Loading...
HomeMy WebLinkAboutAGENDA REPORT 1994 0105 CC REG ITEM 08FITEM go F4, � AGENDA R E PORT C = TY O F MOOR PAR K TO: The Honorable City Council I � FROM: Kenneth C. Gilbert, Director of Public Works Y- DATE: December 27, 1993 (CC Meetinq 1- 5- 93)%�E� .� SUBJECT: Consider 1) Adoption of Resolutions Authorizing the Preparation of Engineer's Reports for AD 84 -2 and AD 85 -1 for FY 94/95; and 2) Approval of Consulting Services Required for the Preparation of Said Engineer's Reports and Other Related Services OVERVIEW This report presents Resolutions initiating the proceedings required to consider the levy of assessments for Assessment District 84 -2 (street lighting and parkway /median landscaping) and Assessment District 85 -1 (parks landscape maintenance) for Fiscal Year 1994/95. This report also recommends approval of consulting services for the required Assessment Engineering. DISCUSSION A. Background In 1984, a Landscaping & Lighting Maintenance Assessment District (AD 84 -2) was created to recover costs associated with street lighting and the maintenance of various landscaped areas in the City. This was a secession to the District enacted by the County of Ventura prior to incorporation. In 1985, a Parks Maintenance Assessment District (AD 85 -1) was created to recover costs associated with parks maintenance in the City. As part of the annual budget process, the City Council considers whether to renew the above mentioned Assessment Districts and levy assessments for street lighting, landscaping maintenance, and park maintenance for the upcoming fiscal year. According to state law, before assessments may be levied, an Engineer's Report must be prepared for each assessment district. The preparation of a report does not require the City to approve the report and levy assessments. The purpose of the report is to develop the information necessary to make that decision. The rpt \ad 1 14 Initiate Proceedings for Annual Assessments Page 2 report sets forth the items proposed to be funded by the district and the method to be used to distribute those costs to all of the properties in the City. B. Assessment Engineering Dwight French and Associates has prepared the Engineer's Reports for these Assessment Districts for the past several years. This firm has submitted a Proposal (Exhibit 1) for the Assessment Engineering services required for the preparation of Engineer's Reports and related efforts for the continuation of these Assessment Districts through FY 94/95. Included in that Proposal is a description of the Scope of Work, fees and identified reimbursable expenses. Attached as Exhibit 2 is a chart showing a comparison of these projected costs to both last year's actual costs and this year's budget for these costs. The fee for Assessment Engineering covers the engineer's time for gathering and analyzing the data required to develop the final report, the preparation of the report, telephone expenses, travel expenses and meeting attendance. Authorized reimbursable expenses include the following: copies of County tapes and /or Assessor's maps, on- line computer services, messenger /express mail, photocopying and public hearing notice sorting and envelope stuffing. [The notices are mailed here in Moorpark, with the City paying for the bulk mailing.] Staff monitors reimbursement expenses to ensure their reasonableness. C. Continuation of Assessment Districts In accordance with the requirements of applicable sections of the Streets and Highways Code of the State of California, the attached resolutions initiate the process required for the City Council to consider continuation of the subject two Assessment Districts. Upon adoption of these resolutions, the Assessment Engineer will prepare an Engineer's Reports for each District. Those draft reports will be considered by the City Council for approval in April. If approved, a public hearing will be scheduled for the first meeting in June to consider the levy of the assessments. rpt \ad l 91 Initiate Proceedings for Annual Assessments Page 3 D. Public Hearing For some years it has been the policy of the City to mail notices to each property being assessed, advising the owners of those properties of the date and time of the public hearing at which the annual assessments are to be considered. Such notices have been mailed each year even though the laws governing the administration of Landscaping and Lighting Districts did not require such a notice. State legislation adopted last year requires that, whenever a new assessment is to be levied or when an existing assessment is to be increased, public hearing notices shall be mailed to all affected property owners at least forty -five (45) days prior to the date of the hearing, stating the estimated amount of the proposed assessment. In that it is not known if the assessments for AD 84 -2 or AD 85 -1 will be increased, it is the intent of staff to comply with these new requirements in preparing and mailing the public hearing notices for these assessments. E. New Zone of Benefit The Conditions of Approval for the industrial park on Condor Drive required the Property Owners Association (POA) to construct and maintain the parkway at the southwest corner of Condor Drive and Virginia Colony Place. That POA failed to meet that obligation. Any landscape improvements which may have been installed in this parkway have been allowed to die. On December 15, 1993, the City Council directed staff to compile the information necessary for the City Council to consider the establishment of a new Zone of Benefit generally consisting of the properties fronting Condor Drive. This new Zone would enable the levy of additional assessment on the properties within this Zone to fund the design, construction and future maintenance of landscaping in the parkway located at southwest corner of Condor Drive and Virginia Colony Place. The Resolution of Intent and the proposed Assessment Engineering Services provide for the development of this new Zone of Benefit. rpt \ad : 94 Initiate Proceedings for Annual Assessments Page 4 RECOMMENDATIONS Staff recommends that the City Council take the following actions: 1. Adopt Resolution Nos. 94- �` "� and 94--2Z5 `Z 5 authorizing preparation of Engineer's Reports for the Moorpark Lighting and Landscaping Maintenance Assessment District (AD 84 -2) and the Moorpark Parks Maintenance Assessment District (AD 85 -1) for FY 1994/95. 2. Approve the selection of Dwight French and Associates to prepare FY 94/95 Engineer's Reports for AD 84 -2 and AD 85 -1 for a fee not to exceed $10,650 ($7,650 for the reports plus a Not to Exceed Amount of $3,000 in reimbursable expenses). Note: City Council approval shall be required for expenditures in excess of $10,650. 3. Authorize the City Manager to sign a letter of agreement with Dwight French and Associates for said services. rpt \ad..1 94 RECEIVED 9cj 2 1 1993 October 19, 1993 Mr. Ken Gilbert Director of Public Works City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Subject: Assessment Districts 84 -2 and 85 -1 Fiscal Year 1994/95 Dear Mr. Gilbert: Based on our work over the years, Dwight French & Associates, Inc. (DFA) will be glad to provide engineering services to update the existing lighting and parks assessment districts for fiscal year 1994/95. A schedule of milestone dates and a scope of work items are enclosed. Compensation for the services will be $7,250.00: assuming no annexation of new areas nor creation of new zones. Reimbursables such as reproductions, printing of mailing labels, postage, computer tape file and assessor's maps will be billed at cost plus 15 %. If you need further clarification or information, please do not hesitate to contact me. Sincerely, DWIGHT FRENCH & ASSOCIATES. INC. Danny Chow Project Manager DC:ymo i;r' %.fy94.95.dc s 1470 South Valley Vista llrive, Suite 140, Diamond Bar, California 91765 • (J") 860 -3K-" Fax No. (909) 860 -3476 s DWIGHT FRENCH & ASSOCIATES Landscaping and Lighting Assessment District AD -84 -2 and Parks Maintenance Assessment District AD -85 -1 Fiscal Year 1994 -95 Scope of Work 1. Order data base computer tape file and assessor's maps from County. 2. Research and incorporate changes on parcels. 3. Prepare cost spread base upon City's preliminary budget. 4. Prepare preliminary engineer's reports. 5. Attend public hearing. 6. Make revision if so ordered by Council 7. Prepare cost spread base upon City's final budget. 8. Prepare final engineer's reports. 9. Prepare computer tape file and submit to County. 10. Receive unmatch list from County, revise and resubmit. DWIGHT FRENCH & ASSOCIATES Landscaping and Lighting Assessment District AD -84 -2 and Parks Maintenance Assessment District AD -85 -1 Fiscal Year 1994 -95 SCHEDULE OF MILESTONE DATES Task Initiate proceedings. order engineer's report Deliver preliminary budget Review preliminary engineer's report with City staff Deliver preliminary engineer's report Deliver mailing labels Approval cf engineer's report, resolution of intention, set hearing date for June 1 Publish Public Hearing Notice Last day to mail notices Hearing and resolution confirming assessment Deliver final budget Deliver computer tape file to County Deliver final engineer's report Receive unmatch list from County, revise and resubmit Responsible Date City /Council 1/05/94 City 2/25/94 DFA /City 3/18/94 DFA 3/25/94 DFA 3/25/94 DFA /City /Council 4/06/94 City 4/08/94 City 4/15/94 DFA /City /Council 6/01/94 City 6/22/94 DFA 7/01/94 DFA 7/08/94 DFA 8/15/94 RECEIVED Dfe;7fm :Y of Moorpa0 December 16. 1993 Mr. Ken Gilbert Director of Public Works City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Subject: Creation of New Zone AD 84 -2, FY 93 -94 Dear Mr. Gilbert: li" � (4 "� �) Pursuant to your request on December 13. ? 993. �)',,•jight French & Associates. Inc. (DFA) will be glad to amend the current assessment str ct to include a new zone. Our effort for the additional tasks will be a ;u",r: s,; - of 5400.00. Sincerely, DWIGHT FRENCH & ASSOCIATES, INC. Dani ly C/hov`� Project Manager DC:ymo . ,nevvzone mpK ■ 1470 Smith Valle• Vista Drive, Suite 1441, 1)iamomi I3ar, California 91765 ■ (909) W30-:3�W) I'£L\ No. (1X)()) PAY)- :470 • EXHIBIT 2 ASSESSMENT ENGINEERING COST SUMMARY Element __ I. Last Year: FY 1993/94 A. FY 1992/93 Budget B. Actual Costs • Engineer's Fee • Reimbursable Expenses II. This Year: FY 1994/95 AD 84- 2..L$._1 AD 85 -1 ($) Total 7,000.0.0 3,450.00 1,006.17 4,456.17 A. Budget 5,500._00 B. Projected Actual = Costs • Engineer's Fee 3,625.00 • New Zone 400.00 • Reimbursable Expenses ** 1,500_00 5,525.00 Notes: rpt \ad 1.94 4,000.00 11,000.00 3,450.00 6,900.00 1,006.17 2,012.34 4,456.17 8,912.34 5,000.00 11,500.00 3,625.00 7,250.00 400.00 1,500.00 3,000.00 5,125.00 10,650.00 ** This is the Reimbursable Expenses Not to Exceed Limit. Reimbursable expenses include costs for: County Assessor maps, County Assessor's tape file Printing labels Stuffing envelopes Reproduction costs. Other costs to be borne by the City includes envelopes, Public Hearing notices and postage.