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HomeMy WebLinkAbout03-02-2005 STAFF REPORTDefinition: 1 = Would Like to Provide 2 =Should Provide 3 = CORE - Must Provide Service Level Rankings from Council Study Session (March 2, 2005) SERVICE LEVELS KING KLINE STREIT KAO WALTONSMITH TOTAL NOTES /COMMENTS Basic Law Enforcement (2 Patrol Beats /Crime; 2 Traffic Patrols ) 3 3 3 3 3 100.00 Current Planning 3 3 3 3 3 100.00 Waltonsmith noted lower funding. Flood Control /Storm Drains 3 3 3 3 3 100.00 Pavement Management Program (PMP) 3 3 3 3 3 100.00 Waltonsmith noted 60 PMI. Basic Street Maintenance 3 3 3 2 3 93.32 Building Inspection 3 2 3 3 3 93.32 Development Regulations Public Works 3 2 3 3 3 93.32 Engineering 3 3 3 2 3 93.32 Waltonsmith noted lower funding. Environmental Programs 3 3 3 2 3 93.32 Facility Maintenance 2 3 3 3 3 93.32 King noted "CIP" on card. Park Maintenance 3 3 3 2 3 93.32 Waltonsmith noted lower funding. Recreation Services ( Cost Recovery Direct Exp) 3 3 3 3 2 93.32 Waltonsmith noted "self fund ". Equipment Operations 3 3 3 1 3 86.67 Grounds Maintenance 3 2 3 2 3 86.64 lWaltonsmith noted lower funding. The New Normal compensation related costs 3 2 3 2 3 86.64 Streit noted "implementation" on card. King noted $200,000 on card under "Must Provide" & added new "New Normal' card .@ $150,000 under "Should Provide ". Capital Equipment 2 3 3 1 3 79.99 King noted $100,000. Landscape & Lighting 3 2 3 1 3 79.99 Waltonsmith noted "break even basis ". Code Enforcement (1 employee) 2 2 3 3 2 79.96 Median Maintenance 1 2 3 2 3 73.31 Waltonsmith noted lower funding. Advanced Planning 2 2 3 1 2 66.63 Waltonsmith noted lower funding. Commissions 2 2 1 2 2 59.95 Kline noted - $150,000 (one - half). King note_ d $125,000 - policy only. Waltonsmith noted - lower. Teen Programs - Youth Commission 2 2 1 2 2 59.95 Waltonsmith noted - 70% program account. King noted - matching funds? Economic Development 2_ 1 1 3 1 53.33 King - Noted Economic Development should share with Chamber of Commerce @ $40,000 Supplemental Traffic Officer 1 1 3 1 2 53.33 3/8/200510:03 AM 1 of 2 Budget Study Session 030205.xisDECIMALS Definition: 1 = Would Like to Provide 2 = Should Provide 3 = CORE - Must Provide Service Level Rankings from Council Study Session (March 2, 2005) SERVICE LEVELS KING KLINE STREIT KAO WALTONSMITH TOTAL NOTES /COMMENTS Outside Agency Support (e.g., KSAR, SASCC, Chamber of Commerce) 2 2 1 2 1 53.30 Kline notations on card - Comcast/KSAR /SASCC @ $75,000 (one - half). King noted @ $120,000. King also noted dollars (sinking funds) for maintenance of buildings, i.e., Book -Go- Around. Waltonsmith noted "remove SASCC" from this card and add to Recreation Services as self- funded. Neighborhood Traffic Management Program 1 1 1 2 2 46.65 DARE Officer 1 1 1 2 1 40.00 King noted $30,000 Public Education (e.g., Saratogan, website, public outreach) 1 1 1 1 1 1 2 40.00 Kline noted - $25,000 (one -half) for Public Outreach only. School Resource Officer (SRO) 1 1 1 2 1 40.00 City's 50th Celebration 1 1 1 1 1 33.35 Crossing Guard Program 1 1 1 1 1 33.35 King noted - cities are getting out of this; schools are assuming responsibility. Special Events (e.g., tree lighting ceremony, in -kind support for Celebrate Saratoga, etc.) 1 1 1 1 1 1 1 33.35 Teen Programs - After school Services 1 1 1 1 1 33.35 Waltonsmith noted "self- fund ". King noted - matching funds? Additional Services Identified by Council Members Website 2 2 26.64 Kline & King - Handwritten card. Adhoc Committee 2 13.32 Waltonsmith- Handwritten card. New Normal 2 13.32 King -noted $150,000 on handwritten card. SASCC 2 13.32 Waltonsmith- Noted "Self- funded ". Handwritten card. Charge rental fee on Government buildings 1 6.67 1 King -Handwritten card. 3/8/200510:03 AM 2 of 2 Budget Study Session 030205.xlsDECIMALS CITY INFRASTRUCTURE & FACILITIES NEEDS ASSESSMENT INFRASTRUCTURE TYPE ANNUAL OPERATING NEED DEFERRED MAINTENANCE NOTES STREETS (INCL. CURBS /GUTTERS /STORM DRAINS) $950,000 $14,000,000 1 SIDEWALKS $100,000 $700,000 2 BRIDGES N/A $620,000 3 MEDIANS $50,000 $250,000 4 CITY FACILITIES $200,000 $2,430,000 5 TOTAL $1,300,000 $18,000,000 NOTES: 1. STREETS: Pavement ManajZement • Centerline length of public streets: 135.2 miles • Approximate replacement value of City owned streets: $75 Million • Annual Operating Shortfall: $850,000 • Current Maintenance Backlog: $10 Million Pavement condition is tracked by Public Works using both visual inspection and a computer program titled the MTC Pavement Management System (PMS). This program is administered, and continually being improved by the Metropolitan Transportation Commission. The Pavement Management System for the City of Saratoga provides a current pavement network inventory, current network conditions, maintenance recommendations, and a forecasting of the budget needs and.funding scenario impact. This program combined with resident requests and engineering judgment, determines the year -to -year priorities of streets to be addressed by the City's annual Pavement Management Program and Pavement Maintenance Program. The grading system used to determine the pavement's condition is a numerical scale from zero to one hundred (0 -100), with 0 being completely failed and 100 indicating a new street. This scale is known as the Pavement Condition Index (PCI). PCI's for the City's pavement network are based on a distress rating calculated by an algorithm the Metropolitan Transportation Commission (MTC) Bay Area modified from algorithms the Army Corps of Engineers. For the purposes of mapping and general summarization of condition, the classifications are sometimes simplified to four categories: Very Good 100 -75, Good 74 -50, Fair 49 -25, Poor 24 -0 Budget Scenarios are run on PMS to determine the funding levels required to maintain and /or improve the current level of overall condition and generate a work program for the next ten (10) years based upon actual road pavement conditions. At the City's current funding level of $650,000 the overall network condition declines from a 72 PCI in the year 2001 to a 65 PCI in the year 2010 (PCI scores after suggested treatments applied). The backlog of deferred maintenance, valued at approximately $10 million in the year 2001, increases to about $20 million in the year 2010. The Budget Scenario analysis shows that the $1.5 million annual budget level is required to maintain the overall network PCI and maintain the current level of deferred maintenance and a $2.5 million annual budget over 10 years is required to eliminate the current $10 million maintenance backlog. Curbs & Gutters • Approximately 87 percent of Saratoga's streets (235 miles) are bordered by curbs and gutters • Approximate replacement value of City curbs & gutters: $50 Million. • Annual Operating Shortfall: $50,000 Current Maintenance Backlog: $2 Million Most streets in the improved residential and commercial areas of Saratoga incorporate concrete curbs and gutters with a length of approximately 235 miles. These structures are designed to control and channel rainfall runoff, provide a wheel -stop for parked vehicles, and establish a physical border between the street and any adjacent property, landscaping, and/or sidewalk. . The overall condition of curb and gutter segments in Saratoga may be considered good, with damage at specific locations particularly adjacent to street trees. Curb and gutter uplifting and breakage tends to occur simultaneously with that of sidewalks where the two are adjacent, and where a root extends underneath both the sidewalk and curb section. On an annual basis the Concrete Repair Program addresses approximately 400 linear feet curb, and gutter. The tracking of curb and gutter conditions is combination of Street Maintenance observations resident notifications. The annual budget for curb and gutter repair is $25,000 with an average of reported repairs totaling twice that amount $50,000. It is estimated that 5% of the City's curbs and gutters are in need of repair, which equals $2.5 Million. The current CIP has approximately $500,000 for repair of curbs and gutters for the El Quito area, which leaves an estimated maintenance backlog of $2 Million. Storm Drains • Approximate length of the City storm drain system: 45 miles • Approximate replacement value of City storm drain system: $20 Million • Annual Operating Shortfall: $100,000 • Current Maintenance Backlog: $2 Million Storm drains carry rainwater runoff from streets and other impermeable areas to the nearest natural drainage, or percolate into the ground through drywells. With the exception of a few drywells, Saratoga's storm drain system discharges rainwater into the local creeks that meander throughout the City, creeks such as Saratoga, Wildcat, and Prospect. Typical storm drain systems are generally comprised of inlet structures, pipelines, and discharge structures. Storm drain pipelines are constructed of corrugated steel, reinforced concrete, or plastic. Typically, steel pipelines have a usable life of approximately 50 years, after which time they corrode to- the point of failure. During the construction of Saratoga subdivisions in the 50's, 60's and 70's, corrugated steel pipe was liberally used mainly because of its relatively low cost. Although generally well functioning on a city -wide scale, Saratoga's storm drain system is beginning to show its age. It has been found that several of the older storm drain systems, particularly those constructed of corrugated steel, are beginning to show signs of distress in the form of sunken trench lines and collapsed outfalls. It is estimated that 10% of the City's storm drain system is in need of repair, which equals a $2 Million maintenance backlog. 2. SIDEWALKS: • Approximate length of City sidewalks: 15 miles • Approximate replacement value of City sidewalks: $10 Million • Annual Operating Shortfall: $100,000 • Current Maintenance /Infill Backlog: $700,000 Sidewalks parallel the majority of Saratoga's arterial and collector streets such as Saratoga - Sunnyvale Road, Saratoga Avenue, Seagull Drive, and Glenbrae Avenue. Some residential tracts also have limited lengths of public sidewalks. Sidewalks are found on one or both sides of the street, depending on location and geographical /topographic constraints. A few street segments (generally the larger arterials such as Saratoga - Sunnyvale Road) have nearly continuous sidewalk coverage over the entire length of the street, but the majority of sidewalks have relatively large gaps in continuity. Some concrete sidewalk segments parlay into asphalt pathways along more rural areas of the street (an example would be along Saratoga Avenue, where there are both asphalt and concrete sidewalks). Monitoring of City sidewalks is done primarily by Street Maintenance staff, and is supplemented by resident notifications and complaints. Currently, the City of Saratoga addresses the repair of sidewalk sections during its annual Concrete Repair Program, where portions of known hazardous sidewalk sections are repaired or replaced. Curb and gutter repair is also normally included in this program. No standardized numerical grading system such as the asphalt PMI exists for concrete, however the City's sidewalks are generally in good condition. Damage is usually limited to a.specific location along a walkway, with several such locations brought to the City's attention throughout the year. Generally, a sidewalk failure is related to an underlying tree root pushing up the sidewalk until the section fractures or generates a "trip hazard ", where one piece of sidewalk is higher than the adjacent. Such trip hazards are particularly troublesome because they are sometimes difficult to see from the street, and only come to the City's attention when a resident submits a complaint. Because of the relatively high number of street -side trees, sidewalks in Saratoga are commonly subject to damage from tree roots. The annual budget for sidewalk repair is $50,000 with an average of reported repairs totaling twice that amount $100,000. Beginning in F.Y. 04/05 the budget for curb & gutter repair was eliminated because of budget shortfalls. Therefore, the annual operating shortfall beginning in F.Y. 04/05 will be $100,000. It is estimated that 5% of the City's sidewalks are in need of repair, which equals $500,000. An estimated $200,000 is needed for filling in gaps between existing sidewalks mainly on major arterials and around schools, which brings the total backlog to $700,000. 3. BRIDGES • There are 20 bridges in the City — 9 over Saratoga Creek, 5 over Calabazas Creek, 4 over San Tomas Creek and 2 over Wildcat Creek. • Age of the bridges varies from 7 years to 93 years. • Approximate replacement value: $30 Million • Annual Operating Shortfall: None • Current Maintenance Backlog: $620,000 Bridges are a vital part of the City's infrastructure as they play a vital role in circulation and safety. The City receives biennial inspection reports from Caltrans Structure Maintenance and Investigation Department. Based on these reports, bridge repair and replacement is programmed for funding. Condition of the bridges varies significantly from bridge to bridge. Eight bridges are in good condition and do not require work. Three bridges are currently in the process of replacement or rehabilitation. Remaining nine bridges require repair to some extent and two of them are qualified for federal grants for bridge replacement based on the Caltrans classification. Repair extent varies from graffiti removal to cleaning and patching of exposed rebars and creek bed restoration. It is estimated that 2 of the City's bridges will need to be replaced over the next ten years at an estimated cost of $3.1 million. Federal grant programs will pay for 80% of the cost while the City must pay for the remaining 20 %, which equals $620,000. 4. Medians • There are 4.4 miles of landscaped medians in the City. • Approximate replacement value: $5 Million. • Annual Operating Shortfall: $50,000 • Current Maintenance Backlog: $250,000 The City, over time, has developed landscaped medians on most of its main arterial and on some of its major collectors streets. Currently, landscaped medians exist on Saratoga - Sunnyvale Road, Saratoga Avenue, Fruitvale Avenue, Allendale Avenue, and Prospect Road. Landscaped medians play a major role in the beautification of the City. The medians throughout the City, on average, are in fair condition. The City's annual budget is currently sufficient to maintain the existing conditions but falls short in plant replacement. It is estimated 1% of the plant material need to be replaced on annual basis, at a cost of $50,000. The maintenance backlog of $250,000 represents the, rehabilitation needs of the medians on Fruitvale Avenue. 5. CITY FACILITIES The Saratoga Civic Center consists of the City Hall complex, the Civic Theater, the Community Center, the Warner. Hutton House Teen Center, Senior Center, Adult Care Center, Corporation Yard, four portables each of which houses the pre - school, senior citizen activities; dressing room for the theater and a classroom. The Civic Center is 8.3 acres and was purchased in 1962. 1 In 1998 -99 a needs assessment and feasibility study for renovation of the Community and Senior Centers was completed. In mid -1999 and early 2000, the City Council was provided with cost analysis and two options for upgrading the two facilities. At that time the City Council decided to consider a broader vision for the entire Civic Center complex. In mid 2000, the Council approved immediate, short-term improvements to the Community Center, while they consider the entire complex. An architectural firm was hired and the Civic Center Master Plan was approved in December 2001. The Master Plan has not been implemented and listed below are the current needed repairs. Civic Center • Sidewalk repairs: $40,000 • Irrigation repairs: $25,000 • Replant landscape area: $10,000 • Parking lot repairs: $25,000 Total: $100,000 City Hall • . Re -roof building: $125,000 • Upgrade HVAC system: $70,000 • Access control security system on all doors: $12,000. • ADA accessible doors: $12,000 Total: $219,000 Civic Theater • Refurbish Seats: $30,000 • Install acoustical treatment: $35,000 • Sound system: $50,000 • Multi -media system: $20,000 • Remodel back stage restroom and dressing room: $30,000 Total: $165,000 Community Center • Re -roof upper section: $120,000 • Enlarge reception office: $20,000 • HVAC improvements: $50,000 • New flooring in Multipurpose Room: $15,000 • New building siding: $75,000 • New carpet: $6,000 • Ceiling installation: $40,000 • Re- landscape around building: $10,000 • Replace cracked concrete patio in backyard: $25,000 • Enlarge the building by at least 2 new classrooms: $470,000 Total: $831,000 Senior Center • Remodel restroom facilities: $30,000 • Re- carpet entrance hall: $2000 Total: $32,000 North Campus The City of Saratoga purchased the Grace United Methodist Church.,in July 2002. The property is 4.5 acres and has four buildings. The City has made minor improvements to the Administration Building to allow for public use. The other needed improvements are listed below. Phase I • Exterior lighting, landscaping improvements and signage: $18,000 • ADA Improvements to Fellowship Hall: $120,000 • Fellowship Hall interior upgrades: $25,000 Total: $163,000 Phase 2 • Major improvements to Fellowship Hall, Education Building and Administrative Building: $920,000 Historical Park The McWilliams House has been vacant since January 2003. The Heritage Commission is currently working on a Master Plan for the site and it will include improvements to this building. TOTAL: $2,430,000.