HomeMy WebLinkAboutAGENDA REPORT 1997 0115 CC REG ITEM 10Jti
AGENDA REPORT 1 1 S 7
C X rrw OF MCJO1R-1P2 RK
TO: The Honorable City Council �7..�'��268
FROM: Kenneth C. Gilbert, Director of Public Works��,
DATE: January 3, 1997 (CC Meeting 1- 15 -96)
SUBJECT: Consider 1) Selection of a Consultant to Perform Certain
Assessment Engineering Services, 2) Adoption of a
Resolution Amending the Budget Amount Funding Those
Services; and, 3) Adoption of Resolutions Initiating the
Proceedings Related to the Levy of Assessments for AD
84 -2 and AD 85 -1 for Fiscal Year 1997/98
This report requests consideration of the following matters:
1. Selection of the consultant to provide certain Assessment
Engineering services required to consider extension of
Assessment District 84 -2 (street lighting and parkway /median
landscaping) and Assessment District 85 -1 (parks landscape
maintenance) for Fiscal Year 1997/98.
2. Adoption of a Resolution amending the FY 1996/97 Budget to
increase the budget amount for such services.
3. Adoption of 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
1997/98.
0_� � _ •
r. . .
.d1 -97
In 1984, a Landscaping & Lighting Maintenance Assessment
District (AD 84 -2) was created to fund costs associated with
street lighting and the maintenance of various landscaped areas
in the City. This was a successor 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 fund
certain costs associated with parks maintenance in the City.
OW2U3
Initiate Proceedings for Annual Assessments
January 1997
Page 2
As part of the annual budget process, the City Council considers
whether to renew the subject 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 methods to be used to distribute the cost for
those items to all of the properties in the City.
B. Assessment Engineer in Services
Dwight French and Associates (DFA) has prepared the Engineer's
Reports for the subject Assessment Districts for the past
several years. The Proposal submitted by DFA for such services
for FY 1997/98 is attached as Exhibit 1. Said service include
the 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. Hew Zones of Benefit
adl -97
The Scope of Work for Assessment Engineering Services for FY
1997/98 will also include the steps necessary to establish two
new Zones of Benefit, generally described as follows:
• Zone 11: Tract 4174 (Colmer)
• Zone 12: Carlsberg.
These new Zones of Benefit will be established to provide for
the levy of assessments for the maintenance of certain
landscaping to be constructed within those developments. If it
appears that all or any portion of these improvements will not
be completed and accepted by the City prior to June 30, 1998,
the amount of the Zone Assessment will be reduced accordingly.
000204
Initiate Proceedings for Annual Assessments
January 1997
Page 3
If necessary, the amount of one or both of these Zone
Assessments for FY 1997/98 will be zero. All City Assessment
Engineering costs related to the addition of these two new Zones
of Benefit will be paid by the developers (Colmer & Carlsberg).
O �.
The price quoted by DFA for the required Assessment Engineering
Services is $9,800 plus certain reimbursable expenses. Total
costs are not expected to exceed $14,000. Attached as Exhibit
2 is a summary of the costs for these services in recent years,
compared to the costs requested by the above described proposal.
It is recommended that DFA be retained to provide the required
Assessment Engineering services for FY 1997/98.
The costs of these services exceeds the amount budgeted. It
will be necessary, therefore, to amend the budget to fully fund
this work. A resolution (Exhibit 3) has been prepared for this
budget amendment. A summary of this proposed action is as
follows:
E. Continua t' of Assessment Districts
In accordance with the requirements
the Streets and Highways Code of th e
resolutions attached as Exhibits 4
required for the City Council to co
subject two Assessment Districts.
resolutions, the Assessment Engineer
Report for each District. Those
considered by the City Council for
approved, a public hearing will be
meeting in June to consider the levy
of applicable sections of
State of California, the
& 5 initiate the process
con
adl -97
continuation of the
Upon adoption of these
will prepare an Engineer's
draft reports will be
approval in April. If
scheduled for the , first
of the assessments.
()()(= s
Current
Revised
FY 96/97
Proposed
FY 1996/97
Account Nurber Account
Wet
COW ($ 1
33"t
210.710.0000.000.9199 Parks
6,000
300
6,300
210.711.0000.000.9199 Lighting /
2,800
3,900
6,700
Landscaping
Total
8,800
4,200
13,000
E. Continua t' of Assessment Districts
In accordance with the requirements
the Streets and Highways Code of th e
resolutions attached as Exhibits 4
required for the City Council to co
subject two Assessment Districts.
resolutions, the Assessment Engineer
Report for each District. Those
considered by the City Council for
approved, a public hearing will be
meeting in June to consider the levy
of applicable sections of
State of California, the
& 5 initiate the process
con
adl -97
continuation of the
Upon adoption of these
will prepare an Engineer's
draft reports will be
approval in April. If
scheduled for the , first
of the assessments.
()()(= s
Initiate Proceedings for Annual Assessments
January 1997
Page 4
F. Public Meeting & Public Hearing
In the event a new assessment is proposed, or an existing
assessment is proposed to be increased, State law requires that
public hearing notices be mailed to each property being
assessed, advising them of the date and time of a public meeting
to discuss the proposed assessments, and a public hearing at
which the levy of the annual assessments is to be considered.
Public Hearing notices must be mailed to all affected property
owners at least forty -five (45) days prior to the date of the
public hearing. Said notices must also state the estimated
amount of the proposed assessments.
The mailing of public hearing notices to each property owner is
consistent with past City policy to fully advise those affected
of proposed assessments. Consistent with that past policy, it
is again recommended that such notices be mailed to all owners
of property within the City. Said notices would include
assessment amounts sufficient to fully fund anticipated costs.
Although the amount levied could not exceed the amount stated in
the notice, the final assessment amount could be lower, should
total costs estimates be reduced or other funding sources
authorized.
• •�• •
To the extent necessary, these proceedings will be modified to
accommodate the City's response to the requirements of
Proposition 218.
Ki **,11 y11 WMAO
Staff recommends that the City Council take the following actions:
1. Approve the selection of Dwight French and Associates to
prepare FY 97/98 Engineer's Reports for AD 84 -2 and AD 85 -1
for a fee not to exceed $13,800 ($9,980 for the reports plus
a Not to Exceed Amount of $3,020 in reimbursable expenses).
2. Adopt Resolution No. 97- (Exhibit 3) amending the FY
1996/97 Budget to increase the budget amount for assessment
engineering services.
adl -97
000206
Initiate Proceedings for Annual Assessments
January 1997
Page 5
3. Adopt Resolution No. 97- (Exhibit 4) authorizing
preparation of an Engineer's Report for the Moorpark Lighting
and Landscaping Maintenance Assessment District (AD 84 -2) for
FY 1997/98, said report to include provisions allowing for
the establishment of certain new Zones of Benefit.
4. Adopt Resolution No. 97- (Exhibit 5) authorizing
preparation of an Engineer's Report for the Moorpark Parks
Maintenance Assessment District (AD 85 -1) for FY 1997/98.
Note: City Council approval shall be required for expenditures in excess of $13,000.
5. Authorize the City Manager to sign a letter of agreement with
Dwight French and Associates for said services.
edl -97
000207
December 18, 1995
Mr. Ken Gilbert
Director of Public Works
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
F A��
Subject: Assessment Districts 84 -2 and 85 -1
Fiscal Year 1997/98
Dear Mr. Gilbert:
DEC 2 0 1996
Pd* Works D4**wft
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 1997/98. A schedule of milestone dates and a scope of work
items are enclosed. Additional work items are added to the scope of work due to recent
law changes.
Compensation for the services will be $9,680.00; 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:plc
\prop \fy97 -98d
op ] 470 South Valley Vista Drive, Suitc 290, Diamond Bar, California 91765 _
M (909) 860 -3566 Fax No (909) 860 -3476 Wei
DWIGHT FRENCH & ASSOCIATES
Landscaping and Lighting Assessment District AD -84 -2
and Parks Maintenance Assessment District AD -85 -1
Fiscal Year 1997/98
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. Assist in preparing Notices and Ballots.
5. Prepare preliminary engineer's reports.
6. Attend public hearing.
7. Assist in tabulating Ballots.
8. Make revision if so ordered by Council.
9. Prepare cost spread base upon City's final budget.
10. Prepare final engineer's reports.
11. Prepare computer tape file and submit to County.
12. Receive unmatch list from County, revise and resubmit.
3
000265
X 1 (3 -� 4)
DWIGHT FRENCH & ASSOCIATES
Landscaping and Lighting Assessment District AD -84 -2
and Parks Maintenance Assessment District AD -85 -1
Fiscal Year 1997/98
SCHEDULE OF MILESTONE DATES
Task
Responsible
Date
Initiate proceedings, order engineer's report
City /Council
1/15/97
Deliver preliminary budget
City
2/21/97
Review preliminary engineer's report with
City staff
DFA/City
3/14/97
Deliver preliminary engineer's report
DFA
3/21/97
Deliver mailing labels
DFA
3/21/97
Approval of engineer's report, resolution of
intention, set hearing date for June 4
DFA/City /Council
4/02/97
Publish Public Hearing Notice
City
4/04/97
Last day to mail notices and ballots
City
4/18/97
Public meeting
City
5/07197
Public Hearing
DFA/City /Council
6/04/97
Tabulation of ballots, resolution confirming assessment
DFA/City /Council
6/18/97
Deliver final budget
City
6/23/97
Deliver computer tape file to County
DFA
7/03/97
Deliver final engineer's report
DFA
7/10/97
Receive unmatch list from County, revise and resubmit
DFA
8/15/97
9
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t ( 4 J q-)
DEC 23 1996
aubaaVY�
December 20, 1996
Mr. Ken Gilbert
Director of Public Works
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Subject: New Zones
Assessment Districts 84 -2 and 85 -1
Fiscal Year 1997/98
Dear Mr. Gilbert:
Pursuant to our telephone conversation this morning, Dwight French & Associates, Inc.
will include two new zones for an additional $300.
Sincerely,
DWIGHT FRENCH & ASSOCIATES, INC.
?)a, �- (C�-�
Danny Chow
Project Manager
DC:drb
Itr1050addtl
1470 South Valley Vista Drive, Suite 290, Diamond Bar, California 91765 l
1 (909) 860 -3566 Fax No (909) 860 -3476 � 0002 :11
EXHIBIT 2
ASSESSMENT ENGINEERING
COST SUMMARY
Element AD 84 -2 ($) AD 85 -1 ($) Total
A. t 5,500.00
B. Actual Costs
• Engineer's Fee 4,620.75
• New Zone 400.00
• Less Refund (Zone 4) (861.00)
• Reimbursable Expenses 442.83
4,602.58
IWW &IT-TAM
5,000.00 10,500.00
3,625.00 8,245.75
400.00
(861.00)
442.82 8$5.65
4,067.82 8,670.40
A. Proposed Budget 5,400.00 5,400.00 10,800.00
B. Actual Costs
• Engineer's Fee 3,940.00 3,940.00 7,880.00
• New Zone incl. 0.00
• Reimbursable Expenses ** 1,460.00 1,460.00 2,920.00
5,400.00 5,400.00 10,800.00
FY 1997/98
A. Budget Amount 2,800.00
B. ed Actual Costs
• Engineer's Fee 4,840.00
• New Zone 300.00
• Reimbursable Expenses ** 1,560.00
6,700.00
Notes:
a81 -97
6,000.00 8,800.00
4,840.00 9,680.00
300.00
1,460.00 3,020.00
6,300.00 13,000.00
** 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.
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