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HomeMy WebLinkAboutCIP ReviewPage 1 of 1 SARATOGA CITY COUNCIL MEETING DATE: April 19, 2010 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Mary Furey DIRECTOR: Mary Furey SUBJECT: FY 2010/11 Capital Improvement Plan Budget Study Session RECOMMENDED ACTION: Review the FY 2010/11 Capital Improvement Plan Budget status and recommendations. REPORT SUMMARY: Proposed project descriptions and a summary funding schedule for the FY 2010/11 Capital Budget are attached to this report for Council review. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Council would not review FY 2010/11 Capital Improvement Plan Budget status and recommendations. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Council direction will be incorporated into the proposed FY 2010/11 Capital Improvement Plan Budget. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A: New CIP Projects Attachment B: Summary Funding Schedule Proposed Capital Improvement Plan Projects - 1 STREET PROJECTS Rule 20A Undergrounding Project Project Cost $2,895,499 (PG&E Rule 20A work credit funding) Project Description Each year, Pacific Gas & Electric (PG&E) allocates undergrounding work credits to municipalities to provide funding for construction of underground utilities. The credits for these allocations are provided through PG&E’s Rule 20A program, which is an electric tariff filed with the California Public Utilities Commission. Undergrounding projects funded by Rule 20A must reduce an unusually heavy concentration of overhead power lines, be conducted on arterial streets with high pedestrian or vehicular traffic, or be done on roads that are in a civic, recreational, or scenic area. Locations will be selected based on this criteria, as well as project feasibility and cost effectiveness. Due to the very high cost of undergrounding, Saratoga has been collecting Rule 20A credits over the past few years to allow for a more substantial undergrounding project in the City. Project Rationale Moving overhead utilities underground will make the City more attractive and will reduce safety risks associated with down power lines. Fallen power lines can be especially problematic during winter storms. Quito Road Undergrounding Project Project Cost $98,744 (From subdivision development improvement funding deposit) Project Description Several years ago, the City received funds to conduct undergrounding of utilities on Quito Road near Twin Creeks Road as a result of a subdivision. Due to the high costs of undergrounding, transferring the overhead utilities at this location will have to be incorporated into a larger undergrounding project. Project Rationale Moving overhead utilities underground will make the City more attractive and will reduce safety risks associated with down power lines. Fallen power lines can be especially problematic during winter storms. Monte Vista Storm Drain Project Cost $75,000 Project Description The Monte Vista neighborhood is one of the few remaining neighborhoods without a storm drain system available. During years of high rainfall, localized road flooding has occurred. For phase I of this project, the City plans to install a pump that will automatically turn on when runoff water reaches a certain level. The pump will direct water to an existing storm drain inlet on El Camino Grande thereby keeping Monte Vista Drive clear of storm water during heavy rains. When funds become available, the City will be able to carry out phase II of the project by extending the storm drain system to this neighborhood. Project Rationale This project will reduce isolated flooding in the Monte Vista neighborhood and consequently reduce damage and liability expenses, particularly during winter storms. However, the pump will require some maintenance. Canyon View/Elva Storm Drain Proposed Capital Improvement Plan Projects - 2 Project Cost $50,000 Project Description In early 2010, a section of storm drain near Canyon View Drive and Elva Avenue failed. The corrugated metal pipe used to carry storm water had eroded. The erosion of the pipe resulted in a cavity in the soil. The metal storm drain pipe will be repaired and replaced with materials that have a minimum 100 year lifespan. The lifespan of corrugated metal pipe is between 25 to 50 years. Over time, the underground runoff water that travels through the storm drain cause metal pipes to erode and leaks develop. When the leaks become severe, they can cause sink holes or soil erosion. Project Rationale Repair and replacement of the storm drain near Canyon View and Elva will prevent further soil erosion. Additionally, the new storm drain materials have a much longer lifespan than the metal corrugated storm drain currently in place. Consequently, the new section of storm drain is also expected to reduce maintenance expenses. PARK & TRAIL PROJECTS Ravenwood Playground Equipment Project Cost $75,000 Project Description Over the past few years, the City has been gradually upgrading play areas and replacing play equipment at City parks to ensure playgrounds meet current safety and American Disabilities Act (ADA) standards. Ravenwood is one of the last parks to receive upgrades and the City was recently notified that the equipment must be replaced after the Association of Bay Area Governments conducted an audit of the City’s playground equipment. Improvements to the park will include new playground equipment that complies with ADA requirements, the installation of a new sand pit, and replacement of the sand around the play equipment with blended wood fibers to help cushion the ground around outdoor play areas. In 2008, the Parks and Recreation Commission reviewed playground equipment options and made a recommendation on play equipment design to the Public Works Department. Project Rationale Upgrading the play area and play equipment will reduce maintenance costs for the near future, and is not expected to increase maintenance costs over the long term as the upgrade does not add to park amenities. Furthermore, the improvements are expected to make the play area safer. Playground Safety Improvements Project Cost $50,000 (ABAG Grant funding = $25,000 / CIP funding = $25,000) Project Description Recently, the Association of Bay Area Governments (ABAG) conducted a safety assessment of Saratoga playgrounds. The ABAG consultant who performed the assessment visited every City playground and identified general safety improvements and ways in which to increase compliance with the American Disabilities Act. Recommended improvements to be implemented under this project will be focused on potential entrapment and protrusion issues. ABAG has also recommended that fences be installed around playgrounds to help keep children in designated play areas. Project Rationale The installation of fences around playgrounds may slightly impact the Operating Budget through increased maintenance requirements. However, the project will also increase the safety of City playgrounds. Proposed Capital Improvement Plan Projects - 3 Village Creek Trail Design Project Cost $80,000 (SCVWD Grant Funding =$60,000 / CIP funding = $20,000) Project Description This project would fund design of a trail that would travel behind Village businesses and along the Saratoga Creek. The proposed trail has received support as a way to enliven the Village, since the trail is expected to help bring foot traffic to the Village, create recreational opportunities for residents and visitors, and will restore the riparian habitat and protect the native fauna and flora of Saratoga Creek. The City is currently seeking grant funding from the Santa Clara Valley Water District’s Clean, Safe Creeks and Natural Flood Protection Program. It is expected that a matching contribution will be required to receive grant funding. Project Rationale Designing the trail will require that the City negotiate access with the many property owners along the stretch of land proposed for the trail and additional funds may be needed to gain access. If the proposed trail is constructed it will increase maintenance expenses after it is built. However, the trail is expected to draw visitors and shoppers to the City’s downtown area and that may increase the City’s sales tax revenues. Blaney Plaza Sound System & Lighting Improvements Project Cost $25,000 Project Description Since the Plaza was improved several years ago, it has been a gathering place for special events several times a year. One enhancement requested by groups using the site is a better sound system. Infrastructure (electrical pre-wiring) to facilitate the placement of a sound system are requested; in addition, the procurement of a larger sound system adequate for the size of the plaza and the size of the audience is requested. There are some areas of the plaza that are not well lit. Spot improvements are contemplated to raise the illumination of the plaza in those areas to increase the safety for the audience at large public events. Project Rationale This project will improve the public’s satisfaction while using the plaza for special events, and may encourage greater use of the plaza. The lighting improvements also provide enhanced public safety and reduce costs associated with potential vandalism acts in the park area. FACILITIES PROJECTS Key Pad Door Security – Phase I Project Cost $60,000 Project Description Currently, most doors at City Hall must be manually locked and unlocked. On a number of occasions, the Sheriff’s Office has reported that deputies have found the doors at City Hall unlocked. The addition of an electronic locking system would automatically lock and unlock doors based on the City’s hours of operation, protecting the City from the possible theft or damage to City property as a result of unlocked doors. The first phase of the project will only include improvements to the City Hall buildings. Project Rationale This project will help prevent costs associated with the theft or destruction of City property resulting from doors left unlocked afterhours. Proposed Capital Improvement Plan Projects - 4 Saratoga Prospect Center Site & Safety Improvements Project Cost $165,000 Project Description Improvements to the Saratoga Prospect Center have been made in phases, since the site was purchased in 2002. The first phase started in 2007 with improvements to The Grace Building and the second phase was completed in fall 2009 with the renovation of Friendship Hall, demolition of two unusable buildings, and addition of 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. These improvements will improve safety and help to make the Saratoga Prospect Center more visible and attractive. Additionally, groups renting the facility have requested that the City install an integrated sound system and a motorized projection screen to facilitate large group meetings. This will increase the attractiveness of the building for rental to community groups and businesses looking for such a venue. Project Rationale The operating budget will be impacted by this project through increased maintenance, janitorial, landscaping, utility usage, security, insurance, and staffing costs. However, some additional revenue will be generated though rental activities. PROPOSED NEW CIP PROJECTS PROJECT COST OTHER FUNDING CIP FUNDING STREET PROJECTS: Rule 20 Undergrounding Project 2,895,499 2,895,499 - Quito Road Undergrounding Project 98,744 98,744 - Monte Vista Storm Drain 75,000 - 75,000 Canyon View/Elva Storm Drain 50,000 - 50,000 PARK & TRAIL PROJECTS: Ravenwood Playground Equipment 75,000 - 75,000 Playground Safety Improvements 50,000 25,000 25,000 Village Creek Trail Design 80,000 60,000 20,000 Blaney Plaza Sound System 25,000 - 25,000 FACILITY PROJECTS: Key Pad Door Security - Phase I 60,000 - 60,000 Saratoga Prospect Center - Site & Safety Improvements 165,000 - 165,000 ADMINISTRATIVE PROJECTS: None - - - TOTAL CIP PROJECTS:3,574,243 3,079,243 495,000 FUNDING SOURCES FUNDING FROM: GENERAL FUND RESERVE:600,000 REMAINDER AVAILABLE FROM COMER RETAINING WALL 116,983 TOTAL FUNDING AVAILABLE 716,983 LESS REQUESTS FOR: PROPOSED NEW CIP PROJECTS 495,000 VILLAGE STREETSCAPE IMPROVEMENTS 65,000 TOTAL CIP USE 560,000 REMAINING GENERAL FUND RESERVE:156,983