HomeMy WebLinkAboutAGENDA REPORT 2000 0216 CC REG ITEM 11GITEM I I . G •
Cl fl' OF MOORPARK, C,%LIFORNIA
City Council electing
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CITY COUNCIL AGENDA REPORT ACTION:
CITY OF MOORPARK ',I), V'
d -
BY: _
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community ServicesiT(�
DATE: January 28, 2000 (CC Meeting of February 16)
SUBJECT: Consider Adoption of Resolution No. 2000 -
Initiating Proceedings Related to the Levy of
Assessments for the Park Maintenance and
Improvement Assessment District for FY 2000/2001
and Authorize an Agreement with Shilts
Consultants to Provide Assessment Engineering
Services
EXECUTIVE SUMMARY
The City Council is being asked to adopt the attached
Resolution (Attachment A) which is required by law to
initiate proceedings to continue the City's existing Park
Maintenance and Improvement Assessment District for FY
2000/2001. Additionally, the Council is asked to authorize
staff to secure the services of Shilts Consultants to
perform the required Engineer's Report, also required by
law, and other District administrative duties.
DISCUSSION
In July 1999, the City successfully established an
assessment district for the maintenance and improvement of
City parks. The District was initiated by the Council to
provide funding in place of AD 85 -1 (Park Maintenance
Assessment District) , which was disbanded in July 1998 as a
result of Proposition 218. The current Maintenance
District is based on a "special" assessment. This means
that the City assesses property owners for that portion of
park maintenance and improvement activities that generate a
M: \MLindley \Assessment \assessm dist resol 2000 ccagd.doc
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Park Assessment Resolution
Page 2
"special" benefit. The City is responsible for funding
activities that generate a "general" benefit.
The Park Maintenance and Improvement Assessment District
includes all existing 14 City parks and the park currently
under construction in Carlsberg Specific Plan. The amount
of the assessment levied to property may only increase by
the Cost of Living factor, and not more than 3.5 percent in
any year.
To initiate the process to continue the Park Maintenance
and Improvement Assessment District, the Council must adopt
a resolution. Once adopted, the City's engineering
consultant can proceed with preparing the Engineer's
Report. The goal of the proposed time line would be to
hold a public hearing at the first meeting in June
(consistent with the time line for AD 84 -2) to consider the
levy of the park assessment.
Staff proposes securing the services of Shilts Consultants
to prepare the Engineer's Report and administer the park
assessment for FY 2000/2001. Shilts performed as the
City's consultant for the establishment of the current park
assessment district and continued through the year to
administer various aspects of the district. The firm is
very familiar with the City's process and needs, and it has
agreed to perform the services for $9,000. The proposal
from Shilts Consultants with a Scope of Work is attached to
this Agenda Report (Attachment B).
STAFF RECOMMENDATION
Staff recommends that the City Council:
1. Adopt Resolution No. 2000- (Attachment A),
authorizing preparation of an Engineer's Report
for the Moorpark Park Maintenance and Improvement
Assessment District; and
2. Authorize staff to secure the services of Shilts
Consultants to prepare the Engineer's Report and
administer the District for a cost not to exceed
$9,000.
Attachment A
RESOLUTION NO. 2000-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOOR-PARK, CALIFORNIA, DIRECTING PREPARATION OF THE
ENGINEER'S REPORT FOR THE PARKS AND RECREATION
MAINTENANCE AND IMPROVEMENT DISTRICT FOR THE
FISCAL YEAR COMMENCING JULY 1, 2000, AND ENDING JUNE
30, 2001
WHEREAS, on July 15, 1999, by its Resolution No. 99 -1625, this Council ordered the
formation of and levied the first assessment within the City of Moorpark Parks and Recreation
Maintenance and Improvement District (the "Assessment District ") pursuant to the provisions of
Article XIIID of the California Constitution, and the Landscaping and Lighting Act of 1972 (the
"Act "), Part 2 of Division 15 of the California Streets and Highways Code (commencing with
Section 22500 thereof), and
WHEREAS, the City Council of the City of Moorpark proposes to continue the specified
district for the fiscal year commencing July 1, 2000, and ending June 30, 2001.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOSE
HEREBY RESOLVE AS FOLLOWS:
SECTION 1: The purpose of the Assessment District is for the installation, maintenance
and servicing of improvements to the City of Moorpark, as described in Section 3 below.
SECTION 2: Within the Assessment District, the existing and proposed improvements to
be undertaken by the Assessment District are generally described as the installation, maintenance
and servicing of public facilities, including but not limited to, landscaping, sprinkler systems,
park grounds, park facilities, landscape corridors, ground cover, shrubs and trees, street
frontages, playground equipment and hardcourt areas, senior and community centers, drainage
systems, lighting, fencing, entry monuments, basketball courts, tennis courts, running tracks,
other recreational facilities, security guards, graffiti removal and repainting, and labor, materials,
supplies, utilities and equipment, as applicable, for property owned and maintained by the City
of Moorpark. Installation means the construction of recreational improvements, including, but
not limited to, land preparation, such as grading, leveling, cutting and filling, sod, landscaping,
irrigation systems, sidewalks and drainage, lights, playground equipment, play courts,
recreational facilities and public restrooms. Maintenance means the furnishing of services and
materials for the ordinary and usual maintenance, operation and servicing of said improvements,
including repair, removal, or replacement of all or part of any improvement; providing for the
life, growth, health and beauty of landscaping; and cleaning, sandblasting and painting of walls
and other improvements to remove or cover graffiti. Servicing means the furnishing of electric
current or energy for the operation or lighting of any improvements, and water for irrigation of
any landscaping or the maintenance of any other improvements.
Resolution No. Page 1 of 2
Attachment A
SECTION 3: Shilts Consultants, Inc. is hereby designated as Engineer of Work for
purposes of these proceedings and is hereby ordered to prepare an Engineer's Report in
accordance with Article 4 of Chapter 1 of the Act and Article XIIID of the California
Constitution. Upon completion, the Engineer shall file the Engineer's Report with the Clerk of
the Council for submission to the Council.
SECTION 4: The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
APPROVED AND ADOPTED this day of February, 2000.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Resolution No.
Page 2 of 2
-t (At I I�rlE�lt j
SHILTS CONSULTANTS, INC.
Proposal for Assessment Engineering
for
CITY OF MOORPARK
Parks and Recreation Maintenance and Improvement District, Fiscal Year 2000 -01
Purpose: The purpose of this contract is to outline the responsibilities Shilts Consultants, Inc. would
assume throughout fiscal year 2000 -01 in serving as Engineer of Work and providing
assessment administration services for the City of Moorpark Parks and Recreation
Maintenance and Improvement District. This proposal also includes the service of mailing
notices and informational material to all property owners. Each service can be selected
independently.
Definitions:
A. City: City of Moorpark, its staff and board.
B. Assessment District: The City of Moorpark Parks and Recreation Maintenance and
Improvement District, which finances the cost of park and recreation facilities
maintenance and improvement.
C. Engineer: Shilts Consultants, Inc., and any and all employees.
1. Scope of Work:
Task 1 — Assessment Administration
a. Meet with City staff and other individuals as needed to establish the timeline,
assist with development of budgets, review assessment data, and accomplish other
tasks related to administration of the assessments.
b. Obtain current assessor data from the County Assessor and other sources for all
parcels within the Assessment District boundaries.
c. From Assessor records, determine the number of parcels in each land use category,
excluding nontaxable parcels.
d. Obtain copies of Assessor Parcel Maps as required.
e. Meet with City staff, property owners, County Assessor staff and other parties as
needed to obtain information or verify assessments.
f. Conduct a comprehensive parcel audit to verify that all factors used to determine
the assessment levies are correct. Revise any assessment found to be based on
inaccurate information.
g. Conduct a comprehensive parcel audit of all property within the City's
jurisdictional boundaries to verify the tax base and determine that all property is
appropriately classified as being within the City by the State Board of Equalization
and the County Auditor. If any missing property is found, coordinate the
modification of SBE files so that the tax base for the City is corrected.
h. Develop and maintain a database for each parcel within City boundaries. The data
for each parcel will include the owner name(s), site address, property values,
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Ships Consultants, Inc.
21712000
parcel number, assessment district, zone of benefit, assessment, mailing address,
site address, parcel type, notes and other useful or relevant data.
i. Develop a custom Microsoft Windows or Macintosh format special levy
administration software program that will allow City staff to quickly locate parcel
data by owner name, parcel number, street address or other requested search
criteria. This program will also be designed to print custom Notice of Assessment
forms for all property or parties. The City can charge a fee for this service. The
software program can also include any other related functions requested by the
City, such as printing of address labels, tracking of notes, phone numbers or other
information.
j. Research changes in property data, property usage, property valuations and
assessment changes from the previous year for all parcels within the Assessment
District. Flag all parcels that require property research to determine the
appropriate assessment.
k. Field check those properties that are flagged for research as well as those parcels
or areas designated by City staff as requiring further research.
1. Research pending, proposed and approved development project status for all
properties in District boundaries and allocate updated benefit units to each parcel
of land comprising the development projects.
m. Assist with the preparation of budgets and cost estimates for the Engineer's Report.
n. Using the established assessment methodology, allocate the estimated cost of
improvements and expenses to all parcels within the boundaries of the Assessment
District.
o. Determine the assessment budget and the proposed increase in assessments based
on the annual change in the Consumer Price Index.
p. Prepare Assessment Rolls listing parcel number, assessment number, owner name,
property address, and assessment amount for each Assessor Parcel within the
Assessment District. Print Assessment Roll sorted by Assessor Parcel Number,
and owner's name.
q. Prepare Engineer's Report for the Assessment Districts. Such Engineer's Report
will comply with the requirements of Proposition 218, and the Landscaping and
Lighting Act of 1972.
r. Provide draft copy of Engineer's Report for City review.
s. Incorporate any requested changes in Engineer's Report.
t. File Engineer's Report with City Clerk.
u. Attend City Council meetings at which the Engineer's Report is approved, and the
Public Hearing is held.
v. Present the Assessment Roll to City Council, summarize the assessment
methodology, answer all questions raised and assist in finalizing the project for
Council approval.
w. Include assessment data and levies in the custom administrative software program
described under Task I above.
x. Prior to submittal of the assessment levies to the County, obtain updated property
information and update the assessment roll to reflect the most recent changes in
parcel status.
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Shi(tc Consultants, Inc
y. Submit ten copies of final Engineer's Report and one bound copy including
Assessment Roll to City.
z. Meet Ventura County assessment roll submission requirements and perform tasks
needed to submit the assessment levies.
aa. File approved assessment levies, Assessment Roll and Assessment Diagram with
the County Auditor for inclusion of assessments on 2000 -01 tax bills.
bb. Provide the County Auditor with our toll -free 800 phone lines so property owners
can directly contact Shifts Consultants, Inc. throughout the fiscal year regarding
specific assessment levies, procedures and any other issues.
cc. Directly and promptly respond to any property owner inquiries on our toll free
special levy assistance phone lines reached by the number: (800) 273 -5167.
dd. Receive exceptions list, if any, from County Auditor, make appropriate revisions
and resubmit to Auditor's Office. Any parcels that are not submitted to the County
for collection or are not placed on the County tax roll for any reason will be
produced as handbills by Consultant with payment directed to the Consultant, care
of the City.
ce. Verify and validate Auditors' levy data prior to the printing of tax bills.
ff. Throughout the fiscal year, 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.
gg. Provide reports throughout the year coinciding with the performance of the annual
administration. These reports will include, a detail of the amounts submitted to the
levy or hand billed for collection, details of delinquent assessments, fund analysis,
paid off parcels and release of liens, all bond call activity, and assessed valuation
information.
hh. Provide other appropriate administrative services throughout fiscal year 2000 -01.
2. Additional Services Included:
a. Computer services to convert and compile Assessor data into database format and
computer services to format and submit levy data for the County Auditor.
b. Duplication of up to 10 copies of the Engineer's Report and Assessment Diagram.
c. Calculation of parcel acreages and determination of parcel development potential.
3. Assumptions & Exclusions:
a. The Scope of Work does not include printing, postage or mailing of Notice of
Hearing or other public informational documents.
b. The Scope of Work does not include any purchase costs for the Assessor data.
Historically, this data has been provided to the City without charge.
c. Engineer shall perform all services included in this Proposal as an independent
contractor.
d. Engineer carries Liability Insurance in the amount of $2,000,000 and Errors and
Omissions Insurance in the amount of $1,000,000. Proof of insurance will be
provided if Engineer is selected for this project.
e. No subconsultants shall be used on this project.
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shills Consultants, /tic.
4. Term:
a. The term of the contract shall be from time of execution until June 30, 2001.
5. Schedule:
a. The Engineer shall participate in setting a project schedule subject to review and
revision by City staff. The Engineer will adhere to the Schedule as determined by
the City of Moorpark.
6. 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.
7. Compensation:
In consideration for the performance of the services described herein, Engineer shall be
compensated as follows:
a. Upon submittal of the Engineer's Report for City review, the sum of $4,000 shall be
due.
b. Upon confirmation of the assessment levies to be included on tax bills, the sum of
$3,000 shalt be due. Such confirmation typically occurs in October of the fiscal
year.
c. On January 31, 2001, the sum of $2,000 shall be due.
d. Customary out -of- pocket expenses for travel and meetings shall be billed as incurred
and are not included. The total amount for such costs shall not exceed $750 without
prior authorization from the City.
Payments shall be due and payable upon submission of an invoice for each portion of the
work completed.
Approved by:
Shilts Consultants, Inc. City of Moorpark
by:
Date:
2/7!2000
by:
Date:
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Shilts Consultants, Inc.
Seel by'SHILTS CGNSULT.7NTS Peb -02 -00 12:22vn from 7074< ^601094805 529 8270 Page 31 7
CITY OF MOORPARK
PARKS & RECREATION MAINTENANCE AND IMPROVEMENT DISTRICT
FISCAL YEAR 2000 -01 LEVY
PROPOSED TIMELINE
1= Task to be Completed
February 8 Place item on Council Agenda.
February 16 Passage of resolution directing the preparation of the
Engineer's Report.
May 5
Complete and file Engineer's Report with City.
May 17
Passage of resolution of intention to levy annual
assessment, preliminarily accepting Engineer's
Report and scheduling the Public Hearing.
May 19
Publish notice of public hearing (Publish Resolution
of Intention, must occur 10 days before Public
Hearing).
June 7
Public Hearing and approval of resolution approving
Engineer's Report and levying annual assessments
July 31
Submission of assessments to County.
October 1 Confirmation of final levies with County
02/02/2000
FEB 02 '00 11 :49
7074260109 PAGE.03