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6.2. SR 03-16-2009REQUEST FOR ACTION ver To Item Number Ci Council 6.2. Agenda Section Meeting Date Prepared by Administration March 16, 2009 Mark Thompson, Fleet Committee Chair Item Description Reviewed by Request for 2009 Equipment Purchases -Purchase Tim Simon, Finance Director Authorization Reviewed by _ Lori Johnson, City Administrator Action Requested The City Council is asked to consider allowing the purchase of four items from the 2009 Equipment Purchases to proceed at this time. Background/Discussion The Street Division is requesting the purchase of a crack fill material melter and a cold mill, both used in the early spring street repair season, along with a request from the Parks Maintenance Division for purchase of a weed sprayer and an athletic field groomer, which also are used early in the park season. Attached are memos explaining the requested purchases from the Public Works Director and the Parks and Recreation Director. Financial Impact The amount of these four items in the 2009 Equipment Purchases is approximately $91,350. to be funded by the Equipment Replacement fund. None of these four items were considered by the Fleet Committee for the $100,000 reserved by the City Council for budget reduction consideration, or the $250,000 budget reduction discussed by the Fleet Committee. Attachments • Memos from Public Works Director and Parks and Recreation Director Action Motion by Second by Vote Follow Up S:\PiJBl.iC WORKS\Fleet Maintenance Division\03 16 09 cc memo equip purchases.doc per MEMORANDUM TO: Mark Thompson, Chairman of Fleet Committee FROM: Terry Maurer, Public Works Director DATE: March 12, 2009 SUBJECT: Street Division Purchases As discussed yesterday at the Fleet Committee meeting, the Street Division is requestirlg approval to purchase two items from the 2009 Equipment Purchase list. The two items in question are a crack fill material melter estimated at $47,500 and a cold mill estimated at $14,500. These two items are used by our Street Division crew in the spring and early sun~lner of the year for the crack filling and bituminous patching that generally happens over a six to eight week period. These two items replace equipment that is essentially worn out and of limited effectiveness. My concern is that if we wait until June or July to order this equipment, we will not take possession of it until well after these operations are completed in 2009, since a lead time for ordering these two pieces of equipment is four to six weeks. As you are aware, these two pieces of equipment were never considered in the Fleet Committee budget discussions for reductions in 2009 purchases. The City Council has reserved $100,000 fox potential budget reductions in fleet purchases, and the Fleet Committee has identified up to $250,000 of reductions in 2009 purchases. Neither of these two pieces of equipment were considered in either of those reduction discussions. As you know, the Fleet Committee did pass a resolution approving the request to purchase these two items to move forward to the City Council at this time. If you need any additional information, please contact me. S:\PTJBT.TC WORKS\Fleet Maintenance Division\03 12 09 memo MTdoc ver MEMORANDUM TO: Mark Thompson, Chair of Fleet Committee FROM: Bill Maertz, Parks and Recreation Director DATE: March 16, 2009 SUBJECT: Parks Maintenance Purchases The Parks Maintenance Division is requesting approval of two items from the 2009 Equipment Purchase list. These are the two items discussed at the Fleet Committee meeting on March 11. These two items are a Kromer athletic field groomer/liner, estimated at $21,846 and an herbicide sprayer estimated at $6,900. Both of these items replace obsolete equipment that was in need of expensive repair. Ball field grooming, field lining, and weed spraying are activities that commence almost immediately after the snow melts. 'The lead time on these items is two to four weeks. As we discussed at the Fleet Committee meeting, these items were not included in the potential reductions for 2009. The Fleet Committee has identified $250,000 in reductions for 2009 and the Council has reserved an additional $100,000 for potential budget reductions. As you know, the Fleet Committee passed a resolution approving that this request move forward for Council consideration.