HomeMy WebLinkAboutAGENDA REPORT 2002 0206 CC REG ITEM 11DCITY COUNCIL AGENDA RE PORT__ZC °V
CITY OF MOORPARK E "°
TO: The Honorable City Council
FROM: Mary K. Lindley, Director of Community Services
DATE: January 22, 2002 (CC Meeting of February 6, 2002)Y
SUBJECT: Initiate Proceedings Related to the Levy of
Assessments for the Park Maintenance and Improvement
Assessment District for FY 2002/2003
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
2002/2003. Additionally, the Council is being 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.
BACKGROUND
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 "special" benefit. The City is
responsible for funding activities that generate a "general"
benefit.
The Park Maintenance and Improvement Assessment District
includes all existing 15 City parks. The amount of the
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Park Assessment Resolution
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assessment levied to property may be adjusted annually by a
Cost of Living factor, not more than 3 percent.
DISCUSSION
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 2002/2003. Shilts performed as the City's
consultant for the establishment of the current park
assessment district and continued through the past two years
to administer various aspects of the district. Additionally,
on January 3, 2001, the City Council authorized staff to
secure the services of Shilts Consultants to administer the
Landscape and Lighting Maintenance Assessment District (AD 84-
2). The firm is very familiar with the City's process and
needs, and it has agreed to perform the services for $9,250.
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. 2002- (Attachment A), authorizing
preparation of an Engineer's Report for the Moorpark Park
Maintenance and Improvement Assessment District; and
2. Approve an agreement with Shilts Consultants to prepare
the Engineer's Report and administer the District at a
cost not to exceed $9,250.
Attachments: (A) Resolution
(B) Shilts Consultants Proposal
0002G17
ATTACHMENT-A--
RESOLUTION NO. 2002-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, DIRECTING PREPARATION OF
THE ENGINEER'S REPORT FOR THE PARKS AND
RECREATION MAINTENANCE AND IMPROVEMENT DISTRICT
FOR THE FISCAL YEAR COMMENCING JULY 1, 2002, AND
ENDING JUNE 30, 2003
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, 2002, and ending June 30, 2003.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES 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 2 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
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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.
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 City Clerk for submission to
the Council.
SECTION 4.
The
this resolution and
filed in the book of
City Clerk shall certify to the adoption of
shall cause a certified resolution to be
original resolutions.
PASSED AND ADOPTED this day of , 2002.
ATTEST:
Deborah S
Patrick Hunter, Mayor
Traffenstedt, City Clerk
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ATTACHMENT 12
SHILTS CONSULTANTS, INC.
Proposal for Assessment Engineering
for
CITY OF MOORPARK
Parks and Recreation Maintenance and Improvement District, Fiscal Year 2002 -03
Purpose: The purpose of this contract is to outline the responsibilities Shilts Consultants, Inc. would
assume throughout fiscal year 2002 -03 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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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 1 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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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 2002 -03 tax bills.
bb. Provide the County Auditor with our toll -free 800 phone lines so property owners
can directly contact Shilts 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.
ee. 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 2002 -03.
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.Dupli cation 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.T he 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.E ngineer 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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4. Term:
a. The term of the contract shall be from time of execution until June 30, 2003.
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.T he 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 shall be due. Such confirmation typically occurs in October of the fiscal
year.
c. On January 31, 2003, the sum of $1,500 shall be due.
d.Custom ary out -of- pocket expenses for travel and meetings shall be billed as
incurred. The total amount for such costs shall not exceed $750 without prior
authorization from the City.
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