CC SR 20150721 06 - Enhancing Parks and Open Space Operations & MaintenanceCITY OF k RANCHO PALOS VERDES
MEMORANDUM
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: CORY LINDER, DIRECTOR, RECREATION & PARKS
DATE: July 21, 2015
SUBJECT: ENHANCING PARKS AND OPEN SPACE OPERATIONS
AND MAINTENANCE
REVIEWED: DOUG WILLMORE, CITY MANAGER XX'AJ
Project Manager: Cory Linder, Director, Recreation & Parks
Michael Throne, Director, Public Works
RECOMMENDATION
1. Approve the proposed plan to expand City-wide Public Works Department trash
and graffiti removal program.
2. Approve the proposed plan to expand Recreation and Parks Department staffing
presence at specified park sites and the Palos Verdes Nature Preserve.
3. Adopt Resolution 2015-_, approving a budget appropriation in the amount of
$419, 212 to fund the proposed plan to expand Recreation staffing presence and
enhance trash, recycling and graffiti removal services.
BACKGROUND
At the June 30th City Council meeting, during the discussion about the Parks Master
Plan Update, a number of residents speaking that evening noted concerns about trash,
graffiti, crime, safety, and vandalism at City Parks, open space areas and facilities. The
City Council shared these same concerns and directed staff to apply a broad "less is
more" approach, with an emphasis on pro -actively maintaining and improving the
appearance of the City's current facilities, parks and operations. Council further
directed staff to look into the possibility of "roaming" staff to patrol parks, as well as a
general review of staffing needs with a specific emphasis on trash and graffiti issues.
These statements echoed concerns that Recreation and Parks staff had heard during a
series of Parks Master Plan Workshops held from November 2014 through February
2015.
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DISCUSSION
Open Space Operations and Maintenance
Staff is proposing a two-tiered, pro -active, preventative approach to these concerns.
First is an expansion of the Public Works Department's existing trash and recycling
program to minimize the negative impact of trash in City parks, along the rights-of-way
and within the Preserve. This proposal also calls for expanding existing graffiti -removal
service from being reactive and service request -based to a full-time graffiti removal
strike -team actively seeking out and removing graffiti before it is reported.
The second part of the proposal is an expansion of part-time staffing at City Parks and
the Palos Verdes Nature Preserve. Currently, many active park sites such as Hesse
Park have only one staff on duty at a time, even during busy weekend and summer
hours, which limits staff's ability to provide a full range of customer service, including
the monitoring and enforcing of park rules. Other staffed park sites, such as Ladera
Linda Park, have limited park hours, including days when there is no staff scheduled at
all. Increasing staff levels would provide a more consistent level of service to the public
while enhancing the ability of staff to prevent and reduce undesirable activities such as
vandalism. Staff would also perform daily inspections of unstaffed City parks such as
Vanderlip Park and Del Cerro Park to complete work orders, report and address unsafe
conditions and enforce park rules. Staff would also work closely with the enhanced
Public Works staff addressing trash, recycling and graffiti to augment their efforts.
Below are details of the two proposals:
Public Works Trash, Recycling, and Graffiti Removal Proposal
1. Trash and Recycling Removal
Trash collection is conducted by two separate contractors responsible for distinct areas
of the City. Venco Western Inc. provides trash collection along the City's roadside
areas and Marina Landscape Maintenance collects trash in the City parks and medians.
Trash collection is a service currently included in the City's maintenance agreements;
however, this service is a minor component of the overall maintenance contracts as
defined in the agreement. To properly respond to City Council's request to improve
maintenance, enhancing the trash collection detail component of our existing
maintenance contracts will be the most efficient manner to procure such services. The
increase in service will include one additional person and one truck available to service
all parks, trails, roadsides and medians, 7 days a week, 8 hours a day. Marina
Landscape currently provides this service 4 hours a day, Monday through Friday. This
proposal will expand their trash collection service from 4 to 8 hours a day and to include
Saturday and Sundays.
Trash cans currently located at beachside locations will be consolidated into accessible
areas that can be reached by vehicles. Currently, many of these locations are only
accessible by trail which is extremely labor intensive. This transition will necessitate a
public outreach process encouraging park visitors to adopt a "pack it in, pack it out"
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mentality to trash and supplies when visiting beach location. The table below
summarizes the current and proposed costs associated with trash and debris collection.
Trash Collection Costs
Existing
Proposed
Service Provider
Hours
Cost
Hours
Cost
Venco Western, Inc. (ROW
500
$9,375
2,080
$51,480
Roadside Maintenance
Marina Landscape, Inc. (Parks &
1,256
$32,732
1,256
$32,732
Median Maintenance)
Total
1,756
$51,482
3,336
$84,212
In looking at the above table, the City currently spends $51,482 on 1,756 man-hours of
collecting trash and debris at specific locations within the city. Considering the proposal
to increase this service to 7 days a week, the total proposed cost increase will be
$84,212 for a total of 3,336 man-hours of trash and debris collection city-wide.
2. Graffiti Removal
In addition to debris removal in the city's rights-of-way, Venco Western, Inc. also
provides graffiti abatement as part of the overall maintenance services to the City. This
level of graffiti removal is limited in scope and restricted only to roadsides and certain
areas in the public rights-of-way. Often times, graffiti is reported in difficult to reach
locations such as trails, beaches or in drainage facilities. Because our current
maintenance contract does not cover these areas, it is staff's responsibility to remove
the graffiti. Further, the FY15-16 budget allocation for graffiti removal is only $4,500
and the expenditure of these funds is restricted to buildings and park facilities.
The effort to combat graffiti could be further augmented by the use of new technologies
including smart phone applications that allows staff to take pictures of graffiti that are
then entered into a data base with GPS coordinates. The system then generates an
electronic work order that is sent to the graffiti removal technician. The images can also
be catalogued and shared with local law enforcement to assist in identifying and
arresting perpetrators.
Expanding existing graffiti operations will require a dedicated roving operation to
proactively address graffiti city-wide. Venco Western, Inc. has proposed to expand its
current level of graffiti -abatement services to provide a Graffiti removal transit van fully
equipped with all the necessary tools to eliminate graffiti regardless of location. Full-
time graffiti abatement services by Venco will cost approximately $200,000 annually.
As an alternative, a consideration could be made for another graffiti abatement
contractor, Graffiti Protective Coatings (GPC), who has serviced the City of Torrance for
the past 10 years. They offer new technology with smart -phone applications to
proactively combat graffiti. The City of Torrance highly recommends GPC and
according to the City's Facilities Services Manager, "GPC has provided excellent
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service at competitive prices". GPC is proactive, seeks out and removes graffiti before
it's reported. They offer a smart phone app and a graffiti hotline. Their average
response time for removal has been less than 24 -hours. City of Torrance's contract for
graffiti abatement is approximately $200,000 annually.
City of Torrance is receiving a high service -level from GPC which funds a full crew, 5
days a week, with emergency weekend call —outs at no additional cost. GPC currently
has contracts providing full-time services with the Cities of Torrance, Compton, Long
Beach and Tustin, to name a few.
Although, we cannot justify paying for full-time graffiti abatement services because we
do not generate large volumes of graffiti calls, we can, however, in accordance with the
City's purchasing ordinance, utilize the procurement process of the City of Torrance to
enter into an agreement for a cost that is relative to our volume of graffiti in an amount
of approximately $75,000 annually. This would be the most efficient and cost effective
way to start the services quickly.
Recreation and Parks Staffing Enhancement Proposal
While increased trash and graffiti removal is essential to improving the quality of the
City's parks, increasing staff levels would also enhance the City's ability to pro -actively
improve operations and better manage the City's existing park and open space
resources. This preventative approach would help protect and maintain the City's
popular recreation assets. Added staff would perform the following roles: augment
Public Works role by picking up overflow trash and cleaning -up graffiti, enforce park
rules, educate the public about appropriate use of parks and open space areas, curb
vandalism, increase staffed park hours especially during peak hours of operation, and
provide higher levels of responsiveness to public complaints and concerns. Along with
increasing staff, Recreation Staff will continue to look to expand its popular park clean-
up days and volunteer programs (currently at 1,598 hours in the first six months of
2015). Additionally, increased staffing hours and the use of roaming staff could reduce
or eliminate the current practice of using a contractor to open and close certain park
gates and public restrooms.
Increasing staffing levels could also assist with staffing parks on holidays when the
parks are typically closed. Regularly staffed parks are currently unstaffed on the
following days: Thanksgiving, December 24 and 25, and January 1. The staffing
increases listed below would be sufficient to allow for staffing on those days. As an
alternative that would allow more part-time staff to enjoy the holidays with their families,
a single roaming staff person could open up park gates and bathrooms in the morning
and lock them up in the evening.
Additional staff would also be helpful in implementing and enforcing potential new City
rules such as banning alcohol on the beach (currently permitted), as well as enforcing a
comprehensive ban on smoking at the beach or in City parks. These new rules may
minimize trash in some of the most sensitive beach areas and parks.
The staffing emphasis would be on a) the Palos Verdes Nature Preserve, b) increasing
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staffing levels at the City's busiest parks, and c) providing roaming inspection staff at
unstaffed parks. In order to meet the needs of the public and achieve the Council
directive to keep the Parks and Preserve clean and well-maintained, the following
increases to staffing levels are proposed:
Proposed Park/Preserve Staffing Increase
Location/Purpose
Hours
Est. Cost
Palos Verdes Nature Preserve
3,744
$55,000
Roaming Patrol
1,460
$21,000
Eastview Park
3,650
$54,000
Hesse Park
1,100
$16,000
Abalone Cove
2,184
$32,000
Ladera Linda Park
760
$11,000
Robert Ryan Park
760
$11,000
Sub -total
13,658
$200,000
Start -Up Equipment Su lies
$50,000
Annual Equipment/Supplies
$10,000
Equipment/Supplies Subtotal
$60,000
TOTAL
$260,000
The Recreation and Parks FY 15-16 staffing budget (combined full-time and part-
time/salary and benefits) is $1,504,952.00. The proposed $200,000 staffing increase
would increase Recreation and Park's total staffing costs to $1,704,952.00, a 13%
increase.
The following is a site -by -site analysis of the proposed staffing level increase
Abalone Cove $32,000 (2,184 HR increase in PT staffing)
o An increase in 42 hours a week to the Abalone Cove's staffing levels
would greatly increase the customer service levels. During the peak
hours of the year (Memorial Day to Labor Day) Abalone Cove is staffed
from 9:00 am to 4:00 pm. The Parking Lot closes at 4:00 pm and the
Park closes around 9:00 pm (an hour after sunset). Often, staff leave the
facility when there are upwards to 100+ cars still in the parking lot and the
public is in the Park, on the trails and at the beach/tide pools. With the
increased attention on Abalone Cove from social media, not having "eyes"
on the park puts the City at risk and does not allow staff to address trash
issues, vandalism, and the validation of senior/ADA parking. The Council
recently approved a new fee structure at Abalone Cove raising the fees
from a flat rate of $5 to a fluctuating fee-based time duration. The public
can no longer pay when they arrive at the park, but must wait until they
leave to pay. This will present issues if staff are not available to assist
with technical issue with the pay station. In addition, when staff leave at
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4:00 pm, the main pay machine is locked and the only way to pay is via
debit/credit card at the exit gate. This increase in staffing levels would
allow for increased presence during the summer, weekends and peak
hours. Educating the public on the Marine Protected Areas (MPA),
dangers of rough surf and addressing vandalism/graffiti would now be
greatly enhanced with the added staffing levels.
Palos Verdes Nature Preserve/Open Space Staff $55,000 (3,744 Part-time
staffing hours)
o The Palos Verdes Nature Preserve is one of the great sources of
community pride in Rancho Palos Verdes. Monitoring and maintaining
this 1,450 acre jewel is a tremendous challenge. The efforts of the
PVPLC, MRCA Park Rangers, Volunteer Trail Watch, Volunteers on
Patrol and others are too be commended. Assigning trained, designated
Recreation and Parks part-time staff who could immediately clean-up
graffiti, remove trash, educate the public, coordinate with Public Works,
MRCA, PVPLC and other agencies, and enforce Preserve rules
potentially utilizing citation authority would have a tremendous
preventative impact. The additional hours listed above would cover two
part-time staff on weekends at eight hours per day, and one staff on
weekdays -eight hours per day. Like the MRCA rangers, staff could focus
their efforts and time on different open space areas as needed and be
immediately responsive to reports of vandalism, homeless encampments,
graffiti and other problems.
Roaming Staff $21,000 (1,460 Part-time staffing hours)
o Roaming staff would travel between various park sites to perform a variety
of tasks including: performing inspections, assist Public Works in picking
up excess trash, educating the public and enforcing park rules, and
completing work orders. Roaming staff would focus on unstaffed parks
such as Del Cerro, Clovercliff, Marilyn Ryan Sunset Point Park, and
Vanderlip as well as scenic pull -offs vista points such as the ones near
City Hall and Abalone Cove. They would also assist with trash pickup
and enforcement at staffed parks such as Hesse Park, Ryan Park, Ladera
Linda and Abalone Cove as needed and especially on peak periods such
as weekends and holidays. Roaming staff could also help monitor the
resident- only parking spaces located adjacent to Del Cerro Park. The
hours listed above would cover 1 staff for four hours per day year-round.
Eastview Park $54,000 (3,650 Part-time staffing hours)
o Eastview Park, at 10 acres, is the City's largest park on the East side of
the City. The park is open from dawn to dusk and is not staffed. There
have been reports from residents and observations by staff of trash,
vandalism, homeless encampments and park rules violations including
moon bounces and dogs off leash. Adding park staff at Eastview for an
average of 10 hours per day (more on weekends, holidays, summer and
less on non -Summer weekdays) would have a significant impact on these
Al
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Open Space Operations and Maintenance
issues. In addition, staff could also check out park equipment to park
visitors and lead park activities. A modular staff building would be
necessary with electrical connections and modest storage. A restroom is
already available on site.
Hesse Park $16,000 (1,100 HR increase in PT staffing)
o This increase would allow for an additional Recreation staff person to be
utilized during the weekends, summer and other peak periods as needed.
Currently, only one PT staff is scheduled at Hesse Park, unless there is a
rental or Council/Planning commission meeting. Staff are often not able
to walk the park to interact with the public, address trash issues, service
the restrooms, and assist the public with questions about the facility, such
as rental space and programs. When staff need to leave the office,
phone calls are forwarded to voicemail and no one is able to assist walk-in
customers. Staff are often not able to provide quick responses and
preventative actions to address day to day issues that arise.
Ladera Linda Park $11,000 (760 Part-time staffing hours)
o Ladera Linda Park is currently staffed M/W/F/Sat/Sun 1:00 am to 5:00 pm
during the school year and M -F 1:00 pm to 5:00 pm and Sat/Sun 10:00
am to 5:00 pm during the summer. This results in approximately 75 days
when the park is potentially not staffed and a majority of days when the
park is only staffed for four hours. The hours above would allow the park
to be staffed five hours a day Mon -Friday and seven hours a day Sat/Sun
year round. Park staff received numerous reports of trash, vandalism,
crime and safety concerns, especially during the Master Plan process.
This increase in staffing would be a preventative measure designed to
both make the park more accessible to the visiting public, but also a safer
and better maintained environment
• Ryan Park $11,000 (760 additional Part-time staffing hours)
Robert Ryan Park, the original park in Rancho Palos Verdes, is a popular,
well -attended park. The park is currently only open during the summer
from 10am-dusk every day and during the school year from 12 noon to
dusk Monday through Friday and from 10am to dusk Saturday to Sunday.
Staff has received numerous requests that Ryan Park be opened earlier to
accommodate parents and caretakers of young children who like to visit
parks and playgrounds early in the morning. The proposed staffing
increase would allow the park to be open from 9:00 am to dusk year round.
Staff would also have additional time to inspect the park, perform minor
safety and aesthetic repairs, pick up trash, interact with the public and
enforce park rules.
• Equipment/Training Start Up Expenses $50,000 Annual Expenses
$10,000
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o Start-up equipment and training will be needed including rental of a
modular staff building for Eastview Park Staff, a truck for Preserve staff,
miscellaneous supplies and tools, uniforms, citation training, etc.
o Annual budget of equipment and supplies for additional staff estimated at
$10,000/year
CONCLUSION
Traditionally, we would propose other alternatives to the City Council. However, in this
case, we were asked to come back with a proposal that thoroughly addresses the trash,
maintenance, and graffiti issues. We explored other possibilities, but we believe this
proposal will successfully address the issues we face.
FISCAL IMPACT
The fiscal impact would be a combined $419,212 consisting of $159,212 for the Public
Works Trash/Recycling/ Graffiti proposal; and $260,000 for Recreation and Parks
increased staffing and operating supplies proposal. A FY 15-16 budget adjustment
increase to the Recreation and Parks Part-time staffing budget and Operating Supplies
would be necessary. A FY 15-16 budget adjustment increase to the Public Works Right
of Way Roadside Maintenance, Parks and Median Maintenance, and City-wide Graffiti
programs would also be necessary. Funding would come from the City's General Fund.
Approving these proposed increases would result in a FY 15-16 budget structural
imbalance of $305,851 based on the June 16, 2015 Budget Staff Report, which showed
a surplus of $113,361. If City Council approves the recommended increases, staff
would recommend returning at a later date with a full budget analysis to bring the
budget back into balance.
Attachments:
Draft Resolution No. 2015- (page 9)
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET APPROPRIATION
FOR FY 15-16, TO ADUST THE BUDGET IN THE GENERAL FUND.
WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all
expenditures in excess of budgeted allocations must be by supplemental appropriation of the
City Council: and
WHEREAS, on June 16, 2015, the City Council of the City of Rancho Palos Verdes
adopted Resolution 2015-47; approving a spending plan and appropriating a budget for FY 15-
16: and
WHEREAS, on July 21, 2015 the City Council direct Staff to approve a proposal to
expand the City-wide Public Works Department trash and graffiti removal program and
also expand the Recreation and Parks Department staffing presence at specified park
sites and the Palos Verdes Nature Preserve: and
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES:
The following adjustments are made to the FY 15-16 budget:
General Fund
Street Maint. Medians 202-3003-431-43-00 $51,840
Parks, Trails and Open Space 101-3009-431-43-00 $32,732
Building Maintenance Service 101-3008-431-43-00 $75,000
Recreational Facilities/Operating Supplies 101-5030-451-61-00 $60,000
Recreational Facilities PT Salary and Wages 101-5030-451-12-00 $171,000
Recreational Facilities PT Benefits 101-5030-451-29-00 $29,000
Employee Benefits Interfund Revenue 685-1015-381-30-00 $29,000
Employee Benefits PERS Expenditure 685-1015-499-23-00 $24,500
Employee Benefits FICA Expenditure 685-1015-499-22-00 $4,500
Verified by Finance:
PASSED, APPROVED, AND ADOPTED THIS 21st DAY OF JULY 2015.
Mayor
ATTEST:
City Clerk
State of California )
County of Los Angeles )ss
01
City of Rancho Palos Verdes
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above
Resolution No. 2015- was duly and regularly passed and adopted by the said City Council at a
regular meeting thereof held on July 21, 2015.
City Clerk
Resolution No. 2015 -
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