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Kennedy MeadowsPREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney _____Finance MEETING DATE: 03/01/16 ITEM NO: 6 COUNCIL AGENDA REPORT DATE: FEBRUARY 18, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: REPORT ON KENNEDY MEADOWS LANDSCAPE AND LIGHTING DISTRICT A. RECEIVE THE REPORT ON THE KENNEDY MEADOWS LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT COMMUNITY OUTREACH. B. ESTABLISH A KENNEDY MEADOWS IMPROVEMENT PROJECT. C. AUTHORIZE A BUDGET ADJUSTMENT TO ALLOCATE $30,000 FROM THE KENNEDY MEADOWS LLD FUND BALANCE TO THE KENNEDY MEADOWS IMPROVEMENT PROJECT. RECOMMENDATION: Staff recommends that the Town Council: 1. Receive the report on the Kennedy Meadows Landscaping and Lighting Assessment District (LLD) community outreach. 2. Establish a Kennedy Meadows Improvement Project. 3. Authorize a budget adjustment to allocate $30,000 from the Kennedy Meadows LLD fund balance to the Kennedy Meadows Improvement Project. BACKGROUND: In the early 1990's, the Town formed two assessment districts under the Landscaping and Lighting Act of 1972 (Streets & Highways Code Section 22500). The districts are comprised of six distinct Benefit Zones, five of which are included in District No. 1, and one that is included in District No. 2. The Kennedy Meadows Benefit Zone is included within District No. 1. The LLDs provide special benefits to the property owners within the districts that would not otherwise be provided by the Town, such as enhanced landscaping, pathways, and other infrastructure. The majority of these services are provided by a contractor retained and managed directly by the Town on behalf of the property owners, with some maintenance services also provided by Town staff. The property owners pay for these increased services, including an accumulation of funds for capital maintenance, through annual property tax assessments. PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: REPORT ON KENNEDY MEADOWS LANDSCAPE AND LIGHTING DISTRICT FEBRUARY 18, 2016 BACKGROUND (cont’d): Last June, in response to questions raised by a Kennedy Meadows property owner at the public hearing to set the annual LLD assessments, the Los Gatos Town Council set the annual assessment for the Kennedy Meadows Benefit Zone at $0 (as opposed to the historical assessment of $685). At that time the Council also requested that Town staff meet with residents to discuss deferred maintenance and improvement issues in the common open space areas surrounding properties along Kennedy Court and return to the Council with a report regarding maintenance issues and improvement recommendations in the Benefit Zone. DISCUSSION: Staff held a neighborhood meeting on the Kennedy Meadows Benefit Zone on February 9, 2016. Notices were sent to all 15 property owners (Attachment 1). One property owner, Mr. William Hirschman (who also spoke at the public hearing last June) attended the meeting. Staff provided Mr. Hirschman with an overview of the Kennedy Meadows Assessment District and the current state of the District’s finances, which totals $42,825. Staff indicated to Mr. Hirschman that based on a review of the condition of the improvements in the District, staff would be recommending an appropriation of $30,000 for improvements to the pathways and pedestrian bridge crossing Ross Creek. Staff also advised Mr. Hirschman that based on the preliminary estimate for the pathway and pedestrian bridge improvements (and the likely need for repairs every 15 to 20 years) the historical assessments should be continued. Mr. Hirschman was supportive of the improvements and the continued assessment. Staff is completing a similar review of deferred maintenance needs in the remaining five Benefit Zones and will provide recommendations for any necessary repair or improvement projects as part of the annual Operating and Capital Budget. CONCLUSION: Staff recommends that the Town Council: 1. Receive the report on the Kennedy Meadows Landscaping and Lighting Assessment District. 2. Establish a Kennedy Meadows Improvement Project. 3. Authorize a budget adjustment to allocate $30,000 from the Kennedy Meadows LLD fund balance to the Kennedy Meadows Improvement Project. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: REPORT ON KENNEDY MEADOWS LANDSCAPE AND LIGHTING DISTRICT FEBRUARY 18, 2016 FISCAL IMPACT: Funding for this project will come from the Kennedy Meadows LLD account which is restricted to use in this location. There are no General Fund Appropriated Reserve (GFAR) funds utilized for this project. The following table provides a summary of the new proposed Capital Improvement Project which will utilize the Kennedy Meadows LLD funds: ALTERNATIVES: The Council could choose to not allocate funding to the Kennedy Meadows CIP project. Staff does not recommend this option as the LLD was put in place to meet these needs and the funding is available. COORDINATION: This report was coordinated with the Finance Department. Attachment: 1. Public Meeting Notice. FY 15/16 FY 15/16 FY 15/16 Rec. FY 15/16 Funding Beginning Estimated Estimated Budget Projected Source Fund Balance Expenditures Revenues Adjustment Fund Balance Kennedy Meadows LLD Fund Balance 42,825$ 8,460$ 400$ (30,000)$ 4,765 $ Kennedy Meadows LLD CIP Project (to be created)30,000$ CIP Project Kennedy Meadows Pathway and Pedestrian Bridge Repair Attachment 1 MEETING NOTICE Kennedy Meadows Benefit Zone Date: Tuesday, February 9, 2016 Time: 7:00 p.m. to 8:30 p.m. Location: Town Council Chambers 110 East Main Street, Los Gatos, CA The fifteen properties located on Kennedy Court and Forrester Court comprise a benefit assessment district that pays an annual property assessment for maintenance of trees, landscaping, irrigation, pathways and lighting within the open space areas surrounding the properties on Kennedy Court. Last June, the Los Gatos Town Council set the annual assessment for the Kennedy Meadows Benefit Zone at $0 (as opposed to the historical assessment of $685). The Council requested that Town staff meet with residents to discuss deferred maintenance and improvement issues in the common open space area and return to the Council with a report regarding maintenance issues and improvement recommendations in the Benefit Zone. We hope you are able to attend this upcoming meeting. Staff will provide an overview of the benefit zone including currently available funding and annual revenues and expenses. Staff will also be soliciting input from property owners on maintenance and improvement issues. If you are unable to attend the meeting, or have any questions or concerns, please contact Bob Kass, Special Projects Manager, at (408) 827-3548 or via email at bkass@losgatosca.gov.