Loading...
02-1054COUNCIL FILE #: O �, � IOS�I GREEN SHEET #: 203316 Presen�eci Ba: Refei�eJ [o: RESOLtiTION CITY OF SAI�TT PAUL, ��4INNESOTA 3� Committee Date: I ? � 5 G 7 8 9 l (l II 12 li �4 li 16 17 18 19 20 Z1 22 23 24 25 26 27 28 ?y �VHERE:IS. The City of Saint Paul, Parks and Recrearion rourinely participates in auctions held by Public �%orks for ihe sale of suiplus equipment; and WHERE�S. proceeds for said auctions are held in the Parks and Recreation Supply vlaintenance Fund for the purpose of aiding m tlic purchase of replacement and/or addirional equipment when the need arises; and bUHERE9S, said fund has accumulated funds sufficient to purchase two new Toro Mowers, and a Load & Pack type one person refuse collection compacting vehicle; and WHEREAS, Parks and Recieation is iequesting the use of Retained Earnings in order to cover these costs; and WHERBI�S, the Mayor, pursuaut to Section 10.07.1 of the Chactei of the City of Samt Paul, does cexhfy that theie are availabl� for appropriation, funds of $22Q000 in excess of fliose esrimated in the 2002 budget and WHEREAS, tl�e Mayor recommends thaY the following additions be made to the 2002 budget: CURRENT AMENDED FINANCING PLAN: BUDGET CHA\GES BUDGET 370 - Parks Supply and vlaintenance 13105 - Como Storehouse 9925 - Use of Retained Earnings 0 220,000 220,000 0 220,000 220,000 SPENDLNG PLAN: 370 - Parks Supply and Maintenanee 13105 - Como Storehouse 0828 - Traccors & Power Mowers 0827 - Compactors & Chassis 0 12Q000 12Q000 0 100,000 100,000 0 220,000 220,000 30 'LHEREFORE BE IT RESOLVBD, that the Council of the CiYy of Saint Paul appxoves fl2ese changes to the 2002 budget G:IFMIQi1JW31Resolutwns, AOs, Green SheetslResoluGOnslFund 370 Equip. ResoWtion xls Page: 1 of 2 COUNCIL F[LE �. GREEN SHEET+: Presenced Bv: Referred ro: RESOLUTION CITY OF SAINT PALZ, ML�TNESOTA Committee Date: 0�.-losy 203316 Requested by: Division of Parks and Recreation / �1 � /�/'' -. BY� ;v�� `��-�-�c�`- 9dopted by CouncIl: Date: Approval Recommended by Financial Services Director: ev 3 '�oo� BY ���I��� �� G:IFMIQi1JW31Resoluhons, AOs, Green SheetslResoN6onslFund 370 Eqwp Resolutwn xls Page: 2 oI2 Ado}�non Certified by Council Secretary Form Approved by Ciry Attorney �n�� ..w DEPARTMENT/OFFICE/COUNCIL DATEINITIATED GREENSHEETNUMBER: 203316 v � _ ��� parks ant! ftecreatloR 1012212002 GONTACT PERSON AND PHONE ' I�N Z INITIAL/DATE John Hall 632.2403 p�16N � DEPARTMENTDIRECTOR /, �� �J 5 CITYCOUNQL Jason Wirka 266.6417 " 2 CITYATTORNEY CINCLERK FOR ROUlING — lAUSTBEONCOUNCILAGENDABY(DATE): OROER 3 FINANCIALSERVICESDIR. 6 O.FS-ACCOUNTING 4 MP.YOR (OR ASSISTAN� 7 0T11ER: Parks & Rec. ASAP — — TOTAL NUMBER OF SIGNANftE PAGES: CLIP ALL LOCATIONS FORSIGNATURE ACTION REQUESTED: Approval of attached resolution auihorizing the use of fund balance for the purchase of two Toro Mowers, and a Load 8 Pack type one person refuse coilection compacting vehicle. RECOMMENOATIONS' (Approve (A) or Reject (R) PERSONAL SERVIGE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS: PIANNWGCOMMISSIOM qVILSERVICEWMMIS510N tHasthepe[soNfirtneverworlcedmtlercontractforthistlepartment4 CIB COMMITTEE OTHER: ❑ Yes ❑ No A STnFF �OTHER 2. HasNeOerso�rmeverbeenacityemployee? DISTRICTCOUNpL OTNER' ❑Yes ❑No 3 Does ihe person/firm possess a skill not normal POSSESSED by a curtent city employee? ❑ Ves ❑ No Explain alf yes answers on separate sheet antl attach to 9reen sheet. INITIATING PROBLEM.ISSUE.OPPORTUNITV (Who, What, When, Where, Why): Equipment beyond its usetul life is surplused through trade-in towards new equipment purchases or sold to the Public through Auction. Dollars from surplused equipment that is sold in Pubiic Auctions are deposited into the storehouse fund. These doilars provide funding for the aid in purchase of new equipment that is due for repiacement or additional equipment for a compelling need. ADVANTAGESIFAPPROVED' Auction proceeds will enable the purchase of two (2) 6' high pertormance rotary mowers that are due for replacement. The purchase of these mowers will ailow the replacement of these units as scheduled on an adapted replacement schedule. A Load & Pack Refuse Vehicle is an additional unit of equipment to be purchased to satisTy compeiling needs. Parks Maintenance has researched and decided that a Load & Pack refuse system will help alleviate a growing refuse capacity problem in the Park System. The purchase of one (1) Load & Pack wili ailow Parks Maintenance to initiate a pilot project for refuse collection. The Load & Pack will save labor hours, increase production/capacity an minimize ezposure to inju�.f�lo,mti�loyees. nCllCi DISADVANTAGES IF APPROVED: None. OCT � � 2�02 MAYQR'S QFFICE DISADVANTAGES IF NOT APPROVED Failure to replace the two (2) rotary mowers will defer the replacement costs until next year. This wili also mean we wil� invest dollars in old equipment that further diminishes in value with necessary and costly repairs. We wiil be forced to operate an additional mowing season and in question of the reliabiiity of "another year older" equipment. This risks and/or compromises the productivity and cycle of grass cutting in the Parks system in 2003. The tailure to establish the Load & Pack ReFuse System will result in another year of overtlowing trash containers in the Parks system, lt witl be a missed opportunity to do more with less, and with no forward progress in solving the Parks trash/refuse capacity issues. High prodaction equipment is the only solution to the capacity problem TOTAL AMOUNT OF TRANSACTION: $220,000 COST/REVENUE BUDGETE� (Check One) ❑ �es O No FUNDWGSOURCE: FUfIdB212f10E ' ACTNITYNUMBER: ' 370-13105 FINANCIAL INFORMATION: (EXPLAIN) pq ��� P3J5 €y � � y„�� �� ffi � �. .:, L�EE� R � � . ,�, ��i G��QNW31ResoW6ons, AOS, Gieen SheetslGreen SheetslFUntl3l0 Equip. Greensheet xls PaA¢: 1 of 1 Page 1 of 1 oa-t o5 �/ Nancy Anderson - Laid Over Budget Amend for Parks & Rec From: Greg Blees To: Bierscheid, Bob Date: il/14/2002 8:52 PM Subject: Laid Over Budget Amend for Parks & Rec CC: Anderson, Nancy; BudgetOfficeStaff 10-07-02; Council Aides; Council Elected 7; Erickson, Mary; Flesher, Jill eob & Matt, Please be advised that the Ciry Council, at their Nov 13 regular Council meeGng, laid over C.F. #02-1054 which would have used $200,000 in retained eaming from the Como Stores Fund to purchase hvo lawn mowers and a Load and Pack. The requested 2002 budget amendment was laid over to the Nov. 20 Council meeting, so that a represenWtive from Parks & Rec could ansver the following questions: 1) What has been the total year-ending retained earnings (fund balance) for the last three years 1999 to 2001 for the fund. 2) How has the fund balance amounts been Reserved, Unreserved - Designated, and Unreserved-Undesignated? 3) The Council thought the lawnmowers seemed very expensive. Please justify the cost and describe how the equipment will be used. Please provide info on the size and age of P& R's lawnmower fleet. 4) Please explain what a Load and & Pack is and how it is used. Thanks, gb file://C:\WINDOWS\TEMP\GW}00018.HTM ll/15/2002 _� rri CITY OF SAINT PAUL Randy C Kelly, Mayor DIVISIO\ OF PARKS AND RECREATIO]V I1�TERDEPARTMENTAL MEMORANDUM 300 City Hall Annex 25 W'est Fourth Shee[ Samt Paul, Minnesota 55702 www�.ci stpaul.mn-us/dept/parks Date: November 19, 2002 ������" �� \.. � To: Greg Blees A t City Council's Fiscal Policy Director I V Q�/•• Z Q Tetephone:651-266-6400 FacsSmile: G51-292-7405 TIY: GS7-26G63�8 � � ZD DZ From: Bob Bierscheid, CPRP S� (� ^O'/ _—'\ Director - Parks and Recreation � RE: Responses to questions on laid over resolution regarding Load & Pack and mower purchases for Parks and Recreation. In response to the questions raised by Council on Parks and Recreation's resolution (C.F. #02-1054) requesting the use of fund balance to purchase two Toro mowers and a Load and Pack we offer the following response. Please be advised that a typo was discovered on the green sheet accompanying this resolution in the "Advantages if Approved" section. The first sentence references two 6' mowers, but this sentence should read two (2) 16' high performance rotary mowers. We apologized for any mis- understanding this may have caused. 1. What has been the total year-ending retained earnings (fund balance) for the last three years 1999-2001 for the fund? Schedule of Retained Earnings 1999 - 2001 Fund 370 - Parks and Recreation Supply & Maintenauce Fund Activity Descriprion 13105 Como SLop Storehouse 13110 PED Properl7� Maintenance 13120 SummaryAbatement 13125 Courthouse Grounds Maint 13126 Downtown Council Programs Totals Unreserved Retained Earnings for Year Ending 1999 2000 2001 $ (285,181.55) $ (382,614.99) $ (383,391.05) $ (70,666.43) $ (59,255.24) � (139,109.97) $ (48,079.38) $ (45,306.23) � (126,354.94) $ 21,877.41 $ 5,335.16 $ 5,335.16 $ 326.95 $ 326.95 � 326.95 S (381,723.00) $ (481,514.35) $ (643,193.85) AA-ADA-EEO Employer Page I of S oa -I o5y 2. How has the fund balance been Reserved, Unreserved - Designated, and Unreserved - Undesignated? These funds are unreserved-undesignated. 3. The Council thought the lawnmowers seemed very expensive. Please justify the cost and describe how the equipment will be used. Please provide info on the size and age of P& R's lawnmower fleet. The two lawn mowers proposed in Council Resolution No. 02-1054 are Toro 580-D 16 foot rotary mowers. The 580-D is a hi�h performance, high production mowing unit that is very technically sophisticated and it is also expensive. Parks and Recreation owns seven 580-Ds, six aze used for Pazks Maintenance and one is used to cut roughs at the Phalen Golf Course. The 16-foot rotary mower is the main cutting unit for Parks Maintenance and will become the future mower for cutting Golf Course roughs. The next size main mowing unit in the Parks Maintenance fleet is a six- foot rotary mower, a Toro 325-D. The six-foot rotary 325-D will cut 3.8 acres of turf in one hour. This compazes to the sixteen-foot rotary 580-D that will cut 14.5 acres of turf in one hour. The high production of the 580-D is why this type of mower is so important to our mowing fleet. One employee on a 580-D can mow at approximately four times the production capacity of one employee on the main unit we relied on in the past, the Toro 325-D. Our true economic savings is in labor hours saved, allowing Parks and Recreation to reallocate employee hours, and to do more with the same amount of F.T.E.'s available. Parks and Recreation has become very dependent on the high production capacity of the 580-D to maintain our established mowing cycle. It is critical that these high production mowers are kept in the field cutting grass and out of the shop for repairs. Timely replacement and sc�eduled maintenance is paramount. The proposed 2003 purchase oftwo 580-D's will allow Parks and Recreation to stay within the replacement guidelines set for this class of equipment (8 years, 3,500 engine hours.) Two high engine hour1995 580-D's will be traded in to defray the purchase cost of the proposed new units. AA-ADA-EEO Employer Page 2 of 5 The proposed purchase costs of the two new units and the purchase cost history of �a `� 05 y previous units are as follows: - Year Net Cost Purchase iVIethod Notes 2003 $58,842.32 State Contract Incledes Trade-In of 1995 unit (.S 13,000) 2003 $58,842.32 State Contract Includes Trade-In of 1995 unit(513,000) 2000 $68,048,18 State Contract No Trade 1998 $33,547.50 Competitive Bid Used Low Hour 1996 Unit - No Trade In 1998 $35,059.80 Competitive Bid Used Low Hour 1996 Unit - No Trade In 1996 $64,906.43 Competit�ve Bid No Trade 1995 $62,835.00 Competitive Bid No Trade 1995 $62,835,00 Competrtive Bid No Trade 1994 $59,712.22 Competitive Bid No Trade Lawn Mower Fleet Detail TOTAL GENERAL SPECIAL AVERAGE REPLACEMENT DESCRIPTION QUANTITY FUND SERVICES AGE TIME LINE 16' Rotary Mower 7 6 1 6 years 8 years 15' Reel n7ower 1 � 1 19 cears 15 vears 11' Reel D7ower 5 0 5 5 years 8 years I 1' Rotary° Mower 2 ] 1 4 years 8 years S8" Flail Mower 1 1 0 7 years 15 years 72" Flail Mower 1 1 0 7 years 15 years 6' Rotary Mower 39 27 72 70 years 10 years 5' Reel D1o�ver 9 0 9 9 years 8 years 52" Rotary 1 1 0 12 years 10 years Mower 4' Rotary Mower 6 6 0 IS years 70 years 27" Push Mower 90 70 20 4 years 3 years TOTAL UNITS 762 113 49 AA-ADA-EEO Empioyer Page 3 of 5 oa -lo5y 2. How has the fund balance been Reserved, Unreserved - Designated, and Unreserved - Undesignated? These funds are unreserved-undesignated. 3. The Council thought the lawnmowers seemed very expensive. Please justify the cost and describe how the equipment will be used. Please provide info on the size and age of P& R's lawnmower fleet. The two lawn mowers proposed in Councii Resolution No. 02-1054 are Toro 580-D 16 foot rotary mowers. The 580-D is a high performance, high production mowing unit that is very technically sophisticated and it is also expensive. Parks and Recrearion owns seven 580-Ds, six aze used for Pazks Maintenance and one is used to cut roughs at the Phalen Golf Course. The 16-foot rotary mower is the main cutting unit for Parks Maintenance and will become the future mower for cutting Golf Course roughs. The next size main mowing unit in the Parks Maintenance fleet is a six- foot rotary mower, a Toro 325-D. The six-foot rotary 325-D will cut 3.8 acres of turf in one hour. This compares to the sixteen-foot rotary 580-D that will cut 14.5 acres of turf in one hour. The high production of the 580-D is why this type of mower is so important to our mowing fleet. One employee on a 580-D can mow at approximately four times the production capacity of one employee on the main unit we relied on in the past, the Toro 325-D. Our true economic savings is in labor hours saved, allowing Parks and Recreation to reallocate employee hours, and to do more with the same amount of F.T.E.'s available. Parks and Recreation has become very dependent on the high production capacity of the 580-D to maintain our established mowing cycle. It is critical that these high production mowers are kept in the field cutting grass and out of the shop for repairs. Timely replacement and scheduled maintenance is paramount. The proposed 2003 purchase of two 580-D's will allow Parks and Recreation to stay within the replacement guidelines set for this class of equipment (8 years, 3,500 engine hours.) Two high engine hour1995 580-D's will be traded in to defray the purchase cost of the proposed new units. AA-ADA-EEO Employer Page 2 of 5 The proposed purchase costs ofthe two new units and the purchase cost history of �a�tOS Y previous units aze as follows: ", Year Net Cost Purchase Method Notes 2003 $58,84232 State Contract Includes Trade-In of 1995 unit($13,000) 2003 $58,84232 State Contract Includes Trade-In of 1995 unit($13,000) 2000 $68,04818 State Contract No Trade 1998 $33,547.50 Competitive Bid Used Low Hour 1996 Unit - No Trade In 1998 $35,059.80 Comperirive Bid Used Low Hour 1996 Unit - No Trade In 1996 $64,906.43 Competitive Bid No Trade 1995 $62,835.00 Competitive Bid No Trade 1995 $62,835.00 Competitive Bid No Trade 1994 $59,712.22 Compehtive Bid No Trade Lawn Mower Fleet Detail TOTAL GENERAL SPECIAL AVERAGE REPLACEMENT DESCRIPTION QUANTITY FUND SERVICES AGE TIME LINE 16' Rotary� Mower 7 6 1 6 years 8 years 75' Reel Mower 1 0 7 19 rears 15 vears ] i' Reel Mower 5 0 5 5 years 8 years 11' Rotary Mower 2 1 1 4 years 8 years 88" Flail Mower 1 1 0 7 years 75 years 72" Flail Mower 1 7 0 7 years 15 years 6' Rotary Mower 39 27 72 10 years 10 years 5' Reel Mower 9 0 9 7 years 8 years 52" Rotary ] ] 0 ] 2 years 10 years Mower 4' Rotary Mower 6 6 0 ]5 years 70 years 27" Push Mower 90 70 20 4 years 3 years TOTAL UNiTS 762 113 49 AA-ADA-EEO Employer Page 3 of 5 4. Please explain what a Load and Pack is and how it is used. da� � 05 y Parks and Recreation has been faced with a refuse capacity problem for the last several years. In an effort to increase our collection capacity an altemative collection system was sought. The current system is a garbage Cushman one-person vehicle, into which 30 gallon barrels from various park facilities aze hand dumped. When the 1.3 yard attached hopper is full the vehicle dumps into a compactor (garbage truck). This system is flawed in many ways including: • The Cushman has a very small capaciry. • The compactor is required to wait for the gazbage Cushxnan. • The hand dumping of barrels is very physically demanding. • We cunentlyonlyhave the abilityto service 2/3 (approximately400 of600 barrels) of the City on any given day. • Due to the size our compactor, daily trips to the dump are required. The collection system that we strive towazds is two Load and Pack (L&P) type one person refuse collection vehicles coupled with a front-loading over the top style compactor. The L&P is a piece of equipment that dumps refuse barrels into a hopper located on the bed of the unit. This feat is accomplished using a hydraulic ann that grips and dumps the barrel. (See attached brochure for details on the Load & Pack's attributes.) The benefits of this system are: • A machine replaces the task of hand dumping barrels, which may allow flexibility in staffing; specifically the staffing of employees with lifting restrictions. • The L&P has a 7 yard hopper which has the capability ofcompactin� approximately 28 yards of refuse on it's own. • The L&P can dump up to 90 gallon barrels; currently we must use 30 gallon banels so they can be hand lifted. This may allow us to reduce the number ofbarrels in the system by 30%. • Two units will allow for coverage if one was to �o down for service. • The L&P uses roll off hoppers, removing the reliance on the compactor. • As a result ofincreased efficiencies; the entire city could be covered on a dailybasis as required. • A front-loading compactor's increased capacity would allow for less frequent trips to the dump. AA-ADA-EEO Employer Page 4 of 5 , As financing for 2 L&Ps was being sought, and to what we perceived as our good f� �� � Mayor Coleman / Former Financial Director Peter Hames allocated $500,000 citywide for � uses towards advances in innovation. Pazks and Recreation applied for these funds for the ,_ purchase of an L&P. Once all submittals for these funds �vere received they were prioritized based on merit. The L,oad and Pack Vehicle was number two (2) on the list, and with $500,000 available it was thought that our $100,000 request for a L,oad and Pack was a reality. Based on this scenario one L&P would have been purchased with innovation �rant funds, and one with the Parks and Recreation funds that aze being requested in this resolution; thus allowing us to begin full implementation of the system we desire. Unforiunately that was not the case, and with one L&P the system we would beein implementing would mirror the two L&P system, but with the following drawback: • As pilot project the refuse barrels could not be changed to larger capacity. (i.e. We would have to retain the ability to hand dump these barrels if the L&P goes down for service.) In an effort to gain Funding for the second L&P other financing revenues are being explored. Those source include: • The possibility of servicing Public Works street barrels. • UseofRiskManagementWorkersCompensationSafetyIncentiveProgramdollars. • Future proceeds from equipment auctions. The most desirable option is the two L&P system, but the single L&P affords us the opportunity to lessen the physical portion ofthe task ofrefuse barrel dumping, and to begin familiarization ofthis new piece of equipment. Parks and Recreation is convinced that the L&P is an important part of our future in regards to waste removal; now all that remain to Ue seen is how quickly we can implement this equipment system wide. CC: Council President Bostrom Council Member Benanav Council Member Blakey Council Membez Coleman Council Member Harris Council Member Lantry Council Member Reiter Rich Lallier, Parks and Recreation John Hall, Parks and Recreation Jason Wirka, Parks and Recreation Cy Kosel, Parks and Recreation 7i11 Flesher, Parks and Recreation Matt Smith, Finance Bric Willems, Finance AA-ADA-EEO Employer Page 5 of 5 d C�= °: :T•� =�-�>> a r� B2�O • 1�\ ! 1NI J� oa-�o5�{ �• H ^ � � •. W • � �" W � � � •� � O o� ^ V ' � r W �. r++ � � V �` H � � � L � � � � � � • w,. -31 � a � 3 P — ° 3 m c o � .� _ N � � 1' £ y Gl � i � � d "' y O L H h d C I�•1 C Q �u' p 7 a�+ -p i — p C roaroco p c pp� u Gl = O� uf 00 F- u a�+ a�+ '�'n � _,I: �.1� �, � :�r,=, : � �� �'> � _� 3 � ; � Yi � � >,�� a�>�� � � � / �x` �� a�. �el� E� F ,, s . �- � ' ). r: i � ` ��: s -,is �-�. � t l �1t 1 � � I Lfi i �.� � � � M ,,., � 1 0 � s 0 0 � � C Y E