TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: DECEMBER 10, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
APPROPRIATION FROM THE EQUIPMENT AND FACILITY REVOLVING RESERVE TO ADDRESS DEFERRED PARK MAINTENANCE ITEMS AND AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH EXCEL LANDSCAPE MAINTENANCE FOR REPLENISHMENT OF ENGINEERED WOOD FIBER AT CITY PARKS (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
As established in Administrative Policy 10-25 (Reserve Policy), the City maintains a dedicated reserve fund for the purpose of addressing ongoing equipment and facility repair and/or maintenance, and/or the acquisition of needed amenities. Any use of these reserve funds is at the sole discretion of the City Council, and specific City Council action is required to authorize the use of any of the funds.
The reserve was established to fund the following types of equipment and facility repairs, replacements, and acquisitions:
a. Renovation projects pertaining to existing City buildings.
b. Replacement and refurbishment of furniture and other equipment utilized in City facilities.
c. Minor enhancements of City buildings, parks, and other facilities.
d. Safety equipment, emergency response equipment, recreation facilities equipment, etc.
Staff has identified several park projects for which the Equipment and Facility Revolving Reserve is proposed as a funding source. Most of these projects are small and do not require City Council approval. One of the proposed projects is replenishing the engineered wood fiber at City parks, which totals $63,000. Staff recommends entering into an agreement with Excel Landscape to provide engineered wood fiber at City parks.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Appropriate $100,000 from the Equipment and Facility Revolving Account to fund the cost of the improvements described in the staff report; and
B. Authorize the City Manager to enter into an agreement with Excel Landscape in an amount not to exceed $63,000 for the replenishing of engineered wood fiber at City parks.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Approve and fund only selected equipment and/or projects.
B. Request more information from staff.
FINANCIAL REVIEW
Staff has identified park fixtures that are in need of replacement and small projects for which the Equipment and Facility Revolving Reserve may be used. The projects and their estimated costs are summarized as follows:
|
Soap dispensers |
$ 2,000 |
|
Toilet seats |
$ 1,000 |
|
Toilet paper dispensers |
$ 2,000 |
|
Sinks |
$ 1,500 |
|
Wax rings |
$ 500 |
|
Faucets |
$ 2,000 |
|
Mirrors |
$ 2,000 |
|
Restroom signs |
$ 1,000 |
|
Partitions |
$ 20,000 |
|
Feminine hygiene disposal containers |
$ 1,000 |
|
Paint |
$ 2,000 |
|
Miscellaneous materials (tools, fasteners) |
$ 2,000 |
|
Engineered Wood Fiber Replenishment |
$ 63,000 |
|
Total |
$ 100,000 |
The total cost of the proposed fixture replacements and small park projects is $100,000. Staff recommends the use of Equipment and Facility Revolving Reserve funds for these projects. The current balance of the reserve is $1,154,662. Should the City Council approve the appropriation as recommended, the remaining balance in the Equipment and Facility Revolving Reserve be $1,054,662. Staff will continue to recommend that the City Council allocate a portion of any future General Fund surpluses to the replenishment of this reserve, should financial circumstances allow.
The cost to prepare this project and complete this report is estimated at $1,022. These costs are for staff time allocated to the project and are included in the operating budget of the Community Services Department.
ANALYSIS
The Equipment and Facility Revolving Reserve was established to fund ongoing equipment and facility repair and/or maintenance, and/or the acquisition of needed amenities for City programs. Staff has identified several such items and proposes the use of the reserve to fund them. Specific information related to each of the requested appropriations from the reserve is detailed below.
Park Restroom Improvements ($37,000) - Staff inventoried all City-owned park restrooms and developed a list of improvements needed at each park, with the exception of those parks that have new restroom facilities. Items that were considered include flooring, paint, fixtures, and partitions. Restroom fixtures include sinks, faucets, toilets, and paper and soap dispensers. Signage at park restrooms was also taken into consideration. Those park restroom floors that are currently painted will be stripped and sealed for easier maintenance and an improved appearance. Additionally, each park restroom will be repainted.
Engineered Wood Fiber Refurbishment ($63,000) - Several park playground surfaces have been converted from sand to engineered wood fiber. Although the Community Services Department budgets annually for a small amount of wood fiber, this amount covers only a light refill. A complete refurbishment of engineered wood fiber has not taken place since the fiber has been installed. The National Parks and Recreation Association (NPRA) sets requirements for playground safety, which includes the amount of fiber fill under playground equipment to provide a safe landing. Currently, several parks do not meet this threshold.
Excel Landscape maintenance provides minor refill of engineered wood fiber for City parks under their current park maintenance contract. Because Excel Landscape is our current provider of wood fiber, staff reached out to Excel Landscape for a proposal to replenish the fiber fill at all City playgrounds. Excel Landscape provided a quote of $63,000 to refurbish fiber fill to meet NPRA safety standards.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager