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Home My WebLink About4 - Administrative Projects Section CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 503 ADMINISTRATIVE & TECHNOLOGY PROJECTS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 504 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 505 ADMINISTRATIVE & TECHNOLOGY PROJECTS PROGRAM DIRECTORY ADMINISTRATIVE & TECHNOLOGY IMPROVEMENTS PROGRAM OVERVIEW PAGE Program Summary 507 Project List 508 Program Funding 509 Operating Budget Impacts 510 INFORMATION TECHNOLOGY PROJECTS 9412-004 Document Imaging – Citywide Project 512 9413-002 City Website/Intranet Redesign 514 9415-001 Development Technology 516 9415-002 TrakiT Sofware System Upgrade 518 COMMUNITY ENHANCEMENT PROJECTS 9442-001 Citywide Landscape Lighting District Initiation Match Program 522 9442-002 Horseshoe Landscape Lighting District Beautification 524 9443-001 Citywide Transportation Needs Assessment 526 DEVELOPMENT IMPROVEMENT PROJECTS 9451-002 General Plan Update CIP 530 9452-001 Village Façade Program 532 9452-003 Village Vision 534 SAFETY IMPROVEMENT PROJECTS 9491-001 Risk Management ADA Mitigation 538 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 506 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 507 ADMINISTRATIVE & TECHNOLOGY IMPROVEMENTS PROGRAM SUMMARY The Capital Improvement Plan’s Administrative & Technology Improvements Program provides for major capital expenditures to improve or enhance administrative, technological, and operational systems, processes, or functions. At this point, with few projects active at one time, the Administrative & Technology Improvement Program is limited to four categories:  Information Technology Projects  Community Enhancement Programs  City Development Projects & Programs  Administrative Projects In the future, Administrative & Technology Improvements projects may also include projects for operational assessments, community surveys, or emergency operations projects. Currently, all projects and programs fall within the following category descriptions: Information Technology Projects – are comprised of projects that increase operational efficiencies through software or hardware improvements. Currently, projects in this category include the Financial System Upgrade and several document imaging projects. Communication System Projects – include projects which acquire or upgrade communication infrastructure. No projects are planned currently. Community Enhancement Programs – consist of projects that fund infrastructure or policy updates that have long-term impacts. This category includes the Secondhand Smoke Prevention Program. City Development Projects & Programs – include projects and programs which provide funding for q uality of life enhancements, business incentives, and beautification efforts. Administrative Projects & Programs – include projects and programs which improve administrative operations or act as a funding placeholder and are not appropriately placed in a different category. The schedules on the following two pages list the Administrative & Technology Improvements Program’s capital projects and summary funding by account classification. Following the summary schedules are individual project pages fo r each of the funded projects in this capital program. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 508 PROJECT LIST Three projects closed in FY 2017/18,  Trak-iT Software System Upgrade  Citywide Transportation Needs Assessment New projects for FY 2018/19 include, Nine projects continue to be active and ongoing. Prior FY Total Year 2017/18 Expended Project Expended Estimate To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expenditures Information Technology Projects 9412-004 Document Imaging - Combined 53,443 - 53,443 25,230 - - - - 78,673 9413-002 City Website/Intranet Redesign 8,283 64,768 73,051 16,949 - - - - 90,000 9415-001 CDD Technology Management 56,924 17,482 74,406 102,776 - - - - 177,182 9415-002 TRAK-iT Software System Upgrade 27,617 32,383 60,000 Closed - - - - 60,000 Community Enhancement Programs 9442-001 LLD Initiation Match 26,000 - 26,000 50,000 - - - - 76,000 9442-002 Horseshoe Beautification - - - 25,000 - - - - 25,000 9443-001 Citywide Transportation Needs Assessmt 40,479 10,521 51,000 Closed 51,000 Development Projects & Programs 9451-002 General Plan Updates 77,394 - 77,394 480,515 - - - - 557,909 9452-001 Village Façade Program 25,227 - 25,227 15,751 - - - - 40,978 9452-003 Village Visioning 63,371 1,284 64,656 87,738 - - - - 152,394 Administrative Projects & Programs 9491-001 Risk Management Mitigation Project 150,050 - 150,050 204,412 - - - - 354,462 Total Project Expenditures 528,789 126,438 655,227 1,008,371 - - - - 1,663,598 Interfund Transfers 40,000 - 40,000 - - - - - 40,000 Total Expenditures & Transfers 568,789 126,438 695,227 1,008,371 - - - - 1,703,598 Budgeted for Fiscal YearADMINISTRATIVE & TECHNOLOGY IMPROVEMENT PROJECTS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 509 PROGRAM FUNDING Prior FY Total Year 2017/18 Funding Program REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Technology Fee 113,595 33,587 147,182 30,000 - - - - 177,182 General Plan Update 300,000 100,000 400,000 100,000 - - - - 500,000 Misc Expenditure Reimb 1,000 - 1,000 - - - - - 1,000 CIP Project Contribution 25,000 - 25,000 - - - - - 25,000 Transfers In - General Fund 595,000 133,909 728,909 50,000 - - - - 778,909 Transfers In - Other Projects 221,507 - 221,507 - - - - - 221,507 TOTAL CIP REVENUES 1,256,102 267,496 1,523,598 180,000 - - - - 1,703,598 TOTAL ADMIN REVENUES 1,256,102 267,496 1,523,598 180,000 - - - - 1,703,598 Prior FY Total Year 2017/18 Expended Program EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Salary & Benefits 19,947 1,284 21,232 - - - - - 21,232 Materials & Supplies 17,226 - 17,226 - - - - - 17,226 Consultant/Contract Svs 260,264 89,000 349,264 917,620 - - - - 1,266,885 Construction Expenses 98,958 - 98,958 90,751 - - - - 189,708 Transfers Out 172,394 36,154 208,548 - - - - - 208,548 TOTAL CIP FUND EXP 568,789 126,438 695,227 1,008,371 - - - - 1,703,598 TOTAL ADMIN EXPENSES 568,789 126,438 695,227 1,008,371 - - - - 1,703,598 Prior FY Total Year 2017/18 Program Activity Actuals 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 687,313 828,371 - - - - - Revenues & T/I 1,256,102 267,496 1,523,598 180,000 - - - - 1,703,598 Expenditures & T/O 568,789 126,438 695,227 1,008,371 - - - - 1,703,598 ENDING FUND BALANCE 687,313 828,371 828,371 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year Totals To Date CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 510 OPERATING BUDGET IMPACTS Operating Budget impact measures staff time for project management, inclusive of oversight and other administrative costs. Total Operating 2018/19 2019/20 2020/21 2021/22 2022/23 Impact Information Technology Projects 9412-004 Document Imaging 1,512 - - - - 1,512 9415-001 Community Development Technology 4,286 - - - - 4,286 Community Enhancement Programs 9442-001 Landscaping & Lighting District Initiation 2,918 - - - - 2,918 9442-002 Horseshoe Landscaping & Lighting - - - - - - Development Projects & Programs 9451-002 General Plan Update 20,039 - - - - 20,039 9452-001 Saratoga Village Façade Program 90 - - - - 90 9452-003 Saratoga Village Specific Plan Update - - - - - - Administrative Projects & Programs 9491-001 Risk Management Mitigation 3,286 - - - - 3,286 32,131 - - - - 32,131 Staff time No impact to operating budget Staff time Administrative & Technology Improvement Projects Total - Administrative Projects Staff time Operational Impact Staff time Staff time No impact to operating budget Staff time CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 511 INFORMATION TECHNOLOGY PROJECTS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 512 INFORMATION TECHNOLOGY PROJECTS Project Name Document Imaging Project Project Number 9412-004 Department City Manager’s, Community Development, Public Works Project Managers Debbie Bretschneider, Shaheen Sarwari Description This project converts paper documents into an electronic document archiving system. Location This project is implemented at City Hall, with conversion work at offsite vendor offices. Project Background In 1999, the City implemented a program to convert paper and microfiche documents into digitized format and subsequently purchased Laserfiche, an electronic document management system. Creating electronically indexed copies of City documents helps to ensure records are maintained permanently, allows for more efficient and effective document searches, and enables staff to more promptly reply to public records requests. Since 1999, current documents are scanned or saved into Laserfiche. However, with a lmost 50 years of paper documents and microfilm history to be converted to digital format, staff utilizes an outside vendor for scanning. In 2005, the City Council approved funding for Public Works documents that date back to the 1950’s, including a large quantity of oversized records, maps, and blueprints. In 2008, the City Council approved additional funding to convert older Community Development records and microfilm records to electronic format. This included approximately 30 years of building permit records and 40 years of planning application records on microfilm that required conversion. The City Manager’s Office received funding on a year-to-year basis or scanned records in-house. As a significant amount of staff time is required to prepare the assortment of documents for scanning, conduct quality assessments of the scanned records, and then input them into the City’s document management system, funding is used only as staff time permits. Quality control is an essen tial component of this project; hence the project proceeds at a slow pace and is expected to encompass numerous years to complete. Therefore, as each department is performing the same function, has the same goal, and uses the same contract vendor, the three separately funded document i maging projects were combined into one project in FY 2014/15 to allow the available funding to be shared and thereby increase processing flexibility between the three departments. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $______ will be incorporated into the Fiscal Year 2018/19 operating budget. Upon implementation of this project there will be significant staff time savings and increased transparency as documents will be permanently preserved, categorized, and readily accessible. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 513 INFORMATION TECHNOLOGY PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Complete Document Imaging project scope defined RFP & Bid Process Complete Contract RFP prepared and sent out to bid Contract Award Complete Vendor selected and contract is finalized and approved Project Start Ongoing Vendor document imaging process begins Estimated Project Completion Ongoing Vendor document imaging process completed DOCUMENT IMAGING PROJECT 9412-004 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - Other CIP 78,673 - 78,673 - - - - - 78,673 TOTAL REVENUES 78,673 - 78,673 - - - - - 78,673 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Consultant/Contract Svs 53,443 - 53,443 25,230 - - - - 78,673 TOTAL EXPENDITURES 53,443 - 53,443 25,230 - - - - 78,673 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 25,230 25,230 - - - - - Revenues & T/I 78,673 - 78,673 - - - - - 78,673 Expenditures & T/O 53,443 - 53,443 25,230 - - - - 78,673 ENDING FUND BALANCE 25,230 25,230 25,230 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 514 INFORMATION TECHNOLOGY PROJECTS Project Name City Website & Intranet Project Project Number 9413-002 Department City Manager’s / Administrative Services Project Manager Crystal Bothelio/Mary Furey Description This project would redesign and upgrade the current City website and develop an intranet to improve internal functions and communications. Location The project is implemented at City Hall with the assistance of a website design firm. Project Background In 2008, the City contracted with Civica Software to redesign the City’s website. The redesigned website was launched in 2009. Since that time, technology and design have evolved, and the City needs to make improvements for a more functional and up-to-date online presentation. The project includes improvements to the structure and navigation of the website, a new website appearance and department homepages, the option to translate website content to different languages, and introduction of a mobile-friendly design that allows the website to adapt to any device. This improved design, structure, and mobile access will make it easier for the public to navigate the City’s website and access important information. The project will improve the public-facing website through development of an internal intranet site. Currently, important documents, policies, templates, and basic information are placed on an internally shared drive for staff use. However, these documents are sometimes duplicated with different versions, outdated, or buried by the magnitude of departmental specific information in the internally shared drive. Along with a structural change to implement separate departmental drives for file sharing, the intr anet would improve visibility and access to these vital, internal citywide documents through a formally administered and maintained platform. Additionally, the intranet will becomes essential will provide a one-stop access point to access web- based software, training courses, payroll and HR forms and updates, internal surveys, newsletters, and citywide staff communication, and possibly internal databases. An internal platform will help to ensure current information is available and utilized on forms and documents, and that information is both logically accessible and current, and disseminated in a consistent manner. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $_____ will be incorporated into the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 515 INFORMATION TECHNOLOGY PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development January 2016 Define the scope of the website redesign and intranet development with the contractor Contract Award September 2016 City Council authorized contract Project Start November 2016 Hold kick-off meeting with contractor to review current design, view site examples, discuss desired outcomes and collect information about navigational structure and design of the website and intranet site Website Completion November 2017 Website completed and launched Intranet Completion December 2018 Intranet complete CITY WEBSITE & INTRANET PROJECT 9413-002 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - General Fund 75,000 - 75,000 - - - - - 75,000 Transfers In - Other CIP 15,000 - 15,000 - - - - - 15,000 TOTAL REVENUES 90,000 - 90,000 - - - - - 90,000 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Consultant/Contract Svs 8,283 64,768 73,051 16,949 - - - - 90,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 8,283 64,768 73,051 16,949 - - - - 90,000 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 81,717 16,949 - - - - - Revenues & T/I 90,000 - 90,000 - - - - - 90,000 Expenditures & T/O 8,283 64,768 73,051 16,949 - - - - 90,000 ENDING FUND BALANCE 81,717 16,949 16,949 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 516 INFORMATION TECHNOLOGY PROJECTS Project Name Development Technology Management Project Number 9415-001 Department Community Development Project Manager Debbie Pedro Description This project accounts for technology fee revenues and expenditures in support of converting, managing, and maintaining development documents. Location The project is implemented primarily at City Hall. Some technology services are performed offsite at contract service locations. Project Background In 2008, the Community Development Department initiated a Document Scanning Fee to offset costs associated with converting development documents into a digitized format and maintaining them in perpetuity, with the assistance of software and document manage ment systems. As this effort developed over time, it became clear that technology fees and expenses should be more clearly identified and tracked to ensure proper funding is assessed. For that purpose, the current fee and expenditure structure shifted from the operating budget to the capital budget to isolate the functions, clarify the nexus, and track dedicated revenues for multi-year operational expenses. Revenues include the current Document Technology Fee, while expenditures include vendor provided document conversion costs, geographic information system support services, annual Trak iT development software license fees, and software training and support services. After further study, additional related expenditures may also be accounted for in this project. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $_____ will be incorporated into the Fiscal Year 2018/19 operating budget. Revenues collected to support project expenditures are accounted for directly in this project. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 517 INFORMATION TECHNOLOGY PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Complete Identified scanning, software, and GIS service functions RFP & Bid Process Complete Council approved contract services Contract Award Complete Council awarded contract services contracts Project Start July 2008 Technology fee structure implemented Estimated Project Completion Ongoing Development technology services provided in perpetuity DEVELOPMENT TECHNOLOGY MANAGEMENT 9415-001 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Technology Fee 113,595 33,587 147,182 30,000 - - - - 177,182 TOTAL REVENUES 113,595 33,587 147,182 30,000 - - - - 177,182 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Consultant/Contract Svs 56,924 17,482 74,406 102,776 - - - - 177,182 TOTAL EXPENDITURES 56,924 17,482 74,406 102,776 - - - - 177,182 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 56,671 72,776 - - - - - Revenues & T/I 113,595 33,587 147,182 30,000 - - - - 177,182 Expenditures & T/O 56,924 17,482 74,406 102,776 - - - - 177,182 ENDING FUND BALANCE 56,671 72,776 72,776 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 518 INFORMATION TECHNOLOGY PROJECTS Project Name TrakiT Software and LandTRAK Database Update Project Number 9415-002 Department Administrative Services Project Manager Leo Salindong Description This project updates the Community Development department’s software system and database information to increase functionality, promote transparency, and maintain up -to-date land information. Location The updates to TRAKiT software, LandTRAK database will be implemented for use in the Community Development Department at City Hall with additional offsite assistance from the TRAKiT software firm. Project Background The City of Saratoga has utilized TRAKiT Software to administer planning applications, buildin g permits, land use entitlements, business licenses, encroachment permits and code enforcement violations since 2007. With the rise in web-based applications and ongoing changes in property ownership, the current software system and database are out of date. Updating the TRAKiT software and LandTRAK database to eTRAKiT 3 would bring added functionality to customers, and improve system information. eTRAKiT 3 would allow community members to view building permits and project status, limited business lice nse information, and code violations on either their own or other’s property. The LandTRAK database upgrade will allow for a connection between the City’s database system and the County Assessor’s office database to maintain property updates on a continuous basis. The software also supports the addition of a payment plugin. This will offer residents an online payment option for certain permits. Lastly, additional functionality will be available with the implementation and coordination of GIS Enterprise software with the upgraded eTRAKiT 3 software, assisting both Community Development and Engineering. A transfer from the Community Development Reserve in the General Fund funds this project . This project is recommended to be closed for Fiscal Year 2018/19. Operating Budget Impacts This project will have no impact to the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 519 INFORMATION TECHNOLOGY PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development May 2015 Prepare plans and specifications Contract Award October 2015 Vendor is selected Project Start January 2016 TRAKit upgrade project starts Phase I Completion August 2016 eTRAKiT upgrade completion Phase II Completion December 2016 LandTRAK update completion Project Completed February 2018 Project Completed TRAK-IT SOFTWARE AND LANDTRAK DATABASE UPDATE 9415-002 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - General Fund 60,000 - 60,000 - - - - - 60,000 TOTAL REVENUES 60,000 - 60,000 - - - - - 60,000 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Consultant/Contract Svs 27,617 6,750 34,367 - - - - - 34,367 Transfers Out - 25,633 25,633 - - - - - 25,633 TOTAL EXPENDITURES 27,617 32,383 60,000 - - - - - 60,000 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 32,383 - - - - - - Revenues & T/I 60,000 - 60,000 - - - - - 60,000 Expenditures & T/O 27,617 32,383 60,000 - - - - - 60,000 ENDING FUND BALANCE 32,383 - - - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 520 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 521 COMMUNITY PROGRAMS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 522 COMMUNITY PROGRAMS Project Name Citywide LLD Initiation Match Program Project Number 9442-001 Department Public Works Project Manager John Cherbone Description This project provides matching funds for initial landscaping improvements to encourage neighborhood associations to enter into a Landscape and Lighting District arrangement with the City. Location The LLD Initiation Match Program is available for new districts formed within the City of Saratoga. Project Background This project represents a $50,000 contribution of City funds to be provided to new Landscape and Lighting Districts (LLD) on a 50 percent match basis, up to $25,000, toward initial improvements to be completed at the onset of the new LLD. The program is intended to encourage residents to form a neighborhood assessment district by matching the district’s initial assessment with funds from the City, thereby enabling the quick implementation of landscape and/or lighting improvements within a newly formed district. Improvements are typically made along City arterials leading into a neighborhood, thereby providing a beautiful gateway entrance. District assessments will fund the subsequent upkeep of the improvements, including water, lighting, and landscape maintenance costs. Grant funding matches of up to a maximum of $25,000 per district initiation will be transferred to a new LLD upon district agreement and receipt of initial assessments. LLD expenditures will not be accounted for directly in this project. To date, the program has supported the development of the following new districts; Allendale, Covina, and Brookglen. Improvements included entryway beautification, landscaping, signage, lighting and irrigation. Operating Budget Impacts This project will have no impact to the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 523 COMMUNITY PROGRAMS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development July 2014 Program parameters established and funded Project Start July, 2014 Capital budget funding available for new districts District Formation Various New Districts formed with award of grant funding Project Implementation Various Funding distributions utilized for district improvements Estimated Project Completion TBD Program funding fully disbursed CITYWIDE LLD INITIATION MATCH PROGRAM 9442-001 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfer In - General Fund 50,000 26,000 76,000 - - - - - 76,000 TOTAL REVENUES 50,000 26,000 76,000 - - - - - 76,000 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Construction Expenses 26,000 - 26,000 50,000 - - - - 76,000 TOTAL EXPENDITURES 26,000 - 26,000 50,000 - - - - 76,000 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 24,000 - 50,000 - - - - - Revenues & T/I 50,000 26,000 76,000 - - - - - 76,000 Expenditures & T/O 26,000 - 26,000 50,000 - - - - 76,000 ENDING FUND BALANCE 24,000 50,000 50,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 524 COMMUNITY PROGRAMS Project Name Horseshoe LLD Beautification Project Project Number 9442-002 Department Public Works Project Manager John Cherbone Description This project provides funds for minor beautification projects. Location The minor beautification projects will be performed within the Horseshoe Lighting and Landscaping District. Project Background During Fiscal Year 2014/15, the City received payment from a cellular service provider as a result of the installation of a cell phone tower within the Horseshoe Landscaping and Lighting District. The provider made initial improvements, including planting trees to screen the cellular site equipment, and agreed to pay the City for landscape maintenance. This project is funded by a contribution from a cellular service provider in the amount of $25,000 . Operating Budget Impacts This project will have no impact to the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 525 COMMUNITY PROGRAMS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development TBD Prepare plans and specifications Estimated Project Start TBD Project begins Estimated Project Completion TBD Project complete HORSESHOE LLD BEAUTIFICATION PROJECT 9442-002 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND CIP Project Contribution 25,000 - 25,000 - - - - - 25,000 TOTAL REVENUES 25,000 - 25,000 - - - - - 25,000 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Construction Expenses - - - 25,000 - - - - 25,000 TOTAL EXPENDITURES - - - 25,000 - - - - 25,000 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 25,000 25,000 - - - - - Revenues & T/I 25,000 - 25,000 - - - - - 25,000 Expenditures & T/O - - - 25,000 - - - - 25,000 ENDING FUND BALANCE 25,000 25,000 25,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 526 COMMUNITY PROGRAMS Project Name Citywide Transportation Needs Assessment Project Number 9443-001 Department Public Works Project Manager John Cherbone Description This project provides funding for a Citywide transportation needs assessment. Location This assessment will include the entire City. Project Background This project will investigate transportation needs for the City based on a comprehensive look at all demographics including senior transportation needs. The study will look at destination patterns of Saratoga residents as well as opportunities and constraints connected to public transportation. Opportunities to expand the study with other West Valley cities will be explored. As part of the transportation needs assessment, the City Council authorized a 6-week pilot program for older adults in partnership with Yellow Checker Cab and the Saratoga Area Senior Coordinating Council (SASCC). A total of 20 residents were selected to participate in the pilot program, which provided participants with $325 value in taxi ride credits in exchange for a $50 participant contribution. Quantitative and qualitative data from the pilot will be incorporated into the final Citywide assessment. This project was completed in December 2017 and will be closed for Fiscal Year 2018/19 . Operating Budget Impacts This project will have no impact to the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 527 COMMUNITY PROGRAMS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development October 2016 Program parameters established and funded Contract Award October 2016 Contract awarded to Fehr & Peers Project Start October 2016 Begin assessment Project Completion December 2017 Complete assessment CITYWIDE TRANSPORTATION NEEDS ASSESSMENT 9443-001 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Misc Expenditure Reimb 1,000 - 1,000 - - - - - 1,000 Transfers In - Other CIP 50,000 - 50,000 - - - - - 50,000 TOTAL REVENUES 51,000 - 51,000 - - - - - 51,000 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Materials & Supplies 6,500 - 6,500 - - - - - 6,500 Consultant/Contract Svs 33,979 - 33,979 - - - - - 33,979 Transfers Out - 10,521 10,521 - - - - - 10,521 TOTAL EXPENDITURES 40,479 10,521 51,000 - - - - - 51,000 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 10,521 - - - - - - Revenues & T/I 51,000 - 51,000 - - - - - 51,000 Expenditures & T/O 40,479 10,521 51,000 - - - - - 51,000 ENDING FUND BALANCE 10,521 - - - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 528 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 529 DEVELOPMENT IMPROVEMENT PROJECTS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 530 DEVELOPMENT IMPROVEMENT PROJECTS Project Name General Plan and Planning Update Project Number 9451-002 Department Community Development Project Manager Debbie Pedro Description This project collects funding to hire consultants for updates to the City’s General Plan and Advanced Planning policy documents over multi-year contract periods. Location The General Plan and Advanced Planning policy document update work will primarily be performed offsite at consultant locations, but will have citywide impact with its implementation. Project Background The General Plan and Advanced Planning policy document contains approved long range policies of acceptable land uses for the city. Each city adopts and periodically updates its General Plan and Advanced Planning policy documents to guide the long term growth and land development of the community. The General Plan and Advance Planning policy documents are the foundation for establishing goals, purpose, zoning and activities to ensure compatibility and continuity throughout the city. As the legislature requires a city’s zoning and subdivision approvals be consistent with their adopted General Plan, updates to the General Plan must be made in conjunction with development related code changes. Development fees are collected to provide the funding needed to meet this requirement as a result of changing land uses in the community. Fees are initially collected in the operating budget and then transferred from the General Fund to the General Plan Update CIP on an annual basis . Government code dictates that the General Plan contain seven mandatory elements: land use, circulation, housing, conservation, open space, noise, and safety. As each of these elements require technical expertise, consultants and attorneys are retained to assist with the updates. Additionally, the State Planning Law also allows for Specific Plans to serve as “mini -General Plans” for predesignated and defined planning areas such as the City’s Hillsides or The Village. Most communities update their Specific Plans overtime in conjunction with periodic updates of their General Plan and sub-elements. Updates to the Circulation, Open Space/Conservation, and Land Use Elements are scheduled to be completed by 2019. On December 20, 2017, The City Council allocated an add itional $57,909 to the project to fund the costs associated with these updates. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $_____ will be incorporated into the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 531 DEVELOPMENT IMPROVEMENT PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development TBD Allocate funding to update General Plan Elements, code, and policy documents as needed: Prior updates/amendments completed: May 1983 – Introduction with Land Use Element Aug 1988 – Noise Element Aug 1988 – Area Plans Jun 1994 – Hillside Specific Plan (amendment) Jun 2007 – Open Space and Conservation Element Apr 2010 – Saratoga Village Specific Plan (amendment) Nov 2010 – Circulation and Scenic Highway Element Feb 2013 – Safety Element Nov 2014 – Housing Element Element Updates June 2019 Circulation and Scenic Highway Element Open Space and Conservation Element Land Use Element GENERAL PLAN UPDATE CIP 9451-002 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND General Plan Update 300,000 100,000 400,000 100,000 - - - - 500,000 Transfer In - General Fund - 57,909 57,909 - - - - - 57,909 TOTAL REVENUES 300,000 157,909 457,909 100,000 - - - - 557,909 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Consultant/Contract Svs 25,000 - 25,000 480,515 - - - - 505,515 Transfers Out 52,394 - 52,394 - - - - - 52,394 TOTAL EXPENDITURES 77,394 - 77,394 480,515 - - - - 557,909 Prior FY Total Year 2017/18 Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 222,606 380,515 - - - - - Revenues & T/I 300,000 157,909 457,909 100,000 - - - - 557,909 Expenditures & T/O 77,394 - 77,394 480,515 - - - - 557,909 ENDING FUND BALANCE 222,606 380,515 380,515 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 532 DEVELOPMENT IMPROVEMENT PROJECTS Project Name Village Façade Program Project Number 9452-001 Department Community Development Project Manager Community Development Director Description This program is intended to enhance the beauty of Saratoga Village by offering an incentive to business and property owners to make façade improvements that maintain the historic character and charm of the Village. Location This program serves properties located within Saratoga Village either on, or visible from, Big Basin Way. Project Background In 2004, the City of Saratoga initiated the Village Façade Improvement Program to revitalize the downtown area and encourage private investment in the Saratoga Village Commercial District that runs along Big Basin Way in the City’s downtown area. Property owners or business owners can receive up to a 50% reimbursement, maximum award of $5,000, for the cost of making improvements to the façade of their buildings. Only properties located either on, or visible from, Big Basin Way qualify for Village Façade Improvement Program funding. Eligible projects range from exterior paint, installation of awnings, improvements to sidewalk seating areas, signage, enhancement to doors and windows, and installation of exterior planter boxes. Initial funding for the program lasted one year and resulted in over $600,000 in private investment in the Village. Funding was then restored in 2007 when Council allocated $20,000 to the program. Since then, the City has awarded six Village Façade Improvement grants that have generated more than $80,000 in improvements to the Village’s appearance. An additional $20,000 was allocated to the p rogram in 2011, and again in 2014. This project enhances the beauty of Saratoga Village, the City’s downtown area, and consequently increases retail, restaurant, and hotel business activity resulting in higher sales tax and TOT revenues for the City. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $_____ will be incorporated into the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 533 DEVELOPMENT IMPROVEMENT PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Program Funding Ongoing Council approved funding for Village Façade Improvement Program Funding Application Ongoing Applicants apply for funding Application Review Ongoing Village Ad Hoc reviews applications for funding Funding Approval Ongoing Village Ad Hoc approves applications for funding Funding Award Ongoing Successful applicants receive funding VILLAGE FAÇADE PROGRAM 9452-001 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - Other CIP 52,394 - 52,394 - - - - - 52,394 Transfers In - General Fund 100,000 - 100,000 - - - - - 100,000 TOTAL REVENUES 152,394 - 152,394 - - - - - 152,394 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Salary & Benefits 19,947 1,284 21,232 - - - - - 21,232 Materials & Supplies 306 - 306 - - - - - 306 Consultant/Contract Svs 43,118 - 43,118 87,738 - - - - 130,856 TOTAL EXPENDITURES 63,371 1,284 64,656 87,738 - - - - 152,394 Prior FY Total Year 2017/18 Estimated Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 89,023 87,738 - - - - - Revenues & T/I 152,394 - 152,394 - - - - - 152,394 Expenditures & T/O 63,371 1,284 64,656 87,738 - - - - 152,394 ENDING FUND BALANCE 89,023 87,738 87,738 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 534 DEVELOPMENT IMPROVEMENT PROJECTS Project Name Village Visioning Project Number 9452-003 Department Community Development Project Manager Community Development Director Description This project funds an update to the Village Specific Plan and related documents including design guidelines and parking districts. Location This project will focus efforts on Saratoga Village either on, or visible from, Big Basin Way. Project Background The Village Specific Plan, adopted in 1988, was developed to recognize and preserve the special assets and potential of the City’s downtown core business district. Twenty-seven years has passed since the community helped develop the policy program that served as the foundation for the Specific Plan. The process to update the Specific Plan and supporting documents is expected to follow three phases; (1) Stakeholder and community outreach to re -affirm or establish a vision and guiding principles, (2) Update the Specific Plan based on the input from the outreach e ffort, (3) Update supporting documents such as the design guidelines and parking districts based on the goals and polices in the updated Specific Plan. The current goals of the Saratoga Village Specific Plan are: 1. Preserving and enhancing the small-scale, pedestrian character of the Village to make the area more inviting to potential shoppers and diners; 2. Preserving and enhancing the architectural and landscape character of the area; 3. Improving parking and circulation; 4. Encouraging a traditional town center mix of specialty shops, restaurants, convenience shops, services and residences; and 5. Conserving historic structures. Goals to be considered in the update process could include, but are not limited to: “Establishing gathering places for people to dine and socialize to help build a sense of community” and “Encouraging alternative modes of transportation such as walking and biking to promote a healthier lifestyle.” This Project is funded by a transfer from the General Fund. Operating Budget Impacts Administrative staff costs for project oversight and implementation of $______ will be incorporated into the Fiscal Year 2018/19 operating budget. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 535 DEVELOPMENT IMPROVEMENT PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development August 2015 Specific plan updates determined by Council Contract Award September 2015 City Council awards contract Planning Commission Review June 2017 Draft update reviewed by Planning Commission City Council Review August 2017 Revised draft update reviewed by Council Project complete November 2018 Finalize Specific Plan Update VILLAGE VISIONING 9452-003 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - Other CIP 52,394 - 52,394 - - - - - 52,394 Transfers In - General Fund 100,000 - 100,000 - - - - - 100,000 TOTAL REVENUES 152,394 - 152,394 - - - - - 152,394 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Salary & Benefits 19,947 1,284 21,232 - - - - - 21,232 Materials & Supplies 306 - 306 - - - - - 306 Consultant/Contract Svs 43,118 - 43,118 87,738 - - - - 130,856 TOTAL EXPENDITURES 63,371 1,284 64,656 87,738 - - - - 152,394 Prior FY Total Year 2017/18 Estimated Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 89,023 87,738 - - - - - Revenues & T/I 152,394 - 152,394 - - - - - 152,394 Expenditures & T/O 63,371 1,284 64,656 87,738 - - - - 152,394 ENDING FUND BALANCE 89,023 87,738 87,738 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 536 CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 537 SAFETY IMPROVEMENT PROJECTS CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 538 SAFETY IMPROVEMENT PROJECTS Project Name Risk Management Project Funding Project Number 9491-001 Department Recreation & Facilities/ND Project Manager Michael Taylor Description This project will address liability issues, including accessibility requirements and hazard mitigation, on a priority basis. Location While many projects are located on the City Hall Campus, they may be addressed as citywide general plans or specific projects throughout the City. Project Background Per Council policy, this project receives an annual priority allocation to address a variety of liability issues. The City’s Risk Management Committee has created a list of priority projects in partnership with the City’s insurance provider. The City systematically works through these projects based on priority and updates the list as needed. The intent of the project is to mitigate risk and eliminate potential hazards before accidents occur. The project also demonstrates that the City is pro -actively addressing potential liabilities in a timely manner. Accessibility improvements to City facilities, such as buildings, parks, and playgrounds include; installation of accessible play equipment, installation of accessible customer service counters, construction of ramps and handrails, and installation of accessibility signage. Hazard mitigation projects include the removal of dead or storm-damaged trees, removal of tripping hazards, and other unanticipated risks as they arise. Operating Budget Impacts Administrative and maintenance staff costs for project oversight and implementation of $______ will be incorporated into the Fiscal Year 2018/19 operating budget. This project will reduce the potential for liability lawsuits by demonstrating the City’s intent address potential liabilities within a reasonable amount of time, as funding is available. CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 539 SAFETY IMPROVEMENT PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Program Initiation July 2012 Council approved Annual ADA Mitigation program Project Development Ongoing Identify and assess ADA Mitigation issues and projects Risk Management Projects Ongoing Projects, training, installations, repairs addressed and completed RISK MANAGEMENT PROJECT FUNDING 9491-001 Prior FY Total Year 2017/18 Funding Project REVENUES Funded Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Funding CIP ADMINISTRATIVE FUND Transfers In - General Fund 250,000 50,000 50,000 Transfers In - Other CIP 4,462 - 4,462 - - - - - 4,462 TOTAL REVENUES 254,462 50,000 4,462 50,000 - - - - 4,462 Prior FY Total Year 2017/18 Expended Project EXPENDITURES Expended Actuals To Date 2018/19 2019/20 2020/21 2021/22 2022/23 Expended CIP ADMINISTRATIVE FUND Materials & Supplies 10,419 - 10,419 - - - - - 10,419 Consultant/Contract Svs 11,900 - 11,900 204,412 - - - - 216,312 Construction Expenses 47,730 - 47,730 - - - - - 47,730 Transfers Out 80,000 - 80,000 - - - - - 80,000 TOTAL EXPENDITURES 150,050 - 150,050 204,412 - - - - 354,462 Prior FY Total Year 2017/18 Estimated Project Activity Actuals Total 2018/19 2019/20 2020/21 2021/22 2022/23 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 104,412 154,412 - - - - - Revenues & T/I 254,462 50,000 304,462 50,000 - - - - 354,462 Expenditures & T/O 150,050 - 150,050 204,412 - - - - 354,462 ENDING FUND BALANCE 104,412 154,412 154,412 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL PROGRAM - ADMINISTRATIVE & TECHNOLOGY PROJECTS 540