HomeMy Public PortalAbout7H Resolution No. 1-4725 Ordering the Engineer's Report to establish Lighting and Maintenance District Assessment Rates for FY 11-12AGENDA
ITEM 7.H.
PARKS AND RECREATION DEPARTMENT
MEMORANDUM
DATE: March 15, 2011
TO: The Honorable City Council
FROM: Jose E. Pulido, City Manag4
By: Cathy Burroughs, Director of Parks and Recreation
SUBJECT: ADOPTION OF RESOLUTION NO. 11-4725 ORDERING THE
ENGINEER'S REPORT TO ESTABLISH LIGHTING AND MAINTENANCE
DISTRICT ASSESSMENT RATES FOR FISCAL YEAR 2011-12 AND
ACCEPTANCE OF PROPOSAL FROM HARRIS & ASSOCIATES FOR
ASSESSMENT ENGINEERING SERVICES
RECOMMENDATION:
The City Council is requested to:
a) adopt Resolution No. 11-4725 ordering the preparation of the Lighting and
Maintenance Assessment District annual engineer's report for FY 2011-12; and
b) accept the proposal submitted by Harris & Associates for Assessment
Engineering Services for the Citywide Lighting and Maintenance District.
BACKGROUND:
1. On June 19, 1979, the City Council adopted Resolution No. 79-1825 creating the
Citywide Lighting Assessment District pursuant to the State of California Lighting
and Landscape Act of 1972.
2. On May 7, 1991, the City Council adopted Resolution No. 91-3048 amending the
existing Citywide Lighting Assessment District to include a maintenance zone,
thereby creating the Temple City Lighting and Maintenance District for the purpose
of funding other eligible programs, including traffic signal and tree maintenance
services.
3. On November 5, 1996, California voters approved Proposition 218, also known as
"The Right to Vote on Taxes Act", which prohibits the levy of any new
assessments or increase in existing assessment rates without property owner
approval. The local agency must distinguish between general and direct benefit
and shall only assess for direct benefit. At that time parks were considered to be a
City Council
March 15, 2011
Page 2
general benefit.
4. On July 1, 1997, the City discontinued assessments for park maintenance
operations. The park maintenance program is currently funded through the
general fund.
5. On March 16, 1999, the City Council adopted Resolution No. 99-3737 extending
the duration of the Lighting District for an additional 20 years through 2019.
6. On March 4, 2011, the City received a Proposal for Assessment Engineering
Services for the Citywide Lighting and Maintenance District for Fiscal Year (FY)
2011-12, FY 2012-12, and FY 2013-14 from Harris & Associates.
ANALYSIS:
Annually, the City Council determines the Lighting and Maintenance District
assessment rates, which provide funding for citywide street lighting, tree maintenance,
and traffic signal maintenance programs.
Pursuant to the 1972 State Lighting and Landscape Act, an engineer's report must be
prepared for each Fiscal Year (FY) in which assessments are levied and collected for
the City's Lighting and Maintenance District. The engineer's report identifies eligible
program expenditures, establishes the Districts operating budget, updates individual
property assessments, and documents the City's compliance with all applicable laws.
Staff has prepared the appropriate resolution ordering the engineer's report for
Council's review and adoption.
In previous years the City has used the services of Harris & Associates to prepare the
engineer's report for the Lighting and Maintenance District. Harris & Associates has
submitted a proposal for Assessment Engineering Services for the Lighting and
Maintenance District. The fee for the engineering services remains at its current level
of $8,500 per year for the next three years. If the City Council accepts the proposal
from Harris & Associates, a Consultant Services Agreement will be brought back for
approval.
CONCLUSION:
The City Council is requested to adopt Resolution No. 11-4725 ordering the required
engineer's report for the City's Lighting and Maintenance District for FY 2011-12 and to
accept the proposal from Harris & Associates for Assessment Engineering Services.
FISCAL IMPACT:
The City Council as part of the Fiscal Year (FY) 2010-11 City Budget approved an
appropriation of $9,000 for the engineering work and related report.
City Council
March 15, 2011
Page 3
ATTACHMENTS:
A. Resolution No. 11-4725
B. Harris & Associates Proposal for Assessment Engineering Services for the
Citywide Lighting and Maintenance District for FY 2011-12, FY 2012-13, and FY
2013-14
RESOLUTION NO. 11-4725
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TEMPLE CITY ORDERING THE ENGINEER'S REPORT
REQUIRED TO LEVY THE LIGHTING AND MAINTENANCE
DISTRICT ANNUAL ASSESSMENTS FOR FISCAL YEAR
2011/2012
WHEREAS, on June 19, 1979, the City Council of the City of Temple City adopted
Resolution No. 79-1825 creating the Citywide Lighting Assessment District, pursuant to
the State of California Lighting and Landscape Act of 1972, as contained in Division 15 of
the Streets and Highways Code of the State of California; and
WHEREAS, the City Council, on May 7, 1991, adopted Resolution No. 91-3048
amending the existing Citywide Lighting Assessment District to include a maintenance
zone, thereby creating the Temple City Lighting and Maintenance District for the purpose
of funding other eligible programs, including traffic signal and tree maintenance services;
and
WHEREAS, the City Council, on March 16, 1999, adopted Resolution No. 99-3737
extending the duration of the Camellia Lighting District for an additional 20 years through
2019, per §18062 of the Streets and Highways Code of the State of California; and
WHEREAS, the Lighting and Landscape Act of 1972 requires the preparation of
an engineer's report to determine and adjust annual assessment rates for the Lighting
and Maintenance District.
NOW THEREFORE, the City Council of the City of Temple City does hereby
resolve as follows:
SECTION 1. The engineering firm of Harris and Associates, or another qualified
engineering firm as selected by the City, is hereby ordered to prepare and appropriately
file the engineer's report required to determine and adjust the City of Temple City Lighting
and Maintenance District assessments for fiscal year 2011/2012 in accordance with
Article 4 of the Lighting and Landscape Act of 1972.
SECTION 2. The engineer's report shall reflect provisions and related assessment
rate adjustment in compliance with Proposition 218, also referred to as "The Right to Vote
on Taxes Act," as approved by the voters of the State of California on November 5, 1996.
SECTION 3. The report shall be titled: "Engineer's Report for the City of Temple
City Lighting and Maintenance District Fiscal Year 2011/2012 Assessments."
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.
Resolution No. 11-4725
March 15, 2011
Page 2
PASSED, APPROVED, AND ADOPTED on this 15th day of March 2011.
MAYOR
ATTEST:
City Clerk
I, City Clerk of the City of Temple City, hereby certify that the foregoing resolution,
Resolution No. 11-4725, was adopted by the City Council of the City of Temple City at a
regular meeting held on the 15th day of March 2011 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
City Clerk
Harris & Associates,
Shaping the Future, One Project at a Time
March 4, 2011
Ms. Monica Molina
Financial Services Manager
City of Temple City
9701 Las Tunas Dr
Temple City, CA 91780
Re: Proposal for Assessment Engineering Services for the Citywide Lighting and
Maintenance District for FY 2011.12, FY 2012-13, and FY 2013-14
Dear Monica,
Per the City's Request we are providing this proposal for Assessment Engineering Services for the City's
Lighting and Maintenance District.
These services include the annual administration and levy services for the next 3 years starting with FY
2011-12 for the City's existing Lighting and Maintenance District previously established pursuant to the
Landscaping and Lighting Act of 1972.
Attached please find an Exhibit A, for attachment to a mutually agreeable contract, showing our proposed
Scope of Services, Schedule, Project Team and Estimated Fees.
Our team looks forward to continuing our working relationship with the City of Temple City. We would
welcome the opportunity to further discuss our proposal if you have any questions or comments.
Sincerely,
Harris & Associates
Joan E. Cox, PE
Vice President
Manager of Financial Engineering
Q:IProposalsltemple citylLLMD Adminlllmd admn 11-12 to 13-14 4marll.doc
34 Executive Park, Suite 150, Irvine, California 92614 (949) 655-3900 FAX (949) 655-3995 www.harris-assoc.com
EXHIBIT A
City of Temple City March 4, 2011
Proposal for Assessment Engineering Services
Citywide Lighting and Maintenance District — FY 201'1.12, FY 2012-13, and FY 2013-14 Page 1 of 3
Scope of Services
Annual Administration ! Assessment Levy Services
Provisions of the Landscaping and Lighting Act of 1972 will be used in completing the work. This
scope of work is based on the assumption that there will be no increases in assessment rates as defined
by Article XIIID of the California Constitution (Proposition 218) and the Proposition 218 Omnibus
Implementation Act. Additionally, this scope assumes that one (1) Engineer's Report will be
provided.
1. Research. Obtain all available information from the City regarding the district, including the current
assessment databases, electronic map files from the City, a listing of projected expenditures and
revenues and any additional information. Update the current database files with the latest Assessor's
parcel numbers and land use information.
2. Meetings and Coordination. Meet with City staff to review the district, receive budgets and
confirm schedule; conduct one status meeting in conjunction with the draft Engineer's Report and one
for the final Engineer's Report, if required; attend the City Council meetings considering the
Resolutions of Intention and the public hearings, and provide technical support and answer questions.
Total of up to five (5) meetings.
3. Engineer's Report. Prepare the Engineer's Report setting the annual assessment rates for the next
fiscal year based on budget estimates from City. Furnish up to three (3) copies of the draft Report for
review and comment. Furnish one electronic copy in PDF form, up to twenty (20) copies of the
finalized Report and one copy of the Preliminary Assessment Roll for processing and filing.
4. Submittal to County. After confirmation of assessments, prepare an Assessment Roll in electronic
format, as required by the County Auditor -Controller for inclusion of assessments on the property tax
bills. Submit the roll to the County and, after receipt of the County's exception report, make any
required corrections. Deliver up to two (2) hard copies of the accepted Assessment Rolls to the City
and a copy of the electronic file.
The following is a preliminary schedule for the annual assessment levy proceedings, which shows a
public hearing for the annual assessments being held in late June. This schedule may be revised as
needed by the City.
Preliminary Annual Assessment Levy Process Schedule
Task
Notice to Proceed / Initial Meeting
Est. Date
mid Mar -11
Feb I Marl Apr
■
May
Jun
Jul
Aug
Research and Database Update
late Mar -11
Receive Budgets from City
late Mar -11
Draft Engineer's Reports
early Apr -11
Review comments with City
mid Apr -11
Final Engineer's Reports
early May -11
Resolution of Intention
17 -May -11
1
Public Hearing
21 -Jun -11
1
Submittal to County
by10-Aug-11
Q:1Proposalsltemple city\LLMD Admin111md admen 11-12 l0 13-14 4marl l.doc
Harris & Associates-
EXHIBIT A
City of Temple City March 4, 2011
Proposal for Assessment Engineering Services
Citywide Lighting and Maintenance District — FY 2011-12, FY 2012-13, and FY 2013-14 Page 2 of 3
Responsibilities of the City
• Secure qualified legal counsel to provide legal advice to the City and Assessment Engineer.
• Provide resolutions required by the City Council and all legal notices, and schedule and agendize City
Council meetings and hearings as required under the Act.
• Provide the Assessment Engineer with budgets for all improvements to be maintained.
• Provide access to records and data for land use data, including electronic map files, and any other
pertinent information.
Project Team
Each of our team members has extensive assessment engineering and special financing experience. They
thoroughly understand the provisions and implications of Prop. 218, and have provided special and
general benefit analyses for all types of improvements. Additionally, this team successfully levied over
$56.6 million in assessments, fees and taxes on approximately one million parcels for the FY 2010-11
proceedings.
Project Manager - Joan E. Cox, PE will be the project manager and will be responsible for coordinating
all aspects of the project, maintaining a close liaison with the City and ensuring the City satisfaction
with the services. She will be the main point of communication between the project team and the
City and will direct the activities of the project.
Ms. Cox is a registered Professional Engineer in the State of California and has over 30 years of
assessment and financial engineering experience consulting to cities, counties and special districts
throughout the State of California. She has assisted agencies with the analysis of special benefit from
various types of improvements, in accordance with the requirements of Article X1IID of the
Califomia State Constitution (Proposition 218). She has prepared Engineer's Reports and
Assessment Diagrams, and has assisted with presentations to City Councils and property owners, the
preparation and mailing of notices and ballots, and ballot tabulation.
Throughout her 30 years of experience, Ms. Cox has developed a reputation for providing complete
and thorough reports, and meeting project deadlines and legally required timeframes.
Project Analyst - Carol J. Hill is responsible for the technical aspects of the annual administration and
formation processes, and will provide technical support for the project. This includes researching and
updating the current database with the new Assessor's data, providing database analysis and summary
information, processing the assessment notices and ballots, and coordinating with the County
Auditor -Controller's offices for assessment submittals for inclusion on the property tax bills. Ms.
Hill has 9 years of experience and has also been involved in the preparation and updating of
Assessment Diagrams and Boundary Maps using AutoCAD and ArcG1S applications.
Q:1Proposalsltemple city\LLMD Adminlllmd admn 11-12 to 13-14 4mar11.doc
Harris & Associates.
EXHIBIT A
City of Temple City March 4, 2011
Proposal for Assessment Engineering Services
Citywide Lighting and Maintenance District — FY 201142, FY 2012.13, and FY 2013-14 Page 3 of 3
Proposed Fee
Based upon our understanding of the scope of services and our experience on similar projects, Harris &
Associates will provide these services for a lump sum fee of $8,500 per year for the next three years.
Additional Services will be performed for a mutually agreeable fee and in accordance with our current
schedule of the hourly rates
Most indirect expenses (such as mileage, duplicating and postage) are included in the lump sum fees
shown above, except as noted.
Invoices for these services will be submitted monthly for services provided in the previous month and
shall be paid within 30 days of receipt.
Q:\Proposals\temple city\LLMD Admin111md admn 11-12 to 13-14 4marll.doc
H! Hams & Associates.