M E M O R A N D U M 06-12

TO: MAYOR HORNADAY AND HOMER CITY COUNCIL

FROM: MARY L. CALHOUN, CMC, CITY CLERK

DATE: JANUARY 16, 2006

SUBJ: LAND ALLOCATION JOINT WORKSESSION DATE

The Joint Worksession is an annual event that the Council conducts to tune up, adjust, revise, improve, etcetera their Land Allocation Plan with assistance and input from their Advisory Bodies. Although the Library Advisory Board is not specifically mentioned in the Property Management, Policy and Procedures Manual (PMPPM), it has been the Council's practice to also invite this body to the worksession. Pursuant to PMPPM 2.2, The City Manager shall establish a Lease Committee that will consist of the Manager, the Finance Director, and the Planning Director. The Manager and Lease Committee may consult with other department heads such as the Port and Harbor Director, the Fire Chief, and the Public Works Director and/or outside professionals as needed and appropriate.

This is also a time when the Council may consider any amendments they may wish to make to the PMPPM or HCC 18.08.

PMPPM Chapters 3 and 4 follow:

CHAPTER 3: PROPERTIES AVAILABLE FOR LEASE

3.1 POLICY

A. It is the policy of the City of Homer to provide property for lease through a fair, nondiscriminatory, and standardized process that the public can readily understand and support.

B. It is the policy of the City that public land shall be leased in a way that maximizes the value of City assets, promotes activities and uses that are in the overall best interest of the City, and are consistent with the Comprehensive Plan.

3.2 PROCEDURES

A. The Lease Committee shall maintain a list of all City properties that have been authorized for lease by the City Council. This list shall be made readily available to the public. The Lease Committee may also develop a list of additional properties, for City Council review, that it recommends should be made available for lease.

B. The City Council shall identify which City properties are available for lease through its annual land allocation worksession process which includes the Lease Committee, the Planning Commission, the Port and Harbor Commission, and the Parks and Recreation Commission.

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Memorandum 06-11

City of Homer

C. All properties identified as available for lease by the City Council shall be subject to the lease policies and procedures contained herein.

D. All uses and activities on lands made available for lease are subject to the City Comprehensive Plan, zoning ordinances, flood ordinance, subdivision ordinance, and other applicable local, state, and federal laws and regulations.

E. The City Council may restrict specific City properties to certain uses or classes of use. Such properties will be available for leasing only such uses.

CHAPTER 4: REQUEST FOR PROPOSALS (RFP)

4.1 POLICY

A. It is the policy of the City of Homer that a request for proposals, or a competitive bidding process be used for the leasing of City owned property. Exceptions to this policy may be made by the City Council as per section 10.2.E of these policies and/or under special or exceptional circumstances. The Council shall review recommendations of the Lease Committee and, if an exception is granted, adopt a resolution finding that it is in the public interest and approving the exception.

4.2 PROCEDURES

A. Properties that are available for lease will be advertised by the Lease Committee through the normal City of Homer public notice process a minimum of one time per year. The Lease Committee shall provide such notice within 60 days of the completion of the annual land allocation process and adoption by the Council of the Land Allocation Plan. The committee may advertise more frequently as needed and appropriate.

B. Requests for Proposals shall be solicited by the Lease Committee during a time frame identified in the advertisements and proposal submittal documents.

C. The criteria used to score and rank proposals shall include, but not necessarily be limited to, the criteria listed in the evaluation chapter herein.

D. The Lease Committee shall review, evaluate, score, and rank all responsive proposals and make recommendations to the Manager. If none of the responsive proposals is satisfactory, the Lease Committee may recommend against all of the proposals. The manager shall notify the City Council of the Committee's recommendations.

E. The Lease Committee must obtain approval from the City Council before requesting proposals to lease property that is not on the approved list of properties available for lease.

F. The City Council may by resolution in particular cases approve other bidding or proposal procedures or exceptions to these procedures.

RECOMMENDATION:

Set Land Allocation Plan Worksession during Committee of the Whole on February 27, 2006.

Fiscal note: Advertising costs, staff time for contacting advisory bodies and putting information together. Budgeted.