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HomeMy WebLinkAbout117-Facility Program.pdfCITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 119 F ACILITY I MPROVEMENT P ROGRAM The Capital Improvement Plan’s Facility Improvement Program provides for capital maintenance and improvements of the City of Saratoga’s buildings and structures throughout the city. Projects in the Facility Program are classified by site, to capture both funding resources and site improvement information. There are further sub-classifications by building within these sites. In summary the Facility Improvement Program categories are: • Civic Center • North Campus • Village Historical Park • Library Building Civic Center – this site classification includes the Administration Building, Development /Engineering Building, Theater/Chamber Building, Recreation/Senior Center Buildings, and the Corporation Yard. Saratoga Prospect Center – is comprised of the Grace Building and the Friendship Hall. This sub-classification also includes any grounds works associated with the site. Village Historical Park – is the collection of City owned historical buildings located downtown in the village, off Saratoga-Los Gatos Road. This includes the Saratoga Museum, the Book-Go-Round, and the McWilliams House. All three buildings are occupied under long-term leases by community based organizations; however the city bears some maintenance responsibilities. Library Building – is located on the corner of Saratoga Avenue and Fruitvale Avenue, adjacent to the Heritage Orchard Park. The building is leased to the Santa Clara County Library Joint Powers Authority on a 30 year lease (effective July 2003) for use as a branch library. Capital improvements are funded with remaining bond funds from the 2001 Capital Improvement GO Bond. Exterior maintenance upkeep is funded through a $5,000 annual payment from Santa Clara County. The two schedules on the following pages lists the Facility Program’s capital projects and the Facility Program’s summary funding by account classification. Following the summary schedules are individual project pages for each of the funded projects in this capital program. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 120 P ROJECT SUMMARY The following three new projects were added in FY 2010/11, to make a total of eleven active projects: • City Hall Security Lock • Library Improvements • Saratoga Prospect Center Improvements As shown above, seven Facility Improvement projects were finalized in the last fiscal year: • Civic Center Improvements • Theater ADA Compliant Seating • Warner Hutton House Improvements • Saratoga Prospect Center Building Removal • Book-Go-Round Alarm System • Museum Alarm System • Library HVAC Improvements Total Expended Project To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expenditures City Wide Projects 9311-001 Annual Facility Improvements 253,470 159,663 100,000 100,000 100,000 100,000 813,133 9312-002 Security Lock - 60,000 - - - - 60,000 9313-001 HVAC System Upgrade 2,484 122,516 - - - - 125,000 Civic Center Improvements 9321-001 Civic Center Improvements 110,000 closed - - - - 110,000 9322-001 Theater Improvements 73,163 46,967 40,000 40,000 40,000 40,000 280,130 9322-002 Theater ADA Compliant Seating 5,445 closed - - - - 5,445 9323-001 Warner Hutton House Improvements 89,599 closed - - - - 89,599 9341-001 Corp Yard Vehicle Shelter Structure 6,750 93,250 - - - - 100,000 9341-002 Corp Yard Vehicle Shelter Solar Panels - 125,000 - - - - 125,000 Saratoga-Prospect Center 9351-001 Saratoga Prospect Center Impr 1,210,158 178,740 - - - - 1,388,898 9351-002 Saratoga Prospect Bldg Removal 74,787 closed - - - - 74,787 Village Historical Buildings 9362-001 Book-Go-Round Alarm System 13,629 closed - - - - 13,629 9363-001 Museum Fire Alarm System 5,663 closed - - - - 5,663 9363-002 Museum ADA Ramp 78,446 - - - - - 78,446 9364-001 McWilliams House Improvements 7,200 2,800 - - - - 10,000 Library Buildings 9372-001 Exterior Maintenance Projects - 20,000 - - - - 20,000 9374-001 Library HVAC Upgrade 343,020 closed - - - - 343,020 9374-002 Library Improvements - 345,033 - - - - 345,033 Total Project 2,273,814 1,153,969 140,000 140,000 140,000 140,000 3,987,783 Interfund Transfers 410,442 46,109 - - - - 456,551 Total Project Expenditures 2,684,256 1,200,078 40,000 40,000 40,000 40,000 4,444,334 FACILITY PROJECT EXPENDITURE SUMMARY Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 121 F ACILITY I MPROVEMENT P ROGRAM F UNDING SUMMARY Prior FY Total Year 2009/10 Funding Program REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Theater Ticket Surcharge 83,238 36,892 120,130 40,000 40,000 40,000 40,000 40,000 320,130 SCC Maintenance Reimb 10,000 5,000 15,000 5,000 5,000 5,000 5,000 5,000 40,000 CIP Project Contributions 154,685 - 154,685 - - - - - 154,685 Transfers In - General Fund 1,857,024 100,000 1,957,024 335,000 100,000 100,000 100,000 100,000 2,692,024 Transfers In - Other CIP 100,092 425,459 525,551 - - - - - 525,551 Transfer In - CDBG 5,445 1,843 7,288 76,603 - - - - 83,891 Transfer In - Library Fund 310,000 33,020 343,020 345,033 - - - - 688,053 TOTAL REVENUES 2,520,484 602,214 3,122,698 801,636 145,000 145,000 145,000 145,000 4,504,334 Prior FY Total Year 2009/10 Expended Program EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies 11,747 7,200 18,947 2,800 - - - - 21,747 Fees & Expenses 1,603 - 1,603 - - - - - 1,603 Consultant/Contract Svs 32,254 12,114 44,368 - - - - - 44,368 Construction Expenses 1,429,697 640,210 2,069,907 1,037,615 140,000 140,000 140,000 140,000 3,667,522 Transfers Out 91,357 458,074 549,431 159,663 - - - - 709,094 TOTAL EXPENDITURES 1,566,658 1,117,598 2,684,256 1,200,078 140,000 140,000 140,000 140,000 4,444,334 Prior FY Total Year 2009/10 Estimated Program Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 953,826 438,442 40,000 45,000 50,000 55,000 Revenues & T/I 2,520,484 602,214 3,122,698 801,636 145,000 145,000 145,000 145,000 4,504,334 Expenditures & T/O 1,566,658 1,117,598 2,684,256 1,200,078 140,000 140,000 140,000 140,000 4,444,334 ENDING FUND BALANCE 953,826 438,442 438,442 40,000 45,000 50,000 55,000 60,000 60,000 Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 122 PROJECT DIRECTORY CITYWIDE PROJECTS PAGE 9311-001 Annual Facility Improvements Funding D – 124 9312-001 Security Door Lock Project D – 126 9313-001 HVAC Systems Upgrade D – 128 CIVIC CENTER IMPROVEMENT 9322-001 Theater Improvements D – 132 9341-001 Corp Yard – Vehicle Shelter Structure D – 134 9341-002 Vehicle Shelter Solar Panels D – 136 SARATOGA – PROSPECT CENTER 9351-001 Saratoga Prospect Center Improvements D – 140 VILLAGE HISTORICAL BUILDING 9363-002 Museum ADA Ramp D – 144 9364-001 McWilliams House Improvement – Phase II D – 146 LIBRARY BUILDING 9372-001 Building Exterior Maintenance Projects D – 150 9374-002 Library Capital Improvements D – 152 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 123 CITYWIDE PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 124 C ITYWIDE P ROJECTS Project Name Annual Facility Improvement Funding Project Number 9311-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project represents the annual funding provided for facility improvements to City facilities. Funding is transferred out of this project to assigned facility projects as identified Location Facility projects may be located at any of the City buildings, which include: the City Hall campus, Joan Pisani Community Center, Corporation Yard, Historic Park, and Saratoga Prospect Center. Project Background Each year, a $100,000 transfer from the General Fund to this CIP project provides funding for various maintenance projects at City facilities. Projects may be repairs, improvements, or general maintenance work; with projects that improve safety given highest priority. Past projects have included: • Senior Center remodel • Administration lobby remodel • Theater and City Hall alarm system replacement • Carpet replacement for Adult Daycare Center, Portable, Community Development Department & Engineering • Senior Center HVAC system replacement • Corporation Yard men’s restroom remodel • ADA compliant ramp for preschool portable • Copy and Break Room flooring replacement • Community Center kitchen improvements Larger or more complicated projects are typically done by contractors. Smaller projects can be carried out by staff. All projects are managed by staff. Operating Budget Impacts This project has a number of financial benefits. Ongoing maintenance and improvements helps to prevent larger problems and costs associated with deferred maintenance, and increases the longevity of City facilities. Safety-related maintenance reduces liability expenses. Staff time for project design and oversight is already incorporated in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 125 C ITYWIDE P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase Ongoing Prepare plans and specifications Begin Bid Process Ongoing Council approves plans and authorizes bidding the project Contract award Ongoing Council awards contract Estimated Construction Start Ongoing Construction project begins Estimated Completion Date Ongoing Project is completed ANNUAL FACILITY IMPROVEMENTS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund 200,000 100,000 300,000 100,000 100,000 100,000 100,000 100,000 800,000 Transfers In - Other CIP - 13,133 13,133 - - - - - 13,133 TOTAL REVENUES 200,000 113,133 313,133 100,000 100,000 100,000 100,000 100,000 813,133 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Construction Expenses 91,357 162,113 253,470 159,663 100,000 100,000 100,000 100,000 813,133 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 91,357 162,113 253,470 159,663 100,000 100,000 100,000 100,000 813,133 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 108,643 59,663 - - - - - Revenues & T/I 200,000 113,133 313,133 100,000 100,000 100,000 100,000 100,000 813,133 Expenditures & T/O 91,357 162,113 253,470 159,663 100,000 100,000 100,000 100,000 813,133 ENDING FUND BALANCE 108,643 59,663 59,663 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 126 C ITYWIDE P ROJECTS Project Name Security Door Lock Project Project Number 9312-002 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds installation of magnetic locks to doors at City Hall. Location This project will be located in the Administration Building and the Engineering and Community Development Building at City Hall. Project Background Currently, most doors at City Hall must be manually locked or unlocked. The City plans to increase security of the City Hall campus by investing in an electronic lock facility security system that would eliminate the possibility of doors left unlocked during non-working hours. Doors would be set to automatically unlock and lock based on City Hall hours of operation. This project will help reduce the possibility of loss of or damage to City property as a result of doors left unlocked after hours. The first phase of the project will only include improvements to the City Hall buildings. The Joan Pisani Community Center and Senior Center would be included in later phases. Operating Budget Impacts This project will not impact the operating budget as no maintenance costs are associated with the magnetic locks after installation. Project management for installation has already been incorporated in the City’s operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 127 C ITYWIDE P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase February 2010 Prepare plans and specifications Begin Bid Process May 2010 Pricing information is requested Contract award July 2010 Selection of a vendor is made Estimated Construction Start August 2010 Construction project begins Estimated Completion Date November 2010 Project is completed SECURITY DOOR LOCK PROJECT Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund - - - 60,000 - - - - 60,000 TOTAL REVENUES - - - 60,000 - - - - 60,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - 60,000 - - - - 60,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 60,000 - - - - 60,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - - - - - - - - Revenues & T/I - - - 60,000 - - - - 60,000 Expenditures & T/O - - - 60,000 - - - - 60,000 ENDING FUND BALANCE - - - - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 128 C ITYWIDE P ROJECTS Project Name HVAC System Upgrade Project Number 9313-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds replacement of up to nine existing HVAC units and thermostat controls. Location Units to be replaced are located at Saratoga City Hall, the Joan Pisani Community Center, and the City’s Corporation Yard. Project Background In 2009, the City conducted an inventory of its 39 HVAC units and found that nine of the units were operating below peak performance and would need to be replaced. These older, inefficient units are 25-30 years old and require frequent maintenance to be kept operational. The nine units to be purchased will use approximately 30% less energy than the existing units. Additionally, the new units use a more environmentally sustainable refrigerant called HFC410. This ozone-friendly refrigerant does not contain chlorofluorocarbons and hydro-chlorofluorocarbons, which deplete the ozone. Operating Budget Impacts Management of this project is already accounted for in the operating budget. Once the new HVAC units are installed, energy cost will be reduced. The new units come with a full one year warranty on the units with a five year warranty on the compressors, which means that maintenance expenses will be minimal during this time period. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 129 C ITYWIDE P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase December 2009 Prepare plans and specifications Begin Bid Process January 2010 Council approves plans and authorizes bidding the project Contract award April 2010 Council awards contract Estimated Construction Start May 2010 Construction project begins Estimated Completion Date July 2010 Project is completed HVAC SYSTEM UPGRADE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - Other CIP - 125,000 125,000 - - - - - 125,000 TOTAL REVENUES - 125,000 125,000 - - - - - 125,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - 2,484 2,484 122,517 - - - - 125,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - 2,484 2,484 122,517 - - - - 125,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - - - 122,517 - - - - - Revenues & T/I - 125,000 125,000 - - - - - 125,000 Expenditures & T/O - 2,484 2,484 122,517 - - - - 125,000 ENDING FUND BALANCE - 122,517 122,517 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 130 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 131 CIVIC CENTER IMPROVEMENT PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 132 C IVIC C ENTER I MPROVEMENTS Project Name Theater Improvements Project Number 9322-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project is for improvements to the Civic Theater. Location Projects are located within the Civic Theater, at the Saratoga City Hall main campus. Project Background On an ongoing basis, two theater groups and several school groups lease the Civic Theater for rehearsals and performances. The theater groups have three productions per year that show for approximately six weeks each and the school use varies. To offset the cost of maintaining the facility’s heavy use resulting from theater shows, a $2.00 per ticket surcharge is collected on each ticket sold and is then subsequently remitted to the City to fund improvements. The surcharge totals approximately $30,000 per year. Each year, the two groups that primarily use the Civic Theater work with staff to identify improvement priorities. Improvements are made on an ongoing basis and in the past have included installation of a movie screen, fully accessible seating, and new doors. Theater improvements for the 2010/11 fiscal year will include: - A new sound system - Scaffolding and a-frame ladder - Patch panel under the theater sound system - Masonite flooring over the stage - New black curtains for the stage Most theater improvements are conducted by contractors and supervised by staff. Operating Budget Impacts Regular improvements to the Civic Theater ensure that it remains an attractive venue for audiences and theater groups. The productions of the theater groups draw visitors to Saratoga, which helps to support the local economy as show attendants often visit Saratoga restaurants and shops before or after attending shows. Furthermore, ongoing improvements prevent high costs associated with deferred maintenance. Staff time needed to oversee improvements to the theater is already included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 133 C IVIC C ENTER I MPROVEMENTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase Ongoing Prepare plans and specifications Begin Bid Process Ongoing Council approves plans and authorizes bidding the project Contract award Ongoing Council awards contract Estimated Construction Start Ongoing Construction project begins Estimated Completion Date Ongoing Project is completed THEATER IMPROVEMENTS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Theater Ticket Surcharge 83,238 36,892 120,130 40,000 40,000 40,000 40,000 40,000 320,130 Transfers In - General Fund - - - - - - - - - TOTAL REVENUES 83,238 36,892 120,130 40,000 40,000 40,000 40,000 40,000 320,130 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Materials & Supplies 610 - 610 - - - - - 610 Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses 14,111 58,443 72,554 46,967 40,000 40,000 40,000 40,000 279,521 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 14,720 58,443 73,163 46,967 40,000 40,000 40,000 40,000 280,130 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 68,518 46,967 40,000 40,000 40,000 40,000 - Revenues & T/I 83,238 36,892 120,130 40,000 40,000 40,000 40,000 40,000 320,130 Expenditures & T/O 14,720 58,443 73,163 46,967 40,000 40,000 40,000 40,000 280,130 ENDING FUND BALANCE 68,518 46,967 46,967 40,000 40,000 40,000 40,000 40,000 40,000 Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 134 C IVIC C ENTER I MPROVEMENTS Project Name Corp Yard – Vehicle Shelter Structure Project Number 9341-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds installation of a metal carport structure in the City corporation yard. Location This project is located in the City’s Corporation Yard at 19700 Allendale Avenue. Project Background In 2008, funds were transferred from the General Fund to construct a metal carport structure in the City’s Corporation Yard. The structure will accommodate approximately twenty City vehicles and equipment. The carport will protect the vehicles and equipment from exposure to the elements and consequently extend the life of the City’s fleet. The City plans to install solar panels on the structure’s rooftop to generate electricity for use in the City’s Corporation Yard buildings and the Joan Pisani Community Center. The solar panel installation is funded under a separate project. Operating Budget Impacts The installation of the vehicle and equipment structure may require cleaning or painting on occasion, however overall maintenance is expected to be minimal. Furthermore, protecting vehicles from the elements will reduce weather damage to the vehicles and equipment and extend the useful life of the City’s fleet. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 135 C IVIC C ENTER I MPROVEMENTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase June 2010 Prepare plans and specifications Begin Bid Process June 2010 Council approves plans and authorizes bidding the project Contract award July 2010 Council awards contract Estimated Construction Start September 2010 Construction project begins Estimated Completion Date October 2010 Project is completed VEHICLE SHELTER STRUCTURE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund 100,000 - 100,000 - - - - - 100,000 Transfers In - Other CIP - - - - - - - - - TOTAL REVENUES 100,000 - 100,000 - - - - - 100,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs 6,750 - 6,750 93,250 - - - - 100,000 Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES 6,750 - 6,750 93,250 - - - - 100,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 93,250 - 93,250 - - - - - Revenues & T/I 100,000 - 100,000 - - - - - 100,000 Expenditures & T/O 6,750 - 6,750 93,250 - - - - 100,000 ENDING FUND BALANCE 93,250 93,250 93,250 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 136 C IVIC C ENTER I MPROVEMENTS Project Name Corp Yard – Solar Panel Installation Project Number 9341-002 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds the installation of solar panels on top of a vehicle and equipment structure in the City’s Public Works Corporation Yard. Location This project is located in the City’s Corporation Yard located at 19700 Allendale Avenue. Project Background In 2008, the City Council allocated money to construct a vehicle and equipment structure in the City’s Corporation Yard. In 2009, the Council set aside additional funds to install solar panels on the rooftop of the structure. The solar panels will provide approximately 25 kilowatts (kw) of energy, which is enough energy to fully power the Corporation Yard use with 16kw of power, and direct the remaining kilowatts to the Community Center. A portion of the solar panels to be installed will be donated to the City by Akeena Solar. The annual energy savings in electrical costs will be approximately $4,500 from the Corporation Yard, and another $2,700 for the Community Center buildings. Based on the anticipated energy savings, it will take approximately ten years to recover the cost of installing the solar panels. Operating Budget Impacts The solar panel installation will result in additional cleaning and maintenance on the solar panel system; however maintenance costs are expected to be minimal. As an offset, the City will see approximately $7,200 of savings in energy expenses on an ongoing operational basis. Staff time spent managing this project is included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 137 C IVIC C ENTER I MPROVEMENTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase September 2010 Prepare plans and specifications Begin Bid Process September 2010 Council approves plans and authorizes bidding the project Contract award October 2010 Council awards contract Estimated Construction Start November 2010 Construction project begins Estimated Completion Date December 2010 Project is completed CORP YARD - SOLAR PANEL INSTALLATION Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund - - - - - - - - - Transfers In - Other CIP - 125,000 125,000 - - - - - 125,000 TOTAL REVENUES - 125,000 125,000 - - - - - 125,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - 125,000 - - - - 125,000 Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 125,000 - - - - 125,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - - - 125,000 - - - - - Revenues & T/I - 125,000 125,000 - - - - - 125,000 Expenditures & T/O - - - 125,000 - - - - 125,000 ENDING FUND BALANCE - 125,000 125,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 138 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 139 SARATOGA-PROSPECT CENTER PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 140 SARATOGA – P ROSPECT C ENTER P ROJECTS Project Name Saratoga–Prospect Center Improvements Project Number 9351-003 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds site and safety improvements at the Saratoga Prospect Center. Location Improvements will take place at Saratoga Prospect Center, located at 19848 Prospect Road. Project Background The Saratoga Prospect Center, formerly known as the North Campus, was purchased from the Grace United Methodist Church in 2002. The property was purchased with plans to renovate the site at a later date when funding became available. Minor improvements to the Saratoga Prospect Center were made not long after the site was purchased, however, significant improvements did not start until 2007 when the City Council funded a project to renovate the Grace Building. With additional funding, renovations to Friendship Hall started in 2008 and were completed in fall 2009. At this time, the City also demolished two unusable buildings and installed landscaping. The next phase of improvements will include a new monument sign for the facility, safety and parking lot lighting, repaving of the parking lot, and relocation of the entrance to the site. Motorized projection screens will also be added to the buildings to facilitate large group meetings. These improvements will improve safety and help to make the Saratoga Prospect Center more visible and attractive. Operating Budget Impacts The operating budget will be impacted by this project through increased maintenance, janitorial, landscaping, utility usage, security, insurance, and staffing costs. Some additional revenue will be generated though rental activities. Project management expenses resulting from this project have been included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 141 SARATOGA – P ROSPECT C ENTER P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase March 2011 Prepare plans and specifications Begin Bid Process May 2011 Council approves plans and authorizes bidding the project Contract award July 2011 Council awards contract Estimated Construction Start August 2011 Construction project begins Estimated Completion Date October 2011 Project is completed SARATOGA PROSPECT CENTER IMPROVEMENTS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund 1,213,685 - 1,213,685 175,000 - - - - 1,388,685 Transfers In - Other CIP - - - - - - - - - TOTAL REVENUES 1,213,685 - 1,213,685 175,000 - - - - 1,388,685 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - 27,622 27,622 - - - - - 27,622 Fees & Expenses - - - - - - - - - Consultant/Contract Svs - 3,371 3,371 - - - - - 3,371 Project Equip & Fixtures - - - - - - - - - Construction Expenses 1,169,733 9,431 1,179,164 178,527 - - - - 1,357,691 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 1,169,733 40,425 1,210,158 178,527 - - - - 1,388,685 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 43,952 - 3,527 - - - - - Revenues & T/I 1,213,685 - 1,213,685 175,000 - - - - 1,388,685 Expenditures & T/O 1,169,733 40,425 1,210,158 178,527 - - - - 1,388,685 ENDING FUND BALANCE 43,952 3,527 3,527 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 142 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 143 VILLAGE HISTORICAL BUILDING PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 144 VILLAGE H ISTORICAL BUILDING P ROJECTS Project Name Museum ADA Ramps (CDBG) Project Number 9363-002 Department Public Works Project Manager John Cherbone Description This project installs three ADA compliant handicap ramps at the Historical Park. Location This project is located at the Saratoga Historical Museum and the McWilliams House, located at the Historical Park complex at 20450 Saratoga-Los Gatos Road. Project Background The Saratoga Historical Foundation was established in November 1962 by Florence Russell Cunningham, a school teacher who was interested in local history. Cunningham’s dream of opening a museum on Saratoga history became a reality in 1976 when the Swanee store and the Jarboe- McWilliams House were moved to their present location and dedicated for use as a museum. This project will improve access to both the Museum Building and the McWilliams House by updating the handicap ramps to current ADA standards. Ramps at both sites will be replaced and widened, and handrails will be added. A new ramp is to be constructed between the parking lot and the front patio of the Museum. Designs will accommodate the newly installed landscaping. This project is funded through the Community Development Block Grant (CDBG) program, which allocates monies for projects that increase compliance with ADA standards. Operating Budget Impacts This project will increase compliance with ADA standards, which will consequently reduce liability costs and allow the City to provide safer conditions for residents with disabilities. Costs associated with project design and management is included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 145 VILLAGE H ISTORICAL BUILDING P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase February 2009 Prepare plans and specifications Begin Bid Process March 2010 Council approves plans and authorizes bidding the project Contract award March 2010 Council awards contract Estimated Construction Start April 2010 Construction project begins Estimated Completion Date May 2010 Project is completed HISTORIC MUSEUM ADA RAMPS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund 10,000 - 10,000 - - - - - 10,000 TOTAL REVENUES 10,000 - 10,000 - - - - - 10,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - 7,200 7,200 2,800 - - - - 10,000 Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES - 7,200 7,200 2,800 - - - - 10,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 10,000 2,800 - - - - - Revenues & T/I 10,000 - 10,000 - - - - - 10,000 Expenditures & T/O - 7,200 7,200 2,800 - - - - 10,000 ENDING FUND BALANCE 10,000 2,800 2,800 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 146 VILLAGE H ISTORICAL BUILDING P ROJECTS Project Name McWilliams House Improvements Phase II Project Number 9364-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds various small infrastructure improvements to the McWilliams House that will make the museum more historically accurate. Location The improvements will be made to the McWilliams House, which is leased by the Saratoga Historical Foundation as part of the Saratoga Historical Park located at 20450 Saratoga-Los Gatos Road. Project Background The McWilliams House is a City-owned restored pioneer home built in the 1850’s utilized as part of the Saratoga Historical Foundation museum complex located in the downtown Historic Park. The Saratoga Historical Foundation current 10 year lease (effective 2007) provides for the use of the McWilliams House and the Museum Building for the operation of a museum. The McWilliams House provides a hands-on experience of family life in Saratoga in the late 1800’s. The City has allocated $10,000 for period appropriate improvements to improve the aesthetics and increase the historical accuracy of the McWilliams House and items in the museum. Building improvements are to include: • Exterior shutters for front windows • High tank toilet, sink, and required plumbing • Period wallpaper for parlor and bedrooms • Pantry restoration: bead board, flooring, shelving, hardware, paint • Bathroom restoration: bead board, flooring, hardware, paint • Period interior trim The funding will pay for the cost of the materials only. The Saratoga Historical Foundation will bear the cost of installation for these permanent improvements. Operating Budget Impacts This project will not impact the operating budget. Interior maintenance of the McWilliams house is provided by the Saratoga Historical Foundation. Oversight of purchases is already accounted for in staff time. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 147 VILLAGE H ISTORICAL BUILDING P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Funding Allocated July 2009 Council approved allocation of funds Approval of Improvements March 2010 Saratoga Historical Foundation presents list of proposed improvements for approval Improvements Begin May 2010 Saratoga Historical Foundation begins improvements Improvements Completed September 2010 Saratoga Historical Foundation completes improvements. McWILLIAMS HOUSE IMPROVEMENTS – PHASE II Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - General Fund 10,000 - 10,000 - - - - - 10,000 TOTAL REVENUES 10,000 - 10,000 - - - - - 10,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Materials & Supplies - 7,200 7,200 2,800 - - - - 10,000 Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES - 7,200 7,200 2,800 - - - - 10,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 10,000 2,800 - - - - - Revenues & T/I 10,000 - 10,000 - - - - - 10,000 Expenditures & T/O - 7,200 7,200 2,800 - - - - 10,000 ENDING FUND BALANCE 10,000 2,800 2,800 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 148 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 149 LIBRARY BUILDING PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 150 L IBRARY BUILDING I MPROVEMENT P ROJECTS Project Name Exterior Maintenance Project Project Number 9372-001 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds improvements to the exterior of the Saratoga Library. Location This project location is the Saratoga Library at 13650 Saratoga Avenue. Project Background The Saratoga Library is a City owned property leased by the Santa Clara County Library Joint Powers Authority. Under the current 30 year lease (Effective 2003), the County is responsible for maintaining the interior and exterior of the building, with the exception of the exterior walls, sidewalks, entranceway, parking facilities, and landscaping improvements – for which the City is responsible. Under the prior lease, the County had been responsible for the maintenance of the exterior walls. Under the new lease, in lieu of this responsibility, the County agreed to pay the City the sum of $5,000 per year to be used for this purpose, with unexpended funds capped at $25,000. Exterior maintenance projects typically include re-staining and repair of the exterior walls. In the 2010/11 fiscal year, the southern exposure of the library will be re-stained. This portion of the building receives the most direct sunlight and needs to be repaired more frequently than other sections of the building exterior. Work is primarily done by contractors and managed by staff. Operating Budget Impacts Ongoing maintenance to the outside of the Saratoga Library keeps the building in good operating condition and prevents high costs associated deferred maintenance. Staff time spent managing this project is included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 151 L IBRARY BUILDING I MPROVEMENT P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase Ongoing Prepare plans and specifications Begin Bid Process Ongoing Council approves plans and authorizes bidding the project Contract award Ongoing Council awards contract Estimated Construction Start Ongoing Construction project begins Estimated Completion Date Ongoing Project is completed LIBRARY BUILDING EXTERIOR MAINTENANCE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND SCC Maintenance Reimb 10,000 5,000 15,000 5,000 5,000 5,000 5,000 5,000 40,000 TOTAL REVENUES 10,000 5,000 15,000 5,000 5,000 5,000 5,000 5,000 40,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - 20,000 - - - - 20,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 20,000 - - - - 20,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - 10,000 - 15,000 - 5,000 10,000 15,000 - Revenues & T/I 10,000 5,000 15,000 5,000 5,000 5,000 5,000 5,000 40,000 Expenditures & T/O - - - 20,000 - - - - 20,000 ENDING FUND BALANCE 10,000 15,000 15,000 - 5,000 10,000 15,000 20,000 20,000 Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 152 L IBRARY BUILDING I MPROVEMENT P ROJECTS Project Name Library Capital Improvements Project Number 93 Department Recreation & Facilities Project Manager Thomas Scott Description This project funds capital improvements to the Saratoga Library. Location Improvements will take place at Saratoga Library located at 13650 Saratoga Avenue. Project Background The Saratoga Library is part of the Santa Clara County Library system. The 48,000 square foot building in which the Library is housed is owned by the City of Saratoga and leased to the County. In 2000, a $15 million bond was passed by Saratoga voters to renovate and expand the Saratoga Library building and parking lot. When the project was completed in 2003, it became clear that the cost of construction would not expend all of the available funds and remaining money was transferred into a trust fund. Due to restrictions placed on the bond, the money could only be used for capital improvements to the Library with a lifespan longer than one year. The Library Commission was then charged with making recommendations for use of the residual funds and staff developed a list of improvements that would be needed over the course of the building’s life. Most recently, the money was used to replace the Library’s HVAC system. This included new HVAC units and controllers. This fiscal year, the remaining funds from the Library bond have been transferred into the CIP budget. Future uses of this fund include: - Design and construction of a covering for the outside book drop area - Design and construction of improvements to the lobby/book checkout area - Construction of double doors and a wall to separate the café area from the lobby Operating Budget Impacts Continued maintenance of the Saratoga Library helps to prevent costly deferred maintenance expenses. Project management expenses resulting from this project have been included in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 153 L IBRARY BUILDING I MPROVEMENT P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase Ongoing Prepare plans and specifications Begin Bid Process Ongoing Council approves plans and authorizes bidding the project Contract award Ongoing Council awards contract Estimated Construction Start Ongoing Construction project begins Estimated Completion Date Ongoing Project is completed LIBRARY CAPITAL IMPROVEMENTS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP FACILITIES FUND Transfers In - Library Fund - - - 345,033 - - - - 345,033 TOTAL REVENUES - - - 345,033 - - - - 345,033 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP FACILITIES FUND Salary & Benefits - - - - - - - - - Site Acquisition & Prep - - - - - - - - - Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - - - - - - - Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - 345,033 - - - - 345,033 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 345,033 - - - - 345,033 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP FACILITIES FUND BEGINNING FUND BAL - - - - - - - - Revenues & T/I - - - 345,033 - - - - 345,033 Expenditures & T/O - - - 345,033 - - - - 345,033 ENDING FUND BALANCE - - - - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN FACILITY PROGRAM D - 154