Item No: 5E.

Meeting Date: February 11, 2013

From: Ray Sharp

Subject: Discussion item relating to use of city-owned light towers by non-profit organizations

Staff Recommendation:

No recommendation – discussion only.

Analysis:

The agenda for the January 14, 2013 meeting of the city commission contained a discussion item relating to policy for loan of city-owned light towers to non-profit organizations. The commission requested additional information and followup.

Mr. Kalv has provided a followup report with additional information, attached for your reference.

In brief, the city owns four light towers, two in electric, one each in water and wastewater. The original purchase price of these ranged from $6,780 to $7, 947. Two were purchased in 1999 and two in 2001. Based on hour meter readings, three of the towers are used around 110 hours per year on average, one is used about 30 hours per year. There have been no extraordinary maintenance costs.

Other information may be summarized as follows:

• Based upon available information, the cost of delivering, setting up and picking up light towers from events is modest, so long as the work is performed during normal duty hours.
• There is no readily available record of fuel expenses for such events.
• A survey of thirty-four FMEA members received eleven responses. Nine of the responses indicated that they do not loan equipment. Williston and Ocala both loan light towers to non-profits. Ocala delivers and picks up, Williston does not. Williston charges for fuel used, Ocala does not.
• Lake County Sheriff’s Office (LCSO) lends light towers on a first come, first served basis. LCSO personnel deliver and pick up the towers and there is no charge for fuel.
• A discussion between Electric Department staff and Joe Shipes resulted in a plan to install additional lighting at strategic points, which minimizes the need for light towers for downtown events. These are being installed, with lock box controls.

Mr. Kalv offered staff recommendations. After review of the recommendations, I concur with most, and offer the following suggestions for discussion:

• Requests for use of city owned light towers should be directed to the City Manager’s office, in writing, at least fourteen (14) days in advance.
• Availability of light towers is on a strict first come, first served basis as determined by the date the request is received by the City Manager’s office.
• City owned light towers are available only to non-profit organizations, for use at sites located within the city limits of Leesburg. They are not available for use by the general public, nor by commercial enterprises.
• One functioning light tower will always be held in reserve at Public Works for use by city emergency crews (only three are available for loan).
• Pickup and delivery will be by Public Works personnel during normal duty hours.
• Given the relatively light usage recorded by the hour meters, the owning department will absorb fuel cost. Refueling during an event, if required, is at the expense of the event; city staff will not refuel during an event.
• Non-profits who hold repeat events at specific venues will be encouraged to have the site evaluated by Electric Department staff to determine if a more appropriate solution is installation of permanent lighting, with a lock box accessible only to the event organizer, and the electric bill paid by the event organizer.
• Where appropriate, the event should recognize the City of Leesburg as a co-sponsor.
• The event organizer must show proof of insurance sufficient to cover theft, vandalism or accidental damage.
• No equipment other than light towers may be loaned, for any purpose, to non-profits, commercial enterprise or the general public.

Options:

1. Based upon commission discussion, direct staff to bring forward a resolution formalizing the intent of the commission; or,

2. Such alternative action as the Commission may deem appropriate

Fiscal Impact:

Based upon historical usage, the fiscal impact is minimal, so long as reasonable limitations are imposed on such usage. The benefit to public safety and the community at large is likely much greater than the expense of loaning the light towers.

Submission Date and Time: 2/6/2013 2:37 PM____

Department: Executive Prepared by: R. Sharp Attachments: Yes____ No ______ Advertised: ____Not Required ______ Dates: __________________________ Attorney Review : Yes___ No ____ _________________________________ Revised 6/10/04

Reviewed by: Dept. Head ________ Finance Dept. __________________ Deputy C.M. ___________________ Submitted by: City Manager ___________________

Account No. N/A Project No. ___________________ WF No. ______________________ Budget ______________________ Available _____________________