Title
Consider/Discuss/Act on a Resolution Establishing a Policy for Median Maintenance Reimbursement Agreements
Summary
COUNCIL GOAL: Operational Excellence
MEETING DATE: March 15, 2016
DEPARTMENT: Parks, Recreation and Open Space
CONTACT: Rhoda L. Savage, Director
RECOMMENDED CITY COUNCIL ACTION: Approve Resolution
ITEM SUMMARY:
• At the request of the City Council, a policy related to future Median Maintenance Reimbursement Agreements has been prepared.
• Approval of the attached Resolution will adopt the policy thence allowing guidance to staff on both an existing agreement as well as future agreements between the City and outside entities.
• The policy allows for the City to enter into partnerships with outside agencies to allow for enhancements to and maintenance of public roadways including medians and rights-of-way.
• The policy is intended to assist with the application process, determine eligibility for potential partnerships, and establish an expectation of the level of financing for both parties.
• The policy also references a “standard” for design. (Please note that a median design standard does not currently exist. Subsequent to the policy approval, staff would prepare the design standards as an addition to the Park Master Plan for an additional fee of $30,000 +/- 10 %.)
• The additional fee would allow for inclusion of a Streetscape Chapter which will define the needed design standards including: street typology; landscaping criteria; recommended materials and plants; designated portal opportunities; branding recommendations; and intersection treatments.
• If the City Council so desires, staff will proceed with the addition of a streetscape plan to the master plan process, and amend the budget accordingly.
• The policy also establishes a reference to the financial commitment of the outside entity.
• The outside entities’ financial commitment can be determined based on landscape design fees, installation costs, maintenance costs or a combination of all three.
• The City’s financial commitment shall be established based on actual proven costs paid by the outside agency for maintenance of the area.
• The level of reimbursement shall not be greater than a 1:1 ratio with a maximum not to exceed amount that is comparable to the cost for maintaining irrigated athletic game field turf.
BACKGROUND INFORMATION:
• There is currently one median maintenance reimbursement agreement in place with the Stonebridge Ranch Community Association.
• McKinney has contracted with the Stonebridge Ranch Community Association since January 1994 allowing the City to reimburse them for a portion of their cost for median maintenance including: mowing; bed maintenance; chemical applications; tree and shrub trimming; irrigation repairs; watering; and plant replacement.
• City Council authorized execution of a Maintenance Reimbursement Agreement with Stonebridge Ranch Community Association on December 1, 2014.
• The Stonebridge Ranch Community Association covered median area is approximately 49.40 acres.
• The Agreement has been renewed at 2-year intervals since 1994.
• The existing Agreement expires on December 31, 2016.
• The Stonebridge Ranch Community Association establishes their annual budget in October of each year.
• The City begins its budget process in February of each year.
• City Council requested staff prepare a policy related to this item as needed for budgeting at the appropriate level.
• A policy establishing the City’s level of participation would be beneficial in preparation of both the City and Stonebridge Ranch Community Association’s annual budget.
• Timing is perfect for a policy to be prepared as needed for both parties to prepare upcoming budgets.
• The policy timing is also perfect if the City Council is interested in the added scope for the park master plan to include a streetscape component.
FINANCIAL SUMMARY:
• Last year, the Stonebridge Ranch Community Association spent over $16,000 per acre to maintain their medians within their development.
• Funds for the Agreement between the City and Stonebridge Ranch Community Association are included in the FYE 2016 Budget, Account No. 001-4306-453-8537.
• Funds will be added to the FYE 2017 budget pending City Council direction.
• If this resolution is approved by the City Council, the median maintenance agreement would be renewed for an additional two year term beginning in January 2017 and terminating in December 2019 with the same level of funding from each entity.
• The resolution also allows the City Manager authorization for future renewals.
• Approval of this policy will also allow future partnerships for median landscaping and maintenance to be considered in a manner consistent with the direction of the City Council.
BOARD OR COMMISSION RECOMMENDATION:
• At their February meeting, the PROS Board voted to recommend City Council approve the Resolution.