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Home My WebLink About03-26-2013 CIP Assessment Study Session - Agenda Packetok 5 A I?q �aG AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL MARCH 26, 2013 SPECIAL MEETING — 6:00 p.m. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE CALL MEETING TO ORDER — 6:00 p.m. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on March 22, 2013) COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON - AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. COUNCIL DIRECTION TO STAFF Instruction to Staff regarding actions on current Oral Communications. Capital Improvement Plan Project Assessment Review Recommended Action: Review the current year's Unfunded Capital Improvement Project (CIP) List and proposed projects on the CIP Candidate List; provide direction to staff on project status and prioritization for preparation of FYs 2013/14 — 2017/18 Proposed Capital Budget. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.sarato ag ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 4081868 -1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title II] Certificate of Posting of Agenda: I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for public review on March 22, 2013 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 22nd day of March 2013 at Saratoga, California. Crystal Bothelio, City Clerk 0 �� og SARq�c I W5 MEETING DATE: SARATOGA CITY COUNCIL DEPARTMENT: Finance & Administrative Services PREPARED BY: Mary Furey AGENDA ITEM: CITY MANAGER: Dave Anderson DIRECTOR: Mary Furey SUBJECT: Capital Improvement Plan Project Assessment Review RECOMMENDED ACTION: Review the current year's Unfunded Capital Improvement Project (CIP) List and proposed projects on the CIP Candidate List; provide direction to staff on project status and prioritization for preparation of the FYs 2013/14 — 2017/18 Proposed Capital Budget. REPORT SUMMARY: In order to define a clearly understood and Council directed Capital Improvement Project proposal and decision process, a Capital Project Nomination and Assessment Review Policy was developed which clearly outlined the procedural steps both Council and staff are to follow. Per the newly approved policy, at the conclusion of the nomination period Council is to review and assess the CIP Candidate Project List in coordination with the current CIP Unfunded List in order to determine whether each of the projects should: 1) be eliminated; 2) put on the following budget year's CIP Unfunded List; or 3) included in the upcoming Proposed Budget. To assist Council in making these determinations, the unfunded and new candidate project assessment presentation shall include each project's description and evaluation which provides background information and/or rationale, as well as the requested funding cost and available funding sources. Known Operating Budget impacts are also to be disclosed. Additionally, CIP status update lists will be provided for currently funded Capital Budget projects to reacquaint Council with previously approved projects. Attachments 1 through 3 reflect the summary information to be reviewed at the Study Session. To ensure the CIP Assessment Review is effective, Council is requested to provide staff with consensus direction (by vote) for project funding allocations, direction on project scope changes, and a priority status for those remaining projects in excess of currently available funding. On a final note, the Capital & Efficiency Project Reserve year -end balance after Council's mid -year budget distribution directions is $208,714. Attachment 4 provides a summary of the reserve distribution activity and remaining balance. FISCAL IMPACTS: Funding impacts to be determined based on project cost, selection, and funding source. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Staff will not have Council's prioritization and direction for the proposed budget preparation ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Per Council direction, prepare Proposed Capital Project Budget and newly updated CIP Unfunded List. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and included in the packet made available on the City's website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment 1: FY 2012/13 CIP Unfunded List Attachment 2: CIP Candidate List Attachment 3: Current CIP Budget — Status Update Lists Attachment 4: Capital & Efficiency Project Fund Balance Reserve STREET PROJECTS Description Cost Priority Quito Road Sidewalk Improvements: Sidewalk improvements on Quito Road between Highway 85 and Allendale Ave 150,000 Big Basin Way Turn Around: Construction of a turn around at the end of the Village that would provide drivers an additional 500,000 option for circulation through Village. TOTAL STREETS UNFUNDED PROJECTS $ 650,000 PARK & TRAIL PROJECTS Description Cost Priority De Anza Trail Phase 11: Extend De Anza Trail from Saratoga - Sunnyvale Road to Arroyo De Arguello 75,000 Wildwood Park Bridge Rehabilitation: Rehabilitation of existing pedestrian bridge to Wildwood Park 125,000 Saratoga Creek Trail: Trail along Saratoga Creek running the length of the Village 150,000 Village to Hakone Garden Trail: Trail along Big Basin Way from Village to Hakone Gardens 120,000 Calabazas Creek Trail: Pathway running along Calabazas Creek from Saratoga - Sunnyvale Road to the UPRR Tracks 100,000 Heritage Orchard Monument Sign: Construction of a Heritage Orchard monument sign to be located at the corner of Fruitvale and 35,000 Saratoga Avenues Hakone Gardens Visitor Center Design: Design work for the Hakone Gardens Visitor Center 100,000 Congress Springs Park North Side Entrance: Trail connecting residential neighborhood around Cox Avenue east of Hwy 85 to North side of 100,000 Congress Springs Park Via Regina Trail: Pedestrian - Equestrian trail connecting Via Regina and Villa Oaks Lane 60,000 TOTAL PARK & TRAIL UNFUNDED PROJECTS $ 930,000 IFACELITY PROJECTS Description Cost Priority Cool Roofs: Replace aging roofs at the Community Center and City Hall with sunlight reflecting "cool roof 164,000 systems" TOTAL FACILITY UNFUNDED PROJECTS $ 164,000 Attachment 1 Remove Remain Requested Justification X X X Will use TDA funding in future after Saratoga Avenue finished Project cost revised to $500,000 from the original $100,000 estimate as an easement will take many years and $250,000 to resolve with CalTrans. Remove X Remain Requested Justification Project included in Joe's Trail at Saratoga deAnza project on CIP Candidate List X X Project funding available: $125,000 in Park in Lieu fees X Working on design now, not ready for construction funding X To be scheduled after Saratoga Creek Trail is done X Joe's Trail project will provide access and eliminate need for this project X HPC Sponsored project X Progress on fundraising unknown. Council should set deadline. X Commission sponsored project. X Commission sponsored project. Remove Remain Requested Justification X Project required within next 2 -3 years. Funds will accrue in Annual Facility Improvement CIP project to fund project in FY 2014/15 Z: \Budget Directory \CIP Budget \FY 2013 -14 \CIP Meetings \3 -26 -2013 \2013 -14 CIP Unfunded Project List 3/22/2013 Attachment 2 New Candidate CIP Projects FY 2013/14 Project Description Cost Funding Source Rationale PROJECTS WITH CIP RESERVE FUNDING Implement Fuel Reduction Program in partnership with Santa Clara County Firesafe Council in Fuel Reduction Program the City's Wildland -Urban Interface areas. $10- 30,000 CIP Reserve Funding Fire Safety Plan to identify wildfire risks in the Wildland -Urban Interface areas and provide Community Wildlife Protection recommendations to prevent and reduce the threat of wildfire. $30,000 CIP Reserve Funding Fire Safety Construct emergency access road connecting parking lot of Montalvo Arts Center and Norton Norton Road/Villa Montalvo Emergency Route Road. $ 1,000,000 CIP Reserve Funding Fire Safety PROJECTS WITH DESIGNATED FUNDING Efficiency - Part of larger Hakone Gardens Hillside Repair Hakone Gardens Paving Improvements Additional paving and improvements in conjunction with Landslide repair work $ 90,000 Funded thru Street Resurfacing CIP project $25,000 ABAG safety grant, Fibar Replacement Replace playgound sand with fibar materials in Gardiner and Kevin Moran Parks $ 40,000 $15,000 Risk Mgmt CIP Safety - Requirement for play areas in city parks GRANT FUNDED PROJECTS W /FULL FUNDING Full external funding availability Village Sidewalk Repair For the removal and replacement of sidewalk, curb, gutter along Saratoga Village $ 163,000 $163,000 STP OBAG grant Safety - Sidewalk repairs to reduce tripping hazards PROSPECTIVE GRANT FUNDED PROJECTS Develop trail from Saratoga - Sunnyvale to Arroyo de Arguello - includes design, environmental, $350,000 Possible BEP grant Partial external funding availability for community Joe's Trail. at Saratoga deAnza acquiring easements and construction $600,000 $ 250,000 Grant Match from Phase I ($250,000) improvement Remove Guava Court barrier to allow access to Joe's Trail and re- connect the Fredericksburg $400,000 Possible BEP grant Partial external funding availability for community Guava Ct/Fredericksburg Entrance Neighborhood (Blue Hillls Crossing) entrance to Joe's Trail $400,000 $ 45,880 $45,880 grant match from ? ?? improvement Prospect Rd- Saratoga Ave, PDA Corridor, Install new phases of Prospect Rd.Median Master Plan, add sidewalks, ADA ramps and bicycle $4,206,000 Possible OBAG grant Safety - Improve pedestrian, bicycle and traffic safety on Pedestrian, Bicycle and Median Improvements loops at intersections. $4,750,000 1 $ 544,825 $544,825 Grant Match from Gas Tax Prospect Road and Saratoga Avenue Z: \Budget Directory \CIP Budget \FY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Candidate 2013 -2014 - at 3 -26 -2013 3/22/2013 Attachment 3A STREET PROJECTS Solar Radar Feedback Signs Fruitvale Avenue Median Village LED Streetlights Quito Road and Paseo Olivos Storm Drain Parker Ranch Retaining Wall Highway 9 - Phase III PARK & TRAIL PROJECTS Hakone Lower House ADA Ramps Ravenswood Playground Equipment Park Restroom Improvements FACILITY PROJECTS Electric Vehicle Charging Station ADA Compliant - Public Counters JPCC Wood Floor Upgrade SPCC - N Campus Improvements Book Go Round HVAC System Museum ADA Ramps - CDBG Museum Electrical Upgrade Library - Building Improvements ADMINISTRATIVE IMPROVEMENT PROJECTS Village Fagade Program Z:\Budget Directory \CIP BudgetTY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Project Status 3/22/2013 Attachment 3B FY 2013/14 STREET PROJECTS Est. Budget Annual Street Resurfacing 2,071,805 Annual Street Restriping & Signage 125,000 Annual Sidewalk Repair 75,000 Annual Storm Drain Upgrades 50,000 Roadway Safety & Traffic Calming 65,000 TOTAL $ 2,386,805 FACILITY PROJECTS Annual Facility Improvement Funding 132,513 Theater Facility Improvements 70,529 Library Exterior Maintenance Projects 10,870 TOTAL $ 213,912 ADMINISTRATIVE IMPROVEMENT PROJECTS Document Imaging 26,510 Risk Management Funding 50,000 TOTAL $ 76,510 Z:\Budget Directory \CIP BudgetTY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Project Status 3/22/2013 Attachment 3C STREET PROJECTS FY 2013/14 Est. Budget Prop 1 B Grant Resurfacing 466,818 Highway 9 Safety - Phases lI and IV 1,966,032 El Quito Curbs & Gutter 37,552 Village Sidewalk Curb & Gutter - Phase II 1,272,975 Saratoga Avenue Sidewalk - Grant 35,482 Arroyo de Arguello Storm Drain 70,000 Fourth Street Bridge 587,000 Quito Road Bridge Replacement 86,034 Rule 20A Project Funding* - Quito Road Underground Project 98,744 TOTAL 4,620,637 *Funding held by PG &E FY 2013/14 PARK & TRAIL PROJECT Est. Budget Park & Trail Repairs 4,690 CityWide Tree Replanting 8,095 Playground Safety Improvements 11,850 Tree Dedication Program 21,375 SFSMC Tree Dedication Program 1,875 Blaney Plaza Sound & Lighting Impr 6,527 Hakone Matching Contribution 250,000 Hakone Driveway & Retaining Wall 95,807 Hakone Moon House Foundation Rpr 125,000 De Anza Trail 277,026 Saratoga Village Creek Trail 39,000 Saratoga Village Creek Overlook 26,000 Saratoga to Sea Quarry Master Plan 273,225 TOTAL 1,140,471 Z:\Budget Directory \CIP BudgetTY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Project Status 3/22/2013 Attachment 3C FY 2013/14 FACILITY PROJECTS Est. Budget Security Lock Project 20,000 Emergency Power Backup ADA Compliant Doors /Ramps /Handrails Civic Theater Master Plan 43,607 62,523 60,000 McWilliams House Improvements 4,435 TOTAL 190,565 FY 2013/14 ADMINISTRATIVE IMPROVEMENT PROJECTS Est. Budget Financial System Upgrade 3,534 Document Imaging - PW 66,607 Document Imaging - CDD General Plan Safety Element 22,120 18,402 Business Development Incentive Program 15,000 TOTAL 125,663 Z:\Budget Directory \CIP BudgetTY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Project Status 3/22/2013 Attachment 4 Beginning Capital & Efficiency Fund Balance Reserve $ 1,288,658 Mid -Year Budget Adjustments: Transfer to CIP for: JPCC Wood Floor (64,500) Transfer to CIP for: Theater Master Plan (60,000) Balance at Mid -Year $ 1,164,158 Use of Fund Balance Reserve to be reflected in Year End Close: CalPERS side fund payoff $ (245,444) Use of Fund Balance Reserve in FY 2013/14 Budget Hillside Reserve augmentation (300,000) Compensated Absences Reserve (200,000) Annual Storm Drain Repair CIP $ (50,000) Annual Sidewalk Repair CIP (50,000) Annual Traffic Safetv CIP (50,000) Annual Risk Management CIP (50,000) Annual Records Management Funding (10,000) Capital Improvement & Efficiency Fund Balance Reserve $ 208,714 Z:\Budget Directory\CIP Budget\FY 2013 -14 \CIP Meetings \3 -26- 2013 \CIP Reserve Balance 3/22/2013