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HomeMy WebLinkAboutItem X_1 AGENDA REPORT DATE: August 13, 2001 TO: Honorable Mayor and City Council THRU: John B. Bahorski, City Manager FROM: Ross Pounds, Interim Director Parks, Recreation and Community Services SUBJECT: APPROVAL OF REQUESTS FOR PROPOSAL FOR STREET TREE MAINTENANCE SERVICES SUMMARY OF REOUEST: The proposed City Council action will approve the request for proposal to initiate the proposal process so that a contract may be awarded for street tree maintenance services. BACKGROUND: This action consists of requesting proposals from qualified services to provide city-wide street tree maintenance services within the City. During the budget process, an analysis of street tree maintenance was presented along with a funding deficit for the service fees collected for the service. Council directed staff to pursue raising the service fee to close the deficit and obtain bids from contract firms for street tree maintenance. It is also prudent that a request for proposals be initiated since the existing contract for street tree maintenance services originated in November of 1994. FISCAL IMPACT: In the past, our General Fund made up the funding deficit for street tree maintenance. Contracting street tree maintenance service will prove to be more cost effective regardless of the alternative since the level of service will be matched to the funding. Agenda Item RECOMMENDATION: It is recommended that the City Council approve the request for proposal to authorize staff to initiate the proposal process. 12, / o- - ✓ti Ross Pounds, Interim Director of Parks, Recreation, and Community Services NOTED AND APPROVED: Street Sweeping Frequently Asked Questions Schedule for Increasing Street Tree Maintenance Fees Public Notice for Increasing Street Tree Maintenance Fees Street Tree Maintenance Service Specifications and Standard Drawings Agenda Item Attachment: Street Tree Maintenance FAQ STREET TREE TRIMMING AND MAINTENANCE: FAQ Why are trees trimmed? The City of Seal Beach maintains approximately 5,000 trees on public property with plans to enhance our urban forest over the next few years. Adequate funding is necessary to maintain the City's existing forest and to care for new trees that have been planted. An investment in a consistent tree trimming and maintenance program helps to ensure healthy trees and a high quality appearance in our community. The City trims trees on a two to three year grid trimming cycle, maintaining approximately 1,200 trees annually. Trees in the downtown area are trimmed on an annual basis. A regular trim cycle helps to reduce the potential risk of damage from falling limbs, etc. Maintaining a consistent program in the City also enhances the appearance of the trees. However, other types of maintenance must be performed regularly in addition to tree trimming to ensure a healthy urban forest. Tree maintenance also includes the removal, replanting and root pruning of trees. Maintenance also includes providing root barriers when appropriate, soil replacement, sidewalk grinding and repair or replacement of curbs and gutters damaged by the city's trees. How is the tree trimming and maintenance service paid for? The City currently collects approximately $36,000 through its tree trimming fee. Council instituted an ordinance in 1988 to collect such community service fees. These fees have never been raised. The costs for tree maintenance service as described in the previous section are currently not covered in the existing assessment fee that was established by City Council in 1988. The total cost for tree trimming and maintenance is approximately $55,000 annually. Why is the fee being raised? There is an approximate $19,000 shortfall between funds that are currently being collected and how much the service costs. Implementation of an assessment fee that will include the cost of tree maintenance with tree trimming ensures that services for removal and replacement of trees and gutters as well as sidewalk replacements will continue. What would happen if fees were not raised? Since the City does not want to have its tree trimming service operate in a funding deficit, frequency of service would need to be reduced depending upon the contract price obtained from the service provider. This could mean reducing levels of street tree maintenance that could impact neighborhood aesthetics and increase hazardous conditions. How can I get more information? Please contact Ross Pounds, at the Parks, Recreation, and Community Services Department at (562) 431- 2527 ext. 326 for more information or e-mail him at rooundsc5ci.seal- beach.ca.us. Attachment: Schedule for Increasing Street Tree Maintenance Service Fees REVISED SCHEDULE OF EVENTS FOR INCREASING STREET SWEEPING AND TREE TRIMMING FEES STEP DATE 1. Notice of proposed fee increase, the amount of the fee, At least 45 days prior to the basis by which the amount was calculated, the reason the public hearing. for the fee, and the date, time and place of a public hearing on the fee is mailed to all property owners (August 10, 2001) affected by the fee increase and any interested party requesting such notice. 2. Notice of proposed fee increase and the date, time and At least 10 days prior to place of the public hearing is published. public hearing. (September 14, 2001) 3. Notice of proposed fee increase and the date, time and At least 5 days after the place of the public hearing is published for the second first publication. time. (September 19, 2001) 4. City Council holds public hearing. At least 45 days after notice is mailed and 10 days after notice first published. (September 24, 2001) 5. In the absence of a majority protest, City Council adopts At the conclusion of the resolution recommending the proposed fee increase and public hearing. order the submission of the proposed fee increase to a vote of the affected property owners or to the electorate residing in the affected area. 6. Fee Increase is submitted to a vote of the affected At least 45 days after property owners or to the electorate residing in the the public hearing. affected area. 7. If approved by a majority of the affected property owners Effective date specified or two- thirds of the electorate casting votes, the fee in the ballot. increase goes into effect. 57296\0001 \662020.1 Attachment: Public Notice for Increasing Street Tree Maintenance Fees NOTICE OF PUBLIC HEARING IN CONNECTION WITH CITY OF SEAL BEACH PROPOSED TREE TRIMMING RATE INCREASE NOTICE IS HEREBY GIVEN that the City Council of the City of Seal Beach proposes to adopt a resolution approving an increase in the monthly tree trimming fees commencing with fiscal year 2001 -02 and ordering the proposed increase be submitted to a vote of the affected property owners. The tree trimming fees are levied pursuant to Chapter 22A of Seal Beach Municipal Code to pay for the direct costs of services furnished by the City. The tree trimming services currently provided by the City include only use trimming. The current tree trimming fees cover approximately sixty -five percent (65 %) of the actual costs incurred by the City in providing this service . The City plans to expand the tree trimming services provided to include grinding as well as sidewalk and curb removal and replacement as necessary. The indusion of sidewalk and curb improvements will allow the City to improve its infrastructure and enhance its ability to preserve the city's urban forest. The proposed increase in tree trimming fees is necessary to pay for the ongoing costs of providing them additional tree trimming services in the City. The tree trimming fees charged to each property owner are based on the land use of a parcel. The current and proposed formula for calculating the tree trimming charges by land use are set forth in Table A. The anent amount levied against each parcel and the proposed increase for fiscal year 2001 -2002 are set forth in Table B. In subsequent fiscal years, the amount of the tree trimming fees may be increased automafically by the annual increase in the Consumer Price Index for all Urban Consumers for the Los Angeles- Anaheim - Riverside Area, not to exceed seven percent per year. Table A —Tree Trimming Fee Formula by Land Use Land Use Current Formula Proposed Formula Single Family Dwelling $0.50 per dwelling/month $2.08 per dwelling/month Multiple Residential Dwelling $0.30 par dwelling umt/month $1.25 per dwelling unit -month Non Residential Property $0.50 per water meter /month $2.08 per water meterlmonth Commercial and/or office centers coned $0.50 per water meter /month $2.08per water meter/month CO, Cl, or C2 (with a minimum of 3.5 or or acres) $0.01 per linear fooVmonth $0.04 per linear fooVmorth whichever is -eater whichever is realer Manufacturing uses $0.50 per water meter /month $2.08 per water meterlmonth or or $0.01 per linear foot/month $0.04 per linear footimonth whichever is greater) whichever is greats r Bixby Old Ranch Country Club $0.50 per water meter /month $2.08 per water meter/month or or $0.01 per linear foot/month $0.04 per linear fooNmonth whichever is greater) whichever is greater) Public and Institutional Uses $0.50 per water mater/month $2.08 per water meter or or $0.01 per linear footimonth $0.04 per linear foot whichever is reater whichever is greater) Vacant Properties with a minimum total $0.50 per water meter /month $2.08 per water meter/month lot size of 2.5 acres or or $0.01 per linear foot/month $0.04 per linear footlmonth whichever is reater whichever is reater Sb7296 \0001 \660755 -1 Table B- Tree Trimming Fees by Land Use Land Use Current Monthly Fee Proposed Monthly Fee Single Family Dwelling $0.50 per dwelling $2.08 per dwelling Multiple Residential Dwelling $0.30 per dwelling unit $1.25 per dwelling unit Non Residential Property $0.50 per water meter $2.08 per water meter Seal Beach Trailer Park APN 199-011 - $65.10 $270.82 River Beach Condos APN 199-012 -1 $18.00 $74.88 Boeing APN 95-010 -54 $91.00 $378.56 Oakwood Apartments APN 43- 160-50 $213.50 $888.16 Bixby Ranch Country Club APN 130-012 -16 $32.00 $133.12 Bixby Ranch Tennis Club APN 130 -014-07 $36.00 $149.76 NOTICE IS HEREBY FURTHER GIVEN that on the 24th day of September, 2001, at 7:00 P.M. in the Council Chambers at City Hall, located at 211 85 Street, Seal Beach, California, 90275, a public hearing will be held on the above. described fee increase. At the public hearing, the City Council will hear and consider all objections or protests to the proposed ordinance and report. If the City Council adopts the proposed resolution, the proposed fee increase will be submitted to a vole of the affected property owners. Said vote will be conducted by mail - ballot election. City Clerk City of Seal Beach Sb7296 \0001\660755 -1 Attachment: Street Tree Maintenance Service Specifications and Standard Drawings