STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE AUTHORITY

Authorize the City Manager to:

• Hire up to four (4) temporary extra-help Groundskeepers for a period not to exceed 120 days to perform landscape maintenance and beautification activities throughout the City, including the Landscape & Lighting Maintenance District, municipal landscape areas, and the municipal airport; and

• Reallocate existing FY 2026-27 budgeted appropriations totaling up to $40,000 from previously approved maintenance-related project budgets to fund these temporary positions, with a formal budget adjustment to be presented to the City Council at a subsequent meeting.

The City maintains numerous landscaped areas throughout the community, including medians, parkways, trail corridors, and other public spaces. Many of these areas were originally established and maintained under Landscape & Lighting Maintenance District No. 1993-1A, formerly administered by the Coalinga-Huron Parks and Recreation District.

These facilities include landscaping, trees, shrubs, ground cover, irrigation systems, controllers, valves, sprinklers, bubblers, water services, and associated infrastructure. Areas maintained include, but are not limited to, Bordeaux Way, Chardonnay Lane, Merced Avenue, Burgundy Way, the north side of Lucile Avenue, the Warthan Creek Trail serving Tract No. 5451, El Rancho Boulevard serving Tract No. 5344, and Tract No. 533T.

During the City Council's recent discussion regarding the proposed center median rehabilitation project, staff was directed to explore opportunities to complete the work in a more cost-effective manner. Following that discussion, staff evaluated several alternatives and developed the concept of utilizing temporary extra-help groundskeepers to perform not only the center median improvements but also address a growing backlog of landscape maintenance and beautification needs throughout the community.

This approach allows the City to leverage temporary staffing to complete multiple one-time and seasonal projects while avoiding the higher costs associated with contracting the work. In addition to the center medians, these employees will assist with revitalizing landscaped "triangle" islands, municipal landscaped areas, the Landscape & Lighting Maintenance District, airport landscaping, downtown corridors, parks, trails, and other highly visible public spaces that have been difficult to address with existing staffing levels.

The City Council has also identified beautification and enhancement of the City's appearance as a priority through the annual budget and goal-setting process. The proposed temporary staffing initiative supports those objectives by improving the appearance of key corridors, neighborhood landscaping, and public spaces, while preparing the community for upcoming seasonal events and continuing to enhance community pride and public perception.

The City Manager foresees a need to revitalize landscaped areas throughout the City, including the Landscape & Lighting Maintenance District, municipal landscape areas, and the airport. Given the seasonal timing and the City's desire to improve the appearance of key corridors, neighborhood landscaping, downtown areas, and the airport, utilizing extra-help groundskeepers provides the most cost-effective method of completing this work. By performing this maintenance work with City staff rather than contracting it out, the City can maximize the value of taxpayer dollars while improving the overall appearance of the community.

In addition, the City has officially rejected all bids and plans to conduct the center median rehabilitation project with these additional groundskeepers as a cost saving measure.  

Funding for this effort is being reallocated from previously budgeted project appropriations. Specifically, with approval, up to:

• $20,000 will be utilized from the Landscape & Lighting Maintenance District No. 1993-1A,
• $15,000 from Municipal Grounds and Maintenance, and
• $5,000 from the Airport Fund for work performed at and around the municipal airport

While a portion of these expenditures will be reflected within General Fund personnel costs, they are fully offset by transfers from previously allocated one-time projects that had already budgeted these resources for maintenance-related activities. As such, this action does not represent new spending or an increase in the City's overall adopted budget, but rather a reallocation of existing appropriations to accomplish the work more efficiently. Projects that have been planned in the FY27 budget will progress as planned with the utilization of the additional support staff. 

A budget adjustment will be brought to Council at the next regularly scheduled City Council meeting, reflecting the changes noted above, if this action is approved. 

Based on an average of 25 hours per week for each employee, the estimated personnel cost is approximately $2,000 per week, inclusive of anticipated payroll burden. It is expected that the groundskeepers will be utilized for a period of 90-120 days (~16 weeks = ~$32,000 in approximate personnel costs only).

• Authorize the City Manager to hire four extra-help Groundskeepers. (Recommended)

• Do not authorize the additional staffing. Landscape maintenance and beautification efforts would continue at current staffing levels, delaying revitalization projects and reducing the City's ability to improve highly visible public areas. (Not Recommended)

Personnel costs associated with this authorization shall not exceed:

• $20,000 from the Landscape & Lighting Maintenance District No. 1993-1A for maintenance within the assessment district;
• $15,000 from Municipal Grounds and Maintenance for City landscape maintenance; and
• $5,000 from the Airport Fund for landscaping and maintenance activities at and around the municipal airport.

Although these expenditures will be reflected through General Fund payroll, they are fully supported by the reallocation of funds previously appropriated within the adopted budget. Therefore, this action results in no net new fiscal impact to the City and does not require additional appropriations beyond those already authorized.