HomeMy WebLinkAbout2012-0207 Documents Submitted at Mtg CM?
Equipment Replacement Evaluation by Unit 2/7/2012
Equipment
number and Standard Life Actual Maintenance Staff User Department Miles/ Expected Miles or Hours by the Downtime within Downtime Estimate
description Cycle Life Recommendation Recommendation Hours time the unit is replaced acceptable limits over the past year
546- Fire Pumper 15 Years 22 years Replace Replace Unknown No 6 Weeks
Comments- *Two major failures in the past year,totaling over$12,000 with downtime in excess of 1 month for repairs
*Continual electrical system failures due to age and quality of original installation-10 plus electrical system faults in the past 5 years
*Downtime and reliability has reached an unacceptable level. Downtime exceeded 10%over the past year
*Unit was purchased used because of high purchase price for new units and limited funds
*Hour meter failed and was replaced 443 hours ago,going by mileage and typical use,this unit has an estimated 6,500 to 7,000 hours on it
295- GMC Van 10 Years 15 Years Replace Replace 73,000 80,000 Yes Maintenance Only
Comments- *All mileage has been in town,with frequent starts and stops.
*Maintenance staff is seeing signs of wear and an increased likelihood of serious failure
321- Ford Ranger 10 Years 14 Years Replace Replace 61,000 68,000 Yes Maintenance Only
Comments- *02 Sensor failure has occurred twice in the past 2 years
*MIL(check engine light)frequently illumination for various reasons,indicating ECM (computer)failure is likely to happen in the near future
563-Crown Victoria 4 Years 5 Years Replace Replace 106,000 132,500 Yes One Week
Comments- *ABS Module failure within the past year
*Used in patrol service-more severe duty than typical automotive use
564- Crown Victoria 4 Years 5 Years Replace Replace 87,040 108,800 Yes Maintenance Only
Comments- *Used in patrol service-more severe duty than typical automotive use
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510- Chevrolet Impala 8 years 8 Years Replace Replace 64,000 72,000 No Two Weeks
Comments- *Power Steering Pump failure within the past year
*Alternator failed within the past year
*Reliability has been unacceptable with faults of varying degree occurring on a increasing frequency
310-John Deere Backhoe 15 Years 16 Years Replace Replace 5606 hrs 6000 hrs Yes Maintenance Only
Comments- *Wear points nearing the end of safe working limits,continued use will require a full boom rebuild
318-John Deere Backhoe 15 Years 15 Years Replace Replace 4861 hrs 5208 hrs No Two Weeks
Comments- *Ring gear failure within past year
504-Johnston 650 Sweeper 7 Years 8 Years Replace Replace 6375 hrs 6600 hrs No Eight Weeks
Comments- *Center broom failure within past year,causing 3 plus weeks of downtime
*Blower fan replaced within past year,causing 2 weeks of downtime
*The unit is equipped with air shuttle valves that have failed on average once per year over the past 3 years,each repair costs just over$1,000
*The age of this unit and the harsh environment it creates within itself while working has begun to create electrical system failures
*Repair frequency has increased significantly over the past two years
Definitions for Column Titles
Life Cycle- Estimated life given to the vehicle when purchased to calculate yearly replacement contributions. Cycle created based on industry standard, previous experience with
similar
equipment, information obtained from other municipal fleets and anticipated use within the City.
Actual Life- Calculated from the time the unit enters service until it is replaced by another unit and removed from service.
Maintenance Staff Recommendation
Each year when it's time to create replacement list,the lifecycle information is pulled as a starting point,then the mechanics are brought together to gain their knowledge of
the
equipment. They literally know the equipment inside and out and provide information that will allow us to extend the lifecycle of a vehicle, or in some cases replace a vehicle
prior to its schedule replacement date.
User Department Recommendation
Each year the departments are asked if they agree with the maintenance staff recommendations, or if they have any other vehicle that may need to be re-evaluated. By the end
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of the process, the user departments and the maintenance staff usually come to an agreement on which vehicles need to be replaced and which ones can be delayed.
Miles or Hours
Larger equipment, or equipment with a purpose other than just traveling(backhoes, pavers)are typically tracked by hours. Vehicles whose primary purpose is transportation
are typically tracked by miles.
Expected Miles or Hours by the time the unit is replaced
This is an estimation of the expected used from now until the vehicle is removed from service. Typically this would just be the average user per unit of time, added to the amount
of time the vehicle will remain in service. Occasionally however,the use will change toward the end of the lifecycle if the vehicle is moved from primary to secondary service.
Downtime Within Acceptable Limits
Acceptable downtime will vary depending on the type and complexity of the vehicle but typically acceptable for a passenger vehicle is 1 day per 6 months, large trucks (dump truck)
have an acceptable downtime of 3 days in 6 months and complex equipment(street sweepers, fire trucks) have an acceptable downtime of a combined 1 week in 6months.
The answer of"Maintenance Only" means the only downtime is the planned downtime for routine maintenance including oil changes, brake repairs,tire replacement, etc.
Downtime Estimate Over the Past Year
This is an estimation of the downtime that each vehicle had over the past year. We do not have exact statistics but based on the date ranges and number of hours required to
perform the various repairs,an estimate was able to be calculated. This estimation should be accurate to within 20%.
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Suggestions for Additional Criteria for Sustainability
On Scoring Sheet
• Reduction in economic dependency on volatile commodities that whipsaw
in price and availability, and thereby weaken the economy (e.g.,
imported oil whose price depends on OPEC)
• Reduction of economic externalities (e.g., smog causes cancer; who pays
for cancer?)
• Increase in local infrastructure that fosters Human Capital and Social
Capital, both of which are critical ingredients of a resilient economy
(e.g., education, quality of life indicators)
• Encouragement of a "buy local first" paradigm, shown conclusively to
improve robustness of the local economy, especially in downturns
• Reduction of environmental pollution and the economic impacts thereof
(e.g., bacteria in Ashland Creek)
• Encouragement of developing technologies that simultaneously pay well,
enable regional exports, and consume and pollute less (e.g.,
semiconductor fab, Brammo Motorsports)
•Active encouragement to switch to using non-depletable/renewable
resources
• Reduction of environmental collateral damage (e.g., gulf oil spill)
From John Lamy and Lynn Blanche
Southern Oregon Sustainable Business Network
February 7, 2012
Res.2011.07 Actual%of Prior Year Updated Percentage of Percentage of
Percentage Adopted 2011.2012 Category for 2012-2013 Category In Draft Resolution Category
Revenue:
Transient Occupancy Tax Estimate $ 1,884,600 r r r r' $ 1,995,000 r r' $ 1,995,000
Expense:
Non Tourism:
General Fund >70%or $ 1,108,522 80.2% $ 1,108,522 75.8% $ 1,024,055 70.0%
Economic Development >10%or 150,000 10.8% 150,000 10.3% 146,295 10.0%
Other _
Small Grants(Minimum for Sustainability is$12,500) 124,335 9.0% 204,413 14.0% 292,585 20.0%
$ 1,382,857 100.0% $ 1,462,935 100.0% $ 1,462,935 100.0%
Total Non Tourism $ 1,382,857 $ 1,462,935 $ 1,462,935
Tourism:
Chamber of Commerce VCB $ 293,160 58.4% $ 293,160 55.1% $ 292,635 55.0%
OSF 110,000 21.9% 110,000 20.7% 110,135 20.7%
Small Grantees 64,423 12.8% 64,423 12.1% 63,850 12.0%
Public Art 14,375 2.9% 14,375 2.7% 15,430 2.9%
City Projects 19,785 3.9% 50,107 9.4% 50,015 9.4%
$ 501,743 100.0% $ 532,065 100.0% $ 532,065 100.0%
Total Tourism $ 501,743 $ 532,065 $ 532 065
Total Economic and Cultural Development Funding $ 1,884,600 $ 1,995,000 $ 1,995,000
s"6Vy'�l-� a l a f,rw �e
y._
RESOLUTION NO. JO l k-O"l
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND
REITERATING ITS POLICY RELATING TO THE EXPENDITURE OF
MONIES FOR ECONOMIC AND CULTURAL DEVELOPMENT TO THE
HOTEL/MOTEL (Transient Occupancy) TAX AND REPEALING
RESOLUTION 2010-06.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. That the City Council recognizes that the source of monies for the Economic and
Cultural Development Grant program is the Hotel/Motel Tax also known as the Transient
occupancy Tax (TOT).
SECTION 2.
'The following are the goals which the Budget Committee is attempting to meet by granting
money to applicants for:
a)Tourism Promotion:
I. Attract someone who travels to Ashland from more than 50 miles away to attend an
event.
2. Attract someone who stays the night in Ashland to attend an event.
b)Economic Development:
1. Promote increased number, variety and size of employers.
2. Encourage wages at or above median wage.
3. Promote businesses that employ 5 to 100 people or is locally owned.
4. Encourage use of local resources.
5. Work with Southern Oregon University, especially for international commerce.
6. Encourage businesses that efficiently use resources and minimize their impact on the
environment such as water and air pollution or creation of toxic waste.
7. Promote businesses and institutions that encourage sustainability.
c) Cultural Development:
1. Increase the number, variety and size of cultural opportunities in Ashland
2. Support diversification of the local economy
3. Showcases local talent
4. Work with Southern Oregon University on cultural programs
d) Sustainability
With a minimum of$12,500 granted,carry out the following types of projects: actual work;
training; conferences; grant writing; research; fund-raisers; invention/development in these
categories, including, but not limited to, the examples listed:
1. Energy
2. Water
3. Forest
Page 1 of 4
4. Science
5. Appropriate technology
6. Gardening &Agriculture
7. Economics
8. Ecology Applications
9. Community building
SECTION 3.
The City of Ashland has determined that as of July 1, 2003, $186,657 or 14.23%of Total
Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the
2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased
annually consistent with the estimated TOT revenues budgeted. Additionally, Chapter 818
requires 70%of any increased TOT revenue generated by a higher tax rate is committed to
tourism promotion.
Appropriations for tourism are based upon the following percentages established in FY 2009-10
when the rate was increased from 7%-9%:
1. A minimum of 14.23%of the estimated TOT revenue to be generated by the first 7%tax
rate for tourism promotion per Chapter 818,
2. A minimum of 70% of the estimated TOT revenue to be generated by additional tax rates
approved by Council on June 3, 2008 for tourism promotion per Chapter 818.
The annual allocation of total appropriations for tourism estimated for the ensuing budget year is
as follows unless specifically amended by Council:
Chamber of Commerce VCB $293,160
Oregon Shakespeare Festival $110,000
Economic and Cultural-Development Grants- Tourism $64,423
Public Art $14,375
Other City Capital Projects that qualify or Grants for FY 2012 $19,785
If the actual TOT revenue, dedicated for Tourism, is in excess of the above allocations or if
actual, qualifying expenditures in the year are less than the appropriated amount, the additional
or unused amount(s)will be reserved for future Tourism related projects or Capital
Improvements that qualify per the state definition as determined by Council.
The remaining estimated TOT revenue (not restricted by use) will be appropriated for other uses
through the budget process with the following priorities and dollar amounts as minimums unless
insufficient tax proceeds remain after meeting tourism requirements:
1 st Priority General Fund operations-the greater of 70% of Unrestricted $1,108,522
funds or
2nd Priority. City Economic Development program- the greater of 10% of $150,000
Unrestricted funds or
3rd Priority City Grant program for FY 2012 $124,335
Economic Development programs or other projects are City activities unless otherwise specified
by Council prior to the budget process. Council may determine that such funds are available for
Page 2 of 4
Economic granting purposes and they will then be made available for the coming budget process
and allocation.
If insufficient TOT revenues are generated for the above allocations,the highest priority uses
will receive their full allocation before a lower priority allocation. Unrestricted TOT revenue
unspent in a budget year becomes part of the General Fund unrestricted ending fund.balance
unless otherwise determined by City Council.
By January 31 of each year each recipient of a grant shall submit a report to the city council
setting forth how the grant funds received were expended in furtherance of the goals set forth in
Section 2.
SECTION 4. The following requirements are established for the Economic and Cultural
Development Grants:
a)Grantee shall be a 501(c)non-profit agency.
b) Grantee shall be a non-governmental agency.
c) Grantee shall promote livability for the citizens of Ashland.
d) The minimum grant proposal will be $2,500.
e)The grant will benefit Ashland in terms of cultural enrichment and/or activities of an
economic nature.
f) Grantee shall serve the population in Ashland but may encompass other venues in
the Rogue Valley. Monies granted are intended to be used for programs or
services performed or provided within the City of Ashland or immediate areas.
g) All Grantees shall provide an annual report to be eligible for future funding.
SECTION 5. Resolution 2010-06 is repealed upon passage of this resolution.
SECTION 6. This resolution was duly PASSED and ADOPTED this , day of
7� L , 20Lt�D 1111, and tkes effect upon signing by the Mayor.
1AAM. /
B arbara Christensen, City Recorder
SIGNED and APPROVED this Z day of 2011.
Jo Stromberg, Mayor
Reviewed as to farm:
M cling City Attorney
Attachment:
Page 3 of 4
Estimated dollar allocation for:FY 2011-2012 only
Revenue:
Transient Occupancy Tax $ 1,884,600
Expense:
Non Tourism:
General Fund $ 1,108,522
Economic Development 150,000
Small Grants(minimum$12,500 for Sustainability) 124,335
Total Non Tourism $ 1,382,857
Tourism:
Chamber of Commerce VCB $ 293,160
OSF 110,000
Small Grantees 64,423
Public Art 14,375
Qualifying City Projects or FY 2012 Grants 19,785
Total Tourism $ 501,743
Total Economic and Cultural Development Funding $ 1,884,600
Page 4 of 4
CC/ Eb
To the City of Ashland and to whomever else it may concern, FfB Q 7 Zi7J1
The Southern Oregon chapter of OSPIRG,the Oregon Student Public Interest Research Group,
formally requests that the City of Ashland Cosponsor the event March Forth on March 4th. The march is
a candle light procession, mourning the death of free and fair elections in the United States due to the
greatly magnified-influence of money in politics thanks to the 2010 Supreme Court ruling it Citizens
United v the FEC.
The march is intended to help educate the public about"corporate personhood" and how
massive private donations corrupt the electoral process. Similarly, we hope that this event will
encourage more participation and research in the American Democratic process. This is a national issue,
but in order to make a legitimate impact in reclaiming America's democracy for its citizenry, steps must
first be taken on the local level. The need for local action is further magnified by the fact that money
corrupts the democratic process at all levels of government,from the federal government all the way
down to municipalities.
The event is a free, noncommercial, open to the public, nonviolent demonstration of our first
amendment right to "peaceably assemble and petition the government for a redress of grievances." It is
not a parade nor is it any other kind of arbitrary ect of celebration. The event does not promote hateful,
willfully ignorant or otherwise extremist views. The event is simply educational. It is an encouragement
for the populace to take civility seriously and participate in the American polity as was originally
intended by the founding fathers.
As such,we feel it is appropriate for the city to waive the fees associated with street closure and
plaza use(including the parking area surrounding the island)through co-sponsorship.
Sincerely,
Thomas Letchworth
SOU OSPIRG Chapter Chair
thomasletchworth@vahoo.com
(415)407-6473