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Home My WebLink AboutIronwood Community Association - Conversion of TurfCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: REAPPROPRIATE $40,000 TO ASSIST IRONWOOD COMMUNITY ASSOCIATION WITH THE CONVERSION OF TURF IN A CITY - OWNED MEDIAN ON PORTOLA AVENUE FROM RESERVE DRIVE TO MESA VIEW SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works APPLICANT: Ironwood Community Association Attn: Daniel K. Farrar, General Manager 43100 Cook Street, Suite 103 Palm Desert, CA 92211 DATE: November 10, 2016 CONTENTS: Approved May 26, 2016, Staff Report October 18, 2016, Request from Ironwood Community Association Recommendation By Minute Motion: 1. Reappropriate $40,000 from unobligated General Funds to Account No. 1104614-4391501 to assist Ironwood Community Association with the conversion of turf in the city -owned median on Portola Avenue from Reserve Drive to Mesa View. Strateqic Plan Obiective Converting turf to drought tolerant landscaping contributes to the Strategic Plan by conserving water and furthering sustainability goals, and also by continuing to provide a uniquely beautiful desert environment. Background On May 26, 2016, the City Council approved assisting Ironwood Community Association with a $40,000 contribution toward the costs they would incur in renovating the landscape in the city -owned median on Portola Avenue from Reserve Drive to Mesa View. At that time, appropriation of the requested $40,000 from unobligated General Staff Report Reappropriate Funds to Assist with Ironwood Community Association Median Turf Conversion Page 2 of 2 November 10, 2016 Funds to Account No. 1104614-4391501 was also authorized as no funds were available in either the Public Works' Fiscal Year 2015-16 budget, or the proposed Fiscal Year 2016-17 budget. Ironwood Community Association has completed the landscape renovation and it has been inspected by Public Works' staff. However, these funds were not encumbered prior to the beginning of Fiscal Year 2016-17, and staff is requesting the reappropriation of the funds in order to assist Ironwood Community Association. Fiscal Analysis There is no fiscal impact associated with this action beyond the expenditure of funds. Prepa Mark G Director Public Works Approval: Lauri Aylaian, City Manager ne M. Moore, Director of Finance CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE IRONWOOD COMMUNITY ASSOCIATION'S REQUEST FOR ASSISTANCE WITH CONVERSION OF TURF IN A CITY -OWNED MEDIAN ON PORTOLA AVENUE FROM RESERVE DRIVE TO MESA VIEW SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works APPLICANT: Ironwood Community Association Attn: Daniel K. Farrar, General Manager 43100 Cook Street, Suite 103 Palm Desert, CA 92211 DATE: May 26, 2016 CONTENTS: 7/20/15 Ironwood Community Association's Request for Assistance 8/5/15 City's Offer of Assistance 5/9/16 Ironwood Community Association's Acceptance of Offer Vicinity Map Recommendation By Minute Motion: 1. Approve Ironwood Community Association's request for assistance with conversion of turf in the city -owned median on Portola Avenue from Reserve Drive to Mesa View in the amount of $40,000; and 2. Appropriate $40,000 from unobligated General Funds to Account No. 1104614-4391501, Special Programs -Water Conservation. Strategic Plan Obiective This action does not directly impact the strategic plan, but does contribute to providing a uniquely beautiful desert environment. Background By letter dated July 20, 2015, Mr. Daniel Farrar, General Manager of the Ironwood Community Association, requested the City's assistance with converting the City -owned Staff Report Ironwood Community Association Median Turf Conversion Page 2 of 2 May 26, 2016 center median on Portola Avenue from Reserve Drive to Mesa View to drought tolerant landscape. Although the median is owned by the City, Ironwood maintains the landscape. In an effort to comply with the state -mandated water reductions and order to stop watering turf in medians, Ironwood is converting these medians at an estimated cost of $300,000 to $350,000. At the time of the initial request, staff estimated the total area of the medians to be approximately 40,000 sq. ft. Because both the City and Ironwood have an interest in maintaining the appearance of the median landscape and in water conservation efforts, the City Manager directed that a response be provided to Ironwood Community Association offering $1 per sq. ft., or $40,000. On August 5, 2015, a letter extending this offer was sent. On September 9, 2015, Mr. Farrar indicated that the matter would be discussed with the Ironwood Enhancement Committee and the Board of Directors. Mr. Farrar further indicated that the work was expected to take place in June 2016, On May 9, 2016, Mr. Farrar sent a letter accepting the offer of assistance. There are no funds available to fulfill this request in either the Public Works' Fiscal Year 2015-16 budget, or the proposed Fiscal Year 2016-17 budget; therefore, funds would need to be appropriated from unobligated General Fund money. Fiscal Analvsis There is no fiscal impact associated with this action beyond the expenditure of funds. Pre Mark Gr$e wood, P.E. Director/of/Public Works Approval: Z 0_� J et . Moore, Director of Finance CITY COUNCILA—ON APPROVED 1156,aM Hager RECEIVED O R XLX R MEE G DATE AYES: M41111001 NI[LY,✓, f ('gyp NOES: AD 6 ABSENT: -��a ABSTAIN: VERIFIED BY:__1K!�� Original on File with City Clerk's Office IRONWOOD COMMUNITY ASSOCIATION July 20, 2015 Mr. John Wohlmuth City Manager City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Dear Mr. Wohlmuth: bt . Av nnvk 1� Over the past 5 years, Ironwood has been upgrading and modernizing our area of Palm Desert through a variety of improvements including three new gated entrances, installation of drought tolerant plant material and turf conversions to natural desertscape. The City of Palm Desert along with the Coachella Valley Water District (CVWD) have been excellent partners to work with in achieving these improvements but we are now at the crossroads of a challenge and in need of your help. The Portoia median that runs from Mesa View to the Reserve (owned by the City of Palm Desert) has been maintained by Ironwood and currently has the traditional Palm Trees and grass that was prevalent during the development of this area over 30 years ago. This is now one of the last remaining medians in all of Palm Desert that has not been converted to desertscape. Due to the current drought and new State mandated water restrictions being implemented by CVWD, we have now reduced the water usage by 36% but we are deeply concerned about the potential loss of trees in these medians. This is not something any of us wants to experience — especially as we continue to improve the area making Palm Desert more desirable for our visitors and potential new homeowners. The Ironwood Community of over a thousand homes plans to convert these medians to desertscape (see attached) but due to our limited funding, we will not be able to address this without the support of CVWD through their turf replacement program and our homeowners over the next few years. 43100 Cook Street, SWtc 103, Palm Dcscrt, CA 92211 ° 760-834-2487 Fax 760-834-2495 In an effort to expedite the conversion of these medians, we would like to see if the City of Palm Desert would be willing to provide matching funds towards the cost of this conversion. The advantages for the City would be quite significant to include: 1) Asphalt maintenance: As the existing landscape borders directly against the curb, any irrigation to the median islands may occasionally run on to the asphalt causing premature wear of the asphalt in those areas. The cost for the City to repair the asphalt can be substantial. 2) Water Savings — Converting the area to desertscape will save 40-50% of current water use. 3) Healthier plant material —desert friendly trees and plant material are better suited for our climate and will thrive. 4) Improved aesthetic look for the area — with one of only two remaining grass median areas in Palm Desert, the conversion to desertscape would be in line with the other conversions that have taken place throughout the City. Ironwood estimates that this project would be in the $300,000 to $350,000 range with approximately 10% of the cost paid by CVWD provided their turf conversion program remains active. We would like for the City to consider providing a dollar for dollar match for the remainder of the renovation costs for the medians which would then put Ironwood in a position to convert these areas in 2016. We would be delighted to discuss this in more detail with you at your earliest convenience. Please do not hesitate to contact me at (760) 834-2487 or by email at Daniel.Farrar@fsresidential.com. Thank you for your consideration. On behalf of the Ironwood Community Association Board of Directors, Daniel K. Farrar General Manager Ironwood Community Association Enclosures C I I Y of PRAM oEs[Rt 73-5 to FRED WAR IN(, DRIVE PALM DEsLRf, CAI IFORNIA 9226o-Z578 TEL: 760 346-o6 i i info - crclotpalmdc%crt orR August 5, 2015 Mr. Daniel Farrar. General Manager Ironwood Community Association 43100 Cook Street, Suite 103 Palm Desert, CA 92211 RE: Portola Avenue Median Landscape Retrofit Dear Mr. Farrar: In response to your letter dated July 20, 2015, to John Wohlmuth requesting assistance with converting the center median islands on Portola Avenue to more drought tolerant landscaping, the following proposal of offered. The median islands contain a total of approximately 40,000 sq. ft. of turf. City staff proposes to request that the City Council appropriate $40,000, or $1/sq. ft., to assist Ironwood with the landscape conversion. The Coachella Valley Water District also offers $1/sq. ft. through their turf removal program, and the City's funding would basically be a dollar for dollar match to CVWD. If you are interested in pursuing this offer of assistance, please let me know and I will have a staff report prepared for the City Council's consideration to appropriate funds. If you have any questions, please contact me at 760-776-6450. Mark Direc MG/bl Public Works cc: John M. Wohlmuth, City Manager G PubNo,k1'Be1h I angman`Wrk 2015 08 05 Lv MG to Ironwtwc Comm nits ASim - Median Landscape doc IRONWOOD COMMUNITY ASSOCIATION scow May 9, 2016 Mr. Mark Greenwood, P.E. Director of Public Works City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Re: Portola Avenue Median Landscape Retrofit Dear Mr. Greenwood: RECE1vEo 2011 MAY -9 PM 3: 11 cl rY OF P �Us�c rc WSR�S I am following up on our correspondence last fall regarding the City of Palm Desert's offer to assist with the conversion of the center median islands on Portola Avenue to a more drought tolerant landscape. The Ironwood Community Association has submitted plans to both CVWD and the City through RGA Landscape Architects and we have received approval to move forward with this project. We are in the process of reviewing bids of our contractors and will be selecting one later this month in order to hopefully begin the renovation work in June 2016. We would like to now accept the offer of assistance for the turf conversion as indicated in your letter. Please let me know what documentation you may need in order to complete this request. I can be reached by phone at (760) 834-2487 or by email at Daniel.Farrar@fsresidential.com. niel K. Farrar General Manager Ironwood Community Association Enclosures 43100 Cook Street, Suite 103, Palm Desert, CA 92211 ° 760-834-2487 Fax 760-834-2495 t GS I I j'1t�{BIRDIE WAY Aavps4 OR i bD rspdwrM b I Cn vC: Gr aCD dt 1p o f L J � S Y � d k I RR°W-TNL-^_ARROW-TRL I CJIU-0R IrERI CIRE 'AtoRTE Ejs p •L o Q � s 101 IRONWOOD COMMUNITY ASSOCIATION October 18, 2016 Mr. Randy Chavez Landscape Supervisor City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Via Email: RChavez@cityofpalmdesert.org Dear Mr. Chavez, Thank you for your time on the telephone today. Per our discussion, the Ironwood Community Association has now completed the conversion of the center median islands on Portola Avenue to drought tolerant landscape. The project turned out well and I know that the residents in our area will truly enjoy the new look and of course the water savings. Per the terms of the June 3, 2016 letter from Mark Greenwood (see attached), please utilize this letter as our request for the City's $40,000.00 contribution towards this project. We have also included the W-9 for your reference. Please make the check payable to Ironwood Community Association and send to: Ironwood Community Association c/o FirstService Residential 43-100 Cook Street, Suite 103, Palm Desert, CA 92211 Should you have any questions or need additional information, please call me at (760) 834-2487 or by email at Daniel.Farrar@fsresidential.com. Sin el Daniel K. Farrar General Manager Enclosures 43100 Cook Street, Suite 103, Palm Desert, CA 92211 0 760-834-2487 Fax 760-834-2495