HomeMy WebLinkAbout2016-06-21 - Agendas - Final City of Fayetteville, Arkansas
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
e 0\_ 0
e�.
Y
u
Meeting Agenda - Final Agenda
Tuesday, June 21, 2016
5:30 PM
City Hall Room 219
City Council Meeting
Adella Gray Ward I
Sarah Marsh Ward 1
Mark Kinion Ward 2
Matthew Petty Ward 2
Justin Tennant Ward 3
Martin W. Schoppmeyer,Jr. Ward 3
John S. La Tour Ward 4
Alan Long Ward 4
ELECTED OFFICIALS:
Mayor Lioneld Jordan
City Attorney Kit Williams
City Clerk Sondra Smith
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
Call To Order
Roll Call
Pledge of Allegiance
Mayor's Announcements, Proclamations and Recognitions
City Council Meeting Presentations,Reports and Discussion Items:
1. 2016-0293
INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS CERTIFIED MUNICIPAL
CLERK PRESENTATION AND ARKANSAS CITY CLERKS, RECORDERS, AND
TREASURERS ASSOCIATION CERTIFIED ARKANSAS MUNICIPAL CLERK
PRESENTATION - SHERRI GARD, FORT SMITH CITY CLERK AND ACCRTA
PRESIDENT
Attachments: Sherri Gard,Fort Smith City Clerk Presentation
Agenda Additions:
A. Consent:
A. 1 2015-0649
APPROVAL OF THE JUNE 7,2016 CITY COUNCIL MEETING MINUTES.
A. 2 2016-0171
CDBG PROGRAM INCOME:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT
OF $7,375.00 REPRESENTING CDBG PROGRAM INCOME RECEIVED FROM A
HOUSING PROGRAM LIEN PAYOFF PLAN, ENERGY EFFICIENCY REBATES FROM
SOURCEGAS AND DONATIONS FROM CITIZENS AND LOCAL BUSINESSES
Attachments: CDBG PROGRAM INCOME
BA CDBG PROGRAM INCOME
City of Fayetteville,Arkansas Page 2 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
A. 3 2016-0274
ASSISTANCE TO FIREFIGHTERS GRANT(FEMA):
A RESOLUTION TO AUTHORIZE THE ACCEPTANCE OF A 90/10 ASSISTANCE TO
FIREFIGHTERS GRANT FROM THE FEDERAL EMERGENCY MANAGEMENT
AGENCY IN THE AMOUNT OF $613,637.00 FOR THE PURCHASE OF A MOBILE
TRAINING SIMULATOR SYSTEM FOR THE FIRE DEPARTMENT, AND TO
APPROVE A BUDGET ADJUSTMENT TO PROVIDE FOR MATCHING FUNDS IN THE
AMOUNT OF $61,363.00 AND A PROJECT CONTINGENCY IN THE AMOUNT OF
$27,000.00
Attachments: ASSISTANCE TO FIREFIGHTERS GRANT(FEMA)
BA ASSISTANCE TO FIREFIGHTERS GRANT(FEMA
A. 4 2016-0277
FEDERAL AND STATE LAW ENFORCEMENT FORFEITURES AND A REFUND:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT
OF $23,435.00 RECOGNIZING REVENUE ASSOCIATED WITH FEDERAL AND STATE
LAW ENFORCEMENT FORFEITURES AND A REFUND FROM EOTECH FOR
DEFECTIVE RIFLE OPTICS
Attachments: FEDERAL AND STATE LAW ENFORCEMENT FORFEITURES AND A REFUND
BA FEDERAL AND STATE LAW ENFORCEMENT FORFEITURES AND A REFI
A. 5 2016-0285
FAYETTEVILLE POLICE DEPARTMENT DONATIONS:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT
OF $2,400.00 RECOGNIZING DONATION REVENUE TO THE FAYETTEVILLE
POLICE DEPARTMENT IN SUPPORT OF OFFICER RECOGNITION
Attachments: SRP-Donations,Jun 2016
BA-Donations,Jun 2016
City of Fayetteville,Arkansas Page 3 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
A. 6 2016-0283
GALLAGHER BENEFITS SERVICES:
A RESOLUTION TO APPROVE THE ANNUAL RENEWAL CONTRACT WITH
GALLAGHER BENEFITS SERVICES IN THE AMOUNT OF $57,600.00 FOR THE
PROVISION OF CITY EMPLOYEE BENEFITS BROKER SERVICES
Attachments: Gallagher Benefit Services Contract Renewal Packet
B. Unfinished Business:
B. 1 2016-0057
AMEND §72.58 OFF-STREET PARKING FACILITIES; RULES AND RATES:
AN ORDINANCE TO AMEND § 72.58 OFF-STREET PARKING FACILITIES; RULES
AND RATES (M) TO LIMIT THE MAYOR'S AUTHORITY TO ASSIGN ANY CITY
OWNED PAID PARKING LOTS OR ON-STREET PAID PARKING SPACES WITHIN
THE ENTERTAINMENT DISTRICT OR THE CLOSURE OF CITY STREETS FOR THE
USE OF A PERMITTED SPECIAL EVENT TO NOT MORE THAN TWO (2) DAYS PER
YEAR WITHOUT EXPRESS APPROVAL OF THE CITY COUNCIL
(LEFT ON SECOND READING)
Attachments: Amend 72.58 Off-Street Parking Facilities;Rules and Rates
At the May 17, 2016 City Council Meeting this item was moved to the June 21, 2016 meeting. Left on
the Second Reading at the April 5, 2016 City Council Meeting and Tabled until the May 17, 2016 City
Council Meeting. At the March 1, 2016 City Council Meeting, this ordinance was left on the second
reading and. Tabled to April 5, 2016. This Ordinance was left on the first reading at the February
16, 2016 City Council meeting.
B. 2 2016-0248
FALLING WATERS APPEAL:
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 16-5385 FOR APPROXIMATELY 35.31 ACRES ON DEAD HORSE
MOUNTAIN ROAD FROM R-A, RESIDENTIAL AGRICULTURE TO RSF-2,
RESIDENTIAL SINGLE FAMILY, 2 UNITS PER ACRE SUBJECT TO A BILL OF
ASSURANCE LIMITING DEVELOPMENT TO 51 HOMES
(LEFT ON FIRST READING)
Attachments: FALLING WATERS APPEAL
At the June 7, 2016 City Council Meeting this item was left on first reading until the June 21, 2016
City Council Meeting. At the May 17, 2016 this item was left on the first reading
City of Fayetteville,Arkansas Page 4 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
C. New Business:
C. 1 2016-0294
PROPOSALS FOR DEVELOPMENT OF SOUTH END OF WEST AVENUE
PARKING LOT:
A RESOLUTION TO CLARIFY AND EXTEND THE TIMEFRAME TO SOLICIT
PROPOSALS FOR DEVELOPMENT OF THE WEST AVENUE PARKING LOT AND TO
CONSIDER PARKING NEUTRAL PROPOSALS FOR SALE OF SMALLER PARCELS
ON SOUTHERN END
Attachments: Alderman Petty-West Avenue Parking Lot Resolution
Exhibit A-Proposal
ADDITIONAL: PROPOSALS FOR DEVELOPMENT OF SOUTH END OF WEST.4
C. 2 2016-0290
ENERGY IMPROVEMENT DISTRICT NO. 1 MEMBERSHIP AGREEMENT:
AN ORDINANCE TO AUTHORIZE MAYOR JORDAN TO SIGN A MEMBERSHIP
AGREEMENT ALLOWING THE CITY OF SPRINGDALE TO BECOME A MEMBER OF
ENERGY IMPROVEMENT DISTRICT NO. 1, AND TO AMEND § 33.381 BOARD OF
DIRECTORS, MEMBERSHIP, TERMS OF OFFICE OF ARTICLE XXVI ENERGY
IMPROVEMENT DISTRICT NO. 1 TO PROVIDE FOR THE CITY OF SPRINGDALE'S
REPRESENTATION ON THE BOARD OF DIRECTORS
Attachments: ENERGY IMPROVEMENT DISTRICT NO. 1 MEMBERSHIP AGREEMENT
C. 3 2016-0287
WAYFINDING SIGNS,POLES AND APPURTENANCES:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND AUTHORIZE THE PURCHASE OF WAYFINDING SIGNS, POLES AND
APPURTENANCES FROM ARCHITECTURAL GRAPHICS, INC., IN AN AMOUNT
NOT TO EXCEED$122,930.98,AND TO APPROVE A BUDGET ADJUSTMENT
Attachments: WAYFINDING SIGNS,POLES AND APPURTENANCES
BA WAYFINDING SIGNS,POLES AND APPURTENANCES
City of Fayetteville,Arkansas Page 5 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
C. 4 2016-0282
RZN 16-5386(NORTH OF 1110 N.FRONTAGE RD./LINDSEY PROPERTIES):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 16-5386 FOR APPROXIMATELY 6.40 ACRES LOCATED NORTH OF
1110 NORTH FRONTAGE ROAD FROM C-1, NEIGHBORHOOD COMMERCIAL TO
CS,COMMUNITY SERVICES
Attachments: 16-5386 CC reports
C. 5 2016-0281
RZN 16-5425(NW CORNER OF MILL AVE. & SOUTH
ST./THURMOND-QUINLAN):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 16-5425 FOR APPROXIMATELY 1.84 ACRES LOCATED ALONG THE
NORTHWEST CORNER OF MILL AVENUE AND SOUTH STREET FROM R-O,
RESIDENTIAL OFFICE, AND RMF-24, RESIDENTIAL MULTI FAMILY, 24 UNITS PER
ACRES TO DG,DOWNTOWN GENERAL
Attachments: RZN 16-5425(NW CORNER OF MILL AVE.&SOUTH ST./THURMOND-QUINLA
C. 6 2016-0280
VAC 16-5424 (NW CORNER OF MILL AVE. & SOUTH
ST./THURMOND-QUINLAN):
AN ORDINANCE TO APPROVE VAC 16-5424 SUBMITTED BY ALLISON
THURMOND-QUINLAN FOR PROPERTY LOCATED AT THE NORTHWEST CORNER
OF MILL AVENUE AND SOUTH STREET TO VACATE STREET RIGHT-OF-WAY
Attachments: VAC 16-5424(NW CORNER OF MILL AVE.&SOUTH ST./THURMOND-OUINL/
City of Fayetteville,Arkansas Page 6 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
C. 7 2016-0225
C-PZD 16-5408 (WEDINGTON&MARINONI DR/CROSS CHURCH):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 16-5408 FOR APPROXIMATELY 24.60 ACRES AT WEDINGTON
DRIVE AND MARIONI DRIVE FROM C-2, THOROUGHFARE COMMERCIAL AND
UT, URBAN THOROUGHFARE TO C-PZD, COMMERCIAL PLANNED ZONING
DISTRICT
Attachments: C-PZD 16-5408:(WEDINGTON&MARINONI DR/CROSS CHURCH)
Exhibit C-RZN 16-5408 Updated PZD Bookletl
Exhibit D-RZN 16-5408 Updated Master Plan Drawingsl
C. 8 2016-0292
AMEND THE DEFINITION OF"SETBACK"IN§ 151.01:
AN ORDINANCE TO AMEND THE DEFINITION OF "SETBACK" IN § 151.01 OF THE
UNIFIED DEVELOPMENT CODE TO ALLOW ARCHITECTURAL PROJECTIONS OF A
BUILDING SUCH AS ITS EAVES TO SLIGHTLY PROTRUDE INTO A SETBACK
UNDER CERTAIN CONDITIONS
Attachments: Agenda Packet Definition of Setbacks
D. City Council Agenda Session Presentations:
A 1 2016-0262
AGENDA SESSION PRESENTATION - SARAH MCKENZIE, EXECUTIVE DIRECTOR
OF THE OFFICE FOR EDUCATION POLICY AT THE UNIVERSITY OF ARKANSAS,
WILL PRESENT STATISTICS THAT COMPARE THE CITY OF FAYETTEVILLE'S
PUBLIC SCHOOL STUDENT DEMOGRAPHICS AND PERFORMANCE TO THE
NORTHWEST ARKANSAS REGION AND TO THE BENCHMARK CITIES CITED IN
FAYETTEVILLE FIRST, THE CITY'S ECONOMIC DEVELOPMENT STRATEGIC
PLAN. DR. MCKENZIE WILL ALSO TALK ABOUT THE POTENTIAL ECONOMIC
IMPACTS OF PUBLIC SCHOOLS IN THE AREAS OF ECONOMIC GROWTH AND
COMPETITIVENESS.
E. City Council Tour:
F. Announcements:
G. Adjournment
City of Fayetteville,Arkansas Page 7 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
NOTICE TO MEMBERS OF THE AUDIENCE
All interested persons may address the City Council on agenda items of New and Old Business. Please wait for
the Mayor to request public comment and then come to the podium, give your name, address, and comments
about the agenda item. Please address only the Mayor. Questions are usually answered by the Mayor, Aldermen
or Staff after the public comment period is over. Please keep your comments brief and respectful. Each person is
only allowed one turn at the microphone for discussion of an agenda item.
All cell phones must be silenced and may not be used within the City Council Chambers.
Below is a portion of the Rules of Order and Procedure of the Fayetteville City Council pertaining to City
Council meetings:
Agenda additions: A new item which is requested to be added to the agenda at a City Council meeting should
only be considered if it requires immediate City Council consideration and if the normal agenda setting process
is not practical. The City Council may only place such new item on the City Council meeting's agenda by
suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda.
Consent Agenda: Consent Agenda items shall be read by the Mayor and voted upon as a group without
discussion by the City Council. If an Alderman wishes to comment upon or discuss a Consent Agenda item, that
item shall be removed and considered immediately after the Consent Agenda has been voted upon.
Old business and new business.
Presentations by staff and applicants. Agenda items shall be introduced by the Mayor and, if an ordinance, read
by the City Attorney. City staff shall then present a report. An agenda applicant (city contractor, rezoning or
development applicant, etc.) may present its proposal only during this presentation period, but may be recalled
by an alderman later to answer questions. Staff and applicants may use electronic visual aids in a City Council
meeting as part of their presentation.
Public comments. Public comment shall be allowed for all members of the audience on all items of old and new
business and subjects of public hearings. No electronic visual aid presentations shall be allowed, but the public
may submit photos, petitions, etc. to be distributed to the City Council. If a member of the public wishes for the
City Clerk to distribute materials to the City Council before its meeting, such materials should be supplied to the
City Clerk office no later than 9:00 a.m. on the day of the City Council meeting. Any member of the public shall
first state his or her name and address, followed by a concise statement of the person's position on the question
under discussion. Repetitive comments should be avoided; this applies to comments made previously either to
the City Council or to the Planning Commission when those Planning Commission minutes have been provided
to the Aldermen. All remarks shall be addressed to the Mayor or the City Council as a whole and not to any
particular member of the City Council. No person other than the Aldermen and the person having the floor shall
be permitted to enter into any discussions without permission of the Mayor. No questions shall be directed to an
Alderman or city staff member except through the Mayor.
City of Fayetteville,Arkansas Page 8 Printed on 6/16/2016
City Council Meeting Meeting Agenda-Final Agenda June 21, 2016
Courtesy and respect.
All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each
other at all times. All shall refrain from rude or derogatory remarks, reflections as to integrity, abusive
comments and statements about motives or personalities. Any member of the public who violates these
standards shall be ruled out of order by the Mayor,must immediately cease speaking and shall leave the podium.
Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72 hour advance notice is
required. For further information or to request an interpreter,please call 479-575-8330.
A copy of the complete City Council agenda is available at www.fayetteville-ar.gov or in the office of the City
Clerk, 113 W.Mountain,Fayetteville,Arkansas.
City of Fayetteville,Arkansas Page 9 Printed on 6/16/2016
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Text File
File Number: 2016-0293
Agenda Date: 6/21/2016 Version: 1 Status:Agenda Ready
In Control: City Council Meeting File Type: Presentation
Agenda Number: 1.
INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS CERTIFIED MUNICIPAL CLERK
PRESENTATION AND ARKANSAS CITY CLERKS, RECORDERS, AND TREASURERS
ASSOCIATION CERTIFIED ARKANSAS MUNICIPAL CLERK PRESENTATION - SHERRI
GARD,FORT SMITH CITY CLERK AND ACCRTA PRESIDENT
City of Fayetteville,Arkansas Page 1 Printed on 6/16/2016
Smith, Sondra
From: Johnson, Kimberly
Sent: Tuesday,June 07, 2016 10:37 AM
To: Smith, Sondra; Branson, Lisa
Subject: Sherri Gard -June 21, 2016 City Council Meeting
Sondra and Lisa,
Sherri Gard will be attending our June 21, 2016 City Council meeting to present my CMC Certificate. She will also do my CAMC if it is
given to Sondra at the Municipal League Conference.
Thank you! O
Office of the City Clerk Treasurer
Kim Johnson, BSE
Senior Clerk Codifier
113 W. Mountain Street, Suite 308
Fayetteville, AR 72701
479.575.8323
kiohnson()-fayetteville-ar.gov
Website I Twitter I YouTube
CITY OF
AK�fA.
WWW'fay tt v F-i -q,r'go
1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Text File
File Number: 2015-0649
Agenda Date: 6/21/2016 Version: 1 Status:Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number:A. 1
APPROVAL OF THE JUNE 7,2016 CITY COUNCIL MEETING MINUTES.
City of Fayetteville,Arkansas Page 1 Printed on 6/16/2016
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Text File
File Number: 2016-0171
Agenda Date: 6/21/2016 Version: 1 Status:Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number:A. 2
CDBG PROGRAM INCOME:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT OF
$7,375.00 REPRESENTING CDBG PROGRAM INCOME RECEIVED FROM A HOUSING
PROGRAM LIEN PAYOFF PLAN, ENERGY EFFICIENCY REBATES FROM SOURCEGAS AND
DONATIONS FROM CITIZENS AND LOCAL BUSINESSES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution, in the total amount of $7,375.00 representing
CDBG program income received from a housing program lien payoff plan in the amount of $3,500.00,
energy efficiency rebates from SourceGas in the amount of $1,200.00, and donations from citizens and
local businesses in the amount of$2,675.00
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby expresses its sincere
appreciation for the donations.
City of Fayetteville,Arkansas Page 1 Printed on 6/16/2016
City of Fayetteville Staff Review Form
2016-0171
Legistar File ID
6/21/2016
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Yolanda Fields 6/3/2016 Community Resources/
Development Services Department
Submitted By Submitted Date Division/ Department
Action Recommendation:
Approval of a Budget Adjustment recognizing outreach donations in the amount of$2675 and CDBG program
income totalling $4700
Budget Impact:
See Below 2180-CDBG
Account Number Fund
See Below
Project Number Project Title
Budgeted Item? NA Current Budget $ -
Funds Obligated $ -
Current Balance
Does item have a cost? No Item Cost
Budget Adjustment Attached? Yes Budget Adjustment $ 7,375.00
Remaining Budget 7,375.00
V20140710
Previous Ordinance or Resolution #
Original Contract Number: Approval Date:
Comments: 2180.4945.5390.01 32003.1 $2675
2180.4940.5315.00 $4700
CITY OF
4 �1 T
l le CITY COUNCIL AGENDA MEMO?
ARKANSAS
MEETING OF JUNE 21, 2016
TO: Mayor and City Council
THRU: Jeremy Pate, Development Services Director
FROM: Yolanda Fields, Community Resources Director
DATE: June 3, 2016
SUBJECT: Approval of Budget Adjustment for the Community Resources Division
RECOMMENDATION:
Staff recommends approval of a budget adjustment to recognize and budget donations and CDBG
program income received.
BACKGROUND:
Community Resources would like to recognize program income from a lien payoff plan and energy
efficiency rebates from SourceGas, as well as donations from citizens and local businesses.
DISCUSSION:
In July 2015, an agreement was reached with the owners of 1747 N. Oakland Ave. to pay the CDBG
program $11,737.58 in installments due to the terms of the lien being violated. The payments started in
July 2015, and payments from Jul—Oct have already been recognized. Now, payments from Nov 2015—
May 2016 need to be recognized. In addition, two $600 rebates from SourceGas were received from work
done at 3295 Old Farmington Rd. and 433 Washington Ave. The total PI being recognized is $4,700.
In December 2015, donations from several holiday campaigns were received totaling $2,149. In 2016, so
far, there has been $526.16 in donations received. All donations received total $2,675.
BUDGET/STAFF IMPACT:
Increase Housing Contract Services by$4,700
Increase Community Outreach Projects by$2,675
Attachments:
Budget Adjustment
Mauling Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville,AR 72701
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Community Resources Adjustment Number
2016 Dept.: Development Services
Requestor: Cherrell Lee
BUDGET ADJUSTMENT DESCRIPTION /JUSTIFICATION:
Approval of a Budget Adjustment recognizing donations in the amount of$526 (FY 2016) and $2149 (FY 2015) and
CDBG program income totalling$4,700($1600 from FY 2015/$3100 from FY 2016).
COUNCIL DATE: 6/21/2016
LEGISTAR FILE ID#: 2016-0171
xev�wspr
5/27/2016 3:35 PM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
RESOLUTION/ORDINANCE POSTED:
TOTAL 7,375 7,375 v.20160125
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub AT Account Name
2180.0918.4809.00 - 526 32003 1 RE Donations
2180.4945.5390.01 2,675 - 32003 1 EX Community Outreach Projs
2180.0918.4999.97 - 3,749 RE Use of Prior Fund Balance
2180.0918.4910.00 - 3,100 RE CDBG Program Income
2180.4940.5315.00 4,700 - EX Contract Services
C:\Program Files\Granicus\Legistar5\Packet\1116_City Council Meeting_6_21_2016\0003_2_BA_CDBG PROGRAM INCOME 1 of 1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Text File
File Number: 2016-0274
Agenda Date: 6/21/2016 Version: 1 Status:Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number:A. 3
ASSISTANCE TO FIREFIGHTERS GRANT(FEMA):
A RESOLUTION TO AUTHORIZE THE ACCEPTANCE OF A 90/10 ASSISTANCE TO
FIREFIGHTERS GRANT FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY IN
THE AMOUNT OF $613,637.00 FOR THE PURCHASE OF A MOBILE TRAINING SIMULATOR
SYSTEM FOR THE FIRE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT TO
PROVIDE FOR MATCHING FUNDS IN THE AMOUNT OF $61,363.00 AND A PROJECT
CONTINGENCY IN THE AMOUNT OF $27,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the acceptance
of a 90/10 Assistance to Firefighters Grant from the Federal Emergency Management Agency in the
amount of $613,637.00 for the purchase of a Mobile Training Simulator System for the Fire
Department.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution, to provide for matching funds in the amount
of$61,363.00 and a project contingency in the amount of$27,000.00.
City of Fayetteville,Arkansas Page 1 Printed on 6/16/2016
City of Fayetteville Staff Review Form
2016-0274
Legistar File ID
6/21/2016
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
David Dayringer 5/24/2016 Fire/
Fire Department
Submitted By Submitted Date Division/ Department
Action Recommendation:
Approval of a resolution authorizing acceptance of an Assistance To Firefighter's Grant from the Department of
Homeland Security's Federal Emergency Management Agency(FEMA) in the amount of$613,637.00, and approving
a budget adjustment to the Fire-FEMA Grant Training Simulator(31603.1) project which utilizes Impact Fee Funding
for the 10%grant match ($61,363) and 4%contingency funds ($27,000)to allow total funding of$702,000 for the
Mobile Training Simulator System per AFG Grant Guidelines
Budget Impact:
2230.8004.5801.00 Special Grants
Account Number Fund
31603.1 Fire-FEMA Grant Training Simulator
Project Number Project Title
Budgeted Item? No Current Budget
Funds Obligated
Current Balance $ -
Does item have a cost? Yes Item Cost $ 675,000.00
Budget Adjustment Attached? Yes Budget Adjustment $ 702,000.00
Remaining Budget $ 27,000.00
IVIUOL/ LLUlll VVI I 1plc LUU UUUI,.UII UJUOLI I1Q1 I1:
V20140710
Previous Ordinance or Resolution #
Original Contract Number: Approval Date:
Comments:
CITY OF
Tay � le CITY COUNCIL AGENDA MEMO
ARKANSAS
MEETING OF JUNE 21, 2016
TO: Mayor and City Council
FROM: David Dayringer, Fire Chief
DATE: May 24, 2016
SUBJECT: Approval of a resolution authorizing acceptance of an Assistance To Firefighters
Grant from The Department of Homeland Security's Federal Emergency Management Agency
(FEMA) in the amount of$613,637.00, and approving a budget adjustment.
RECOMMENDATION:
Approval of a resolution authorizing acceptance of an Assistance To Firefighters Grant from The
Department of Homeland Security in the amount of $613,637.00, and approving a budget
adjustment. The Fire Department would like to utilize the revenue from this grant and the
additional funding of$88,363 from Impact Fee Revenue to complete the purchase of a mobile
training simulator system and for approval of a contingency of 4%.
BACKGROUND:
The Department of Homeland Security (DHS) Federal Emergency Management Agency's
(FEMA) Grant Programs Directorate implements and administers the Assistance to Firefighters
(AFG) Grants. The purpose of the AFG Program is to enhance, through direct financial
assistance, the health and safety of the public and firefighting personnel and to provide a
continuum of support for emergency responders regarding fire, medical, and all-hazard events.
The Fire Department submitted an application for the AFG grant program to request funding for
a mobile fire training simulator. The requested simulator will provide firefighters live fire training
as well as ventilation, forcible entry, standpipe, sprinkler, rappelling, confined space, and self-
contained breathing apparatus (SCBA) skills.
DISCUSSION:
We will use the grant to purchase and install a mobile fire training simulator system for utilization
by the Fayetteville Fire Department and other surrounding County departments thereby
improving firefighter health, safety, and ground tactics on technical rescue situations at fire
scenes and positively impacting the skill level at emergency responses for a multi-county
population.
BUDGET/STAFF IMPACT:
Approving a budget adjustment to the Fire-FEMA Grant Training Simulator (31603.1) project
which utilizes Impact Fee Funds for the 10% grant match ($61,363) and 4% contingency funds
($27,000) to allow total funding of$702,000 for the Mobile Training Simulator System per AFG
Grant Guidelines.
ATTACHMENTS:
Grant Award Letter and Documents, Budget Adjustment
Mailing Address:
113 W. Mountain Street www.fayettevilie-acgov
Fayetteville,AR 72701
Tiew Award Package https://eservices.fenia.gov/FemaFireGrant/firegrant jsp/flre_admin/a...
Award Package
of 24 5/20/2016 9:03 AM
View Award Package https://cscrvices.fema.gov/FemaFii-cGrant/iii-egi-ant/jsp/fire admin/a...
U.S.Department of Homeland Security
Washington,D.C.20472
`r -1M14 FEMA
1(�
Mr. David Dayringer
City of Fayetteville Fire Department
303 W Center St
Fayetteville, Arkansas 72701-5201
Re: Award No.EM W-2015-FO-04026
Dear Mr. Dayringer:
Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance
submitted under the Fiscal Year (FY) 2015 Assistance to Firefighters Grant has been approved in the amount
of$613,637.00. As a condition of this award, you are required to contribute a cost match in the amount of
$61,363.00 of non-Federal funds, or 10 percent of the Federal contribution of$613,637.00.
Before you request and receive any of the Federal funds awarded to you, you must establish
acceptance of the award through the Assistance to Firefighters Grant Programs' a-grant system. By
accepting this award, you acknowledge that the terms of the following documents are incorporated into the
terms of your award:
• Summary Award Memo
• Agreement Articles (attached to this Award Letter)
• Obligating Document (attached to this Award Letter)
• FY 2015 Assistance to Firefighters Grant Notice of Funding Opportunity.
Please make sure you read, understand, and maintain a copy of these documents in your official file for this
award.
Prior to requesting Federal funds, all recipients are required to register in the System for Award
Management (SAM.gov). As the recipient, you must register and maintain current information in SAM.gov until
you submit the final financial report required under this award or receive the final payment, whichever is later.
This requires that the recipient review and update the information annually after the initial registration, and more
frequently for changes in your information. There is no charge to register in SAM.gov. Your registration must be
completed on-line at https://www.sarn.gov//portal/public/SAM/. It is your entity's responsibility to have a valid
DUNS number at the time of registration.
In order to establish acceptance of the award and its terms, please follow these instructions:
Step 1: Please go to his://portal.fema.gov to accept or decline your award. This will take you to the
Assistance to Firefighters eGrants system. Enter your User Name and Password as requested on the login
screen. Your User Name and Password are the same as those used to complete the application on-line.
Once you are in the system, the Status page will be the first screen you see. On the right side of the Status
screen, you will see a column entitled Action. In this column, please select the View Award Package from the
drop down menu Click Go to view your award package and indicate your acceptance or declination of award.
PLEASE NOTE: your period of performance has begun. If you wish to accept your grant, you should do so
immediately. When you have finished, we recommend printing your award package for your records.
Step 2: If you accept your award, you will see a link on the left side of the screen that says "Update 1199A" in
the Action column. Click this link. This link will take you to the SF-1199A, Direct Deposit Sign-up Form. Please
of 24 5/20/2016 9:03 AM
.ew Award Package https://eservices.fema.gov/FemaFireGrant/fregrant/jsp/fire_admin/a...
complete the SF-1199A on-line if you have not done so already. When you have finished, you must submit the
form electronically. Then, using the Print 1199A Button, print a copy and take it to your bank to have the bottom
portion completed. Make sure your application number is on the form. After your bank has filled out their
portion of the form, you must fax a copy of the form to FEMA's SF-1199 Processing Staff at 301-998-8699.
You should keep the original form in your grant files. After the faxed version of your SF 1199A has been
reviewed you will receive an email indicating the form is approved. Once approved you will be able to request
payments online. If you have any questions or concerns regarding your 1199A, or the process to request your
funds, please call (866) 274-0960.
Sincerely,
Brian E. Kamoie
Assistant Administrator for Grant Programs
of 24 5/20/2016 9:03 AM
few Award Package https://eservices.fema.gov/FemaFireGrant/firegranbjsp/fire admin/a...
Summary Award Memo
SUMMARY OF ASSISTANCE ACTION
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM
Application
INSTRUMENT: GRANT
AGREEMENT NUMBER: EMW-2015-FO-04026
GRANTEE: City of Fayetteville Fire Department
DUNS NUMBER: 883381550
AMOUNT: $675,000.00, Operations and Safety
Project Description
The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public
and firefighting personnel against fire and fire-related hazards.
After careful consideration, FEMA has determined that the recipient's project or projects
submitted as part of the recipient's application, and detailed in the project narrative as well as
the request details section of the application - including budget information - was consistent
with the Assistance to Firefighters Grant program's purpose and worthy of award. The projects
approved for funding are indicated by the budget or negotiation comments below. The recipient
shall perform the work described in the grant application for the recipient's approved project or
projects as itemized in the request details section of the application and further described in the
grant application narrative. The content of the approved portions of the application- along with
any documents submitted with the recipient's application - are incorporated by reference into
the terms of the recipient's award. The recipient may not change or make any material
deviations from the approved scope of work outlined in the above referenced sections of the
application without prior written approval, via amendment request, from FEMA.
Period of Performance
16-MAY-16 to 15-MAY-17
Amount Awarded
The amount of the award is detailed in the attached Obligating Document for Award. The
following are the budgeted estimates for object classes for this grant (including Federal share plus
recipient match):
Personnel: $0.00
Fringe Benefits $000
Travel $0.00
Equipment $675,000.00
Supplies $0.00
Contractual $0.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
of 24 5/20/2016 9:03 AM
View Award Package https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire admit/a...
State Taxes $0.00
Total $675,000.00
NEGOTIATION COMMENTS IF APPLICABLE (max 8000 characters)
Any questions pertaining to your award package, please contact your GPD Grants Management
Specialist Francisco Bernal at Francisco.Bernal2.dhs.gov.
FEMA Officials
Program Officer: The Program Specialist is responsible for the technical monitoring of the stages of
work and technical performance of the activities described in the approved grant application. If you have
any programmatic questions regarding your grant, please call the AFG Help Desk at 866-274-0960 to be
directed to a program specialist.
Grants Assistance Officer: The Assistance Officer is the Federal official responsible for negotiating,
administering, and executing all grant business matters. The Officer conducts the final business review of
all grant awards and permits the obligation of federal funds. If you have any questions regarding your
grant please call ASK-GMD at 866-927-5646 to be directed to a Grants Management Specialist.
Grants Operations POC: The Grants Management Specialist shall be contacted to address all financial
and administrative grant business matters for this grant award. If you have any questions regarding your
grant please call ASK-GMD at 866-927-5646 to be directed to a specialist.
ADDITIONAL REQUIREMENTS (IF APPLICABLE) (max 8000 characters)
Any questions pertaining to your award package, please contact your GPD Grants Management
Specialist Francisco Bernal at Francisco.Bernal2.dhs.gov.
i of 24 5/20/2016 9:03 AM
View Award Package littps://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire admin/a...
Agreement Articles
j U.S. Department of Homeland Security
4 h
FEMA
c
�. Washington, D.C. 20472
$sf. is
''T%o� �
AGREEMENT ARTICLES
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety
GRANTEE: City of Fayetteville Fire Department
PROGRAM: Operations and Safety
AGREEMENT NUMBER: EMW-2015-FO-04026
AMENDMENT NUMBER:
TABLE OF CONTENTS
Article I Assurances, Administrative Requirements and Cost
Principles
Article II Acknowledgement of Federal Funding from DHS
Article III Activities Conducted Abroad
Article IV Age Discrimination Act of 1975
Article V Americans with Disabilities Act of 1990
Article VI Best Practices for Collection and Use of Personally
Identifiable Information (PII)
Article VII Title VI of the Civil Rights Act of 1964
Article VIII Civil Right Act of 1968
Article IX Copyright
Article X Debarment and Suspension
Article XI Drug-Free Workplace Regulations
Article XII Duplication of Benefits
Article XII I Energy Policy and Conservation Act
Article XIV Reporting Subawards and Executive Compensation
Article XV False Claims Act and Program Fraud Civil Remedies
Article XVI Federal Debt Status
Article XVII Fly America Act of 1974
Article XVIII Hotel and Motel Safety Act of 1990
Article XIX Limited English Proficiency (Civil Rights Act of 1964,
Title VI)
of 24 5/20/2016 9:03 AM
✓iew Award Package haps://eservices.fema.gov/IiemaFii-eGrant/fregrant/jsp/tii-e_admin/a,.,
Article XX Lobbying Prohibitions
Article XXI Non-supplanting Requirement
Article XXII Patents and Intellectual Property Rights
Article XXIII Procurement of Recovered Materials
Article XXIV Contract Provisions for Non-federal Entity Contracts
under Federal Awards
Article XXV SAFECOM
Article XXVI Terrorist Financing E.O. 13224
Article XXVI I Title IX of the Education Amendments of 1972 (Equal
Opportunity in Education Act)
Article XXVI I Trafficking Victims Protection Act of 2000
Article XXIX Rehabilitation Act of 1973
Article XXX USA Patriot Act of 2001
Article XXXI Use of DHS Seal, Logo and Flags
Article XXXII Whistleblower Protection Act
Article XXXII I DHS Specific Acknowledgements and Assurances
Article XXXIV System of Award Management and Universal Identifier
Requirements
Article XXXV Animal Welfare Act of 1966
Article XXXVI Protection of Human Subjects
Article XXXVII Incorporation by Reference of Notice of Funding
Opportunity
Article XXXVIII Acceptance of Post Award Changes
Article XXXIX Prior Approval for Modification of Approved Budget
Article XL Disposition of Equipment Acquired Under the Federal
Award
Article XLI Environmental Planning and Historic Preservation
Screening
I. Assurances,Adm_ inistrative Requirements and Cost Principles
Recipients of DHS federal financial assistance must complete OMB Standard
Form 4246 Assurances =Non-Construction Programs. Certain assurances in this
document may not be applicable to your program, and the awarding agency
may require applicants to certify additional assurances. Please contact the
program awarding office if you have any questions.
The administrative requirements and cost principles that apply to DHS award
recipients originate from:
2 C.F.R. Part 200, Uniform Administrative Requirement, Cost Principles, and Audit
Requirements for Federal Awards, as adopted by DHS at 2 C.F.R. Part 3002.
II.
Acknowledgement of Federal Funding from DHS
All recipients must acknowledge their use of federal funding when issuing
statements, press releases, requests for proposals, bid invitations, and other
of 24 5/20/2016 9:03 AM
View Award Package https://eservices.fenia.govlFemaPireGranUfiregrantljsplfle admill/a ..
documents describing projects or programs funded in whole or in part with
Federal funds.
III. Activities Conducted Abroad
All recipients must ensure that project activities carried on outside the United
States are coordinated as necessary with appropriate government authorities and
that appropriate licenses, permits, or approvals are obtained.
IV. Age Discrimination Act of 1975
All recipients must comply with the requirements of the Age Discrimination Act of
1975(42 U.S.C. § 6101 et sec.), which prohibits discrimination on the basis of age in
any program or activity receiving Federal financial assistance.
V. Americans with Disabilities Act of 199.0
All recipients must comply with the requirements of Titles I, II, and III of the
Americans with Disabilities Act, which prohibits recipients from discriminating on
the basis of disability in the operation of public entities, public and private
transportation systems, places of public accommodation, and certain testing
entities (42 U.S.C. § 12101-12213).
VI. Best Practices for Collection and Use of Personally Identifiable Information (PII)
All recipients who collect PII are required to have a publically-available privacy
policy that describes what PII they collect, how they use the PII, whether they
share PII with third parties, and how individuals may have their PII corrected
where appropriate.
Award recipients may also find as a useful resource the DHS Privacy Impact
Assessments: Privacy Guidance and Privacy template respectively.
VII. Title VI of the Civil Rights Act of 1964
All recipients must comply with the requirements of Title VI of the Civil Rights Act
of 1964 (42 U.S.C. & 2000d et sea.), which provides that no person in the United
States will, on the grounds of race, color, or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under
any program or activity receiving Federal financial assistance. Implementing
regulations for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R. Part 7.
VIII. Civil Rights Act of 1968
All recipients must comply with Title VIII of the Civil Rights Act of 1968, which prohibits
recipients from discriminating in the sale, rental, financing, and advertising of
dwellings, or in the provision of services in connection therewith, on the basis of
race, color, national origin, religion, disability, familial status, and sex (42 U.S.C.
3601 et sea.), as implemented by the Department of Housing and Urban
Development at 24 C.F.R. Part 100. The prohibition on disability discrimination
includes the requirement that new multifamily housing with four or more dwelling
units—i.e., the public and common use areas and individual apartment units (all
units in buildings with elevators and ground-floor units in buildings without
elevators)—be designed and constructed with certain accessible features (see 24
C.F.R. § 100.201).
IX. Copyright
All recipients must affix the applicable copyright notices of 17 U.S.C. § 401 or 402
0 of 24 5/20/2016 9:03 AM
/Jew Award Package hitps://eservices.fema.gov/FemaFireGi•ant/firegi,anUjsp/fire admin/a..
and an acknowledgement of Government sponsorship (including award number) to
any work first produced under Federal financial assistance awards, unless the work
includes any information that is otherwise controlled by the Government (e.g.,
classified information or other information subject to national security or export
control laws or regulations).
X. Debarment and Suspension
All recipients must comply with Executive Orders 12549 and 12689, which provide
protection against waste, fraud and abuse by debarring or suspending those
persons deemed irresponsible in their dealings with the Federal government.
XI. Drug-Free Workplace Regulations
All recipients must comply with the Drug-Free Workplace Act of 1988 (41 U.S.C.
701 etseq.), which requires that all organizations receiving grants from any Federal
agency agree to maintain a drug-free workplace. DHS has adopted the Act's
implementing regulations at 2 C.F.R Part 3001.
XII. Duplication of Benefits
Any cost allocable to a particular Federal award provided for in 2 C.F.R. Part 200,
Subpart E may not be charged to other Federal awards to overcome fund
deficiencies, to avoid restrictions imposed by Federal statutes, regulations, or
terms and conditions of the Federal awards, or for other reasons. However, this
prohibition would not preclude the non-Federal entity from shifting costs that are
allowable under two or more Federal awards in accordance with existing Federal
statutes, regulations, or the terms and conditions of the Federal awards.
All. Energy Policy and Conservation Act
All recipients must comply with the requirements of 42 U.S.C. § 6201 which contain
policies relating to energy efficiency that are defined in the state energy
conservation plan issues in compliance with this Act.
XIV. Reporting Subawards and Executive Compensation
a. Reporting of first-tier subawards.
1. Applicability. Unless you are exempt as provided in paragraph d. 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 e. of this
award term).
2. Where and when to report.
i. You must report each obligating action described in paragraph
a.1. of this award term to http://www.fsrs.gov.
1 of 24 5/20/2016 9:03 AM
View Award Packagelittps://escrvices.fema.gov/FemaFireGrant/fii-egrantlisp/fire_admin/a...
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.)
3. What to report. You must report the information about each obligating
action that the submission instructions posted at http.Ilwww.fsrs.gov
specify.
b. Reporting Total Compensation of Recipient Executives.
1. 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.Ilwww..sec.gov
/answers/execomp.htm.)
2. Where and when to report. You must report executive total
compensation described in paragraph b.1. of this award term-
i. As part of your registration profile at https:Ilwww..sam.gov.
ii. By the end of the month following the month in which this award is
made, and annually thereafter.
c. Reporting of Total Compensation of Subrecipient Executives.
1. Applicability and what to report. Unless you are exempt as provided in
12 of 24 5/20/2016 9:03 AM
few Award Package lhttps://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...
paragraph d. 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
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/execom p.htm.)
2. Where and when to report. You must report subrecipient executive total
compensation described in paragraph c.1. 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.
d. 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:
i. Subawards,
and
ii. The total compensation of the five most highly compensated
executives of any subrecipient.
e. Definitions. For purposes of this award term:
3 of 24 5/20/2016 9:03 AM