HomeMy WebLinkAboutAGENDA REPORT 1998 1104 CC REG ITEM 10BCITY OF MOOR] s? o p ° ORYIA
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CITY COUNCIL AGENDA REPORT—OdoP)red - 1540
' - • ••-••
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: October 28, 1998 (CC Meeting of November 4, 1998)
SUBJECT: Consider Award of Contract for Park Maintenance Mail
Ballot Property Assessment District Services and Adopt
Resolution No. 98 -_, Amending the FY 1998/99 Budget
to Appropriate $41,100 from General Fund Reserves
Background
On October 7, the City Council authorized staff to conduct
interviews with consultant firms for property assessment
district services. Staff met with two firms on Monday, October
19. The interview panel consisted of the City Manager,
Assistant City Manager, Public Works Director, and Director of
Community Services. Representatives from Shilts Consultants and
NBS Government Finance Group were afforded the opportunity to
describe their firms and the services they provide. Staff
followed up each presentation by asking specific questions about
how the firms would best address the needs of Moorpark.
Both firms appear to be qualified and have been successful in
getting voter approval for the establishment of various
assessment districts. Shilts Consultants has the better track
record of the two firms; to date they have not failed to achieve
approval for an assessment district, while two of the efforts
undertaken by NBS have failed. Additionally, Shilts Consultants
offers a more comprehensive proposal that includes, not only the
technical requirements under Proposition 218, but also up front
planning and public information services that can be critical in
achieving voter approval.
The proposals from both firms have been attached to this Agenda
Report for City Council review and consideration. The proposal
(�0v�a
tat -/99
Park Maintenance Assessment District
Page 2
from Shilts Consultants is for a cost not to exceed $53,600. Of
that fee, Shilts is proposing that $14,000 be considered as a
contingency fee, payable only if the assessment succeeds. NBS
government Finance Group submitted a proposal to provide
services at a cost not to exceed $46,500. It is difficult to
perform a direct cost comparison of the two proposals, since the
scope of their services differ. In an attempt to summarize the
similarities and differences of the two firms, the following
overview is provided:
Similarities
Both firms would begin the process by meeting with City
staff to distinguish options for the establishment of an
assessment district; e.g., one zone or multiple zones and
zone(s) boundaries. Additionally, initial discussions will
include attempts to identify potential concerns property
owners may have regarding the establishment of a park
maintenance assessment. The consultants would prepare the
appropriate Engineer's Report, as required under
Proposition 218, accessing information from the County
Assessor's office and other real estate sources to identify
each property and property owner. Each will work with City
staff to analyze the park maintenance budget and to
determine what portion of park maintenance activities
provides a "special" benefit to properties within the
proposed district boundaries. They would determine the
proportional benefit each property derives from the
assessment activity and establish assessment rates
accordingly. Additionally, both firms would design and
prepare a ballot and assessment notice, compile addresses
for the mailing, administer the mailing of ballots, handle
all inquires using a toll free telephone number provided at
no additional cost, and tabulate the ballots received at
the noticed public hearing. Both firms would prepare and
provide all of the legal notices and resolutions required
by Proposition 218.
Differences
The most significant difference in the proposals and the
services offered by the two firms is the initial up front
analysis and planning used to determine the maximum
assessed levels that a community will support and the
purposed uses of an assessment, and the importance placed
on community input and involvement. A key component of
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Park Maintenance Assessment District
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Shilts Consultants services is providing this up front
analysis work. In speaking with representatives from Elk
Grove Community Services District and the City of Menlo
Park, the confidence that officials had in proceeding with
an assessment district and the resulting support of the
community for the assessment was due in large part to the
input of the community and the planning and thought that
went into the design of the district; e.g., the purposes
and funding levels.
NBS does not provide this service. The City would need to
hire a second consulting firm to perform planning and
analysis type of functions to determine what type of
assessment property owners would support and at what level.
Another significant difference in the two proposals is the
use of an in -house engineer. Shilts has staff engineers
who would prepare and certify the engineer's report, NBS
does not have an engineer on staff. The report is prepared
by non - engineering staff and certified by a third party
(sub contractor) who is a qualified engineer.
The proposal presented by NBS includes a separate public
information mail piece, in addition to the ballot and
assessment notice, at no additional cost. The Shilts'
proposal includes the design of any additional public
information literature, but costs for mailing a public
information piece are not included in their cost proposal.
NBS's proposal does not include costs to conduct research
on any ballots returned (wrong addresses). If the City
wanted to correct invalid parcel information and re -send
returned ballots, under the NBS proposal, it would cost
$5.00 per parcel. The Shilts proposal includes this
service at no additional cost.
Lastly, Shilts Consultants is willing to make a portion of
their fee ($14,000) contingent on the passage of the
proposed assessment district. If the assessment fails to
receive sufficient voter support, the City would not pay
the contingency.
Both consulting firms indicated that they could work within the
time frame presented by the City of completing the assessment
ballot process by late April or early May, with the goal of
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Park Maintenance Assessment District
Page 4
being able to deal with the outcome of the mail ballot in the FY
1999/2000 budget process. In order to achieve this timeline,
the City will need to act relatively quickly to provide
sufficient time to perform the necessary steps to insure that
the effort is successful.
If the Council takes action to approve staff's recommendation to
secure the services of Shilts Consultants, Inc., at a cost not
to exceed $53,600, based on a contingency fee of $14,000, it
will need to initially allocate $39,600. Additionally, it is
recommended that the Council also allocate $1,500 to be used to
generate and distribute public information literature that will
be important to the effort to educate property owners about how
the proposed assessment will be used. All costs associated with
the establishment of an assessment district; e.g., the cost for
the consultant and public information, can be reimbursed from
assessment revenue if the effort is successful. Until the
outcome is known, the City will need to appropriate funds from
the General Fund Reserve.
Recommendation (Roll Call Vote)
It is recommended that the City Council:
1. Award a contract with Shilts Consultants, Inc., at a
cost not to exceed $53,600 (includes a $14,000
contingency fee to be paid upon voter approval of the
proposed park maintenance assessment district);
2. Authorize the City Manager to sign an Agreement with
Shilts Consultants, Inc., on behalf of the City and
incorporating the scope of services contained in the
Shilts' proposal; and
3. Adopt Resolution No. 98- , amending the FY 1998/99
Budget by appropriating $41,100 from the General Fund
Reserve (action on the appropriation of the $14,000
contingency fee will be scheduled if the assessment
district effort succeeds).
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RESOLUTION NO.98—
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK
AMENDING THE FY 98/99 BUDGET BY ALLOCATING $41,100 FROM
THE GENERAL FUND RESERVE (100) TO THE COMMUNITY SERVICES
DEPARTMENT EXPENDITURE BUDGET (100.700) FOR EXPENSES
RELATED TO THE ESTABLISHMENT OF A PARK MAINTENANCE
ASSESSMENT DISTRICT.
WHEREAS, on June 17, 1998, the City Council adopted the
Budget for fiscal year 1998/99; and
WHEREAS, on November 4, 1998, the City Council was
presented with a report which requests an allocation of $41,100
for expenses related to the establishment of a park maintenance
assessment district; and
WHEREAS, Exhibit "A" hereof describes and budget amendment
and its resultant impacts to the budget line item(s); and,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
RESOLVE AS FOLLOWS:
A budget amendment in the amount of $41,100 as more
particularly described in Exhibit "A" attached hereto is hereby
approved.
PASSED, APPROVED, AND ADOPTED this day of November, 1998.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
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Exhibit "A"
Resolution 98-
SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER
ACCOUNT NUMBER
CURRENT
APPROPRIATION
SUPPLEMENTAL
APPROPRIATION
/(REDUCTION)
REVISED
APPROPRIATION
100.xxu.xzxx.XXX.5101
$0
$(41,100)
($41,100)
100.700.0000.000.9191
6,000
39,600
45,600
100.700.0000.000.9199
1,000
1,500
2,500
TOTAL
$7,000
$0
000 9
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M:\ NM indley\ADNMpkassessdist.agd.doc
SHILTS CONSULTANTS, INC.
Proposal
for
CITY OF MOORPARK
ASSESSMENT DISTRICT FORMATION AND BALLOT PROCEEDING
Purpose: The purpose of this proposal is to outline the responsibilities Shilts Consultants, Inc.
would assume in assisting the City of Moorpark with the formation of a proposed
assessment district pursuant to the requirements of Proposition 218 and the Landscaping
and Lighting Act of 1972. This proposal includes all planning, engineering, public
information/response, mailing, printing, design and other tasks needed for an assessment
ballot proceeding.
Definitions:
A. City: The City of Moorpark.
B. Assessment District: The proposed assessment district that would be formed for the
purpose of financing the cost of maintaining and improving public parks and
landscaping improvements.
C. Engineer: Shilts Consultants, Inc., and any and all employees.
D. Ballot Proceeding: The property owner assessment ballot proceedings to be held
pursuant to the requirements of Proposition 218 and other applicable laws.
Scope of Work:
1. Initial Project Analysis and Planning:
a. Meet with City Staff, City Council and/or legal counsel as needed to establish the
boundaries to be used, timeline and a description of the work to be performed.
b. Contact and/or meet property owners and other interested parties to develop an
understanding of community issues and property owner's opinions regarding the
proposed assessment.
c. Analyze historical assessment data and reports to determine previous assessment
methodologies and other relevant information.
d. Develop /review cost estimates for improvements and expenses to be paid by the
proposed Assessment District.
e. Obtain a computer tape and other data from the County Assessor and other real
estate information services for all parcels /property owners within the proposed
boundaries.
f. Develop preliminary estimates of assessment budgets and proposed revenues.
Shilts Consultants, Inc. Page 1 of 6 9/23/98
"0g_ i; l7
g. Assist with the preparation and dissemination of any public information regarding
the proposed services, improvements and assessments.
h. Develop a strategy for public relations and contacting property owners who will
be participating in the mailed ballot assessment proceeding.
2. Preparation of Assessments and Engineer's Report:
a. Obtain City boundary maps and a description of City boundaries.
b. Obtain copies of Assessor Parcel Maps and other required property information.
c. From Auditor tax area records, prepare a database file for all parcels within the
City.
d. Perform a parcel audit to confirm that the property owner file includes all parcels
within the City. (A parcel audit to confirm assessed valuation for the, City.)
e. Verify and, as needed, correct Assessor property data and other information used
to determine assessments for properties. Such verification includes field checks
of properties as required.
f. From Assessor's records, determine the number of parcels in each land use
category, excluding nontaxable parcels, if any.
g. Research and determine other property information required for benefit
apportionment such as assessable land area, number of residential dwelling units,
employee generation, property coverage ratios, proximity to improvements to be
financed, etc.
h. Analyze the potential tax base and estimate special benefit received by each
assessable parcel in compliance with the provisions of Proposition 218. In
addition, evaluate and quantify general benefits.
i. Prepare boundary maps with any proposed Zones of Benefit for the Assessment
District.
j. Analyze the benefit factors and property data to determine special benefit received
by each assessable parcel.
k. Describe the maintenance budget and improvements to be financed.
1. Develop cost estimates for improvements and expenses to be paid by the proposed
Assessment District.
m. In conjunction with legal counsel and City Staff determine the recommended
method of assessment.
n. Using the project cost estimates and the assessment rules, allocate the estimated
cost of improvements and expenses to all parcels within the boundaries of the
Assessment District based on special benefit received.
Shilts Consultants, Inc. Page 2 of 6 9/23/98 �t .,,�.�,. A
o. Prepare the Assessment Roll listing parcel number, assessment number, owner
name, zone of benefit and assessment amount for each Assessor Parcel within the
Assessment District and finalize the Engineer's Report.
p. Prepare an Engineer's Report which will include the boundaries of the Assessment
District, description of improvements, improvement plans, facility locations,
benefit analysis, all costs, analysis of general verses special benefit, assessments,
assessment diagram and other information and data. Such Engineer's Report will
fully comply with the provisions of Proposition 218.
q. Develop and maintain a database for each parcel within City boundaries. The data
for each parcel will include the assessment, parcel number, mailing address, site
address, parcel type and other relevant information.
r. Present Engineer's Report to City Council, summarize the assessment
methodology, answer all questions raised and assist in finalizing the project for
Council approval.
I Assessment Ballot Proceedings:
a. Design and prepare a combined assessment notice and assessment ballot that
clearly and concisely explains the reason for the proposed assessment, the uses of
the assessment revenues and the amount of the proposed assessment that would be
supported by each property owner. This notice/ballot would include a postage -
prepaid ballot that would allow the property owner to indicate his/her support or
opposition to the proposed assessment.
b. Review and finalize notice/ballot in consultation with City and legal counsel.
c. Compile address and assessment data for all owners of record within Assessment
District boundaries. This data could be used for mailing of notice and assessment
ballot and would be made available to the City for internal use.
d. Print and mail notice and assessment ballot to all record owners within the City.
Each notice/ballot shall include all information required by law and would be
formatted to provide for barcode input of the ballot data.
e. Assist with responding to property owner inquiries regarding their proposed
assessment, balloting procedures or other issues regarding the Assessment
District. Any property owners or other parties who have questions about their
assessments or other issues with the Assessment District could directly contact
Shilts Consultants, Inc. on our toll -free 800 phone line. (800- 273 -5167)
f. Research and, if necessary, revise any assessments which property owners
consider to be based upon incorrect information being used to apply the method of
assessment.
g. Tabulate all assessment ballots on a weighted basis whereby each assessment
ballot is weighted by the relative amount of proposed assessment it represents.
h. Provide public informational services as needed.
Shilts Consultants, Inc. Page 3 of 6 9/23/98 0 .), r .
i. Attend the public hearing and any other meetings for the proposed Assessment
District, respond to all questions and make presentation(s) as required.
4. Project Administration Throughout Fiscal Year:
a. If the assessments are approved by a weighted majority of assessment ballots and
confirmed by the City Council, notify the County of Ventura that the assessments
will be included on the 1999 -00 tax bills and perform tasks needed to submit the
assessment levies.
b. Upon close of fiscal year in June 1999, obtain current assessor data and update
assessment roll and assessments to reflect all changes in ownership, property type,
assessment, etc.
c. File approved assessment roll, in the required computer format, with the County
Auditor for inclusion on 1999 -00 tax bills.
d. Provide the County Auditor with our toll -free 800 phone line so property owners
can directly contact Shilts Consultants, Inc. throughout the fiscal year regarding
specific assessments, procedures and any other issues.
e. Confirm the assessments to be levied by the County Auditor and research and
update any assessments as required.
f. Directly and promptly respond to any property owner inquiries on our toll free 800
phone line: (800) 273 -5167.
g. Research and confirm or revise any assessments that property owners consider to
be based on incorrect information.
h. Track and confirm assessment proceeds and provide periodic reports to the City.
5. Additional Services Included:
a. Computer services to convert and compile Assessor data into database format for
Assessment Roll.
b. Duplication of up to 10 copies of the Engineer's Report and Assessment Diagram.
c. Computer services to convert assessment data into format required by the County
Auditor for inclusion on property tax bills.
6. Assumptions & Exclusions:
a. Any costs for the purchase of Assessor data from the County Assessor will be
billed directly to the City of Moorpark.
b. All computer services needed to perform any part of the project including
compiling Assessor data, reading or converting magnetic tapes are included.
Shilts Consultants, Inc. Page 4 of 6 9/23/98 - -
c. There will be no additional charges for developing multiple zones of benefit, or
other Engineering services associated with the Assessment District formation and
administration.
d. Incidental expenses incurred by Engineer for travel and lodging, as required, will
be billed to District.
e. This agreement shall not be assignable to any other party without the mutual
written consent of both Shilts Consultants, Inc. and the City.
f. Shilts Consultants, Inc. shall perform all services included in this Proposal as an
independent contractor.
7. Employment Policies:
a. Shilts Consultants, Inc. does not and shall not discriminate against any employee
in the work or against any applicant for such employment or against any other
person because of race, religion, sex, color, national origin, handicap, or age or
any other arbitrary basis. Shilts Consultants, Inc. insures compliance with all civil
rights laws and other related statutes.
b. The Firm complies with all State and Federal regulations concerning employment.
Shilts Consultants, Inc. Page 5 of 6 9/23/98
8. Compensation: In consideration for the work accomplished, as outlined in the
Scope of Work, Engineer shall be compensated as follows:
The compensation for the Scope of Work shall be as follows:
a. Compensation for Project Analysis and Preparation of Assessments and
Engineer's Report shall be $2 0, payable upon submission of Engineer's
Report for City review. 20, (o00
b. Compensation for counting and tabulation of ballots shall be at the rate of $100
per hour with total compensation for this service not to exceed $4,000 without
prior authorization of City.
c. The cost for the printing and mailing of notice and assessment ballots is
dependent on the type and format of such notice/ballots. If such notice/ballots are
printed in one color and are in the format typically used by Shilts Consultants,
Inc., the total cost for printing, mailing and prepaid return postage should not
exceed $1.00 per parcel. More detailed estimates will be provided after the format
of the notice is finalized and the number of parcels is determined. Ap. �nxI ✓w,. &l-)
d. If the Assessment District obtains majority voter approval and is approved for
formation by the City Council, compensation for Project Administration
throughout the 1999 -00 Fiscal Year shall be $9 ,payable after July 1999, upon
filing of assessments with the County Auditor.
Approved: /�
!� 7
hilts Consultants, Inc. City of Moorpark
Date: 2 3 S
Shilts Consultants, Inc. Page 6 of 6 9/23/98 G ® - c .
by
Government Finance Group
LAND -BASED FINANCING CONSULTANTS
October 22, 1998
Ms. Mary Lindley
Director of Community Services
CITY OF MOORPARK
799 Moorpark Avenue
Moorpark, CA 93021
RE: PROPOSAL FOR PROPOSITION 218 SERVICES
Dear Mary:
f
0; `
Thank you for the opportunity interview with the City of Moorpark with regard to Proposition
218 Compliance. The following schedules should allow you to estimate the costs related to
District Formation, Proposition 218 Compliance and ongoing District Administration if you
should choose to contract with our firm.
District Formation Fees
Base Fee
Engineer's Cost
Attend Council Meetings (2)
Prepare Assessment Diagram
Proposition 218 Compliance Fees
Base Fee
Additional Property Owner Mailings
Attend Property Owner Meetings
NIBS Answers Property Owner Phone Calls
$3,500.00
$2,000.00
$1,000.00
$1,000.00
$5,000.00
$3,000.00 each
$1,000.00 each
$1,500.00
Proposition 218 Compliance Reimbursable Costs
Property Owner Mailings (Including Postage) Starts @ $0.75 per parcel
Research and Resend Returned Mail $5.00 per parcel
Annual District Administration Fees
Base Fee $3,500.00
Engineer's Cost $1,500.00
Attend Council Meetings (2) $1,000.00
Prepare Assessment Diagram $1,000.00
41661 Enterprise Circle North, Suite 225, Temecula, CA 92590 909.676.6225 800.676.7516 Fax 909.67py7
Temecula Orange County San Francisco � �b
City of Moorpark
Ms. Mary Lindley
Page 2
Based on all of our discussions, I believe the City would be best served by NIBS with a program
where all District Formation and District Administration services are provided except for
preparation of the Assessment Diagram which can probably be completed by City Staff at a
lower cost. As for Proposition 218 Compliance, I recommend a program that includes, at
minimum, one additional property owner mailing prior to the Notice/Ballot mailing, one
additional property owner meeting prior to the Notice/Ballot mailing and the use of our 800
telephone number for property owners to have questions answered by NBS. Also, I highly
recommend the ballot format used in Rancho Cucamonga that costs $1.25 per parcel. I believe
the extra cost of $0.50 per parcel over the minimum cost of $0.75 per parcel is more than worth
the professional appearance presented to the property owners that will be voting on the
assessment. The approximate cost to the City to use our services based on my recommendations
would be as follows:
District Formation and Proposition 218 Compliance
District Formation Fee $6,500.00
Proposition 218 Compliance Fee $10,500.00
Proposition 218 Compliance Expenses $18,000.00
Total Cost of 1999/2000 Levy $35,000.00
* Cost of Mailing $1.25 per parcel plus miscellaneous expenses (i.e. travel, copying) of $500.00.
Annual District Administration Beginning with 2000/2001 Levy
Base Fee $3,500.00
Engineer's Cost $1,500.00
Attend Council Meetings (2) $1,000.00
Miscellaneous Expenses $500.0 0
Total Cost of Annual Levy $6,500.00
In any event, our fee would be determined based on the actual program that you choose to
implement. All fees and costs will be calculated into the assessment and will be reimbursable to
the City, if the assessment is approved by the property owners. If you have any questions, or
need clarification on any of these items, please call me or TJ Reilly at (800) 676 -7516.
Sin erely,
Pat Perinich
Senior Consultant
Government Finance Group
LAND -BASED FINANCING CONSULTANTS
N BS
2. SCOPE OF SERVICES
11972 Act Formation
r
EXPERT RESOURCE. First and foremost, NBS will act as the City's "expert resource," and is
' available to answer questions and advise the City on particular issues involving the formation
and ongoing administration of Landscape and Lighting Maintenance Districts.
KICK -OFF MEETING, PROJECT SCHEDULE. NBS will meet with City staff, legal counsel
and other interested parties to:
♦ Establish lines of communication.
♦ Clarify the specific project goals, components and criteria that will. meet City
preference.
' * Identify and resolve any special circumstances that may be involved in the formation
and administration of the District.
♦ Develop project schedules to meet legal requirements and provide for effective
interfacing of all involved parties.
♦ Establish meeting points consistent with schedule to achieve project milestones.
♦ Establish and coordinate with City staff a schedule to assure completion of necessary
' actions and compliance with statutes.
I ENGINEER'S REPORT NBS will produce the Engineer's Report and develop the Method of
Assessment for the District. Specific evaluation will be made based on the language used to
describe benefit received, and the requirements of Proposition 218.
I♦ A discussion the background of the District.
♦ A detailed and technically supported Method of Assessment.
♦ A description of the improvements and services that are being funded by the District.
♦ A cost estimate for the improvements and services being funded.
♦ A current Assessment Diagram.
♦ A table showing assessed rates by zone and land use.
♦ An Assessment Roll listing assessments by parcel or reference a complete roll on file
Iin the offices of the City.
FORMATION. NBS will analyze the improvements and determine the special and general
benefits associated with the improvements.
DATABASE DEVELOPMENT. NBS will access current information from various data sources
' to determine the parcels within District boundaries and include them in database. We will also
verify that all land use designations and assessment benefit factors are correct. We will order
current County Assessor's information regarding property owner names and addresses, and any
' other available data that will augment the database.
Page 3 0 00- 2 8
BUDGET PREPARATION. NBS will meet with City taff to establish District budgets for the
tY g
coming fiscal year. This budget will be based on historical costs and actual and/or projected
changes in costs and/or improvements to be maintained. Cost categories may include, but are not
limited to capital improvements and maintenance costs, incidental costs (engineering, legal,
Agency administration) and reserve funds. NBS will also determine the portion of costs
associated with special benefit versus general benefit.
ASSESSMENT COMPUTATIONAND RATE ANALYSIS. NBS will compute the assessment
for each parcel in the District according to the assessment rate methodology. We will provide an
assessment summary which will include comparison of rates by zone and land use, if applicable,
and district fund balance information.
ASSESSMENT DIAGRAM. NBS will develop and produce an assessment diagram to identify
the boundaries of the District.
MEET WITHAGENCYSTAFF. NBS will meet with City staff to review the Draft Engineer's
Report for modifications and approval.
NOTICING, BALLOTING AND RESOLUTION COORDINATION. NBS will coordinate
activities to ensure that required tasks are completed within the scheduled time frame. We will
assist the City (or the City's legal counsel) with preparation of any notices of assessments, public
hearings, or other meetings required for publication. We will assist the City (or the City's legal
counsel) with preparation of the staff report, all legal notices and the associated resolutions
described below:
♦ Resolution describing improvements, initiating proceeding, and ordering the engineer
to prepare and file a report for the formation of the District.
A ♦ Resolution preliminarily approving the Engineer's Formation Report.
♦ Resolution of Intention declaring the intention of the City Council/Board to form the
District and levy and collect assessments and setting a date for the public meeting and
hearing(s).
♦ Resolution forming the District and authorizing the placement of assessments on the
property tax bills.
♦ Resolution calling for an Assessment Ballot proceeding.
♦ Resolution Declaring the Results of the balloting
♦ NBS will coordinate the printing and mailing of ballots within Proposition 218
guidelines. Printing and mailing costs will be reviewed with City staff. Ballots will
include scanable bar coding to ease tabulation procedures.
AGENCY COUNCIL MEETING ATTENDANCE. NBS will attend the City Council/board
meetings to respond to questions on the Engineer's Reports, the Ballots,-and answer property
owner or Council/Board Member questions.
BALLOT TABULATION. NBS will tabulate the ballots at the Public Hearing to assist the City
Council in determining if a majority protest exists.
COUNTYFUND NUMBER. NBS will coordinate with the City to establish a new Fund Number
with the County of Ventura for the new District.
Page 4
() ®0rr i�
■
■
LEVY SUBMHTAL. NBS will submit the levy to the County Auditor Controller in the required
format e.g., magnetic tape, diskette or hard copy. Assessments rejected by the County Auditor
Controller will be researched and resubmitted for collection on the County Tax Roll. Any
parcels that are not submitted to the County for collection will be invoiced for payment directly
to the public agency.
FINAL ENGINEER'S REPORT. NBS will update annual Engineer's Report and deliver the
Report to Agency staff.
TOLL -FREE PHONE NUMBER. NBS shall provide a toll -free phone number for use by the
City, other interested parties and all property owners. We will be available to answer questions
regarding the formation of the District, the ballots and ongoing collection of assessments. Bi-
lingual staff is available to assist Spanish - speaking property owners.
There are a variety of ways to approach a Proposition 218 Assessment Balloting informational
campaign, which might include:
♦
Mailed Information Pamphlets
♦
Property Owner Meetings
♦
Newspaper advertising
♦
Telephone Calls to Property Owners
♦
Door to Door Visits to Property Owners
♦
Meetings with Advocate Groups
NBS
♦
800 number provided on all notices to answer property owner questions
NBS has worked with many public agencies on their assessment balloting in order to comply
with the requirements of Proposition 218. Each agency has different requirements and resources
to complete the necessary tasks for the assessment balloting procedures. Therefore, we
recommend an individually tailored approach to Proposition 218 Compliance.
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