HomeMy WebLinkAboutAGENDA REPORT 1993 0203 CC REG ITEM 08EME
FROM:
DATE:
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AGENDA REPORT
The Honorable City Council
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Kenneth C. Gilbert, Director of Public Works
January 26, 1993 (CC Meeting 2 -3 -93)
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SUBJECT: Consider 1) Initiating Proceedings Required for the
Preparation of Annual Assessments for AD 84 -2 and AD 85 -1
for FY 93/94; and 2) Authorizing Consulting Services
Required for the Preparation of the Engineer's Report and
Other Services Related Thereto
OVERVIEW
This presents for adoption, resolutions initiating the proceedings
required to consider the levy of assessments for Assessment
District 84 -2 (street lighting and landscaping) and Assessment
District 85 -1 (parks landscape maintenance).
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
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.
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Initiate Proceedings for Annual Assessments
Page 2
B. Proposal
Dwight French and Associates (which has prepared the City's
these engineer's reports for the past several years) has
submitted a Proposal (attached) for the preparation of
Assessment District Engineer's Reports for FY 93/94.
C. Fee
The attached Proposal includes information pertaining to
Assessment Engineering fees and reimbursable expenses. Chart
"A" (attached) shows 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.
D. Process
If approved, the attached resolutions initiate the process. The
Assessment Engineer then prepares the Engineer's Reports for
consideration by the City Council in May. If the reports are
approved, a public hearing is set for the first meeting in June
to consider levying the assessments.
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Initiate Proceedings for Annual Assessments
Page 3
RECOMMENDATIONS
Staff recommends that the City Council take the following actions:
1. Adopt Resolutions 93- and 93- authorizing preparation
of Engineer's Reports for FY 93/94 for the Moorpark Lighting
and Landscaping Maintenance Assessment District (AD 84 -2) and
the Moorpark Parks Maintenance Assessment District (AD 85 -1).
2. Authorize Dwight French and Associates to prepare FY 93/94
Engineer's Reports for AD 84 -2 and AD 85 -1 for a fee not to
exceed $9,900 ($6,900 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 $9,900.
3. Authorize City Manager to sign a letter of agreement with
Dwight French and Associates for said services.
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CHART "A"
ASSESSMENT ENGINEERING
COST SUMMARY
Element
I. Last Year: FY 1992/93
A. Budget
AD 84 -2 ($) AD 85 -1 ($) Total
B. Council Approved Contract
4,978.00 4,800.00
• Engineer's Fee 3,100.00
• Added Zone 4,155.00
• Reimbursable Expenses 2.500.00
Total
C. Actual Costs
• Engineer's Fee
• Reimbursable Expenses
Total
II. This Year: FY 1993/94
A. Budget
B. Proiected Actual Costs
3,100.00
1,500.00
7,000.00 4,000.00
• :: M
6,200.00
4,155.00
4,000.00
14,355.00
10,355.00
817.59
11,172.59
11,000.00
o Engineer's Fee 3,450.00 3,450.00 6,900.00
o Reimbursable Expenses ** 1,500.00 1,500.00 3,000.00
4,950.00 4,950.00 9,900.00
Notes:
* These cost were for services required to annex Home Acres
to AD 84 -2 and establish a Zone of Benefit for the design
and construction of a Buffer Area at the west end of West
Village.
** 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.
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RECEIVED
J A% 12 1993
city of M OO(Nt �
January 11, 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
FY 93 -94
Dear Mr. Gilbert,
Pursuant to your request, Dwight French & Associates will be glad to provide engineering
services to update the existing assessment districts. A scope of work items is enclosed.
Compensation for the services will be $6,900.00. 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 contact me.
Sincerely,
Danny Chow
\Itr \FY93 -94.dc
■ 1470 South Valley Vista Drive, Suite 225, Diamond Bar, California 91765 ■
■ (714) 860 -3566 Fax No. (714) 860 -3476 ■
■ Apple Valley (619) 240 -3336 ■
DWIGHT FRENCH & ASSOCIATES
AD 84 -2 and AD 85 -1
FY 93 -94
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