Item No: 5K.
Meeting Date: April 22, 2013
From: Raymond S. Sharp, Interim City Manager
Subject: Policy for use of city owned light towers by the public
Staff recommends approval of the policy.
During the regularly scheduled meeting of February 11, 2013, the City Commission considered staff recommendations regarding public use of city owned light towers. This resolution establishes a policy for such use, based upon the discussions of that meeting.
1. Adopt the resolution establishing the policy as presented; or,
2. Such alternative action as the Commission may deem appropriate.
The policy, if adopted, establishes standard procedures for city owned light towers to ensure that the city’s emergency needs are met and that users have sufficient insurance to protect the city’s interests. Based upon data collected by staff, the cost of use of the light towers by not for profit organizations has not been excessive. This cost can be further limited by restricting pickup and delivery to normal duty hours, thus avoiding overtime costs.
Department: City Manager
Prepared by: R. Sharp
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Advertised: ____Not Required ______
Attorney Review : Yes___ No ____
Reviewed by: Dept. Head ________
Finance Dept. __________________
Deputy C.M. ___________________
City Manager ___________________
Account No. N/A
Project No. ___________________
WF No. ______________________
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, ESTABLISHING A POLICY FOR USE OF CITY OWNED LIGHT TOWERS BY THE PUBLIC; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Leesburg owns four diesel powered portable light towers, two assigned to the Electric Department, one assigned to the Water Department, and one assigned to the Wastewater Department, and
WHEREAS, these towers are used to supply light to City personnel when working at night on City infrastructure, but have in the past been loaned out to various civic organizations on a piecemeal basis, without a policy to govern how the towers are loaned out, and
WHEREAS, at times the lending of the towers to civic organizations has resulted in the towers being unavailable when needed by City personnel for their principal intended purpose, and
WHEREAS, the City has surveyed other municipalities and organizations with light towers to determine how they regulate the use of the towers by outside groups, and
WHEREAS, the City Commission deems it necessary and desirable to establish a policy to regulate the use of the light towers by groups other than City personnel,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:
The following policies shall govern the use of the City owned light towers by anyone other than City of Leesburg personnel:
A. Public use of the towers shall be restricted to use by not for profit organizations, at sites within the municipal limits of the City of Leesburg. Other than not for profit organizations, the towers shall not be made available for the use of the general public.
B. Any request for use of a light tower must be presented to the City Manager no later than 14 days prior to the date of proposed usage. The request must include the name and address of the not for profit organization, the address of the site where the tower is proposed to be used, the name of the event at which the tower will be used, the date or dates on which use of the tower is proposed, and the name, address and telephone number for an individual who will serve as a contact for the not for profit organization and who will be responsible for coordinating the delivery and removal of the tower with City employees.
C. Towers shall be made available on a first come, first served basis only.
D. The Public Works Department shall be responsible for the delivery and pickup of the towers. This shall be done during normal duty hours only.
E. At least one tower shall remain in possession of the City at all times, for use by City emergency crews as needed. The City Manager may decline a request for use of a tower for good cause, including but not limited to a need for use of the tower by City employees for municipal purposes.
F. The not for profit organization shall be responsible for any damage to, theft of, or destruction of, the tower while on the site of the event sponsored by the not for profit organization.
G. The not for profit organization shall furnish to the City, prior to delivery of the light tower, a certificate showing the organization has public liability insurance in force for the event, with the City as an additional insured party, to cover any death, personal injury or damage to property caused by the light tower, with a minimum coverage amount of $100,000.00 per person and $250,000.00 per event.
H. The City will supply the towers fully fueled and will refuel them upon retrieval from the site of usage by the not for profit organization.
This Resolution shall take effect upon its passage by the City Commission.
PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at its regular meeting on the day of , 2013.
THE CITY OF LEESBURG, FLORIDA
DAVID KNOWLES, Mayor
BETTY RICHARDSON, City Clerk