Title
Consider/Discuss/Act on a Recommendation to City Council to Consider Approval of a Resolution Establishing a Policy for Maintenance Reimbursement Agreements
Summary
MEETING DATE: February 11, 2016
DEPARTMENT: Parks, Recreation and Open Space
CONTACT: Rhoda L. Savage, Director
RECOMMENDED PROS BOARD ACTION:
• Recommend City Council consider approval of the attached Resolution.
ITEM SUMMARY:
• At the request of the City Council, a policy related to future Maintenance Reimbursement Agreements has been prepared.
• 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.
• A Resolution allowing for the adoption of this policy is attached.
• The Resolution is intended to assist with the application process, determining eligibility for the partnership, and establishing an expectation of the requirements for both parties.
• The policy also references a “standard” for design. That standard does not currently exist, but could be prepared as part of the Park Master Plan process for an additional fee of $26,000.
• The additional fee would allow for the addition of a Streetscape Chapter which would include a recommendation on street typology, landscaping, material use, portal opportunities, branding, and intersection treatments.
• Based on the desire of the City Council, staff will proceed with the addition of a streetscape plan to the master plan process.
• The financial commitment of the outside entity will determine the level of financial assistance allowed by the City.
• The outside entities’ financial commitment can be determined based on installation costs, maintenance costs or a combination of both.
• The City’s financial commitment shall be established based on actual proven expenditures and an annual reimbursement at a 1:1 ratio with a maximum not to exceed amount that is comparable to the cost for maintaining irrigated athletic game fields.
BACKGROUND INFORMATION:
• There are currently two maintenance reimbursement agreements in place: Stonebridge Ranch and Craig Ranch.
• McKinney has contracted with the Stonebridge Ranch Community Association since January 1994 on a Median Reimbursement Agreement for median maintenance including: mowing; bed maintenance; chemical applications; tree and shrub trimming; irrigation repairs; watering; and plant replacement. This precludes the City from having City crews maintain those areas.
• City Council authorized execution of a Maintenance Reimbursement Agreement with Stonebridge Ranch Community Association on December 1, 2014.
• The 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:
• The Stonebridge Ranch Community Association spends over $8,000 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 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.
• Approval of this policy will also allow future partnerships for median landscaping and maintenance to be considered in a manner that is mutually beneficial to all parties.
BOARD OR COMMISSION RECOMMENDATION:
• NA