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HomeMy WebLinkAbout01-08-18 City Commission Packet Materials - C4. Amendment 1 to MOA to Authorize PCC Contract ManagementCommission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Saunders, Policy and Planning Manager Martin Matsen, Director of Community Development SUBJECT: Authorize the Mayor’s signature on an amendment to the Memorandum of Agreement between the City of Bozeman, Gallatin County, and City of Belgrade to creating the Planning Coordinating Committee to authorize contract management by entities on behalf of the PCC. MEETING DATE: January 8, 2018 AGENDA ITEM TYPE: Consent RECOMMENDATION: The City Commission authorize the Mayor’s signature on the Memorandum of Agreement. SUGGESTED MOTIONS: If removed from the consent agenda, Staff suggests the following motion: “Having considered the information provided by staff, considered public comment, and the Memorandum of Agreement, I hereby move to authorize the Mayor’s signature on the amended Memorandum of Agreement between the City of Bozeman, Gallatin County, and City of Belgrade to establish a Planning Coordinating Committee.” BACKGROUND: The City of Bozeman, Gallatin County, and City of Belgrade coordinated on the Gallatin Triangle Planning Study. The report was prepared by Sanderson Stewart. It was completed in September 2014. The purpose of the study was to consider opportunities and alternatives for coordination between the three local governments. The report identified numerous existing interlocal agreements and other cooperative measures in the section on Intergovenmental Cooperation, beginning on page 5. The report identified several benefits from local governments cooperating. One of the recommendations was the creation of a Planning Coordinating Committee (PCC) modeled on the Transportation Coordinating Committee. The purpose of the PCC is to provide a regular forum for the three local governments to exchange information and discuss issues of common interest. The area of interest for the PCC is focused on the “triangle” generally described with the two cities and Four Corners as the corners. The Memorandum of Agreement (MOA) provides the formal structure for the PCC. The City Commission authorized the Mayor’s signature on the MOA on May 23, 2016. The PCC has been meeting and wishes to move forward with projects. Each of the three participating entities has committed money for PCC use. The original PCC MOA did not 15 establish procedures for contract administration. The proposed amendment creates those procedures. ALTERNATIVES: 1) Accept the MOA amendment as written. 2) Reject the MOA amendment. 3) As suggested by the Commission. FISCAL EFFECTS: There is no specific budget assigned to this amendment. The change enables administration of already budgeted funds. Any requests for funding support for specific projects will occur through the standard budgeting process. Attachments: Signed Memorandum of Agreement Report compiled on: December 14, 2017 16 AMENDMENT NUMBER 1 TO THE MEMORANDUM OF AGREEMENT FOR PLANNING COORDINATION COMMITTEE This Agreement is entered into this ___ day of _____________, 2018 by and between the City of Bozeman, Gallatin County, and the City of Belgrade, hereinafter called Participating Jurisdictions. WHEREAS, a Memorandum of Agreement regarding the creation of a Planning Coordination Committee, established to provide a forum for planning-related coordination in the Triangle between City of Bozeman, City of Belgrade, and Gallatin County, went into effect on August 1, 2016, upon being signed by all three Participating Jurisdictions (see Exhibit A); and WHEREAS, that Memorandum of Agreement required written agreement of the Participating Jurisdictions to alter, extend, or supplement the agreement; and WHEREAS, the Planning Coordination Committee has met several times since being established and members of the Planning Coordination Committee have come to realize that it may be necessary to periodically use the services of consultants to work on various projects related to the purpose of the Planning Coordination Committee; and WHEREAS, the Planning Coordination Committee has no dedicated budget of its own and is reliant on the budget approval processes of the Participating Jurisdictions; and WHEREAS, the Planning Coordination Committee has no authority to enter into contracts on its own and must rely on one of the Participating Jurisdictions for procurement and contract management. NOW, THEREFORE, IT BE RESOLVED that the parties herein do mutually agree to supplement the previously adopted Memorandum of Agreement as follows: I. Procurement Policies. It will be necessary for one of the Participating Jurisdictions to manage any contract for consulting services done on behalf of the Planning Coordination Committee. Each of the Participating Jurisdictions has a different procurement policy and the procurement policy of whichever entity will manage the contract shall apply. Copies of all procurement related information and any resulting contracts shall be provided to the other Participating Jurisdictions. II. Cost Share. Where the Planning Coordination Committee Members have reached an agreement by vote of the Planning Coordination Committee or by other means agreed to by the 17 Participating Jurisdictions regarding the equitable sharing of costs for consultant services, the entity managing the contract may invoice the other Participating Jurisdiction(s) for their equitable share of costs. III. Changes in Agreement. Any alteration, extension, or supplement to the terms of this agreement, as detailed herein, shall be agreed to in writing by the signatory parties. IV. Termination of Agreements. A signatory party may terminate its interest and obligations under this Agreement by giving at least sixty (60) days notice in writing to the other parties. IN WITNESS whereof the parties hereto have set their hands and affixed their seals. DATED THIS ______ DAY OF ______________, 2018 R. STEPHEN WHITE CHAIRMAN, GALLATIN COUNTY COMMISSION ATTEST: CHARLOTTE MILLS CLERK AND RECORDER, GALLATIN COUNTY 18 DATED THIS __________ DAY OF ____________, 2018 ____________________________________ RUSSELL C. NELSON MAYOR, CITY OF BELGRADE ATTEST: ______________________________________ SUSAN CALDWELL CITY CLERK, CITY OF BELGRADE 19 DATED THIS __________ DAY OF ____________, 2018 ____________________________________ CYNTHIA L. ANDRUS MAYOR, CITY OF BOZEMAN ATTEST: ____________________________________ ROBIN CROUGH CITY CLERK, CITY OF BOZEMAN 20