CITY COUNCIL: Report & Policy Direction on Temporary Holiday Lighting in the Medians

Meeting Date: November 2, 2010
Prepared by: Heidi Burch, City Clerk

City Council
Agenda Item Summary

Name: Receive report and provide policy direction on temporary holiday lighting in the
medians.
Description: Staff is requesting Council approve lighting in the medians from Thanksgiving Day
to the beginning of Daylight Saving Time and approve the purchase of commercial grade
light-emitting diode (LED) lighting.
Merchants and residents gave positive reviews to the extension of the period during
which holidays lights were placed in the medians in 2009, which was until the Tuesday
following Presidents Day in mid-February. Now, staff is requesting that Council
consider lighting the medians from Thanksgiving Day through the beginning of Daylight
Saving Time, which occurs in March each year.
Overall Cost:
City Funds: Over a five-year period, the cost for lighting and labor: $27,800
Grant Funds: N/A
Staff Recommendation: Approve keeping the lights in the medians from Thanksgiving Day
through the beginning of Daylight Saving Time.
Important Considerations: If approved, the City would need to purchase commercial grade
lights in order to comply with fire codes since the lights would be up for a longer period
of time. Upgrading to commercial grade LED lighting, however, will result in cost
savings not only in energy costs, but also in labor costs. Each year, the City spends
approximately $1,800 in labor costs to install the median lights. The lifespan of
commercial wiring is conservatively four to six years when left up year round. A savings
of $7,200 in labor costs would be realized if the lights are left up for five years.
Decision Record: At its meeting of November 3, 2009, Council directed staff to permit
installing holiday lights in the downtown area starting the third Wednesday of November,
ending on the Tuesday following the Presidents’ Day holiday weekend in February.
Reviewed by:
_____________________________ __________________
Rich Guillen, City Administrator Date
188
CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: RICH GUILLEN, CITY ADMINISTRATOR
FROM: HEIDI BURCH, CITY CLERK
DATE: OCTOBER 25, 2010
SUBJECT: RECEIVE REPORT AND PROVIDE POLICY DIRECTION
ON TEMPORARY HOLIDAY LIGHTING IN THE MEDIANS
RECOMMENDATION
Staff is requesting Council approve lighting in the medians from Thanksgiving Day to the
beginning of Daylight Saving Time and approve the purchase of commercial grade light-emitting
diode (LED) lighting.
BACKGROUND
In response to the positive feedback from merchants and residents about the extension of the
period during which holidays lights were placed in the medians last year, staff is requesting that
Council consider lighting the medians from Thanksgiving Day through the beginning of Daylight
Saving Time in mid-March and would be in place for special events held throughout the year.
This extension, however, will require the purchase of commercial grade lights in order to comply
with fire codes. Staff researched upgrading to commercial grade LED lighting and quotes were
obtained from three different providers. With the upgrade to commercial grade LED lighting,
cost savings would be realized not only in the difference in energy costs, but also in labor costs.
Each year, the City spends approximately $1,800 in labor costs to install the lights in the
medians. The lifespan of commercial wiring is conservatively four to six years when left up year
round. A savings of $7,200 in labor costs would be realized if the lights are left up for five years.
While the initial outlay for LED lighting is more, over time, the costs become more aligned with
those of traditional incandescent lighting. Additionally, LED lighting is considerably more
energy efficient and less costly to operate.
STAFF REVIEW
Staff conferred with Fire Marshal Art Black about the requirements for leaving the lighting up
for the duration of five years. The proposed commercial grade lighting with 20-gauge wiring was
found to be compliant with the Fire Code.
189
Staff Report
2 November 2010
Page 2
FISCAL IMPACT
Although the initial outlay for LED lighting seems high, it is one time expense instead of a
yearly expense as is currently the case with incandescent lighting. Additionally, the projected
costs of incandescent lighting include the assumption of no increase in purchase prices for five
years.
Over a five-year period:
LED Traditional Incandescent
Cost for lighting $26,000 $16,000
Cost for labor $ 1,800 $ 7,200
Total $27,800 $23,200
SUMMARY
Staff requests that Council approve lighting in the medians from Thanksgiving Day to the
beginning of Daylight Saving Time and approve the purchase of commercial grade LED lighting.