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HomeMy WebLinkAbout4D, Lawn Mower Donations ~ ~HILLS Request for Council Action Prepared By: Greg Hoag, Public Works Director ~ Council Meeting Date: January 12, 2009 Lawn Mower Donations Budgeted Amount: $55,000 Actual Amount: $7000 Supporting Documents: 1. Memo from Greg Hoag dated January 12, 2009 2. Memo from Greg Hoag dated December 15, 2008 Funding Source: Building/Equipment Replacement Capital Fund ~. .....I)lE.HIl,LS MEMORANDUM DATE: January 12, 2009 TO: Mayor and City Council Ron Moorse, City Administrator FROM: Greg Hoag, Public Works Director SUBJECT: Lawn Mower Donations BACKGROUND At the December 15, 2008 City Council Work Session, city staff discussed accepting a donation of two lawn mowers from the Mounds View School District. One of the mowers is a large area mower capable of cutting a ten foot width. The other mower is similar to our existing Toro Groundsmaster mowers and can cut a six foot width. At the Wark Session it was the consensus of the City Council to have this item brought to a regular meeting. Attached to this memo is a copy of the December 15, 2008 staffmemo to the City Council with more information regarding costs and benefits associated with accepting this donation. In the December memo total repairs were estimated to cost approximately $6,000. Staff has re- contacted Turfwerks regarding their estimate for repairs needed on the large area mower. The estimate we previously received did not include a cost for labor for the repairs to the "wear parts". Turfwerks has indicated that the labor needed to complete these repairs will be approximately $1,000. For a total estimate of $7,000 to bring this mower back into good working condition. STAFF RECOMMENDATION Staffrecommends accepting a donation of both of these mowers from the Mounds View School District. Staff also recommends that Turfwerks perform the needed repairs for a cost not to exceed $7,000. Page 2 RECOMMENDED COUNCIL ACTION Accept the donation of two lawn mowers from the Mounds View School District. Authorize Turfwerks to perform the needed repairs to the large area mower for a cost not to exceed $7,000, to be funded from the Equipment/Building Replacement fund. ~ MEMORANDUM DATE: December 15, 2008 TO: Mayor and City Council Ron Moorse, City Administrator FROM: Greg Hoag, Public Works Director SUBJECT: Lawn Mower Purchase Opportunity BACKGROUND On December 8, 2008 the City Council approved the 2009 budget and Capital Improvement Plan (CIP) which included the replacement of our 1998 Toro Groundsmaster lawn mower with a large area lawn mower. The Mounds View School District Maintenance Department currently has two surplus lawn mowers in their fleet which they would like to donate to The City of Arden Hills. The first mower is a Jacobsen HR-5111 large area mower capable of cutting a ten foot width. (Picture attached) This mower is the style of mower we planned to recommend purchasing as our replacement mower in early 2009. The Mounds View mower currently has 1665 hours which is estimated to be about half of the normal life of the engine. This mower is in need of some repairs and maintenance. Turfwerks located in Eagan Minnesota is the local distributer for Jacobsen equipment. Turfwerks has provided us with an estimate for repairs to this mower. These repairs were broken down into three categories: Need to do now, $860.00 parts and labor; Highly recommended, $3,257.11 parts and labor; and wear part routine maintenance and repair, $1,400.29 parts only for an estimated total with tax of $6,000.00. These repairs are all repairs that can be expected over the life of this type of equipment. There are no major issues with the motor or cutting decks. Turfwerks estimates this mower, if all of the repairs were completed, could sell for approximately $18,000.00. A brand new mower of this type is listed at $44,640.00 on the State of Minnesota purchasing contract for 2009. It is anticipated that if we were to acquire this mower and continue with regular routine maintenance and repairs, we could expect to get five to seven years of service from this mower. We would expect to get fifteen years of service from a brand new mower. Page 2 The second mower that they are offering to donate is a 1998 Toro Groundsmaster (sample picture attached) with a six foot cutting width. This mower currently has 1515 hours on it. Arden Hills currently owns three Toro Groundsmasters which are used to mow grass in the summer and for snow removal on rinks and trails in the winter. Our Groundsmasters are a 1998 with 2850 hours, 2001 with 2515, and 2002 with 1925 hours. The engines on these machines built to be around a 3000 hour engine. By acquiring the extra Groundsmaster one of the mowers could be used as a "parts" mower for future repairs. Internally staff will use the parts and attachments from all four mowers to make the best three. STAFF RECOMMENDATION Staff recommends accepting both of these mowers from the Mounds View School District. At this time we are not recommending disposing of a Groundsmaster as we use them both in the summer and in the winter. As staff continues to evaluate equipment options for removing snow from rinks and trails we will most likely reduce our Groundsmaster fleet to two. RECOMMENDED COUNCIL ACTION Staff is seeking City Council input and direction as to how to proceed.