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HomeMy WebLinkAboutReso 2018-045 - Revise City Council Policies RESOLUTION NO. 2018-045 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING REVISING CITY COUNCIL POLICIES: 416 - ROLLING STOCK REPLACEMENT FUND; 422 - EQUIPMENT REPLACEMENT FUND; AND 1502 - OWNER/DEVELOPER PARTICIPATION AGREEMENTS; AND RESCINDING CITY COUNCIL POLICY 1702 - CREDIT FOR PARK AND RECREATIONAL FACILITIES; AND ADOPTING NEW CITY COUNCIL POLICY 427 - RECREATION TECHNOLOGY FUND WHEREAS, the Redding City Council has previously approved Council Policies 416, 422, and 1502; and WHEREAS, revisions to the above Policies are appropriate to better comply with current practices and laws; and WHEREAS, the implementation of the Recreation Technology Fee can best be administered through an established Recreation Technology Fund as outlined in newly proposed City Council Policy 427; and WHEREAS, the core concepts of City Council Policy 1702 have been incorporated into changes proposed in City Council Policy 1502 making Policy 1702 redundant; NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Redding that revising City Council Policies: 416 - Rolling Stock Replacement Fund; 422 - Equipment Replacement Fund; and 1502 - Owner/Developer Participation Agreements; and rescinding City Council Policy 1702 - Credit for Park and Recreational Facilities; and adopting new City Council Policy 427 - Recreation Technology Fund are hereby adopted in the form attached hereto. I HEREBY CERTIFY that the foregoing resolution was introduced and adopted at a regular meeting of the Redding City Council on the 15th day of May, 2018, by the following vote: AYES: COUNCIL MEMBERS: McElvain, Sullivan, Weaver, Winter, & Schreder NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None KRISTEN SC ER, Mayor ATTEST: FORM APPROVED: 1.17 4,1 LhI 7. PAMELA MIZE, Ci Clerk BARRY E. DeWALT, ity Att s rney CITY OF REDDING, CALIFORNIA COUNCIL POLICY SUBJECT RESOLUTION POLICY PAGE NUMBER NUMBER ROLLING STOCK REPLACEMENT FUND 95-178 416 08-01-95 1 BACKGROUND The City has established a Rolling Stock Replacement Fund to accumulate resources to purchase rolling stock (i.e., vehicles and related equipment). The purpose of establishing the Rolling Stock Replacement Fund was to manage rolling stock resources in the most efficient manner possible. To provide departments with the mechanism to manage their rolling stock, the City needs to establish a formal policy regarding appropriation of funds for rolling stock. PURPOSE This policy would authorize department heads, with the City Manager's approval, to transfer funds accumulated in the Rolling Stock Replacement Fund to the originating division's budget where the funds could be expended for rolling stock. POLICY The City of Redding has established a Rolling Stock Replacement Fund to accumulate resources to purchase rolling stock. The Rolling Stock Replacement Fund shall accumulate resources from the sale of rolling stock, interest earnings and cash transfers from the various divisions of the City. Except as described below, all cash transfers to the Rolling Stock Replacement Fund need Council approval either in the biennial budget or by amendment to the budget. A separate accounting of each division's transfers in, sale of rolling stock, interest earnings and transfers out will be maintained for the Rolling Stock Replacement Fund. On occasion, divisions may have the opportunity to receive reimbursement for the use of City vehicles, such as compensation for damage resulting from vehicles assigned to mutual aid efforts or when a grantor allows the City to bill the grant for City owned equipment on a per-use basis. With prior City Manager approval, these reimbursements may be deposited in the division's Rolling Stock Replacement Fund for future vehicle replacement. Transfers pertaining to per-use rental charges that have been charged to a grant will be held in a reserve status until the reimbursement has been received. Once reimbursement is received from the funding agency, the revenue will be transferred administratively to the Rolling Stock Replacement Fund. Per-use rental charges will be generated using rates that do not include profit. The rates used for FEMA related charges should correspond to those approved on FEMA's "Schedule of Equipment Rates". Other approved sources would include the Rental Rate Book maintained by Caltrans. No rolling stock will be purchased in the Rolling Stock Replacement Fund.To purchase rolling stock, cash will be transferred from the Rolling Stock Replacement Fund to the originating division's budget. All cash transfers to the Rolling Stock Replacement Fund, along with revenue generated from the sale of rolling stock and interest earnings, may be transferred back to the originating division's budget and expended for rolling stock in that division at the request of the department director. Council approval for the appropriation of funds is not necessary if the division's request does not exceed the cash accumulated in the Rolling Stock Replacement Fund. \\CORFP60\USERS$\SHEETZ\AppData\Roaming\IQM2\MinuteTraq\reddingcityca@reddingcityca.IQM2.com\Wor k\Attachments\8003.d o cx �, CITY OF REDDING, CALIFORNIA " COUNCIL POLICY SUBJECT RESOLUTION POLICY PAGE NUMBER NUMBER ROLLING STOCK REPLACEMENT FUND 95-178 416 08-01-95 2 PROCEDURE Transfers from the Rolling Stock Replacement Fund to the originating division's budget via an appropriation transfer request (reference Council Policy 401). \\CORFP6O\USERS$\SHEETZ\AppData\Roaming\IQM 2\M inuteTraq\reddingcityca@reddingcityca.IQM 2.com\Wor k\Attachments\8003.d ocx CITY OF REDDING, CALIFORNIA COUNCIL POLICY SUBJECT RESOLUTION POLICY EFFECTIVE PAGE NUMBER NUMBER DATE EQUIPMENT REPLACEMENT FUND 2001-103 422 07-01-01 1 BACKGROUND The City has established a Replacement Fund to accumulate resources to purchase certain equipment. The purpose of establishing the Equipment Replacement Fund is to manage equipment resources in the most efficient manner possible. To provide departments with the mechanism to manage their equipment and accumulated resources to replace certain equipment, the City needs to establish a formal policy regarding appropriation of funds for equipment. PURPOSE This policy would authorize department heads, with the City Manager's approval, to transfer funds accumulated in the Equipment Replacement Fund to the originating division's budget where the funds could be expended for equipment. POLICY The City of Redding has established an Equipment Replacement Fund to accumulate resources to purchase equipment. The Equipment Replacement Fund shall accumulate resources, interest earnings and cash transfers from the various divisions of the City. Except as described below, all cash transfers to the Equipment Replacement Fund need Council approval either in the biennial budget or by amendment to the budget. A separate accounting of each division's transfers in, interest earnings and transfers out will be maintained for the Equipment Replacement Fund. On occasion, divisions may have the opportunity to receive reimbursement for the use of City owned equipment, such as compensation for damage resulting from equipment used in mutual aid efforts or when a grantor allows the City to bill the grant for City owned equipment on a per-use basis. With prior City Manager approval, these reimbursements may be deposited in the division's Equipment Replacement Fund for future equipment replacement. Transfers pertaining to per-use rental charges that have been charged to a grant will be held in a reserve status until the reimbursement has been received. Once reimbursement is received from the funding agency, the revenue will be transferred administratively to the Equipment Replacement Fund. Per-use rental charges will be generated using rates that do not include profit. The rates used for FEMA related charges should correspond to those approved on FEMA's "Schedule of Equipment Rates". Other approved sources would include the Rental Rate Book maintained by Caltrans. No equipment will be purchased directly from the Equipment Replacement Fund. To purchase equipment, cash will be transferred from the Equipment Replacement Fund to the originating division's budget. All cash transfers to the Equipment Replacement Fund, along with the interest earnings, may be transferred back to the originating division's budget and expended for equipment in that division at the request of the department director. Council approval for the appropriation of funds is not necessary if the division's request does not exceed the cash accumulated in the Equipment Replacement Fund. 3'. CITY OF REDDING, CALIFORNIA r COUNCIL POLICY SUBJECT RESOLUTION POLICY EFFECTIVE PAGE NUMBER NUMBER DATE EQUIPMENT REPLACEMENT FUND 2001-103 422 07-01-01 2 PROCEDURE Transfers from the Equipment Replacement Fund to the originating division's budget via an appropriation transfer request (reference Council Policy 401). CITY OF REDDING, CALIFORNIA COUNCIL POLICY SUBJECT RESOLUTION POLICY EFFECTIVE PAGE NUMBER NUMBER DATE DEVELOPER PARTICIPATION AGREEMENTS 01-21 1502 1 of 2 BACKGROUND From time to time, it is advantageous for the City to enter into Developer Participation Agreements with private developers for the design and construction of various types of public infrastructure when the work is an integral part of a developer's project. This is normally done when a developer and City contemplate the developer constructing project related infrastructure with City funding including (but not limited to) impact fees and/or in-lieu park funds. These agreements are designed to outsource the design, construction and project administration. The Director in charge of the funding source is responsible for developing the scope of work and related agreement describing the infrastructure project (Project) with support from the City Attorney and Public Works Director. The City Engineer and his designees are responsible for administering the agreement and related project development and construction of the Project, unless otherwise directed by the City Manager. POLICY The development and administration of a Developer Participation Agreement shall be based on the following guidelines: Project Scope, Cost and Schedule All of the elements of the project will be identified and agreed upon by developer and City including relative responsibility, project scope, cost and time frame for completion. These elements will be documented in the agreement. Developer Participation Agreement The agreement will be prepared jointly by the Developer and the Director in charge of the funding source and will include review/concurrence by the City Attorney and City Engineer. The Agreement must be approved by City Council prior to any work on the Project. Following are key elements of the agreement: Funding The agreement shall stipulate a maximum dollar contribution by the City which shall not be exceeded without City Council approval. The agreement will include estimates of project costs including Project Development and Construction costs. Project Development The agreement will include provisions requiring that the Project be designed in accordance with City Construction Standards and include a City quality assurance oversight process. Construction The agreement will require the construction contract (plans, specifications and bid quantities) be developed by the developer and reviewed/approved by the City Engineer before putting the Project out to bid. The construction contract will include, but not limited to,the following key elements: • Prevailing Wage Requirements • Non Discrimination Provisions CITY OF REDDING, CALIFORNIA 11' COUNCIL POLICY SUBJECT RESOLUTION POLICY EFFECTIVE PAGE NUMBER NUMBER DATE DEVELOPER PARTICIPATION AGREEMENTS 01-21 1502 2 of 2 • Title VI Requirements • Insurance Requirements • Contractor licensing requirements • Department of Industrial Relations registration requirements • Bonding—industry standard payment, performance and maintenance bonds • Subcontracting requirements • Contract Change Order Provisions • Other items as required by the City Engineer Bid and Contract Approval Process The agreement will include a Public Works-like bidding process with defined City oversight including the following key items: • Advertisement—advertisement and bid opening dates, publications, etc. • Addendum Procedures • Bid Opening Procedures • Bid Protest Process • City Council Contract Award and Approval Process Construction Management and City Oversight The agreement will include the requirement for inspection and City Engineer-approved construction administration oversight. In addition,the agreement will outline the following key elements: • Developer Quality Control and City Quality Assurance Requirements • Construction Contract Change Orders approval and City concurrence process • Progress Payment Process—City concurrence role • Labor Compliance process and related City quality assurance Contract Acceptance — agreement to include City Engineer approved notice of completion and City Council acceptance of the project as complete. This will include developer submitting full accounting of project costs before project being presented to City Council. CITY OF REDDING, CALIFORNIA COUNCIL POLICY SUBJECT RESOLUTION POLICY EFFECTIVE PAGE NUMBER NUMBER DATE XXXX-XX XXX XXXXXX TECHNOLOGY FUND 1 BACKGROUND The City has established a Technology Fund to accumulate resources to purchase, service or upgrade certain equipment or software associated with various technology needs. To provide departments with the mechanism to manage their technology and accumulated resources to enable them to purchase, upgrade, service or replace certain technology, the City needs to establish a formal policy regarding appropriation of funds for technology. PURPOSE The purpose of establishing the Technology Fund is to manage technology resources in the most efficient manner possible. This policy would authorize the City Manager to transfer funds received from technology fees to the Fund. Department Heads, with the City Manager's approval, would be authorized to transfer funds accumulated in the Technology Fund to the originating division's budget where the funds could be expended for technology needs including, but not limited to scope including software, hardware,technology services, system maintenance contracts, upgrades and products. POLICY The City of Redding has established a Technology Fund to accumulate resources to accommodate various technology needs. The Technology Fund shall accumulate resources, interest earnings and cash transfers from various divisions of the City. Except as described below, all cash transfers to the Technology Fund need Council approval either in the biennial budget or by amendment to the budget. A separate accounting of each division's transfers in, interest earnings, and transfers out will be maintained for the Technology Fund. The City Manager is authorized to transfer funds received from technology fees to the fund. No technology-related purchases will be made directly from the Technology Fund. To purchase technological related items, cash will be transferred from the Technology Fund to the originating division's budget. All cash transfers to the Technology Fund, along with the interest earnings, may be transferred back to the originating division's budget and expended for technological related items at the request of the Department Director. Council approval for the appropriation of funds is not necessary if the division's request does not exceed the cash accumulated in the Technology Fund. PROCEDURE Transfers from the Technology Fund to the originating division's budget via an appropriation transfer request (reference Council Policy 401).