Item No: 5E.
Meeting Date: February
item relating to use of city-owned light towers by non-profit organizations
recommendation – discussion only.
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.
Kalv has provided a followup report with additional information, attached for
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.
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.
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
- 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.
1. Based upon commission discussion, direct
staff to bring forward a resolution formalizing the intent of the commission;
2. Such alternative action as the Commission may
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____
Prepared by: R.
Yes____ No ______
Advertised: ____Not Required ______
Review : Yes___ No ____
Reviewed by: Dept. Head ________
Finance Dept. __________________
City Manager ___________________