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Home My WebLink AboutStaff Report 5.A 10/03/2016Agenda Item #5.A DATE: October 3, 2016 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Leonard Thompson, Fire Chief p Cary D. Fergus, Fire Marshal SUBJECT: Public Hearing and Action to Adopt Resolution Confirming the Cost of Abatement of Weeds and Confirming Approval of the Forwarding of Unpaid Bills to the County Assessor's Office for Collection as Assessments RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Confirming the Cost of Abatement of Weeds and Confirming Approval of the Forwarding of Unpaid Bills to the County Assessor's Office for Collection as Assessments. BACKGROUND The City has an aggressive weed abatement program. The clearing of public and private property, depending on weather, must be accomplished by mid -May or early June of any given year and maintained until the first major rains of Fall. This greatly reduces the fuel /fire load available and significantly reduces the threat and risk from fire. Property owners are encouraged to remove overgrown weeds and /or combustible vegetation growing upon their properties themselves or by a contractor of their choosing. When this does not occur in a timely manner, the City's weed contractor, under the direction of the Fire Marshal's Office, conducts the abatement. During the 2016 Weed Abatement Season, 653 properties (City and private) were identified as requiring abatement and respective owners were notified by mail to abate weeds. The weed removal deadline was May 31, 2016. Property inspections began June 1, 2016. Please note that none of the parcels noticed for this hearing are within 500' of any council Members' property. DISCUSSION Public Hearings were held twice during the 2016 season: on May 16, 2016 (Resolution 2016 -075 N.C.S.) for the benefit of 653 parcels listed on the original weed master list and again on July 18, 2016 (Resolution 2016 -118 N.C.S.) for the benefit of four parcels identified after the May 16th hearing. A total of eight parcels were abated in 2016 by the City's weed contractor during the weed season: two City -owned sites and six private sites. Invoices for service were issued to the private parcel owners. Pursuant to municipal weed abatement regulations, failure to remit payment will result in any unpaid amounts being attached to that specific parcel's future property tax bill by the County Assessor's Office. For the 2016 weed abatement season there were 4 parcels that were abated that failed to remit payment for a total amount of $2,862.50. State law requires that the City Council hold a Public Hearing to hear objections by private owners about the cost of weed abatement performed on their property. It is recommended that the City Council consider any objections or comments offered at the public hearing and adopt the attached Resolution confirming the approval of the forwarding of any unpaid weed abatement bills to the County Assessor's Office. FINANCIAL IMPACTS The weed abatement program is intended to recover 100% of the costs. For 2016, the total program charges (amount collected) totaled $4,050.00 and the total program cost including staff time was $6,218.47; therefore this year the program under - recovered its cost by $2,168.47. This is primarily due to the fact that City Departments and some public properties are addressing their own weed abatement and are not subject to Administrative fees which are a portion of the total program charges. For the 2016 weed abatement season there were 4 parcels that were abated that failed to remit payment for a total amount of $2,862.50. Unpaid invoices are forwarded to the County Assessor's Office to be attached to that specific parcel's future property tax bill. ATTACHMENTS 1. Resolution 2. Cost Report for 2016 Weed Abatement 3. Property Tax Levy Form Detailing Unpaid Invoices for Weed Abatement Services Conducted in 2016. 2 Attachment 1 RESOLUTION CONFIRMING THE COST OF ABATEMENT OF WEEDS AND CONFIRMING APPROVAL OF THE FORWARDING OF UNPAID BILLS TO THE COUNTY ASSESSOR'S OFFICE FOR COLLECTION AS ASSESSMENTS WHEREAS, on the 3rd day of October, the Fire Marshal provided to the City Council of Petaluma an itemized report detailing the cost of removing weeds, excessive organic yard waste, foliage, overgrowth, dirt and/or debris from eight (8) separate parcels, all as shown and set forth on the attached itemized report. Said work was completed pursuant to Government Code, Title 4, Chapter 13, including § §39560 et seq., and proceedings of this City Council, including Resolution 2016 -037 N.C.S. adopted March 21, 2016; and WHEREAS, the Fire Marshal's Report of the cost of this season's weed abatement program was posted by him on or before the 26th day of September, 2016 on the Chamber door of the City Council in City Hall, Petaluma, California. Said displayed notice and Report states that a Public Hearing would be held before this City Council on this 3rd day of October at the hour of 7:30 P.M., or as soon thereafter as can be heard, about the outcome of the abatement season; and WHEREAS, the Fire Marshal kept an accounting of nuisance weed abatement completed by the City's weed contractor, Keystone Tractor Service, and submitted the 2016 Weed Abatement Cost Report ( "the Report") to the City Council showing the cost of removing weeds, excessive organic yard waste, foliage, overgrowth, dirt and/or debris from the eight (8) parcels abated this season; and WHEREAS, before said Report was submitted to the City Council, a copy of same was posted for at least three (3) days on the Chamber door of the City Council, together with notice of the date on which the Report would be submitted to the City Council for confirmation; and WHEREAS, at the time and place referred to in said notice, the City Council heard the Fire Marshal's Report, together with any objections raised by the property owners, and the City Council made its recommendations and any modifications it deemed necessary to be included in the final Report; and WHEREAS, a copy of the Property Tax Levy Report has been given to the County Auditor /Assessor of Sonoma County in advance of the City Council hearing this matter. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma that: The Fire Marshal's 2016 Weed Abatement Cost Report ( "the Report"), and each amount and part thereof, is hereby confirmed, and as to the delinquent parcels listed therein, the amount shown for each such parcel constitutes a special assessment against each such delinquent parcel; and, 2. The Property Tax Levy Report provided to the County Auditor /Assessor of Sonoma County is hereby confirmed, such that a special assessment shall be charged against each delinquent parcel as listed in the Property Tax Levy Report, pursuant to Government Code, Title 4, Chapter 13, including § §39560 et seq. rm p` L ZJa Ise$ COST REPORT FOR 2016 WEED ABATEMENT CHARGES AND EXPENSES DISKING MOWING HAND WORK BLADING PULLING FEE 17.75 HOURS 11.00 HOURS 70.75 HOURS 1.00 HOURS 7 PULLS PARCELS ABATED BY CONTRACTOR: PRIVATE 6 CITY 2 E ► CHARGES: CHARGED TO PRIVATE PROPERTY OWNERS (6 PARCELS) (INCL. PER PARCEL ADMINISTRATION FEE OF $190.00) $3,446.25 CHARGED TO CITY DEPARTMENT FUNDS (2 PARCELS [HOUSING (1), Fug (1)] $603.75 (INCL. PER PARCEL ADMINISTRATION FEE OF $190.00) TOTAL AMOUNT BILLED: 0-EXPENSES: PAYMENT OF CONTRACTOR'S (KEYSTONE TRACTOR SERVICE DIRECT INVOICES: $2,720.00 POSTAGE: 11T & 2ND HEARING LETTERS: $204.50 POSTAGE: 1ST INVOICING — 5 @ $0.47: $2.35 POSTAGE: ADD'L "PLEASE ABATE" LETTERS — 6 @ $0.47: $2.82 LABOR HOURS SPENT FOR PROGRAM MANAGEMENT (FIRE MARSHAL: 10 HRS $556.40 WEED INSPECTOR (FIRE INSPECTOR 1) (5/1- 8/24): 50 HRS $1765.00 SECRETARY: 35 HRs $967.40 ►ACCOUNTING SUMMARY: TOTAL EXPENSES: Attachment 2 $4,050.00 $6,218.47 TOTAL CHARGES: $ 4,050.00 TOTAL EXPENSES: - $ 6,218.47 BALANCE SUMMARY: ®S 2168 ®7 S, UNPAID INVOICES FOR WEED ABATEMENT WORK PERFORMED IN 2016 SUBMIT FOR PROPERTY TAX LEVY APN PROPERTY ADDRESS 019401019 2762 I ST EXT 007412033 1325 INDUSTRIAL AVE 005201001 BAYWOOD DR (across form 910 to the 101 ramp) 007143015 215 WELLER ST NAME VILLAGE INVESTORS LLC SILEN HAROLD TR ET AL CAP VIII - ALTURA LLC PACIFICA HAYSTACK LP TOTAL Attachment 3 AMOUNT DUE $858.75 $675.00 $923.75 $405.00 $2,862.50 �P-L r City of Petaluma Fire Prevention Bureau k� 11 English Street, Petaluma, California 94952 Office Hours: Monday — Thursday, 8 a.m. to 5 p.m. Telephone (707) 778 -4389 / Facsimile (707) 206 -6036 zsna Email: firemarshalAci.petaluma.ca.us WEED ABATEMENT INVOICE Invoice #2016 -3 -Weeds 07/14/2016 PROPERTY 1 ORMATION Parcel Address/Location: 2762 I ST EXF DESCRIPTION AMOUNT Weed Abatement Services on Assessor's Parcel Number 019401019 Invoice Amount $688.75 Administration Fee $190.00 Amounts not received by AUGUST 4, 2016, will be added to your yearly property tax bill and will be subject to an additional 20% administrative fee. ** Total Due $858.75 * *Should you disagree with this Invoice statement, please contact the Fire Marshal's Office to settle any disputes. If no resolution can be agreed upon between the Fire Marshal and yourself, you may attend a Public Hearing before the City Council to dispute these charges on Monday, October 3, 2016 at 7:00 p.m. in the City Council Chambers, l I English Street, Petaluma, CA. In accordance with the Americans with Disabilities Act, if you require special assistance to participate in Oils meeting, please contact the City Clerk's Office at (707) 778 -4360 (voice) or (707) 778 -4480 (TDD). 'translators, American Sign Language Interpreters, and/or assistive listening devices for individuals with hearing disabilities will be available upon request. A minimum of 48 hours is needed to ensure the availability of translation services. In consideration of those with multiple chemical sensitivities or other environmental illness, it is requested that you refrain from wearing scented products. WE WILL BE UNABLE, TO ACCEPT PAYMENT AFTER 08/04/2016 AND YOU WILL BE REFERRED TO THE COUNTY TAX ASSESSORS OFFICE FOR PAYMENT Retain this portion for your records ---------- --- ---------------------------------------------------- Return this portion with your payment to ensure proper credit. PLEASE MAKE CHEEKS PAYABLE TO: City ofPetaluina Invoice #2016 -3 -Weeds TOTAL DUE: $858.75 1100.13100.45410 (Inv) 1100.13100 -45110 (Admin) SEND PAYMENT BY 08/04/16 TO: Petaluma Fire Prevention Bureau c/o City of Petaluma P.O. Box 61 Petaluma, CA 94953 -0061 VILLAGE INVESTORS LLC C/0 KIM GARDNER 245 PAULA IN PETALUMA CA 94952 .µ� City of Petaluma Fire Prevention Bureau 11 English Street, Petaluma, California 94952 Office Hours: Monday —Thursday, 8 a.m. to 5 p.m. Telephone (707) 778 -4389 / Facsimile (707) 206 -6036 r8ne Email: firemarshal@ci.petaluma.ca.us WEED ABATEMENT INVOICE Invoice #2016 -5 -Weeds 07/14/2016 PROPER'L'Y IN1<<ORMATION Parcel Address /Location: 1325 INDUSTRIAL AVE . DESCRIPTION AMOUNT Weed Abatement Services on Assessor's Parcel Number 007412033 Invoice Amount $485.00 Administration Fee $190.00 Amounts not received by AUGUST 4, 2016, will be added to your yearly property tax bill and will be subject to an additional 20% administrative fee. ** Total Due $675.00 "Should you disagree with this invoice statement, please contact the Fire Marshal's Office to settle any disputes. If no resolution can be agreed upon between the Fire Marshal and yourself, you may attend a Public Hearing before the City Council to dispute these charges on Monday, October 3, 2016 at 7:00 p.m. in the City Council Chambers, I I English Street, Petaluma, CA. In accordance with the Americans with Disabilities Act, If you require special assistance to participate in this meeting, please contact the City Clerk's Office at (707) 778 -4360 (voice) or (707) 778 -4480 (TDD), Translators, American Sign Language interpreters, and /or assistive listening devices for individuals with hearing disabilities will be available upon request. A minimum of 48 hours is needed to ensure the availability of translation services. In consideration of those with multiple chemical sensitivities or other environmental Illness, it is requested that you refrain from wearing scented products. WE WILL BE UNABLE TO ACCEPT PAYMENT AFTER 08/04/2016 AND YOU WILL BE REFERRED TO THE COUNTY TAX ASSESSORS OFFICE FOR PAYMENT Retain this portion for your records - ---------------------------------- ------------------------------ Return this portion with your payment to ensure proper credit. Invoice #2016 -5 -Weeds 1100.13100- 45410(Inv) 1100.13100- 45110 (Ad min) SEND PAYMENT BY 08/04/16 TO: Petalutna Fire Prevention Bureau c/o City of Petalunna P.O. Box 61 Petaluma, CA 94953 -0061 TOTAL DUE: $675.00 SILEN HAROLD TR ET AL c/o ROBERT L NELSON 35 MITCHELL BLVD STE. 15 SAN RAFAEL CA 94903 L City of Petaluma- Fire Prevention Bureau aw y 11 English Street, Petaluma, California 94952 Office Hours: Monday — Thursday, 8 a.m. to 5 p.m. Telephone (707) 778 -4389 / Facsimile (707) 206 -6036 1$na Email: flremarshal nci.petaluma.ca.us WEED ABATEMENT INVOICE Invoice #2016 -6 -Weeds 07/14/2016 PROPERTY INFORMATION Parcel Address/Location: BAYWOOD DR (across from 910 to the 101 ramp) DESCRIPTION AMOUNT Weed Abatement Services on Assessor's Parcel Number 005201001 Invoice Amount $733.75 Administration Fee $190,00 Amounts not received by AUGUST 4, 2016, will be added to your yearly property tax bill and will be subject to an additional 20% administrative fee. ** Total Due $923,75 * *Should you disagree with this Invoice statement, please contact the Fire Marshal's Office to settle any disputes. If no resolution can be agreed upon between the Fire Marshal and yourself, you may attend a Public Hearing before the City Council to dispute these charges on Monday, October 3, 2016 at 7:00 p.m, in the City Council Chambers, 11 English Street, Petaluma, CA. In accordance with the Americans with Disabilities Act, if you require special assistance to participate In this meeting, please contact the City Clerk's Office at (707) 778 -4360 (voice) or (707) 778 -4480 (TDD). Translators, American Sign Language interpreters, and/or assistive listening devices for individuals with hearing disabilities will be available upon request. A minimum of 48 hours is needed to ensure the availability of translation services. In consideration of those with multiple chemical sensitivities or other environmental illness, it is requested that you refrain from wearing scented products. WE WILL BE UNABLE TO ACCEPT PAYMENT AFTER 08/04/2016 AND YOU WILL BE REFERRED TO THE COUNTY TAX ASSESSORS OFFICE FOR PAYMENT Retain this portion for your records ------------------------- --- -- -- -- »_----- -- ---- --- -- - -- - - Return this portion with your payment to ensure ro or credit. PLEASE MADE CHECKS PAYABLETO: City of Petaium Invoice #2016 -6 -Weeds TOTAL DUE: 1100,13100 -45410 (Inv) 1100.13100- 45110(Admin) SEND PAYMENT BY 08/04/16 TO: Petaluma Fire Prevention Bureau c/o City of Petaluma P.O. Box 61 Petaluma, CA 94953 -0061 $923.75 CAP VIII- ALTURA LLC c/o RELIANT GROUP 275 BATTERY ST STE 500 SAN FRANCISCO CA 94111 City of Petaluma Fire Prevention Bureau 11 English Street, Petaluma, California 94952 Office Hours: Monday— Thursday, 8 a.m. to 5 p.m. Telephone (707) 778 -4389 / Facsimile (707) 206 -6036 rs�$ Email: firemarshal(fti.petaluma.ca.us WEED ABATEMENT INVOICE Invoice #2016 -7 -Weeds 07/14/2016 PROPERTY INFORMATION Parcel Address/Location: 215 WELLER ST DESCRIPTION AMOUNT Weed Abatement Services on Assessor's Parcel Number 007143015 Invoice Amount $215.00 Administration Fee $190.00 Amounts not received by AUGUST 4, 2016, will be added to your yearly property tax bill and will be subject to an additional 20% administrative fee. ** Total Due $405.00 * *Should you disagree with this invoice statement, please contact the Fire Marshal's Office to settle any disputes. If no resolution can be agreed upon between the Fire Marshal and yourself, you may attend a Public Hearing before the City Council to dispute these charges on Monday, October 3, 2016 at 7:00 p.m. in the City Council Chambers, 1 I English Street, Petaluma, CA. In accordance with the Americans with Disabilities Act, if you require special assistance to participate in this meeting, please contact the City Clerk's Office at (707) 778 -4360 (voice) or (707) 778 -4480 (TDD). Translators, American Sign Language interpreters, and/or assistive listening devices for Individuals with hearing disabilities will be available upon request. A minimum of 48 hours Is needed to ensure the availability of translation services. In consideration of those with multiple chemical sensitivities or other environmental Illness, it is requested that you refrain 8-om wearing scented products, WE WILL BE UNABLE, TO ACCEPT PAYMENT AI"0.11 08/04/2016 AND YOU WILL BE REFERRED TO THE COUNTY TAX ASSESSORS OFFICE FOR PAYMENT Retain this portion for your records -------------- ----- ----- --- - ------ --- - -- - -- ----- --- - ----- Return this portion with your payment to ensure proper credit. PLEASE MAKE CHECKS PAYABLE TO: City of Petaluma Invoice #2016 -7 -Weeds 1100.13100 -45410 (Inv) 1100.13100 -45110 (Admhr) SEND PAYMENT BY 08/04/16 TO: Petaluma Fire Prevention Bureau c/o City of Petaluma P.O, Box 61 Petaluma, CA 94953 -0061 TOTAL DUE: $405.00 PACIFICA HAYSTACK LP 1775 HANCOCK ST STE. 200 SAN DIEGO CA 92110