TO: Board of Trustees
FROM: Steven Lederer, Director of Public Works
REPORT BY: Michael Karath, Staff Services Analyst II
SUBJECT: Monticello Public Cemetery District (MPCD) - Budget Amendment for Landscaping Services; Contract Amendment No. 2 to Agreement No. 230118B (MPCD) for Landscaping Services
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 230118B (MPCD) with Prestige Lawn Care Maintenance to construct a walkway system and approve a Budget Amendment to increase appropriations in landscaping services. (Fiscal Impact: $50,000, Monticello Public Cemetery District, Not budgeted, Discretionary).
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[4/5 vote required]
BACKGROUND
In 2022, Monticello Public Cemetery District (MPCD) staff and Public Works Roads Division agreed to transfer $40,000 from the MPCD available fund balance to the Roads Division to construct a walking path system on the Monticello Public Cemetery grounds and pave the roadway inside the cemetery. The cemetery is built on a foothill, a steep incline that makes it difficult to access graves, particularly for senior citizens. Absent level walking paths, MPCD staff has observed several seniors unable to traverse the lawn to participate in burial services. While staff recently completed a leveling and re-seeding of the entire lawn and erosion project at the north fence line, heavy rains still sheet down from the hill taking their annual toll, creating uneven areas that are difficult to negotiate, particularly with a walker or wheelchair. As per the cemetery’s roadway, it has been eroding for many years with scant pavement remaining. Deep ruts from vehicle use mark the roadway making it difficult to maneuver and unsightly for visitors. In 2022, the MPCD Advisory Committee unanimously voted to endorse building a pathway system and paving the roadway for increased access and safety.
Unfortunately, due to heavy rains over the past few years, the Roads Division has been unable to schedule the project, as major roadway repair throughout the County took precedence. In December 2023, MPCD staff and the Roads Division agreed to have MPCD fund the walkway system and the Roads Division to pave the cemetery roadway. Prestige Lawn Care Maintenance, the MPCD landscape contractor, will construct the walking path. Their contract will increase by $65,000 in FY24 for a maximum of $100,000 to fund non-routine landscaping projects; and increase by $10,000 in subsequent renewal years for a maximum of $45,000. The company is experienced in building walkways and built the cemetery’s new walking path last year (using decomposed granite) at the plaque entrance area. The proposed walkway system project will also use decomposed granite, a durable and more aesthetically pleasing material than the black asphalt the Roads Division would have used.
Of the $40,000 that was allocated in 2022 to Roads for the project, Roads will now retain $12,000 to pave the roadway and $2,186 for engineering fees, leaving $25,814 that was returned to the MPCD to help fund the walkway system.
MPCD staff requests a $50,000 Budget Amendment that includes: $13,000 to fund the balance of the estimated $39,000 walkway project; $10,000 to plant 10 to 15 trees to give the new lawn partial shade from direct sunlight; and $27,000 to fund completed FY24 projects that include leveling and re-seeding of the entire cemetery lawn, an erosion control project at the south fence line, tree installation at the refurbished plaque entrance area, and a cemetery-wide pest control project.
This Budget Amendment is projected to leave a $45,000 fund balance as a buffer for a $36,000 annual budget. With this Budget Amendment, all major projects, that have been delayed for many years, will be completed.
Requested Actions:
1. Approve Amendment No. 2 to Agreement No. 230118B with Prestige Lawn Care Maintenance for a new contract maximum of $100,000 in FY24; and
2. Approve a Budget Amendment to increase appropriations in Landscaping Services (Fund 2860, Subdivision 2860000, Account 52340) in the amount of $50,000 offset by available fund balance.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
These funds are needed to finish projects that will greatly improve access, safety, and aesthetic appearance. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
None |
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Consequences if not approved: |
Seniors and other visitors will continue to have a difficult time safely accessing the cemetery. Further, the projects needed to improve the cemetery will likely become more expensive as time goes on. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.