pdf

(3)

http://archive.gao.gov/t2pbat11/140844.pdf

(4)

http://strangemaps.wordpress.com/2008/06/17/291-federal-lands-in-the-us/




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(5)

http://www.doi.gov/hrm/guidance/PB%200917.pdf

2010/2011 National Direct Fixed Amount Application - Clarification II




PROGRAMMATIC ISSUES

All projects on public lands within and around the target communities are developed by locally-based

land management agency staff. Each year, local units of state and federal land management agencies

develop lists of project work to be implemented during the year in their parks and forests, in

accordance with their local needs and the availability of approved budgets. These lists are developed

by local agency staff and are prioritized according to the needs and goals of the local park or unit of

public land.

Often locally-based environmental, community and stakeholder groups and individuals will provide

feedback to the local land management units through public comment periods prior to project

implementation. Such groups share thoughts about project specifications with the local land

management units for consideration in the development of specific project scopes and implementation

strategies. This feedback is vital for locally-based land managers in ensuring that their project




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priorities and implementation strategies are connected with the needs and goals of the larger

community.

Once projects are identified for each year, implementation and oversight of project implementation is

generally delegated to specific land management agency staff. For example, a prioritized trail

construction project in Grand Canyon National Park will be delegated to the Park's locally based Trails

Foreman. Similarly, an invasive plant eradication project at a Colorado State Park will be delegated to

a local Park Ranger for implementation. These individuals further refine project scopes and

implementation timelines and perform needs assessments of what will be required to implement the

project.

This needs assessment includes an analysis of the internal capacity the local public land unit has to

implement the project and what partnership resources are available in the local area to support project

implementation. MACC member Corps have strong existing relationships with each unit of public

land in their operational area and as such, MACC member Corps are viewed as valuable partnership

resources for project implementation. MACC Corps work with local agency staff to share the mission

and capacity of their Corps. When agency staff identifies projects that are within the operational

capacity of their local Corps to implement, partnership agreements are developed and the Corps begins

work on the project.

Local agency staff works alongside their local Corps throughout project implementation, setting daily

and weekly goals and providing oversight for project implementation. These individuals coordinate

members' service activities and provide on-the-job training and skill-building opportunities as well.

This effort is also supported by staff at each MACC member Corps.




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From an agency management perspective, all local, state and federal land management agencies

within the MACC Corps' operational areas place high priority on youth involvement in public lands

and in local youth workforce development. MACC Corps AmeriCorps resources are highly valued as

partnership resources at an agency level, and this commitment is reinforced down to the local land

units. Agency upper management support these goals and approve budgets and funding requests

from their local land units, but it is the locally-based agency staff that prioritize and develop projects

and determine when AmeriCorps resources are most appropriate as partnership resources for project

implementation.

PERFORMANCE MEASURES

Both performance measures in the Clean Energy/Environment priority area have been revised to

show number targets for intermediate outcomes rather than percentages. Instead of the targets being

a percentage of project partners reporting improvement or significant improvement, the intermediate

outcomes have been revised to show that project partners will report improvement or significant

improvement over a number of acres of land or miles of trails and waterways maintained and

improved.

MACC SUSTAINABLE NATURAL RESOURCES CORPS (SNRC)

COCONINO COUNTY COMMUNITY SERVICES

AMERICORPS NATIONAL DIRECT

YEAR 2 (FY-11) CONTINUATION APPLICATION - CLARIFICATION I RESPONSE




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Budget Clarification Items:

The budget in e-Grants has been amended to reflect 45 MSY at a cost per MSY of $13,000, for a total

of $585,000 in grant funds.

Programmatic Clarification Items:

Please make the following changes in the e-Grants narrative field labeled "Clarification Summary."

Consultation with State Commissions -- Please describe the process used to consult with state

commissions in preparation for submitting your year two continuation. If this consultation did not

take place, please describe both the process that will be used to communicate with commissions

following award (if awarded) for the 2011/2012 program year and the steps in place to ensure future

consultation takes place as required in the NOFO and Application Instructions.

Due to an oversight in our reading of the continuation NOFO and Application Instructions,

consultation with State Commissions did not take place prior to submission of our year 2 continuation

proposal. We incorrectly assumed that the consultations that had taken place prior to submission of

our re-compete proposal for a second 3 year grant cycle were sufficient.

Moving forward to the 2011/2012 grant year, we will require that all sub-grantees contact their State

commissions following award (if awarded) to inform them of continued MACC National Direct

programming in their state, and to discuss how they can regularly communicate and integrate with

AmeriCorps State and other CNCS programming in their state. This will be documented through use




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of the Consultation Form we have used in the past.

To ensure future consultations take place as required in the NOFO and Application Instructions, we

will require that each sub-grantee perform consultations with their respective commissions each year

prior to submission of continuation or re-compete proposals. These consultations will be documented

through use of our existing Consultation Form.

Performance Measure Clarification Items:

EN4:

Please provide additional information on the Project Partner Survey. What indicators of improved

ecosystem conditions are reported by partners? How does the program define "improved" or

"significantly improved" public lands?

The current Project Partner Survey instrument only allows partners to report on whether conditions

on the lands they manage have improved or significantly improved. The definition of improvement is

currently left to the partner completing the survey.

There are many variables involved in assessment of improvement, and this determination is left to the

partner. Partners commonly utilize indicators such as quality of plant and animal habitat, quantity

reductions in invasive plant species, quantities of hazardous forest fuels reduced, numbers of hazard

trees removed, miles of fencing constructed or removed, the extent to which public recreational

facilities such as campgrounds have been improved, etc. The current survey instrument does not




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capture these indicators, but simply allows partners to report the level of improvement following their

own assessment of indicators such as those mentioned above as they are relevant to the scope of the

project performed.

EN5:

The intermediate outcome measures either improved environmental conditions or improved public

utilization. Each outcome should measure one change that results from members' service. You may

add a second outcome if desired.

The intermediate outcome measure has been amended to indicate only improved environmental

conditions. The improved public utilization indicator has been removed.

Please provide additional information on the Project Partner Survey. What indicators of improved

ecosystem conditions are reported by partners? How does the program define "improved" or

"significantly improved" trail conditions? What is meant by improved public utilization and what

specific aspects of improvement do surveys show? How does the program define "improved" or

"significantly improved" public utilization?

As indicated above, all references to improved public utilization have been removed from this

performance measure.

As with the EN4 Performance Measure, the current Project Partner Survey instrument only allows

partners to report on whether conditions on the lands they manage have improved or significantly




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improved. The definition of improvement is currently left to the partner completing the survey.

There are many variables involved in assessment of improvement, and this determination is left to the

partner. Partners commonly utilize indicators such as quality of plant and animal habitat, quantity

reductions in invasive plant species, quantities of hazardous forest fuels reduced, numbers of hazard

trees removed, miles of fencing constructed or removed, the extent to which public recreational

facilities such as campgrounds have been improved, etc. The current survey instrument does not

capture these indicators, but simply allows partners to report the level of improvement following their

own assessment of indicators such as those mentioned above as they are relevant to the scope of the

project performed.

O12:

Output -- Please edit the output to reflect the number of members who enroll and complete their

terms of service (or exit early for compelling personal circumstances).

Both the output and the intermediate outcome have been amended to reflect actual numbers of

members served. All references to percentages have been removed.

O15:

Outcome -- Please provide additional information on the timing and frequency of member

evaluations. How will the program know if a member secures employment a year after service is

completed?




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All members generate a pre-evaluation during their first week of service. This is used to set goals and

evaluate knowledge and skills at the start of service terms. All members then complete a mid-term

evaluation approximately half-way through their service terms. Lastly, all members complete an

end-of-term evaluation during their last week of service. Use of the three evaluations allows for

comparison and documentation of changes that occur as a result of service.

The end-of-term evaluation is the primary instrument for evaluating members' post-Corps

employment. This instrument includes questions wherein members self-disclose their post-Corps

plans and activities. Included in this instrument are questions about the post-Corps employment

received by members.

We currently do not have an effective instrument for measuring post-Corps employment after

members' graduation. Members commonly disperse across the region and the country fairly rapidly

following graduation, making contact and collection of subsequent data prohibitively difficult.

However, we are interested in developing a method and instrument for measuring post-Corps

employment up to one year after members' graduation. We are interested in working with Project

STAR or another appropriate technical assistance provider to accomplish this goal.

2011/2012 National Direct Fixed Amount Application - Clarification II







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Budget Clarifications: None

Programmatic Clarifications: State Commission Consultation

Regarding communication with state commissions by CREC and sub-grantees, CREC has taken the

following steps prior to this continuation request:

* Each sub-grantee has been contacted and the policy regarding developing and maintaining

relationships with their state commissions has been reviewed.

* Each sub-grantee was requested to contact their respective state commission and let them know

that they were interested in receiving information about trainings and other AmeriCorps activities.

* CREC will review and verify consistent contact with each of the state commissions by the sub-

grantees as part of the site-visit/ desk audits conducted each year.

* CREC has sent letters to each of the participating sub-grantee state commissions to notify them of

the MACC Sustainable Natural Resource Corp program and participation in that program by the sub-

grantee. Names and contact information was provided to each of the state commissions of the

participating agency in their state.

Proposed Project Period and Start Date:

With MACC SNRC crews running through the year and sub grantees starting these member crews at

different times, the project period would begin on 10/1/2012 and all SNRC sub grantee programs

would be finished by 12/31/2013.




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Continuation Changes

10/1/2012--12/31/2013

Performance Measure:

Performance Measure O15 has been changed in the Performance Measure screens in eGrants.

To determine and successfully track if SNRC member are employed post-AmeriCorps service the

following takes place: when the member is done with their term of service they fill out an exit

questionnaire with questions asking them about what they are doing next/ potential education award

plans/ have they secured employment? And what is their most current e-mail to keep on file. After

receiving this information, grantee CREC and its sub-grantees will create an e-mail list serve of all

MACC SNRC members for the year and contact members again at three- month, six-month and

nine-month intervals via e-mail asking 1) If they are currently employed 2) If so, in what field of

work and 3) if their exit survey plans for utilizing the education award has changed at all from their

exit survey.

MOUNTAIN ALLIANCE OF CONSERVATION CORPS (MACC)

SUSTAINABLE NATURAL RESOURCES CORPS (SNRC)

2011-2012 NATIONAL DIRECT CONTINUATION PROPOSAL (YEAR 2)

I. Applicant Info and Application Info

The Applicant Info section has been reviewed in e-Grants and no changes are necessary at this time.




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The Application Info section in e-Grants has been updated with the following changes:

The Areas Affected by the Program field has been updated to reflect the program changes described in

the Continuation Changes narrative field. Specifically the scale of the MACC SNRC program has been

reduced from the originally proposed 7 service locations to 5 due to the budget reductions requested

during the clarification process prior to the awarding of funding for the 2010/2011 grant year (year 1).

Program start and end dates have been updated to reflect alignment of MACC SNRC programming

with the FY-12 federal fiscal year.

II. Narrative (Narratives Section)

EXECUTIVE SUMMARY

The Mountain Alliance of Conservation Corps provides youth workforce development and natural and

cultural resource conservation services in collaboration with a wide variety of land and resource

management agencies across 5 southwestern states. Corpsmembers receive on the job work skills and

leadership training through implementation of projects to protect communities from wildfire, improve

native plant and animal habitat, and provide greater, less damaging outdoor recreational

opportunities.

CONTINUATION CHANGES

During the clarification process preceding awarding of funds for the 2010-2011 grant year (year 1 of




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the current cycle), CNCS requested that MACC reduce proposed MSY from 90 to 45, and reduce

budget requests accordingly. The change necessarily impacted MACC's ability to field SNRC crews in

all of the originally proposed service locations. For this reason, sub-awards were not made to 2 of the

7 originally proposed sites: The Wellness Coalition (TWC) in Silver City, New Mexico; and Canyon

Country Youth Corps (CCYC) in Monticello, Utah.

When assessing how to best utilize awarded CNCS funds and meet identified community needs,

Coconino County Community Services determined that awarding larger numbers of AmeriCorps slots

to fewer sites was preferable to awarding fewer slots to more sites. The chosen course of action allows

for each selected site to field full SNRC crews rather than smaller, partial crews. TWC and CCYC

were ultimately chosen to not receive funding based on compliance issues during previous National

Direct and National Direct Recovery-funded programming. No prior compliance issues have been

experienced with the sites chosen for funding under this Fixed Price Grant.

ENROLLMENT

As the 2010-2011 grant year (year 1 of the current cycle) has just begun, there is no complete

enrollment data to report. However, during the 2009-2010 grant year (year 3 of the previous cycle),

MACC's SNRC program enrolled 39 of 39 granted slots, for an enrollment rate of 100%. Similar

success is anticipated during the 2011-2012 grant year (year 2 of the current cycle).

RETENTION

As the 2010-2011 grant year (year 1 of the current cycle) has just begun, there is no complete




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retention data to report. However, during the 2009-2010 grant year (year 3 of the previous cycle),

seven of the 39 MACC SNRC members enrolled were exited without successfully completing the

program, resulting in a retention rate of 82.5%. Retention among full time 1700 hour slots was 93.8%,

and retention among part time 900 hour slots was 75%. While this retention rate is slightly below the

90% target established by CNCS, it does represent a dramatic improvement over previous years,

indicating a focus on continual improvement and the implementation of successful retention

improvement strategies. MACC Corps are committed to continued work to improve retention.

The most commonly cited reason for member attrition across MACC Corps is the pursuit of higher

paying employment opportunities. MACC Corpsmembers are in demand with regional employers due

to their training and experience, and some choose to pursue higher wages knowing they are

sacrificing their AmeriCorps Education Award.

Even so, as MACC Corps begin to only offer full time, 1700 hour service opportunities under the

current Fixed Price Grant, higher retention rates are anticipated, as indicated by last year's 93.8%

retention rate among 1700 hour members.

30 DAY ENROLLMENT AND EXIT COMPLIANCE

As the 2010-2011 grant year (year 1 of the current cycle) has just begun, there is no complete 30 day

enrollment and exit compliance data to report. However, during the 2009-2010 grant year (year 3 of

the previous cycle), MACC programs were compliant with 30 day enrollment and exit requirements,

enrolling and exiting 100% of members within the required 30 day time frame. This rate indicates

continued improvement over previous grant years as well as MACC's dedication to achieving full




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compliance with all AmeriCorps regulations and provisions. Similar success is anticipated during the

2011-2012 grant year (year 2 of the current cycle).

CONSULTATION WITH STATE COMMISSIONS

Prior to submission of MACC's SNRC funding proposal for the 2010-2011 grant year (year 1 of the

current cycle) each MACC member Corps submitted Consultation Forms to their respective state

commissions. These forms detailed site contact information, the nature of the proposed National

Direct program, the needs and service areas identified, the number and types of slots requested, the

proposed outcome measures, and the proposed budget request and sources of match. Each

commission acknowledged receipt of the form and no further questions were submitted. In addition,

several commissions said they did not require the forms and that a verbal or e-mail notification of

National Direct-funded programming would suffice for future required consultations.

III. Performance Measures (Performance Measures Section)

No changes have been made to this section in e-Grants. For the 2010-2011 grant year (year 1 of the

current cycle), CREC has begun to monitor and report on two national performance measures, one in

the Environment area and one in the Opportunity area, and this will continue for the 2011-2012 grant

year (year 2 of the current cycle). However as the 2010-2011 grant year has just begun, there is little

accomplishment data to report.

During the 2009-2010 grant year (year 3 of the previous grant cycle), CREC monitored and reported

on two program specific performance measures: Community Wildfire Protection and Ensuring a




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Brighter Future for All of America's Youth.

In Community Wildfire Protection, MACC SNRC programs partnered with public land management

agencies, landowners and homeowners' associations to conduct hazardous forest fuels mitigation

projects and create defensible space around communities at-risk of catastrophic wildfire. 704 acres

were treated with thinning and other forest fuels reduction prescriptions during the grant year; 296

acres shy of our target. The shortfall in acreage is due to a continued trend among project partners to

utilize MACC resources on projects characterized by challenging topography and high tree densities.

Project partners see MACC SNRC programs as valuable resources for providing necessary forest fuels

reduction services in these areas, but such conditions result in decreased productivity in terms of total

acreage treated. In light of this continued trend, we have decreased our target acreage for the 2010-

2011 grant year (year one of the current three year grant cycle), to better reflect the true outcomes of

MACC activities.

All other Community Wildfire Protection measures were met or exceeded. 30 out of 30 project

sponsors ranked MACC SNRC crews as "Good" or Excellent": equating to 100%, exceeding our target

of 85%. Further, zero fires have occurred in any of the treated areas.

In Ensuring a Brighter Future for All of America's Youth, 100% of MACC members received the

equivalent of S-212 Chainsaw Training, S-130/190 Introduction to Wildland Firefighting Training and

First Aid/CPR training during the grant year. In addition, 66% of these members are considered "at-

risk" or "at promise" as we like to describe them. Trainings received will aid these members in

obtaining career-oriented jobs in conservation and land management related careers. 100% of

members surveyed reported that they gained important job-related skills as a result of participation in




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MACC's SNRC program and 75% of graduated members have obtained post-Corps career-oriented

jobs or continued educational pursuits.

In addition, during the 2009-2010 grant year, MACC SNRC Corpsmembers responded to the flood

emergency resulting from the June 2010 Shultz Fire on the San Francisco Peaks north of Flagstaff,

Arizona. The 15,000 acre fire created severe flood conditions affecting hundreds of homes and

thousands of community residents. CREC Corpsmembers served 2,500 hours distributing and

installing more than 15 miles of straw wattles and 100,000 sand bags, helping residents mitigate the

effects of the flooding for their homes and property.

Finally, during the 2009-2010 grant year, MACC SNRC programs leveraged 110 community

volunteers who provided nearly 500 hours of volunteer service to southwestern communities,

equating to more than $100,000 in added value.

IV. Budget (Budget Section)

MACC SNRC respectfully requests an increase in CNCS cost per MSY from $13,000 to $13,300 for the

2011-2012 grant year due to increased costs associated with program operation. Details of these

increased costs follow.

Member Travel: Most MACC sites are experiencing increased costs for rental vehicles and fuel due to

price increases at rental agencies and increased travel distances. Costs are anticipated to be around

$500 more per vehicle, per service location.




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Living Allowance: Some sites desire to align member living allowances with state and federal

minimum wages to better compete against other area employers in the area of member recruitment.

In Arizona for example, the state minimum wage has increased from $7.25 to $7.35, increasing the

amount of a 1700 hour living allowance by $170 total.

Member Support Costs: Along with slightly increased member living allowances are associated slightly

increased FICA and Worker's Comp expenses. In addition, health insurance costs for full-time

members have also increased from $140 to $155 per month equating to $180 per full-time member

over their 12 month service term.

The requested increase would add $13,500 to the total MACC request, increasing it from $585,000 per

year to $598,500 for the 45 requested MSY (45 x $13,300 = $598,500)

SOURCE OF MATCH

As an AmeriCorps National Fixed Amount Grantee, MACC's SNRC program has no matching

requirement. However, each MACC member Corps has existing relationships with Corporation

funding as described in MACC's re-compete proposal for 2010-2011 grant year (year 1 of the current

cycle) and each is thus familiar with and aware of the limitations of AmeriCorps funding and the

requirements for the generation of additional resources to cover actual costs associated with operating

proposed programming.

The actual implementation costs not covered by Corporation funding vary from MACC member Corps

to MACC member Corps. Some Corps find it easier to generate additional resources to cover direct




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member costs such as stipends, while others find it easier to generate resources to cover costs

associated with program administration. In general however, MACC Corps utilize Corporation funds

to cover direct member costs and associated direct service implementation costs such as travel, tools,

supplies, member service gear, training, health insurance and background checks. Non-Corporation

resources are then generated to cover any additional needed support in these areas as well as

administrative staffing, staff training, staff travel, facilities, utilities, office supplies, recruitment, public

relations, communications, etc.

With each MACC members Corps operating slightly differently, it is challenging to identify specific

actual costs that will not be covered by Corporation funds. However, MACC National Direct

programming has successfully provided all required match during the first 3 years of National Direct-

funded programming, far in excess of that required by the Corporation. Matching resources in excess

of 60% have been provided by MACC member Corps each year. These matching resources are

generated from a long list of regional foundations, educational institutions, not-for-profit

organizations, and conservation groups, in addition to project partner contributions from regional

land management agencies.

V. Increasing Grantee Overall Share of Total Budgeted Costs

While there is no matching requirement for MACC's current Fixed Price Grant, MACC consistently

provided 61% matching funds each year of the previous grant cycle, far in excess of matching

requirements for AmeriCorps programs in their first 3 years of operation. While matching funds will

not be an element reported to CNCS under the Fixed Price Grant, MACC Corps will continue to

subsidize SNRC programming at similar levels during the current grant cycle.




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Performance Measures


Focus Areas

Grant Characteristics

x

Grand Total of all MSYs entered for all Focus Areas 45

AmeriCorps Member Population - Communities of ColorAmeriCorps Member Population - Low-income IndividualsAmeriCorps Member Population - Native AmericansAmeriCorps Member Population - New AmericansAmeriCorps Member Population - Older AmericansAmeriCorps Member Population - People with DisabilitiesAmeriCorps Member Population - Rural ResidentsAmeriCorps Member Population - Veterans, Active Military, or their FamiliesAmeriCorps Member Population - None of the aboveGeographic Focus - RuralGeographic Focus - UrbanEncore Program

Service Categories

At-risk Ecosystems Improvement

Employment Training

x

x

Capacity Building

Education

Healthy Futures


Veterans and Military Families


Other

Disaster Services









x

x



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National Performance MeasuresFocus Area:

Focus Area:




Result: Output





Result.

Result.


45 AmeriCorps members will implement natural resource conservation projects on public lands across 5

southwestern states, in partnership with local, state and federal land management agencies.

45 AmeriCorps members across 5 southwestern states will implement improvement and maintenance projects

across 600 acres of public lands each year.

Project Partners will report that the public lands they manage have improved or significantly improved as a result of

AmeriCorps members project implementation.

Economically disadvantaged and unemployed indiviiduals aged 18 to 25 will gain post-Corps employment as a

result of the job and life skill trainings and on-the-job work skill development opportunities they receive throughout

their AmeriCorps service.

600 acres of public land will be maintained and improved each year.

Project partners will report that 540 acres (90%) of lands maintained and improved by

AmeriCorps members each year will have improved or significantly improved as a result of

AmeriCorps members project implementation.

Target Value:

Target Value:

600

540

Instruments:

Instruments:

Project Accomplishment Reports

Project Partner Surveys

PM Statement:

PM Statement:

In partnership with local, state and federal land management agencies, 45 AmeriCorps members across 5 southwestern states will implement improvement and maintenance projects across 600 acres of public lands each year.

Project Partners will report that the public lands they manage have improved or significantly improved as a result of AmeriCorps members project implementation. Project partners will report that 540 acres (90%) of lands maintained and improved by AmeriCorps members each year will have improved or significantly improved as a result of AmeriCorps members project implementation.

Indicator:

Indicator:

(PRIORITY) EN4: Acres of parks improved.

Level of public land improvement reported by project partners

Target :

Target :



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Focus Area: Environmental Stewardship

Result: Output


Result: Output

Result.

Result.


Result.

AmeriCorps members who are economically disadvantaged and unemployed prior to their AmeriCorps service will

secure employment during their term of service or within one year after finishing AmeriCorps.

Economically disadvantaged and unemployed individuals aged 18 to 25 will be recruited and hired into AmeriCorps

service.

45 AmeriCorps members will implement trail maintenance and construction, and river restoration projects across 5

southwestern states, in partnership with local, state and federal land management agencies.

45 AmeriCorps members will implement construction, maintenance and improvement projects along 50 miles of

trail and riverways on public lands across 5 southwestern states each year.

17 AmeriCorps members who are economically disadvantaged and unemployed prior to their

AmeriCorps service will secure employment during their term of service or within one year after

finishing AmeriCorps.

23 AmeriCorps members will be economically disadvantaged and unemployed prior to their

AmeriCorps service.

Target Value:

Target Value:

17

23

Instruments:

Instruments:

Exit interview questionnaire for all SNRC members E-mail list serve to check in on employment of members at 3,6, and 9 month intervals.

Member Interview Questionnaires

PM Statement:

PM Statement:

AmeriCorps members who are economically disadvantaged and unemployed prior to their AmeriCorpsservice will secure employment during their term of service or within one year after finishing AmeriCorps. 17 AmeriCorps members who are economically disadvantaged and unemployed prior to their AmeriCorps service will secure employment during their term of service or within one year after finishing AmeriCorps.

Economically disadvantaged and unemployed individuals aged 18 to 25 will be recruited and hired intoAmeriCorps service. 23 AmeriCorps members will be economically disadvantaged and unemployed prior to their AmeriCorps service.

Indicator:

Indicator:

Indicator:

O15: Members that secure employment.

O12: Members unemployed prior to service.

(PRIORITY) EN5: Miles of trails or rivers improved and/or created.

Target :

Target :



Page 77




Result.

Result.Project Partners will report that the conditions of the trails and riverways they manage has either improved or

significantly improved as a result of AmeriCorps member project implementation.

50 miles of trails and riverways will be constructed, maintained or improved each year.

Project Partners will report that 45 miles (90%) of the trails and riverways they manage has

improved or significantly improved as a result of AmeriCorps members' project implementation.

Target Value:

Target Value:

50

45

Instruments:

Instruments:

Project Accomplishment Reports

Project Partner Surveys

PM Statement:

PM Statement:

45 AmeriCorps members will implement construction, maintenance and improvement projects along 50 miles of trail and riverways on public lands across 5 southwestern states each year.

Project Partners will report that the conditions of the trails and riverways they manage has either improved or significantly improved as a result of AmeriCorps member project implementation. Project Partners will report that 45 miles (90%) of the trails and riverways they manage have improved or significantly improved as a result of AmeriCorps members' project implementation.

Indicator: Level of improvement reported by Project Partners

Target :

Target :



Page 78

Required Documents

Evaluation

Labor Union Concurrence

Document Name

Not Applicable

Not Applicable

Status




August 23, 2012 7:14 PM

Page 1


RPT_BGT_424


A. Personnel ExpensesB. Personnel Fringe BenefitsC. Travel

D. EquipmentE. SuppliesF. Contractual and Consultant ServicesG. Training

H. EvaluationI. Other Program Operating Costs

A. Living Allowance




Staff Travel

Member Travel

Staff TrainingMember Training

Full Time (1700 hrs)1-Year Half Time (900 hours)Reduced Half Time (675 hrs)Quarter Time (450 hrs)Minimum Time (300 hrs)2-Year Half Time (2nd Year)2-Year Half Time (1st Year)

FICA for MembersWorker's CompensationHealth Care

Corporation Fixed AmountCommission Fixed Amount

5,800

30,565

7,414

0 271,215

0 66,160

0 0 0

29,120 44,499

0

53,613 0

2,200

5,140

0

0 149,220

0 34,010

0 0 0

12,000 20,000

0

16,475 0

3,600

25,425

7,414

0 121,995

0 32,150

0 0 0

17,120 24,499

0

37,138 0

112,208 28,091

21,576

64,360

62,838 15,732

7,044

2,440

49,370 12,359

14,532

61,920 $97,994

$215,230

$16,475

$175,620

$195,764

$37,138

$273,614

$410,994

$53,613

Section I. Subtotal

Section II. Subtotal

Section III. Subtotal

$9,940

$0

$183,230

$32,000

$16,475

Total Amt CNCS Share Grantee Share

$30,025

$7,414

$154,145

$41,619

$37,138

$39,965

$7,414

$337,375

$73,619

$53,613

Total

Total

Total

Total

Total

$329,699 $738,221 $408,522Budget Totals

Budget Dates:




Application ID: 12AC141390

Section II. Percentages 52% 48%

Section I + III. Funding Percentages 35% 65%

Travel to CNCS-Sponsored Meetings 3,600 2,600 1,000 0

Section I Percentage 36% 64%

Section III Percentage 31% 69%

45%Budget Total Percentage 55% Required Match

# of years Receiving CNCS Funds

38%

7



August 23, 2012 7:14 PM

Page 2


RPT_BGT_424


Total MSYs 25.79

Cost/MSY $12,784


From: Subject: Budget Narrative for 12AC141390 Date: Thu, 23 Aug 2012 16:15:52 -0700 MIME-Version: 1.0 Content-Type: text/html; charset="utf-8" Content-Transfer-Encoding: quoted-printable Content-Location: https://egrants.cns.gov/espan/main/report.jsp?sid=phGMQ24VJzJQtY4bvrysr118pynS6zcDDfBLHgXrWJH6Kvhyp0x1%211950775153%211345763573474&scope=4&report=RPT_BGT_NARR&app=12AC141390 X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2900.6157 =EF=BB=BF

Budget Narrative: Coconino Rural Environment Corps NACC for Coconino = County=20 Community Services


A. Personnel Expenses

Position/Title -Qty -Annual Salary -% Time

CNCS Share

Grantee Share

Total Amount

Program Manager: -1 person(s) at 56160 each x 25 % = usage

7,862 6,178 14,040

Business Manager: -1 person(s) at 43343 each x 30 % = usage

7,282 5,721 13,003

Admin specialist: -1 person(s) at 31485 each x 25 % =

4,408 3,463 7,871


9/13/2012file://C:\DOCUME~1\XPMUser\LOCALS~1\Temp\AMCB5.tmp.html9/13/2012 Page 114 of 13406 - 9/18/2012 - AmeriCorps Grant No. 10EDHAZ001

302

usage

Sr. Program Coordinator -Field: -1 person(s) at = 43193 each=20 x 25 % usage

6,047 4,751 10,798

Sr. Program Coordinator -Admin: -1 person(s) at = 43219 each=20 x 25 % usage

6,051 4,754 10,805

Program Coordinator -Training and Education: -1 = person(s)=20 at 37120 each x 25 % usage

5,197 4,083 9,280

Program Coordinator -Field: -1 person(s) at 37120 = each x=20 25 % usage

5,197 4,083 9,280



303

B. Personnel Fringe Benefits

Shop Manager: -1 person(s) at 37120 each x 25 % = usage

5,197 4,083 9,280

Crew Supervisor: -1 person(s) at 27851 each x 100 % = usage

15,597 12,254 27,851

CATEGORY Totals 62,838 49,370 112,208

Purpose -Calculation -Total Amount

CNCS Share

Grantee Share

Total Amount

Program Manager -30% Fringe includes health, = Retirement,=20 Worker's Comp, FICA, Social Security: 30% Fringe x $56,160 annual = salary =3D=20 $16,848 total fringe per year. $16,848 x

2,359 1,853 4,212



304

25% time allocated to = grant =3D=20 $4,212

Business Manager -30% Fringe includes health, = retirement,=20 Worker's Comp, FICA, Social Security: 30% fringe x $43,343 annual = salary =3D=20 $13,003 total fringe per year. $13,003 x 30% time allocated to = grant=20 =3D$3,901

2,185 1,716 3,901

Admin Assistant -30% Fringe includes health, = Retirement,=20 Worker's Comp, FICA, Socurity Security: .30% Fringe x $31,485 = annual=20 salary =3D $9,446 total fringe per year. $9,446 x

1,322 1,039 2,361



305

25% time = allocated to=20 grant =3D $2361

Sr. Program Coordinator/Field -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $43,193=20 annual salary =3D $12,958 total fringe per year. $12,958 x 25% = time=20 allocated to grant =3D $3,239

1,814 1,425 3,239

Sr. Program Coordinator/Admin -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $43,219=20 annual salary =3D $12,966 total fringe per

1,815 1,426 3,241



306

year. $12,966 x 25% = time=20 allocated to grant =3D $3,241

Program Coordinator -Training & Education -30% = Fringeincludes healath, retirement, Worker's Comp, FICA, Social = Security:=20 30% Fringe x $37,120 annual salary =3D $11,136 total fringe per = year.=20 $11,136 x 25% time allocated to grant =3D $2,784

1,559 1,225 2,784

Program Coordinator/Field -30% Fringe includes = health,=20 retirement, Worker's Comp, FICA, Social Security: 30% Fringe x = $37,120=20 annual salary =3D

1,559 1,225 2,784



307

$11,136 total fringe per year. $11,136 x 25% = time=20 allocated to grant =3D $2,784

Shop Manager -30% Fringe includes health, = retirement,=20 Worker's Comp, Fica, Social Security: 30% Fringe x $37,120 annual = salary =3D=20 $11,136 total fringe per year. $11,136 x 25% time allocated to = grant =3D=20 $2,784

1,559 1,225 2,784

Crew Supervisor -100% Fringe includes health, = retirement,=20 FICA, Social Security: 10% Fringe x $27,851 annual salary =3D = $2,785

1,560 1,225 2,785



308

C. Travel

Staff Travel

total=20 fringe per year. $2785 allocated to grant.

CATEGORY Totals 15,732 12,359 28,091


CNCS Share

Grantee Share

Total Amount

Travel to CNCS-Sponsored Meetings: 2 staff x $800 = airfare=20 each =3D $1,600. 2 staff x 4 nights lodging @$250 per night each = =3D $2,000.=20 $1,600 airfare + $2,000 total lodging =3D $3,600

2,600 1,000 3,600

Rental vehicles to project site visits: 40 travel = days x=20 $55/day rental

2,200 0 2,200



309

Member Travel

2 staff travel to The Corps Network Annual Corps = Forum in=20 Washington DC: 2 staff x $800 airfare each =3D $1,600. 2 staff x 4 = nights=20 lodging @$250 per night each =3D $2,000. $1,600 airfare + $2,000 = total=20 lodging =3D $3,600

0 3,600 3,600



CNCS Share

Grantee Share

Total Amount

Motor Pool Charges: CREC vehicles for member travel = to and=20 from project sites:County CREC fleet mileage



310

D. Equipment

E. Supplies

rate=3D$.65/mile, = includes all=20 fuel, maintenance and vehicle replacement costs. 350 trips = estimated=20 annuallyx 94 miles per trip on average x $.65/mile =3D = $21,385

0 21,385 21,385

Rental Vehicles: Rental vehicle for crew travel to = and from=20 project sites: $540 per week x 17 weeks =3D $9180

5,140 4,040 9,180


Item/Purpose -Qty -Unit Cost

CNCS Share

Grantee Share

Total Amount


Item - CNCS Grantee Total



311

Calculation Share Share Amount

Uniforms and Personal Protective Equipment: $214 per = member=20 x 61 members =3D $13054

7,044 6,010 13,054

Chainsaws: 6 chainsaws @ $700 each =3D $4,200

0 4,200 4,200

Chainsaw bars: 10 chainsaw bars @ $50 each =3D = $500

0 500 500

Chainsaw chains: 6 rolls of chain @$250 each =3D = $1500

0 1,500 1,500

Chainsaw air filters: 30 chainsaw air filters @ $30 = each =3D=20 $900

0 900 900

Trail Tool Sets: Picks: 4 Pick Sets @ $32 =3D =

0 128 128



312

$128

Trail Tool Sets: Pulaski: 3 Pulaski Sets @ $32 =3D = $96

0 96 96

Trail Tool Sets: McLeods: 5 McLeods Sets @ $50 =3D = $250

0 250 250

Trail Tool Sets: Single Jacks: 4 Singels Jack Sets @ = $32 =3D=20 $128

0 128 128

Trail Tool Sets: Adz Hoes: 3 Adz Hoe Sets @ $40 =3D = $120

0 120 120

Trail Tool Sets: Chisels: 4 Chisel Sets @ $10 =3D = $40

0 40 40

Trail Tool Sets: Double



313

F. Contractual and Consultant Services

G. Training

Jacks: 4 Double Jack Sets @ = $70 =3D=20 $280

0 280 280

Trail Tool Sets: Razor Saws: 4 Razor Saw Sets @ $15 = =3D $60

0 60 60

Trail Tool Sets: Rock Bars: 4 rock Bar Sets @ $25 = =3D $100

0 100 100

Trail Tool Sets: Loppers: 4 Lopper Sets @ $55 =3D = $220

0 220 220



CNCS Share

Grantee Share

Total Amount




314

Staff Training

Member Training


CNCS Share

Grantee Share

Total Amount



CNCS Share

Grantee Share

Total Amount

Corpsmember Wilderness First Aid (WFA): Wilderness = First Aid=20 Training/CPR Training booklet & American Red Cross = Certification =3D=20 $55.40/member. $55.40 x 61 corpsmembers =3D $3,601-Daily Rate of = 0

0 3,379 3,379

CREC Corpsmember Service Handbooks: 1 Service = Handbook =3D=20 $10. $10 x 61 corpsmembers =3D $650

0 610 610



315

H. Evaluation

-Daily Rate of 0

Corpsmember Land Navigation Training: Land = Navigation=20 Training/handout materials =3D $6.15/corpsmember x 61 corpsmembers = =3D $400-=20 Daily Rate of 0

0 375 375

Corpsmember S-212 Basic Wildland Chainsaw Training: = S-212=20 Basic Wildland Chainsaw Training =3D $50/member x 61 corpsmembers = =3D $3250-=20 Daily Rate of 0

0 3,050 3,050

CATEGORY Totals 0 7,414 7,414

Purpose -Calculation -Daily

CNCS Share

Grantee Share

Total Amount



316

I. Other Program Operating Costs

Rate



CNCS Share

Grantee Share

Total Amount

Leased Office & Shop Facility: 25.79 MSY = requested/53=20 total MSY =3D 48% of MSY requested through this grant. 48% x total = $120,000=20 annual program office space =3D $57,600 in office space lease = expenses=20 included in this grant.

0 57,600 57,600

Leased Off-Site Corpsmember Parking: 25.79 = MSYrequested/53=20 total annual program MSY =3D 48% of MSY requested through



317


A. Living Allowance

this = grant. 48% x=20 $9,000 total annual program parking lease expenses =3D $4,320 in = parking=20 lease expenses included in this grant.

0 4,320 4,320

Criminal Background Checks: $40/check/member x 61 = members

2,440 0 2,440


SECTION Totals 97,994 175,620 273,614

PERCENTAGE 36% 64%

Item -# Mbrs w/ Allow -Allowance Rate -# Mbrs w/o = Allow=20

CNCS Share

Grantee Share

Total Amount

Full Time (1700 hrs): 0 Member(s) at



318

a rate of 0 each Members W/O allowance 0

0 0 0

1-Year Half Time (900 hours): 41 Member(s) at a rate of 6615=20 each Members W/O allowance 0

149,220 121,995 271,215

2-Year Half Time (1st Year): Member(s) at a rate of = each Members W/O allowance

0 0 0

2-Year Half Time (2nd Year): Member(s) at a rate of = each Members W/O allowance

0 0 0

Reduced Half Time (675 hrs): Member



319


(s) at a rate of = each Members W/O allowance

0 0 0

Quarter Time (450 hrs): 20 Member(s) at a rate of 3308 = each Members W/O allowance 0

34,010 32,150 66,160

Minimum Time (300 hrs): Member(s) at a rate of each Members W/O allowance

0 0 0

CATEGORY Totals 183,230 154,145 337,375


CNCS Share

Grantee Share

Total Amount

FICA for Members: .0765*$380,663

12,000 17,120 29,120

Worker's Compensation: .1169*$380,663

20,000 24,499 44,499

Health Care: 0 0 0

CATEGORY Totals 32,000 41,619 73,619

SECTION Totals 215,230 195,764 410,994



320




=20

PERCENTAGE 52% 48%

Item -Calculation

CNCS Share

Grantee Share

Total Amount

Corporation Fixed Amount: Corporation fixed amount: = .0526 X=20 $313,219=3D $16,475; 10% X $371,389 =3D $37,138

16,475 37,138 53,613

Commission Fixed Amount:

0 0 0

CATEGORY Totals 16,475 37,138 53,613

Calculation -Cost Type -Rate -Rate Claimed -Cost = Basis

CNCS Share

Grantee Share

Total Amount


SECTION Totals 16,475 37,138 53,613

PERCENTAGE 31% 69%

BUDGET Totals 329,699 408,522 738,221

PERCENTAGE 45% 55%



321

Source of Funds

Total MSYs 25.79

Cost/MSY 12,784

Section Match Description Amount Type Source



322

1

DATE: August 14, 2012 TO: Honorable Chairman and Members of the Board FROM: Larry Dannenfeldt, Deputy County Manager SUBJECT: Accept Grant no. CFDA #97.042 for funds from the Arizona Division of

Emergency Management in the amount of $124,918.00 for Emergency Management Performance for the period July 1, 2012 through June 30, 2013

RECOMMENDATION: It is requested that the Coconino County Board of Supervisors accept EMPG Grant number CFDA #97.042 from the Arizona Division of Emergency Management in the amount of $124,918.00 for Emergency Management activities for a twenty one month period. This amount is what the EMPG grant would reimburse the County for their expenses. The Emergency Management Budget for CFY13 is $186,769.00. Half will be reimbursed to the County from the grant and half will be paid by the County General Fund. BACKGROUND: The Emergency Management Performance Grant is part of the Homeland Security Grant Program. It is a 50-50 grant match that covers 50% of all costs associated with emergency management including wages, benefits, supplies, materials and equipment, up to a maximum of $124,918.00 over life of grant. ALTERNATIVES: The following alternatives are available to the Board of Supervisors: • Approve the grant funding which benefits the County in funding a portion of the Office of

Emergency Management which is mandated by ARS 26-308. • Disapprove the grant funding, and most likely require the General Fund to pick up a larger

share of the Emergency Management office. FISCAL IMPACT: This grant is a “two year performance grant” with a start date of October 1, 2011 (Federal FY)

Meeting Date: September 18th, 2012

9/13/2012 Page 1 of 307 - 9/18/2012 - Emergency grant funding for two-year period323

2

and ending June 30, 2013. A new grant starts each year with a one-year overlap by the previous grant. This program is funded by 50% General Fund match support. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. Grant award letter dated June 19, 2012 from the AZ Dept. of Emergency and Military Affairs.



DATE: September 7, 2012 TO: Honorable Chairman and Members of the Board of Supervisors FROM: Larry Dannenfeldt, Deputy County Manager SUBJECT: Confirm appointment of Sue Pratt as Community Development Department Director and delegate authority to the Interim County Manager to complete the final negotiation and execution of her Employment Contract RECOMMENDATION: It is recommended that the Board of Supervisors confirm the appointment of Sue Pratt as Community Development Department Director, and delegate authority to the Interim County Manager to negotiate and execute her employment contract. The employment contract will have a termination date on, or around May 1, 2013. BACKGROUND: Sue has been performing the duties of Community Development Department Director for the past year under the title “Acting (Interim) Director”. Both the County Manager and Sue desire her appointment as permanent Director of the department under an employment contract to run until next summer. The final terms and conditions of the employment contract will be negotiated by the County Manager and made effective as soon as possible following the Board’s approval of this item. ALTERNATIVES: None at this time. FISCAL IMPACT: Salary for this position has been budgeted in the Community Development Department budget. SUBMITTED BY: ____________________________________ Larry Dannenfeldt, Deputy County Manager


Item 9 moved to Item 26.A. (this item requires approval as the Public Health Services District)

Item 10 removed (repeated agenda item)

TARGET MEETING DATE: 9/18/12

DATE: August 14, 2012 TO: Hon. Chair and Members of the Board FROM: Gary Krcmarik, Court Administrator SUBJECT: Approve Appointment of Justice of the Peace Pro Tempore (Term: August 1, 2012 through June 30, 2013) RECOMMENDATION: Staff recommends that the Board approve the appointment of Robert Rantz as Justice of the Peace Pro Tempore, for a period from August 1, 2012 through June 30, 2013, on an as-needed basis. BACKGROUND: A judge pro tempore serves a critical role in the operation of the courts within the county. This “fill-in” role is necessary for meeting judicial time limits and for allowing the judge of the Justice Court to be able to have time to fulfill his/her administrative duties as well as keeping reasonable hours and having the opportunity for an occasional vacation. Without the judge pro tempore the court would soon find themselves overwhelmed and unable to administer justice as required. ALTERNATIVES: The alternative would be to have no judicial coverage of the court when the sitting Justice of the Peace is out of the office. FISCAL IMPACT: Funding for this appointment is paid from regular or temporary wages of the Justice Court General Fund as well as from some Court Enhancement Funds. ATTACHMENTS: Order of Appointment signed by Judge Moran.

9/13/2012 Page 1 of 211 - 9/18/2012 - FY13 Justice Court Judge Pro Tempore Appointment - Robert Rantz332

9/13/2012 Page 2 of 211 - 9/18/2012 - FY13 Justice Court Judge Pro Tempore Appointment - Robert Rantz333

1

DATE: August 8, 2012 TO: Honorable Chairman and Members of the Board FROM: Sandra Schulz, Finance Director SUBJECT: Award RFP 2012-110 to Quality Connections to provide remanufactured and

OEM toner cartridges to County departments RECOMMENDATION: It is requested that the Board of Supervisors award RFP 2012-110 to Quality Connections for remanufactured and OEM (Original Equipment Manufacturer) toner cartridges for departmental and desk top printers. BACKGROUND: County departments require toner cartridges in order to print documents as needed. An RFP was issued in order to select a vendor whose product and service provide the County with the best value. Criteria used in this RFP for evaluation included cost, local value, environmental impact and references. Notice of RFP was published in the AZ Daily Sun for four consecutive days and posted on the County and Demand Star Websites. Fourteen proposals were received. Twelve proposals were initially reviewed, but eliminated as they had little to no local value and mostly poor environmentally-friendly impacts. Two local firms, Quality Connections and Ink Envey, were evaluated as having a reasonable chance of award. A three-person evaluation team evaluated Quality Connections to be rated higher in each of the first three criterions, with the fourth being evaluated equally. ALTERNATIVES: The Board may choose to award contracts to multiple vendors.


9/13/2012 Page 1 of 412 - 9/18/2012 - Award RFP 2012-110 Toner Cartridges to Quality Connections334

2

FISCAL IMPACT: No additional fiscal impacts as departments are responsible for their office supply budgets. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: Evaluation Matrix


CERTIFICATE HOLDER

© 1988-2010 ACORD CORPORATION. All rights reserved.ACORD 25 (2010/05)

AUTHORIZED REPRESENTATIVE

CANCELLATION

DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE

LOCJECTPRO-

POLICY

GEN'L AGGREGATE LIMIT APPLIES PER:

OCCURCLAIMS-MADE

COMMERCIAL GENERAL LIABILITY

GENERAL LIABILITY

PREMISES (Ea occurrence) $DAMAGE TO RENTEDEACH OCCURRENCE $

MED EXP (Any one person) $

PERSONAL & ADV INJURY $

GENERAL AGGREGATE $

PRODUCTS - COMP/OP AGG $

$RETENTIONDED

CLAIMS-MADE

OCCUR

$

AGGREGATE $

EACH OCCURRENCE $UMBRELLA LIAB

EXCESS LIAB

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)

INSRLTR TYPE OF INSURANCE POLICY NUMBER

POLICY EFF(MM/DD/YYYY)

POLICY EXP(MM/DD/YYYY) LIMITS

WC STATU-TORY LIMITS

OTH-ER

E.L. EACH ACCIDENT

E.L. DISEASE - EA EMPLOYEE

E.L. DISEASE - POLICY LIMIT

$

$

$

ANY PROPRIETOR/PARTNER/EXECUTIVE

If yes, describe underDESCRIPTION OF OPERATIONS below

(Mandatory in NH)OFFICER/MEMBER EXCLUDED?

WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY Y / N

AUTOMOBILE LIABILITY

ANY AUTOALL OWNED SCHEDULED

HIRED AUTOSNON-OWNED

AUTOS AUTOS

AUTOS

COMBINED SINGLE LIMIT

BODILY INJURY (Per person)

BODILY INJURY (Per accident)PROPERTY DAMAGE $

$

$$

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSRADDL

WVDSUBR

N / A

$

$

(Ea accident)

(Per accident)

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject tothe terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to thecertificate holder in lieu of such endorsement(s).

The ACORD name and logo are registered marks of ACORD

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

INSURED

PHONE(A/C, No, Ext):

PRODUCER

ADDRESS:E-MAIL

FAX(A/C, No):

CONTACTNAME:

NAIC #

INSURER A :

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

INSURER(S) AFFORDING COVERAGE

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.

INS025 (201005).01

7/16/2012

McCullough Insurance Agency Inc.P.O. Box 1000420 N. HumphreysFlagstaff AZ 86002

Linda Smith(928)774-3345 (928)779-4561

Quality Connections Inc.3920 E. Huntington Dr.Suite AFlagstaff AZ 86004

SSCIP 0776

11-12 MASTER

AX

X

X

X X SS349010212 10/12/2011 10/12/2012

1,000,000500,00010,000

1,000,0002,000,0001,000,000

A XX X

SS349010212 10/12/2011 10/12/2012

1,000,000

Uninsured motorist BI-single 300,000

AX X

SSE1980212 10/12/2011 10/12/2012

1,000,0001,000,000

A Professional Liability SS349010212 10/12/2011 10/12/2012 $1,000,000 Claims Made $2,000,000A Sexual Abuse SS349010212 10/12/2011 10/12/2012 $1,000,000 Occurrence $2,000,000

Coconino County, its agents, officials and employees are defined as additional insureds with respect to liability arising out of the Insured's operations. This insurance is primary and non-contributory as required by contract.

Linda Smith/SMITH

Coconino County 219 E Cherry ave Flagstaff, AZ 86001

(928)679-7195 [email protected]


RFP 2012-110 Toner Delivery – Short Listed Vendor Scoring Matrix (3 person evaluation team)

Criteria Points Weight

1-10 Ink Envey Weight

1-10 Quality Connections

Cost

75 5 375 10 750

Local Value

10 10 100 10 100

Environmental Impact

10 5 50 10 100

References

5 10 50 10 50

TOTAL

575 1000

Criteria Points Weight

1-10 Ink Envey Weight

1-10 Quality Connections

Cost

75 9 675 10 750

Local Value

10 4 40 8 80


10 5 50 8 80

References

5 10 50 10 50

TOTAL

815 960

Criteria Points Weight 1-10

Ink Envey Weight 1-10

Quality Connections

Cost

75 5 375 10 750

Local Value

10 7 70 10 100


10 5 50 10 100

References

5 10 50 10 50

TOTAL

545 1000


Meeting Date: September 18, 2012 Agenda Type (Consent) DATE: August 30, 2012 TO: Honorable Chair and Members of the Board FROM: Judy Weiss, CPRE, Director, Parks and Recreation SUBJECT: Approval of Intergovernmental Agreement for Fire Services between Coconino

County and the City of Flagstaff for Fort Tuthill County Park

RECOMMENDATION: Staff recommends that the Board of Supervisors approve an Intergovernmental Agreement between Coconino County and the City of Flagstaff for fire and emergency services at Fort Tuthill County Park for a five-year period totaling $45,000. BACKGROUND: Fire services are required at Fort Tuthill County Park and have been provided by the City of Flagstaff under an annual contract for services agreement. The IGA under consideration provides the same services as the previous contract. However, to ensure the proper legal provisions between the governmental entities, an intergovernmental agreement was drafted to provide the necessary future services for fire protection and emergency services at Fort Tuthill County Park. • CCPR has been paying Flagstaff Fire for fire and emergency services on annual contract

basis. In 2011, it was determined that the contract should be developed into an intergovernmental agreement

• The Highlands Fire Department was asked to bid on a contract for similar services, but declined because they could not provide the required emergency (EMT) services

• Staff is recommending the approval of this intergovernmental agreement to ensure the uninterrupted provision of fire and emergency services for Fort Tuthill County Park

ALTERNATIVES: 1. Approval of the intergovernmental agreement will require budget consideration to cover the annual cost of fire protection and emergency services to Fort Tuthill County Park totaling $45,000 over the term of this agreement. 2. Denial of the intergovernmental agreement will either 1) return CCPR to a year-to-year contract for services or 2) result in loss of fire and emergency services. FISCAL IMPACT: Approval of this item will require payments totaling $45,000 over the five-year term from the CCPR budget. Presently, this expense has not been budgeted. REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS: Intergovernmental Agreement for Fire Services between City of Flagstaff and Coconino County

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After recording, return to: City Clerk City of Flagstaff 211 W. Aspen Avenue Flagstaff, AZ 86001

INTERGOVERNMENTAL AGREEMENT FOR FIRE SERVICES

City of Flagstaff

and Coconino County

This intergovernmental agreement for services (“Agreement”) is entered into this ___ day of __________________, 2012, between the City of Flagstaff (“CITY”), an Arizona municipal corporation, with offices at 211 W. Aspen Avenue, Flagstaff, Arizona, on behalf of the Flagstaff Fire Department (“DEPARTMENT”), and Coconino County (the “COUNTY”), a political subdivision of the State of Arizona with offices located at 219 E. Cherry Avenue, Flagstaff, Coconino County, Arizona.

RECITALS A. The COUNTY, a political subdivision of the State of Arizona, seeks to obtain fire services for its property at Fort Tuthill County Park (“FTCP”), located in Section 6, Township 20 North, Range 7 East, also known as Assessor’s Parcel Numbers 116-13-005A and 116-13-008 described in Exhibit A.

B The CITY, through its DEPARTMENT, operates, manages and maintains fire services. C. The COUNTY desires that the CITY, through the DEPARTMENT, provide fire services for incidents occurring within the boundary response area of FTCP. D. The CITY is authorized to enter into agreements to provide fire protection services by Flagstaff City Code Section 5-01-001-0001 and is willing to provide such services to FTCP in accordance with the terms of this Agreement. NOW, THEREFORE, pursuant to A.R.S. §11-952, authorizing agreements for services among two or more public agencies, and in consideration of the mutual covenants contained in this Agreement, the parties agree as follows: 1. Duration and Termination of Agreement This Agreement shall become effective upon execution by the parties. The DEPARTMENT will begin service to the COUNTY at 12:01AM on ________________, 2012, and, subject to early


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termination or renewal as provided below, will continue to provide services as described in this Agreement to the COUNTY for a period of five (5) years, with the Agreement terminating at 11:59PM on _________________________, 2017. The CITY shall also have the right to terminate the Agreement upon written notice to the COUNTY in the event the COUNTY fails to make any payment due the CITY under this Agreement within thirty (30) calendar days after receiving written notice from the CITY that such payment is past due. 2. Level of CITY Services The CITY, through the DEPARTMENT, agrees to provide fire services to the COUNTY twenty-four (24) hours a day, seven (7) days a week as described below. The COUNTY acknowledges and agrees that DEPARTMENT's ability to provide services under this Agreement is contingent upon the availability of equipment and personnel to respond adequately to conditions within the CITY in addition to responding to calls for service within the COUNTY.

2.1 Personnel. All DEPARTMENT response personnel will be certified as firefighters under state of Arizona guidelines. All response personnel will have been trained to the operations level for Hazardous Materials and Weapons of Mass Destruction response. 2.2 Staffing levels. Each fire apparatus responding to an incident within FTCP will be staffed with a minimum of three (3) fire/emergency medical services personnel (collectively, “One Unit”). On confirmed structural fires or larger wild land fires, additional units will be dispatched, as well as a Chief Officer who will assume command operations. 2.3 Station Locations and Response Assignments. Units will respond from the closest available fire stations. Additional support or back-up personnel will be provided from the CITY’s next closest and available facility. The DEPARTMENT will not have equipment or personnel stationed at FTCP facilities. The initial response to a structure fire will be a minimum of two (2) fire companies and a Chief Officer, which is a minimum of seven (7) personnel. An automatic fire alarm sounding will receive a One Unit response. The CITY may alter staffing assignments and response patterns to FTCP if such changes are consistent with services provided to CITY’S residents or other contract entities. The CITY’s goal is that the travel time from a fire station to the gate of FTCP will be approximately five (5) minutes. The CITY and the COUNTY both acknowledge, however, that actual response times to FTCP will vary, depending upon the circumstances of each call. 2.4 Emergency Communications Center (911). The COUNTY will make every effort to ensure that its staff directs all requests for assistance to the combined City/County Emergency 911 Dispatch Center. This facility is staffed and operated by trained emergency dispatchers 24-hours a day, seven days per week. All communications are time-stamped and radio transmissions are voice recorded. Dispatchers maintain constant contact with responding and on-scene personnel to provide support and to dispatch additional resources. 2.5 Road Access. The COUNTY will cooperate with the DEPARTMENT in seeing that all roadways have clear access for emergency response vehicles.


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2.6 Personnel and Equipment Shortages. COUNTY acknowledges and agrees that the occurrence of a major fire, several concurrent fires, other emergency, reduction in force, road closure, or other situation resulting in a shortage of available personnel or equipment may cause DEPARTMENT to respond with fewer units or personnel than specified above. 2.7 Response Time. COUNTY acknowledges and agrees that DEPARTMENT response times are subject to variations due to existing weather conditions, travel distance for fire units already engaged elsewhere, traffic conditions, property identification and the provision of standard access and routing information to property or individuals, and that under these circumstances DEPARTMENT may be unable to respond, or be delayed in responding, to an emergency call in the COUNTY. 2.8 Expenses for Wildland Services. COUNTY shall be solely responsible for costs incurred as a result of outside agency responses, including state and federal agencies and contractual service providers. 2.9 Stand-by Services. Services provided by CITY for special events, fire watch, and similar items outside the normal scope of services shall be subject to additional charges to be paid by the COUNTY. 2.10 Fuel Management Services. The COUNTY shall be responsible for additional charges associated with services provided by the CITY, which are related to fuel management, such as treatment and burns. 3. Fees for Service The DEPARTMENT will provide the services described in this Agreement on a flat-rate basis. 3.1 Initial Flat Rate Fee. For the first year of service provided by the DEPARTMENT under this Agreement, the rate shall be $6,000.00. The rate for years two through five shall be as follows: Year 2: $7,500.00 Year 3: $9,000.00 Year 4: $10,500.00 Year 5: $12,000.00 Fees for subsequent years may be adjusted by mutual agreement of the parties. 3.2 Method of Payment. The COUNTY shall make payments in full to the CITY within thirty (30) days of receiving an invoice from the CITY.


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4. Liability and Indemnification 4.1 Force Majeure. The CITY, the DEPARTMENT and their agents, officials and employees, shall not be liable to the COUNTY for failure to comply with any of the terms and conditions of this Agreement where any failure to comply is caused by an act of God, court order, government regulation or requirement, other than those imposed by the CITY, strike or labor difficulty, fire, flood, windstorm, breakdown or other damage to equipment, power failure or any other cause beyond the reasonable control of the CITY. 4.2 Indemnification. Each party (as “Indemnitor”) agrees to indemnify, defend, and hold harmless the other party (as “Indemnitee”) from and against any and all claims, losses, liability, costs, or expenses (including reasonable attorney’s fees) (collectively referred to as “Claims”) arising out of bodily injury of any person (including death) or property damage, but only to the extent that such claims which result in vicarious/derivative liability to the Indemnitee, are caused by the act, omission, negligence, misconduct, or other fault of the Indemnitor, its officers, officials, agents, employees, or volunteers. 5. Dispute Resolution 5.1 Mediation. If a dispute arises out of or relates to this Agreement, and if the dispute cannot be settled through negotiation, the parties agree first to try in good faith to resolve the dispute by mediation before resorting to litigation or some other dispute resolution procedure. Mediation will take place in Flagstaff, Arizona, be self-administered and be conducted under the CPR Mediation Procedures established by the CPR Institute for Dispute Resolution, 366 Madison Avenue, New York, New York 10017, (212) 949-6409, www.cpradr.org, with the exception of the mediator selection provisions, unless other procedures are agreed upon by the parties. Unless the parties agree otherwise, the mediator(s) shall be selected from panels of mediators trained under the auspices of the Alternative Dispute Resolution Program of the Coconino County Superior Court. Each party agrees to bear its own costs in mediation. The parties will not be obligated to mediate if an indispensible party is unwilling to join the mediation. 5.2 Legal Action. The mediation provision above is not intended to constitute a waiver of a party’s right to initiate legal action if a dispute is not resolved through good faith negotiation or mediation, or if a party seeks provisional relief under the Arizona Rules of Civil Procedure. 5.3 Litigation and Attorneys Fees. In the event any action at law or in equity is instituted between the parties in connection with this Agreement, the prevailing party in the action will be entitled to its costs, including reasonable attorneys’ fees and court costs from the non-prevailing party.


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6. Notices Unless otherwise specified in this Agreement, any notice or other communication required or permitted to be given shall be in writing and sent to the address given below for the party to be notified, or to such other address notice of which is given:

If to the CITY: If to COUNTY:

Fire Chief City of Flagstaff 211 W. Aspen Avenue Flagstaff, AZ 86001

County Manager 219 E. Cherry Avenue Flagstaff, AZ 86001

Copy to: Deputy City Manager, Operations City of Flagstaff 211 W. Aspen Avenue Flagstaff, AZ 86001

Copy to: Director, Parks and Recreation Fort Tuthill County Park 2446 Fort Tuthill Loop Flagstaff, AZ 86001

7. General Provisions 7.1 Authorization to Contract. Each party represents and warrants that it has full power and authority to enter into this Agreement and perform its obligations under this Agreement and has taken all required acts or actions necessary to authorize the same. 7.2 Integration: Modification. Each party acknowledges and agrees that it has not relied upon any statements, representations, agreements or warranties, except as expressed in this Agreement, and that this Agreement constitutes the parties’ entire agreement with respect to the matters addressed in this document. All prior or contemporaneous agreements and understandings, oral or written, with respect to such matters are superseded and merged in this Agreement. This Agreement may be modified or amended only by written agreement, signed by or for both parties, and any modification or amendment will become effective on the date so specified. 7.3 Cancellation for Conflict of Interest. Pursuant to A.R.S. §38-511, either the CITY or the COUNTY may cancel this Agreement without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting or creating this Agreement on behalf of a party is, at any time while the Agreement or any extension of the Agreement is in effect, an employee or agent of the other party of the Agreement in any capacity or as a consultant to the other party of the Agreement with respect to the subject matter of this Agreement.


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7.4 Waiver. No failure to enforce any condition or covenant of this Agreement will imply or constitute a waiver of the right of a party to insist upon performance of the condition or covenant, or of any other provision of this Agreement, nor will any waiver by either party of any breach of any one or more conditions or covenants of this Agreement constitute a waiver of any succeeding or other breach under this Agreement. 7.5 Termination for Lack of Funds. The COUNTY agrees to levy in good faith an amount sufficient to pay for the services to be provided by the CITY under this Agreement. If the COUNTY determines that there will not be sufficient tax revenues available to the COUNTY to pay for services of this Agreement, the COUNTY may terminate this Agreement by giving the CITY ninety (90) days’ notice of the lack of available funds. Termination of this Agreement will not relieve the COUNTY of the obligation to pay the CITY the pro rata portion of the annual amount due before the termination date of the Agreement. In the event of termination, CITY agrees to refund to COUNTY on a pro rata basis fees paid by COUNTY in advance for any period following the date of termination. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the day and year first written above. City of Flagstaff Coconino County

Mayor

Carl Taylor Board of Supervisors

Attest:

Attest:

City Clerk Clerk of the Board

Approved as to form:

Approved as to form:

City Attorney Deputy County Attorney


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EXHIBIT A

"FORT TUTHILL FAIRGROUNDS PARCEL"

APN: 116-13-005A

As described in State of Arizona Patent No. 6929 of July 5, 1989 according to the official records of Coconino County, Docket 1294, Page 837, Instrument No. 89-16886 more particularly described as follows:

That part of Lots 1, 2, 6, AND 7; the South Half of the Northeast Quarter (S2NE4); the East Half of the Southwest Quarter (E2SW4); the North Half of the Southeast Quarter (N2SE4) and the Southwest Quarter of the Southeast Quarter (SW4SE4) OF Section 6, Township 20 North, Range 7 East, Gila and Salt River Base and Meridian, Coconino County, Arizona more particularly described as follows:

BEGINNING at the Northeast corner of said Section 6; thence South along the East line of said Section, a distance of 4302.28 feet; thence North 87 degrees 44 minutes 40 seconds West, 246.19 feet; thence North 77 degrees 03 minutes 05 seconds West, 568.79 feet; thence North 85 degrees 56 minutes 16 seconds West, 405.58 feet; thence North 75 degrees 42 minutes 14 seconds West, 501.74 feet; thence North 79 degrees 27 minutes 30 seconds West, 304.39 feet; thence South 10 degrees 32 minutes 30 seconds West, 206.76 feet; thence North 79 degrees 27 minutes 30 seconds West, 22.00 feet; thence South 10 degrees 32 minutes 30 seconds West, 54.00 feet; thence North 79 degrees 27 minutes 30 seconds West, 37.00 feet; thence North 10 degrees 32 minutes 30 seconds East, 54.00 feet; thence North 79 degrees 27 minutes 30 seconds West, 475.00 feet; thence South 10 degrees 32 minutes 30 seconds West, 170.00 feet; thence North 79 degrees 27 minutes 30 seconds West, 400.00 feet; thence North 10 degrees 32 minutes 30 seconds East, 50.00 feet;


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thence North 79 degrees 27 minutes 30 seconds West, 365.00 feet; thence South 10 degrees 32 minutes 30 seconds West, 300.00 feet; thence South 79 degrees 27 minutes 30 seconds East, 150.00 feet; thence South 63 degrees 37 minutes 30 seconds East, 1194.31 feet; thence North 10 degrees 32 minutes 30 seconds East, 652.62 feet; thence North 55 degrees 32 minutes 30 seconds East, 424.26 feet; thence South 79 degrees 27 minutes 30 seconds East, 4.39 feet; thence South 75 degrees 42 minutes 14 seconds East, 62.37 feet; thence South 55 degrees 32 minutes 30 seconds West, 447.78 feet; thence South 10 degrees 32 minutes 30 seconds West, 779.49 feet; thence South 36 degrees 19 minutes 07 seconds West, 333.11 feet to a point on the South line of said Section 6; thence South 89 degrees 54 minutes 32 seconds West along said South line, 316.83 feet to the South quarter corner of said Section; thence South 89 degrees 42 minutes 26 seconds West 2650.47 feet to the Southwest corner thereof; thence North 0 degrees 16 minutes 38 seconds East along the West line of said Section, 2515.68 feet; thence East 1992.90 feet; thence North 42 degrees 23 minutes 40 seconds East, 162.70 feet; thence South 47 degrees 36 minutes 20 seconds East, 223.55 feet; thence North 32 degrees 48 minutes 00 seconds East, 664.77 feet; thence North 37 degrees 52 minutes 20 seconds East, 335.32 feet; thence South 65 degrees 58 minutes 56 seconds East, 723.13 feet; thence North 10 degrees 04 minutes 54 seconds East, 1015.93 feet;


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thence North 11 degrees 15 minutes 07 seconds East, 1335.02 feet to a point on the North line of said Section 6; thence North 89 degrees 44 minutes 19 seconds East along said North line, 1362.35 feet to the PLACE OF BEGINNING. Containing 354.7446 acres, more or less. AND

"FORT TUTHILL AMPHITHEATRE PARCEL"

APN: 116-13-008 That part of the South half of the Southeast quarter (S2SE4) of Section 6, Township 20 North, Range 7 East, Gila and Salt River Base and Meridian, Coconino County, Arizona according to the official records of Coconino County Records Instrument No. 3001237(State of Arizona Patent No. 53-101160-01), more particularly described as follows: Parcel "A" Beginning at the Southeast corner of said Section 6; thence due North along the East line of said Section, a distance of 1010.00 feet; thence North 87 degrees 44 minutes 40 seconds West, a distance of 246.19 feet; thence North 77 degrees 03 minutes 05 seconds West, a distance of 568.79 feet; thence North 85 degrees 56 minutes 16 seconds West, a distance of 405.58 feet; thence North 75 degrees 42 minutes 14 seconds West, a distance of 439.37 feet; thence South 55 degrees 32 minutes 30 seconds West, a distance of 447.78 feet; thence South 10 degrees 32 minutes 30 seconds West, a distance of 779.49 feet; thence South 36 degrees 19 minutes 07 seconds West, a distance of 333.11 feet to a point on the South line of said Section 6; thence North 89 degrees 54 minutes 32 seconds East, along said South line, a distance of 2339.76 feet to the place of beginning. Containing 54.95 acres, more or less.


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That part of the South half of the Southeast quarter of Section 6, Township 20 North, Range 7 East, Gila and Salt River Base and Meridian, Coconino County, Arizona, more precisely described as follows: Beginning at a point from which, the Southeast corner of said Section 6 bears South 52 degrees 30 minutes 27 seconds East, a distance of 2136.79 feet; thence South 55 degrees 32 minutes 30 seconds West, a distance of 424.26 feet; thence North 10 degrees 32 minutes 30 seconds East, a distance of 300.00 feet; thence South 79 degrees 27 minutes 30 seconds East, a distance of 300.00 feet to the place of beginning. Containing 1.03 acres more or less. Total acreage containing 410.72 acres more or less.


C:\DOCUME~1\XPMUser\LOCALS~1\Temp\AMCC3.tmp.doc

Meeting Date: September 4, 2012 Agenda Type (Consent) DATE: August 10, 2012 TO: Honorable Chair and Members of the Board FROM: Judy Weiss, CPRE, Director, Parks and Recreation SUBJECT: Approval of Arizona State Parks FY12 Recreational Trails Grant Application Rogers Lake Trails System

RECOMMENDATION: Staff recommends that the Board of Supervisors approve the FY12 Recreational Trails Grant Application for Trails System Development at the Rogers Lake County Natural Area requesting $100,000 in grant funding with a Board certification to match up to 10% from in-kind contributions. BACKGROUND: This project will develop a trails system within the Rogers Lake County Natural Area, purchased in 2010, as part of the Arizona Preserve Initiative/Growing Smarter State Trust Acquisition Program to conserve open space and provide for public enjoyment while protecting and informing the public about the natural and cultural resources. The project scope includes 6.0 miles of trails (4.0 miles in the forested uplands and 2.0 miles along Rogers Lake, including 1.0 mile of surfaced trail for accessibility), 2 trailhead/parking areas and multi-functional information kiosks. Both trailheads are located off the main access road, Forest Road 231/Woody Mountain Road. • In 2010, the county was successful at public auction to purchase 2250 acres of state trust

lands using $6M of Coconino Parks and Open Space funds matched by a 50% grant from the Arizona Growing Smarter State Trust Acquisition Program. The entire parcel was dedicated as the Rogers Lake County Natural Area on June 10, 2011. As one of two county natural areas, the primary use of the land is for the protection of the unique and significant natural and cultural resources found within the area. To that end, the county is charged with resource management, providing for public enjoyment, and maintaining other uses on the land, such as, livestock grazing and hunting.

9/13/2012 Page 1 of 1314 - 9/18/2012 - Approval of Arizona State Parks FY12 Recreational Trails Grant Application for the Rogers Lake Trails System349


• In order to provide for appropriate levels of visitor use at Rogers Lake, CCPR is required to

seek funding outside of the Coconino Parks and Open Space Program for the development of park facilities. Therefore, all opportunities for grant funding are explored and pursued. The grant application under consideration is advantageous from several aspects:

o Arizona State Parks has received $1.4M in Federal Highways funds to distribute for non-motorized recreational trail maintenance and development over the next two years

o Coconino County is eligible to apply as a governmental entity o Coconino County can provide the required match of at least 6% with staff and

equipment already available and supported by the departments CPOS funds o The required due diligence regarding the natural and cultural resources has already

been completed as part of the Arizona Preserve Initiative purchase process

• CCPR has been working with many partners including the Rogers Lake Stakeholders Group, the Regional Trails Committee, and Arizona Watchable Wildlife Experience Committee to maximize the implementation of projects for the natural area and has achieved or is underway with the following projects since 2011:

o Stock tank repairs and wildlife habitat improvements ($45,000 US Fish and Wildlife and Arizona Game and Fish Grants)

o Fencing improvements to benefit wildlife and livestock were made possible with funding from Arizona Wildlife Federation, the National Forest Foundation and the Arizona Sportsmen for Wildlife Conservation with in-kind volunteer support from the Friends of Northern Arizona Forests, Coconino Sportsmen and agency staff from the Arizona Game and Fish Department and County Parks and Recreation Department who completed over 1.5 miles of wildlife friendly fenceline along Woody Mtn. Road as part of the Woody Ridge Wildlife Corridor Comprehensive Restoration Project.

o Forest thinning on 500 acres as a result of coordination and funding through NAU Centennial Forest ($500,000 AZ State Forestry Hazardous Fuel Funds through NAU)

o Forest baseline documentation pre-thinning treatment (Arizona Public Service $5,000 grant through NAU Centennial Forest)

• With all the progress being made on resource management at Rogers Lake, CCPR will be

ready to construct a trails system during the summer of 2013. The funds provided by this grant will make this possible.

• This project funding can be awarded over two years. It is anticipated that CCPR will receive the requested funds in FY13, however Arizona State Parks can decided to extend the grantmaking period until FY14.

• The approval of this grant application involves the following provisions taken from the attached Resolution 2012- : 1. Approves the filing of an application for Recreational Trails Program assistance, and 2. Certifies that the application is consistent and compatible with all adopted plans and programs of Coconino County for non-motorized trails facility development; and



3. Agrees to comply with all appropriate procedures, guidelines, and requirements established by the BOARD as a part of the application process; and 4. Certifies that Coconino County will comply with all appropriate state and federal regulations, policies, guidelines, and requirements as they relate to the application; and 5. If applicable, certifies that Coconino County will provide at least 10% of the total project cost (or at least $10,000 in project costs) from in-kind and volunteer contributions 6. Appoints Jeanne Trupiano, Planning and Acquisition Manager as agent of Coconino County to conduct all negotiations, execute and submit all documents including, but not limited to, applications, agreements, amendments, billing statements, and so on which may be necessary for the completion of the aforementioned project.

ALTERNATIVES: 1. Approval of this application will enable the development of recreational amenities at Rogers Lake in the near-term to benefit the residents and visitors to Coconino County to enjoy the outdoors and experience the natural and cultural resources for future generations 2. Denial of this application minimizes the opportunities for CCPR to take advantage of funding sources to benefit the Rogers Lake County Natural Area and the large CCPR budget. FISCAL IMPACT: The submittal of this grant application will require that CCPR obligate staff and equipment to fulfill the 6% grant match requirement. This contribution is supported by Coconino Parks and Open Space funds within the departments FY13 budget. REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS: FY12 Arizona State Parks Recreational Trails Program Grant Application Draft Resolution Arizona State Parks Project Agreement


RESOLUTION 2012- 35

A RESOLUTION OF THE BOARD OF SUPERVISORS OF COCONINO COUNTY, ARIZONA, TO APPROVE THE APPLICATION FOR A RECREATIONAL TRAILS PROGRAM GRANT

Trails System Development for Rogers Lake County Natural Area

WHEREAS, the Congress of the United States has authorized the Recreational Trails Program (RTP) as a federal-aid assistance program to help states provide and maintain recreational trails for motorized and non-motorized recreational use and these funds are available to eligible applicants for acquiring lands and developing facilities for public purposes; and WHEREAS, Arizona State Parks Board (BOARD) is responsible for the administration of the Recreational Trails Program within the State, setting up necessary rules and procedures governing application by eligible applicants under the program; and WHEREAS, said adopted procedures established by the BOARD require the applicant to certify by resolution the approval of applications, signature authorization, the availability of local matching funds (if applicable), and authorization to sign a Project Agreement with the BOARD prior to submission of said applications to the BOARD; and Whereas, the Legislature under A.R.S. §37-312 et. seq. authorized the purchase of State Trust Lands for the purpose of conserving open space and protecting the natural and cultural resources of Arizona; and

Whereas, Coconino County purchased 2250 acres of State Trust lands at Rogers Lake on November 1, 2010 that was dedicated as the Rogers Lake County Natural Area on June 10, 2011; and

Whereas, Coconino County is dedicated to promoting recreational uses at Rogers Lake that are developed with the protection of natural and cultural resources for the enjoyment and education of future generations; and

Whereas, the Coconino County Board of Supervisors has determined that the best interests of the County will be served by approving this application for grant funding to support the development of a trails system at Rogers Lake;

NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF COCONINO COUNTY, ARIZONA HEREBY:

1. Approves the filing of an application for Recreational Trails Program assistance, and

2. Certifies that the application is consistent and compatible with all adopted plans and programs of Coconino County for non-motorized trails facility development; and 3. Agrees to comply with all appropriate procedures, guidelines, and requirements established by the BOARD as a part of the application process; and 4. Certifies that Coconino County will comply with all appropriate state and federal regulations, policies, guidelines, and requirements as they relate to the application; and 5. If applicable, certifies that Coconino County will provide at least 10% of the total project cost (or at least $10,000 in project costs) from in-kind and volunteer contributions; and 6. Appoints Jeanne Trupiano, Planning and Acquisition Manager as agent of Coconino County to conduct all negotiations, execute and submit all documents including, but not limited to, applications, agreements, amendments, billing statements, and so on which may be necessary for the completion of the aforementioned project.

PASSED AND ADOPTED by the Board of Supervisors of Coconino County, Arizona, this 1st day of September 2012.

AYES:

NOES:

ABSENT:


Carl Taylor, Chair

ATTEST: APPROVED AS TO FORM:

Clerk of the Board Deputy County Attorney









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DATE: Revised September 10, 2012 TO: Honorable Chairman and Members of the Board FROM: Mike Lopker, Deputy Public Works Director SUBJECT: Approve the purchase of eight (8) vehicles under State Contract No.

ADSPO12-016669 from Midway Chevrolet in the amount of $205,877.55. RECOMMENDATION: Staff requests that the Board of Supervisors approve the purchase of eight (8) vehicles under State Contract No. ADSPO12-016669 from Midway Chevrolet in the amount of $205,877.55. BACKGROUND: The Mechanical Services Division of Fleet Services is an Internal Service Fund and is responsible for the acquisition, maintenance and disposal of the County’s light vehicles and equipment. The following vehicles are identified for replacement as they are well into an extended life having exceeded the 100,000 mile replacement criteria. Three of the vehicles. 15889, 15673 and 15468 were involved in accidents that resulted in total loss. The remaining vehicles have the following mileage and will have additional mileage by the time the replacements arrive: Vehicle No. Mileage 15469 195,934 15940 126,019 15806 116,081 15947 114,594 15825 108,367 Three (3) vehicles are for Sheriff Flagstaff patrol, three (3) vehicles are for the Jail and two (2) vehicles are for Animal Control. The following information describes the new vehicles being purchased:


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Description Cost Account 2013 Chevrolet CK 2500 Extended Cab Pickup $27,333.50 8041 2013 Chevrolet CK 2500 Extended Cab Pickup $27,042.45 8041 2013 Chevrolet CK 2500 Extended Cab Pickup $27,042.45 8041 2013 Chevrolet 12 Passenger Van $38,876.45 8041 Subtotal $120,294.85 8041 2013 Chevrolet Impala $19,926.02 8042 2013 Chevrolet Impala $19,926.02 8042 2013 Chevrolet Impala $19,926.02 8042 2013 Chevrolet Impala Police Package $25,804.64 8042 Subtotal $85,582.70 8042 Grand total $205,877.55 The attached supporting information for each vehicle will describe flex fuel, bi-fuel and hybrid options that are available as well as a cost comparison and additional comments. The “green” fleet option was evaluated for each of these vehicles. For six vehicles the alternative fuel option is considered cost prohibitive. For two vehicles there is no alternative fuel option. ALTERNATIVES: The following alternatives are available to the Board of Supervisors: • Approve this submittal. • Postpone the purchase of the vehicles to a later date. FISCAL IMPACT:

The requested amount of $205,877.55 is budgeted by the Mechanical Services Division. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. Price quotations from Midway Chevrolet






























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DATE: August 23, 2012 TO: Honorable Chairman and Members of the Board FROM: Lucinda Andreani, Deputy Public Works Director SUBJECT: Approve the second renewal of an Agreement with Bleekers Boxes to provide

rental portable offices and waste dumpsters for emergency flood response up to $60,000 for a one-year period.

RECOMMENDATION: It is requested that the Board of Supervisors approves the second renewal of an Agreement with Bleekers Boxes to provide rental portable offices and waste dumpsters for emergency flood response up to $60,000 for a one year period. BACKGROUND: On September 14, 2010 the Board of Supervisors approved an Agreement with the Independent Contractor to provide emergency flood response as needed. On August 9, 2011 the Board approved the first renewal. This submittal renews the Agreement for a one-year period through August 6, 2013. The County is under no obligation to use the services of this Independent Contractor. They are available on an as-needed basis, if desired by the County. ALTERNATIVES: The following options are available to the Board of Supervisors: • Approve this request. • Reject the request and allow the Agreement to expire. FISCAL IMPACT: The amount of $60,000 would be paid from Flood Control funds should the Independent Contractor’s service be required.


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REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. Five (5) original second renewal documents. 2. Insurance Certificates. 3. CPI –U update.



















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DATE: August 20, 2012 TO: Honorable Chairman and Members of the Board FROM: Lucinda Andreani, Deputy Public Works Director SUBJECT: Approve the second renewal of an Agreement with DNN Enterprises Inc. and

the County to provide operator labor and heavy equipment for emergency response up to $60,000 for a one-year period.

RECOMMENDATION: It is requested that the Board of Supervisors approves the second renewal of an Agreement with DNN Enterprises Inc. to provide operator labor and heavy equipment for emergency response up to $60,000 for a one year period. BACKGROUND: The Board of Supervisors approved an Agreement with the Independent Contractor that began on August 7, 2010 to provide emergency flood response as needed. This submittal renews the Agreement for a one-year period through August 6, 2013. The County is under no obligation to use the services of this Independent Contractor. They are available on an as-needed basis, if desired by the County. ALTERNATIVES: The following options are available to the Board of Supervisors: • Approve this request. • Reject the request and allow the Agreement to expire. FISCAL IMPACT: The amount of $60,000 would be absorbed by the Department budget should the Independent Contractor’s service be required. REVIEWED BY ELECTRONIC ROUTING


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ATTACHMENTS:

1. Five (5) original second renewal documents. 2. Insurance Certificates. 3. CPI –U update.


















1

DATE: August 21, 2012 TO: Honorable Chairman and Members of the Board FROM: Mike Lopker, Deputy Public Works Director SUBJECT: Approve the purchase of roadway crack filling material and equipment

rental from Crafco Inc. based on ADOT contract, in the amount of $208,339.48.

RECOMMENDATION: It is requested that the Board of Supervisors approve the purchase of Polyflex II sealant from Crafco, Inc. at the price of $0.4457 per pound for 300,000 pounds, in the amount of $148,851.48 including 8.8% tax and freight. This is based on ADOT Contract #ADOT12-024885. It is also requested that the Board of Supervisors approve the rental of two (2) EZ Series II 1000E Melters from Crafco, Inc. at the price of $3,960.00 per machine per month, for a seven month period from October 17, 2012 to May 18, 2013, in the amount of $59,488.00 including 7.3% tax. The machines are used to melt the sealant and apply it to the roads to fill cracks. This is based on ADOT Contract # T0918C0004. BACKGROUND: The Coconino County Public Works Department’s intent is to purchase material and rent equipment to fill cracks on County roadways, in order to maximize the life of the driving surfaces. Since ADOT has contracted with Crafco, Inc. it is to our advantage to utilize their purchasing power for a product brand that has worked well for us in the past. ALTERNATIVES: The following options are available to the Board of Supervisors: • Approve this request. • Reject the request and cancel this work.


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2

• Reject the request and ask for a bid to be prepared and advertised for any interested vendors to participate.

FISCAL IMPACT: The amount of $208,339.48 is budgeted. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. Crafco quotes and ADOT contract No. ADOT12-024885.









1

DATE: Revised September 13, 2012 TO: Honorable Chairman and Members of the Board FROM: Mike Lopker, Deputy Public Works Director SUBJECT: Approve the Intergovernmental Agreement (IGA) with the City of Flagstaff

for the Hazardous Waste Products Center through August 2014 RECOMMENDATION: It is requested that the Board of Supervisors approve the Intergovernmental Agreement (IGA) with the City of Flagstaff for the Hazardous Waste Products Center (HPC) through August 2014. BACKGROUND: On August 10, 2010 the Board of Supervisors approved the previous IGA for this program, which is attached for review. The budgeted expense for FY2012 is $28,900.00. County residents bring hazardous materials such as paint, engine oil, antifreeze, batteries and mercury filled light bulbs to the HPC. This program is designed to keep those hazardous items from entering the landfill. This program also accepts electronics to be recycled and diverts them out of the landfill. County residents can utilize the HPC free of charge, just like a City resident. County businesses are required to pay a $50 yearly fee and then pay a disposal fee each time they dispose of materials. Currently, households and small businesses within the County are permitted to bring hazardous wastes to the City of Flagstaff’s Hazardous Products Center for safe and proper disposal. Since 2002 the County has reimbursed the City 5% of the Center’s total labor cost as well as a percentage of the Center’s total operational expenses. In our monthly billings the City of Flagstaff shows $119,000 in labor costs and $27,000 in operational costs to fully fund the operation of the HPC. The reimbursement for this new agreement changes the County percentage from 5% to 10% of the labor cost and the same


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calculated percentage of the operational costs as the last agreement. The change from 5% to 10% amounts to $6,000 more per year in labor cost expense to the County. So, the County costs increase from $6,000 per year to $12,000 per year. The operational cost calculation remains the same for this new agreement. Staff recommends this agreement because the city has informed the County that County resident usage is typically around 35 to 40%. If the County was to pay 40% of the labor costs the amount would be approximately $46,000 in labor cost per year to the County. So, the County is paying less percentage of labor costs than the usage by County residents would indicate. Once this agreement expires in August, 2014 the city has also indicated their interest in raising the labor cost percentage for the next period to 15%. Staff is asking the Board to approve the 10% increase only. During the FY 14 budget process the HPC program will need to be evaluated, a cost –benefit analysis performed and budget adjustments made as necessary. The new IGA is being submitted for Board approval and will be in effect until August 2014. ALTERNATIVES: The following alternatives are available to the Board of Supervisors: • Approve this submittal. • Reject the IGA and re-negotiate the terms of the Agreement. • Cease support of County residents dropping off hazardous waste at the City landfill at which

time residents would have to pay a fee to dispose of hazardous waste. It is unknown at this time what those fees would be.

FISCAL IMPACT: $29,000.00 is budgeted out of the total estimated cost of $39,000. The additional $10,000 will be absorbed by the Solid Waste budget. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. New Intergovernmental Agreement (IGA) with the City of Flagstaff. 2. Previous IGA approved by the BOS on August 10, 2010.












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1

DATE: Revised September 7, 2012 TO: Honorable Chairman and Members of the Board FROM: Mike Lopker, Deputy Public Works Director SUBJECT: Approval of Amendment #5 of an Intergovernmental Agreement (IGA) with

the State of Arizona providing SAFETEA-LU funds for roadway maintenance on the Navajo Nation for FY10-FY12

RECOMMENDATION: Staff recommends approval of Amendment No. 5 of an Intergovernmental Agreement (IGA) with the State of Arizona providing SAFETEA-LU funds for roadway maintenance on the Navajo Nation, in the amount of $134,640 for FY10, $133,344 for FY11 and $127,443 for FY12. BACKGROUND: A funding agreement for maintenance of school bus routes on the Navajo Nation was approved by the Board of Supervisors on September 19, 2006. Amendment Nos. 1 and 2 were approved by the Board June 19, 2007. Amendment No. 3 was approved by the Board on December 16, 2008. Amendment No. 4 was approved by the Board on September 14, 2010. These documents are attached for reference. ALTERNATIVES: The following alternatives are available to the Board of Supervisors:

• Approve this submittal to enable the County to collect funds available • Disapprove and reject the funding offered.

FISCAL IMPACT: Amendment No. 5 provides compensation to the County in the amount of $134,640 for FY10, $133,344 for FY11 and $127,443 for FY12. These funds are part of the SAFETEA-LU authorization. Coconino County utilizes this funding to offset the cost of maintenance of school bus


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routes on the Navajo Nation through contract with the BIA. REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: 1. Intergovernmental Agreement (IGA) with the State of Arizona with Amendment No. 5.











































1

DATE: Revised September 5, 2012 TO: Honorable Chairman and Members of the Board FROM: Lucinda Andreani, Deputy Public Works Director SUBJECT: Approve an On-Call Agreement with Pioneer Title Agency Inc. and the

County to provide professional title services, not to exceed $75,000 for a one year period.

RECOMMENDATION: It is requested that the Board approve an on-call Agreement with Pioneer Title Agency Inc. and the County to provide professional title services, not to exceed $75,000 for a one year period. BACKGROUND: An Independent Contractor is needed to provide title services for the County. A scope of work shall be presented to the County based on the Agreement and circumstances which are unique to each project. This firm was selected based on a review of their Statement of Qualifications and price proposal. The firm has a good reputation for performing quality work for governmental agencies in Arizona. ALTERNATIVES: The following options are available to the Board: • Approve this request. • Reject the request and suggest an alternative solution including solicitation of new proposals. FISCAL IMPACT: The not to exceed cost of $75,000 will be paid from specific project budgets as needed for on-call title services.


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REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: 1. Five (5) original Agreements. 2. Insurance Certificates.












CERTIFICATE HOLDER



CANCELLATION


LOCJECTPRO-

POLICY


OCCURCLAIMS-MADE


GENERAL LIABILITY




GENERAL AGGREGATE $


$RETENTIONDED

CLAIMS-MADE

OCCUR

$

AGGREGATE $


EXCESS LIAB






OTH-ER

E.L. EACH ACCIDENT



$

$

$








AUTOS AUTOS

AUTOS




$

$$


INSRADDL

WVDSUBR

N / A

$

$

(Ea accident)

(Per accident)




INSURED


PRODUCER

ADDRESS:E-MAIL

FAX(A/C, No):

CONTACTNAME:

NAIC #

INSURER A :

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :



INS025 (201005).01

8/29/2012

American Insurance Professionals, LLC4545 E. Shea Blvd.Suite 246Phoenix AZ 85028

Elizabeth Chapin(602)424-3351 (602)424-3353

[email protected]

Pioneer Title Agency1016 W University Ave, Suite 101

Flagstaff AZ 86001

The Hanover Insurance Company 22292

2012-2013

A XX Errors & Omission

X

LHF 9113866 01 5/7/2012 5/7/2013

1,000,000

3,000,000

The insurance afforded by this policy applies solely to wrongful acts in the insured's performance of professional services for others for a fee as Title Agent, Abstract/Searcher and Escrow/Closing

Nancy Walker/LAUREN

Coconino County and Coconino County Flood Control District Attn: Mike Savoy 5800 E. Commerce Avenue Flagstaff, AZ 86004


1

DATE: August 20, 2012 TO: Honorable Chairman and Members of the Board FROM: Lucinda Andreani, Deputy Public Works Director SUBJECT: Approve an Agreement with DNN Enterprises Inc. and the County Flood

Control District to provide operator labor and heavy equipment for emergency flood response up to $60,000 for a one-year period.

RECOMMENDATION: It is requested that the Board of Directors approves an Agreement with DNN Enterprises Inc. and the County Flood Control District to provide operator labor and heavy equipment for emergency flood response up to $60,000 for a one year period. BACKGROUND: The County Flood Control District desires to participate in an existing Agreement with the Independent Contractor and the County which started August 7, 2010. This submittal begins the Agreement with the Flood Control District with the same fee schedule for a one-year period through August 6, 2013. There is no obligation to use the services of this Independent Contractor. They are available on an as-needed basis, if desired by the Flood Control District. ALTERNATIVES: The following options are available to the Board of Directors: • Approve this request. • Reject the request. FISCAL IMPACT: If the services of the Independent Contractor are used, they will be paid from Flood Control funds.


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REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS:

1. Five (5) original documents. 2. Insurance Certificates.























1

DATE: Revised September 5, 2012 TO: Honorable Chairman and Members of the Board FROM: Lucinda Andreani, Deputy Public Works Director SUBJECT: Approve an On-Call Agreement with Pioneer Title Agency Inc. and the

County Flood Control District to provide professional title services, not to exceed $75,000 for a one year period.

RECOMMENDATION: It is requested that the Board approve an on-call Agreement with Pioneer Title Agency Inc. and the County Flood Control District to provide professional title services, not to exceed $75,000 for a one year period. BACKGROUND: An Independent Contractor is needed to provide title services in the flood area. A scope of work shall be presented to the County based on the Agreement and circumstances which are unique to each project. This firm was selected based on a review of their Statement of Qualifications and price proposal. The firm has a good reputation for performing quality work for governmental agencies in Arizona. ALTERNATIVES: The following options are available to the Board: • Approve this request. • Reject the request and suggest an alternative solution including solicitation of new proposals. FISCAL IMPACT: The not to exceed cost of $75,000 will be paid from specific project budgets as needed for on-call title services.


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REVIEWED BY ELECTRONIC ROUTING ATTACHMENTS: 1. Five (5) original Agreements. 2. Insurance Certificates.























CERTIFICATE HOLDER



CANCELLATION


LOCJECTPRO-

POLICY


OCCURCLAIMS-MADE


GENERAL LIABILITY




GENERAL AGGREGATE $


$RETENTIONDED

CLAIMS-MADE

OCCUR

$

AGGREGATE $


EXCESS LIAB






OTH-ER

E.L. EACH ACCIDENT



$

$

$








AUTOS AUTOS

AUTOS




$

$$


INSRADDL

WVDSUBR

N / A

$

$

(Ea accident)

(Per accident)




INSURED


PRODUCER

ADDRESS:E-MAIL

FAX(A/C, No):

CONTACTNAME:

NAIC #

INSURER A :

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :



INS025 (201005).01

8/29/2012

American Insurance Professionals, LLC4545 E. Shea Blvd.Suite 246Phoenix AZ 85028

Elizabeth Chapin(602)424-3351 (602)424-3353

[email protected]

Pioneer Title Agency1016 W University Ave, Suite 101

Flagstaff AZ 86001

The Hanover Insurance Company 22292

2012-2013

A XX Errors & Omission

X

LHF 9113866 01 5/7/2012 5/7/2013

1,000,000

3,000,000

The insurance afforded by this policy applies solely to wrongful acts in the insured's performance of professional services for others for a fee as Title Agent, Abstract/Searcher and Escrow/Closing

Nancy Walker/LAUREN

Coconino County and Coconino County Flood Control District Attn: Mike Savoy 5800 E. Commerce Avenue Flagstaff, AZ 86004


DATE: August 29, 2012 TO: Honorable Chairman and Members of the Board FROM: Barbara Worgess, Chief Health Officer SUBJECT: FY 13 Arizona Nutrition Network Agreement

RECOMMENDATION: Staff recommends that the Board of Directors approve RFGA 12-030674 between the Arizona Department of Health Services (ADHS) and Coconino County Public Health Services District (CCPHSD) for the period of October 1, 2012 to September 30, 2013, in the amount of $468,030 to provide nutrition and physical activity education services. BACKGROUND: This year’s mission of the ADHS Arizona Nutrition Network program (AzNN) was restructured focusing on nutrition education and obesity prevention and was competitive. The state was divided into regions, with Coconino County seated in the Northern Region and collaboration was stressed. A joint effort between CCPHSD and Navajo County Public Health Services allowed CCPHSD’s program to expand into new schools in Navajo County, and also into Yavapai and Mohave County areas that have not been served previously through any AzNN program. The proposed contract will provide for the continuation of nutrition and physical activity education that is designed to improve the likelihood that food stamp recipients will make healthy food choices and choose physically active lifestyles.

During FY13, the program will continue to work with such partners as income-eligible schools within Flagstaff Unified School District, Page Unified School District, Tuba City Unified School District, Williams Unified School District, and Fredonia-Moccasin School District; Moencopi Day School; Flagstaff YMCA; City of Flagstaff Parks and Recreation; Head Start facilities in Coconino County; and the Big Park Community School and West Sedona Elementary in Sedona, Ash Fork Elementary, Peach Springs School District, and schools in Hotevilla, Pinon and Tonalea. In order to create a consistent nutrition and physical activity message throughout the county, professional staff trainings will be provided by program staff for our Hopi, Kaibab-Paiute and Navajo Nation Tribal Community Health Representative partners. Also, staff will continue their work with North Country Health Care and the Beautiful Life project targeting the Sunnyside area by providing valuable opportunities to work with the parents and caregivers of the children staff teach already.


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Staff will work with the Flagstaff Unified School District’s (FUSD) Wellness Committee and assist them in revising their local wellness policy and implementing a Coordinated School Health approach with one FUSD elementary school. A new partnership is with CCPHSD’s First Things First Navajo Nation Nutrition Education and Obesity Prevention Program working together to create community gardens throughout the Navajo Reservation. ALTERNATIVES: The Board of Directors could choose not to sign the Contract; however, with the increase in overweight children and adolescents ages 6-19 years and the increase in diabetes, longer-term more costly health related issues may continue due to lack of education from the CCPHSD Arizona Nutrition Network services. FISCAL IMPACT: This is a recurring expense and the contracted amount is budgeted in cost center 1342-31-3050-000-20-56-2. The contract allows for the County maximum indirect rate of 31.01%. The proposed staffing of 5.5 FTE is: Program Manager (1.0) – Flagstaff Public Health Educator (1.0) – Flagstaff Program Coordinator (1.0) – Flagstaff Public Health Educator (1.0) – Tuba City Public Health Educator (.625) – Page Community Dietician (.125) – Flagstaff Administrative Specialist III (.75) - Flagstaff REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS: ADHS/CCPHSD Contract Documents































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DATE: August 27, 2012 TO: Honorable Chair and Members of the Board FROM: Barbara L. Worgess, Chief Health Officer SUBJECT: Renewal of Award # A12PX90868 Medical Examiner Autopsy Services for BIA –

Hopi Agency

RECOMMENDATION: Staff recommends that the Board of Directors approve the renewal of Contract A12PX90868 between the Bureau of Indian Affairs and Coconino County for the provision of BIA-Hopi Agency Medical Examiner and Autopsy services from October 1, 2012 through September 30, 2013 in the amount of $21,000. BACKGROUND: For several years, the Coconino County Medical Examiner’s Office has been providing autopsy services to the Hopi Nation segment of the Bureau of Indian Affairs (BIA) on a case by case basis. Over the past several years the caseload submitted has steadily increased. In acknowledgement of this trend, the Bureau of Indian Affairs would like to renew the contract for autopsy services with the Coconino County Medical Examiner’s Office. By renewing this contract, the BIA will continue to have access to a convenient location where examinations can be done quickly and the decedent can be released within the timeframes dictated by the Hopi religion. ALTERNATIVES: An alternative for the BIA would be to take their cases to Pima County (Tucson) or Albuquerque, NM for examination. FISCAL IMPACT: The Bureau of Indian Affairs expects to spend $21,000 on our services. This amount should be sufficient to offset the increased supply usage (PPE’s and other autopsy supplies) and the increased laboratory usage (toxicology testing) which will result. REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS: Contract


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Per staff’s request, please remove item 26

DATE: September 23, 2011 TO: Honorable Chairman and Members of the Board FROM: Mike Townsend, County Manager SUBJECT: Approve the contract with The Guidance Center to provide Title 36 screening and Court Ordered Evaluation services. Providing these services are required of counties under Arizona Revised Statutes. County Manager RECOMMENDATION: Approve the contract with The Guidance Center to provide Title 36 screening and Court Ordered Evaluation services. Providing these services are required of counties under Arizona Revised Statutes.

BACKGROUND: The Guidance Center (TGC) had previously provided these services until that contract expired earlier this calendar year. In the interim, the services had been provided by multiple agencies in Coconino, Yavapai and Maricopa counties, including Flagstaff Medical Center. Many changes have taken place over the past two weeks that created a crisis need to find a local provider of these services. The Arizona Department of Health Services has been consistent that Coconino County needed to contract with a local provider for Title 36 services. On Friday August 31, 2012, staff from the Public Health Services District, County Manager’s Office and a Deputy County Attorney negotiated a six month agreement with TGC, to provide Title 36 services. The negotiated agreement is for a flat amount of $132,500 per month. This amount will be offset by third party payers (insurance) and Title 19 (AHCCCS) payments for services.

The flat monthly payment is to facilitate TGC’s need to increase staffing over the next six months contract as TGC and the County evaluate what appropriate level of staffing is needed, what offsets from other sources will be realized, and how procedures within the community could help to reduce the number of individuals that need to enter the Title 36 process. Over the next several months, our goal is to put in place a more permanent solution at a reduced cost.

One of the contributing issues Coconino County has been working to resolve is that the state, through Northern Arizona Regional Behavioral Health Authority, has not been paying for Title 19 patients. In addition, payment for non-Title 19 patients has not been paid by the state for the past few as part of their budget cuts in behavioral health to solve the budget deficit at the state level.

ALTERNATIVES:


The Board could choose not to approve the contract. This option would require the County to use out-of-county providers and is estimated to cost as much, or more, than the TGC contract and require Sheriff’s Office resources to provide transportion. FISCAL IMPACT: As staff develops the future plan over the next several months and has actual results to determine the final costs after offsets, a budget adjustment will be submitted to the Board of Directors. REVIEWED ELECTRONICALLY Attachments: Contract with The Guidance Center for Title 36 services.

DATE: August 29, 2012 TO: Honorable Chairman and Members of the Board FROM: Barbara L. Worgess, Chief Health Officer SUBJECT: FY13 Safe Routes to School IGA RECOMMENDATION: Staff recommends that the Board of Directors approve IGA/JPA 12-112I between the Arizona Department of Transportation and the Coconino County Public Health Services District for the period October 1, 2012 to September 30, 2013, in the amount of $10,000, for the provision of a Kick Start project for students attending Killip Elementary School. BACKGROUND: CCPHSD has been providing Safe Routes to School services since 2007. This service aligns with the County’s Strategic Priority of Public Health. This program seeks to promote safe walking and biking to school. This special project targets the students at Killip Elementary School in Flagstaff. The project will offer incentives and stipends to community members to promote walking to school opportunities. ALTERNATIVES: The Board could choose to not approve this request, but it will affect CCPHSD’s ability to address physical inactivity, one of the major public health concerns facing the United States. FISCAL IMPACT: A new sub-division will need to be assigned once the board acts on this IGA. The proposed sequence is 1344-31-3050-xxx-20-56-2.


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REVIEWED BY ELECTRONIC ROUTING: ATTACHMENTS: IGA FY13 Budget H:\Safe Routes to School\Staff Report FY13 Killip Kick Start Project Aug 29 2012.doc


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TARGET MEETING DATE: 9/18/2012

DATE: August 14, 2012

TO: Hon. Chair and Members of the Board

FROM: Gary Krcmarik, Court Administrator

SUBJECT: City of Williams and Coconino County Intergovernmental Agreement (IGA) for Consolidated Staff of Williams Justice and Williams City Court. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the Intergovernmental Agreement (IGA) between the City of Williams and Coconino County for consolidated staff of Williams Justice and Williams City Court and approve the budget amendment of $55,987.14. BACKGROUND: The IGA stipulates that the County will employ and supervise all non-judicial personnel necessary for the efficient operation of the Courts (Williams Justice and Williams City Courts). The staff will provide court services (preside over, adjudicate or dispose of all citations filed within the Williams City Court and Williams Justice Court). This will provide consistent customer service to our community. The City will provide funding for one full-time employee including employee related expenses (EREs), partial salary and employee related expenses (EREs) for the Administrative Manager who will manage both courts, funding for shared office supplies and travel. The remaining funds for the Administrative Manager are currently budgeted for in Williams Justice Court general fund budget. The term of the intergovernmental agreement (IGA) is from the date this agreement is signed until terminated by either party but cannot extend past ten (10) years from the effective date, in accordance with A.R.S. §11-952(J). This Agreement will be re-negotiated when the volume of cases filed in the Williams City Court exceeds one-thousand.

ALTERNATIVES: If the Board of Supervisors does not approve the IGA between the City of Williams and Coconino County the Williams Justice Court staff cannot handle any City Court matters. The City of Williams will need to arrange for coverage of the Williams City Court.

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FISCAL IMPACT: For Fiscal Year 2013, the Courts request an increase of the appropriations in the General Fund for the following items (the below total amount will be paid for by the City of Williams per the IGA): Full-Time Employee Salary $27,759 ERE Related Expenses $16,154 Travel & Association Dues $500 Shared Office Supplies $1,000 Administrative Manager (partial salary) $9,718.00 Administrative Manager (partial EREs) $1,856.14

TOTAL $55,987.14 This IGA allows for the consolidation of the Williams Justice Court and Williams City Court staff to provide consistent customer service to our community.

ATTACHMENTS: Intergovernmental Agreement


1

INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN

COCONINO COUNTY, AND

CITY OF WILLIAMS FOR

COURT SERVICES

THIS INTERGOVERNMENTAL AGREEMENT is entered into this ____ day of _______________, 2012 by and between Coconino County, a political subdivision of the State of Arizona (hereinafter “Coconino”) and the City of Williams, an incorporated town in the State of Arizona (hereinafter “City”). WHEREAS, the County owns, operates, and staffs the Williams Justice Court facility located in Williams, Arizona and is authorized to enter into intergovernmental agreements pursuant to A.R.S. 11-951 et seq.; WHEREAS, the Justice of the Peace of the Williams Precinct of Coconino County is a duly elected Justice of the Peace with authority to enter into intergovernmental agreements with other political subdivisions of the State for the purpose of providing for the joint exercise of their respective governmental powers for the public benefit; WHEREAS, the City operates a Municipal Court staffed with City employees to serve the residents of the City and is authorized to enter into intergovernmental agreement pursuant to A.R.S. 11-951 etseq: WHEREAS, Coconino County staffs and operates the Williams Justice Court, located in Williams, Arizona; WHEREAS, it is the intent and desire of the parties hereto to provide for consolidated staffing of the Williams Justice and Williams Magistrate Courts to the greatest extent possible under the laws of the State of Arizona; NOW THEREFORE, in consideration of the mutual covenants and obligations set forth herein, the parties agree as follows:

1. Term. A. The initial term of the Agreement shall be from the date hereof until terminated by

either party hereto pursuant to the provisions hereof but cannot extend past ten (10) years from the effective date, in accordance with A.R.S. §11-952(J).

B. In recognition of and deference to the budgeting needs and obligations of the parties hereto, any party wishing to terminate the provisions of this Agreement shall provide


2

written notice to the other not later than the first day of February of the calendar year in which such termination shall take effect. No such termination shall take effect until the first day of July following the provision of such notice.

C. When the volume of cases filed in the Williams City Court exceeds one- thousand

(1,000) per year, this Agreement shall be re-negotiated.

2. Funding. A. Commencing on the first day of each fiscal year during the term of this Agreement or

any extension thereof, the City shall pay to the County the annual fee provided herein.

B. The annual fee shall be pro-rated for any portion of a year in which services are provided.

C. Payment must be received by the 1stof July to cover the current fiscal year or on the 15th of the following month when this agreement is signed. The County will not send an invoice to the City of Williams for the cost of services. It is the City’s responsibility to ensure payments are made on time.

D. The annual fee charged to the City and payable to the County is based on an amount

equaling salary and related ERE expenses for one full-time employee, partial cost of the Administrative Manager’s salary and ERE related expenses, travel and association related expenses and shared office supplies. The breakdown of the annual fee is as follows:

Full-Time Employee Salary $27,759 ERE Related Expenses $16,154 Travel & Association Dues $500 Shared Office Supplies $1,000 Administrative Manager (partial salary) $9,718.00 Administrative Manager (partial EREs) $1,856.14

TOTAL $55,987.14

E. Any office supply or equipment costing more than $1,000 shall be discussed among

the County and the City and paid for outside of this Agreement.

3. County to Provide Staffing to Both Courts

a. County shall employ and supervise all non-judicial personnel necessary for the

efficient operation of the Courts (Williams Justice and Williams City Courts). b. All non-judicial personnel shall be employees of Coconino County.


3

c. All non-judicial personnel shall follow the Judicial Personnel Rules of Coconino County.

4. The Courts to Retain Separate Identities

a. Notwithstanding the provisions of this Agreement, each of the Courts shall, at all

times, retain its separate, legal identity. The cases filed in each Court shall be separately docketed and the revenue of each such Court, whether in the form of filing fees, fines or any other sources shall be separately accounted for and credited. The revenues of the Municipal Court shall be City revenues; the revenues of the Justice Court shall be County revenues.

b. The parties hereto specifically acknowledge and recite that it is not their intent pursuant to this Agreement to create a single court from the Williams Justice and Williams Municipal Courts, but to provide for administratively consolidated court operations.

5. Special Obligations

A. City of Williams

1. The City will provide the court staff with a copy of their court policies and

procedures including all fees approved by the City of Williams.

2. The City will provide the court staff access to their case records both hard files and through the case automation database.

3. The City will retain a separate budget for the Williams Municipal Court for all

other expenses not listed herein for the operation of the Court.

4. The City will provide the court staff access to any accounts deemed necessary for the operation of the Court.

B. Court Staff- Coconino County

1. Coconino County court staff will provide court services to customers of the Williams City Court Monday through Friday, 8 a.m. – 5 p.m. except for Court Holidays.

2. The court staff shall follow Williams City Court’s policies and procedures when assisting customers of the Williams City Court.

C. Coconino County


4

1. This Agreement does not include Prosecutorial Services.

2. This Agreement does not include Indigent Defense Services.

6. Insurance. The City of Williams and the County (for itself and the Justice Court) shall maintain in force and effect during the term of this Agreement commercial general liability no less than One Million Dollars ($1,000,000) per occurrence and property insurance in an amount sufficient to cover any property used by any of the parties to fulfill their obligations under this Agreement.

7. Mutual Indemnification. Except as provided below and to the extent permitted by law, each party to this Agreement (as “Indemnitor”) agrees, to defend, indemnify, and hold harmless the other parties, and such party’s officers, officials, employees, agents, and directors (collectively, “Indemnitiees”) from and against any and all claims, demands, losses, liabilities, causes of action and costs (including expert witness fees, reasonable attorney fees and costs of defense and appeallate appeal) herein referred to as “Claims”, which may be imposed upon, incurred by or asserted against the Indemnitees, attributable (directly or indirectly) to, or arising in any manner by reason of, the negligence, acts, errors, or omissions of any agent, officer, servant, or employee of the Indemnitor, or anyone for whom the Indemnitor may be legally liable, in the performance of this Agreement. Notwithstanding the mutual indemnification provisions above, and subject to the following sentence, the City agrees to defend, indemnify, and hold harmless Coconino County, the Coconino County Sheriff, and their officers, employees, agents and directors (“Indemnitees”), when any County officer, employee, agent or director is acting in the capacity of an agent of the City when enforcing City ordinances. The City’s indemnification under this paragraph shall only apply to claims, demands, losses, liabilities, causes of action and costs (including expert witness fees, reasonable attorney fees and costs of defense and appellate appeal) herein referred to as “Claims”, which may be imposed upon, incurred by or asserted against the Indemnitees, attributable (directly or indirectly) to, or arising in any manner by reason of, the negligence, acts, errors, or omissions of any agent, officer, servant, or employee of the City, or anyone for whom the City may be legally liable, in the performance of this Agreement.

8. Notices. All notices or demands required to be given pursuant to this Agreement shall be given to the other parties in writing, delivered by hand or U.S. Mail, at the address given below. Notices shall be deemed received on the date delivered, if delivered by hand, and on the date of mailing if mailed. Coconino County: Williams Justice Court:


5

County Manager Judge Robert Krombeen Coconino County Williams Justice Court 219 E. Cherry Ave 700 W. Railroad Ave Flagstaff AZ 86001 Williams AZ 86046 City of Williams City Manager 113 S. 1st Street Williams AZ 86046 9. Cancellation for Conflict of Interest. Pursuant to the provisions of A.R.S.§38-511, a party may cancel any contract or agreement, without penalty or obligation if any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the party is, at any time while the contract or any extension thereof is in effect, an employee of any other party to the contract in any capacity or a consultant to any other party to the contract with respect to the subject matter of the contract. 10. Non-discrimination.

The parties shall comply with the provisions of Arizona Executive Order 2009-09, which is incorporated into this Agreement by reference as if fully set forth herein.

11. Workers Compensation.

Pursuant to A.R.S. § 23-1022E, employees of each of the parties are deemed to be employees of the public agencies who are parties to this Agreement for purposes of workers’ compensation. A notice to this effect, as required by A.R.S. §23-1022E, shall be posted by each of the parties in their principal office or human resource office.

12. Amendments.

This Agreement may be modified or amended only by mutual written consent of the parties, with approval by the City Council, County Board of Supervisors, and the Williams Justice of the Peace, and their respective legal counsel.

13. Entire Agreement.

This Agreement constitutes the entire agreement of the parties. This Agreement terminates and supersedes all prior understandings, agreements, and administrative orders of the Williams Justice Court on the subject matter hereof.

14. Immigration Law Compliance.


6

A. Under the provisions of A.R.S. § 41-4401, each party hereby warrants to the other

that the each party and all of its subcontractors (if any) will comply with, and are contractually obligated to comply with, all Federal Immigration laws and regulation that relate to their employees and A.R.S. § 23-214 (A) (hereinafter “Contractor Immigration Warranty”).

B. A Breach of the Contractor Immigration Warranty shall constitute a material breach

of this Agreement and shall subject the breaching party to penalties up to and including termination of this Agreement at the sole discretion of the non-breaching party.

C. Each party retains the legal right to inspect the papers of any contractor or

subcontractor employee of the other party who works on this Agreement to ensure that the contractor or subcontractor is complying with the Contractor Immigration Warranty. Each party agrees to assist the other party in regard to any such inspections.

D. Each party may, at its sole discretion, conduct random verification of the employment

records of the other party and any of its subcontractors to ensure compliance with Contractor’s Immigration Warranty. Each party agrees to assist the other party in regard to any random verifications performed.

E. A party will not be considered in material breach of this Agreement or the Contractor

Immigration Warranty if the party establishes that is has complied with the employment verification provision prescribed by sections 274A and 274B of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.R.S. § 23-214, Subsection A.

F. The foregoing provisions of subparagraphs A-E of this article must be included in any

contract that a party enters into with any and all its subcontractors who provide service under this Agreement or any subcontract.

G. Pursuant to A.R.S. §§ 35-391.06 and 35-393.06, each party certifies that it does not

have a scrutinized business operation as defined in A.R.S. §§ 35-391 and 35-393 in either Sudan or Iran.

IN WITNESS WHEREOF, the governing bodies of the City of Williams and Coconino County, and the Williams Justice of the Peace have approved and executed this Intergovernmental Agreement as of the day and year first above written. COCONINO COUNTY: CITY OF WILLIAMS: By: By: Carl Taylor John Moore, Mayor


7

Chairman, Board of Supervisors Attest: Attest: Clerk of the Board City Clerk Approved as to form and found to be within the power and authority of each respective governing body by its undersigned legal counsel: Deputy County Attorney City Attorney Attorney for Coconino County and Williams Justice of the Peace Approved as to form and substance: Mark R. Moran, Presiding Judge Robert Krombeen Superior Court in Coconino County Justice of the Peace Williams Justice Court


DATE: September 6, 2012 TO: Honorable Chairman and Members of the Board FROM: Wendy Escoffier, Clerk of the Board SUBJECT: BOARD OF EQUALIZATION: Adopt Board of Equalization Resolution 2012-01 to

receive and accept the Hearing Officers’ Recommendation for Petition for Review of Property Valuation for Tax Year 2013 hearings conducted August 14-16 and September 4, 2012.

RECOMMENDATION: The Coconino County Board of Equalization is requested to receive and accept the BOE Hearing Officers’ Recommendation for Petition for Review of Property Valuation for Tax Year 2013 hearings conducted August 14-16 and September 4, 2012.. BACKGROUND: Arizona Revised Statutes requires that each year the Assessor issue Notice of Value cards to every property owner in Coconino County. Property owners who disagree with the Assessor’s valuation of their property can follow a process outlined in ARS to appeal the Assessor’s valuation. The process starts with appealing directly to the Assessor. After meeting with the Assessor, if the property owner is still not satisfied, the property owner can appeal to the Board of Equalization. The Board of Supervisors appointed two hearing officers to conduct the hearings and make recommendations to the Board of Equalization. All petitions that meet the ARS requirements are scheduled for hearings. Hearings can be conducted in person or “on the record” if the property owner cannot be present. If the property owner cannot be present, the Hearing Officer considers the written information submitted by the property owner and written information submitted by the Assessor’s staff. Prior to the start of the hearing, the property owner and Assessor’s staff are sworn in. The Hearing Officer announces the parcel number for each hearing and explains the hearing process to the property owner. By Arizona Law, the property owner has the burden of proof. The Hearing Officer takes testimony from the property owner first. The Hearing Officer may ask clarification questions and the Assessor’s staff is able to ask questions of the property owner. The Assessor’s staff presents testimony and evidence second. This information is provided in written form explaining the Assessor’s position on the property’s valuation. A copy of this information is given to the property owner and Hearing Officer at the hearing. The Hearing Officer may ask clarification questions and the property owner is given an opportunity to ask questions or rebut evidence from the Assessor’s staff. ARS allows the Assessor or property owners who are dissatisfied with the valuation or classification of the property as fixed by the County Board to appeal directly to Tax Court.

Meeting Date: Sept. 18, 2012

9/13/2012 Page 1 of 1329 - 9/18/2012 - BOE - Receive hearing officer recommendations636

This year the Clerk of the Board received 50 Petitions for Review of Real Property Valuation with 39 scheduled for hearings, 5 withdrawn by the applicant, 2 rejected for failure to submit within the statutorily required time, and 4 rejected because the ARS required paperwork was not filed. Some of the petitions included multiple parcels; two of which were for incomplete subdivisions. There were a total of 182 parcels considered at the Board of Equalization level. The attached resolution and spreadsheet has detailed information on each appeal including the hearing officer’s recommendation. Real Property Locally Assessed Parcels (Tax year 2013) 75,274 Petitions Appealed at BOE Level: 50 petitions for 182 parcels Original Full Cash Value of all Parcels Appealed at BOE Level $71,416,690 Adjusted Full Cash Value of Parcels Appealed at BOE Level $70,046,675 Per ARS and the BOE policy adopted by the Board, the Board’s review is limited as follows:

1. The County Board’s review of the hearing officer’s decision is limited. The County receives the decision of the hearing officer and shall uphold the decision of the hearing officer unless there is substantiated evidence presented to the Board of Equalization that the procedures for the hearing were not followed, state law was violated or there is no evidence from the record to substantiate the hearing officer’s decision.

2. The Board may not substitute its judgment for the judgment of the hearing officer with

regard to the evidence. The decision must be based on the evidence presented by the parties attending the hearing.

ARS provides that the Assessor or property owners who are dissatisfied with the valuation or classification of the property as fixed by the County Board may directly appeal to Tax Court. ALTERNATIVES: The County Board of Equalization is required to decide all Petitions for Review of Valuation before October 15 of each year. REVIEWED ELECTRONICALLY: Attachments: BOE Resolution 2012-1

Hearing Officer Recommendations Sample Petition and instructions Board of Equalization Procedures adopted by the BOE


RESOLUTION NO. 2012-01

A RESOLUTION OF THE BOARD OF EQUALIZATION OF COCONINO COUNTY, ARIZONA, RECEIVING AND ACCEPTING THE HEARING

OFFICER RECOMMENDATIONS FOR PETITIONS FOR REVIEW OF VALUATION FOR TAX YEAR 2013 HEARINGS CONDUCTED

AUGUEST 14-16 AND SEPTEMBER 4, 2012.

WHEREAS, the Board of Supervisors has certain statutory authority pursuant to A.R.S. § 42-16103 to appoint a hearing officer to review petitions filed under A.R.S. § 42-16105; and, WHEREAS, at a lawfully conducted meeting conducted on June 7, 2011, the Board of Supervisors appointed Hearing Officers Coleman Greenberg and Howard C. (Chuck) Johnson, each for a two year term; and, WHEREAS, the hearings were conducted according to A.R.S. § 42-16106 on Aug. 14, Aug. 15, Aug. 16, AND Sept. 4, 2012; and, NOW THEREFORE BE IT RESOLVED that the Board of Equalization hereby receives and accepts the attached 2013 Real Property Roll County Board of Equalization Protest Log including the recommendations from Hearing Officers Greenberg and Johnson. APPROVED AND ADOPTED this 18th day of September, 2012, by the Coconino County Board of Equalization. ____________________________________ Carl Taylor, Chairman

ATTEST:

___________________________ Wendy Escoffier, Clerk

APPROVED AS TO FORM: ____________________________________ Deputy County Attorney


Review # PR-13-000004 By OWNER - OWNER Owner ACORN 6B THE PEAKS REAL ESTATE LLC

Account R1296726 Type BY MAIL - BY MAIL Level County Board ofEqualization

Log Date 20-Jul-12

Parcel No. 300-63-001 Appraiser 11 Decision 3 - DECREASE NOD Date

Legal Class Original LPV Adjusted LPV LPV Change Original FCV Adjusted FCV FCV Change

02.R 65,010 35,275 (29,735) 65,010 35,275 (29,735)

Total 65,010 35,275 (29,735) 65,010 35,275 (29,735)



Log Date 20-Jul-12



02.R 65,010 35,275 (29,735) 65,010 35,275 (29,735)

Total 65,010 35,275 (29,735) 65,010 35,275 (29,735)



Log Date 20-Jul-12



02.R 65,319 35,445 (29,874) 65,319 35,445 (29,874)

Total 65,319 35,445 (29,874) 65,319 35,445 (29,874)



Log Date 20-Jul-12



02.R 65,010 35,275 (29,735) 65,010 35,275 (29,735)

Total 65,010 35,275 (29,735) 65,010 35,275 (29,735)



Log Date 20-Jul-12



02.R 65,010 35,275 (29,735) 65,010 35,275 (29,735)

Protest Master LogCoconino County Assessor

From 06/01/2012 to 09/11/2012, for Tax Year 2013, Level County Board of EqualizationPosting Status Any

jbender @ Sep 11, 2012 3:45:12 PM Coconino County Assessor Page 1 of 44

Total 65,010 35,275 (29,735) 65,010 35,275 (29,735)



Log Date 20-Jul-12



02.R 65,010 35,275 (29,735) 65,010 35,275 (29,735)

Total 65,010 35,275 (29,735) 65,010 35,275 (29,735)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 64,081 34,765 (29,316) 64,081 34,765 (29,316)

Total 64,081 34,765 (29,316) 64,081 34,765 (29,316)



Log Date 20-Jul-12



02.R 67,486 36,634 (30,852) 67,486 36,634 (30,852)

Total 67,486 36,634 (30,852) 67,486 36,634 (30,852)



Log Date 20-Jul-12






02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12






02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 63,771 34,595 (29,176) 63,771 34,595 (29,176)

Total 63,771 34,595 (29,176) 63,771 34,595 (29,176)



Log Date 20-Jul-12



02.R 64,081 34,765 (29,316) 64,081 34,765 (29,316)

Total 64,081 34,765 (29,316) 64,081 34,765 (29,316)



Log Date 20-Jul-12



02.R 61,914 33,576 (28,338) 61,914 33,576 (28,338)

Total 61,914 33,576 (28,338) 61,914 33,576 (28,338)



Log Date 20-Jul-12



02.R 63,771 34,595 (29,176) 63,771 34,595 (29,176)

Total 63,771 34,595 (29,176) 63,771 34,595 (29,176)






Log Date 20-Jul-12



02.R 67,796 36,804 (30,992) 67,796 36,804 (30,992)

Total 67,796 36,804 (30,992) 67,796 36,804 (30,992)



Log Date 20-Jul-12



02.R 62,533 33,916 (28,617) 62,533 33,916 (28,617)

Total 62,533 33,916 (28,617) 62,533 33,916 (28,617)



Log Date 20-Jul-12



02.R 289,505 158,500 (131,005) 289,505 158,500 (131,005)

Total 289,505 158,500 (131,005) 289,505 158,500 (131,005)



Log Date 20-Jul-12

Parcel No. 300-63-037-A Appraiser 11 Decision 2 - INCREASE NOD Date


02.R 348,619 365,000 16,381 348,619 365,000 16,381

Total 348,619 365,000 16,381 348,619 365,000 16,381

Review # PR-13-000125 By OWNER - OWNER Owner NATURE'S PARTNERS LTD


Log Date 02-Jul-12

Parcel No. 401-14-063-A Appraiser 11 Decision 1 - NO CHANGE NOD Date


02.R 68,000 68,000 0 68,000 68,000 0




Total 68,000 68,000 0 68,000 68,000 0

Review # PR-13-000141 By OWNER - OWNER Owner VIERRA GERALD G & SHIRLEY A TRUSTEES ; VIERRA LIV TRUSTDTD 4/24/01

Account R0045488 Type IN PERSON - INPERSON

Level County Board ofEqualization

Log Date 02-Jul-12

Parcel No. 112-20-007 Appraiser 3 Decision 1 - NO CHANGE NOD Date


03 261,439 261,439 0 261,439 261,439 0

Total 261,439 261,439 0 261,439 261,439 0

Review # PR-13-000142 By OWNER - OWNER Owner MACAULEY MICHAEL P



Log Date 11-Jul-12

Parcel No. 201-18-011 Appraiser 5 Decision 3 - DECREASE NOD Date 24-Aug-12


02.R 24,322 12,160 (12,162) 24,322 12,160 (12,162)

Total 24,322 12,160 (12,162) 24,322 12,160 (12,162)

Review # PR-13-000148 By OWNER - OWNER Owner MLYNAREK JOHN A


Log Date 09-Jul-12



02.R 234,000 234,000 0 234,000 234,000 0

Total 234,000 234,000 0 234,000 234,000 0

Review # PR-13-000217 By OWNER - OWNER Owner WACHS THOMAS F & VIRGINIA D TRUSTEES ; WACHS TF & VDTRUST AGR DTD 3-29-06


Log Date 23-Jul-12



03 506,330 506,330 0 508,300 508,300 0

Total 506,330 506,330 0 508,300 508,300 0

Review # PR-13-000279 By OWNER - OWNER Owner MORA RICARDO


Log Date 16-Jul-12






03 68,115 68,115 0 68,115 68,115 0

Total 68,115 68,115 0 68,115 68,115 0

Review # PR-13-000308 By OWNER - OWNER Owner PEYINGHAUS ANDRE


Log Date 03-Jul-12



02.R 145,000 145,000 0 145,000 145,000 0

Total 145,000 145,000 0 145,000 145,000 0

Review # PR-13-000450 By OWNER - OWNER Owner HANN ROBERT A II & PAULA L


Log Date 24-Jul-12

Parcel No. 115-14-005-C Appraiser 12 Decision 7 - CBOE DENIEDHEARING

NOD Date 25-Jul-12


03 525,400 525,400 0 525,400 525,400 0

Total 525,400 525,400 0 525,400 525,400 0

Review # PR-13-000530 By OWNER - OWNER Owner SILVA ARMANDO B & RAMONA E JT


Log Date 09-Jul-12



02.R 49,494 49,494 0 49,494 49,494 0

Total 49,494 49,494 0 49,494 49,494 0

Review # PR-13-000540 By OWNER - OWNER Owner KETTELA PETER P & JILL C REVOCABLE LIVING TRUST DTD 5-15-06



Log Date 12-Jul-12



04.2 304,659 260,000 (44,659) 304,659 260,000 (44,659)

Total 304,659 260,000 (44,659) 304,659 260,000 (44,659)




Review # PR-13-000547 By OWNER - OWNER Owner OLSON SCOTT EDWARD & MARY CLARE JT


Log Date 23-Jul-12

Parcel No. 113-11-005-D Appraiser 1 Decision 3 - DECREASE NOD Date


01.12 431,403 398,583 (32,820) 431,403 398,583 (32,820)

Total 431,403 398,583 (32,820) 431,403 398,583 (32,820)

Review # PR-13-000548 By OWNER - OWNER Owner OLSON SCOTT EDWARD & MARY CLARE JT



Log Date 23-Jul-12

Parcel No. 113-11-005-F Appraiser 1 Decision 3 - DECREASE NOD Date


01.12 515,878 464,050 (51,828) 515,878 464,050 (51,828)

Total 515,878 464,050 (51,828) 515,878 464,050 (51,828)

Review # PR-13-000554 By OWNER - OWNER Owner MATSUO Y & RE RESTATED & CONSOLIDATED TR DTD 9-2-08



Log Date 09-Jun-12



03 325,000 325,000 0 325,000 325,000 0

Total 325,000 325,000 0 325,000 325,000 0

Review # PR-13-000563 By OWNER - OWNER Owner BRUCE FREDERICK P



Log Date 13-Jul-12



03 400,978 400,978 0 402,588 402,588 0

Total 400,978 400,978 0 402,588 402,588 0

Review # PR-13-000568 By OWNER - OWNER Owner MUELLER FMLY TRUST DTD 4/10/94



Log Date 29-Jun-12



03 578,408 578,408 0 578,408 578,408 0




Total 578,408 578,408 0 578,408 578,408 0

Review # PR-13-000578 By OWNER - OWNER Owner THOMPSON FLOYD W & DOROTHY J JT



Log Date 19-Jul-12

Parcel No. 112-03-002-T Appraiser 12 Decision 7 - CBOE DENIEDHEARING

NOD Date 24-Jul-12


04.2 392,518 392,518 0 392,518 392,518 0

Total 392,518 392,518 0 392,518 392,518 0

Review # PR-13-000592 By OWNER - OWNER Owner SASSER FAMILY TRUST DTD 8-30-91



Log Date 11-Jul-12



03 345,309 345,309 0 345,309 345,309 0

Total 345,309 345,309 0 345,309 345,309 0

Review # PR-13-000626 By OWNER - OWNER Owner SHUSTER FOUNDATION LTD


Log Date 24-Jul-12

Parcel No. 401-29-013-B Appraiser 12 Decision 1 - NO CHANGE NOD Date


03 852,852 852,852 0 867,461 867,461 0

Total 852,852 852,852 0 867,461 867,461 0

Review # PR-13-000720 By OWNER - OWNER Owner THOMPSON FLOYD WAYNE & DOROTHY J



Log Date 19-Jul-12



02.R 311,728 311,728 0 311,728 311,728 0

Total 311,728 311,728 0 311,728 311,728 0




Log Date 19-Jul-12

Parcel No. 112-27-035-B Appraiser 11 Decision 1 - NO CHANGE NOD Date





02.R 311,694 311,694 0 311,694 311,694 0

Total 311,694 311,694 0 311,694 311,694 0




Log Date 19-Jul-12



02.R 605,526 605,526 0 605,526 605,526 0

Total 605,526 605,526 0 605,526 605,526 0




Log Date 19-Jul-12

Parcel No. 112-27-025-E Appraiser 11 Decision 1 - NO CHANGE NOD Date


02.R 756,786 756,786 0 756,786 756,786 0

Total 756,786 756,786 0 756,786 756,786 0

Review # PR-13-000724 By AGENT - AGENT Owner THOMPSON FLOYD WAYNE & DOROTHY J



Log Date 19-Jul-12



02.R 756,765 756,765 0 756,765 756,765 0

Total 756,765 756,765 0 756,765 756,765 0




Log Date 19-Jul-12



02.R 489,294 489,294 0 489,294 489,294 0

Total 489,294 489,294 0 489,294 489,294 0







Log Date 19-Jul-12



02.R 470,883 470,883 0 470,883 470,883 0

Total 470,883 470,883 0 470,883 470,883 0




Log Date 19-Jul-12



02.R 756,931 756,931 0 756,931 756,931 0

Total 756,931 756,931 0 756,931 756,931 0

Review # PR-13-000784 By AGENT - AGENT Owner GIANT MID-CONTINENT INC


Log Date 23-Jul-12

Parcel No. 303-33-003-B Appraiser 6 Decision 1 - NO CHANGE NOD Date 30-Jul-12


01.12 903,750 903,750 0 903,750 903,750 0

02.R 38,330 38,330 0 38,330 38,330 0

Total 942,080 942,080 0 942,080 942,080 0

Review # PR-13-000788 By AGENT - AGENT Owner SHARABY DANIEL JAY TRUSTEE ; SHARABY DJ SEPARATE PROPTR DTD 10/15/98


Log Date 05-Jul-12



02.R 73,440 73,440 0 73,440 73,440 0

Total 73,440 73,440 0 73,440 73,440 0

Review # PR-13-000811 By AGENT - AGENT Owner WALGREEN ARIZONA DRUG COMPANY


Log Date 24-Jul-12

Parcel No. 107-16-005-S Appraiser 1 Decision 1 - NO CHANGE NOD Date





01.12 743,003 743,003 0 743,003 743,003 0

Total 743,003 743,003 0 743,003 743,003 0



Log Date 24-Jul-12

Parcel No. 107-16-005-T Appraiser 1 Decision 1 - NO CHANGE NOD Date 02-Aug-12


01.12 7,648,910 7,648,910 0 7,648,910 7,648,910 0

Total 7,648,910 7,648,910 0 7,648,910 7,648,910 0



Log Date 24-Jul-12

Parcel No. 108-07-011-D Appraiser 1 Decision 1 - NO CHANGE NOD Date 02-Aug-12


01.12 1,416,528 1,416,528 0 1,416,528 1,416,528 0

02.R 1,830,031 1,830,031 0 1,830,031 1,830,031 0

Total 3,246,559 3,246,559 0 3,246,559 3,246,559 0

Review # PR-13-000816 By AGENT - AGENT Owner HPTRI PROPERTIES TRUST


Log Date 24-Jul-12

Parcel No. 117-02-001-F Appraiser 1 Decision 1 - NO CHANGE NOD Date


01.12 5,050,545 5,050,545 0 5,050,545 5,050,545 0

Total 5,050,545 5,050,545 0 5,050,545 5,050,545 0

Review # PR-13-000841 By AGENT - AGENT Owner NACKARD-FLAGSTAFF LLC


Log Date 06-Jul-12

Parcel No. 113-15-003-M Appraiser 1 Decision 1 - NO CHANGE NOD Date 27-Jul-12


01.12 358,254 358,254 0 358,254 358,254 0

Total 358,254 358,254 0 358,254 358,254 0

Review # PR-13-000842 By AGENT - AGENT Owner NACKARD FRED LAND COMPANY





Log Date 24-Jul-12

Parcel No. 113-15-003-Y Appraiser 1 Decision 1 - NO CHANGE NOD Date 27-Jul-12


01.12 2,922,750 2,922,750 0 2,922,750 2,922,750 0

Total 2,922,750 2,922,750 0 2,922,750 2,922,750 0

Review # PR-13-000880 By AGENT - AGENT Owner PENSCO TRUST CO FBO


Log Date 23-Jul-12



02.R 221,630 206,150 (15,480) 221,630 206,150 (15,480)

Total 221,630 206,150 (15,480) 221,630 206,150 (15,480)

Review # PR-13-001063 By OWNER - OWNER Owner DAVIS ENTERPRISES-PARKS PROPERTY LLC


Log Date 23-Jul-12

Parcel No. 203-21-010-A Appraiser 5 Decision 3 - DECREASE NOD Date 24-Aug-12


02.R 179,885 172,186 (7,699) 179,885 172,186 (7,699)

Total 179,885 172,186 (7,699) 179,885 172,186 (7,699)



Log Date 23-Jul-12

Parcel No. 203-21-010-B Appraiser 5 Decision 3 - DECREASE NOD Date 24-Aug-12


02.R 141,967 123,944 (18,023) 141,967 123,944 (18,023)

Total 141,967 123,944 (18,023) 141,967 123,944 (18,023)



Log Date 23-Jul-12

Parcel No. 203-21-010-C Appraiser 5 Decision 3 - DECREASE NOD Date 24-Aug-12


02.R 141,967 123,944 (18,023) 141,967 123,944 (18,023)




Total 141,967 123,944 (18,023) 141,967 123,944 (18,023)

Review # PR-13-001068 By AGENT - AGENT Owner WOODLANDS PARTNERS LLC


Log Date 23-Jul-12



01.12 2,650,000 2,650,000 0 2,650,000 2,650,000 0

Total 2,650,000 2,650,000 0 2,650,000 2,650,000 0

Review # PR-13-001212 By AGENT - AGENT Owner SWRE DEAL IV LLC


Log Date 24-Jul-12



04.2 84,542 84,542 0 84,542 84,542 0

Total 84,542 84,542 0 84,542 84,542 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0






Log Date 24-Jul-12



04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



04.2 123,861 123,861 0 123,861 123,861 0

Total 123,861 123,861 0 123,861 123,861 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,242 91,242 0 91,242 91,242 0

Total 91,242 91,242 0 91,242 91,242 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,788 85,788 0 85,788 85,788 0

Total 85,788 85,788 0 85,788 85,788 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 105,064 105,064 0 105,064 105,064 0

Total 105,064 105,064 0 105,064 105,064 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,175 85,175 0 85,175 85,175 0

Total 85,175 85,175 0 85,175 85,175 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 112,520 112,520 0 112,520 112,520 0

Total 112,520 112,520 0 112,520 112,520 0



Log Date 24-Jul-12



03 0 0 0 0 0 0




04.2 107,425 107,425 0 107,425 107,425 0

Total 107,425 107,425 0 107,425 107,425 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,788 85,788 0 85,788 85,788 0

Total 85,788 85,788 0 85,788 85,788 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 105,064 105,064 0 105,064 105,064 0

Total 105,064 105,064 0 105,064 105,064 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0




04.2 100,311 100,311 0 100,311 100,311 0

Total 100,311 100,311 0 100,311 100,311 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,949 91,949 0 91,949 91,949 0

Total 91,949 91,949 0 91,949 91,949 0



Log Date 24-Jul-12



04.2 112,520 112,520 0 112,520 112,520 0

Total 112,520 112,520 0 112,520 112,520 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 107,425 107,425 0 107,425 107,425 0

Total 107,425 107,425 0 107,425 107,425 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 100,311 100,311 0 100,311 100,311 0

Total 100,311 100,311 0 100,311 100,311 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 105,064 105,064 0 105,064 105,064 0

Total 105,064 105,064 0 105,064 105,064 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 107,425 107,425 0 107,425 107,425 0

Total 107,425 107,425 0 107,425 107,425 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,482 91,482 0 91,482 91,482 0

Total 91,482 91,482 0 91,482 91,482 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,772 116,772 0 116,772 116,772 0

Total 116,772 116,772 0 116,772 116,772 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 112,520 112,520 0 112,520 112,520 0

Total 112,520 112,520 0 112,520 112,520 0



Log Date 24-Jul-12



04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 107,425 107,425 0 107,425 107,425 0

Total 107,425 107,425 0 107,425 107,425 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



04.2 105,064 105,064 0 105,064 105,064 0

Total 105,064 105,064 0 105,064 105,064 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12






04.2 91,482 91,482 0 91,482 91,482 0

Total 91,482 91,482 0 91,482 91,482 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 107,425 107,425 0 107,425 107,425 0

Total 107,425 107,425 0 107,425 107,425 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 100,311 100,311 0 100,311 100,311 0

Total 100,311 100,311 0 100,311 100,311 0



Log Date 24-Jul-12



03 0 0 0 0 0 0




04.2 85,175 85,175 0 85,175 85,175 0

Total 85,175 85,175 0 85,175 85,175 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0

Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,788 85,788 0 85,788 85,788 0

Total 85,788 85,788 0 85,788 85,788 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 105,064 105,064 0 105,064 105,064 0

Total 105,064 105,064 0 105,064 105,064 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 116,874 116,874 0 116,874 116,874 0




Total 116,874 116,874 0 116,874 116,874 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0

Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,949 91,949 0 91,949 91,949 0

Total 91,949 91,949 0 91,949 91,949 0



Log Date 24-Jul-12

Parcel No. 113-81-203 Appraiser 6 Decision 1 - NO CHANGE NOD Date 01-Aug-12


03 0 0 0 0 0 0

04.2 112,520 112,520 0 112,520 112,520 0

Total 112,520 112,520 0 112,520 112,520 0



Log Date 24-Jul-12

Parcel No. 113-81-204 Appraiser 6 Decision 1 - NO CHANGE NOD Date 01-Aug-12


03 0 0 0 0 0 0

04.2 125,034 125,034 0 125,034 125,034 0




Total 125,034 125,034 0 125,034 125,034 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 90,780 90,780 0 90,780 90,780 0

Total 90,780 90,780 0 90,780 90,780 0






Log Date 24-Jul-12



04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 90,780 90,780 0 90,780 90,780 0

Total 90,780 90,780 0 90,780 90,780 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,242 91,242 0 91,242 91,242 0

Total 91,242 91,242 0 91,242 91,242 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 84,542 84,542 0 84,542 84,542 0

Total 84,542 84,542 0 84,542 84,542 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 99,513 99,513 0 99,513 99,513 0

Total 99,513 99,513 0 99,513 99,513 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 159,641 159,641 0 159,641 159,641 0

Total 159,641 159,641 0 159,641 159,641 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 106,548 106,548 0 106,548 106,548 0

Total 106,548 106,548 0 106,548 106,548 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 121,738 121,738 0 121,738 121,738 0

Total 121,738 121,738 0 121,738 121,738 0



Log Date 24-Jul-12



03 0 0 0 0 0 0




04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



04.2 84,542 84,542 0 84,542 84,542 0

Total 84,542 84,542 0 84,542 84,542 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 99,513 99,513 0 99,513 99,513 0

Total 99,513 99,513 0 99,513 99,513 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,791 115,791 0 115,791 115,791 0

Total 115,791 115,791 0 115,791 115,791 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 84,542 84,542 0 84,542 84,542 0

Total 84,542 84,542 0 84,542 84,542 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 99,513 99,513 0 99,513 99,513 0

Total 99,513 99,513 0 99,513 99,513 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 90,780 90,780 0 90,780 90,780 0

Total 90,780 90,780 0 90,780 90,780 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 108,054 108,054 0 108,054 108,054 0

Total 108,054 108,054 0 108,054 108,054 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 99,513 99,513 0 99,513 99,513 0

Total 99,513 99,513 0 99,513 99,513 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 85,149 85,149 0 85,149 85,149 0

Total 85,149 85,149 0 85,149 85,149 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0






Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 106,548 106,548 0 106,548 106,548 0

Total 106,548 106,548 0 106,548 106,548 0



Log Date 24-Jul-12



04.2 90,780 90,780 0 90,780 90,780 0

Total 90,780 90,780 0 90,780 90,780 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 91,242 91,242 0 91,242 91,242 0

Total 91,242 91,242 0 91,242 91,242 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 84,542 84,542 0 84,542 84,542 0

Total 84,542 84,542 0 84,542 84,542 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 84,149 84,149 0 85,149 85,149 0

Total 84,149 84,149 0 85,149 85,149 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0



Log Date 24-Jul-12



04.2 100,780 100,780 0 100,780 100,780 0

Total 100,780 100,780 0 100,780 100,780 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 115,893 115,893 0 115,893 115,893 0

Total 115,893 115,893 0 115,893 115,893 0



Log Date 24-Jul-12






03 0 0 0 0 0 0

04.2 104,213 104,213 0 104,213 104,213 0

Total 104,213 104,213 0 104,213 104,213 0



Log Date 24-Jul-12



03 0 0 0 0 0 0

04.2 123,962 123,962 0 123,962 123,962 0

Total 123,962 123,962 0 123,962 123,962 0

Review # PR-13-001316 By AGENT - AGENT Owner RED ROCK LODGE LLC


Log Date 09-Jul-12

Parcel No. 401-06-006-B Appraiser 17 Decision 3 - DECREASE NOD Date


01.12 624,900 361,187 (263,713) 624,900 361,187 (263,713)

02.R 0 263,713 263,713 0 263,713 263,713

Total 624,900 624,900 0 624,900 624,900 0

Review # PR-13-001339 By AGENT - AGENT Owner KOLAR FAMILY TRUST AGREEMENT DTD 4/1/96


Log Date 24-Jul-12

Parcel No. 117-29-091 Appraiser 5 Decision 4 - WITHDRAWN NOD Date 30-Jul-12


02.R 136,420 136,420 0 136,420 136,420 0

Total 136,420 136,420 0 136,420 136,420 0

Review # PR-13-001390 By AGENT - AGENT Owner LEROUX STREET VENTURES LLC


Log Date 24-Jul-12

Parcel No. 100-19-007 Appraiser 6 Decision 7 - CBOE DENIEDHEARING

NOD Date 26-Jul-12


01.12 677,391 677,391 0 677,391 677,391 0




Total 677,391 677,391 0 677,391 677,391 0

Review # PR-13-001392 By AGENT - AGENT Owner MCCAUGHEY FAMILY TRUST DTD 7/29/08


Log Date 24-Jul-12

Parcel No. 106-04-004-W Appraiser 17 Decision 3 - DECREASE NOD Date


01.12 3,421,000 3,002,592 (418,408) 3,421,000 3,002,592 (418,408)

Total 3,421,000 3,002,592 (418,408) 3,421,000 3,002,592 (418,408)

Review # PR-13-001393 By AGENT - AGENT Owner RAILROAD SPRINGS 66-II LLLP


Log Date 24-Jul-12



01.12 2,095,372 2,095,372 0 2,095,372 2,095,372 0

Total 2,095,372 2,095,372 0 2,095,372 2,095,372 0

Review # PR-13-001419 By AGENT - AGENT Owner GREENLAW FAMILY TRUST(RE HLDNG TR) DTD 6-9-58


Log Date 24-Jul-12

Parcel No. 107-14-005-B Appraiser 1 Decision 4 - WITHDRAWN NOD Date 30-Jul-12


01.12 1,868,778 1,868,778 0 1,868,778 1,868,778 0

Total 1,868,778 1,868,778 0 1,868,778 1,868,778 0

Review # PR-13-001420 By AGENT - AGENT Owner GREENLAW ELNA V;GRAY DOROTHY CO-TRUSTEES ;PINKERMAN VERA M;BEAMER J L CO-TRUSTEES


Log Date 24-Jul-12

Parcel No. 107-13-004 Appraiser 1 Decision 4 - WITHDRAWN NOD Date 30-Jul-12


01.12 67,612 67,612 0 67,612 67,612 0

Total 67,612 67,612 0 67,612 67,612 0

Review # PR-13-001421 By AGENT - AGENT Owner GREENLAW ELNA V;GRAY DOROTHY CO-TRUSTEES ;PINKERMAN VERA M;BEAMER J L CO-TRUSTEES


Log Date 25-Jul-12

Parcel No. 107-14-001-D Appraiser 1 Decision 4 - WITHDRAWN NOD Date 30-Jul-12





01.12 86,141 86,141 0 89,360 89,360 0

Total 86,141 86,141 0 89,360 89,360 0

Review # PR-13-001422 By AGENT - AGENT Owner GREENLAW FAMILY TRUST(RE HLDNG TR) DTD 6-9-58


Log Date 24-Jul-12

Parcel No. 107-14-005-C Appraiser 1 Decision 4 - WITHDRAWN NOD Date 30-Jul-12


01.12 164,250 164,250 0 164,250 164,250 0

Total 164,250 164,250 0 164,250 164,250 0

Review # PR-13-001425 By OWNER - OWNER Owner LAKIN MINI STORAGE


Log Date 24-Jul-12

Parcel No. 108-10-070-D Appraiser 1 Decision 1 - NO CHANGE NOD Date


01.12 212,586 212,586 0 212,586 212,586 0

Total 212,586 212,586 0 212,586 212,586 0

Review # PR-13-001426 By AGENT - AGENT Owner LAKIN MINI-STORAGE


Log Date 24-Jul-12



01.12 270,564 270,564 0 270,564 270,564 0

Total 270,564 270,564 0 270,564 270,564 0

Review # PR-13-001447 By AGENT - AGENT Owner WIN OIL COMPANY


Log Date 24-Jul-12



01.12 1,149,064 1,149,064 0 1,149,064 1,149,064 0

Total 1,149,064 1,149,064 0 1,149,064 1,149,064 0

Review # PR-13-001478 By AGENT - AGENT Owner FINDLAY FAMILY PROPERTIES LP





Log Date 24-Jul-12

Parcel No. 113-82-003 Appraiser 1 Decision 4 - WITHDRAWN NOD Date


01.12 3,768,044 3,768,044 0 3,768,044 3,768,044 0

Total 3,768,044 3,768,044 0 3,768,044 3,768,044 0

Review # PR-13-001479 By OWNER - OWNER Owner MOGOLLON RV PARK LLC


Log Date 24-Jul-12

Parcel No. 403-50-080-A Appraiser 6 Decision 3 - DECREASE NOD Date


01.12 246,760 7,403 (239,357) 246,760 7,403 (239,357)

04.2 0 239,357 239,357 0 239,357 239,357

Total 246,760 246,760 0 246,760 246,760 0

Review # PR-13-001555 By AGENT - AGENT Owner ATCHISON TOPEKA & SANTA FE RY CO NKA ; BURLINGTONNORTHERN & SANTA FE RY CO


Log Date 19-Jul-12

Parcel No. 202-11-010-C Appraiser 5 Decision 1 - NO CHANGE NOD Date


02.R 138,642 138,642 0 138,642 138,642 0

Total 138,642 138,642 0 138,642 138,642 0

Review # PR-13-001574 By AGENT - AGENT Owner MUN SONG KUN


Log Date 19-Jul-12

Parcel No. 202-10-001-P Appraiser 5 Decision 1 - NO CHANGE NOD Date


02.R 155,150 155,150 0 155,150 155,150 0

Total 155,150 155,150 0 155,150 155,150 0

Review # PR-13-001588 By AGENT - AGENT Owner EVERETT JAMES L MD PC ; EMPLOYEES RETIREMENT PLAN &TRUST


Log Date 19-Jul-12

Parcel No. 116-40-028 Appraiser 11 Decision 1 - NO CHANGE NOD Date 30-Jul-12





02.R 140,000 140,000 0 140,000 140,000 0

Total 140,000 140,000 0 140,000 140,000 0

Review # PR-13-001788 By AGENT - AGENT Owner RED FEATHER PROPERTIES LTD PARTNERSHIP


Log Date 24-Jul-12

Parcel No. 502-17-003-C Appraiser 17 Decision 4 - WITHDRAWN NOD Date


01.12 5,174,720 5,174,720 0 5,174,720 5,174,720 0

04.1 217,107 217,107 0 225,280 225,280 0

Total 5,391,827 5,391,827 0 5,400,000 5,400,000 0

Review # PR-13-001796 By AGENT - AGENT Owner THOMPSON FLOYD W & DOROTHY J


Log Date 24-Jul-12

Parcel No. 112-03-002-P Appraiser 17 Decision 1 - NO CHANGE NOD Date


01.12 607,339 607,339 0 607,339 607,339 0

Total 607,339 607,339 0 607,339 607,339 0

Review # PR-13-001797 By AGENT - AGENT Owner THOMPSON FLOYD W & DOROTHY J


Log Date 24-Jul-12

Parcel No. 112-03-002-R Appraiser 17 Decision 1 - NO CHANGE NOD Date


01.12 1,583,480 1,583,480 0 1,583,480 1,583,480 0

Total 1,583,480 1,583,480 0 1,583,480 1,583,480 0

Review # PR-13-001804 By OWNER - OWNER Owner CONDOR GROUP PROPERTIES LLC


Log Date 24-Jul-12



04.2 198,738 198,738 0 198,738 198,738 0

Total 198,738 198,738 0 198,738 198,738 0

Review # PR-13-001808 By AGENT - AGENT Owner NACKARD FRED LAND COMPANY





Log Date 24-Jul-12

Parcel No. 100-41-010-C Appraiser 6 Decision 3 - DECREASE NOD Date


02.R 142,890 119,299 (23,591) 142,890 119,299 (23,591)

Total 142,890 119,299 (23,591) 142,890 119,299 (23,591)

Review # PR-13-001821 By OWNER - OWNER Owner SANDHU HOSPITALITY INC


Log Date 20-Jul-12

Parcel No. 200-09-019 Appraiser 6 Decision 4 - WITHDRAWN NOD Date


01.12 1,691,190 1,691,190 0 1,691,190 1,691,190 0

Total 1,691,190 1,691,190 0 1,691,190 1,691,190 0




Original LPV Adjusted LPV LPV Change Original FCV Adjusted FCV FCV Change

Grand Total 72,289,517 70,919,502 (1,370,015) 72,320,098 70,950,083 (1,370,015)

TotalProtests 552

Decision Type Protest Count

1 - NO CHANGE 226

2 - INCREASE 1

3 - DECREASE 37

4 - WITHDRAWN 9

7 - CBOE DENIED HEARING 3




1 BOE Approved 2010

A.

County Board of Equalization

1. Pursuant to A.R.S. §42-16102 the Coconino County Board of Supervisors representing a county of less than 500,000 people, shall act as the County Board of Equalization.

2. The Clerk of the Board of Supervisors shall serve as the Clerk of the Board of

Equalization. 3. The purpose of the Board of Equalization is to hear all Petitions filed under A.R.S.

§42-16105, an appeal of valuation from the County Assessor.

4. The County Board of Equalization purpose is to make sure that the Assessor’s property assessment is made fairly and equitably with that of the similar and surrounding properties. The Board of Equalization may change any valuation of property that is valued by the Assessor. However, the Board’s powers are limited to those specifically granted to the Board by law. The Board does not have the authority to waive the statutory time requirements set forth in filing either the Petition for Assessor’s Review or the Petition for Appeal to the County Board of Equalization.

B. Petition for Appeal to County Board

1. The Petition for Appeal of the Assessor’s decision shall be filed with the Clerk of the County Board within twenty-five (25) calendar days after the date that the Assessor’s decision was mailed to the Petitioner.

2. A Petition for Appeal from an Assessor’s Notice of Valuation under A.R.S. §42-

15105 shall be filed within twenty-five (25) calendar days after the date of the Assessor’s notice.

3. “Shall be filed” is defined as hand-delivered to the Clerk of the County Board or, if

mailed, postmarked by the United States Postal Service prior to the due date as set forth in Paragraph 1 and 2 above. Metered mail will be considered “filed” the date it is received by the Clerk of the Board.

4. The Petitioner may contest any proposed valuation or classification or any proposed

changes in valuation or classification before the County Board. If issues other than valuation or classification are raised, the action shall be tried to the Court as a suit to recover illegally levied, assessed or collected tax pursuant to A.R.S. §42-11005 or §42-11052 which allows for the prosecution of violations related to valuing and assessing property and collection of taxes.

5. The Department of Revenue may also appeal the Assessor’s decision to the County

Board for any proposed valuation or classification or any proposed changes in valuation or classification if, in the opinion of the Department of Revenue’s Director, the decision of the Assessor is erroneous. In such a case, the Director may appeal the


137166.1 5/11/2007

2

Assessor’s decision to the County Board within twenty-five (25) calendar days after the Assessor’s decision was mailed to the taxpayer and the Department. It should be noted that if the Director appeals to the County Board, the taxpayer has the right to raise any defense the taxpayer has to liability for the taxes and any additional tax sought to be imposed.

6. The Taxpayer’s Petition for Appeal must be made by a person who owns, controls or

possesses the property that is valued by the County Assessor.

7. Petitioner filing an appeal from an Assessor’s decision shall not raise any issues not raised by the original Petition for Assessor’s Review, all as set forth in A.R.S. §42-16051.

C.

Appointment of Hearing Officer

1. The Board of Equalization, at its discretion, may, by majority vote appoint a hearing officer to review all appeals filed under A.R.S. §42-16105 (Appeals of Valuation from County Assessor.)

2. An appointed hearing officer must meet the qualifications as set by statute A.R.S.

§42-16104 and such other qualifications as prescribed by the County Board of Equalization. At a minimum, these qualifications require that the hearing officer has experience in at least one of the following areas:

a. Real estate appraisal or sales; b. Hearing property evaluation appeals at the county or state level; and

c. Arbitration.

3. Additionally, at least annually, each hearing officer appointed by the Board of Equalization shall attend valuation review classes provided by the State Board of Equalization.

4. The County Board or hearing officer shall meet as often as necessary to hear all

Petitions for Review filed under A.R.S. §42-16104.B..

5. The County Board or hearing officer shall mail notices of each hearing to all parties at least fourteen (14) calendar days before the date of the hearing unless all parties waive this notice requirement (A.R.S. §42-16404.B).

6. The County Board must complete all hearings and issue all decisions of appeals based

on an Assessor’s Valuation on or before October 15th of each year. Therefore, if the Board appoints a hearing officer, the hearing officer shall submit his/her Findings of Fact and Recommendation on all Petitions to the County Board by September 15th of each year.


137166.1 5/11/2007

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7. If the appeal is from the Assessor’s Notice of Valuation under A.R.S. §42-16105(c)

the Board must complete all hearings and make the decision on/or before the third Friday in November of the calendar year preceding the year in which the taxes are levied.

D.

Issuance of Subpoenas

1. The County Board/hearing officer may subpoena witnesses to testify regarding the Petition.

a. Requests to the County Board/hearing officer to subpoena witnesses shall be

made a minimum of ten (10) calendar days before the scheduled date of the hearing and the subpoena shall be served by the subpoenaing party or the witness a minimum of three (3) working days prior to the hearing.

b. The hearing officer (if applicable) or the Clerk of the County Board may sign

subpoenas compelling the appearance of witnesses at the hearing. c. If there are any costs associated with producing the Petitioner’s witnesses said

costs shall be paid by Petitioner. E.

Hearing

1. The burden of proof that classification and valuation of property for property tax purposes was erroneous is upon the Petitioner/taxpayer. The Petitioner/taxpayer has the burden to present credible evidence and not merely a difference of opinion in order to meet this burden of persuasion.

2. The Assessor’s representative shall attend all meetings and hearings of the County

Board or its hearing officer and shall supply the Board or the hearing officer with all information that the Assessor possesses on the property appeal.

3. The County Board/hearing officer shall hear testimony presented in person at the

hearing and unless all parties agree otherwise, each party shall submit evidence in person at the hearing. The decision shall be based on evidence presented by the parties attending the hearing.

4. If the appeal by Petitioner is based on the income approach to value, the evidence at

the hearing is limited to the income and expense data filed with the Petition, the testimony of the Petitioner and any witness presented on the Petitioner’s behalf, and evidence presented by the Assessor and the Department of Revenue.

5. As nearly as possible the hearing shall be conducted in accordance with the following

order of procedures:


137166.1 5/11/2007

4

a. The Board/hearing officer who shall conduct the hearing shall announce the hearing is convened, shall indicate the appeal is to be heard.

b. The Board/hearing officer shall read the appeal into the record unless the reading

of the appeal is waived by the Petitioner.

c. The Board/hearing officer shall take up any motions or preliminary matters to be considered before the appeal is heard.

d. Brief opening statements from each side may be heard at the discretion of the

Board/hearing officer.

e. Since the Petitioner has the burden of proof, the Petitioner shall present his/her case first.

f. The Petitioner or the designated agent or attorney shall present the Petitioner’s

evidence. Said evidence may be presented through witnesses, oral statements, and/or documentary evidence.

g. All witnesses shall be placed under oath.

h. Each party shall have the opportunity to cross-examine the other party’s

witnesses.

i. At the discretion of the hearing officer a brief re-direct examination of the witness by the Petitioner may be allowed to cover new matters raised in the cross-examination.

j. After the Petitioner has presented his/her case, the Assessor or his/her

representative shall present their evidence through witnesses, oral statements, and/or documentary evidence. The manner for questioning shall be as set forth for the Petitioner’s witnesses as set forth above.

k. At the conclusion of the presentation of evidence by both parties, both parties

shall be allowed a brief closing statement. The closing statement may include summaries of the evidence and/or legal argument.

6. Either party may object to testimony or evidence offered. All objections shall be

directed to the Board/hearing officer and the basis of the objection should be stated.

7. The Formal Rules of Evidence will not apply and hearsay evidence will be given the weight the hearing officer or Board deems is appropriate. All evidence that is material, relevant and non-repetitive will be allowed. Any evidence that is not relevant, material or is repetitious will not be allowed. The hearing officer/Board shall rule on all objections.


137166.1 5/11/2007

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8. During the course of the hearing, the Board/hearing officer may ask questions of any

party or any witnesses for the purposes of clarifying the case.

9. The Board/hearing officer has the right to set time limits on the appeal hearing based upon and at, the sole discretion of the Board/hearing officer, the time that is deemed reasonably necessary for both parties to present the necessary evidence.

10. Minutes or a recording of the meeting whether undertaken by the Board or its hearing

officer, shall be taken and filed with the Clerk of the Board. Minutes or recording shall include all pleadings, notices, motions, rulings, documentary evidence, oral statements, objections thereto, rulings on said objections, and the finding of facts and decision.

11. A copy of said minutes or recording shall be furnished to either party upon written

request to the Board upon the payment of a reasonable fee. If one or more parties desire the hearing transcribed by a certified court reporter, that party must make arrangements and bear the cost thereof.

12. When the decision is made by a Board-appointed hearing officer, to hear Petitions

filed as an appeal for valuation from the County Assessor, the decision of the hearing officer shall be filed with the Clerk of the County Board and mailed to all parties within ten (10) calendar days after the date of the hearing, and in no event not later than September 15th of each year. The Board must render its decision no later than October 15th of each year.

13. In the case of an appeal from the Assessor’s Notice of Valuation under A.R.S. §42-

16105, subsection C, the hearing officer (if applicable) shall complete the hearing and file a decision with the County Board and mailed to all parties with ten (10) calendar days on/or before thirty (30) calendar days prior to the third Friday in November of the calendar year preceding the year in which the taxes are levied. The Board must make the decision on/or before the third Friday in November of the calendar year preceding the year in which the taxes are levied.

14. Ten (10) calendar days after the date of the County Board hearing, the decision shall

be mailed to the County Assessor and to the Petitioner at the address shown on the Petition.

F.

County Board Receives Decision of Hearing Officer

1. When a hearing officer hears the appeal, all parties to the appeal shall receive notice of the time, date and place of the County Board of Equalization’s meeting wherein the County Board shall review the hearing officer’s decision. This notice shall be mailed ten (10) calendar days before the County Board of Equalization Board meeting. A copy of the notice of the meeting shall be mailed to the County Assessor and to the Petitioner at the address shown on the Petition.


137166.1 5/11/2007

6

2. The hearing officer shall attend the County Board of Equalization’s meeting in order

to be present to answer any questions regarding the hearing officer’s decision.

3. The Petitioner may elect to be present at the Board of Equalization meeting and may at the sole discretion of the Board, be allowed to address the Board.

4. The County Board’s review of the hearing officer’s decision is limited. The County

receives the decision of the hearing officer and shall uphold the decision of the hearing officer unless there is substantiated evidence presented to the Board of Equalization that the procedures for the hearing were not followed, state law was violated or there is no evidence from the record to substantiate the hearing officer’s decision.

5. The Board may not substitute its judgment for the judgment of the hearing

officer with regard to the evidence. The decision must be based on the evidence presented by the parties attending the hearing.

6. Except in the case of an appeal under A.R.S. §42-16105 subsection C, the County

Board shall render the decision no later than October 15th.

7. In the case of an appeal under A.R.S. §42-16105, subsection C, the County Board shall render the decision on/or before the third Friday in November of the calendar year proceeding the year in which the taxes are levied.

8. Within ten (10) calendar days after the County Board has reviewed the decision of the

hearing officer, a copy of the County Board’s decision shall be mailed to the County Assessor and to the Petitioner at the address shown on the Petition.

G.

Appeal to Tax Court

1. A property owner who is dissatisfied with the valuation or classification of the property as fixed by the County Board, or a Petitioner whose Petition is denied, in whole or in part, may directly appeal to the Court within sixty (60) calendar days after the date of mailing of the decision, but in any case not later than December 15th of the year of the decision.

2. If the County Board orders the valuation of any property be reduced, the Assessor or

the Department of Revenue, on/or before December 15th , may appeal the decision to Court within sixty (60) days after the date of mailing of the decision, but in any case not later than December 15th of the year of the decision.


Assessor Meetings Valuation Methods Used FCV Outcome FCV

Legal Class # of Appeals Requested Held Income Market Cost Other Increases Decreases No Change Original Assessor

01.08 7 4 4 2 0 3 2 0 2 5 30,623,060 28,527,480

01.12 166 109 109 37 93 29 7 0 53 113 243,550,590 218,927,770

02.R 918 142 141 1 815 6 96 0 501 417 105,154,810 87,744,510

02.RD 1 1 1 0 0 1 0 0 0 1 7,456,240 7,456,240

03 269 184 182 0 225 12 32 0 126 143 125,588,530 117,778,300

04.1 86 37 37 11 66 1 8 0 26 60 79,209,460 59,761,220

M 54 27 27 9 23 7 15 1 24 29 62,116,120 47,631,240

Total 1501 998 997 60 1222 59 160 1 732 768 653,698,810 567,826,760

QUESTIONNAIRE FOR COUNTY ASSESSORS

Regarding Property Valuation Appeals

Coconino County AssessorFrom 02/28/2011 to 04/30/2011, for Tax Year 2012

Level Assessor, Cycle 1 - Primary

jbender @ Oct 5, 2011 3:46:52 PM Coconino County Assessor Page 1 of 1


DATE: September 6, 2012 TO: Honorable Chairman and Members of the Board FROM: Wendy Escoffier, Clerk of the Board SUBJECT: BOARD OF EQUALIZATION: Adopt Board of Equalization Resolution 2012-02 to

receive and accept the Hearing Officer Recommendation for Petition for Review of Personal Property Valuation for Tax Year 2012 hearing conducted August 16, 2012.

RECOMMENDATION: The Coconino County Board of Equalization is requested to receive and accept the BOE Hearing Officer’s recommendation for Review of Personal Property Valuation petition. BACKGROUND: Arizona Revised Statutes requires that each year the Assessor issue Notice of Value cards to every property owner in Coconino County. This notice is for real property (land) and personal property (manufactured homes). Property owners who disagree with the Assessor’s valuation of their property can follow a process outlined in ARS to appeal the Assessor’s valuation. The process starts with appealing directly to the Assessor. After meeting with the Assessor, if the property owner is still not satisfied, the property owner can appeal to the Board of Equalization. The Assessor mail dates for Final Decision notices spanned several dates in August, which means that the deadline to the Clerk’s Office is staggered and additional hearings will be conducted in October. The Board of Supervisors appointed two hearing officers to conduct the hearings and make recommendations to the Board of Equalization. All petitions that meet the ARS requirements are scheduled for hearings. Hearings can be conducted in person or “on the record” if the property owner cannot be present. If the property owner cannot be present, the Hearing Officer considers the written information submitted by the property owner and written information submitted by the Assessor’s staff. Prior to the start of the hearing, the property owner and Assessor’s staff are sworn in. The Hearing Officer announces the parcel number for each hearing and explains the hearing process to the property owner. By Arizona Law, the property owner has the burden of proof. The Hearing Officer takes testimony from the property owner first. The Hearing Officer may ask clarification questions and the Assessor’s staff is able to ask questions of the property owner. The Assessor’s staff presents testimony and evidence second. This information is provided in written form explaining the Assessor’s position on the property’s valuation. A copy of this information is given to the property owner and Hearing Officer at the hearing. The Hearing Officer may ask clarification questions and the property owner is given an opportunity to ask questions or rebut evidence from the Assessor’s staff. The attached resolution has detailed information on the appeal.


9/13/2012 Page 1 of 530 - 9/18/2012 - BOE - personal property appeal649

ARS allows the Assessor or a property owner who is dissatisfied with the valuation or classification of the property as fixed by the County Board to appeal directly to Tax Court. Per ARS and the BOE policy adopted by the Board, the Board’s review is limited as follows:

1. The County Board’s review of the hearing officer’s decision is limited. The County receives the decision of the hearing officer and shall uphold the decision of the hearing officer unless there is substantiated evidence presented to the Board of Equalization that the procedures for the hearing were not followed, state law was violated or there is no evidence from the record to substantiate the hearing officer’s decision.

2. The Board may not substitute its judgment for the judgment of the hearing officer with

regard to the evidence. The decision must be based on the evidence presented by the parties attending the hearing.

ALTERNATIVES: The County Board of Equalization is required to decide all Petitions for Review of Personal Property Valuation before December 1st of each year. REVIEWED ELECTRONICALLY: Attachments: BOE Resolution 2012-2

Hearing Officer Recommendation


RESOLUTION NO. 2012-02

A RESOLUTION OF THE BOARD OF EQUALIZATION OF COCONINO COUNTY, ARIZONA, RECEIVING AND ACCEPTING THE HEARING

OFFICER RECOMMENDATION FOR PETITION FOR REVIEW OF PERSONAL PROPERTY VALUATION FOR TAX YEAR 2012 HEARING CONDUCTED

AUGUST 16, 2012.

WHEREAS, the Board of Supervisors has certain statutory authority pursuant to A.R.S. § 42-16103 to appoint a hearing officer to review petitions filed under A.R.S. § 42-19052; and, WHEREAS, at a lawfully convened meeting conducted on June 7, 2011, the Board of Supervisors appointed Hearing Officer Howard C. (Chuck) Johnson for a two year term; and, WHEREAS, the hearing was conducted according to A.R.S. § 42-16106 and A.R.S. § 42- 19052 on Aug. 16, 2012; and, NOW THEREFORE BE IT RESOLVED that the Board of Equalization hereby receives and accepts the following recommendation from Hearing Officer Howard C. Johnson: Review #: PR-12-001992 Owner: Lebrecht, Horst & Kathleen Parcel #: 400-70-053 Original Limited Property Value: $53,458 Original Full Cash Value: $53,458 Adjusted Limited Property Value: $51,888 Adjusted Full Cash Value: $51,888 APPROVED AND ADOPTED this 18th day of September, 2012, by the Coconino County Board of Equalization. ____________________________________ Carl Taylor, Chairman

ATTEST:

___________________________ Wendy Escoffier, Clerk

APPROVED AS TO FORM: ____________________________________ Deputy County Attorney


Review # PR-12-001992 By OWNER - OWNER Owner LEBRECHT HORST & KATHLEEN

Account M0034585 Type REQUESTED AMEETING -REQUESTED AMEETING


Log Date 06-Aug-12



04.1 53,458 51,888 (1,570) 53,458 51,888 (1,570)

Total 53,458 51,888 (1,570) 53,458 51,888 (1,570)



jbender @ Sep 7, 2012 9:37:43 AM Coconino County Assessor Page 1 of 2


Original LPV Adjusted LPV LPV Change Original FCV Adjusted FCV FCV Change

Grand Total 53,458 51,888 (1,570) 53,458 51,888 (1,570)

TotalProtests 2

Decision Type Protest Count

3 - DECREASE 1



jbender @ Sep 7, 2012 9:37:43 AM Coconino County Assessor Page 2 of 2


DATE: 9/6/12 TO: Honorable Chair and Members of the Board FROM: Sandra Schulz, Finance Director/CFO SUBJECT: Review of proposed Title III projects for FY13 under the Secure Rural Schools

and Community Self Determination Act.

RECOMMENDATION: Staff recommends that the Board of Supervisors review the attached project summary for Title III requests to identify projects for approval in the FY13 budget. BACKGROUND: It is required under the Secure Rural Schools and Community Self-Determination Act of 2008 that the Board of Supervisors’ advertise a 45 day comment period for Title III funding under this act. We are also required to provide notification to the Resource Allocation Committee. After closing the comment period the Board is required to do a final adoption of Title III project funding. The advertised comment period will be held from September 24 – November 8, 2012.

The Secure Rural Schools and Community Self-Determination Act of 2000 (SRS Act) was enacted to provide five years of transitional assistance to rural counties affected by the decline in revenue from timber harvests on federal lands. The last payment authorized under P.L. 106-393 was for FY 2006.

On May 25, 2007, the Iraq Accountability Appropriations Act of 2007, P.L. 110-28, was signed into law. It included a provision for payments to States and counties for FY 2007 and extended provisions of Title II and Title III of the SRS Act.

On October 3, 2008, P.L. 110-343 (H.R. 1424, Emergency Economic Stabilization Act of 2008, Energy Improvement and Extension Act of 2008, and Tax Extenders and Alternative Minimum Tax Relief Act of 2008) was signed into law (aka: SRSCA-2008). Section 601 of Division C of P.L. 110-343 amends and reauthorizes the SRS Act (P.L. 106-393). The SRS Act, as amended, retains the original title.

The 2008 Act required Counties to allocate not less than 15% but no more than 20% of their full payment amount for Title II OR Title III projects, with a maximum Title III allocation of 7%.

The scope of Title III projects has been limited under the 2008 act to: homeowner education and assistance regarding ways to reduce the risk of wildfire, reimbursement for search, rescue, and emergency services on Federal lands, and development of community wildfire protection plans.


9/13/2012 Page 1 of 431 - 9/18/2012 - FY12 Title III projects under the SRS Act654

On July 6, 2012, the Secure Rural Schools and Community Self-Determination Act of 2000 was reauthorized for federal fiscal year 2012 (County FY13). The deadline to obligate funds under the reauthorization is September 30, 2013.

ALTERNATIVES:

The Board of Supervisors could recommend alternate projects to be advertised. FISCAL IMPACT: Certain components of Title III funding decisions may impact the General Fund, specifically the Search and Rescue operations funding and Flagstaff Patrol funding. Opting not to include these requests in the Title III allocation for FY13 will effectively shift these costs to the General Fund. The allocation of Title III funding is usually discussed during the budget hearings, but the reauthorization of SRS came in after the budget hearings were complete and the final budget was adopted. REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS: FY13 Comment Period Notice FY13 Title III Allocation Summary


FORTY-FIVE (45) DAY PUBLIC COMMENT PERIOD RELATED TO THE PROPOSED USES OF TITLE III FUNDING UNDER P.L. 106-393, SECURE RURAL SCHOOLS AND COMMUNITY SELF-DETERMINATION ACT OF 2008. The Coconino County Board of Supervisors request public comment on the proposed uses of Title III funds under the above captioned Act. The 45 day comment period commences Monday September 24, 2012 and will end at 12:00 midnight, Thursday November 8, 2012. The Board of Supervisors will consider the comments received and make its final decision on allocation of Title III funds for FY 2013 at a regular Board meeting to be held Tuesday, November 20, 2012 at 6:00 p.m., or as soon as comments have been analyzed. Any person or organization wishing to make comments and/or wishing to be notified of the final decision date should make those comments in writing to the Clerk of the Board, Coconino County Administration Building, 219 E. Cherry Avenue, Flagstaff, AZ 86001; fax to 928-679-7171; or e-mail to [email protected]. This Act provides for funding to Counties for roads and schools (Title I), and sets aside 15% to 20% of the funding for Title II and/or III which are to be used for a variety of forest and forest related purposes. The Board may choose to use up to 7% of the 15% to 20% election for Title III. Any election over 7% must be allocated to Title II. In FY 2012, it is the intent of the Board of Supervisors to elect a 15% Title II/Title III payment, with 7% for Title III and 8% for Title II. The Title III allocation is in the estimated amount of $248,332. The remainder of the Title III projects will be funded by an FY12 carryover of unused funds. The Title II allocation is estimated at $283,808. By Statute, funding for Title II projects will be passed to a Resource Advisory Committee for allocation. Title I will receive the remainder of the Coconino County allocation. These numbers are estimates. The final allocation is not yet known. The Title III funds may be used for County projects, as following, according to law: (1) homeowner education and assistance regarding ways to reduce the risk of wildfire; (2) reimbursement for search, rescue, and emergency services on Federal lands; (3) development of community wildfire protection plans. FY 2013 Projects Proposed to be Funded with Title III Forest Fee Funds (P.L. 106-393) (INSERT .PDF FILE) Please see attached schedule


Department Project Allocation

County Manager

Emergency Services: To cover the estimated

cost of County emergency services on

Federal land in Coconino County 62,748

County Manager

Emergency Services: ‐ Enhanced

Telephonic Emergency Notification System 20,000

County Manager

Emergency Services: ‐ One‐day Exercise for

Continuity of Operation Plan (COOP) 13,814

Outside Agency

Greater Flagstaff Forest Partnership: Forest

restoration and community protection 10,000

Public Works

Community Cleanups: Allows residents to

dispose of waste and fuels accumulated on

their properties. 62,500

Sheriff

Flagstaff Patrol: To cover the estimated cost

of Sheriff patrol on Federal land in Coconino

County 107,521$

Sheriff

Search and Rescue: Covers the estimated

cost of Search and Rescue operations on

Federal land in Coconino County 106,564

Sheriff

Search and Rescue: Snowmobile

Replacement 20,000

Total FY13 Title III Allocation 403,147$

Coconino CountyFY2013 Title III Allocation Summary


DATE: September 12, 2012 TO: Honorable Chairman and Members of the Board FROM: Wendy Escoffier, Clerk of the Board SUBJECT: Public Hearing to accept comments in consideration of a Water Franchise Renewal

Agreement between Coconino County, Arizona and Flagstaff Ranch Water Company, Inc., an Arizona Public Service Corporation.

RECOMMENDATION: Staff recommends that the Board open the public hearing to accept comments in consideration of a Water Franchise Renewal Agreement between Coconino County, Arizona and Flagstaff Ranch Water Company, Inc and continue the hearing and Board’s decision to the October 16, 2012 meeting and direct the Clerk of the Board to advertise for the continued date. BACKGROUND: On August 21, 2012, the Board adopted a resolution to set the Flagstaff Ranch Water Company Franchise Agreement for the Sept. 18, 2012 Board meeting. At this time negotiations between the County and Flagstaff Ranch Water Company related to the agreement are not complete. Discussions between County staff and Flagstaff Ranch Water Company will continue later this month. The Board of Supervisors adopted a franchise agreement with Flagstaff Ranch Water Company in 1987. That agreement is scheduled to expire in November 2012. Herbert Dreiseszen, president of Flagstaff Ranch Water Company is requesting a renewal of the agreement and extension for a 25-year period. ALTERNATIVES: Conducting the hearing is a statutory function of the Board. FISCAL IMPACT: The cost of publication of the first notice is estimated at under $200. A similar amount will be incurred to advertise the Oct. 16, 2012 continuation. The cost of advertising in incurred by the Clerk of the Board’s advertising budget. REVIEWED ELECTRONICALLY


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Attachments: None

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DATE: September 5, 2012 TO: Honorable Chair and Members of the Board of Directors of the Flood Control

District FROM: Lucinda Andreani, Public Works Deputy Director SUBJECT: Additional Federal Assistance under the Natural Resources Conservation

Service’s Emergency Watershed Protection Program RECOMMENDATION: Approve and accept an increase in federal financial assistance and total project costs under the Natural Resources Conservation Service’s Emergency Watershed Protection Program from the originally approved amount of $8,590,000 to $9,723,333; comprised of $7,292,500 in federal funding and $2,430,833 in local matching funds; for watershed restoration and flood mitigation projects in the Schultz Fire and Flood area. BACKGROUND: On January 24, 2012 the Natural Resources Conservation Service (NRCS) approved a $5,793,000 project in Coconino County under the Emergency Watershed Protection Program (EWP) for flood mitigation projects in the Schultz Flood area. This approval obligated $4,344,750 in federal funds in support of the projects and required a 25% local cost share of $1,448,250. The approval also made available an additional $868,950 in federal technical assistance funds to support engineering, design project management and other non-construction costs. The award also opened a 60 day window to revise and resubmit EWP project proposals to NRCS in the event conditions had changed since the original proposal submission in February 2011. As the County’s original EWP proposal only included flood mitigation measures in the residential areas, staff and engineering consultants worked to revise the proposal to include watershed restoration measures on Forest Service land in the Schultz Fire burn area. The revision increased total project costs to $8,590,000 and was resubmitted to NRCS for consideration as an additional funding request.


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On May 4, 2012 the NRCS approved the revised EWP proposal and approved the increase in total project costs to $8,590,000. This approval increased the amount of federal funds obligated to Coconino County to $6,442,500, and increased the local matching commitment to $2,147,500. The approval also increased the amount of technical assistance funds available to $1,288,500. Most recently, the NRCS informed the County that additional EWP funding was being made available to the County for the Schultz Flood EWP Project in the amount of $850,000. The County’s 25% share of the costs would be $283,333, which would be provided from the Flood Control District. $170,000 in additional Technical Assistance funding will also be made available to support engineering of the projects. The additional funding is important to the Schultz Flood EWP project for several reasons. First and foremost, the additional construction funding does not require any revision to the damage assessment report and benefit cost analysis underlying the project funding and thus supports more direct investment in watershed restoration and flood mitigation. As the County is now proceeding with engineering several of the flood corridors, it has become apparent that the costs for watershed restoration and flood mitigation are more costly than the original estimates generated in early 2011. The additional funding allows the County to provide greater flood mitigation than under the current financial cap given the higher costs. Another benefit of the additional funding is that it will reduce the impact to HURF with more costs being covered by EWP funding. The process of accessing the additional EWP funds will remain the same as that which is currently in place. For example the Board of Directors has already approved an agreement with NRCS for technical assistance funding, and modifications to that agreement have been prepared and approved, requesting incremental funding to support specific portions of the overall project. ALTERNATIVES: The Board of Directors could choose to approve and accept the increase in total project costs and the amount of federal financial assistance available with little or no impact to the overall financial status of the Flood Control District. The Board of Directors could choose to not approve and accept the increase in total project costs and the amount of federal financial assistance available, thereby reducing the amount of watershed restoration and overall flood mitigation possible. FISCAL IMPACT: The increase in total project costs and federal financial assistance available also increases the amount of local match required from $2,147,500 to $2,430,833. These expenses are expected to be expended in FY 2014 and are included in the Flood Control District 10 Year Plan, which is attached. The Flood Control District 10 year plan has in excess of $3 million in funds available


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for non-Schultz Flood related projects in FY 2013 and in excess of $2.5 million in FY 2014. Currently planned non-Schultz related projects will not utilize this level of funding in either year. No budget amendment is required. REVIEWED BY ELECTRONIC ROUTING

ATTACHMENTS:

• Flood Control District 10 Year Plan showing additional EWP funding


9/6/2012

FY11Actual Budget Estimated FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 FY21

RevenueProperty Taxes 1,827,957$ 3,177,602$ 3,093,730$ 2,980,005$ 3,054,505$ 3,298,866$ 3,463,809$ 3,636,999$ 3,818,849$ 3,895,226$ 3,973,131$ 4,052,593$ Less: Sedona Levy (271,096) (533,706) (514,847) (496,957) (509,381) (550,131) (577,638) (606,520) (636,846) (649,583) (662,574) (675,826) Less: Williams Levy (91,707) (175,430) (170,429) (177,702) (182,145) (196,716) (206,552) (216,880) (227,723) (232,278) (236,924) (241,662) Other Revenue 47,009 51,741 55,791 58,408 39,320 32,104 34,670 36,840 39,265 41,449 42,393 42,099

Total Revenue 1,512,162$ 2,520,207$ 2,464,245$ 2,363,754$ 2,402,300$ 2,584,122$ 2,714,289$ 2,850,440$ 2,993,545$ 3,054,815$ 3,116,026$ 3,177,204$

Flood Control Administration Expenditures 288,833 286,963 240,867 291,038 294,417 302,241 311,080 323,851 333,111 341,004 348,618 356,274 Schultz Fire Mitigation Staffing 77,473 101,472 59,613 76,850 78,929 81,816 85,087 88,439 91,910 94,907 97,875 100,873

Net Available for Capital 1,145,856$ 2,131,772$ 2,163,765$ 1,995,866$ 2,028,954$ 2,200,065$ 2,318,122$ 2,438,150$ 2,568,524$ 2,618,904$ 2,669,532$ 2,720,057$

Capital Transfers 10,739$ 1,175,000$ -$ 1,395,000$ 1,550,000$ 1,650,000$ 1,850,000$ 2,000,000$ 2,200,000$ 2,400,000$ 2,600,000$ 2,700,000$

Net After Capital 1,135,117$ 956,772$ 2,163,765$ 600,866$ 478,954$ 550,065$ 468,122$ 438,150$ 368,524$ 218,904$ 69,532$ 20,057$

Schultz Flood Response and MitigationResponse & Mitigation Expenditures 6,342,392 1,420,372 4,394,345 15,464,234 5,193,686 350,000 300,000 250,000 200,000 150,000 100,000 100,000 Respone & Mitigation Reimbursements (4,493,764) (2,123,604) (3,561,598) (12,355,617) (5,132,629) - - - - - - - Total On-going Reponse & Mitigation 1,848,628 (703,232) 832,747 3,108,617 61,057 350,000 300,000 250,000 200,000 150,000 100,000 100,000

General Fund Loan (1,000,000) - - - 1,000,000 - - - - - - - 848,628$ (703,232)$ 832,747$ 3,108,617$ 1,061,057$ 350,000$ 300,000$ 250,000$ 200,000$ 150,000$ 100,000$ 100,000$

Loan RepaymentNet Increase/(Decrease) in Fund Balance 286,489 1,660,004 1,331,018 (2,507,751) (582,103) 200,065 168,122 188,150 168,524 68,904 (30,468) (79,943)

Beginning Fund Balance 2,558,765 2,845,259 2,845,259 4,176,277 1,668,526 1,086,422 1,286,487 1,454,609 1,642,760 1,811,283 1,880,187 1,849,720

Ending Fund Balance 2,845,259$ 4,505,263$ 4,176,277$ 1,668,526$ 1,086,422$ 1,286,487$ 1,454,609$ 1,642,760$ 1,811,283$ 1,880,187$ 1,849,720$ 1,769,777$

*Secondary Property Tax Rate 0.2000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$ 0.4000$

Coconino County Flood Control District10-Year Financial Plan

FY13 Board of Supervisor's Budget Meetings

ProjectedFY12

Net Flood Response/Mitigation & Distaster

Handout #79/13/2012 Page 4 of 433 - 9/18/2012 - Additional NRCS Funding for EWP Program

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Agenda item 34 contains confidential information for an executive session.

Receive legal advice regarding ongoing Copeland Easement litigation. Pursuant to ARS 38-431.03(A)(3) the Board may enter executive session for discussion and legal advice. County Attorney

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