HomeMy WebLinkAboutPW Pt. San Pedro Median Assessment District; Engineer's Report 2015orry 01�..
Agenda Item No: 3. k
Meeting Date: 7/6/2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by:
�� � � " � � � ���� City Manager Approval 111 (4�" �^
Acting Director of Public Works
File No.: 03.01.180.03
TOPIC: Point San Pedro Road Median Landscaping Assessment District
SUBJECT: Point San Pedro Road Median Landscaping Assessment District: Engineer's
Annual Report
RECOMMENDATION: Staff recommends the following actions:
1. Adopt Resolution Directing Filing of Engineer's Annual Report 2015/2016
2. Adopt Resolution Approving Engineer's Annual Report 2015/2016
3. Adopt Resolution of Intention to Order Improvements and Setting Public Hearing on
Annual Assessment for City Council Meeting of July 20, 2015.
BACKGROUND: The Point San Pedro Road Median Landscaping Assessment District was
formed to generate revenue to reconstruct, repair and maintain the 29 median islands along Point
San Pedro Road, from Union St. to Biscayne Drive. These medians are located within the City
limits of San Rafael and the immediate contiguous unincorporated area of the County of Marin.
Existing plants and irrigation infrastructure had deteriorated over time. Due to a lack of capital
project funds and significant staff cutbacks, the City and County had reduced median
maintenance to little more than trimming to control overgrowth.
As a result many properties owners in close proximity to Point San Pedro Road undertook an
effort to form an assessment district to fund the capital costs associated with construction and
restoration of the landscaping as well as ongoing maintenance and operation of those
improvements. Ultimately, in 2011, the City Council initiated proceedings and declared their
intention to establish a special benefit assessment district pursuant to the provisions of the
Landscaping and Lighting Act of 1972. The City conducted a property owner ballot for the
FOR CITY CLERK ONLY
File No.: & -S'&
Council Meeting: te)`' 20/S
Disposition: ! r'O- t.U;fovs 134'5-1 l /-9%.01 /3y6,/
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
proposed District assessments and held a noticed public hearing on June 20, 2011 to consider
testimony regarding the formation of the District and the levy of assessments. On June 22, 2011
the City Council confirmed the results of that ballot, with 61.39% of the ballots in favor of the
assessments and 38.61% opposed. On June 22, 2011, the City Council approved and adopted the
formation of the District and ordered the levy and collection of assessments for fiscal year
2011/2012, the first year's annual assessments.
ANALYSIS: In order to comply with provisions of the Landscaping and Lighting Act of 1972,
the City Council must take certain actions on an annual basis. Assessments collected by the
District must be allocated annually after an appropriate public hearing, to be held this year on
July 20, 2015.
FISCAL IMPACT: The Annual Assessment Rate for a typical single-family dwelling located in
the Assessment District will be unchanged for FY 2015-2016 at $79.50: $53.60 for bond debt
service for capital improvements plus $25.90 for ongoing maintenance of landscaping and
irrigation infrastructure.
The revenues generated by levying Assessment District property owners paid for the "Point San
Pedro Road Medians Landscaping Improvement" capital project, which was completed on March
29, 2013 and accepted by Council on May 19, 2014, following a 1 -year maintenance period. The
total project cost was $1,703,245, which includes expenditures for design, construction and
construction management. Annual maintenance of Assessment District improvements is
estimated to cost $79,260.
OPTIONS:
1. Adopt Resolution Directing Filing of Engineer's 2015/2016 Annual Report
2. Adopt Resolution Approving Engineer's 2015/2016 Annual Report
3. Adopt Resolution of Intention to Order Improvements and Setting Public Hearing on
Annual Assessment for City Council Meeting on July 20, 2015.
ACTION REQUIRED: Adopt Resolutions (3)
Enclosures: Resolutions (3)
Willdan Financial Services Engineering Report
RESOLUTION NO. 13959
RESOLUTION DIRECTING FILING OF ENGINEER'S ANNUAL
REPORT 2015/2016
POINT SAN PEDRO ROAD MEDIAN LANDSCAPING ASSESSMENT DISTRICT
(Pursuant to the Landscaping and Lighting Act of 1972)
The City Council of the City of San Rafael resolves:
1. Willdan Financial Services is designated by this Council as the Engineer
of Work for Point San Pedro Road Median Landscaping Assessment District, City of San
Rafael, Marin County, California, and is hereby directed to file with the City Clerk an
annual report for fiscal year 2015-2016 in accordance with the provisions of the
Landscaping and Lighting Act of 1972.
2. This resolution is adopted pursuant to Section 22622 of the Streets and
Highways Code.
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I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
Council of said City on the 6 1 day of July, 2015, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
ESTHER C. BEIRNE, City Clerk
File No.: 03.01.180.03
RESOLUTION NO. 13960
RESOLUTION APPROVING ENGINEER'S ANNUAL REPORT 2015/2016
POINT SAN PEDRO ROAD MEDIAN LANDSCAPING ASSESSMENT DISTRICT
(Pursuant to the Landscaping and Lighting Act of 1972)
The City Council of the City of San Rafael resolves:
1. Willdan Financial Services, as designated Engineer of Work for Point
San Pedro Road Median Landscaping Assessment District, has filed with the City Clerk an
Engineer's Annual Report for fiscal year 2015-2016 in accordance with the provisions of
the Landscaping and Lighting Act of 1972.
2. The aforementioned Engineer's Annual Report, on file with the City
Clerk, is approved as filed.
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I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
Council of said City on the 6`h day of July, 2015, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
,-�4ka`' Q - -getl?w
ESTHER C. BEIRNE, City Clerk
CITY OF SAN RAFAEL
RESOLUTION NO. 13961
RESOLUTION OF INTENTION TO ORDER IMPROVEMENTS AND
SETTING PUBLIC HEARING ON ANNUAL ASSESSMENT FOR CITY
COUNCIL MEETING ON JULY 20, 2015
POINT SAN PEDRO ROAD MEDIAN LANDSCAPING ASSESSMENT DISTRICT
(Pursuant to the Landscaping and Lighting Act of 1972)
The City Council of the City of San Rafael resolves:
1. The City Council intends to levy and collect assessments within Point
San Pedro Road Median Landscaping Assessment District, City of San Rafael, Marin
County, California, during the fiscal year 2015-2016. The area of land to be assessed is
located in the City of San Rafael, Marin County.
2. In accordance with this Council's resolution directing the filing of an
Engineer's Annual Report, Willdan Financial Services, Engineer of Work, has filed with the City
Clerk the report required by the Landscaping and Lighting Act of 1972. All interested persons
are referred to that report for a full and detailed description of the improvements, the boundaries
of the assessment district and the proposed assessments upon assessable lots and parcels of land
within the assessment district.
year.
3. The proposed assessment does not increase the assessment from the previous
4. On Monday, the 201h day of July, 2015 at the hour of 7:00 o'clock P.M., the
City Council will conduct a public hearing on the question of the levy of the proposed annual
assessment. The hearing will be held at the meeting place of the City Council located in the
Chambers of the City Council, 1400 Fifth Avenue, San Rafael, California.
5. The City Clerk is authorized and directed to give the notice of hearing
required by the Landscaping and Lighting Act of 1972 by publishing a copy of this resolution
once in the Marin Independent Journal, publication to be completed not less than ten (10) days
before July 20, 2015.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
Council of said City on the 6`h day of July, 2015, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
j�IL --- R.Q, X' --e .
ESTHER C. BEIRNE, City Clerk
M
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL /AGENCY.
SRCC AGENDA ITEM NO. 3 . K
DATE OF MEETING: July 6, 2015
FROM: Kevin McGowan
DEPARTMENT: Public Works
DATE: June 18, 2015
TITLE OF DOCUMENT: Point San Pedro Road Median Landscaping Assessment District:
Engineer's Annual Report
( 4, 1,— //, ('�,' (
Departnt ead (signatur )
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL/ AGENCY
AGENDA ITEM:
City Manager (signature)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)
File No.: 03.01.180.03
Esther Beirne
From:
Richard Landis
Sent:
Monday, July 06, 2015 12:00 PM
To:
Kevin McGowan
Cc:
Esther Beirne
Subject:
Assessment District Fees
KIM
FYI:
WHIdan fee for Int,. yarn Pedro AD expenses: . 5,200 (2,993 Ipaarc6s)
* CSW tee for Baaypo'int Lagoons AIS expenses: $4,900 (106 paIrcels)
IRS chard Landis
Public Works Adrrnilnlstradve Manager
415 485_,. 3...H" 4
415....485-3334 (fax)
From: Kevin McGowan
Sent: Monday, July 06, 2015 10:27 AM
To: hagertykm
Cc: Richard Landis; Leslie Blomquist (G Q.uallanna;uliiia::�r;9,;,,,a;c); Alan Schaevitz
Subject: RE: The Annual Point San Pedro Road Median Landscaping Assessment District Report
HeIlo IKev4i,
I was not awaaire of the extra effort made last year by Nader regar&ig addidornal rmt ication 10 the Road CoaHton. II- e
lnroiaaWy rnnade that effort based on the fact that the work was recently cornn1ple1ed and wanted 10 recognize the
oalifiorn for helpirng within the process of getflirig the work comps eted.
S4ic:e there are no rrBaior chalrn ;es in the assessment district this year, I was not a �rndciM'.:iafln any ussue vrWi'the report and
instructed our staff 10 move forward vfth br1inguing finis 10 CoarurnCH,
I will Irnaalke Irrnore of an effort next year to rnolify you arid the Ooalllioun a Htfle sooner Inext year. We tradiflonally try 10
get aall the Assessment Districts 10 Cou ncill °urn the month of.1u.uly in order to make the UnieU ne folr the tax assessor.
Thank you for taking a Ioolk at the report and Ieffing Inrnne know about the prelilrrniunary unotfficatiorn that occaaunred Iaast year.
Very truly yours,
Keva n McGowan
AchingAcflng Funinlic Works Mirectolr
415 A-85-3389
O
From: hagertykmIlli �a i��uµ , iIki mull nc=]
Sent: Friday, July 03, 2015 11:27 AM
To: Kevin McGowan
Cc: Kati Miller; Jim Dickson; Alan Schaevitz; Bonita Marmor; Denise Lucy; Sara Jensen; Dave Cruther
Subject: The Annual Point San Pedro Road Median Landscaping Assessment District Report
Kevin:
I monitor on a regular basis, the City Council agendas to see if there are any items that
pertain to the areas within the Point San Pedro Road Coalition's jurisdiction. Yesterday,
upon receiving a notice of the July 6th Council agenda, I noticed that there was
an item that pertains to the the Point San Pedro Road Median Landscaping Assessment
District Annual Report. The Council is scheduled at its July 6 meeting to set up a public
hearing date of July 20 to solicit comments and to then take action on approving this
year's Assessment District annual report. A copy of the draft report was included with
the July 6 agenda items.
As Chairman, of the Coalition's Roadway Committee, I am concerned and disappointed
that I or the Coalition was not notified of the timing of Council action and that we were
not given the opportunity to review the draft report prior it going to the Council. Last
year, Nader had provided us with an draft copy of the report in which we read and
reviewed with City staff that resulted in some changes to the document prior to it be
submitted to Council.
It has been and will continue to be my desire to resolve any issues with the annual
report with City staff in advance of the Council meetings instead of having to bring
them up at the Council meetings. The best scenario is what happened last year. We
were able to review the document and resolve some minor issues with staff prior to the
council meeting and then I showed up at the Council Meeting to support staff's
recommendations and also to commend City staff for working closely with us on this
project.
Jim Dickson, our Roadway Committee Median Maintenance Subcommittee Chairman
and I are in the process of reviewing the annual report now and will provide you with our
feedback soon.
In the future, I do ask that you or your staff provide the Coalition with advance notice of
items that impact East San Rafael residents so that we given the opportunity to work
with you and your staff in a more effective manner.
Kevin Hagerty
Chairman, Roadway Committee
Point San Pedro Road Coalition
2
Esther Beirne
From: Nancy Mackie
Sent: Monday, July 06, 2015 1:52 PM
To: hagertykm
Cc: Kati Miller; Jim Dickson; Alan Schaevitz; Bonita Marmor; Denise Lucy; Sara
Jensen; Dave Cruther
Subject: RE: Point San Pedro Road Median Landscaping Assessment District Levy
Hi Kevin
You ask that before the "City Council formally approves the assessment for the coming year that
members of Roadway Committee be given the chance to meet with appropriate City staff to review
with them the figures in the report so that we are comfortable that there are adequate resources
allocated to maintain this asset" . You can be assured that the Council will not take action to apFrove
the assessment until they hold a public hearing. The City Council will hear this item on July 20t at
the public hearing we are setting for this with tonight's action on the consent calendar.
We will be publishing notice of the hearing later this week. You and your neighbors can talk to staff
before the Council meeting on the 20th and of course can speak at the hearing before Council. In
the future will work harder to give you even more notice than the formal public hearing notice time
period, but right now, I believe there is ample time to review and discuss any issues before the
Council meeting on July 20th. Sorry to have disappointed anyone with too little notice- please do not
interpret that as not recognizing the importance and value of this partnership.
Sincerely,
Nancy
From: hagertykm [upnpllV:,V::n iitl.hu V u:i niu mrtmll�
Sent: Monday, July 06, 2015 10:53 AM
To: Nancy Mackie
Cc: Kati Miller; Jim Dickson; Alan Schaevitz; Bonita Marmor; Denise Lucy; Sara Jensen; Dave Cruther
Subject: Point San Pedro Road Median Landscaping Assessment District Levy
Nancy:
The Point San Pedro Road Median Landscaping Assessment District resulted from some
East San Rafael area residents taking the initiative to address a problem that the City
and County was unable to handle as a result of the lack of resources.
As a result of efforts of these residents the City, the County and area residents have a
beautiful landscaped median along PSPR.
It is important for the City to recognize that if this partnership is to continue to be
successful in the future that that area residents be involved in decisions that affect the
medians for which we are annually taxed. The PSRR Coalition's Roadway Committee has
been working closely with the City's Public Works Department staff successfully on an
on-going basis on median maintenance issues.
1
Thus we were very surprised and disappointed when we discovered that the 2015/16
Engineer's Annual Levy Report for the Point San Pedro Road Median Landscaping
Assessment District with its recommendations was submitted to the City Council without
an opportunity for us to review the information, ask questions and be assured that what
is being recommended is acceptable to us, the people who are paying the assessment
tax.
The figures in the report identify proposed costs for FY2015/16. However, there is no
information on what the costs were for FY2014/15, which would help provide us with
useful information as to whether the proposed costs for the coming year are
reasonable. Are there adequate funds for pay for plant replacement or increases in
watering costs should the rates go up? What is the City's contingency plan for the care
of the medians should the drought restrictions be tightened?
We ask that before the City Council formally approves the assessment for the coming
year that members of Roadway Committee be given the chance to meet with
appropriate City staff to review with them the figures in the report so that we are
comfortable that there are adequate resources allocated to maintain this asset.
Kevin Hagerty
Chairperson, Roadway Committee
Point San Pedro Road Coalition
19