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HomeMy WebLinkAbout20. 12-236 MAY 9, 2012 12-236 RESOLUTION (CARRIED__7-0___LOST_______LAID OVER______WITHDRAWN_____) PURPOSE: ACCEPT GIFT OF BRIDGE LIGHTING ON JACKSON STREET / OREGON STREET BRIDGE INITIATED BY: DEPARTMENT OF TRANSPORTATION WHEREAS a donation has been made by Progress Oshkosh for the purchase and installation of decorative LED profile lighting for the Jackson Street/Oregon Street Bridge; and WHEREAS, the donation is harmonious with a similar bridge lighting system approved by the Oshkosh Common Council in December 2008 for the Main Street bridge; and WHEREAS, the City has adopted a gift policy which allows the City to take on future maintenance costs related to a gift upon consideration of the community’s need or desire for the donation; whether and to what extent the proposed donation provides a new or diverse experience for the community and its visitors; the financial capacity of the donor; the ease of maintenance and repair; and whether the annual maintenance cost is so low as to be negligible; and WHEREAS, city staff has evaluated the proposed donation and has determined that the utility and maintenance costs are so low as to allow them to be absorbed into the current streetlighting operating budget; NOW, THEREFORE, BE IT THEREFORE RESOLVED, by the Common Council of the City of Oshkosh that, on behalf of the residents of this community, the City accepts with deep gratitude and appreciation the generous donation from Progress Oshkosh and that the proper City officials are authorized and directed to take those steps necessary to accept this donation and to properly maintain such donation during its useful life. CitCity of Oshkosh- Transportation Department OIHKOIH y p p ON THE WATER 926 Dempsey Trail, Oshkosh,WI 54902 (920) 232-5342 (920)232-5343 fax MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Christopher Strong, P.E., Director of Transportation DATE: May 3, 2012 RE: Resolution to Accept Gift of Bridge Lighting on Jackson Street/Oregon Street Bridge Background Progress Oshkosh donated and installed LED lighting on the profile of the Main Street bridge in 2009. The group has now raised funds to pay for a similar lighting system to be installed on the Jackson Street/Oregon Street bridge. In the intervening years, the Common Council adopted a gift policy, to which this donation is subject. This resolution would accept the gift of this bridge lighting, according to the terms and conditions of the gift policy. Analysis The gift policy lists a number of criteria which may be considered in determining whether and under what conditions a donation should be accepted. Staff's review of the criteria identified at least two criteria which apply to the proposed bridge lighting system: • Whether the proposed gift/donation provides a new or different experience for the public, and • Whether the proposed gift/donation compliments or is harmonious in quality, scale and character with existing improvements and features in the area The proposed system provides a different experience for the public who is looking at the bridge from the water or the riverfront. At the same time, it is harmonious with the existing Main Street bridge lighting system. The gift policy states that donors are generally asked to contribute enough money to cover long-term maintenance costs, relocation and removal, if reasonably anticipated. The policy states that the City may agree to take on future maintenance costs based on criteria such as: • The community's need or desire for the donation or improvement; • Whether, and to what extent, the proposed gift/donation provides new or diverse experiences for community members and visitors; • The financial capacity of the donor; • Ease of maintenance and repair; and City of Oshkosh—Transportation Department 1 Resolution to Accept Gift of Bridge Lighting on Jackson Street/Oregon Street Bridge/May 3,2012 • Whether the annual maintenance cost is so low as to be negligible. Staff analyzed the donation against the last two criteria in this list. The LED lights themselves have an estimated burn life of 10-15 years, with minimal maintenance anticipated in the mean time. The brackets which attached the lights to the bridge structure have been reviewed by the Wisconsin Department of Transportation and City staff, and are expected to withstand effects of typical bridge usage. Therefore, the system is envisioned as requiring limited maintenance and repair. The City has various types of access equipment that could support the safe maintenance of this system. Since there is some difficulty in using this access equipment, staff recommends that bulbs be replaced only when at least two are out at one time. If only one bulb is out, the lighting system's aesthetics can be preserved through controlling individual lights. Fiscal Impact No arrangement has been made for payment of maintenance and utilities costs for the proposed lighting system. Without a separate agreement, the maintenance and utilities costs will be borne by the City. Based on the estimates of the costs of the Main Street lights, the annual utilities costs for these lights are estimated at$450 per year, compared to a streetlighting budget of approximately$1.1 million. This annual utility cost is equivalent to the cost of between one and two utility-owned streetlights. Maintenance costs depend in large part on the cost of the LED replacement bulbs. The cost of the bulbs may drop considerably by the time that replacement is required, and it is possible that the bulbs will last longer than the 10-15 year estimate. Because of this uncertainty, the cost of buying replacement bulbs was not included. Recommendation This gift is consistent with the Main Street bridge lighting system and, as such, is recommended for acceptance by the Common Council. Under the gift policy, the Council may oblige the City to take on future power and maintenance costs based on a variety of factors such as the community's need or desire for the donation or improvement and the financial capacity of the donor. The resolution is written such that the City will pay for these ongoing costs. This is consistent with the understanding under which the Council approved the Main Street bridge lighting system in December 2008. The Council may, at its discretion, amend this resolution to state that the City will accept the gift pending agreement with an outside party to pay for power and maintenance costs. Respectfully submitted, Approved: fx"?.0,/fr stopher Strong, P.E. Mark A. Rohloff Director of Transportation City Manager City of Oshkosh—Transportation Department 2 DONATION FORM FOR PUBLIC IMPROVEMENT PROJECTS, MEMORIALS, TRIBUTES, WORKS OF ART (Including Funding Proposals for the above purposes) DONOR INFORMATION Name: Progress Oshkosh /Jeremy Monnett Address: PO Box 2521, Oshkosh, WI 54903 Phone: 920-231-8297 (Sonex Aircraft, LLC-Jeremy Monnett) Email: jeremv( monnett.com hereby makes a proposal to fund and/or construct a Public Improvement Project, memorial, tribute, or work of art consisting of decorative LED bridge lighting to be attached to the Jackson Street/Oregon Street bridge The intended purpose of this donation is to illuminate the exterior bridge structure at night as an artistic feature, to complement a similar lighting scheme on the Main Street bridge Proposed location Jackson Street/Oregon Street bridge over the Fox River This Donation subject to the following restrictions/conditions (if any): City will be responsible for operation and maintenance of decorative lighting system. Will the City be required to expend funds or otherwise participate in the donation or gift? If so, please identify the City's anticipated participation: No Will a Donor Recognition Object be requested as part of this gift/donation? If so, please include a description of the proposed object: No Condition, Conservation and Maintenance Requirements: City will replace lights when two or more are non-functional. This maintenance will be subject to the availability of suitable maintenance equipment, will not supersede electric division activities related to public safety, and may be subiect to the navigability of the river. What type of materials will be used in the proposed Project? Please see attached. What is the intended lifespan of the Project? Brackets intended to last until bridge needs to be constructed. Lights are expected to last 10-15 years without replacement. What short and long-term maintenance may be required and what is the anticipated cost of such maintenance? City will be responsible for programming and modifying lighting sequences, replacinq liqhtinq fixtures, and paving for electricity costs. Lighting sequences have been previously programmed for Main, Street bridge, so no additional cost is expected. A 10-year bulb replacement cycle is anticipated. Electricity costs are estimated at $450 per year if the lighting burns for 5 hours per night. The City of Oshkosh will make reasonable efforts to accommodate the intended purpose of the donation but reserves the right to utilize, relocate and/or dispose of any item funded through donated funds as the City of Oshkosh may deem fit. This agreement shall not take effect until the Common Council for the City of Oshkosh has specifically accepted this donation. 67,47-00 I 2-, zrrh47onor Date Donor Date Reco ndecjt D art ent Head Date Accepted: City Manager Date